CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year #3 of Contract 22-049, Fire and Security Alarm, Fire Suppression and Extinguisher Maintenance Services, to Fox Valley Fire and Safety Company, Inc. for an amount not to exceed $100,000 and a total award of $210,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In March 2022, the City Council approved the award of Contract 22-049 to Fox Valley Fire and Safety Company, Inc. to perform preventative maintenance, required testing, equipment repairs, modifications, project work, and new installations in designated City facilities, including the Naper Settlement. The services on this contract also include the annual maintenance of all fire extinguishers.
The original term of this contract was from the date of award, through December 31, 2023, with three option years. The first option year was awarded on January 16, 2024. Change order #1 for the first option year was approved on November 25, 2024, for gauge, valve, and system control repairs. The second option year was approved on December 3, 2024. Change Order #1 for the second option year was approved on July 15, 2025, for funds needed to address deficiencies and repairs identified during an annual inspection. The third option year was awarded on December 2, 2025.
DISCUSSION:
This Change Order is requested to replace $67,000 worth of damaged fire suppression piping and connections that split after water from the system froze hours after an activation in December. The remaining $33,000 change order is for additional unforeseen repairs for the remainder of the year.
Contract Award
|
Original Contract Value |
$ 110,000 |
|
Prior Cumulative Approved Change Orders |
$ 0 |
|
Subtotal |
$ 110,000 |
|
(+/-) This Change Order |
$ 100,000 |
|
Total Contract Value |
$ 210,000 |
FISCAL IMPACT:
CIP#: N/A
Alarm and fire suppression system services are expensed to the Building and Ground Maintenance accounts listed below. A total of $457,250 was budgeted for contracted building maintenance services, including alarm and fire suppression maintenance in 2026, in the General Fund and Downtown Maintenance Fund. The requested change order of $100,000 is within the budgeted amounts for this expense in 2026.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$748,100 |
|
31254300-531302 |
Downtown Maintenance Fund |
$150,000 |