CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #2 to 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 $110,000 (Item 1 of 2)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, 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 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.
The other related item on the City Council agenda is:
• 24-1306: Approve the award of Change Order #1 to Option Year #1 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 $50,000 and a total award of $145,000 (Item 2 of 2)
DISCUSSION:
The Contractor performed well during the original contract term and has agreed to maintain contract rates for the first option year. In 2025, the Department of Public Works (DPW) and Naper Settlement anticipate spending approximately $110,000 for mandated inspections, emergency repairs, vandalism repairs, and system upgrades. DPW’s portion of the award is $102,000 and Naper Settlement’s portion is $8,000.
The term of the second Option Year is January 1, 2025, through December 31, 2025, with one, one-year option to extend remaining.
The Change Order for the current year is requested to add funds to this contract necessary to address equipment repairs and deficiencies identified by Fox Valley Fire & Safety during their September inspection. Of the 60 plus facilities inspected, 13 require gauges and/or valve replacements as well as other system control equipment. The amount requested also will cover additional repair costs through the end of the year.
FISCAL IMPACT:
CIP#: N/A
Alarm and fire suppression system services are expensed to the Building and Ground Maintenance accounts listed below. DPW included $443,500 in its proposed 2025 budget for building maintenance services, including alarm and fire suppression system maintenance. Additionally, Naper Settlement included $484,541 in its proposed 2025 budget for various building and ground maintenance services, including fire suppression. The requested award is within the amount proposed for these services in 2025.
The change order can be accommodated with the current year's budget due to underspending in other areas of building and grounds maintenance.
|
Account Number |
Fund Description |
Total Proposed Budget Amount |
|
31341100-531302 |
General Fund |
$817,600 |
|
31254300-531302 |
Downtown Maintenance |
$211,000 |
|
51343200-531302 |
Naper Settlement Fund |
$484,541 |