CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Option Year Two of Contract 16-298, Alarm and Fire Suppression System Services, to Fox Valley Fire and Safety Company for an amount not to exceed $2,138 and a total award of $101,003
body
DEPARTMENT: Naper Settlement
SUBMITTED BY: Harriet M. Pistorio, COO
BACKGROUND:
The Department of Public Works - Public Buildings Division (DPW-PBO) contracts with an alarm and fire suppression system service provider to perform preventative maintenance, required testing, equipment repairs, modifications, project work and new installations in designated City facilities, including Naper Settlement.
In January 2017, the City Manager approved the award of Contract 16-298, Alarm and Fire Suppression Services to Fox Valley Fire and Safety Company for a two-year term with three, one-year extensions. In December of 2018, the City Manager approved the award of the first option year from January 1, 2019 through December 31, 2019. The second option year was approved on January 13, 2020.
DISCUSSION:
During the course of the contract, three unanticipated repairs were necessary to complete to maintain functionality of systems, which depleted the available contract funds. Due to an essential equipment replacement for the Century Memorial Chapel high-beam heat detector and the Meeting hours LL pull station, this change order is requested to cover those expenses.
Completing this change order will add funds to cover the unanticipated high-beam and pull station equipment replacement costs and allow the remaining balance to support the 4th quarter regular service inspection, testing, and anticipated miscellaneous service repair expenses.
The high-beam and pull station fees are quoted by Fox Valley Fire & Safety at $1,668 and $470, for a total of $2,138. The circumstances said to necessitate this change were not reasonably foreseeable at the time the annual 2020 fund encumbrance or contract was signed.
FISCAL IMPACT:
CIP #: N/A
Annual required Alarm and Fire Suppression services are expensed to the building and grounds maintenance account listed below. A total of $134,000 is budgeted for various maintenance items in 2020. The requested change order is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
51343200-531302 |
Naper Settlement Fund |
$134,000 |