CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 22-049, Fire and Security Alarm, Fire Suppression System and Extinguisher Maintenance Services, to Fox Valley Fire and Safety Company for an amount not to exceed $187,290.45 and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
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. The services on this contract also include the annual maintenance of all fire extinguishers.
In January 2022, DPW issued Bid 22-049, Fire and Security Alarm Fire Suppression System and Extinguisher Maintenance Services, for a two-year term with three one-year options to extend the contract.
DISCUSSION:
Advertisement Date: 1/14/2022 Notices Sent: 68
Bid Opening Date: 2/09/2022 Planholders: 13
Bids Received: 1
The following bids were received:
|
Firm Name |
Bid Amount |
|
Fox Valley Fire & Safety Company, Inc. |
$130,792.05 |
Procurement staff followed up with planholders who elected not to respond. Cintas stated that they were unable to adequately evaluate the information provided in order to generate a bid response. Total Fire and Safety stated that they could not provide accurate costs for service. Ahern Fire Protection stated that they would not be able to offer competitive pricing compared to current rates.
A non-mandatory pre-bid meeting was offered to all bidders allowing full access to facilities for the purpose of gathering information on the fire suppression systems. None of the bidders attended. Additionally, information requested was provided to all bidders through the issuance of two addenda.
Fox Valley Fire & Safety Company, Inc, is the City’s current service provider. No price increases were requested over the previous five-year contract term. The current bid represents a 10% increase in costs. In the context of both current and historical price inflation, the increase is reasonable.
As part of the bid, vendors were asked to provide hourly rates and material mark-up costs for unexpected repairs. The award amount is different than the bid amount to better reflect the budgeted amount for unanticipated repairs for the two-year contract.
The term of the contract is from date of award through December 31, 2023, with three, one-year options to extend.
FISCAL IMPACT:
CIP: N/A
Fire and Security Alarm, Fire Suppression System and Extinguisher Maintenance Services are expensed to the Building and Ground Maintenance accounts listed below. A total of $475,023 has been budgeted for contracted building maintenance across three funds in 2022. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$691,100 |
|
51343200-531302 |
Naper Settlement Fund |
$143,523 |
|
31254300-531302 |
Downtown Maint. Fund |
$163,000 |