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HomeMy WebLinkAboutUtilities 2012-02-14 Item 2A - Bid Award - Custom Security Systems (Ace Fire) for 6300 Building Fire Alarm System UpgradeCity of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Utilities Committee FROM: Bob Giberson, Public Works Director DATE: February 10, 2012 SUBJECT: 6300 Building's Fire Alarm System Upgrade Project No. 91130303 Bid Award ISSUE Award 6300 Building's fire alarm system upgrade. BACKGROUND During our annual fire confidence testing and planned fire drills, alarms could not be heard throughout the 6300 Building. This building has one (1) gong bell and a lobby fire enunciator that makes a very low audible sound with a short range of just 20 feet. The fire system currently is not out of compliance since it is grandfathered in and the building has a fire sprinkler system. Bringing the 6300 Building's fire alarm system up to current building codes would provide occupants with an audible warning system, facilitating a more expedient evacuation, if necessary. During the initial bidding process, changes to Tukwila's fire code revealed the requirement for additional equipment necessitating a re -bid process. DISCUSSION The 6300 Building's fire alarm system upgrade will improve the existing smoke detection system and will feature an addressable panel adding 175 new devices throughout the building including strobes, horns, and smoke detectors. The budget for this project is in the 303 Facilities Fund with $460,000.00 budgeted in 2012 for construction (page 76, 2012 CIP). Three fire alarm vendors submitted their design proposals in 2011 to bring the 6300 Building's current fire system in line with the fire code. All vendors were asked to revise their proposals in 2012 to reflect the current fire code requirements. The results are listed below. Bid Results 15% Continaencv Custom Security Systems (Ace Fire) 45,821.37 $6,873.20 Washington Alarms, Inc. 45,843.14 Froula Alarm Systems 64,660.00 RECOMMENDATION Council is being asked to approve the contract with Custom Security Systems (Ace Fire) in the amount of $45,821.37 for the 6300 Building's Fire System Upgrade and consider this item at the February 27, 2012 Committee of the Whole and subsequent March 5, 2012 Regular Meeting. Attachment: Custom Security Systems Contract W' \PW Eng \PROJECTS\A- BG Projects \91130303 6300 Bldg Fire Alarm Sys Upgrade \Info Memo UC 6300 fire alarm upgrades.docx Contract No. Project PA 4 91130303.3000.176 Budget 303.98.594.190.48.00 CONTRACT FOR SERVICES This Agreement is entered into by and between the City of Tukwila, Washington, a non charter optional municipal code city hereinafter referred to as "the City and Custom Security Systems, hereinafter referred to as "the Contractor whose principal office is located P.O. Box 3407, Lacer, WA 98509. WHEREAS, the City has determined the need to have certain sertirices performed for its citizens but does not have the manpoNver or expertise to perform such sertirices, and WHEREAS, the City desires to have the Contractor perform such sertirices pursuant to certain terms and conditions, now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scone and Schedule of Services to be Performed by Contractor. The Contractor shall perform the 63tu) Building Fire Alarm System Upgrades and those seriices described on Exhibit A attached hereto and incorporated herein by this reference as if filly set forth. In performing such serti-ices, the Contractor shall at all times comply- with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such serf ices and the handling of and fimds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. 2. Compensation and Method of Pavment. The Citv shall pad the Contractor for serf ices rendered according to the rate and method set forth on Exhibit A attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $45,82137 inclusive of all applicable state and local sales taxes. 3. Contractor Bud!et. The Contractor shall apply the fiends received under this Agreement Nvithiu the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City Nvhenever the Contractor desires to amend its budget in any way. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing Februaiy 7, 2012 and ending June 3(_), 2012 unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the serti-ices provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by of the sell-ices provided under this Agreement. The City shall not be responsible for withholding or otheiNvise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall indemnify, defend and hold harmless the Citv, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from igj*wN or death to persons or damage to property occasioned by any act, omission or failure of the Contractor, its officers, agents and employees, in performing the Nvork required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnifi defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Contractor. This Nvaiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph Nvere caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Contractor, its officers, agents, and employees. 7. Insurance. A. The Contractor shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance Nvith a minimum coverage of $500,000.00 per occurrence /aggregate for personal iiljur and property damage. Said policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation or reduction in the amount of said policy except 2 upon thirty (30) days prior written notice to the City_ Cancellation of the required insurance shall automatically_ result in termination of this Agreement. B. Certificates of coverage as required by Paragraph A above shall be delivered to the City fifteen (15) days of execution of this Agreement. 8. Record Beeping and Reoortint. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and seiirices performed in the performance of this Agreement and other such records as may deemed necessaiN- by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy is granted by office of the archivist in accordance with RCW Chapter 40.14 and bv_ the Citv. 9. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by during the performance of this Agreement. 10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any the Citv shall have the right to terminate this Agreement immediately. 11. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant for employment, or any person seeking the serti-ices of the Contractor to be provided under this Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or presence of any mental or physical handicap. 12. Assignment and Subcontract. The Contractor shall not assign or subcontract any of the serti-ices contemplated by this Agreement without the written consent of the Citv. 13. Entire Agreement. This Agreement contains the entire Agreement between the parties hereto and no other Agreements, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or bind any of the parties hereto. Either party may request changes in the agreement. Proposed changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement. 14. Notices. Notices to the City of Tukwila shall be sent to the following address: Citv Clerk, Citv of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by Contractor upon the signature line below. 15. Applicable Law; Venue; Attornev's Fees. This Agreement shall be governed by and constnred in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in Bing County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this day of 20 CITY OF TUKWILA CONTRACTOR: By: By: Title: Jim Haggerton, Mayor Title: ATTEST/AUTHENTICATED: Printed Name: Christy O'Flaherty, CMC, City Cleric Address: APPROVED AS TO FORM: Office of the City Attorney 10 1 Date approved by City Council: (Applicable if contract amount is over $40,000) 3 02/05/2012 04:05 3602521507 FRONT DESK PAGE 02/05 cus�ro�� January 90, 2012 6300 BuRding 6300 South Center Blvd Tukwila, WA Pbone :206 -571 -6291 Fax: 206-241-5661 Re: Tukwila City Nall Ann. Roger Thank you for the opportunity, to present to you, our investigation results to determine the viability and installation demands in meeting your requirement per previously established parameters. We feel the proposed system would meet those requirements DESIGN CONCEPT As per design proposal. Scope of Work FME SYSTEM: thlr design, as per requirements, would provide for a complete stand. -alone System. This is aebieved by the installation of the provided equipment. Aid A (Turn Key) (Ace Fire Security) Provides, Plans, devices, wire, installation and final inspection with local ,jurisdiction included Does not include conduit if required. Bid B (Electrical Sub) pulls wire Trim devices Ace Fire Security Rappty, fire Alarm Devices, Plana and Permits, Trim Program Fire .Panel and Final inspection with .Local 3uri9diction. Permits The permit cost will be billed out separately. The estimated cost W11 be approximately $500.00 for both A -Bid and .B -Sid each. Note: Upon submittal of "plans' to the Fire Marshal /County, lead time back to dealer is generally 2 -3 weeks. This is a bas guideline and is subject to change. Fire Marshal /County must sign plans before work )nay start. Provided Equipment Headquarters, P.Q. Box 3407, Lacay, WA 98509 -3407 I 800-22 RECEIVED 02- 07 -'12 12;34 FROM- 3602521507 TO- Tukwila G Long Shop F002 /005 0 4 02/05/2012 04:05 3602521507 FRONT DESK PAGE 03/05 A -Bid Silent Knight 5808 Aoalog/Addressable Fire Alarm Control Panel 1 Silent Knigbt 5860 Remote LCD Aanuciator l Addressable .Input Module 4 Addressable Relay Module 3 Addressable Smoke Detector 5 Addressable Manual full Station. 6 Horn/Strobe 45 Strobe Light 108 Wea.therproof Horn /Strobe 1 Silent Knigbt 5496 1 Fire Sprinkler 5 Elevator Recall 3 2 Power Supplies Schedule of Values Rid A (Turn Key) Total. Amount (to be billed on a billing schedule, we exhibit A):_ 4.1 plus sales tax {which includes plans end permits) l_xclusions Underground, conduit, excavation, repairs of existing system if any, after hour's labor, rack and or reek modification, Labor factor is based upon ftee and unencumbered acceRs to all site areas and single start /stop cycle. Terms Prices are valid for 30 Days from date of proposal.. Upon execution of contract, customer will provide 1/3 deposit with order, thereafter progress billings, as per exhibit A, until project completion. Thankyou again for the opportunity, to partner ourioint interest, in the success of this project. If I can be of any further help or if you should have any questions concerning this proposal, please feel free to contact me at any time. Sincerely, Gary N ino Custom Security DECEIVED 02- 07 -`12 12,34 FROM- 3602521507 TO- Tukwila G Long Shop P003/005