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Home My WebLink AboutCOW 2012-02-27 Item 3A - Bid Award - 6300 Building Fire Alarm System with Custom Security Systems for $45,821.37CAS NUMBER: COUNCIL A GE1 Initials Meeting Date Prepared by Mayors review 02/27/12 BG 03/05/12 BG ITEM INFORMATION S'T'AFF SPONSOR: BOB GIBERSON VDA SYNOPSIS ITEM NO. Council review 3.A. IORIGINALAGENDA DATE: 02/27/12 AGENDA I'rEM TITLE 6300 Building's Fire Alarm System Upgrade Bid Award CA'T'EGORY Discussion Motion Resolution Ordinance ❑Bid Award Public Heating Other Mtg Date 02127112 Mtg Date 03105112 Mtg Date Mtg Date Mtg Date A1tg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police PW SPONSOR'S During our annual fire confidence testing and planned fire drills, audible alarms could not SUMMARY be heard throughout the 6300 Building. This contract will add 175 new devices throughout the 6300 Building that will include strobes, horns, and smoke detectors. Three vendors submitted their proposals with Custom Security Systems submitting the lowest bid. Council is being asked to approve the contract with Custom Security Systems (Ace Fire) for the 6300 Building's Fire Alarm System Upgrade in the amount of $45,821.37. REvIEWFM BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 02/14/12 COMMITTEE CHAIR: DENNIS ROBERTSON RECOMMENDATIONS: SPONsoR /ADMIN. Public Works COMA4117EE Unanimous Approval; Forward to Committee of the Whole. COST IMPACT FUND SOURCE EXPENDITURE RIlQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $45,821.37 $460,000.00 $0.00 Fund Source: 303 F ACILITIES (PG. 76, 2012 CIP) Comments: MTG. DATE I RECORD OF COUNCIL ACTION 02/27/12 03/05/12 MTG. DATE I ATTACHMENTS 02/27/12 Informational Memorandum dated 02/10/12 Custom Security Contract with Scope of Work Minutes from the Utilities Committee meeting of 02/14/12 03/05/12 i x City 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 3 rd Contract No. Project PA 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 noncharter 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, Lacey, WA 98509. WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services 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. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform the 6300 Building Fire Alarm System Upgrades and those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds 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 City shall pay the Contractor for services 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 $45,821.37 inclusive of all applicable state and local sales taxes. 3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. 4. Duration of Al?reement. This Agreement shall be in full force and effect for a period commencing February 7, 2012 and ending June 30, 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 services 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 virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise 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 City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury 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 work 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 indemnify, 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 waiver 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 were 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 with a minimum coverage of $500,000.00 per occurrence /aggregate for personal injury 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 W: \PW Eng \PROJECTS \A BG Projects \91130303 6300 Bldg Fire Alarm Sys Upgrade \CONTRACT Custom Security.docx kn 2/7/2012 Page l of 2 5 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 within fifteen (15) days of execution of this Agreement. 8. Record Keepiniz and Revortiniz. 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 services performed in the performance of this Agreement and other such records as may be deemed necessary 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 them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 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 law 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 reason, the City 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 services 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 sensory, mental or physical handicap. 12. Assienment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 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: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 15. Applicable Law; Venue; Attornev's Fees. This Agreement shall be governed by and construed 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 King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this CITY OF TUKWILA By: Title: Jim Haggerton, Mayor ATTEST /AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM: Office of the City Attorney go day of CONTRACTOR: By: Title: Printed Name: Address: ,20 Date approved by City Council: (Applicable if contract amount is over $40,000) WAPW Eng \PROJECTS \A BG Projects \91130303 6300 Bldg Fire Alarm Sys Upgrade \CONTRACT Custom Security.docx 2/7/2012 Page 2 of 2 A 02/05/2012 04 :05 3602521507 FRONT DESK PAGE 02/05 cus�raM►� January 30, 2012 6300 BuRding 6300 South Center Blvd Tukwila, WA Phone 206 -571 -6291 Fax: 206-241-5663 Re: Tokwi la City Hall Attn. 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 FIItI± SYS Our design, as per requirements, would provide for a cornpletc stand -alone System. This is achieved by tlac installation of the provided equipment. Bid ,A (Tutu 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 &'Prim devices. Ace Firc Seelarity supply, fire Alarm Devices, Plans and Permits, Trim Program Fire Panel and Final Inspection with local .Jurisdiction. Permits The permit cost will be billed out separately. The estimated cost will be approximately $500.00 for both A -Bid and .8•Bid each. Mote: Upon submittal of "plans' to the Fire Marshal /County, lead time back to dealer is generally 2 -3 weeks. This is a basic guideline and is subject to change. Fire Marshal /County must sign plans before work xnay start. Provided Equipment Headquarters, P.O. Box 3407, Lamy, WA 98509 -3407 1 RECEIVED 02- 07 -'12 12:34 FROM- 3602521507 TO- Tukwila G Long Shop P002/005 7 02/05/2012 04:05 3602521507 FRONT DESK PAGE 03/05 A -Bid Silent Knight 5808 Analog/Addressable Fire.Alarm Control Panel I Silent Knight 5860 Remote LCD Annuciator Addressable Input Module 4 Addressable Relay Module 3 /addressable Smoke Dotector 5 Addressable Manual full Station. b Horn/Strobe 45 108 Strobe Tight Weatherproof Horn /Strobe 1 Silent Knight 5496 1 Fire Sprinkler 5 3 Elevator Recall Power Supplies Schedule of Values Rid "A" (Turn Key) Total. Amount (to be billed on a billing schedule, see exhibit A) 41,846.00 plus sakes tax (which includes plans and permits) Exclusions Underground, oond.uit, excavation, repairs of existing system if any, after hour's labor, rack and or rack modification, Gabor factor is based upon free and unencumbered access 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. Thank you again for the opportunity, to partner our joint interest, in the success of this project. If 1. 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 Nino Custom Security RECEIVED 02- 07 -'12 12;34 FROM- 3602521507 TO- Tukwila G Long Shop P003/005 UTILITIES COMMITTEE Meeting Minutes February 14, 2012 5:00 p.m. Conference Room 1 City of Tukwila Utilities Committee PRESENT Councilmembers: Dennis Robertson, Chair; Joe Duffie and Kate Kruller Staff: Bob Giberson, Robin Tischmak, Pat Brodin, David Cline, Gail Labanara and Kimberly Matej CALL TO ORDER: The meeting was called to order at 4:58 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Bid Award: 6300 Bu i lding Fire Alarm Svstem Upgrade Staff is seeking Council approval to award a bid in the amount of $45,821.37 to Customs Security Systems for a Fire Alarm System Upgrade at the 6300 Building. the current fire alarm system in the 6300 Building is not out of compliance (it was grandfathered y A d Ithough n anhe building has sprinklers), it does not provide adequate audible equipment. The new system will rovide 175 devices throughout the building including strobes, horns and smoke detectors. Monies for the upgrade will be taken from the 303 Fund Facility Improvements. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 27 COW FOR DISCUSSION. B. 2012 Utilities Committee Work Plan As information only, staff gave a brief overview of items that are expected to be brought to the Utilities Committee during 2012. Specific project highlights are outlined in the informational memo provided in the Committee agenda packet. Staff added a project not included in the memo, which is slip lining the existing sewer pipes in the Central Business District (CBD). INFORMATION ONLY. III. MISCELLANEOUS Meeting adjourned at 5:28 p.m. Next meeting: Next meeting: Tuesday, February 28, 2012 5:00 p.m. Conf. Room No. 1. ow Committee Chair Approval Minutes by�AM. Reviewed by BG. I