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Water & Wastewater Commission Review and Recommendation Safety COA Strategic Direction: May 6, 2020 Commission Meeting Date: Council Meeting Date: Department: Purchasing June 4, 2020 Client: Danielle Lord, Jermain DeFreeze, Anna Bryan-Borja Agenda Item Recommend approval to award a contract with Johnson Controls Fire Protection LP, to provide inspections, maintenance, and repair services for fire alarm systems, fire suppression systems, and fire alarm monitoring services, for up to five years for a total contract amount not to exceed $10,000,000. Austin Water’s requested authorization is $1,650,000. Amount and Source of Funding Funding in the amount of $110,000 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. The Purchasing Office issued an Invitation for Bids (IFB) 7500 PBEN1000 for these services. The solicitation issued on November 25, 2019 and it closed on January 14, 2020. The recommended contractor submitted the only responsive offer. A complete solicitation package, including a tabulation of the bid received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A May 6, 2020 – To be reviewed by the Water and Wastewater Commission May 13, 2020 – To be reviewed by the Zero Waste Advisory Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities, therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The contract will provide for inspection, testing, maintenance, and repair of fire alarm systems, fire suppression systems, and alarm monitoring services for various City buildings, as well as system upgrades and new system installations when necessary. Maintenance services may be scheduled on a monthly, quarterly or semi-annual basis or performed as needed. Services provided under this contract will comply with all applicable State, City and National Fire Protection Association guidelines as they relate to maintenance, repair, and inspections of life safety systems. City departments that will utilize this contract include Aviation, Austin Water, Building Services Department, Austin Public Library, and the Parks and Recreation Department. As new City facilities are built or existing contracts expire, additional departments and building locations may be added to this contract. The recommended contractor is the current provider for these services. This contract will replace a contract which expires August 31, 2020. The requested authorization amount is based on bid prices for monthly services as well as estimated expenditures for additional fire alarm and fire suppression system parts and services. A contract is needed to ensure that fire alarm and fire suppression systems at City facilities are always fully operational. If the City is unable to secure a contract, the department will be forced to procure these services on an as-needed basis, which may result in higher prices and operational costs. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $4,000,000 $2,000,000 $2,000,000 $2,000,000 $10,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANALYSIS a) Solicitations: 405 notices were sent, including 16 MBE and 11 WBE firms with no M/WBE firms responding. b) Cost Analysis: The proposed contract represents a 5% increase; the index and market support up to a 61% increase.