Title
Proposed Amendment No. 3
Contract No. 2000284
Fire Alarm, Fire Sprinkler, Fire Extinguisher Maintenance Services
O&M
Body
Agenda of: August 28, 2024
Item No.: 2024-251
Amount: Original Contract $1,392,027.00
Amendment No. 1 916,870.00
Amendment No. 2 0.00
Proposed Amendment No. 3 415,827.41
Total Revised Contract $2,724,724.41
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: August 2, 2024
RE: Proposed Amendment No. 3
Contract No. 2000284
Fire Alarm, Fire Sprinkler, Fire Extinguisher Maintenance Services
Vendor: Johnson Controls Fire Protection
MOTION
Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 2000284, Proposed Amendment No. 3, “Fire Alarm, Fire Sprinkler, Fire Extinguisher Maintenance Services” with Johnson Controls Fire Protection, at an increased cost of $415,827.41 for a total cost not to exceed $2,724,724.41 with no increase in duration for a total duration of five (5) years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA utilizes a complex network of life safety systems that are installed at the majority of our facilities, both Water and Wastewater. The equipment includes fire alarm systems, sprinkler systems and fire extinguisher systems. Fire alarm systems consist of control panels and many devices throughout each building which are designed to detect fire and alert personnel. Due to the special nature of the life safety systems, GLWA utilizes contract services to maintain, repair and replace the systems.
The services covered under this contract include annual fire alarm testing and inspection, along with inspection reporting, annual smoke testing, calibrations, pull station inspections, smoke detector cleaning, cable fault repairs, fire pump churn testing, backflow testing, and fire extinguisher certification, inspection, and replacements. Additionally, control panels, fire hoses, and the carbon dioxide (CO2) fire suppression system are also serviced under this contract.
JUSTIFICATION
Reliable operation of our life safety equipment is critical to ensure the health and safety of our team members and facilities while ensuring compliance with the National Fire Protection Association and other local fire protection requirements.
This past year, the wastewater system experienced several unexpected expenses including replacements and calibration of gas detectors in all 26 B-Houses, damaged fiber lines for communication, replacement of a failed fire panel, and repairing a failed CO2 system in an electrical building. The unexpected expenses, with continued monitoring, scheduled maintenance as well as emergency services and repairs, exhausted the remaining funds for the final year of the contract.
GLWA requests additional funding to support the fire alarm service and monitoring program, as well as the identified repairs. This request also includes a provisional allowance of 10% ($37,802.49) for the remaining duration of the current contract.
PROJECT MANAGEMENT STATUS
Original Contract Time 3 years (09/01/2020 - 08/31/2023)
Amendment No. 1 2 years (09/01/2023 - 08/31/2025)
Amendment No. 2 0 years
Proposed Amendment No. 3 0 years
New Contract Time 5 years (09/01/2020 - 08/31/2025)
PROJECT ESTIMATE
Original Contract Price $1,392,027.00
Amendment No. 1 916,870.00
Amendment No. 2 0.00
Proposed Amendment No. 3 415,827.41
New Contract Total $2,724,724.41
FINANCIAL PLAN IMPACT
Summary: The proposed contract will cover both Water and Wastewater facilities. The value of the proposed contract exceeds the current financial plan in total. Should this occur a budget amendment may be required. First by offsetting positive variances in other cost categories and finally by use the Unallocated Reserves.
Funding Source: Operations and Maintenance Budget (O&M)
Cost Centers: Water Resource Recovery Facility (892221)
Water Treatment Plants (882131 - 882171)
Combined Sewer Overflow Facilities (892271 - 892279)
Expense Types: Contractual Buildings & Grounds Maintenance (617200)
Repairs & Maintenance - Facilities (622400)
Estimated Cost by Year and Related Estimating Variance:
Fiscal Year Amount
FY 2021 Amended Budget $ 170,010.00
FY 2022 Amended Budget 500,420.00
FY 2023 Amended Budget 607,980.00
FY 2024 Amended Budget 492,810.00
FY 2025 Budget 498,100.00
FY 2026 Forecast 83,850.00
Total Budget $2,353,170.00
Maximum Proposed Contract $2,724,724.41
Forecast Variance (Negative) Positive ($ 371,551.41)
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on August 14, 2024. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
The proposed procurement of this item will be shared by the GLWA and DWSD as outlined in the Shared Services Agreement OPS-008.