Title
Proposed Amendment No. 1
Contract No. 2401391/SCN-0000399
Fire Alarm, Fire Sprinkler and Fire Suppression Maintenance and Repairs
O&M
Body
Agenda of: June 25, 2025
Item No.: 2025-181
Amount: Original Contract $ 224,834.69
Proposed Amendment No. 1 2,304,691.73
Total Contract Amount $2,529,526.42
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: May 30, 2025
RE: Proposed Amendment No. 1
Contract No. 2401391/SCN-0000399
Fire Alarm, Fire Sprinkler and Fire Suppression Maintenance and Repairs
Vendor: Johnson Controls Fire Protection, LP
Status: Amendment/Change Order
MOTION
Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services and Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 2401391/SCN-0000399, Proposed Amendment No. 1, “Fire Alarm, Fire Sprinkler and Fire Suppression Maintenance and Repairs” with Johnson Controls Fire Protection, LP, at an increased cost of $2,304,691.73 for a total cost not to exceed $2,529,526.42 with no increase in duration for an initial period of three (3) years and one (1) two (2) year renewal option 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 life safety systems are installed at the Water Resource Recovery Facility (WRRF), Water Treatment Plants (WTP) Booster Stations, Sewer Pumping Stations (SPS) and Combined Sewer Overflow (CSO) Facilities include fire alarm systems, sprinkler systems, and fire extinguisher systems. Fire alarm systems consist of a control panel and many devices throughout each building which are designed to detect fire and alert personnel. Fire sprinkler systems are designed to detect a fire and to suppress it in an automatic fashion. Fire extinguishers are hand-held devices used by personnel in the event of a fire to extinguish fires. Each system is in place to protect GLWA infrastructure, the public, and most importantly GLWA personnel. The National Fire Protection Association (NFPA) has established maintenance requirements for each system. Maintenance of these systems requires specially trained personnel in accordance with NFPA requirements. Therefore, to meet NFPA requirements for maintenance, GLWA plans to amend the contract which currently supports the Booster Stations for maintenance of the life-safety systems to include the WRRF, WTPs, CSOs, SPSs and remote sites.
GLWA utilizes Simplex Grinnell Fire Alarm Life Safety Systems throughout the majority of GLWA facilities to optimize maintenance and develop consistency at each facility. The systems are serviced by Johnson Controls Fire Protection, who acquired Simplex Grinnell in 2018. Service to these systems by other vendors typically requires the presence of Johnson Controls for panel/system access as each manufacturer has designated codes for their panels. Services provided under this Contract are in accordance with NFPA requirements and include Fire Alarm Test and Inspection Service annually, inspection reporting, end-user training to GLWA team members, annual smoke testing, calibration, smoke detector cleaning, cable/ground fault repairs, equipment troubleshooting, device replacement, repair services, 24/7 on-call emergency services, fire pump churn tests, sprinkler system backflow inspection, and fire extinguisher inspection, certification, and replacements.
JUSTIFICATION
Reliable operation of life safety equipment is critical to ensuring the health and safety of personnel and facilities while maintaining compliance with the National Fire Protection Association (NFPA) and other local fire protection requirements. As Johnson Controls is the original provider of most of the systems in the various GLWA Facilities, Johnson Controls currently provides services to Booster Stations and has the necessary resources and expertise to provide all required life safety systems services to GLWA. Services also include 24-hour, seven-day remote monitoring of CSO Facilities for emergency dispatch to address fire alarms. Continuing to standardize the maintenance services for all life-safety systems to one vendor provides GLWA one central point of accountability.
PROJECT MANAGEMENT STATUS
Original Contract Time 3 years (3/31/2024 - 3/30/2027)
Proposed Amendment No. 1 0 years
New Contract Time 3 years (3/31/2024 - 3/30/2027)
PROJECT ESTIMATE
Original Contract Price $224,834.69
Proposed Amendment No. 1 2,304,691.73
New Contract Total $2,529,526.42
FINANCIAL PLAN IMPACT
Summary: The proposed contract for fire protection will cover both water and wastewater facilities. The current FY 2026 budget and five-year financial plan was based on previous experience and work performed. The value of the contract exceeds the current financial plan in total. Potential positive variances of other contractual services or repairs and maintenance as well as the use of this service may vary by year. Therefore, budget amendments will be required for this project. First offsetting other positive variances within other contractual services of repairs and maintenance budgets, then from the unallocated reserve. The financial plan will also be adjusted accordingly during the FY 2027 budget preparation to accommodate the proposed contract amount.
Funding Source: Operations and Maintenance Budget (O&M, 5910 & 5960)
Improvement and Extension (I&E, 5506 & 5404)
Cost Center: Water Treatment Plants - Five plants (882131 - 882171)
Water Resource Recovery Facility (892221)
Combined Sewer Overflow Facilities - Nine facilities (892271 - 892279)
Sewage Pumping Stations - Seven stations (892342 - 892352)
Water Booster Stations - 19 stations (882321 - 882340)
Systems Operations Control (882301)
Field Service Operations (882431)
Expense Type: Facilities Repairs & Maintenance
Contractual Buildings and Grounds Maintenance
Capital Outlay over $5k(I&E-Capitalized)
Contractual Operating Services
Contractual Professional Services
Equipment Repairs and Maintenance
Estimated Cost by Year and Related Forecast Variance:
Fiscal Year O&M I&E Total
FY 2024 Amended Budget (Prorated) $0.00 $0.00 $0.00
FY 2025 Amended Budget 0.00 0.00 0.00
FY 2026 Budget 575,700.00 0.00 575,700.00
FY 2027 Plan 587,400.00 0.00 587,400.00
FY 2028 Plan 599,200.00 0.00 599,200.00
FY 2029 Plan (Prorated) 458,400.00 0.00 458,400.00
Total Financial Plan $2,220,700.00 $0.00 $2,220,700.00
Maximum Requisitions $2,416,177.69 $113,348.73 $2,529,526.42
Variance (Negative)/Positive ($195,477.69) ($113,348.73) ($308,826.42)
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on June 11, 2025.
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.