REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 17, 2024
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Amendment to Contract with Bernel, Inc. dba VFS Fire & Security Services for Fire-Life Safety Systems Maintenance and Repair
End
RECOMMENDATION
Recommendation
Approve Amendment No. 2 to Contract No. 21-521 with Bernel, Inc. dba VFS Fire & Security Services to provide fire-life safety system monitoring, system testing and maintenance, and repair services at two additional County-owned locations, increasing the contract amount by $10,568, from $2,391,600 to $2,402,168, with no change to the contract term of July 1, 2021, through June 30, 2026.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The maintenance and repair services at two additional locations in Amendment No. 2 (Amendment) will increase Contract No. 21-521 (Contract) with Bernel, Inc., dba VFS Fire & Security Services (VFS) by $10,568. The Contract includes an annual base amount for monitoring, testing and maintenance services, and an additional amount to cover unforeseen repairs, which are detailed in the table below. Payments for services provided under this Contract will be made from the Facilities Management Division (FMD) budget (7302001000). Sufficient appropriation is included in the FMD 2024-25 budget and will be included in future recommended budgets. The annual Contract costs are as follows and will not require any additional increase for the remaining term of the Contract:
|
Fiscal Year |
Contract |
Amendment No. 1 |
Amendment No. 2 |
Total Cost |
|
2021-22 |
$277,730 |
- |
- |
$277,730 |
|
2022-23 |
$277,730 |
- |
- |
$277,730 |
|
2023-24 |
$277,730 |
$17,650 |
- |
$295,380 |
|
2024-25 |
$277,730 |
$17,650 |
$3,523 |
$298,903 |
|
2025-26 |
$277,730 |
$17,650 |
$7,045 |
$302,425 |
|
Unforeseen Repairs |
$750,000 |
$200,000 |
- |
$950,000 |
|
Total Cost |
$2,138,650 |
$252,950 |
$10,568 |
$2,402,168 |
Costs for fire-life safety systems and equipment are included in maintenance charges reimbursed by County department occupants based on an average cost per square foot or billed as requisition work to County departments for facilities not charged a per square foot cost for maintenance.
BACKGROUND INFORMATION
Fire-life safety systems, such as alarms and sprinklers, detect, notify and/or suppress fire and other hazards to protect people and property. Maintenance of these systems includes inspection, testing, maintaining code compliance, and repairing any deficiencies identified during inspections.
Approval of the Amendment to the Contract with VFS will add fire-life safety services for the buildings the County recently acquired in San Bernardino located at 451 E. Vanderbilt Way and 303 W. 5th Street.
On June 22, 2021 (Item No. 78), as the result of a successful competitive procurement, the Board of Supervisors (Board) approved the Contract with VFS in an amount not to exceed $2,138,650, including a base amount of $1,388,650 for monitoring, system testing and maintenance, and an amount not to exceed $750,000 for unforeseen repairs, for the fire-life safety systems at 66 County-owned locations for the period of July 1, 2021 through June 30, 2026.
On July 11, 2023 (Item No. 28), the Board approved Amendment No. 1 to the Contract with VFS increasing the Contract amount by $252,950, from $2,138,650 to $2,391,600, with no change to the term of July 1, 2021, through June 30, 2026, to provide monitoring, system testing and maintenance, and repair services at five additional County-owned locations.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on November 13, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on November 18, 2024; Project and Facilities Management Department (Jennifer Costa, Assistant Director, 387-2920) on November 19, 2024; Finance (Garrett Baker, Administrative Analyst, 387-3077) on November 25, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 25, 2024.