REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 22, 2023
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Contract with Johnson Controls, Inc., for the Arrowhead Regional Medical Center Fire Alarm Panel Upgrade Project
End
RECOMMENDATION(S)
Recommendation
1. Award a Service Contract to Johnson Controls, Inc., for the Arrowhead Regional Medical Center Fire Alarm Panel Upgrade Project at the Arrowhead Regional Medical Center, in the amount not-to-exceed $373,952, for the period of August 23, 2023 through August 23, 2025.
2. Authorize the Director of the Project and Facilities Management Department to accept the work when 100% complete and execute and file the Notice of Completion.
(Presenter: Don Day, Director, 387-5000)
BodyBody
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Arrowhead Regional Medical Center Fire Alarm Panel Upgrade Project (WBSE 10.10.0121) budget is comprised of the following components:
|
Component |
Cost |
|
Project Design |
$45,000 |
|
Project Management, Inspection and Testing |
$59,710 |
|
New Service Contract |
$373,952 |
|
Work Completed (prior contracts) |
$439,140 |
|
Project Contingency |
$278,343 |
|
Moving and California's Office of Statewide Health Planning and Development (OSHPD) Fees |
$90,000 |
|
Security |
$90,000 |
|
Total Project Budget |
$1,376,145 |
Sufficient appropriation and revenue are included in the 2023-24 Arrowhead Regional Medical Center (ARMC) Enterprise Capital Improvement Program (CIP) to award this contract.
BACKGROUND INFORMATION
The recommended action will award a contract to Johnson Controls, Inc. (Johnson), to upgrade the existing fire alarm panel system at ARMC (Project). The current fire alarm system in use at ARMC was installed during the original construction of the facility and was placed in service in 1999. The panels and parts of this system are no longer available or supported by the current technology.
In the event of an outage of the alarm system, a manual fire watch is required in all affected areas while repairs are made, and parts possibly sent to a specialist to be repaired. The fire watch requires multiple personnel to be assigned throughout the affected areas and kept in place for the duration of the outage. The Project will provide for needed expansion to the current fire alarm system, and the availability of replacement parts. These upgrades support the goal of providing for the safety of County residents by replacing an outdated system with current technology and safeguarding against system outages.
On April 19, 2016 (Item No. 65), the Board of Supervisors (Board) awarded Contract No. 16-158, in the amount of $658,625, to Johnson as a proprietary, closed protocol, operating system, service contract. This original contract had an expiration date of August 31, 2017, or completion of the work, whichever came first. Due to changes in the California Fire Code and equipment modifications, this project was delayed. The contract expired after $168,998 worth of work had been completed.
On February 9, 2021 (Item No. 55), the Board approved a second closed protocol service Contract No. 21-116, in the amount of $585,306, to Johnson. This contract had an expiration date of February 8, 2023. Due to ARMC's response to the pandemic, other operational needs were prioritized. As a result, ARMC had to temporarily pause progress on this project. The contract expired after $270,142 worth of work had been completed.
The proposed contract carries forward the unfinished scope from the second contract, in the amount of $315,164, along with additional work in the amount of $58,788, adding up to a total service contract amount of $373,952.
PROCUREMENT
Fire alarms are commonly not open protocol equipment, requiring the installing manufacturer to perform all necessary services on their proprietary systems since configuration and parts cannot be interchanged with other manufacturers. This holds true for ARMC's current fire alarm system, which is completely comprised of Johnson’s proprietary equipment. The intended hardware and services for the needed upgrades are also proprietary, and therefore only Johnson can provide the necessary materials and related services. Considering the aforementioned details, it is necessary to use only Johnson equipment for the upgrade. Any other option would not meet ARMC's Fire Alarm system's specifications or requirements, putting the building and its occupants at risk.
County Policy No. 11-04 requires departments to obtain Board approval for the non-competitive
procurement of services exceeding $200,000 annually.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) on May 3, 2023; Arrowhead Regional Medical Center (William Gilbert, Director, 580-6150) on June 6, 2023; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on May 5, 2023; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on June 6, 2023; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on July 10, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on July 10, 2023.