San Bernardino header
File #: 8640   
Type: Consent Status: Passed
File created: 8/15/2023 Department: Project and Facilities Management
On agenda: 8/22/2023 Final action: 8/22/2023
Subject: Contract with Johnson Controls, Inc., for the Arrowhead Regional Medical Center Fire Alarm Panel Upgrade Project
Attachments: 1. ATT-PFMD-082223-Contract JohnsonControls-0121_B, 2. CON-PFMD-082223-Contract JohnsonControls-0121, 3. ATT-PFMD-082223-Contract JohnsonControls-0121_A, 4. Item #47 Executed BAI, 5. 23-928 Executed Contract

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.