REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 28, 2022
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contract with HCI Systems, Inc. for the Provision of Fire Suppression System Services to County Detention Facilities
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 1 to Contract No. 17-529 with HCI Systems, Inc. to extend the original term of July 1, 2017 through June 30, 2022, by six months, for a new contract period of July 1, 2017 through December 31, 2022, and increase the contract amount by $125,000, from $1,250,000 to a not to exceed amount of $1,375,000, for the continued provision of fire suppression services to County detention facilities.
2. Authorize the Sheriff/Coroner/Public Administrator to execute change orders to the contract, as needed, subject to review by County Counsel, with an amount not to exceed $20,000 per change order, so long as the aggregate amount of such change orders does not exceed 5% of the total contract amount or $68,750, and the change orders do not amend the contract term.
3. Direct the Sheriff/Coroner/Public Administrator to transmit all documents in relation to such change orders to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: John Ades, Deputy Chief, 387-3760)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The increase of $125,000 for the continued provision of fire suppression system testing and inspection at County detention facilities including, but not limited to, the West Valley Detention Center (WVDC), Glen Helen Rehabilitation Center (GHRC), Central Detention Center (CDC) and High Desert Detention Center (HDDC), will be funded within the Sheriff/Coroner/Public Administrator’s (Department) 2022-23 budget allocation (4420001000).
The following table reflects the cost of Contract No. 17-529 by fiscal year:
|
Fiscal Year |
Requested Amount |
|
2017-18 |
$250,000 |
|
2018-19 |
$250,000 |
|
2019-20 |
$250,000 |
|
2020-21 |
$250,000 |
|
2021-22 |
$250,000 |
|
2022-23 |
$125,000 |
|
Total |
$1,375,000 |
BACKGROUND INFORMATION
The Department is required by the State and local Fire Marshall to comply with the National Fire Protection Association (NFPA) and the California Health and Safety Code, Section 13195 articles to procure inspection and testing services for the fire suppression and alarm systems in County detention facilities. The majority of the County’s inmates are held at one of its four Type II detention facilities: CDC, GHRC, HDDC or WVDC. The Department is requesting an extension to the current contract with HCI Systems, Inc. (HCI) for continued fire inspection and testing services to ensure its fire prevention equipment operates properly and to fulfill its obligation as required by State law and the Fire Marshall.
PROCUREMENT
On June 27, 2017 (Item No. 55), the Board of Supervisors (Board) approved Contract No. 17-529 with HCI to provide fire suppression system services to the County detention facilities through June 30, 2022. This contract was the result of a competitive procurement solicitation. The Department recommends extending the contract term from June 30, 2022 through December 31, 2022, to allow the Department to complete a new competitive procurement process for the subject services.
The County and HCI each reserve the right to terminate the contract, for any reason, with a 30 calendar day written notice of termination.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on June 1, 2022; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on June 1, 2022; Finance (Tom Forster, Administrative Analyst, 387-4635) on June 7, 2022; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 9, 2022.