REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
February 9, 2021
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department - Project Management
SUBJECT
Title
Service 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. in the amount not-to-exceed $585,306 to upgrade the existing fire alarm panel system at the Arrowhead Regional Medical Center located at 400 N. Pepper Avenue, in Colton, for the period of February 9, 2021 through February 8, 2023.
2. Authorize the Director of the Real Estate Services Department to accept the work when 100% complete and execute and file the Notice of Completion. (Four votes required)
(Presenter: Terry W. Thompson, Director, 387-5252)
Body
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 project budget is comprised of the following components:
|
Project Design |
$45,000 |
|
Project Management, Inspection and Testing |
$61,339 |
|
Service Contract |
$585,306 |
|
Service Contract Contingency |
$95,000 |
|
Project Contingency |
$45,500 |
|
Moving and OSHPD Fees |
$35,000 |
|
Security |
$59,000 |
|
Total Project Budget |
$926,145 |
The Arrowhead Regional Medical Center (ARMC) Fire Alarm Upgrade Project (Project) (No. 10.10.0121) budget of $926,145 is funded from ARMC Enterprise Capital Funds. Sufficient appropriation and revenue is included in the 2020-21 Capital Improvement Program (CIP) to award this contract.
BACKGROUND INFORMATION
The recommended action will award a contract to Johnson Controls Inc. to upgrade the fire alarm system ARMC. 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. Currently, in the event of an outage of the system, a manual fire watch is required in all affected areas while repairs are made and parts may have to be 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, as well as 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.
The Project was originally awarded to Johnson Controls Inc. as a proprietary, closed protocol, operating system Service Contract. The original contract No.16-158 was awarded by the Board on April 19, 2016 (Item No. 65). This original contract had an expiration date of August 31, 2017 or the completion of work, whichever came first. Due to changes in the California Fire Code and equipment modifications, this project was delayed. As such, the existing contract with Johnson Controls Inc. has expired.
PROCUREMENT
Fire alarms are not open protocol equipment and parts for the system are only available from their respective manufacturer. Parts from other manufacturers are not made to fit into any other manufacturer’s system but their own. The current fire alarm at ARMC consists of exclusively Johnson Controls, Inc.’s original equipment and they maintain and operate the system. The hardware and services that are required for this project are proprietary and only Johnson Controls, Inc. can provide the necessary upgrades and related services. The panels being replaced are only available from Johnson Controls, Inc., and using original equipment manufacturer’s replacements is necessary to maintain the integrity of the building’s Fire Alarm system. Not using Johnson Controls, Inc.’s equipment would result in the need to redesign the existing controls system in ARMC’s buildings which would be cost-prohibitive. Purchasing concurs with this non-competitive justification of proprietary equipment and services.
County Policy No. 11-04 requires departments to obtain Board approval for the noncompetitive procurement of services exceeding $200,000 annually.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5437) on December 21, 2020; ARMC (William Gilbert, Hospital Director, 580-6150) on December 30, 2020; Purchasing (Leo Gomez, Purchasing Manager, 387-2063) on December 21, 2020; RESD-PM (Kevin Ryan, Assistant Director, 387-5000) on December 30, 2020; RESD (Jennifer Costa, Assistant Director, 387-5000) on December 30, 2020; Finance (Wen Mai, Principal Administrative Analyst, 387-4020 and Yael Verduzco, Administrative Analyst, 387-5285) on January 14, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on January 14, 2021.
(DS: 501-9451)