HomeMy WebLinkAbout4.03 Fire Alarm PanelCITY CLERK
File # 200-20
AGENDA STATEMENT
CITy COUNCIL MEETING DATE: June 6, 2000
SUBJECT:
Replacement of Fire Alarm Panel at Civic Center: Request for
Waiver of Competitive Bid and Approval of Purchase Orders
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS:
Resolution
RECOMMENDATION:
Adopt resolution authorizing waiver of competitive bid and
approving issuance of purchase orders to EST Service and Northern
States Electric
FINANCIAL' STATEMENT:
The total cost of the work, including the electrical wiring, is
estimated at $33,238. There are sufficient funds in the BUilding
Management Operating Budget for Fiscal Year 1999-2000 to pay
the cost of the work.
DESCRIPTION: The Edwards fire alarm panel that was installed twelve years ago as
part of the original construction of the Civic Center is malfunctioning on almost a daily basis. This panel
monitors the fire safety systems in the Civic Center, such as smoke detectors, and provides notification
when problems are perceived. Staff has been advised by EST (Edwards Systems Technology), who has
provided contract maintenance service for the panel since its installation, that this panel and most of its
components are no longer manufactured. The components are therefore scarce and expensive, if it is
possible to obtain them at all. EST Service has therefore recommended replacement of the panel. Some
of the accessory components such as horns and pull stations will also need to be replaced, but many of the
remote parts of the system such as the smoke detectors are compatible with the proposed new panel.
Approximately $18,500 of the $33,328 total is material cost for the panel and related components; the
balance covers preparation of plans and the labor to install the panel and components.
The City's Purchasing Ordinance provides for a waiver of competitive bid if the City's requirements can
be met solely by a single patented article or process (Section 2.36.050.2) and/or if an emergency requires
that the order be placed with the nearest source of supply (Section 2.36.050.5). A waiver of competitive
bid may also be authorized in the case of maintenance or repair of public buildings (2.36.050.8). Ifa new
alarm panel were obtained from another manufacturer, the entire system would have to be replaced at a
much greater cost, as the component parts are not interchangeable from one system to another. In
addition, if the panel fails entirely, the City would be required by the Fire Code to provide 24 hour
g:Xagenmisckfire panel replacement
COPIES TO:
ITEM NO.
surveillance until the panel was replaced; therefore, Staff feels that the situation is an emergency and
needs to be resolved as quickly as possible.
Northern States Electric, who is currently working on the Civic Center expansion project, has provided an
estimate of $6,448 to make the electrical connections, and it is recommended that the City issue a
purchase order to Northern States in order to minimize conflict with the expansion project and expedite
the installation process. The electrical cost is included in the total of $33,238 noted in the Financial
Statement above.
Staff recommends that the City Council adopt the resolution authorizing waiver of competitive bid and
approving issuance of purchase orders to EST Service ($26,790) and Northern States Electric ($6,448).
Page 2
RESOLUTION NO. - 00
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING WAIVER OF COMPETITIVE BID AND ISSUANCE
OF PURCHASE ORDER TO EST SERVICE FOR
REPLACEMENT OF FIRE ALARM PANEL AT CIVIC CENTER
WHEREAS, the fire alarm panel at the Civic Center is a life safety feature which is required by
the Fire Code to be functional; and
WHEREAS, the panel is malfunctioning and the component parts can no longer be replaced; and
WHEREAS, the panel must be obtained from a single vendor in order to be compatible with the
rest of the fire safety system; and
WHEREAS, the City of Dublin Municipal Code allows waiver of competitive bid for emergencies
and when the City's needs can only be met by a single patented article;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin authorizes a
waiver of competitive bid for replacement of the Civic Center fire alarm panel, pursuant to Dublin
Municipal Code Sections 2.36.050.2 (single patented article) and 2.36.050.5 (emergency).
BE IT FURTHER RESOLVED that the City Council approves issuance of a purchase order to
EST Service for the alarm panel and installation ($26,790) and to Northern States Electric for associated
electrical work ($6,448).
PASSED, APPROVED AND ADOPTED this 6th day of June, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
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