AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT FOR COOPERATIVE PURCHASE OF FIRE SYSTEM SUPPORT REPAIR AND REPLACE SERVICES FROM CLIMATEC, LLC, DOING BUSINESS AS CLIMATEC BTG
Staff Contact: Jack Friedline, Director, Public Works
end
Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the Acting City Manager to enter into a linking agreement with Climatec, LLC., doing business as (dba) Climatec BTG, for the cooperative purchase of fire system support repair and replace services, in an amount not to exceed $210,000 for the entire term of the agreement which ends on September 21, 2016.
Background
The agreement with Climatec BTG will be utilized for fire sprinkler and suppression testing for both wet and dry systems as required by National Fire Protection Act standards. Climatec BTG will also provide support, repair and maintain the city’s fire suppression systems within city- owned buildings.
Climatec BTG was awarded a bid by Arizona State University for Fire System Support Repair/Replace Services and staff is requesting to utilize the cooperative purchase with Strategic alliance for Volume Expenditure (SAVE). SAVE is a consortium of local municipalities, in which Glendale is a member. Agreement RFP #171201 was awarded on September 22, 2011 and ends September 21, 2016.
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale’s procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management
Analysis
The specialized maintenance and scope of work required is beyond the expertise of city maintenance staff; therefore, a contractor has been used to provide this service for over 12 years. The latest service contract, which was awarded in January 2013, is no longer available. Discontinuing required maintenance and repair services of the fire system is not safe or viable option to consider. Therefore, staff analyzed different possibilities related to acquiring the needed fire system maintenance and repair services. Staff concluded that, due to the cost savings generally realized through the use of cooperative purchasing agreements, seeking another cooperative purchasing agreement to join is the best option for the city. At the end of term, staff will either advertise a RFP or utilize another cooperative agreement.
Previous Related Council Action
On January 8, 2013, Council approved and ratified the cooperative purchasing agreement with Johnson Controls, Inc. for the support, repair and maintenance of the city’s fire suppression systems within city-owned buildings.
Community Benefit/Public Involvement
Maintaining the city’s fire suppression systems within city-owned buildings is necessary for the safety of employees and individuals who visit these public places.
Budget and Financial Impacts
Funds for the support, repair, and maintenance of the city’s fire suppression systems within city-owned buildings are available in the fiscal year 2015-16 operating budgets for the various city departments. The total expenditure with Climatec BTG are not to exceed $210,000 for the entire term of the agreement; contingent upon Council Budget approval.
|
Cost |
Fund-Department-Account |
|
$150,000 |
Varies |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?