HomeMy WebLinkAboutStaff Report 14292
City of Palo Alto (ID # 14292)
City Council Staff Report
Meeting Date: 6/13/2022 Report Type: Consent Calendar
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Title: Approval of Amendment No. 2 to Contract S20176879 with Johnson
Controls Fire Protection LP, to Add to the Scope of Services and Increase the
Contract Amount by $113,466 for a New Three-year Contract Total Amount
Not-to-Exceed of $379,050 for the Provision of Fire Sprinkler System
Inspections and Repair Services
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or their designee to
execute Amendment No. 2 to contract no. S20176879 with Johnson Controls Fire Protection
LP, to increase the scope of services to include the repair of fire sprinkler systems at City
locations including Lot S/L, Lot J, Lot R, Lucie Stern Children’s Theater, Lucie Stern Community
Theater, Civic Center, MSC-A, MSC-C, Rinconada Pools, and College Terrace Library, and to
increase the contract amount by $113,466 for a revised three-year contract total amount not to
exceed $379,050.
Background
In May 2020, staff conducted a request for quotations (RFQ) solicitation for Fire Sprinkler
Inspections and Repairs for all City buildings. Johnson Controls Fire Protection LP (Johnson
Controls) was awarded the contract (S20176879). The Parties entered into Amendment No. 1
on June 7, 2021 SR #12083 to add contract scope and increase the not-to-exceed compensation
by $87,207, from $178,377 to a new total not-to-exceed compensation amount of $265,584.
Discussion
Johnson Controls, per the Fire Sprinkler Inspection and Repair contract, performed code-
required quarterly, annual, and five-year inspections on the fire sprinkler systems at all City
facilities in December 2021. During the inspections, Johnson Controls identified repair and
maintenance issues needing attention. Many of these issues are because components of the
fire sprinkler system are at the end of their service life and/or are corroded. The National Fire
Protection Association codes and Palo Alto Fire Department regulations require replacement of
these components. It is difficult to predict costs for repair and maintenance issues such as
these, so funds were not originally included in the base contract with Johnson Controls.
Amendment No. 2 to the contract is for the repair of fire sprinkler systems at multiple City
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facilities, so that the systems will operate as intended in the event of a fire and comply with the
codes and regulations.
Scope Overview
The purpose of this amendment is to add to the scope of services of the existing contract the
repair of fire sprinkler issues identified during code-required inspections at Lot S/L, Lot J, Lot R,
Lucie Stern Children’s Theater, Lucie Stern Community Theater, Civic Center, MSC-A, MSC-C,
Rinconada Pools, and the College Terrace Library. Work consists primarily of replacing minor
system components that are corroded, past their useful life, damaged, or missing. A detailed
scope of work is provided in the attached Amendment No. 2 to the contract.
Timeline
This project is considered urgent and is scheduled to be completed in 60 calendar days from the
date of the Notice to Proceed.
Resource Impact
Funding for the contract increase recommended in this report is available in Capital
Improvement Program projects PF-14003, University Avenue Parking Improvements, and PF-
01003, Building Systems Improvements.
Stakeholder Engagement
Stakeholder engagement is not applicable to this contract amendment.
Policy Implications
This contract amendment is in conformance with the City of Palo Alto’s Comprehensive Plan
and does not represent any changes to existing City policies.
Environmental Review
This project is categorically exempt from California Environmental Quality Act (CEQA) under
Sections 15301 and 15302 of the CEQA guidelines as an alteration to an existing facility and no
further environmental review is necessary.