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HomeMy WebLinkAboutStaff Report 2505-4636CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 18, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     10.Approval of General Service Contract No. C26194766 with Securitas Technology Corporation, Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure Fire Alarm Systems Monitoring, Inspection, Testing, Repair, and Related Services for a Period of Four Years in the Not-To-Exceed Amount of $404,646; CEQA Status – Not a Project City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: August 18, 2025 Report #:2505-4636 TITLE Approval of General Service Contract No. C26194766 with Securitas Technology Corporation, Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure Fire Alarm Systems Monitoring, Inspection, Testing, Repair, and Related Services for a Period of Four Years in the Not-To-Exceed Amount of $404,646; CEQA Status – Not a Project RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C26194766 with Securitas Technology Corporation for fire alarm systems monitoring, inspection, testing, repair, and related services for a four-year contract term in the not-to-exceed amount of $404,646, which includes $276,000 for monitoring, inspection, and testing services and $128,646 for repairs, upgrades, and parts due to misuse, vandalism, and other unforeseen circumstances not covered by the maintenance agreement. BACKGROUND There are twenty-eight City facilities with fire alarm systems. The National Fire Protection Association (NFPA) requires monitoring, inspection, and testing of all the City’s fire alarm systems. Securitas Technology Corporation currently provides 24/7/365 fire alarm system monitoring, inspection, testing, and repair services for the City’s 28 facilities. In the early 1990s, fire alarm services for the City were provided by Honeywell, who provided and installed some of the City’s fire alarm panels that are still in use today. In 2005, Stanley Security acquired Honeywell’s fire alarm division, including their monitoring centers, Honeywell trained technicians, and Original Equipment Manufacturer (OEM) parts supply chain. This allowed for uninterrupted service for the City’s fire alarm systems. In 2022, Stanley Security was purchased by Securitas Technology Corporation. The City has continued to receive uninterrupted fire alarm services from Securitas Technology Corporation. Previous contract renewals have been accomplished by using a Sole Source Exemption from Competitive Solicitation because of proprietary fire alarm panels and the excessive costs of reprogramming all fire alarm panels to a new Central Station monitoring company. ANALYSIS Procurement Process The four-year Pricing Sheet (Attachment A) is issued pursuant to Sourcewell Cooperative Purchasing Agreement # 121024, dated March 19, 2025. The scope of work includes 24/7/365 monitoring and annual fire alarm system inspection and testing for all 28 City facilities. The scope of work also includes additional services, which include repairs, upgrades, and parts replacement due to vandalism, and other unforeseen circumstances not covered by the maintenance agreement. Per Palo Alto Municipal code 2.30.360(j), the City can take advantage of cooperative purchasing agreements provided: (i) the services are solicited using methods substantially similar to those required under the Municipal Code, as determined by the Procurement Officer; and (ii) the contract is consistent with the requirements under the Municipal Code. Sourcewell provides discounts for government entities purchasing fire alarm monitoring, testing, and repair service. The cooperative purchasing agreement contract was competitively solicited and publicly awarded through the cooperating purchasing organizations and the purchase orders are consistent with the requirements of the Municipal Code. Cooperative purchasing programs allow government organizations to use a single solicitation with the best value and favorable terms and conditions. Using a new contractor, rather than taking advantage of the Sourcewell agreement, would require reprogramming all the fire alarm panels to a new Central Monitoring Center at an estimated cost of $2,000 to $3,000 per panel. Cost Comparison to Prior Contract The last three-year Purchase Order with Stanley Security Solutions totaled $142,181 and ended on February 10, 2023. The new four-year Sourcewell contract amount with Securitas Technologies is higher as new City buildings, such as the Public Safety Building, City Hall, Fire Station 3, Junior Museum and Zoo, and Sherman Garage have been added to the new contract. Prevailing wage rates are now included in the new contract as well which contributes to the increased cost. This new contract also includes an increase in Additional Services funding due to the aging fire alarm systems. A required semi-annual inspection was added at each location as well as part of the new contract, which is also a factor in the increased cost. FISCAL/RESOURCE IMPACT Funding for Year 1 of this contract is included in the Fiscal Year 2026 Adopted Operating budgets for the Public Works Department, and Office of Transportation in the University Avenue and California Avenue Parking District Funds1. Appropriations for subsequent contract years will be determined through the annual budget development process and are subject to 1 Securitas General Services Contract for Fire Alarm Maintenance C26194766; https://www.paloalto.gov/files/assets/public/v/1/public-works/public- services/contracts/c26194840_sercuritas_4-yr_maint_halfexec.pdf Council approval. The following table shows the breakdown of the annual cost per department as well as the total cost of the contract: Term Annual Cost PWD OOT Year 1 $ 96,721 $ 80,278 $ 16,443 Year 2 $ 99,623 $ 82,687 $ 16,936 Year 3 $ 102,612 $ 85,168 $ 17,444 Year 4 $ 105,690 $ 87,723 $ 17,967 Total $404,646 $335,856 $68,790 STAKEHOLDER ENGAGEMENT Staff and the public will be notified if testing or repair work will be disruptive to their use of workspaces or parking facilities. ENVIRONMENTAL REVIEW This contract is categorically exempt from the California Environmental Quality Act (CEQA) under Sections 15301 of the CEQA guidelines as maintenance to an existing facility and no further environmental review is necessary. ATTACHMENTS Attachment A: Securitas - Sourcewell Four-Year Pricing Sheet for Fire Alarm Systems Monitoring, Inspection, Testing, and Repair APPROVED BY: Brad Eggleston, Director Public Works/City Engineer 3800 Tabs Drive, Uniontown, OH 44683 Sourcewell Four-Year Pricing Sheet Project Title: Fire Alarm Systems Monitoring, Inspection, Testing, and Repair Services under Sourcewell awarded contract # 121024-SCS To: City of Palo Alto Facilities Management – Attention Dennis Huebner Contract Term: August 4, 2025, through August 3, 2029 Contract Year 1 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 1.Downtown Library 270 Forest Avenue Smoke detectors – 35 Duct smoke detector – 1 Manual pulls – 11 Horn/strobes – 6 Strobes – 12 $264.00 $0.00 $1,392.00 $1,656.00 2.Lot R Parking Garage 528 High Street Water Flow – 4 Smoke detectors – 5 Control valves – 6 Manual pulls – 5 Horn/strobes – 4 Horn – 1 Backflow switches – 2 $264.00 $388.80 $972.00 $1,624.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 3.Lot S/L Parking Garage 445 Bryant Street Combined with the Downtown Community Center 445 Bryant Street Water Flow – 7 Smoke detectors – 7 Control valves – 7 Manual pulls – 7 Horn/strobes – 7 Backflow switches – 2 Sump Pumps – 3 $744.00 $388.80 $1,392.00 $2,524.80 4.Lot J Parking Garage 520 Webster Street Water Flow – 1 Smoke detectors – 2 Heat detectors – 7 Manual pulls – 1 Bell – 1 $264.00 $388.80 $492.00 $1,144.80 5.Ted Thompson Parking Garage 275 Cambridge Ave Water Flow – 1 Smoke detectors – 1 Control valves – 2 Manual pulls – 1 Horn/strobes – 1 $264.00 $388.80 $492.00 $1,144.80 6.Sherman Parking Garage 350 Sherman Ave Water Flow – 19 Smoke detectors – 19 Heat detectors – 8 Duct smoke detectors – 8 Control valves – 6 Manual pulls – 14 Horn/strobes – 85 $552.00 $561.60 $4,176.00 $5,289.60 7.Golf Course 1875 Embarcadero Rd Water Flow – 1 Smoke detectors – 2 Control valves – 1 Manual pulls – 10 Horn/strobes – 1 Backflow switches – 2 $264.00 $388.80 $708.00 $1,360.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 8.Utilities Control Center 3241 East Bayshore Rd Water Flow – 1 Smoke detectors – 8 Control valves – 1 Manual pulls – 3 Horn/strobes – 4 Bell – 3 $264.00 $388.80 $708.00 $1,360.80 9.Municipal Service Center Building A 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 3 Horn/strobes – 12 $264.00 $388.80 $972.00 $1,624.80 10.Municipal Service Center Building B 3201 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 5 Horn/strobes – 12 Strobes – 14 $264.00 $388.80 $972.00 $1,624.80 11.Municipal Service Center Building C 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 2 Control valves – 2 Manual pulls – 10 Horn/strobes – 62 $264.00 $388.80 $2,784.00 $3,436.80 12.Baylands Interpretive Center 2775 Embarcadero Rd Water Flow – 1 Control valves – 1 Bell – 1 $264.00 $388.80 $492.00 $1,144.80 13.Lucie Stern Community Center 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Manual pulls – 12 Horn/strobes – 13 Strobes - 18 Duct smoke detectors – 5 $264.00 $388.80 $1,392.00 $2,044.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 20 Horn/strobes – 17 $264.00 $388.80 $972.00 $1,624.80 15.Lucie Stern Children’s Theatre 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 5 Control valves – 2 Manual pulls – 10 Horn/strobes – 35 $264.00 $388.80 $1,392.00 $2,044.80 16.Jr. Museum & Zoo 1451 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Duct smoke detectors – 4 Control valves – 1 Manual pulls – 3 Strobes – 3 Horn/strobes – 46 Bell – 1 Backflow switches – 1 PIV – 1 $552.00 $388.80 $1,392.00 $2,332.80 17.Children’s Library 1276 Harriett Street Water Flow – 1 Smoke detectors – 1 Manual pulls – 5 Horn/strobes – 10 Bell – 1 Backflow switches – 2 $552.00 $388.80 $708.00 $1,648.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 18.Fire Station 3 799 Embarcadero Rd Water Flow – 1 Smoke detectors – 8 Heat detectors – 2 Carbon monoxide detectors – 5 Control valves – 1 Manual pulls – 4 Horn/strobes – 1 Bell – 1 OS&Y switches - 1 $264.00 $388.80 $708.00 $1,360.80 19.Art Center 1313 Newell Rd Water Flow – 1 Smoke detectors – 12 Control valves – 1 Manual pulls – 8 Horn/strobes – 19 Strobes – 22 $264.00 $388.80 $1,392.00 $2,044.80 20.Rinconada Library 1213 Newell Street Water Flow – 1 Smoke detectors – 14 Duct smoke detector - 1 Control valves – 4 Manual pulls – 12 Horn/strobes – 17 Strobes – 39 $264.00 $388.80 $2,784.00 $3,436.80 21.Pets In Need – Main Buildings 3281 East Bayshore Rd Smoke detectors – 6 Manual pulls – Horn/strobes – 1 Bell – 1 $264.00 $0.00 $492.00 $756.00 22.Pets In Need – Modular Building 3281 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 Backflow switches – 2 $552.00 $388.80 $492.00 $1,432.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 23.College Terrace Library 2300 Wellesley St Water Flow – 2 Smoke detectors – 11 Control valves – 3 Manual pulls – 5 Horn/strobes – 7 Strobes - 7 Backflow switches – 2 $264.00 $388.80 $972.00 $1,624.80 24.Fire Station 8 3300 Page Mill Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 $552.00 $388.80 $492.00 $1,432.80 25.Mitchell Park Library and Community Center 3700 Middlefield Ave Water Flow – 4 Smoke detectors – 47 Heat detectors – 2 Duct smoke detectors – 50 Control valves – 6 Manual pulls – 40 Horn/strobes – 44 Strobes – 75 Bells – 3 Backflow switches – 2 PIV switch – 2 OSY - 1 $264.00 $388.80 $5,568.00 $6,220.80 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 26.Downtown Community Center 445 Bryant Street *COMBINED WITH Lot S/L Parking Garage 445 Bryant Street Water Flow – 1 Smoke detectors – 17 Heat detector – 1 Manual pulls – 6 Horn/strobes – 10 Smoke Duct Detectors - 3 $0.00 $0.00 $0.00 $0.00 27.Civic Center 250 Hamilton Avenue $552.00 $561.60 $5,568.00 $6,681.60 28.Public Safety Building 250 Sherman Avenue $552.00 $561.60 $5,568.00 $6,681.60 1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year One)$65,306.40 2.Repairs Budget: Straight Time Hourly Rate ___$205.00_____ x 150 Hours =$30,750.00 year 1 3.Payment and Performance Bond (Year One)$664.62 4. Grand Total for Year 1 $96,721.02 Year 1 Hourly Rates Straight Time Prevailing Wage = $205.00 Overtime Prevailing Wage = $305.00 * Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment). Contract Year 2 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 1.Downtown Library 270 Forest Avenue Smoke detectors – 35 Duct smoke detector – 1 Manual pulls – 11 Horn/strobes – 6 Strobes – 12 $271.92 $0.00 $1,4336.76 $1,705.68 2.Lot R Parking Garage 528 High Street Water Flow – 4 Smoke detectors – 5 Control valves – 6 Manual pulls – 5 Horn/strobes – 4 Horn – 1 Backflow switches – 2 $271.92 $400.46 $1,001.16 $1,673.54 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 3.Lot S/L Parking Garage 445 Bryant Street Combined with the Downtown Community Center 445 Bryant Street Water Flow – 7 Smoke detectors – 7 Control valves – 7 Manual pulls – 7 Horn/strobes – 7 Backflow switches – 2 Sump Pumps – 3 $766.32 $400.46 $1,433.76 $2,600.54 4.Lot J Parking Garage 520 Webster Street Water Flow – 1 Smoke detectors – 2 Heat detectors – 7 Manual pulls – 1 Bell – 1 $271.92 $400.46 $506.76 $1,179.14 5.Ted Thompson Parking Garage 275 Cambridge Ave Water Flow – 1 Smoke detectors – 1 Control valves – 2 Manual pulls – 1 Horn/strobes – 1 $271.92 $400.46 $506.76 $1,179.14 6.Sherman Parking Garage 350 Sherman Ave Water Flow – 19 Smoke detectors – 19 Heat detectors – 8 Duct smoke detectors – 8 Control valves – 6 Manual pulls – 14 Horn/strobes – 85 $568.56 $578.45 $4,301.28 $5,448.29 7.Golf Course 1875 Embarcadero Rd Water Flow – 1 Smoke detectors – 2 Control valves – 1 Manual pulls – 10 Horn/strobes – 1 Backflow switches – 2 $271.92 $400.46 $729.24 $1,401.62 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 8.Utilities Control Center 3241 East Bayshore Rd Water Flow – 1 Smoke detectors – 8 Control valves – 1 Manual pulls – 3 Horn/strobes – 4 Bell – 3 $271.92 $400.46 $729.24 $1,401.62 9.Municipal Service Center Building A 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 3 Horn/strobes – 12 $271.92 $400.46 $1,001.16 $1,673.54 10.Municipal Service Center Building B 3201 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 5 Horn/strobes – 12 Strobes – 14 $271.92 $400.46 $1,001.16 $1,673.54 11.Municipal Service Center Building C 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 2 Control valves – 2 Manual pulls – 10 Horn/strobes – 62 $271.92 $400.46 $2,867.52 $3,539.90 12.Baylands Interpretive Center 2775 Embarcadero Rd Water Flow – 1 Control valves – 1 Bell – 1 $271.92 $400.46 $506.76 $1,179.14 13.Lucie Stern Community Center 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Manual pulls – 12 Horn/strobes – 13 Strobes - 18 Duct smoke detectors – 5 $271.92 $400.46 $1,433.76 $2,106.14 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 20 Horn/strobes – 17 $271.92 $400.46 $1,001.16 $1,673.54 15.Lucie Stern Children’s Theatre 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 5 Control valves – 2 Manual pulls – 10 Horn/strobes – 35 $271.92 $400.46 $1,433.76 $2,106.14 16.Jr. Museum & Zoo 1451 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Duct smoke detectors – 4 Control valves – 1 Manual pulls – 3 Strobes – 3 Horn/strobes – 46 Bell – 1 Backflow switches – 1 PIV – 1 $568.56 $400.46 $1,433.76 $2,402.78 17.Children’s Library 1276 Harriett Street Water Flow – 1 Smoke detectors – 1 Manual pulls – 5 Horn/strobes – 10 Bell – 1 Backflow switches – 2 $568.56 $400.46 $729.24 $1,698.26 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 18.Fire Station 3 799 Embarcadero Rd Water Flow – 1 Smoke detectors – 8 Heat detectors – 2 Carbon monoxide detectors – 5 Control valves – 1 Manual pulls – 4 Horn/strobes – 1 Bell – 1 OS&Y switches - 1 $271.92 $400.46 $729.24 $1,401.62 19.Art Center 1313 Newell Rd Water Flow – 1 Smoke detectors – 12 Control valves – 1 Manual pulls – 8 Horn/strobes – 19 Strobes – 22 $271.92 $400.46 $1,433.76 $2,106.14 20.Rinconada Library 1213 Newell Street Water Flow – 1 Smoke detectors – 14 Duct smoke detector - 1 Control valves – 4 Manual pulls – 12 Horn/strobes – 17 Strobes – 39 $271.92 $400.46 $2,867.52 $3,539.90 21.Pets In Need – Main Buildings 3281 East Bayshore Rd Smoke detectors – 6 Manual pulls – Horn/strobes – 1 Bell – 1 $271.92 $0.00 $506.76 $778.68 22.Pets In Need – Modular Building 3281 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 Backflow switches – 2 $568.56 $400.46 $506.76 $1,475.78 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 23.College Terrace Library 2300 Wellesley St Water Flow – 2 Smoke detectors – 11 Control valves – 3 Manual pulls – 5 Horn/strobes – 7 Strobes - 7 Backflow switches – 2 $271.92 $400.46 $1,001.16 $1,673.54 24.Fire Station 8 3300 Page Mill Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 $568.56 $400.46 $506.76 $1,475.78 25.Mitchell Park Library and Community Center 3700 Middlefield Ave Water Flow – 4 Smoke detectors – 47 Heat detectors – 2 Duct smoke detectors – 50 Control valves – 6 Manual pulls – 40 Horn/strobes – 44 Strobes – 75 Bells – 3 Backflow switches – 2 PIV switch – 2 OSY - 1 $271.92 $400.46 $5,735.04 $6,407.42 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 26.Downtown Community Center 445 Bryant Street *COMBINED WITH Lot S/L Parking Garage 445 Bryant Street Water Flow – 1 Smoke detectors – 17 Heat detector – 1 Manual pulls – 6 Horn/strobes – 10 Smoke Duct Detectors - 3 $0.00 $0.00 $0.00 $0.00 27.Civic Center 250 Hamilton Avenue $568.56 $578.45 $5,735.04 $6,882.05 28.Public Safety Building 250 Sherman Avenue $568.56 $578.45 $5,735.04 $6,882.05 1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Two)$67,265.51 2.Repairs Budget: Straight Time Hourly Rate ___$211.15_____ x 150 Hours =$31,672.50 year 2 3.Payment and Performance Bond (Year Two)$685.38 4. Grand Total for Year 2 $99,623.39 Year 2 Hourly Rates Straight Time Prevailing Wage = $211.15 Overtime Prevailing Wage = $314.15 * Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment). Contract Year 3 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 1.Downtown Library 270 Forest Avenue Smoke detectors – 35 Duct smoke detector – 1 Manual pulls – 11 Horn/strobes – 6 Strobes – 12 $280.08 $0.00 $1,476.77 $1,756.85 2.Lot R Parking Garage 528 High Street Water Flow – 4 Smoke detectors – 5 Control valves – 6 Manual pulls – 5 Horn/strobes – 4 Horn – 1 Backflow switches – 2 $280.08 $412.48 $1,031.19 $1,723.75 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 3.Lot S/L Parking Garage 445 Bryant Street Combined with the Downtown Community Center 445 Bryant Street Water Flow – 7 Smoke detectors – 7 Control valves – 7 Manual pulls – 7 Horn/strobes – 7 Backflow switches – 2 Sump Pumps – 3 $789.31 $412.48 $1,476.77 $2,678.56 4.Lot J Parking Garage 520 Webster Street Water Flow – 1 Smoke detectors – 2 Heat detectors – 7 Manual pulls – 1 Bell – 1 $280.08 $412.48 $521.96 $1,214.52 5.Ted Thompson Parking Garage 275 Cambridge Ave Water Flow – 1 Smoke detectors – 1 Control valves – 2 Manual pulls – 1 Horn/strobes – 1 $280.08 $412.48 $1,214.52 $1,214.52 6.Sherman Parking Garage 350 Sherman Ave Water Flow – 19 Smoke detectors – 19 Heat detectors – 8 Duct smoke detectors – 8 Control valves – 6 Manual pulls – 14 Horn/strobes – 85 $585.62 $595.80 $4,430.32 $5,611.74 7.Golf Course 1875 Embarcadero Rd Water Flow – 1 Smoke detectors – 2 Control valves – 1 Manual pulls – 10 Horn/strobes – 1 Backflow switches – 2 $280.08 $412.48 $751.12 $1,443.67 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 8.Utilities Control Center 3241 East Bayshore Rd Water Flow – 1 Smoke detectors – 8 Control valves – 1 Manual pulls – 3 Horn/strobes – 4 Bell – 3 $280.08 $412.48 $751.12 $1,443.67 9.Municipal Service Center Building A 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 3 Horn/strobes – 12 $280.08 $412.48 $1,031.19 $1,723.75 10.Municipal Service Center Building B 3201 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 5 Horn/strobes – 12 Strobes – 14 $280.08 $412.48 $1,031.19 $1,723.75 11.Municipal Service Center Building C 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 2 Control valves – 2 Manual pulls – 10 Horn/strobes – 62 $280.08 $412.48 $2,953.55 $3,646.10 12.Baylands Interpretive Center 2775 Embarcadero Rd Water Flow – 1 Control valves – 1 Bell – 1 $280.08 $412.48 $521.96 $1,214.52 13.Lucie Stern Community Center 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Manual pulls – 12 Horn/strobes – 13 Strobes - 18 Duct smoke detectors – 5 $280.08 $412.48 $1,476.77 $2,169.33 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 20 Horn/strobes – 17 $280.08 $412.48 $1,031.19 $1,723.75 15.Lucie Stern Children’s Theatre 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 5 Control valves – 2 Manual pulls – 10 Horn/strobes – 35 $280.08 $412.48 $1,476.77 $2,169.33 16.Jr. Museum & Zoo 1451 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Duct smoke detectors – 4 Control valves – 1 Manual pulls – 3 Strobes – 3 Horn/strobes – 46 Bell – 1 Backflow switches – 1 PIV – 1 $585.62 $412.48 $1,476.77 $2,474.87 17.Children’s Library 1276 Harriett Street Water Flow – 1 Smoke detectors – 1 Manual pulls – 5 Horn/strobes – 10 Bell – 1 Backflow switches – 2 $585.62 $412.48 $751.12 $1,749.21 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 18.Fire Station 3 799 Embarcadero Rd Water Flow – 1 Smoke detectors – 8 Heat detectors – 2 Carbon monoxide detectors – 5 Control valves – 1 Manual pulls – 4 Horn/strobes – 1 Bell – 1 OS&Y switches - 1 $280.08 $412.48 $751.12 $1,443.67 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 19.Art Center 1313 Newell Rd Water Flow – 1 Smoke detectors – 12 Control valves – 1 Manual pulls – 8 Horn/strobes – 19 Strobes – 22 $280.08 $412.48 $1,476.77 $2,169.33 20.Rinconada Library 1213 Newell Street Water Flow – 1 Smoke detectors – 14 Duct smoke detector - 1 Control valves – 4 Manual pulls – 12 Horn/strobes – 17 Strobes – 39 $280.08 $412.48 $2,953.55 $3,646.10 21.Pets In Need – Main Buildings 3281 East Bayshore Rd Smoke detectors – 6 Manual pulls – Horn/strobes – 1 Bell – 1 $280.08 $0.00 $521.96 $802.04 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 22.Pets In Need – Modular Building 3281 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 Backflow switches – 2 $585.62 $412.48 $521.96 $1,520.06 23.College Terrace Library 2300 Wellesley St Water Flow – 2 Smoke detectors – 11 Control valves – 3 Manual pulls – 5 Horn/strobes – 7 Strobes - 7 Backflow switches – 2 $280.08 $412.48 $1,031.19 $1,723.75 24.Fire Station 8 3300 Page Mill Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 $585.62 $412.48 $521.96 $1,520.06 25.Mitchell Park Library and Community Center 3700 Middlefield Ave Water Flow – 4 Smoke detectors – 47 Heat detectors – 2 Duct smoke detectors – 50 Control valves – 6 Manual pulls – 40 Horn/strobes – 44 Strobes – 75 Bells – 3 Backflow switches – 2 PIV switch – 2 OSY - 1 $280.08 $412.48 $5,907.09 $6,599.65 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 26.Downtown Community Center 445 Bryant Street *COMBINED WITH Lot S/L Parking Garage 445 Bryant Street Water Flow – 1 Smoke detectors – 17 Heat detector – 1 Manual pulls – 6 Horn/strobes – 10 Smoke Duct Detectors - 3 $0.00 $0.00 $0.00 $0.00 27.Civic Center 250 Hamilton Avenue $585.62 $595.80 $5,907.09 $7,088.51 28.Public Safety Building 250 Sherman Avenue $585.62 $595.80 $5,907.09 7,088.51 1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Three)$69,283.57 2.Repairs Budget: Straight Time Hourly Rate ___$217.48_____ x 150 Hours =$32,622.00 year 3 3.Payment and Performance Bond (Year Three)$706.15 4. Grand Total for Year 3 $102,611.72 Year 3 Hourly Rates Straight Time Prevailing Wage = $217.48 Overtime Prevailing Wage = $323.57 * Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment). Contract Year 4 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 1.Downtown Library 270 Forest Avenue Smoke detectors – 35 Duct smoke detector – 1 Manual pulls – 11 Horn/strobes – 6 Strobes – 12 $288.48 $0.00 $1,521.08 $1,809.56 2.Lot R Parking Garage 528 High Street Water Flow – 4 Smoke detectors – 5 Control valves – 6 Manual pulls – 5 Horn/strobes – 4 Horn – 1 Backflow switches – 2 $288.48 $424.85 $1,062.13 $1,775.46 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 3.Lot S/L Parking Garage 445 Bryant Street Combined with the Downtown Community Center 445 Bryant Street Water Flow – 7 Smoke detectors – 7 Control valves – 7 Manual pulls – 7 Horn/strobes – 7 Backflow switches – 2 Sump Pumps – 3 $812.99 $424.85 $1,521.08 $2,758.92 4.Lot J Parking Garage 520 Webster Street Water Flow – 1 Smoke detectors – 2 Heat detectors – 7 Manual pulls – 1 Bell – 1 $288.48 $424.85 $537.62 $1,250.95 5.Ted Thompson Parking Garage 275 Cambridge Ave Water Flow – 1 Smoke detectors – 1 Control valves – 2 Manual pulls – 1 Horn/strobes – 1 $288.48 $424.85 $537.62 $1,250.95 6.Sherman Parking Garage 350 Sherman Ave Water Flow – 19 Smoke detectors – 19 Heat detectors – 8 Duct smoke detectors – 8 Control valves – 6 Manual pulls – 14 Horn/strobes – 85 $603.19 $613.68 $4,563.23 $5,780.09 7.Golf Course 1875 Embarcadero Rd Water Flow – 1 Smoke detectors – 2 Control valves – 1 Manual pulls – 10 Horn/strobes – 1 Backflow switches – 2 $288.48 $424.85 $773.65 $1,486.98 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 8.Utilities Control Center 3241 East Bayshore Rd Water Flow – 1 Smoke detectors – 8 Control valves – 1 Manual pulls – 3 Horn/strobes – 4 Bell – 3 $288.48 $424.85 $773.65 $1,486.98 9.Municipal Service Center Building A 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 3 Horn/strobes – 12 $288.48 $424.85 $1,062.13 $1,775.46 10.Municipal Service Center Building B 3201 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 5 Horn/strobes – 12 Strobes – 14 $288.48 $424.85 $1,062.13 $1,775.46 11.Municipal Service Center Building C 3201 East Bayshore Rd Water Flow – 2 Smoke detectors – 2 Control valves – 2 Manual pulls – 10 Horn/strobes – 62 $288.48 $424.85 $3,042.15 $3,755.48 12.Baylands Interpretive Center 2775 Embarcadero Rd Water Flow – 1 Control valves – 1 Bell – 1 $288.48 $424.85 $537.62 $1,250.95 13.Lucie Stern Community Center 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Manual pulls – 12 Horn/strobes – 13 Strobes - 18 Duct smoke detectors – 5 $288.48 $424.85 $1,521.08 $2,234.41 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd Water Flow – 2 Smoke detectors – 1 Control valves – 2 Manual pulls – 20 Horn/strobes – 17 $288.48 $424.85 $1,062.13 $1,775.46 15.Lucie Stern Children’s Theatre 1305 Middlefield Rd Water Flow – 1 Smoke detectors – 5 Control valves – 2 Manual pulls – 10 Horn/strobes – 35 $288.48 $424.85 $1,521.08 $2,234.41 16.Jr. Museum & Zoo 1451 Middlefield Rd Water Flow – 1 Smoke detectors – 1 Duct smoke detectors – 4 Control valves – 1 Manual pulls – 3 Strobes – 3 Horn/strobes – 46 Bell – 1 Backflow switches – 1 PIV – 1 $603.19 $424.85 $1,521.08 $2,549.11 17.Children’s Library 1276 Harriett Street Water Flow – 1 Smoke detectors – 1 Manual pulls – 5 Horn/strobes – 10 Bell – 1 Backflow switches – 2 $603.19 $424.85 $773.65 $1,801.69 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 18.Fire Station 3 799 Embarcadero Rd Water Flow – 1 Smoke detectors – 8 Heat detectors – 2 Carbon monoxide detectors – 5 Control valves – 1 Manual pulls – 4 Horn/strobes – 1 Bell – 1 OS&Y switches - 1 $288.48 $424.85 $773.65 $1,486.98 19.Art Center 1313 Newell Rd Water Flow – 1 Smoke detectors – 12 Control valves – 1 Manual pulls – 8 Horn/strobes – 19 Strobes – 22 $288.48 $424.85 $1,521.08 $2,234.41 20.Rinconada Library 1213 Newell Street Water Flow – 1 Smoke detectors – 14 Duct smoke detector - 1 Control valves – 4 Manual pulls – 12 Horn/strobes – 17 Strobes – 39 $288.48 $424.85 $3,042.15 $3,755.48 21.Pets In Need – Main Buildings 3281 East Bayshore Rd Smoke detectors – 6 Manual pulls – Horn/strobes – 1 Bell – 1 $288.48 $0.00 $537.62 $826.10 22.Pets In Need – Modular Building 3281 East Bayshore Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 Backflow switches – 2 $603.19 $424.85 $537.62 $1,565.66 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 23.College Terrace Library 2300 Wellesley St Water Flow – 2 Smoke detectors – 11 Control valves – 3 Manual pulls – 5 Horn/strobes – 7 Strobes - 7 Backflow switches – 2 $288.48 $424.85 $1,062.13 $1,775.46 24.Fire Station 8 3300 Page Mill Rd Water Flow – 1 Smoke detectors – 1 Control valves – 1 Manual pulls – 1 Horn/strobes – 1 $603.19 $424.85 $537.62 $1,565.66 25.Mitchell Park Library and Community Center 3700 Middlefield Ave Water Flow – 4 Smoke detectors – 47 Heat detectors – 2 Duct smoke detectors – 50 Control valves – 6 Manual pulls – 40 Horn/strobes – 44 Strobes – 75 Bells – 3 Backflow switches – 2 PIV switch – 2 OSY - 1 $288.48 $424.85 $6,084.30 $6,797.64 Building & Address Fire Alarm Devices Monitoring Annual Costs Waterflow Semi- annual Inspection Costs Annual Inspection Costs Total Annual Costs 26.Downtown Community Center 445 Bryant Street *COMBINED WITH Lot S/L Parking Garage 445 Bryant Street Water Flow – 1 Smoke detectors – 17 Heat detector – 1 Manual pulls – 6 Horn/strobes – 10 Smoke Duct Detectors - 3 $0.00 $0.00 $0.00 $0.00 27.Civic Center 250 Hamilton Avenue $603.19 $613.68 $6,084.30 $7,301.16 28.Public Safety Building 250 Sherman Avenue $603.19 $613.68 $6,084.30 $7,301.16 1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Four)$71,362.03 2.Repairs Budget: Straight Time Hourly Rate ___$224.01_____ x 150 Hours =$33,601.50 year 4 3.Payment and Performance Bond (Year Four)$726.92 4. Grand Total for Year 4 $105,690.45 Year 4 Hourly Rates Straight Time Prevailing Wage = $224.01 Overtime Prevailing Wage = $333.28 * Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment). Cost Summary for Four-Year Contract 1.Grand Total for Year One $96,721.02 2. Grand Total for Year Two $99,623.39 3.Grand Total for Year Three $102,611.72 4.Grand Total for Year Four $105,690.45 5.Grand Total for All Four Contract Years $404,646.58 Attachment 1 City of Palo Alto Specific Scope of Work Requirements Scope of Work: 1. Provide 24/7/365 monitoring of all fire alarm systems. 2. Provide semi-annual inspections and testing for all fire alarm systems. 3. Provide annual inspections and testing for all fire alarm systems. 4. Provide deficiencies repairs for all fire alarm systems. 5. Provide as needed repair services throughout the year for all fire alarm systems. Details of Work Performed: 1. All inspections, testing, and repair services will be done in accordance with the 2025 Edition of NFPA-72 chapter 14. 2. Contractor will use the standard NFPA inspection forms. 3. No fire alarm systems are UL certified. 4. Email copies of all competed inspections and testing forms within three business days to Dennis Huebner at dennis.huebner@cityofpaloalto.org and Joshua Rivas at Joshua.Rivas@cityofpaloalto.org. 5. Email proposals for deficiencies within five business days to Dennis Huebner, dennis.huebner@cityofpaloalto.org. 6. Contractor will have a 24/7 emergency service call number. 7. Contractor will respond to service calls within one business day. 8. Preferred billing frequency will be quarterly. Invoices will be separated per location. Preferred method of invoicing will be to divide the total annual costs for monitoring and inspection and testing per location by four equal payments. Email all invoices to Joshua Rivas at Joshua.Rivas@cityofpaloalto.org and Dennis Huebner at dennis.huebner@cityofpaloalto.org. Buildings Included in Scope of Work Building Address 1.Downtown Library 270 Forest Avenue 2.Parking Garage Lot R 528 High Street 3.Parking Garage Lot S/L *COMBINED WITH #26 445 Bryant Street 4.Parking Garage Lot J 520 Webster Street 5.Ted Thompson Parking Garage 275 Cambridge Ave 6.Sherman Ave. Parking Garage 350 Sherman Ave 7.Golf Course 1875 Embarcadero Rd 8.Utilities Control Center 3241 East Bayshore Rd 9.Municipal Service Center Building A 3201 East Bayshore Rd 10.Municipal Service Center Building B 3201 East Bayshore Rd 11.Municipal Service Center Building C 3201 East Bayshore Rd 12.Baylands Interpretive Center 2775 Embarcadero Rd 13.Lucie Stern Community Center 1305 Middlefield Rd 14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd 15.Lucie Stern Children’s Theatre 1305 Middlefield Rd 16.Jr. Museum & Zoo 1451 Middlefield Rd 17.Children’s Library 1276 Harriett Street 18.Fire Station 3 799 Embarcadero Rd 19.Art Center 1313 Newell Rd 20.Rinconada Library 1213 Newell Street 21.Pets In Need – Main Buildings 3281 East Bayshore Rd 22.Pets In Need – Modular Building 3281 East Bayshore Rd 23.College Terrace Library 2300 Wellesley St 24.Fire Station 8 3300 Page Mill Rd 25.Mitchell Park Library and Community Center 3700 Middlefield Ave 26.Downtown Community Center *COMBINED WITH #3 445 Bryant Street 27 Civic Center 250 Hamilton Avenue 28 Public Safety Building 250 Sherman Avenue Scheduling: 1.Inspections will occur every three months and will be done within the first two weeks of each inspection month. The inspection months will be February, May, August, and November. Below, the buildings have been divided into two groups. During the first inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in Group 1. During the second inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in Group 2. During the third inspection the contractor will perform a Semi-Annual Fire Alarm Inspection for all buildings in Group 1. During the fourth inspection contractor will perform a Semi-annual Fire Alarm Inspection for all buildings in Group 2. Group 1 1.Downtown Library 2.Parking Garage Lot R 3.Parking Garage Lot S/L 26.Downtown Community Center 4.Parking Garage Lot J 5.Ted Thompson Parking Garage 6.Sherman Ave. Parking Garage 7.Golf Course 8.Utilities Control Center 9.Municipal Service Center Building A 10.Municipal Service Center Building B 11.Municipal Service Center Building C 12.Baylands Interpretive Center 27.Civic Center Group 2 13.Lucie Stern Community Center 14.Lucie Stern Community Theatre and Scene Shop 15.Lucie Stern Children’s Theatre 16.Jr. Museum & Zoo 17.Children’s Library 18.Fire Station 3 19.Art Center 20.Rinconada Library 21.Pets In Need – Main Buildings 22.Pets In Need – Modular Building 23.College Terrace Library 24.Fire Station 8 25.Mitchell Park Library and Community Center 28.Public Safety Building 2. The contractor will schedule all inspections one week prior to the start of the inspection date with the Facilities Management Division. Notifications: 1. When required to do so by a Municipal Code, contractor will notify the local fire authority having jurisdiction in advance of the work start date. 2. Contractor will also notify the local Fire Communications Center and any applicable Central Office Alarm company when conducting system testing and/or repairs. 3. Facilities Management is responsible for notification of all occupants of the property subject to inspection and testing. Deficiencies and Corrections: 1. Contractor will note deficiencies found during the inspections on the inspection sheet. 2. Minor repairs of less than $500 (labor and materials per system) do not need prior approval of Facilities Management and should be done immediately. 3. Send a proposal for repairs exceeding $500 to Facilities Management within five business days after inspection. Designated City Representatives: 1. All communications and interface, including written correspondence by the Contractor, will be with Facilities Management in the Public Works Department 3201 East Bayshore Road, Palo Alto, CA 94303 2. Project Managers: Dennis Huebner. Phone: (650) 496-6970. Email: dennis.huebner@cityofpaloalto.org Maurice Ruyter. Phone: (650) 496-6915. Email: Maurice.ruyter@cityofpaloalto.org Bonds Required Within ten (10) business days of issuance of the Notice of Award, Contractor shall furnish City a Performance Surety Bond, and Payment Surety Bond. Both bonds will be in the amount of 100% of the Contract Sum. Utilities The Contractor may have access to the normal use of building utilities in the performance of the work. Storage of Materials and Equipment Contractor is solely responsible for the storage of all equipment and materials. Waste Disposal Contractor will be responsible for all hauling and waste disposal. Hazardous materials and other materials shall be disposed of according to all codes, laws and regulations. Contractor will comply with all City recycling requirements. Contractor will not use any City trash containers for disposal of any material connected with this project.