Title
Bid Award for Fire Alarm Systems for Fire Stations (B)
Explanation
On March 8, 2004, the City of Gainesville was awarded a grant from the U.S. Fire Administration for purchase of two improvement systems to its fire stations that will require installation in phases: diesel exhaust evacuation systems and fire alarm systems.
The City Commission approved the selection of Clean Air Concepts for a vehicle exhaust system for Phase I on September 13, 2004. Phase II of the grant, Fire Alarm Systems for Fire Stations, will equip all fire stations with round-the-clock monitored fire alarm systems.
The stations are currently retrofitted with single-station smoke detectors due to the stations being built before widespread smoke detection systems were available. The fire stations have recently been reclassified into the same category as commercial rooming houses and are now required by the Florida Fire Prevention Code to have a full UL compliant fire alarm system.
On December 22, 2004, Purchasing solicited bids from 608 potential vendors, with 31 receiving an Invitation to Bid. Nineteen (19) prospective vendors attended the mandatory pre-bid conference. Two (2) vendors submitted bids for evaluation. The bids were evaluated on compliance with specifications (or acceptable deviation), price, performance time, warranties, acceptability of specific products or designs (includes methods of meeting specified monitoring capabilities in the future), and past performance. The panel that evaluated the proposals included a representative from Gainesville Fire Rescue, Building Inspections, Gainesville Regional Utilities, and a private sector Fire Protection Engineer. The overall rankings were as follows: 1) Honeywell International, Inc., and 2) Jacksonville Sound and Communications.
Fiscal Note
The total project cost was initially estimated at $286,006. Funds from the US Fire Administration Grant have been received in the amount of $200,206, and a 30% local match of $85,800 was made part of an FY 2004 budget amendment. Phase I, Vehicle Exhaust Systems, is projected to cost approximately $164,264, leaving $121,742 available for Phase II, Fire Alarm Systems for Fire Stations. The total price of phase II is approximately $135,556. Funds for the difference of $13,814 are available in the General Fund Budget.
Recommendation
The City Commission award the Fire Alarm Systems for Fire Stations bid to Honeywell International Inc. and authorize the Interim City Manager or designee to issue a purchase order not to exceed $135,556 and to execute the Contract and any other required documents, subject to approval by the City Attorney as to form and legality.