Title
City Facilities Fire Alarm Monitoring and Maintenance Services (B)
This is a request for the City Commission to approve a two (2) year contract and amendments with W.W. Gay Fire Protection, Inc. for Fire Alarm Monitoring and Maintenance Services.
Explanation
During a self-audit, staff discovered that while the annual amount of this contract was below the $50,000 purchasing limit, the total for the initial two (2) year contract period exceeded the purchasing limits and required City Commission approval. This request for approval is to correct that oversight.
On June 18, 2013, W. W. Gay Fire Protection, Inc. was awarded the service contract, through City of Gainesville Purchasing Division, to provide monitoring, annual inspections and maintenance services to all related fire alarm equipment for all City of Gainesville General Government facilities for an annual contract value of $45,000. The contract period started on October 1, 2013, and terminates on September 30, 2015, with an option for up to three (3) annual extensions.
On January 15, 2014, the First Amendment added the Centralized Fleet Garage to the contract at a cost of $323.40, for an annual contract amount of $45,323.40.
On February 27, 2014, the Second Amendment added the Gainesville Empowerment Center, Gainesville Police Department Headquarters, and the Gainesville Police Department Training Facility to the contract for a cost of $1,976.60, for an annual contract amount of $47,300.
Fiscal Note
Funds are available in the FY15 General Fund Facilities Management Mechanical budget for this contract.
Recommendation
The City Commission: 1) approve the contract and amendments with W.W. Gay Fire Protection, Inc. for the Fire Alarm Monitoring and Maintenance Services; and 2) authorize the City Manager, or designee, to execute the contract and any necessary documents, subject to approval by the City Attorney as to form and legality.