Item 18 - Service Agreements for Fire Alarm and Sprinkler Systems Inspection

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Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025 Page 2 Invitation for Bids (IFB) No. 25-047A was issued on March 13, 2025 on the City's online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows: 53 Vendors notified 1 Santa Ana vendor notified 21 Vendors downloaded the bid packet 5 Responsive proposals received 0 Proposals received from Santa Ana vendors Proposals were solicited, opened on April 22, 2025, and evaluated. Six proposals were submitted by the IFB deadline and five were determined to be responsive to the specifications and met the City's requirements. Local Outreach Efforts The Purchasing Division advertised this project on PlanetBids, which directly notified one Santa Ana vendor. Twenty-one vendors downloaded the IFB and six submitted a bid for consideration. The bids submitted by Bernel, Inc. dba VFS Fire & Security, Cal Building Systems, HCI Systems, Inc., and Viking Automatic Sprinkler Company dba Kimble Fire Protection were determined to be the lowest, responsible, and responsive to the City's specifications for this IFB. Bernel, Inc. dba VFS Fire & Security, Cal Building Systems, and HCI Systems, Inc. have each demonstrated proven expertise in maintaining, inspecting, and testing various fire and safety systems for the City. Their performance has consistently met or exceeded expectations, reinforcing their reliability and capability in supporting the City's safety infrastructure. With 41 years of industry experience, including experience in working with public facility safety systems, Viking Automatic Sprinkler Company dba Kimble Fire Protection demonstrates the ability to provide the same quality service. Staff recommends the approval of the recommended action for all four vendors to be on the City's bench list of qualified vendors for a shared aggregate not -to -exceed total of $880,000 for all four agreements (Exhibits 1-4) to ensure faster response times and flexibility in addressing specialized needs or emergencies. Staff recommends awarding these services to provide as -needed preventative maintenance, testing, inspection, and repairs to ensure the continued safety and compliance of all City facilities including City Hall, the Corporate Yard, Santa Ana Zoo, train station, and various community centers helping to protect people, property, and operations. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action.