HomeMy WebLinkAboutFIN-08-063 - P07-049 - City Hall Fire Alarm System Retrofitf
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Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2008 -05 -20
Prepared By: Larry Gordon
Date of Report: 2008 -05 -12
Report No: FIN 08 -063
iL- REPORT: FIN 08 -063,
Subject: P07 -049 — City Hall Fire Alarm System Retrofit
RECOMMENDATION
That proposal P07 -049, City Hall Fire Alarm System Retrofit, be awarded to SimplexGrinnell, A
Division of Tyco International of Canada Ltd., Hamilton, Ontario at their adjusted proposed
price of $249,375., including P.S.T. & G.S.T., plus an annual preventive maintenance cost of
$17,500. each year for the next fifteen (15) years following the initial one (1) year warranty
period, subject to a satisfactory contract being negotiated, and further that the Mayor and City
Clerk be authorized to execute an agreement satisfactory to the City Solicitor.
BACKGROUND
The existing alarm system was installed in 1992 as a component of the City Hall's design build
project and at that time, the system was in the process of being phased out by the manufacturer.
Since 1992, it has become increasingly unreliable with some components no longer functioning
and repairable. Replacement parts have become difficult to secure and, if available, they are
expensive. The system is no longer fully supported by the manufacturer and experienced
technicians are becoming fewer in number, therefore, exposure has been on the rise.
REPORT
The proposal was advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System. Fourteen
(14) potential bidders picked up the proposal documents, and by the closing date of Wednesday
December 19th, 2007, one (1) proposal had been received from SimplexGrinnell.
A proposal Evaluation Committee consisting of P. Christner, Building Operator, G. Egerdeen,
Supervisor of Facilities Management, A. TenBruggencate, Facilitator of Corporate Emergency
Preparedness, S. Lacey, Civilian Fire Alarm Technician, K. Ward, Demaiter Engineering, and S.
Rudak, Buyer, evaluated the proposals and concur with the above recommendation.
FINANCIAL IMPLICATIONS
Funding will be provided from Index 526094 — Capital Replacements: Fire / Life / Safety
REVENUES
Index 526094
EXPENSES
Tender P07 -049 $249,375.00
Less G.S.T. Rebate $ 115875.00
$237,500.00
Projected Expenses
TOTAL
BALANCE
$288,171.88
$237,500.00
$ 505671.88
$288,171.88
$0
* The Preventive Maintenance program averages $17,500. annually over the next fifteen (15)
years and will be funded from the City Hall complex maintenance account.
Larry Gordon
Director of Purchasing
REPLACEMENTS FIRE LIFE SAFETY
INDEX 526094
AS AT APRIL 11, 2008
Funding Sources
Current Balance (526094) 2889171.88
Total Revenue Projected 2885171.88
Projected Expenditures
Tender Request T07 -049 2379500.00
Existing Encumbrances -
Projected Expenses (Unencumbered) 505671.88
Total Expenditures Projected 2885171.88
Projected Deficit
(Note: All amounts above are net of GST rebates.