SUBJECT/RECOMMENDATION:
Title
Approve a purchase order with Maire Company (Maire) for services provided under the lease agreement as well as certain additional work outside of the lease in the amount of $180,800.00, for the third term, beginning October 1, 2024 through September 30, 2025, pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Non-Competitive Purchases, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Since 1987, Maire has provided the city devices, instruments, appliances, cabinets, and wires/conduit throughout the city facilities with the addition of the maintenance and monitoring alarm services in accordance with Florida Fire Prevention Code 907, and NFPA 72 requirements.
On October 6, 2022, Council approved a new 5-year lease agreement with Maire for continued services for one-year, with four, one-year renewal options. This item will be a renewal of the agreement with two, one-year renewals remaining.
The work included as part of the lease agreement amounts to $142,800.00 of the total $180,800.00. Additionally, Maire is being asked to perform work outside the lease agreement. This extra work, estimated at $38,000, includes providing full cell service for generators, tracking patron counts at all city libraries, conducting fire drills for childcare facilities as required by the Pinellas County Licensing Board, and handling fire alarm resets and inspections of all city-owned fire alarm systems, among other tasks.
Seeking the services Maire provides from another potential vendor would be impractical to bid as it would require the removal of all the equipment currently provided by Maire in numerous city facilities. The cost of contracting with a new fire alarm contractor to purchase and install new systems city wide would create significant budgetary increases as well. Furthermore, there would be separate additional costs ongoing for monthly fire alarm monitoring fees.
APPROPRIATION CODE AND AMOUNT:
Funds are requested as part of the FY2024- FY2025 operating budget of the General Service Department. The General Services Fund is an internal service fund of the City which provides building and maintenance support to all departments.
The expenditure allocation is as follows:
• 5656531-530300 Contractual Services
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining municipal performance, and promoting accountable governance; 1.2, maintaining public infrastructure; 1.3, identify resources required to sustain level of service 3.2, proactive code compliance, and targeted revitalization.