SUBJECT/RECOMMENDATION:
Title
Approve a one-year lease agreement with four, one-year renewal terms for certain alarm equipment and associated maintenance and monitoring services with Maire Company, Inc. (Maire), authorize the associated purchase order to Maire for the services provided under the lease agreement as well as certain additional work outside of the lease in the amount of $121,000.00, for the term October 1, 2022 through September 30, 2023, 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. The City and Maire are interested in entering into a new lease agreement so that Maire may continue to provide these services to the City. The new agreement calls for a one-year contract with four, one-year renewal terms that must be agreed to by both parties before the agreement is extended. Work covered as part of the lease agreement totals $90,840.00 of the $121,000. Work done by Maire outside of the lease agreement is also being requested and this additional work includes the patron counts at all libraries within the city, fire drills for childcare facilities required by Pinellas County Licensing Board, Fire Alarm resets, and inspections of all city-owned fire alarm systems among other items. This is estimated at $30,160.
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 CODES AND AMOUNTS:
Funds are available as part of the FY 2022- FY2023 Operating Budget of the General Service Funds. The expenditure allocation is as follows:
• 56556531-530300 Contractual Services