Title
Civic Center Fire Alarm System Upgrade Project
History
The Civic Center, which was constructed in 1988, hosts many events for the Village, as well as community functions and private events. For example, the Civic Center is the Village’s designated backup cooling center to the Police Department, as well as being a rally point during emergencies per the Village’s Emergency Operations Plan.
While several facility improvements have been completed at the Civic Center recently, including signage, LED lighting, laundry appliances, HVAC and Building Automation System (BAS) upgrades, flooring and door replacements, kitchen renovations, and general aesthetics improvements, many other important systems are original to the building.
As recommended in the "2021 Facilities and Operations Master Plan", the Public Works Department budgeted in 2025 to upgrade the existing fire alarm system at the Civic Center. The existing fire alarm system does not meet current fire alarm standards nor ADA mass notification requirements as noted by recent inspections by both Village-contracted inspectors and the Orland Fire Prevention District.
The scope of work of the Civic Center Fire Alarm System Upgrade Project, which closely resembles that of the Village Hall Fire Alarm System Upgrade Project, includes the replacement of all existing fire alarm devices and installation of a code-compliant mass notification system, smoke detectors, pull stations, carbon monoxide detectors, and Notification Appliance Control (NAC) Panels. Also included in the scope is all electrical wiring needed to complete the upgrades, building permit drawings and fire system programming/testing.
Cooperative Purchasing / Contracting Programs
The Village utilizes a variety of cooperative programs (e.g. Omnia, Sourcewell, HGACBuy, State of Illinois Joint Purchase Program) to obtain proposals for goods and services. While not always the chosen approach, cooperative purchasing simplifies the procurement and service process for public agencies by allowing them to purchase through existing contracts negotiated by other public agencies. In other words, cooperative purchasing contracts have already gone through a competitive solicitation, evaluation process and been awarded to a supplier. The benefits of cooperative purchasing for public agencies include reduced procurement costs, greater time efficiency and the ability to obtain value-add and higher-quality products and services at industry-leading pricing.
For further reference, additional information regarding cooperative purchasing has been included as supporting documentation.
Proposal
Dav-Com Electric, Inc. (“Dav-Com”), a participant in the joint purchasing program Omnia Affiliate Compliance Management Contract #02-139, submitted a proposal to complete the Civic Center Fire Alarm System Upgrade Project. Additional information about this Omnia contract is attached for reference. A summary of Dav-Com’s proposal price is provided below:
Proposal Summary
Civic Center Fire Alarm System Upgrade Project: $109,200.00
The proposal price provided by Dav-Com was reviewed by Omina Affiliated Compliance Management against industry standard pricing of RS Means. This quality assurance ensures that pricing is fair and reasonable to other competitors’ pricing. It should also be noted that the proposal price is also below the “Estimate of Probable Cost” of $125,204.00 (in 2022 dollars) provided in the "2021 Facilities and Operations Master Plan".
As such, based on the provided co-op proposal price and company qualifications, staff recommends approving the proposals from Dav-Com for a total of $109,200.00. A contingency of $5,000.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposals are signed, for a total contract price not to exceed $114,200.00.
Financial Impact
Funding in the amount of $50,000.00 was budgeted in capital account 3008010-470100 for Civic Center fire system updates. An additional $64,200.00 is available in the capital account 3008010-570100 from realized savings from the CPAC Pump Replacement Program. In total, $114,200.00 in funds are available for this project in accounts 3008010-470100 and 3008010-570100.
Recommended Action/Motion
I move to approve participation in joint purchasing cooperative Omnia Partners pursuant to Contract #02-139 and authorize the approval and execution of a vendor contract with Dav-Com Electric, Inc. for the Civic Center Fire Alarm System Upgrade Project, based on Dav-Com Electric, Inc.’s proposal #25-167-17 dated April 12, 2025, for $109,200.00 plus a $5,000.00 contingency, for a total not-to-exceed contract price of $114,200.00;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Allow the Village Manager to approve change orders related to the contract within the authorized amount.