Title
Humphrey House Fire Alarm System
History
The John Humphrey House is a historic house museum built in 1881. The Village assumed ownership of the property in 2021 following the dissolution of the Orland Park Historical Society. The existing fire alarm system is antiquated, has reached the end of its practical service life, and is not suitable to protect the structure. The current fire panel is a conventional (two-zone) system that lacks the communication capability needed for modern addressable devices and does not meet the needs for a renovated public house museum.
During the renovation process, significant deficiencies with the existing fire alarm were identified. The system consists of basic two-conductor cabling staples and routed throughout the home with inconsistent pathways, and portions have been compromised by building conditions, including rodent activity that has damaged wiring. These conditions increase the likelihood of false troubles, loss of alarm communication, and unreliable operation, making it impractical to maintain the system.
The renovation plans also include the installation of new smoke and carbon monoxide detection devices that are not compatible with the existing conventional panel. Replacing the system will provide a code-compliant, addressable fire alarm system capable of supporting the new devices and providing improved reliability, diagnostics and device-level reporting.
As part of the renovation, select lath and plaster wall sections have been opened to address legacy cloth wiring and bring the home's electrical infrastructure up to current code requirements. With wall cavities and studs temporarily exposed, this is the most efficient and least invasive window to install the compliant fire alarm wiring and conduit necessary to support the replacement system. Completing this work now avoids the likelihood of reopening newly restored lath and plaster surfaces later, which would add cost, extend the construction schedule, and increase disruption to the historic structure.
Staff obtained a proposal (attached) from Affiliated Customer Service, Inc. to replace the fire alarm system in the amount of $36,975. Staff is requesting Board approval to waive the competitive bid process and authorize a sole source contract to maintain schedule-critical coordination with the ongoing renovation and electrical work. Delaying procurement to complete a competitive process would add timing risk and could require restoring and then re-opening finished surfaces to complete life-safety work. Approving this request allows the contractor to mobilize in alignment with the current sequencing, reduces duplicate labor, and supports a more efficient and cost-effective renovation. Staff have reviewed the proposal and find the pricing consistent with similar fire alarm system work previously performed for the Village.
Financial Impact
Funding is available in account 3008010 470100 in the amount of $36,975
Recommended Action/Motion
I move to approve the waiver of the competitive bid process and authorize the approval and execution of a sole source vendor contract with Affiliated Customer Service, Inc. for Fire Alarm System replacement of hardware per proposal 25T2585KF in an amount not to exceed $36,975.