Title
Amendment to Emergency Fire System Repairs - OPHFC
History
The Village Board approved Emergency Fire System Repairs at the OPHFC (2024-0114) on February 19, 2024, based on the proposal 23T2677KF from Affiliated Customer Service ("Affiliated").
After this approval, Affiliated began submitting a building permit for this work, which identified additional fire system repairs that needed to be made outside of the original scope of work. The additional scope of work is summarized below:
1. Replace existing Simplex horn strobes and strobes with new system sensor type to synchronize with newly installed fire alarm system replacement;
2. Replace existing Simplex NAC Power supplies with new Gamewell type to power new horn strobes and strobes;
3. Per Code, furnish and install new horn strobes, and strobes in areas lacking notification coverage. Installation of new conduit and wiring is included for this portion;
4. Furnish and install two (2) new CO Detectors inside boiler rooms. Installation of new conduit and wiring is included for this portion.
To complete this additional work and comply with all building and Fire Marshall regulations, Public Works requested an additional proposal from Affiliated to complete this work. Proposal 24T2358KF was subsequently provided by Affiliated for $38,313.00, bringing the total contract amount to $76,136.00 plus a $4,000 contingency for a total not to exceed $80,136.00.
In addition, a future capital project of $340,000 in design and construction in FY26/27 to upgrade OH&FC fire panel system will be eliminated on the capital list because the scope above will bring building up to present day code.
As such, staff recommends amending the original Village Board approval to approve proposal 23T2677KF and 24T2358KF from Affiliated Customer Service, Inc. for “Fire Alarm System Replacement” for price not to exceed $80,136.00 ($37,823.00 plus $38,313.00 plus a contingency of $4,000.00). To clarify this proposed amendment, the original and proposed motions are provided below:
The original Board approved motion from 2024-0114 stated:
I move to approve proposal 23T2677KF from Affiliated Customer Service, Inc. for “Fire Alarm System Replacement” for price not to exceed $41,823.00 ($37,823.00 plus a contingency of $4,000.00).
The current proposed amended motion states:
I move to approve proposal 23T2677KF and 24T2358KF from Affiliated Customer Service, Inc. for “Fire Alarm System Replacement” for price not to exceed $80,136.00 ($37,823.00 plus $38,313.00 plus a contingency of $4,000.00);
Financial Impact
Funding for LED Lighting Upgrades at OPHFC was budgeted in capital account 3008010-570100 in the amount of $125,000.00. A total of $80,136.00 of these funds would be used for the emergency fire alarm repairs. Public Works would subsequently reduce the scope of proposed lighting improvements to stay within the remaining budget amount.
Recommended Action/Motion
I move to approve an amendment to the Recommended Action/Motion from Board Report 2024-0114 which stated “I move to approve proposal 23T2677KF from Affiliated Customer Service, Inc. for “Fire Alarm System Replacement” for price not to exceed $41,823.00 ($37,823.00 plus a contingency of $4,000.00)”;
AND
To approve proposal 23T2677KF and 24T2358KF from Affiliated Customer Service, Inc. for “Fire Alarm System Replacement” for price not to exceed $80,136.00 ($37,823.00 plus $38,313.00 plus a contingency of $4,000.00);
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.