Item C28BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 20, 2013 Division: Public Works
Bulk Item: Yes x No Department: Facili . Maintenance/Corrections
Staff Contact Person/Phone : Bob Stone
797-1458
AGENDA ITEM WORDING: Approval from Monroe County Board of County Commissioners for
staff to negotiate an agreement with Siemens Industry, Inc. for the Fire Detection and Alarm System
Replacement at the Monroe County Detention Center on Stock Island. If agreement is not attained,
then provide approval to advertise and rebid the project.
ITEM BACKGROUND: On January 10, 2013, one bid was received for the Fire Detection and
Alarm System Replacement project at the Monroe County Detention Center on Stock Island. Siemens
Industry, Inc. was the lone bidder. The bid amount was over the budgeted amount for the project.
PREVIOUS RELEVANT BOCC ACTION: This project is included and identified within Capital
Improvement Plan approved by the MCB 0 C C September 13, 2012.
CONTRACT/AGREEMENT CHANGES: -NIA
STAFF RECOMMENDATIONS: Approval
TOTAL COST: NIA
BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: There were no local bidders
COST TO COUNTY: NIA SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH
AMOUNT PER YEAR
APPROVED BY: County Atty OMB/Purchasing Risk Management _
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
MEMORANDUM
DATE: JANUARY 2 51 2 013
TO: DENT PIERCE, PUBLIC WORKS DIVISION DIRECTOR
FROM: BOB STONE, MIDDLE KEY OPERATIONS DIRECTOR 4
_409(
RE: FIRE DETECTION AND ALARM SYSTEM REPLACEMENT-
MONROE COUNTY DETENTION CENTER -STOCK ISLAND
Even though there was good participation at the mandatory pre -bid
meeting, only one bid was received for the project noted above. Siemens
Industry Inc. was the only bidder with a bid amount of $346,500.00,
which is over budget. For various reasons the other participants were
unable to provide a bid, ranging from legal departments not getting the
bid package back in a timely manner to difficulties between prime and
sub -contractors. Please see attached e-mail as an example.
The impetus that has been behind the fire alarm system replacement is
the fact that the existing EST fire alarm panel has become obsolete and
the manufacturer is no longer making replacement parts. Please see the
attached GE brochure regarding this phase out. I believe EST has been
sold twice since the brochure's publication. It has also been difficult to
obtain support for the existing EST system. This creates a critical
situation if there is a panel failure and repair becomes difficult or
unavailable.
Siemens Industry understands the present situation and is willing to
negotiate. Through value engineering and deferring three minor projects
in the Corrections capital plan, it may be feasible to move this project
forward in an economical and timely fashion. Therefore, due to this
critical state, it is respectfully requested of the Monroe county Board of
County commissioners permission be granted for staff to negotiate an
amenable agreement and bring it back for the Boards approval. If
agreement is not achieved, then permission is requested to re -advertise
and to put the project back out to bid.
Your positive consideration of this matter will be appreciated. If there
are any questions or more information is desired, please do not hesitate
to contact this office.
BUDGET AND FINANCE DEPARTMENT
PURCHASING OFFICE
TABULATION SHEET
OPEN DATE: January 10, 2013 AT 3:00 PM,
TITLE: RFB - FIRE DETECTION AND ALARM SYSTEM REPLACEMENT
MONROE COUNTY DETENTION CENTER
STOCK ISLAND, MONROE COUNTY, FLORIDA
RESPONDENT BID BID AMOUNT
BOND
SIEMENS Industry Inc. 5%
$346,500.00
Bid Committee Present: Gay Curry - Purchasing Office
Members of the Public Present: Roxwell Smith, Siemens Industry
I hereby certify that this is a true and correct copy of said bid opening and that all bidders listed above have been checked against the
State of Florida Convicted & Suspended Vendor listings. All bids listed above were received by the date and time specified.
Bid Opened By: Gay Curry - Purchasing Office
Security
Say oo Ye
.10
your
...it's easier than you
Smart move
New retrofit opportunity makes you look like a genius
✓ Use existing devices
Production of GE Security's IRC-3 product line is winding
down and the days of this one-time market leader are
✓ Get enhanced
functionality
now numbered. Replacement parts are still available, but
for a limited time only. In the meantime, you have a prime
Have ready access to
opportunity to upgrade to a brand new state-of-the-art EST3
replacement parts
panel at a fraction of the cost of replacing the whole system.
Provide optimum life In anticipation of the soon -to -be -implemented UL 864,
safety protection
9th Edition, we have enhanced our EST3 life safety control
✓ Save on platform so that it now supports field devices typically found
maintenance costs on legacy IRC-3 systems.
Take advantage of the This means you can bring your aging life safety system into the
latest technology
21st Century by simply replacing the control panel. No costly
rewiring, no field device replacement necessary, no disruption
for building occupants. Just a quick, painless, cost effective,
and wide open migration path to a whole new level of people
and property protection.
UL recently updated its benchmark life
safety standard UL 864, taking it to its
9th Edition. This is due to be imple-
mented mid-2007. Updating IRC-3
to meet the new standard would be
too costly, considering the age of its
technology, so no provision has bean
made for compliance of IRC-3 with LPL
864, 9th Edition.
#o I have to reploce it',�"
IRC-3 panels in existing installations
continue to meet 8th Edition require-
ments. This means that, subject to the
requirements of your local Authority
Having Jurisdiction, fully functional
panels can remain in service and can
be used to provide fire detection for
building expansions. After implemen-
tation of UL 864, 9th Edition, IRC-3
systems can no longer be used for new
installations.
What if 1 leave my
IRC-3 where it is?
Nothing. At least until something goes
wrong. Replacement parts for IRC-3
will become more expensive and more
difficult to find as existing stock is de-
pleted. Eventually, a component failure
will force you to replace the system. it
is more expedient and cost-effective to
choose the time and circumstances of
this replacement, rather than waiting
until it is forced upon you.
How long before tirrm:
runs out for
Rising costs and limited supply will
inevitably lead to the demise of IRC-3.
We have already placed our "last time
buy" order with our component ven-
dors. This will provide us with enough
inventory for about 12 months. But it is
impossible to say how long the inven-
tory will last with any certainty. Once
our stock is depleted, we will be unable
to supply replacement parts for IRC-3
panels that remain in service. In addi-
tion to this, substantial manufacturing
cast increases and component infla-
tion due to limited supply have resulted
in cost increases for replacement parts
by about 25 percent More increases
are likely as stock runs out.
Why is now o good
Lime to upgrode?
Enhanced people and property
protection can be gained right away
by migrating to EST3 System main-
tenance will cost less as IRC-3 parts
become significantly more expensive
and increasingly difficult to find
Timing is everything: upgrade now to
avoid the the hassle and expense of an
emergency replacement later on.
#uick, painless,
c.ost-effective,
ii d dead
pyrade
IRC-3 panel
to EST3 now,
It"TOTATOTTO-FrAVA&I
..Woe",
, 1,
Stone -Bob
From:
S Slough <scotts@barnesalarmsystems.com>
Sent:
Wednesday, January 09, 2013 1:48 PM
To:
Stone -Bob
Cc:
Phil B
Subject:
MCDC Bid
I want to take a moment and update you on our bid for MCDC. Unfortuneately, our EST vendor (Safety
Systems) has become very unreliable. I have not been able to aquire the necessary information from them to
provide a quote. We have decided that BAS would rather not do a job for you then to risk not being able to
complete a project on time - especially this one. we have been in contact with Mr. Schuermann at Genset Fire
within the past day. However, we were not able to get their numbers until late yesterday afternoon. This has
not allowed us time to properly prepare the bid package and obtain the bid security deposit. we are very
disappointed with the way this has played out but feel we should be up front and honest with you as to why it
happened. we have the expertise and ability to complete this project but due to the system being EST we are
handicapped and will not be providing a bid. Thanks again for all of your help up to this point. Be safe.
Scott Slough, SET
Operations Manager
NICET 4126580
Fire Alarm Systems, Level Iv
Barnes Alarm Systems Inc.
3201 Flagler Ave. # 503
Key west, FL 33040
305.294.6753 Office
305.292.4905 Fax
License # EF20000482