SUBJECT
title
Consideration to renew service contract FY23-084 to Patriot Fire & Security
(REMJ LLC.), Laredo, Texas in an annual amount up to $50,000.00 for providing alarm monitoring, maintenance, and repair services for various Recreation Centers. The term of this contract shall be for a period of one year. This contract may be extended for two additional, one-year terms upon mutual agreement of both parties. This is the first extension. Funding is available in the Parks & Recreation Department Fund.
body
PREVIOUS COUNCIL ACTION
None.
BACKGROUND
The City received three bids through Cit-E-Bid for awarding annual service contract for alarm monitoring, maintenance, and repair services for various Recreation Centers. This contract establishes monthly, bi-annual, and annual pricing for alarm monitoring. Although Johnson Control Fire Protection submitted a lower bid, their bid is incomplete. Staff has reviewed the bids and is recommending that a contract be awarded to the second-lowest bidder, Patriot Fire & Security (REMJ, LLC.), Laredo, Texas.
The term of this contract shall be for a period of one year. The contract may be extended for two, additional one (1) year periods. Should the vendor desire to extend the contract for the additional one-year period, it must so notify the City in writing no later than sixty days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City's Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts
shall bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month to month basis, not to exceed 3 months. Said month to month extensions shall be in writing, signed by the City's Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. This contract will be the responsibility of and administered by the vendor and the City of Laredo Parks & Recreation Department.
Summary:
Description Vendor Vendor Vendor
Patriot Fire Johnson Alan Yoder
Alarm Monitoring Services & Security Controls Enterprises
Percent of Discount Offered 10% 10% 30%
Labor Rate for Services $85.00 $168.00 standard $85.00
standard rate
rate rate
$170.00 overtime $252.00 overtime $145.00
rate rate overtime rate
License B#26207701 B#01879
Estimated Annual
Monitoring Rates $31,363.00 $17,373.00 $38,495.00
A complete bid tabulation is attached.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that this contract be approved.
end
Fiscal Impact
Fiscal Year: 2024/25
Budgeted Y/N?: y
Source of Funds: Click or tap here to enter text.
Account #: 10131255535533
Change Order: Exceeds 25% Y/N: Click or tap here to enter text.
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services
needed, should the City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.