REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: JOANA GARCIA, Management Analyst II
Department of Transportation
SUBJECT
Title
Reject the proposal received for Fire Suppression and Fire Alarm Systems Services at Various locations (Bid File No. 12500182).
Body
RECOMMENDATION
The department staff recommends that the City Council reject the proposal submitted for the Fire Suppression and Fire Alarm systems due to an incomplete submission of the proposal documents received.
EXECUTIVE SUMMARY
The Department of Transportation Fresno Area Express (FAX) operates a fleet of 138 fixed-route buses and oversees buildings and bus parking structures spanning a total area of 135,748 square feet at the Municipal Service Center (MSC). This includes 4 buildings with nearly 500 employees and 2 bus pads, one of which has a heavy-duty electric vehicle charging infrastructure. Additionally, FAX manages the 1,920 square foot Manchester Transit Center, which has our customer service staff, as well as the 17,500 square foot Handy Ride location that serves as the base for our paratransit complementary service, with 100 FAX and contracted staff.
FAX serves densely populated areas, and maintaining the proper function and safety of the Fire Suppression and Fire Alarm Systems is a critical component of its operations. To ensure the safety of these critical systems, FAX released a Request for Proposals (RFP) for inspection and maintenance services. The solicitation was for a two-year contract, with three one-year extensions, a time-and-materials clause for service calls, and an additive alternate for a structure currently under construction.
The City received one proposal in response to the solicitation. After careful evaluation, the selection committee recommends rejecting the proposal due to an incomplete submission of the documents received.
BACKGROUND
The solicitation included fire protection inspection services for FAX's fleet of buses, parking structures, and buildings located at the Municipal Service Center and Handy Ride that are supported by federal funds. The services included inspection and preventative maintenance of the fire alarm, sprinkler system, gas detectors, fire extinguishers, and the fire suppression system for fixed-route buses.
The initial Request for Proposals (RFP) was posted on the City's website on August 28, 2024, and was viewed by 18 prospective proposers. An extension to the solicitation was requested by a prospective proposer and was granted on September 25, 2024. One proposal was received and opened on October 8, 2024. The Selection Committee reviewed the proposal and, after careful review, identified an incomplete submission, leading to the committee’s recommendation to reject the proposal.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the rejection of this proposal does not qualify as a “project”, as defined by CEQA.
LOCAL PREFERENCE
The local preference was not implemented because this action is to reject all proposals.
FISCAL IMPACT
There is no fiscal impact to the General Fund from this request.
Attachment:
Bid Evaluation Form