TO: TARA SCHULTZ, CITY MANAGER
FROM: JEREMY SWAN, INTERIM COMMUNITY SERVICES DIRECTOR
DATE: JUNE 25, 2019
Reviewed by:
City Manager: TS
Finance Director: AP
SUBJECT:
Title
AWARD OF CONTRACT TO MIJAC ALARM, INC. FOR ALARM MONITORING AND MAINTENANCE SERVICES
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SUMMARY
The Community Services Department is responsible for the maintenance and security of City facilities. Mijac Alarm, Inc. is currently the City’s alarm monitoring and maintenance provider. The services provided include 24-hour monitoring of alarm systems, service calls, and parts and labor for any service required to the keep the systems operational.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council authorize the City Manager to enter an agreement with Mijac Alarm, Inc. for an amount not to exceed $20,000 per year, for a three-year period with the option for two, one-year extensions.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
This agreement is a sole source monitoring and maintenance agreement. It complies with all City and State purchasing guidelines. Contract documents are available for review in the City Clerk’s office. Mijac Alarm, Inc. is the current alarm monitoring and maintenance provider. Their monitoring equipment is installed and utilized in City facilities, which requires this to be a sole source agreement.
The agreement will be in effect for three years, beginning July 1, 2019 through June 30, 2022. The City may choose to extend the agreement for two additional one-year periods, July 1, 2022 through June 30, 2023 and July 1, 2023 through June 30, 2024. The entire agreement will not exceed a total of five years. The cost for routine alarm services is $17,976 annually and is included in the Community Services Department operating budget. Extra fees are charged for call-out services, replacement batteries, and repairs. The total amount requested for alarm monitoring is $20,000; which, includes both routine and extra work. The total cost for the five years shall not exceed $100,000.
The costs to research and prepare this report are estimated to be $480. These costs are included in the operating budget of the Community Services Department.
ANALYSIS
Mijac Alarm, Inc. provides 24-hour monitoring and maintenance of alarm systems, service calls, and parts and labor for any service required to keep the systems operational. The existing systems are in place at the following locations:
• Alexander Hughes Community Center
• Blaisdell Senior Center
• City Hall
• Community Services
• Garner House
• Joslyn Center & Annex
• Metrolink, Depot
• Oak Park Cemetery
• Parking Structure
• Wheeler Park
• Youth Activity Center
Mijac Alarm is the current alarm monitoring and maintenance provider. Mijac provides reliable and prompt service and has effectively met the City’s needs during the previous contract period. Due to their high level of service and the presence of their equipment in monitored City facilities, it is recommended that the City continue to contract with Mijac for alarm monitoring services.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds the following:
Council Priorities - This item does not address any of the current Council Priorities.
Sustainability Plan - This item does not relate to the Sustainability Plan goals.
Economic Sustainability Plan - This item relates to the statement of City Council values of economic sustainability.
General Plan - This item does not relate to the General Plan Implementation Plan.
2018-19 Budget - This item relates to the Community Services Work Plan Goal CS-5: Ensure public buildings are safe, attractive, and environmentally friendly, allowing City employees and customers to conduct business and/or private services to the community.
Youth and Family Master Plan - This item does not relate to the goals in the Youth and Family Master Plan.
CEQA REVIEW
The monitoring of alarm services is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 of the CEQA guidelines. This Class 1 exemption allows for the maintenance and repair of topographical features with negligible or no expansion. The project will perform maintenance work on existing infrastructure (alarm systems) The work being performed is within existing facilities and will not expand the capacity of the facilities.
None of the exceptions to the categorical exemptions set forth in State CEQA Guidelines section 15300.2 applies to the proposed project because the proposed project: (1) is not located in a uniquely sensitive environment; (2) is not located within a highway officially designated as a State scenic highway; (3) is not located on a hazardous waste site; (4) would not have a cumulative impact; and (5) would not have a significant substantial adverse change in the significance of a historical resource. Therefore, the exemption applies, and the exceptions do not.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies are available at the City Hall public counter, the Youth Activity Center, the Alexander Hughes Community Center, and on the City website.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Interim Community Services Director Management Analyst