12 Staff Report - IT Fire Suppression
PREPARED BY: Dan Keller
Facilities & Environmental Services Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Director
of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 05/05/2020
ITEM NO: 12
DATE: April 30, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Fire Suppression (Halon) for Server Rooms Project (841-6004):
a. Authorize the Town Manager to Execute a Purchase and Service
Agreement with Fire Safety Supply Inc. for Installation of Fire Suppression
System Upgrades in an Amount Not to Exceed $92,555 including
contingencies
b. Authorize a budget adjustment from the Fire Suppression (Halon) for
Server Rooms project (841-6004) to the Plaza Level Railing – Code
Upgrade project (821-2116) in the amount of $5,604
RECOMMENDATION:
Staff recommends that the Town Council:
a. Authorize the Town Manager to execute a Purchase and Service Agreement with Fire
Safety Supply Inc. for installation of Fire Suppression System Upgrades in an amount not to
exceed $92,555 including contingencies.
b. Authorize a budget adjustment from the Fire Suppression (Halon) for Server Rooms project
(841-6004) to the Plaza Level Railing – Code Upgrade project (821-2116) in the amount of
$5,604.
BACKGROUND:
In order to protect the Town’s Information Technology (IT) equipment, the addition of
enhanced fire suppression systems is needed in three IT server rooms within Town facilities.
These systems use a non-destructive gas as a fire extinguishing agent instead of water, which
would significantly damage IT equipment. Installation of this equipment is critical to provide
fire protection and ensure functionality of IT equipment, which includes electronic
communication and data and document storage capabilities. Damage or loss of this equipment
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SUBJECT: Fire Suppression (Halon) for Server Rooms
DATE: April 30, 2020
BACKGROUND (continued):
would result in significant replacement cost and business interruption to the Town.
DISCUSSION:
A request for quotes was sent to four firms and all of them submitted cost proposals (see
Attachment 2). Based on a review of the proposals and reference checks, staff determined that
Fire Safety Supply Inc. is the best qualified and most cost competitive firm to provide the
requested services. Given that the winning bid for the Fire Suppression Project is significantly
lower than anticipated, staff is recommending utilizing those savings to complete other
essential projects as outlined below.
The Plaza Level Railing – Code Upgrade project has been quoted and the budget for that project
is $5,604 short of anticipated costs. Staff is recommending utilizing savings from the Fire
Suppression project to meet the additional funding need. The total allocated budget for this
project would be $35,604 and is within the Town Manager’s authority to award.
CONCLUSION:
Approval of the recommended actions will allow for these three projects to progress.
FISCAL IMPACT:
The Adopted FY 2019/20 – FY 23/24 Capital Improvement Program includes funding for the Fire
Suppression (Halon) for Server Rooms project in the amount of $200,000 as demonstrated in
the fiscal table below.
As noted above, staff is requesting to transfer $5,604 from the Fire Suppression (Halon) for
Server Rooms project (841-6004) to the Plaza Level Railing – Code Upgrade project (821-2116)
due to estimated project costs that slightly exceed the available budget.
The balance of project savings will be transferred back to the Facilities Maintenance Fund at the
completion of the project and will be available for future programming by the Town Council.
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SUBJECT: Fire Suppression (Halon) for Server Rooms
DATE: April 30, 2020
FISCAL IMPACT (continued):
Fire Suppression (Halon) for Server Rooms
Project 841-6004
Budget Costs
GFAR $ 200,000
Total Project Budget $ 200,000
Fire Safety Supply Inc. $ 92,555
Equipment $ 10,000
Total Project Costs $ 102,555
Transfer to Plaza Level Railing - Code Upgrade $ 5,604
Total Transfers $ 50,604
Project Savings $ 91,841
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Draft Purchase and Service Agreement
2. Cost Proposals