To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Contract for On-Call Fire Sprinkler and Alarm Maintenance Services, Countywide.
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract with HCI Systems, Inc. in an amount not to exceed $3,000,000, to provide on-call fire sprinkler and alarm maintenance services at various County sites and facilities, for the period of September 1, 2026 through August 31, 2029, Countywide.
FISCAL IMPACT:
Facilities Maintenance Budget. (100% General Fund)
BACKGROUND:
The Public Works Department, Facilities Services, is responsible for maintaining, repairing, and certifying fire sprinkler systems and alarms at various County facilities to ensure County systems remain in compliance. Government Code Section 31000 authorizes the County to contract for special services for building security matters. On July 31, 2026, two on-call fire sprinkler and alarm maintenance contracts expired after reaching their maximum five-year term.
Work completed under these contracts consisted of fire sprinkler repair and certification services, including but not limited to inspections, fire sprinkler systems, fire alarm detection and repairs, 24-hour emergency service, UL certifications, fire extinguishers, and system monitoring.
The Public Works Department recently conducted a formal solicitation for on-call fire sprinkler and alarm maintenance services in May of 2026. The Request for Proposal was originally bid on Bidnet Direct #RFP_F-CONTR-0000000219. After thorough evaluation of the bids received, HCI Systems, Inc. was awarded for these services. This contract will have a term of three (3) years with an option to extend an additional two (2) years, for a total term not to exceed five years. The contract payment limit will be $3,000,000.
Facilities Services is requesting approval of the individual contract with HCI Systems, Inc. for the term September 1, 2026 through August 31, 2029, in the amount of $3,000,000.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract is not approved, on-call fire sprinkler and alarm maintenance services with HCI Systems, Inc. will not be able to begin, and future inspections and repairs will not be completed in a timely manner.