It is recommended that the Mayor and City Commission approve the award of a contract to Haig Service Corp., the lowest responsive and responsible bidder, for the annual inspections, testing certification, repairs, and monitoring services of fire alarm systems citywide.

The City requires the services of a qualified contractor to provide annual inspections, testing certification, repairs, and monitoring services of fire alarm systems throughout the City to comply with fire alarm regulations.

The City's current contract for the annual inspections, testing certification, repairs, and monitoring services of fire alarm systems citywide was extended on a month-to-month basis prior to its expiration on July 10, 2021. Through the ITB, the City is seeking to establish a contract for the required services for a three (3) year term period, with two (2) one (1) year options to renew.

The ITB was issued on April 29, 2021, with bid opening date of June 9, 2021. 40 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of bids from: A. B. Fire Equipment, Inc., AFA Protective Systems, Inc., Fire Alarms Systems and Security Inc. and Haig Service Corp. A tabulation of the bids received is included as Attachment A.

The ITB stated that the lowest responsive, responsible bidder(s) would be recommended for award.  Staff has verified that Haig Service Corp., the lowest bidder, is responsive and has met the requirements of the ITB.

Staff performed a pricing analysis to determine the cost-effectiveness of the bids received. Overall, the prices offered for all groups by the primary bidder are more cost-effective, annually, when compared to the pricing under the current contract. Therefore, it is in the City's best interest to award a contract to the overall lowest, responsive and responsive bidder.

Following is a summary of the recommended bidder.

Haig Service Corp.

Established in 1985, Haig Service Corp. has been providing fire and security systems services among 3 branch offices in Green Brook, NJ, Clearwater, and Ft. Lauderdale, Florida. In Addition, the City has received positive feedback from references such as Broward County Port Everglades, Fort Lauderdale Fire Rescue, and Memorial Healthcare Systems.

Funding for the annual inspections, testing certification, repairs, and monitoring services of fire alarm systems citywide is subject to the approval of funds through the City’s budgeting process. The annual expenditures for these services have averaged $210,000 over the last three years.

I recommend that the Mayor and City Commission approve the award of a contract to Haig Service Corp., the overall lowest responsive and responsible bidder, for the annual inspections, testing certification, repairs, and monitoring services of fire alarm systems citywide.