Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 25-566, authorizing the County Executive to sign Amendment 6 to the Professional Services Agreement with Smith Fire Systems Inc. for fire systems inspection and maintenance services
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DEPARTMENT: Facilities and Fleet Management
ORIGINATOR: Anna Morton
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 12/4/25
PURPOSE: To obtain Executive approval of RFP-22-020TB, Amendment 6
BACKGROUND: The Facilities Department executed a contract on June 15, 2023 with Smith Fire Systems for Fire Systems Inspection and Maintenance services under RFP-22-020TB in the amount of $567,374 which has an expiration date of December 31, 2025. During the initial term of the contract, five amendments have increased the contract amount by $311,607.86. The agreement allows for two one-year extensions and by approval of Amendment 6, this approves the first one-year extension through December 31, 2026 for an increase of $241,837 and a new contract NTE of $1,120,818.86. This request is to Expedite as the contract expiration date is December 31, 2025. We are requesting the contract be passed by December 10, 2025, with an execution date of December 12, 2025.
FISCAL IMPLICATIONS: This is an anticipated cost that has been calculated into Facilities existing biannual budget for 2026.
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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511.5180314836, 511.5180214836 |
$241,837 |
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511.5180324836, 511.5180344836 |
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TOTAL |
$241,837 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Click or tap here to enter text.
CONTRACT INFORMATION:
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ORIGINAL |
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CONTRACT# |
RFP-22-020TB |
AMOUNT |
$567,374.00 |
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AMENDMENT |
1 |
CONTRACT# |
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AMOUNT |
$2,325.00 |
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AMENDMENT |
2 |
CONTRACT# |
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AMOUNT |
$9,870.00 |
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AMENDMENT |
3 |
CONTRACT# |
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AMOUNT |
$23,100.00 |
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AMENDMENT |
4 |
CONTRACT# |
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AMOUNT |
$6,156.00 |
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AMENDMENT |
5 |
CONTRACT# |
Companion ECAF 2025-3693 |
AMOUNT |
$270,156.86 |
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AMENDMENT |
6 |
CONTRACT# |
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AMOUNT |
$241,837.00 |
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TOTAL |
$1,120,818.86 |
Contract Period
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ORIGINAL |
START |
6/15/2023 |
END |
12/31/2025 |
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AMENDMENT 1-4 |
START |
NO CHANGE |
END |
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AMENDMENT 5 |
START |
NO CHANGE |
END |
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AMENDMENT 6 |
START |
1/1/2026 |
END |
12/31/2026 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Sheila Barker 12/3/25) and Finance (Nathan Kennedy 12/4/25)