Fire Safety Services

Background:

Maintaining fire safety in Council buildings within the LGA is required to protect the well-being of Council employees and the broader community who utilise these facilities.

The primary approach for upholding rigorous safety standards within Council-owned buildings is through ongoing building inspections, which culminates in the issuance of the Annual Fire Safety Statement (AFSS). The AFSS is currently the core mechanism mandated by Regulation to certify essential fire safety measures and to ensure that fire safety measures are operating at a minimum standard. The AFSS process may also identify any maintenance issues to be actioned.

Fire Safety Measures are the preventative and protective equipment, actions and systems that reduce the risk of fires and minimise harm and injury of building occupants in the event of a fire. Examples of specific measures include smoke alarms, portable fire extinguishers and emergency lighting. The required standards are identified when the building is constructed and require amendment when modifications are made.

There are 113 Council -owned buildings in the LGA applicable to this tender.

There following Council-owned buildings have not been included in the tender as they are residential or commercial in nature and have an existing fire services program in place that is managed by a real estate agency appointed by Council's Property Department:

1) 5 Roseville Avenue, Roseville (Residential Units)

2) 261 Pacific Highway, Lindfield (Residential Units)

3) 60A Clanville Road, Roseville - Firs Cottage (Commercial Restaurant)

4) 828 Pacific Highway, Gordon - Commercial Building (excluding services solely for any Council tenancies)

Other buildings that have not been included in the scope due to their commercial nature or uncertainty regarding Council's ownership status are listed below:

1) 451 Mona Vale Road, St Ives (Commercial)

2) West Pymble Bowling Club (Commercial)

3) St Ives Bowling Club (Commercial)

4) Gordon Golf Club (Commercial)

5) Cerebral Palsy Alliance - 349 Mona Vale Road, St Ives (Not for Profit)

6) Scout Halls within the LGA (Community)

7) Guide Halls within the LGA (Community)

Other buildings that have not been included in the scope due to exemption from Council's Development & Regulation Department are listed below:

1) Marian Street Theatre - 2 Marian Street, Killara (condemned)

2) St Ives Showground Administration Building - 450 Mona Vale Road, St Ives (condemned)

3) East Roseville Bowling Club - 49 Warrane Road, Roseville (condemned)

Council's Fleet have not been included in the scope, as this tender only relates to the fire services for Council buildings.

Currently Council has a fire safety maintenance program in place that outlines the inspection frequency for each Council-owned building depending on the frequency required for each fire safety measure (i.e. requirement for 6 monthly inspections of portable fire extinguishers in accordance with AS1851). A more detailed breakdown of Council's current fire service providers and their associated maintenance services are detailed below:

Chubb Fire & Security: Fire Panel Monitoring (i.e. alarms & faults), Vesda, Emergency Warning & Intercommunication Systems, Automatic Failsafe Devices, Automatic Fire Detection & Alarm Systems, Detection linked to a fire panel, Warning & Operations Signs, Sprinkler Systems, Fire Hose Reels, Fire Hydrant and associated equipment, Portable Fire Extinguishers, Fire Blankets & Fire Door Maintenance.

Victoria Lighting Maintenance (VLM): Smoke Alarm & Emergency & Exit Light Testing / Repairs.

Commercial Air Mechanical Services (CAMS): Dampers, Mechanical Air Handling Systems, Fire Seals & Lightweight Construction.

Emergency Evac Procedures: Emergency Evacuation Diagrams

As of 2021, Council has engaged a third-party certifier (Trevor R Howse Pty Ltd) to issue AFSS's. Trevor R Howse have also issued multiple Fire Engineering Reports and Performance Solution Reports to Council-owned buildings during this period. The overwhelming majority of defects identified by Trevor R Howse have now been rectified, with only a small number of buildings (that are no longer in use) remaining without a valid AFSS.

It is proposed that the current arrangements for the maintenance of fire equipment (excluding the services provided by Chubb Fire & Security) continue and not form part of this tender. This should assist Council to continue to receive Consistency and Value for Money overall, however Request for Tenders (RFQ) may be required in some instances. As an example, if Council were to change contractors for Emergency Evacuation Diagram services, it may be a costly and time-consuming process for a new provider to re-create hundreds of diagrams.

There is currently no contract in place with Chubb Fire & Security. The General Manager has provided a procurement exemption to continue to utilise these services which lapses 30th January 2026. The current estimated value of the contract is $100,000 per annum plus GST.

Objectives:

That the Fire Services Provider (FSP) complies with the conditions of the Fire Services Contract. Furthermore, the FSP will carry out the following:

a) Comply with WHS requirements of the contract

b) Ensure that the Fire Protection Equipment related to Council-owned buildings listed in the Fire Services Schedule are maintained and tested as per the Standard of Performance listed on each building's related Fire Safety Schedule (attachment 1) including but not limited to: AS1851, AS2293.2, AS1905.1, AS4428.6, AS2444, AS2419, AS1603 & AS2441.

c) Ensure that any related Fire Engineering Reports and Performance Solution Reports (located is schedule 2) are considered.

d) Ensure staff are presentable and wear a uniform with a logo and identification

e) Ensure that no maintenance requests are missed

f) Ensure that no planned maintenance tasks are missed

g) Ensure that works are completed in a timely manner

h) Ensure that all staff and sub-contractors possess the required qualifications and certifications

i) Comply with insurance requirements set out in the contract

j) Declare any Conflicts of Interest

k) Meet KPI's

l) Attend quarterly meetings with Council to discuss performance

Scope of Works:

To ensure that the Fire Protection Equipment related to Council-owned buildings listed in the Fire Services Schedule are maintained and tested as per the Standard of Performance listed on each building's related Fire Safety Schedule including but not limited to: AS1851, AS2293.2, AS1905.1, AS4428.6, AS2444, AS2419, AS1603 & AS2441.