CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #2 to Option Year #3 of Contract 18-012, IDenticard Building Access Control, to Pace Systems for an amount not to exceed $150,000, a total award of $286,840, and an additional two years
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City of Naperville employs electronic programmable building access controls at many of its facilities, including the Naper Settlement, to secure entrances, specialty museum work areas and rooms and overhead doors. The Department of Public Works - Public Building Operations (DPW-PBO) manages the system in-house but requires the service of an authorized contractor to maintain and repair the hardware and resolve software issues to the IDenticard system as they arise.
The City Manager awarded Contract 18-012 to Pace Systems on March 26, 2018, for a two-year term from the date of award through December 31, 2019, with three, one-year options to extend. The first option year was awarded by the City Manager in January 2020, the second option year was awarded in January 2021, and the third and final option year was awarded by the City Manager in January 2022. After, for reasons of security, a two-year extension was awarded that expires on December 31, 2024.
Pace Systems, Inc. is a certified IDenticard contractor that provides the City and Naper Settlement with services including but not limited to repairs, modification, preventative maintenance, project work and new installations to existing systems.
DISCUSSION:
This Change Order is requested to extend the existing contract with Pace Systems, Inc. for the continued maintenance of the building access control systems in all City buildings for two additional years. Because the existing system is becoming obsolete and there are many new technology solutions on the market related to building security, the IT Department will be releasing an RFP in 2025 to evaluate a replacement system. While that RFP is in process and to alleviate security concerns with giving a new vendor the City’s building access secure database, it is recommened to continue having Pace Systems, Inc. service the IDenticard system.
The term of extension of the contract is two years from January 1, 2025, to December 31, 2026, with no options to extend.
FISCAL IMPACT:
CIP #: N/A
IDenticard building access control is expensed to the Equipment Maintenance and Building and Ground Maintenance accounts listed below. Although the 2025 budget is still being developed, both IT and Naper Settlement have proposed dollars in their budget to fund IDenticard building access control maintenance. Staff will ensure the amount proposed in 2025 is sufficient and will again include funding for this work in 2026 due to the length of this extension.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531303 |
General Fund |
TBD |
|
51343200-531302 |
Naper Settlement |
TBD |