CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year #3 of Contract 19-197, Security Camera Maintenance and Repair Services, to Pace Systems, Inc. for an amount not to exceed $200,000, a total award of $350,000, and an additional 14 months
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) maintains more than 450 security cameras located throughout the City, including in and around municipal facilities, the downtown area, and in and around the Naperville Metra train stations. DPW has historically contracted the maintenance and repair of the security cameras.
In October 2019, the City Council awarded Contract 19-197, Security Camera Maintenance and Repair Services, to Pace Systems, Inc. for a two-year term with three, one-year options to extend. Option Year #1 was awarded on October 5, 2021. Option Year #2 was awarded on September 20, 2022. Option Year #3 was awarded on October 3, 2023 with a contract term of November 1, 2023 - October 31, 2024.
The purpose of this contract is to provide routine and non-routine maintenance and repair of the City’s security cameras. The routine maintenance component includes 24-hour customer support, camera performance monitoring, responding to alerts, monthly and annual inspections of equipment, adjustments, and programming. Non-routine maintenance includes any work not clearly outlined in the routine maintenance list, such as hardware repair and replacement.
DISCUSSION:
The growth in security cameras, network connections, and video storage has led to a piecemeal expansion of supporting information technology assets. As part of the security camera capital project, staff developed an RFP for a contractor to provide a detailed assessment of existing traffic and security camera infrastructure and program and to develop a new security camera system based on current and future requirements.
On May 7, 2024 the City Council approved the award of RFP 23-072, Citywide Camera Consultant, to Ghafari Associates, LLC to complete this project.
Pace has performed well during the third option year. The existing contract with Pace Systems for security camera maintenance will expire on October 31, 2024. Staff recommends extending the contract with Pace through December 31, 2025.
Extending the contract will allow for continuity of service without onboarding a new company while the assessment of the security camera system is conducted in 2024 and 2025. In addition, Pace Systems already has the knowledge of the existing system and associated security measures in place and will be able to maintain the system with no learning curve. If the service were rebid, there would be an extended period of time to educate a new vendor on the system.
FISCAL IMPACT:
CIP #: N/A
Security camera maintenance is expensed to the Equipment Maintenance account below. The 2025 budget is still in review, but a total of $150,000 was proposed for security camera maintenance in 2024. The requested award of $200,000 is within the proposed budgeted amount for this expense since a portion of the funding will be expensed in 2024.
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Account Number |
Fund Description |
Total Proposed Budget |
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16101100-531303 |
General Fund |
TBD |