CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Option Year Four of Contract 17-182, Security Camera Installation, to Pace Systems for an amount not to exceed $250,000 and a total award of $600,000 and an additional two years
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City currently has approximately 370 cameras located throughout Naperville. CIP Project LR076 was created to consolidate the management and installation of security cameras at all municipal facilities.
In 2016, the City developed a five-year security camera installation plan to address security needs, technology advances, and program management issues including controlling and leveling costs. This five-year plan is re-evaluated every year as part of the City’s budget process.
In January 2018, the City Council approved the award of Bid 17-182 to Pace Systems for a four-month term with four, one-year options to extend. This contract includes the installation of new digital IP video camera equipment and related accessories, including the installation of the necessary infrastructure to allow the cameras to communicate to the video management system milestone servers.
Option Year One was awarded in September 2018, Option Year Two in May 2019, Option Year Three in August 2020, and Option Year Four in September 2021.
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 is developing an RFP that will be released in the first quarter of 2023 for a contractor to provide a detailed assessment of our existing security camera infrastructure and program and to develop a new security camera system based on current and future requirements. As part of this process, an analysis of alternatives will be explored and a new five-year plan will be developed.
The existing contract with Pace Systems for security camera installations is expired. Staff recommends extending the contract with Pace through December 31, 2023. Due to long lead times for new security cameras and their components, projects initiated earlier in 2022 were not able to be completed before the contract expiration. This included new cameras at three Electric substations and at Naper Settlement. In addition, the City currently has several security camera servers that are old and will need to be replaced in order to have the proper storage for the camera footage.
Extending the contract through May of 2024 will allow for continuity of service without onboarding a new company while the assessment of the security camera system is conducted in 2023. In addition, Pace Systems already has the knowledge of our existing system and associated security measures in place and will be able to install the equipment and set up users to be able to view the new cameras. If we were to rebid the service, there would be an extended period of time to educate a new vendor on the system.
FISCAL IMPACT:
CIP #: LR076
Security camera installation is expensed to the technology and infrastructure accounts listed below. This work is related to LR076, Security Cameras, for which $200,000 has been budgeted in 2022. An additional $150,000 has been proposed for the 2023 budget. The requested award of $250,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551504 |
Capital Projects Fund |
$200,000 |