CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #2 to Option Year Three of Contract 18-012 two-year extension, IDenticard Building Access Control, to Pace Systems for an amount not to exceed $3,700.86 and a total award of $140,540.86
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DEPARTMENT: Naper Settlement
SUBMITTED BY: Harriet M. Pistorio, Chief Operating Officer
BACKGROUND:
The City of Naperville employs electronic programmable building access controls at many of its facilities, including Naper Settlement through this shared contract 18-012, to secure entrances, specialty museum work areas and rooms and overhead doors. The Department of Public Works - Public Building Operations (DPW-PBO), and Naper Settlement Buildings & Grounds Department 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, the third option year was awarded in January 2022, and change order one to the third option year to extend the contract by two years, awarded January 2023, Legistar 22-1418.
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 replacements or new installations to existing systems.
DISCUSSION:
This change order to shared contract 18-012 between DPW and Naper Settlement is requested for two purposes. The first change order scope will add funds in the amount of $700.86 to cover the balance of an immediate and essential 2023 reader board replacement and re-programming project that is immediately required at the Settlement’s Fort Hill Collections Care storage space. The second change order scope is requested to add funds in the amount of $3,000 to the Naper Settlement portion of this shared contract service for the continued maintenance of the building access controls systems serving all Naper Settlement buildings.
The requested total change order amount is $3,700.86. The amount of this change order increases the current contract award from $136,840 to $140,540.86.
FISCAL IMPACT:
CIP#: N/A
IDenticard building access control is expensed to the Building and Grounds Maintenance account below. The total below represents the 2023 budget as the contract takes place during this time. It is anticipated that there will be sufficient funds to accommodate the requested change order.
|
Account Number |
Fund Description |
Total Budget Amount |
|
51343200-531302 |
Naper Settlement |
$288,608 |