CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 18-184, Fire Alarm System Monitoring and Maintenance, to Chicago Metro Fire Prevention Company for an amount not to exceed $145,000
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Fire Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Approximately 1,300 of the 3,500 existing commercial and multi-family fire alarm systems within Naperville are monitored at the City’s Public Safety Answering Point (PSAP) including those within City-owned buildings. These systems use wireless radio technology to transmit a fire signal to the Naperville PSAP. The administration of the fire alarm monitoring program is the responsibility of the Fire Department, which has partnered with Chicago Metro Fire Prevention (CMFP) since 2002 to provide wireless radio installation and maintenance, wireless network maintenance, and maintenance on all head-end receiving equipment.
Since CMFP provides direct service to citizens on behalf of the City-owned life safety program, it is essential that the vendor have the capacity and experience to provide a level of service consistent with what customers would expect from the City itself. Alarm monitoring customers currently pay a monthly rate of $50.00 directly to the City, which recovers hardware and alarm monitoring costs as well as overhead costs to provide the service. Overall, the program generates approximately $700,000 in annual revenue. Additionally, because the City provides a fire alarm monitoring service, an outside vendor to monitor City buildings and Naperville Settlement fire alarm and burglar systems is not needed. This results in savings to the City, based on the monthly monitoring rate of $50.00 per site, of approximately $42,000 annually.
DISCUSSION:
Over the last 19 years, CMFP has provided high-quality fire alarm monitoring and maintenance services to the City. Although the most recent award included one, three-year option to extend the contract, staff is requesting that the City Council instead approve the first of three, one-year extensions. Staff confirmed with CMFP that they would be willing to modify the contract terms to three, one-year extensions and CMFP has agreed to the three, one-year extensions and to maintain the current rates with the first extension.
The requested award amount includes $89,760 for the maintenance contract, $46,120 for new and replacement Keltron radios, and $9,120 for estimated service calls and repairs. The term of the extension is one year beginning on January 1, 2022, with two additional option years remaining.
FISCAL IMPACT:
CIP#: N/A
Fire Alarm System monitoring and maintenance is budgeted in the operating account listed below. A total of $145,000 is proposed as part of the FY2022 Budget. Pending Council’s approval, the requested award is expected to be within budget.
|
Account Number |
Fund Description |
Total Proposed Amount |
|
22101100-531308 |
General Fund |
$145,000 |