CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #2 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 $550,000, and an additional 12 months
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DEPARTMENT: Department of Public Works
SUBMITTED BY: John Rutkowski, Interim Director of Public Works
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) maintains more than 450 security cameras located throughout the city, including the downtown area and in and around municipal facilities and 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. Change Order #1 was approved on October 1, 2024 to extend the contract through December 31, 2025.
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 to develop a new 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.
Over the past year, Ghafari Associates, LLC has completed the assessment and has developed recommendations for the new camera security system going forward. With the help of the consultant, staff developed an RFP to complete the evolution of the existing surveillance cameras and access controls with new security network and access system components which will be acquired, installed, configured and maintained by the new vendor. RFP responses are due in December of 2025. The review process is expected to take the first quarter of 2026, with new installations beginning in summer of 2026.
While the transition to the new system is in progress, the existing cameras must still be maintained. The existing contract with Pace Systems for security camera maintenance will expire on December 31, 2025. The vendor has performed well during the extension year and staff recommends extending the contract through December 31, 2026.
This Change Order is also needed to fund the extension of maintenance support with the Milestone software and replacing some key equipment that kept the existing system functioning over the past year.
Extending the contract will allow for continuity of service without onboarding a new company during the transition to the new security camera system. 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 while new installations are occuring.
Contract Award
|
Original Contract Value |
$150,000 |
|
Prior Cumulative Approved Change Orders |
$200,000 |
|
Subtotal $ |
$350,000 |
|
(+/-) This Change Order |
$200,000 |
|
Total Contract Value |
$550,000 |
The term of the contract is January 1, 2026 through December 31, 2026.
FISCAL IMPACT:
CIP #: N/A
Security camera maintenance is expensed to the Equipment Maintenance account below. The expenses associated with this change order will be realized in 2026. Staff is currently in the process of developing the 2026 budget, but will ensure sufficient funding is included to support this award.
|
Account Number |
Fund Description |
Total Proposed Budget |
|
16101100-531303 |
General Fund |
TBD |