CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of the First One-Year Extension to Contract 13-053, Fire Alarm System Monitoring and Maintenance, to Chicago Metro Fire Prevention Co. (CMFP) in an amount not to exceed $260,000.
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Fire Chief
BACKGROUND:
Approximately 1,500 of the 3,000 existing commercial and multi-family fire alarm systems within Naperville are monitored at the City’s Public Safety Answering Point (PSAP). Approximately 1,300 fire alarm systems, including those within City-owned buildings, use wireless radio technology to transmit a fire signal to the Naperville PSAP and the remaining commercial and multi-family systems are tied to PSAP via telephone lines.
The administration of the fire alarm monitoring program is the responsibility of the Fire Department, which partners with CMFP to provide wireless radio installation and maintenance, wireless network maintenance, and maintenance on all head-end receiving equipment. Since CMFP provides direct service to customers 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 $50.38 directly to the City, which recovers hardware and alarm monitoring costs as well as overheads costs to provide the service. Overall, the program generates approximately $700,000 annually or approximately $400,000 net of direct contract costs. Additionally, because the City provides a fire alarm monitoring service, we do not have to use an outside vendor to monitor City buildings and Naperville Settlement fire alarm and burglar systems. This results in a savings to the City, based on our monthly monitoring rate of $50.38, of approximately $42,300 annually.
City Council approved the original award to CMFP on December 4, 2012 for a five-year contract term with one, five-year extension.
DISCUSSION:
Over the last five years, CMFP has provided high quality fire alarm monitoring and maintenance services. Although the contract included one, five-year option to extend the contract, staff is recommending that City Council instead award the first of five one-year extensions. The Fire Department was concerned that a five-year extension was too long. Staff asked CMFP if they would be willing to modify the contract terms to five one-year extensions. CMFP has agreed to the five one-year extensions and to maintain the current rates with the first extension.
The award amount includes $108,000 for the maintenance contract, $142,000 for replacement Keltron radios and $10,000 for service calls and repairs. The term of the extension is one year beginning on January 1, 2018, with four additional option years remaining.
FISCAL IMPACT:
CIP #: N/A
Fire Alarm System Monitoring and Maintenance is expensed to the professional services account below. A total of $309,000 has been budgeted for fire alarm system radio maintenance in CY2017. This one-year option will extend the contract into CY2018 and funding will be requested in future budgets to cover the remaining costs.
|
Account Number |
Fund Description |
Total Budget Amount |
|
010-2210-422.35-09 |
General Fund |
$319,000 |