CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 23-138R, Fire Alarm Monitoring, to Chicago Metropolitan Fire Prevention Company (CMFP) for an amount not to exceed $895,745 and for a five-year term
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DEPARTMENT: Fire Department
SUBMITTED BY: Mark Puknaitis, Chief
BOARD/COMMISSION REVIEW:
N/A
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 Naperville PSAP and the remaining commercial and multi-family systems are tied to PSAP via telephone lines.
The Fire Department is responsible for the administration of the fire alarm monitoring program. Alarm monitoring customers currently pay a monthly rate of $50 directly to the City which recovers hardware and alarm monitoring costs as well as overhead costs to provide the service. Additionally, because the City provides an alarm monitoring service, it does not have to use an outside vendor to monitor municipal and Naperville Settlement fire alarm and burglar systems. Based on the $50/month monitoring rate, this results in an annual savings of approximately $42,300.
In October 2023, the Fire Department issued Bid 23-138R seeking authorized vendors to provide alarm maintenance, radio equipment, and repairs for the Fire Alarm Monitoring Program. The services include providing wireless radio installation, wireless network and all head-end receiving equipment maintenance which also included the Keltron LS7000 Life Safety Management Software System Upgrade Since the vendor will provide 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.
DISCUSSION:
Advertisement Date: 10/27/2023 Notices Sent: 116
Opening Date: 11/15/2023 Plan holders: 11
Proposals Received: 2
Bids were received from the following vendors:
|
Vendor |
Bid Amount |
|
Chicago Metropolitan Fire Prevention Company (CMFP) |
$894,745.00 |
|
NORCOMM Public Safety Communications, Inc. |
$1,220,700.00 |
The requested award is broken down as follows:
|
Alarm Monitoring/ Maintenance |
$585,000.00 |
|
Wireless Radios |
$157,375.00 |
|
Hourly Rate (120 hours per year) |
$84,000.00 |
|
Software Upgrade |
$69,370.00 |
The total award assumes an estimated quantity of new, re-installed or re-activated radios and outdoor enclosures as needed, and are contingent on radio failures and outages, maintenance of battery backup systems and appropriate connections to the firm alarm panel and PSAP.
The contract term is five years from January 1, 2024, through December 31, 2028, with two additional one-year renewal options.
FISCAL IMPACT:
CIP: N/A
Administration of the alarm monitoring program is expensed to the account number listed below. A total of $250,000 is approved for this service as part of the 2024 Budget. It is anticipated that not all quoted radios and required maintenance will occur during the given period and as such the award is accommodated within the budget. Staff will include future costs for the contract period during each budget cycle.
|
Account Number |
Fund Description |
Total Budget Amount |
|
22101100-531308 |
General Fund |
$250,000 |