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TO: Mayor Richard Irvin
FROM: Michael Pegues, CIO
Jeff Anderson, Deputy CIO
DATE: August 26, 2024
SUBJECT:
Resolution requesting approval of an addendum to an existing Preventive Maintenance & Support of City-wide security/CCTV cameras contract from Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502.
PURPOSE:
After a competitive bidding process, Council Resolution R21-135 awarded preventative maintenance and support of the City's CCTV devices to Scientel Solutions LLC ("Scientel").
This agreement was approved as a three-year term with optional three 1-year extensions upon mutual consent. The optional first year was offered and accepted in March 2024.
Management of these CCTV devices has been consolidated and is maintained city-wide via the Genetec Security Center. This resolution seeks to provide support to the Physical Access Control Systems (PACS) (aka 'card readers') currently in place at hundreds of doors throughout city buildings.
BACKGROUND:
Over the last several years, city-wide door access control (card reader) has also been moved into an enterprise wide Genetec Security Center solution. Legacy systems that only supported door access control or those that were end of life have been removed and replaced by Genetec Security Center. These decentralized, legacy systems included Milestone, Casi-Rusco and Facility Commander implementations.
The Genetec Security Center is a unified security platform that combines access control, CCTV capabilities, communications, and other security capabilities into a single solution.
Use of the Genetec Security Center solution has provided staff with one enterprise-wide solution to manage both CCTV devices as well as door access controls. This has been a highly effective, cost saving solution and has also allowed the City to consolidate from three different makes of proximity cards to one.
This resolution seeks to ensure that the PACS in place throughout city buildings are under a preventative maintenance and support program. Once finalized, this addendum will authorize Scientel to maintain, update firmware and replace all PACS throughout the city.
Currently this is done in a one-off fashion with several vendors and is inefficient and leads to doors becoming inaccessible.
DISCUSSION:
City IT staff selected Scientel Solutions as the Preventive Maintenance & Support partner for CCTV devices throughout the city. The tight integration with CCTV devices and PACS within the Genetec Security Center solution will now be supported via one vendor.
Scientel’s global headquarters based locally in Aurora, IL is home to a 24x7x365 Network Operations Center (NOC) with a world-class dispatch process. Scientel has integrated all City networking equipment into Scientel’s 24x7 NOC for monitoring to ensure that all equipment is operating effectively
As defined in the Illinois Prevailing Wage Act, a Certified Transcript of Payroll will be provided to the City for all applicable work completed within this program.
Based on the true up submitted in 2023 (R24-008) the cost was to be $322,415.00 annually, the proposed amendment will add annual fees of $32,640.00 to the existing contract for a new annual total of $355,055.00.
Funds are available in Account Number # 101-1280-419.38-26 to pay for this purchase.
IMPACT STATEMENT:
As part of the City of Aurora Technology Strategic Plan or “IT Roadmap”, the Information Technology Department is seeking to evaluate and improve efficiencies throughout the organization. This purchase is aligned with the Strategic Plan.
RECOMMENDATIONS:
Request approval to adopt the proposed resolution.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting approval of an addendum to an existing Preventive Maintenance & Support of City-wide security/CCTV cameras contract from Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora's CCTV devices are managed by the IT Department and Scientel through a service agreement; and
WHEREAS, City IT staff wishes to reduce risk and costs while maintaining a high-performing City-wide network of CCTV devices and door access controls; and
WHEREAS, Resolution R21-135 awarded Preventive Maintenance & Support of City-wide security/CCTV cameras to Scientel Solutions LLC; and
WHEREAS, Scientel has performed admirably during the contract; and
WHEREAS, funds are available in Account Number # 101-1280-419.38-26 to pay for
this increase of $32,640 annually
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue purchase orders for services described in this resolution and as more fully set forth in the contract attached hereto.