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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: April 23, 2019
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Alarm Detection Systems, Inc, 1111 Church Road, Aurora, IL 60505 not to exceed $82,655 for smoke detection and security systems at four City Buildings including the Development Services Center (DSC) located at 77 S. Broadway.
PURPOSE:
To enter into an agreement for $52,655 to provide smoke detection systems, panic buttons, and burglar alarms that are consistent and compatible with the system previously installed in other City buildings.
Also to concurrently agree to the allocation of an additional $30,000 for smoke detection and security for the DSC 2nd floor bridge area as well as security for the DSC basement (if and as needed). Since the scope and exact cost of these additional items has yet to be determined, the $30,000 is a not to exceed estimate.
BACKGROUND:
The City continues to renovate the various floors and areas within the recently acquired building at 77 S. Broadway known as the Development Services Center (DSC). As a result of budget limitations on the renovations and unknowns regarding proposed utilization, smoke detection and security has not yet been installed in many areas of the building. The City requested quotes from Alarm Detection Systems, Inc. (ADS) to design and install the necessary smoke detection (including audio and visual devices where required) and security systems. Quotes were also received for security at three other City Buildings, with the total scope and cost summarized as follows:
Note that the 2nd floor bridge smoke detection and security as well as the basement security scopes have not yet been determined and where therefore estimated, based on the pricing received for other locations, not to exceed $15,000 each.
DISCUSSION:
Bids/quotes were not solicited from other vendors due to the proprietary nature of the ADS systems already in place throughout other City buildings. We recommend an award in the amount of $52,665 to ADS on the basis of standardized source and an allocation of $30,000 to contract with ADS later this year to install similar detection and security on the DSC 2nd floor bridge and security in the DSC basement once the scopes are determined.
Funding for these agreements will be taken from Risk Management Account Number 604-000-410.40-48 (Insurance/Liability Claims - Public Property), which has $292,862.46 remaining in the 2019 budget.
The ongoing monthly charges for monitoring and maintenance (which total $771 per month including not to exceed estimates) will be paid from account 101-4010-417.37-41 which had a 2019 budget of $75,000. Since the funds in this account will likely be exhausted on other established scopes of service over the remaining months of the year, a budget transfer has been submitted to account for the additional anticipated services.
IMPACT STATEMENT:
1. Minor disruptions to the activities of the existing Divisions housed at these areas are anticipated; however, none of these disruptions will interrupt the daily operations.
2. Improved safety for City staff and residents visiting City Buildings
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into agreements with Alarm Detection Systems, Inc, 1111 Church Road, Aurora, IL 60505 not to exceed $82,655 for smoke detection and security systems at four City Buildings including the Development Services Center (DSC) located at 77 S. Broadway.
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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 project award is based on standardized source technology being provided by Alarm Detection Systems, Inc.; and
WHEREAS Alarm Detection Systems, Inc, 1111 Church Road, Aurora, IL 60505 provided six quotes totaling $52,665 for smoke detection and security at four City Buildings and the anticipated cost for the basement (security) and 2nd floor bridge areas (security and smoke detection) of DSC will not exceed $30,000; and
WHEREAS, Funding for the purchase and installation will be provided from the account # 601-0000-410.40-48, which has $292,862.46 remaining in the 2019 budget and monthly charges from account 101-4010-417.38-41 which had $75,000 available in the 2019 budget; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is authorized to enter into agreements with Alarm Detection Systems, Inc, 1111 Church Road, Aurora, IL 60505 not to exceed $82,655 for smoke detection and security systems at four City Buildings including the Development Services Center (DSC) located at 77 S. Broadway.