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TO: Mayor Richard Irvin
FROM: Michael Pegues, CIO
Jeff Anderson, Deputy CIO
DATE: February 10, 2020
SUBJECT:
Resolution to award a three-year contract with a three-year option to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502, for Preventive Maintenance & Support of City-wide security/CCTV cameras for a total amount not to exceed $1,395,828.95.
PURPOSE:
The City has over 560 existing or planned security/CCTV cameras spread across City-owned and managed locations. Currently preventive maintenance and support is not performed uniformly across all locations ranging from 4 hours to 5 business days.
The goal for this City-wide initiative is to ensure effectiveness and uptime for the camera program but also have greater ability to plan, manage costs and reduce risk.
BACKGROUND:
Council Resolution R19-336 provided for installation of cameras and access controls at several City-owned locations and also included a $425,000 fee for maintenance on City cameras for one year. The installation of the cameras and access controls purchased under R19-336 is over 80% complete and will need to be covered in a maintenance contract going forward. After reviewing the marketplace for camera maintenance programs, City staff determined that it was more cost effective to find a partner to provide maintenance and support (both reactive and preventative) to the City's security/CCTV cameras for a period longer than just one year. Accordingly, City staff engaged Marketplace.com to begin the RFP process. The RFP timeline is shown below.
- Publication Date: 4/21/2020
- Publication Information: Aurora Beacon News, Demand Star and the City's website
- Marketplace.city Clear Box Review
- Closing Date: 5/29/2020
- Seven (7) vendor responses were submitted
- Five (5) vendors were determined qualified and invited to demonstrate their devices.
- qualification was based on experience, capabilities, support, pricing
- City Stakeholders conducted Vendor Meetings w...
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