Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to a Professional Services Agreement with Alarm Detection Systems, Inc. for Burglar and Fire Alarm System Monitoring and Maintenance for Village Owned Buildings to Extend the Current Agreement to December 31, 2018 and to Adjust the Fiscal Year 2018 Not to Exceed Amount to $35,000.00 and Authorizing its Execution
End
Overview
Overview
The Village’s current burglar and fire alarm monitoring and maintenance company is Alarm Detection Systems, Inc. (ADS). The current Professional Services Agreement with ADS expires on May 31, 2018. This amendment would extend the current agreement until the end of FY 2018 to allow for continued services currently being provided by ADS at all locations.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
In the FY 2018 General Fund, Building Maintenance Operating Budget, General Contractuals account numbers 1001-43790-711, 712, 713, 714, 717-530660, $475,000.00 is allocated for all Public Works Building Maintenance General Contractuals of which $19,920.84 is dedicated for this service. To date, $42,729.81 remains un-encumbered in this line item.
In the FY 2018 Parking Fund account numbers 5060-43770-783, 784, 788-530660 General Contractuals, $1,009,000.00 is allocated for all Parking Department General Contractuals of which $5,451.24 is dedicated for this service. To date, $239,014.84 remains un-encumbered in this line item.
In the FY 2018 Water Fund, General Contractuals account number 5040-43730-776-530660 General Contractuals, $49,000 is allocated for all Water & Sewer Division General Contractuals of which $5,691.00 is dedicated for this service. To date, $13,677.25 remains un-encumbered in this line item
If approved, the Amendment to the Professional Services Agreement with ADS would not exceed $35,000.00 for all of FY 2018 ($2,588.59 monthly cost for all accounts for the remaining seven months in FY 2018, plus $13,336.56 total amount spent to-date with ADS, plus contingency funds of $3,543.31 for unforeseen repairs needed).
Background
Alarm Detection Systems, Inc. (ADS) is the sole source vendor for the equipment associated with the Burglar Alarm (BA) and Fire Alarm (FA) systems due to the radio frequency mode of transmission that is required for these buildings. ADS is also the current vendor under contract with the West Suburban Consolidated Dispatch Center (WSCDC) for direct connect alarms in the Village of Oak Park.
ADS provides services for the following Village owned properties: Village Hall, Public Works, Center, all three Fire Stations, all three Pump Stations, all Village-owned parking structures (including OPRF parking garage), Dole Learning Center and the Metra Station.
The following is general information regarding the services provided by ADS:
Burglar Alarm & Fire Alarm Repair Program:
Emergency Service: ADS will respond to a call for repair of BA or FA equipment as needed. Response will be on the same day or next day basis unless otherwise agreed to by VOP personnel.
Parts and Labor: ADS will provide for no cost for labor and repair service including material cost for customer-owned security systems.
Repair Plan Limitations: ADS is not responsible for replacement of equipment, parts or labor, which is necessary due to improper use, misuse, abuse, vandalism, lightning or any other Acts of God.
Monitoring of alarm signals:
Burglar Alarms: ADS, upon receipt of an alarm signal from a subscriber’s premises, is authorized by the subscriber or its representatives to attempt to verify whether or not an emergency condition exists. If the ADS Central Station believes that an emergency may exist, they will then make a reasonable effort to notify the police or Fire Department having jurisdiction. ADS shall make a reasonable effort to notify the subscriber or its designated representative by telephone or other means unless ADS has been instructed to do otherwise by subscriber.
Holdup/Duress Alarms: ADS, upon receipt of an alarm signal from a subscriber’s premises, will then make a reasonable effort to immediately notify the Police Department having jurisdiction.
Fire Alarms: ADS, upon receipt of an alarm signal from a subscriber’s premises, will then make a reasonable effort to immediately notify the Fire Department having jurisdiction. ADS shall make a reasonable effort to notify the subscriber or its designated representative by telephone or other means unless ADS has been instructed to do otherwise by the subscriber.
Trouble/Supervisory Signals: ADS shall make a reasonable effort to notify the subscriber or its designated representative by telephone or other means unless ADS has been instructed to do otherwise by the subscriber. If unable to reach the subscriber, ADS shall notify the fire department having jurisdiction.
Alternatives
The Village could have solicited proposals from other qualified alarm system installation companies to install RF alarm circuitry, however, the alarms would not be monitored directly by WSCDC. Instead, the alarms would be monitored by an off-site location which could increase response time (in essence, creating a “middle-man” scenario” whereby the monitoring company would have to call WSCDC if an alarm is triggered). Because of the existing agreement between ADS and WSCDC, ADS is the preferred vendor.
Previous Board Action
The Board approved a five year Professional Services Agreement with ADS on May 14, 2013.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
In early autumn of 2018, staff intends to bid out the services currently not being provided by ADS at certain locations in an effort to consolidate services and save money in 2019 and beyond. In late 2018, staff plans to bring a new agreement for these services for 2019 and subsequent years to the Village Board for approval. It is anticipated that this item will be brought forth to the Village Board annually.
Intergovernmental Cooperation Opportunities
The Village is currently taking advantage of the Intergovernmental Cooperation Opportunities with WSCDC and River Forest, which is the host community for WSCDC.
Performance Management (MAP) Alignment
This item is not part of the Performance Management program.