Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with Illinois Alarm Service, Inc. for Burglar and Fire Alarm System Monitoring, Maintenance and Repair Services for Village-Owned Buildings in an Amount Not to Exceed $47,285.00 with Two Additional One-Year Option Terms and Authorizing its Execution
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Overview
Overview
The Village’s current burglar and fire alarm monitoring and maintenance agreement expires at the end of 2022. Alarm monitoring and maintenance services are provided at the following Village-owned buildings: Village Hall, Public Works Center, three fire stations, three water pumping stations, three Village-owned parking structures and the Metra Station. This agenda item is for approval of a Professional Services Agreement with Illinois Alarm Service, Inc. for a thirty six-month period, with the option to renew the Agreement for two additional one-year periods.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The draft Fiscal Year 2023 Public Works Department, Building Maintenance Operating Fund Budget proposes a combined total of $759,000.00 in the General Contractuals account #1001-43790-101-530660, $26,000.00 of which is allocated for alarm monitoring and maintenance services for Village Hall, Public Works Center, Metra Station and three fire stations in 2023.
The draft Fiscal Year 2023 Public Works Department, Building Maintenance Operating Fund Budget proposes a combined total of $178,000.00 in the Property Repair account #1001-43790-101-540674, $10,000.00 of which would be for unforeseen needed repairs to the fire and/or burglar alarm systems at Village Hall, Public Works Center, Metra Station and the three fire stations.
The draft Fiscal Year 2023 Public Works Department, Water Fund Budget proposes a combined total of $95,850.00 in the External Support account #5040-43730-776-530667, $8,000.00 of which is allocated for alarm monitoring and maintenance services in 2023.
The draft Fiscal Year 2023 Development Customer Services Department Budget proposes a combined total of $1,100,808.00 in account numbers 5060-43770-783, 784, and 788-530660 for General Contractuals for Holley Court, the Avenue Garage and the OPRF Garage, $9,100.00 would be for alarm monitoring and maintenance services.
If approved, the Professional Services Agreement with Illinois Alarm Service for burglar and fire alarm system monitoring, maintenance and repair services would not exceed $47,285.00 in Fiscal Year 2023 - $20,280 for regular maintenance, monitoring and repair services plus $17,005.00 for installing new radio equipment at each location, plus $10,000.00 contingency for unforeseen needed repairs or additional services (such as adding devices or repairs to any parts that are not covered under the repair plan).
Background
Alarm Detection Systems (ADS) is the Village’s current burglar and fire alarm system monitoring company. All locations included in the alarm monitoring and maintenance agreement utilize ADS radio equipment to transmit signals to the monitoring locations (the radio equipment is the proprietary component of this service). ADS had been the sole source vendor for the existing radio equipment associated with the burglar and fire alarm systems that is currently installed at all Village-owned buildings and at the West Suburban Consolidated Dispatch Center (WSCDC). This is no longer the case and the Village now has the opportunity to seek competitive pricing for these services.
Staff issued a Request for Proposals in early July for burglar and fire alarm system monitoring and maintenance services. The RFP was advertised in the Wednesday Journal and on the VOP web page. Three alarm service companies attended the pre-bid meeting, and ADS and Illinois Alarm Service were the only two companies that submitted a proposal. Staff recommends that the Village Board approve the Professional Services Agreement with Illinois Alarm Service for burglar and fire alarm system monitoring and maintenance services since they have proposed a lower monthly cost (ADS proposed total annual cost is $35,932.44. Illinois Alarm proposed total annual cost is $20,280.00).
The ADS cost for radio installation is zero because their radio equipment is already installed at all locations. Any other vendor would have a radio installation cost since the radio equipment is the proprietary component of this service. The one-time cost to replace the existing ADS radio equipment with new Illinois Alarm Service radio equipment would be $17,005.00. While the Illinois Alarm total cost would be slightly higher than the proposed ADS total cost in year one of the agreement, over the course of the three-year agreement the Village could potentially save up to $32,339.32 by going with Illinois Alarm Services due to their lower monthly cost.
Alternatives
The Board could delay action to gain additional information.
Previous Board Action
The Board has approved Professional Services Agreements with ADS in the past, most recently, in June of 2022 for a contract extension through the end of 2022.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that staff would bring this item to the Village Board for approval before the end of 2025 to renew the Agreement with Illinois Alarm for a one-year period, and again before the end of 2026 for a final one-year renewal period. Staff would seek competitive pricing for these services again in the summer of 2026.
Intergovernmental Cooperation Opportunities
N/A.