Title
REQUEST TO EXERCISE THE CONTRACT SECOND ONE (1) YEAR EXTENSION OPTION WITH ACTIVE ALARM COMPANY, INC. FOR ALARM AND CCTV CAMERA INSTALLATION, MONITORING, MAINTENANCE, AND REPAIR SERVICES-DISTRICT WIDE
SPECIFICATION NO. P-21012R
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To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a of the Code of the Chicago Park District, the Director of Purchasing and the Director of Security recommend that the Board of Commissioners of the Chicago Park District (“Board”) authorize the second of four one-year extension options to Active Alarm Company, Inc. for district-wide alarm and camera services for a new contract end date of April 29, 2027.
II. Initial Award Information; Authorization
Date of Award: January 24, 2024 Park District Commissioner Board Meeting
Contractor: Active Alarm Company, Inc.
561 Capital Dr.
Lake Zurich, IL 60047
Company Type: Illinois Business Corporation
Majority Interest: John Gatsakos 100%
Contract Period: One (1) year initial term with four (4) additional one (1) year extension options. If the extension options are exercised, funding shall be based upon annual appropriations.
Contract Amount: $478,230.00 for the initial contract term. Expenditures for services under each extension term will be authorized by annual appropriation and subject to each year’s budget. DUR (Depends Upon Requirements) Contract.
Scope of Services: Alarm and CCTV Camera Installation, Monitoring, Maintenance, and Repair Services -District Wide.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written extension agreement. Authorize the General Superintendent to execute the extension agreement and the Secretary to attest as to the signing of the extension agreement and keep an original copy of the extension agreement on file.
III. Performance to Date
Active Alarm Company, Inc.’s performance to date has been strong, reliable, and closely aligned with the District’s security needs. Under the current contract, Active Alarm has supported and monitored more than 200 alarm systems and over 30 internal CCTV systems district-wide, completing hundreds of service calls, alarm inspections, and new alarm/CCTV installations in an efficient and timely manner. Their 24/7/365 monitoring has ensured rapid response to alarm triggers, consistent maintenance of critical systems, and dependable quarterly inspections, all of which directly support the protection of park patrons, employees, and assets.
IV. Current Contract Expenditures:
Contract Start Date: April 29, 2024
Contract End Date: April 29, 2026
Contract Amount: $478,230.00 for the initial contract term
Payments to Date: $439,874.70
V. Current MBE/WBE Compliance
Original Goals: MBE 26.14%
WBE 5.23%
Current Compliance: MBE 22.14%
WBE 6.30%
Active Alarm Company, Inc.’s MBE participation to date is 22.14%, which is below the established MBE goal; however, Active Alarm has provided written documentation outlining the drivers of the current variance and a corrective plan to achieve full compliance by the end of the current contract term (April 29, 2026). Specifically, Active Alarm indicates that the variance is attributable to the timing of project milestones and processed payments, with multiple MBE-contracted installation and cabling scopes currently underway that are expected to be completed and invoiced in the coming months, resulting in increased reported paid participation. In addition, Active Alarm has identified further MBE participation opportunities through planned equipment and fleet-related purchases and will continue internal monitoring to ensure subcontracting and purchasing activity remains aligned with commitments. Active Alarm’s WBE participation to date is 6.30%, which exceeds the established WBE goal.
VI. Explanation of Recommendation for Extension
The Chicago Park District requests approval by the Board to authorize the second one (1) year extension option with Active Alarm Company, Inc. for a new contract end date of April 29, 2027.
A second one-year extension is further warranted because Active Alarm has expanded and modernized the District’s security technology footprint during the current term. In addition to fulfilling the original scope of alarm and CCTV installation, monitoring, maintenance, and repair, they have added a mobile CCTV trailer to support emerging security needs at high-risk or temporary locations, upgraded several facilities to cloud-based CCTV platforms, and are actively converting more than 20 additional sites from legacy analog systems to cloud-based CCTV. These upgrades improve video reliability, remote accessibility, and integration with the Park District’s broader security and OEMC/Chicago Police coordination efforts, while leveraging an incumbent vendor that already understands the District’s infrastructure, operating environment, and risk profile.
Given Active Alarm’s demonstrated capacity, strong contract compliance and their central role in advancing the Park District’s shift toward a modern, cloud-enabled CCTV environment, maintaining continuity of service through a one-year extension is in the best interest of the Chicago Park District. Extending the contract preserves operational stability, avoids the disruption and cost of transitioning to a new vendor in the middle of multi-site upgrades, and ensures that critical alarm and CCTV systems continue to be installed, monitored, maintained, and repaired without interruption while the District advances its long-term security modernization strategy. Therefore, it is in the best interests of the Chicago Park District to award Active Alarm Company, Inc. a 1-year extension of their contract for Alarm and CCTV Camera Installation, Monitoring, Maintenance, and Repair Services -District Wide No. P-21012R.
VII. General Conditions
1) Conflicts: The extension agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The original agreement contains a provision requiring compliance with Chapter III of the Code of the Chicago Park District (“Governmental Ethics”).
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i).
4) Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS prior to submission to the Board.