Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH ACTIVE ALARM COMPANY, INC FOR ALARM AND CCTV MONITORING, MAINTENANCE AND REPAIR, AND INSTALLATION SERVICES
SPECIFICATION NO. P-15013
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that an order be entered authorizing the General Superintendent or his designee to enter into a contract with Active Alarm, Inc. for Alarm and CCTV Monitoring, Maintenance and Repair, and Installation Services. This contractor was selected pursuant to a publicly advertised Invitation for Bid. No work may commence and no payment shall be made prior to the execution of a written agreement.
II. Award Information
Contractor/Vendor: Active Alarm Company, Inc.
561 Capital Dr.
Lake Zurich, Illinois 60047
Company Type: Illinois Business Corporation
Majority Interest: John Gatsakos 100%
Contract Period: One (1) year initial term with four (4), one (1) year extension options.
Contract Amount: $375,324.00 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.
Scope of Services: To monitor, maintain and repair over 300 alarms at over 200 facilities district wide, and to installation new alarms as needed.
Affirmative Action The Minority and Women Owned Business Enterprise participation for this contract includes: 25% Minority Owned and 5% Women Owned.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2015
Source of Funds: 001-8460-623100
IV. Procurement Information
Specification Number: P-15013
Date Advertised: June 26, 2015
Pre-Bid Meeting: July 7, 2015
Date Bids Due: July 20, 2015
Number of Bids Received: Eight (8)
Bid Evaluation Detail: Lowest responsible and responsive bidder
This contract was publicly advertised as an Invitation for Bids (“IFB”). Eight (8) bids were received on the due date and time, and were publicly opened and read aloud. One of the bids was found by the Department of Purchasing (“Purchasing”) to be non-responsive and it was removed from consideration. Purchasing determined that the seven (7) remaining bids were all compliant and responsive. The Department of Facility Management reviewed the bid of the apparent lowest responsive bidder, and it has been determined that Active Alarm, Inc. is the lowest responsible and responsive bidder.
V. Explanation
The Chicago Park District (“CPD”) has over 300 alarms in over 200 facilities district wide that are monitored on a 24/7/365 basis and maintained year round as well. These alarms are primarily security systems though there are also fire systems in the facilities, and include: CCTV cameras, motion detectors, sirens, interior and exterior door alarms,
radio transmitters, wireless receivers, and glass break detectors. The awardee monitors the signals from these alarms at its monitoring facility 24/7/365 with the purpose of responding immediately to an alarm trigger and to properly manage the maintenance of the alarm systems. Further, the alarm systems are inspected and maintained on a quarterly basis and as directed by the Chicago Park District. Lastly, repairs and installation of any alarm occurs on an as-needed basis.
Active Alarm Company, Inc. has experience in monitoring, maintaining and repairing and installing alarm systems. They have been in this business for 50 years and were the prior contractor for the Chicago Park District. Additionally, the monitoring facility for the Chicago Park District is located in Cook County. Lastly, they have the capacity and licensed personnel necessary to perform efficiently and in a timely manner.
Therefore, it is in the best interest of the Chicago Park District to award Active Alarm Company, Inc. the contract for Alarm and CCTV Monitoring, Maintenance and Repair, and Installation Services.
VI. General Conditions
1) Conflicts: The 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 Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
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 full and complete EDS.