HomeMy WebLinkAboutSole Source Purchase - Minuteman Security & Life Safety- Two License Plate Recognition Systems $63,600 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Lukasz Tatara, Interim Parking Manager
CC: Mike Rivera, Interim Adminstrative Services Director
Subject: Approval of a Sole Source Purchase of Two (2) AutoVu SharpZ3
License Parking for (LPR) Division Recognition Plate Systems
Operations
Date: November 11, 2024
Recommended Action:
Staff recommends the City Council authorize the City Manager to execute a purchase order
with Minuteman Security & Life Safety (8200 W. 185th St., Tinley Park, IL 60487) in the
amount of $63,600.00 to upgrade two (2) existing mobile LPR units with a new AutoVu
SharpZ3 LPR unit. A sole-source purchase requires a two-thirds vote of the City Council.
Funding Source:
The funding for this purchase will be equally split between the General Fund, Parking
Enforcement & Tickets Division, Service Agreements/Contracts (Account
100.19.1941.62509) and the Fleet Services Fund, Fleet Maintenance, Materials to Maintain
Autos (Account 600.19.7710.65060). Each account has an FY 2024 budget of $4354,000.00
and $1,700,000.00, respectively.
Council Action:
For Action
Summary:
The City of Evanston adopted the Climate Action Resilience Plan (CARP), and one of its
major goals was the reduction of greenhouse gas emissions. A strategy to meet this goal is
converting the current diesel/gas fleet to electric. Wherever possible, staff has replaced
existing vehicles with electric vehicles, hybrid-powered vehicles, or other environmentally
friendly options that will reduce CO emissions primarily while driving or idling. On July 22,
2024, the City Council approved the purchase of two (2) electric vehicles for the Parking
Enforcement Division of the Administrative Services Department. Vehicle #118 and #120 are
both 2024 Nissan Ariya EVs. In order to place the vehicles into service for the Parking
Division, the vehicle will need to be equipped with the most current version of license Plate
Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
Readers (LPR). The LPR takes pictures of a license plate and scans it across databases.
Since 2012, the City has used mobile LPR technology for some parking enforcement
functions. However, since 2017, the use of LPR technology has increased to include verifying
permits, confirmation of parking app payments, parking pay station payments, issue violation
citations, identify scofflaws (boot eligibility), and verify City wheel tax compliance.
Page 2 of 10 Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
We have prepared a quote for you
City of Evanston - Upgrade (2) existing mobile
overtime systems to the new Z3 systems
Quote # 035481
Version 2
Prepared for:
Evanston City of
Michael Rivera
michaelrivera@cityofevanston.org
Page 3 of 10 Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Scope of Work
Scope:
The City of Evanston has (2) existing mobile overtime systems that have reached end of life and are no longer supported by Genetec. These
(2) system will be replaced with (2) new Z3 mobile overtime systems.
The existing licenses will be transferred to the new systems once installed.
Minuteman assumes:
Assumes all work will be completed during normal business hours of Monday - Friday 7:00AM - 5:00PM.
That there is not a requirement for prevailing wage and or union labor.
Existing Devices:
This proposal assumes that any & all existing conduit, wire, devices & hardware to be used are in satisfactory condition and meet
minimum requirements.
Replacement, repairs and or changes to equipment will require change order authorization by both the customer & Minuteman
Security Technologies, Inc.
Payment Terms: [Net30].
Progress payments per AIA form will be submitted.
Final Payment due upon completion of project.
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8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Recurring Fee's
Description Recurring Price Qty Ext. Recurring Ext. Price
Recurring Fee's
Remote support for (2) new mobile overtime
systems
$640.00 $640.00 2 $1,280.00 $1,280.00
Annual Subtotal:$1,280.00
Subtotal:$1,280.00
Section 1
Description Price Qty Ext. Price
Field Devices
AutoVu SharpZ3 OVERTIME Single base KIT includes b $27,445.00 2 $54,890.00
Cabling & Misc.
Misc Security Installation Materials $150.00 1 $150.00
Shipping & Handling $240.00 1 $240.00
Subtotal:$55,280.00
Labor
Description Price Qty Ext. Price
Installation Services $7,040.00 1 $7,040.00
Subtotal:$7,040.00
Optional Warranty * Contains Optional Items
Description Price Qty Ext. Price
Field Devices
Upgrade to Adv Swap for Year 1 (Overtime Kit)$723.55 2*$1,447.10
Advanced replacement 4YR $12,774.40 2*$25,548.80
* Optional Subtotal:$26,995.90
Page: 3 of 8Quote #035481 v2Page 5 of 10 Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
City of Evanston - Upgrade (2) existing mobile overtime systems to the new Z3 systems
Prepared by:Prepared for:Quote Information:
Illinois Evanston City of Quote #: 035481
Shawn O'Connell
3314549656
soconnell@minutemanst.com
2100 Ridge Ave
Evanston, IL 60202
Michael Rivera
(847) 859-7804
michaelrivera@cityofevanston.org
Version: 2
Delivery Date: 10/10/2024
Expiration Date: 05/30/2025
Quote Summary
Description Amount
Recurring Fee's $1,280.00
Section 1 $55,280.00
Labor $7,040.00
Total:$63,600.00
Annual Expenses Summary
Description Amount
Recurring Fee's $1,280.00
Annual Total:$1,280.00
*Optional Expenses
Description One-Time
Optional Warranty $26,995.90
Optional Subtotal:$26,995.90
Payment Terms: Net 30 Days
Page: 4 of 8Quote #035481 v2Page 6 of 10 Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Illinois Evanston City of
Signature:
Name:Shawn O'Connell
Title:Executive Account Manager
Date:10/10/2024
Signature:
Name:Michael Rivera
Date:
Page: 5 of 8Quote #035481 v2Page 7 of 10
______________Luke Stowe
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
11 / 21 / 2024
Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Sales Agreement T&C's
Standard
OPERATION: Customer shall be responsible for: (i)properly testing and setting the system on every closing and to properly turn off the system
on each opening (if applicable); (ii) testing any detection device, or other electronic equipment designated in the Proposal prior to setting the
System for closed periods; (iii) notifying Minuteman promptly if such equipment fails to respond to the test; and (iv) using and operating the
System and the equipment properly and in accordance with proper operating procedures (if customer requires Minuteman Security
Technologies). Whenever Minuteman employees or authorized representatives are sent to the Covered Premises in response to a service call
or alarm signal caused by the Customer improperly following operating instructions or failing to close or properly secure a protected point,
Customer agrees to pay an additional service charge at Minuteman's prevailing rate per occurrence.
DELAYS - INTERRUPTION OF SERVICE: Minuteman shall not be liable for any delays, however caused, or for interruptions of service caused by
strikes, riots, floods, acts of God, loss of communication and or other signal transmission lines, or by any event beyond the control of
Minuteman. Minuteman will not be required to furnish service to Customer while such interruption shall continue.
EXCLUSIONS: Services to be provided by Minuteman pursuant to this Agreement do not include:
Repair of damage or increase in service time caused by failure to continually provide a suitable operating environment for the
System as prescribed by Minuteman and/or the manufacturer of any equipment used in the System, including, but not limited to,
the failure to provide, or the failure of, adequate and regulated electrical power, air conditioning or humidity control; or such special
requirements as contained in the Proposal hereto.
Repair of damage or increase in service time caused by use of the equipment for other than the ordinary use for which the
equipment was designed or purpose for which it was intended.
Repair of damage, replacement parts (due to other than normal wear) or repetitive service calls caused by the use of unauthorized
supplies or equipment.
Repair of damage or increase in service time caused by: accident, disaster, which shall include, but not be limited to, fire, flood,
water, wind and lightning; transportation, neglect or misuse, alterations, which shall include, but not be limited to, any deviation
from Minuteman's physical, mechanical or electrical machine design; attachments, which are defined as the mechanical, electrical or
electronic interconnecting to non-Minuteman equipment and devices not supplied by Minuteman.
Electrical work external to the equipment or accessories furnished by Minuteman.
ADDITIONAL CHARGES: Unless otherwise specified in the Proposal, service charges for the system are based upon coverage during "normal
business hours of operation." Service performed outside this window, or as a result of the failure of the Customer to adhere to the
requirements as specified by either the manufacturer or outside the scope of the Agreement, shall be chargeable at Minuteman's prevailing
rates. Customer shall not tamper with, adjust, alter, move, remove, or otherwise interfere with equipment without Minuteman's specific
permission, nor permit the same by other contractors. Any work performed by Minuteman to correct Customer's breach of the foregoing
obligation shall be corrected and paid for by Customer at Minuteman's prevailing rates. Remedial maintenance due to Acts of God or events
beyond the control of Minuteman shall be corrected by Minuteman and paid for by Customer in accordance with Minuteman's prevailing
rates.
Minuteman shall have the right to increase or decrease the periodic service charge provided above at any time or times after the expiration of
one year from the date service is operative under this Agreement, upon giving Customer written notice thirty (30) days in advance of the
effective date of such increase or decrease.
LIQUIDATED DAMAGES -MINUTEMAN'S LIMITS OF LIABILITY: Customer understands that Minuteman is not an insurer; that Customer is
responsible for obtaining insurance for such reasons or purposes, including theft and vandalism, and in such amounts, as Customer shall
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8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Sales Agreement T&C's
determine. Customer further understands and agrees that the sums payable hereunder to Minuteman are based upon the value of services
offered and equipment value provided and such sums are not related to the value of property belonging to Customer or to others located on
the Covered Premises. Customer does not and shall not seek indemnity under this Agreement from Minuteman, and specifically waives any
rights for indemnity for any damages or losses caused by hazards to customers, invitees, guests, or property of customer or third parties.
Customer understands and agrees that the System and the services to be supplied hereunder are designed to detect security breaches, and
that MINUTEMAN MAKES NO WARRANTY, EXPRESS OR IMPLIED, THAT THE SYSTEM OR THE SERVICES IT FURNISHES WILL AVERT OR PREVENT
OCCURRENCES, OR THE CONSEQUENCES THEREFROM. Customer agrees that Minuteman shall not be liable to Customer, its employees,
agents or guests, or to any third party, for any losses or damages, irrespective of origin, to person or property, whether directly or indirectly
caused by performance or non-performance of obligations imposed upon Minuteman under this Agreement or by negligent acts or omissions
of Minuteman, its agents or employees. In all events, it is further agreed that if Minuteman should become liable for any losses or damages
for any reason having to do with this Agreement, Minuteman's total liability to Customer shall be limited $250., which sum the Customer
agrees is reasonable. The payment of this amount shall be Minuteman's sole and exclusive liability regardless of the amount of loss or
damage incurred by the Customer.
INDEMNIFICATION: Each party shall indemnify and hold harmless the other, their trustees, officers, professional staff, employees and agents
from and against any loss, damage, claim or liability, including reasonable attorneys' fees (collectively "liabilities"), arising out of the
performance of this Agreement to the extent that such liabilities arise from the acts or omissions, negligence, gross or reckless misconduct, or
intentional wrongdoing of the indemnifying party, its trustees, officers, professional staff, employees or agents.
WARRANTY: Minuteman Security Technologies, Inc. Full One Year Limited Warranty:
What is Covered: This warranty covers any defects in materials or workmanship, including installation, with the exceptions stated
below.
How Long Coverage Lasts: This warranty runs for one year from the date your system was installed and accepted.
What Is Not Covered: This warranty does not cover intentional or un-intentional misuse or of any of the system components or
software. The warranty does not cover damage as a result of acts of god (lighting, floods, storms, etc...) or electric surge.
What Minuteman Will Do: Minuteman will repair any part of the system that is proved to be defective in materials or workmanship.
In the event repair is not possible on certain system components, Minuteman will replace said component with similar specification
and price.
How To Get Service: Contact our service department at your nearest service center. A service representative will review your system
and take any necessary action to correct problems covered by this warranty.
How State Law Applies: This warranty gives you specific legal rights, and you may also have other rights which vary from state to
state.
Turnkey Installation
THIS QUOTE INCLUDE: Only the items and quantities of devices listed on this quotation. The design is pending approval of authorities having
jurisdiction where approval is required. Pre-installation rough-in followed by one site visit for final connection of head-end w/ training if
needed and all required testing to be performed during the same visit. Acceptance and testing documentation (when applicable). For alarm
systems with a key lock box, if shown on plans the least expensive lock box will be provided unless specified otherwise. Work is to be
performed during the hours of 8:00 AM and 4:30 PM. We may choose to make a network connection in the building to facilitate
commissioning and service remotely.
THIS QUOTE DOES NOT INCLUDE: Multiple site visits for phased projects unless it was specifically advised of the phasing schedule prior to
providing this quote. Permits, licenses, sales tax, or shipping costs to the customer unless each is specifically listed. Third party approvals or
third-party testing or inspections unless specifically listed. Return visits if other trades could not be coordinated to be present during our
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8200 W. 185th St
Tinley Park , IL 60487
https://www.minutemanst.com
331-3013302
Sales Agreement T&C's
original site visit. Labeling of devices, controls or any required signs unless specifically listed on the quote. Unforeseen existing conditions that
were not brought to our attention prior to the quote.
IT IS THE CUSTOMER'S RESPONSIBILITY TO: Provide a revised equipment count if the quantities shown are incorrect. Provide a minimum of
FIVE business days to schedule. Provide a clean and safe working environment that complies with all OSHA rules and standards. Provide a safe
and secure, climate-controlled storage area for tools and the equipment being installed. Provide labeling and any required signs. Provide
trash receptacles and pay for all trash removal unless trash removal is specifically listed. Cutting, patching, and painting of any areas affected
by the installation unless each of these functions are specifically listed on the quote. If there is a custom annunciator/map or custom control
panel, etc. then AutoCAD files must be provided to work from. To pay additional travel and labor costs for any additional unplanned site-visits.
Escalation Clause
TC-Escalation Clause
Due to recent market volatility and ongoing supply chain issues, Minuteman is incorporating the following clause into all proposals and
maintenance contracts:
Through no fault of Minuteman, In the event of a delay in product availability or price increase of materials procured by any manufacture
and/or distributer, the contract sum, time of completion, or contract requirements shall be adjusted by a change order in accordance with the
procedures of the Contract Documents. A change in price of any item of material from our manufactures or distributers will be considered
between the date of this contract and the date of installation. Issuance of a purchase order or signed proposal constitutes acceptance of this
clause.
Page: 8 of 8Quote #035481 v2Page 10 of 10 Doc ID: 8548d5b4a173e70a336be6215baff65517af5f18
Sole Source Purchase of Two License Plate Recognition...
Approval_of_a_Sol...ion_Systems__.pdf
8548d5b4a173e70a336be6215baff65517af5f18
MM / DD / YYYY
Signed
11 / 21 / 2024
14:50:53 UTC-6
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
11 / 21 / 2024
14:55:45 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.77
11 / 21 / 2024
14:55:58 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.77
11 / 21 / 2024
15:14:17 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.77
11 / 21 / 2024
15:15:11 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.77
The document has been completed.11 / 21 / 2024
15:15:11 UTC-6