AGENDA #4i

MEMORANDUM

TO:                  Mayor and Town Council

FROM:            W. Calvin Horton, Town Manager

SUBJECT:       Bids for Digital Security Systems

DATE:             November 8, 2004

This attached resolution would award a contract for the purchase, installation, and maintenance of digital security camera systems in Town-owned Park and Ride lots.

BACKGROUND

The Town currently owns 2 park and ride lots and leases another 3 from the University of North Carolina.  The lots are located on the periphery of the Towns of Chapel Hill and Carrboro.  The N.C. Highway 54, Southern Village and Carrboro Plaza lots currently have security camera equipment installed.  The systems that exist in these lots range from 6-9 years old and need to be upgraded.

In 2003, the Town received $100,000 in advanced technology funds from the State of North Carolina to upgrade and replace existing security camera systems and install new equipment in those lots without systems.  State technology funds provide 90% ($90,000) of the cost of the project and require a 10% ($10,000) local match that is budgeted in the Transportation Capital Reserve Fund.

The project ordinance for these technology funds including the matching funds was adopted on June 14, 2004.

DISCUSSION

A Notice to Bidders was published in the August 29, 2004, edition of The Chapel Hill News and in the August 26, 2004, edition of Greater Diversity News, a minority publication.  A pre-bid conference was held on August 31, 2004, and seven potential bidders attended.  On October 21, 2004, three bids were received and opened.

A summary of the bids received is as follows:

Vendor Name	Base Bid	Option 1 54 Lot	Option 2 Upgrade	Total
Prosys Information Systems	$101,927	-$11,735	Included	$90,192
Premier Commercial Security	$99,925	-$14,925	$10,500	$95,500
Electro Micro Security Systems	$113,150	None	None	$113,150

Prosys Information Systems met all requirements of the specifications.  This bid reflects the deletion of camera installation at the UNC Friday Center lot.  The bid summary for Premier Commercial Security reflects the addition of the optional upgrade from 160 GB to 480 GB at $10,500 for Premier Commercial Security.  The optional upgrade would be needed to properly operate the system offered by that vendor.

RECOMMENDATION

That the Council adopt the following resolution awarding a contract to the low bidder Prosys Information Systems for the purchase, installation and maintenance of digital security systems.
A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE, INSTALLATION, AND MAINTENANCE OF DIGITAL SECURITY SYSTEMS (2004-11-08/R-8)

WHEREAS, the Council of the Town of Chapel Hill has solicited formal bids by legal notice on August 25, 2004, in accordance with G.S. 143-128.2 and 143-129 for purchase, installation and maintenance of digital security systems; and

WHEREAS, in accordance with the specifications, the following bids were received and opened on October 21, 2004:

Award

Vendor Name	Base Bid	Option 1 54 Lot	Option 2 Upgrade	Total
Prosys Information Systems	$101,927	-$11,735	Included	$90,192
Premier Commercial Security	$99,925	-$14,925	$10,500	$95,500
Electro Micro Security Systems	$113,150	None	None	$113,150

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that a contract for the purchase, installation and maintenance of digital security systems in the amount of $90,192 be awarded to the low bidder Prosys Information Systems.

This the 8^th day of November, 2004.