Memo_for_AMC_Surveillance_Renewal_1.pdf
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- Solicitation number
- 26-001
- Issued by
- Broward County, Florida
About this file
This memorandum from the City of Dania Beach Department of Finance documents an internal approval request for preventive maintenance and on-call services for the city's closed-circuit television (CCTV) surveillance camera system. The City of Dania Beach is seeking to renew its annual contract with AMC Surveillance Camera & Electronics for continued system maintenance and emergency repair services. The services encompass preventive maintenance of existing surveillance infrastructure and on-call technician support to address equipment malfunctions, vandalism, weather-related damage, and related labor costs. The request was submitted on October 4, 2024, and the contract term is annual with an implied renewal structure based on the historical relationship with the vendor dating back to 2013.
The total annual cost for services is $33,660, comprised of $14,160 for preventive maintenance and $19,500 for service calls billed on an as-needed contingency basis. Funding is available through the Information Technology Division budget account for contractual services in fiscal year 2025. The memorandum recommends approval and requests a waiver of competitive bidding, citing AMC Surveillance's eleven-year tenure with the City, reliable service history, comparable pricing, and the operational advantages of maintaining a single uniform contractor for streamlined operations, cost-efficiency, consistent service delivery, efficient scalability, technology upgrades, and standardized data security protocols. The document was approved by the City Manager Ana Garcia and Chief Financial Officer Frank DiPaolo on October 4, 2024.
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Text version
CITY OF DANIA BEACH
DEPARTMENT OF FINANCE
MEMORANDUM
TO: Ana Garcia, ICMA-CM, City Manager
FROM: Monica Terrazas, IS Senior Manager
VIA: Frank DiPaolo, Chief Financial Officer
DATE: October 4, 2024
SUBJECT: Approval of quote for AMC Surveillance Camera & Electronics Preventive Maintenance and On-Call Services and waiving of competitive bidding.
REQUEST
The IT Division requests approval of the annual quotes for preventive maintenance and on-call services from AMC Surveillance Camera & Electronics.
BACKGROUND
The City has been using AMC services since 2013 for its citywide surveillance camera needs. Therefore, it is advantageous for the City to remain with one uniform contractor for all its surveillance camera and equipment needs. They have been reliable and responsive to all requests for service and are a trusted partner with comparable pricing. Maintaining a single uniform contractor for the City's surveillance needs is advantageous due to streamlined operations, cost-efficiency, and consistent service. Additionally, it allows for efficient scalability, technology upgrades, and standardized data security protocols.
The breakdown of the quotes provided by AMC and their associated costs are as follows:
Preventative Maintenance $14,160 Service Calls (Contingency) $19,500 Total cost for services $33,660
The Service Calls portion is to address equipment malfunctions, vandalism, damage due to inclement weather, and technician labor costs. It is billed on an as-needed basis and not a guaranteed expense.
BUDGETARY IMPACT
The estimated cost of the annual services is $33,660.00. Funding is available for FY25 in the Information Technology Division Account #507-17-04-516-46-10 - Contractual Services General.
RECOMMENDATION
Approve the purchase of preventive and on-call services from AMC Surveillance Camera & Electronics.
Approved: ________________________________ Ana Garcia, ICMA-CM, City Manager
| 2024-10-04T14:22:36-0400 | |
| Monica Terrazas |
| 2024-10-04T14:45:43-0400 | |
| Frank DiPaolo |
File details come from the government source that posted it. Updated .