Issue Statement: The City maintains a network of security cameras at several public facilities to ensure the safety and security of its residents.   In 2020, City awarded Invitation to Bid #091520 for Security Camera Monitoring and Maintenance Services contract to EvolvTec for an initial term of two (2) years with options to renew for three (3) additional 2-year periods.  Staff seeks to Staff to execute the first 2-year renewal.  

Recommended Action:  The City Commission adopt a resolution authorizing City Staff to execute the first 2-year renewal with EvolvTec for the monitoring and maintenance of Security Cameras, under the terms specified in ITB #091520, for the period January 25, 2023, through January 24, 2025.

Background:  In 2020, the City issued Invitation to Bid #091520 for Security Camera Monitoring and Maintenance Services. The contract was awarded to EvolvTec and authorized via Resolution R-2020-135. The existing contract provides for an initial term of two (2) years with options to renew for three (3) additional 2-year periods.

The initial contract term was set to expire as of October 27, 2022; however, in accordance with Article III of the original agreement, in the event delivery/service is scheduled to end because of the expiration of the contract, the Contractor shall continue to deliver/service upon the request of the Contract Administrator for an extension period of up to 90 days.  This provision was utilized while preparing the renewal, and the first 2-year renewal shall cover the period beginning January 25, 2023, through January 24, 2025, after which two (2) 2-year renewal options will remain.

The Maintenance Agreement provides services at a fixed monthly rate per device and specifies that the Contractor will increase the total monthly service fee as the number of devices increases to maintain a fixed monthly rate per device. Replacement hardware is billed separately with a fixed markup disclosed as part of the ITB response.   Departmental users have been satisfied with the services provided by EvolvTec.

EvolvTec is a statewide IT Services firm that has been performing technology services for the City since 2013.  EvolvTec provides IT services to numerous public and private organizations throughout the State of Florida.   City staff has been using EvolvTec to expand and maintain the City’s security camera infrastructure since 2015.

Staff is satisfied with the working arrangements entered into in prior years and proposes the City continue working with EvolvTec under the terms proposed in the prior Resolution and Contract and further detailed in their response to ITB #091520.   The proposal from EvolvTec provides monitoring and maintenance services at the rate of $20 per device per month. Replacement hardware is billed separately at Cost + 18%. These rates are typical of past years and competitive with the market for these services. The terms of the ITB specify that the monthly rate for services will be adjusted monthly as the number of devices covered under the agreement changes. The City currently has 215 devices covered under this agreement. The total fees for FY23 are expected to be $51,600 for services and $35,000 for hardware based on past experience. These numbers may vary based on the number of devices in service and the failure rate of those devices.

The proposed expenditures are as follows:

Contract for Security Camera Maintenance Services