Resolution 2022-16 Resolution No. 2022-16
A RESOLUTION APPROVING A CONTRACT FOR THE NEW CITY HALL
SECURITY SYSTEM WITH SCIENTEL SOLUTIONS,LLC., OF AURORA,ILLINOIS
IN AN AMOUNT NOT TO EXCEED $200,000.00.
WHEREAS,the United City of Yorkville, Kendall County, Illinois (the "City") is a duly
organized and validly existing non home-rule municipality created in accordance with the
Constitution of the State of Illinois of 1970 and the laws of the State; and
WHEREAS,the City's entered into an agreement with Cordogan Clark&Associates
("Consultant") to obtain proposals for security systems as required for the New City Hall; and
WHEREAS,the Consultant received a proposal dated March 14, 2022 (the"Proposal")
from Scientel Solutions,LLC., an Illinois limited liability company of Aurora, Illinois(the
"Supplier") for the security system with such scope and specifications as set forth therein; and
WHEREAS,after a review of the Proposal,the Mayor and City Council has determined
it is in the best interest of the City to accept the Proposal dated March 14, 2022 submitted by the
Supplier as attached hereto and to waive the formal bidding process as permitted by Section 1-7-
3E.2 of the City Code upon two-thirds vote of the City Council.
NOW, THEREFORE,BE IT RESOLVED,by the Mayor and City Council of the
United City of Yorkville, Kendall County, Illinois, as follows:
Section 1. That the Proposal from Scientel Solutions, LLC., dated March 14, 2022 for
attached hereto and made a part hereof by reference as Exhibit A, be and is hereby accepted;that
the formal bidding process is hereby waived; and, John Purcell, Mayor, and Joni Behland, City
Clerk, be and are hereby authorized to execute the Acceptance as attached to said Proposal on
behalf of the United City of Yorkville.
Section 2. That this resolution shall be in full force and effect upon its passage and
approval as provided by law.
Resolution No.2022-16
Page 1
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
22nd day of March,A.D. 2022.
,t)"1(
CO CLERK
KEN KOCH AYE DAN TRANSIER AYE
JACKIE MILSCHEWSKI AYE ARDEN JOE PLOCHER AYE
CHRIS FUNKHOUSER AYE MATT MAREK AYE
SEAVER TARULIS AYE JASON PETERSON AYE
APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois
this day of 1'A O.rtin , A.D. 2022.
17:
MAYOR
Attest:
CITY LERK
Resolution No.2022-16
Page 2
scicntel
SOLUTIONS
THE UNIVERSAL INTEGRATOR
City of Yorkville , IL
PD S- City Hall Security
March 14, 2022
V4
Submitted To:
Steve Raasch
Facilities Manager
sraasch@yorkville.il.us
City of Yorkville, IL
Scientel Solutions,LLC.
2021 N.Eola Road
Aurora, Illinois 60502
Dominick Liberio
dliberio@scientelsolutions.corn
630-310-2930
This proposal is valid for 30 days.
Proposal No.SCI00224v4 1 March 14,2022
erA scientel
SOLUTIONS
THE UNIVERSAL INTEGRATOR
Table of Contents
1. EXECUTIVE SUMMARY 3
2. SCOPE OF WORK 3
3. SUPPORT AND MAINTENANCE(OPTIONAL) 9
4. ASSUMPTIONS 9
5. GENERAL PROJECT RESPONSIBILITIES 10
6. WARRANTY STATEMENT 12
7. PROJECT SCHEDULE 12
8. PRICING 13
g. BILLING MILESTONES 13
io. ACCEPTANCE 14
Proposal No.SCI00224v4 2 March 14,2022
(' scientel
SOLUTIONS
THE UNIVERSAL WI ii!RAT(:id
1. EXECUTIVE SUMMARY
Scientel Solutions LLC(Scientel) prides itself in being The Universal Integrator-for all
types of advanced technology solutions both locally and abroad.We do this through
longstanding partnerships with the world's leading technology companies.We are
headquartered near you, in Western Illinois. Scientel has been designing, engineering,
implementing, and maintaining network-based projects in both the Public and Private
sectors for over 25 years.Your needs match our strengths.
Part of that strength comes from an endless desire to learn, build, and share new
technology;the other part can be attributed to delivering a superior product and ultimately
a purely excellent customer experience. In doing this,we have partnered with networking,
communications,and situational awareness technology leaders including Axis,Avigilon,
Cambium, Milestone,Vigilant,Aruba, Fortinet and Cisco.
Scientel is proposing a turnkey end-to-end Security System Implementation for the City of
Yorkville, IL(Yorkville) in the attached document valued at$200,000.00. Scientel has also
included a secondary pricing Option for the Facit Redaction software that is valued at
$2,500 per year. Our proposed solution is designed specifically for Yorkville's buildout of
their new Police Department a City Hall by our highly skilled Scientel Security Engineering
team.
In the following pages, Scientel articulates in detail,your valued offering through our best-
in-class design, engineering, implementation,and support. Scientel has certified engineers
and technicians in all best of breeds in our proposal.
2. SCOPE OF WORK
Scientel Solutions will conduct the following services for Yorkville.
• Design Services:
o Scientel has tailored this design specifically to meet Yorkville's requirements for
their new PD a City Hall:
See PDF"03_11_22_Yorkville City Hall a Police Facility"for detailed drawings:
Proposal No.SCI00224v4 3 March 14,2022
scientel
SOLUTIONS
r1 t. EPSA, Ir41FGRATO
• Access&Documentation Coordination:
o Scientel will work with Yorkville's POC to schedule access for each installation
location.
• Procurement,Staging,and Installation:
o Scientel will procure,stage,and install the following for Yorkville:
o Video System:(23 Cameras£t 1 ACC Server as listed below)
o Access Control System:(1 ACM Server Ft 39 access control doors as listed below)
o Intrusion £t Local Alarm Systems:
Interview systems:
• Support Et Maintenance:(From ScienteL's Aurora Network Operations Center)
o Provide maintenance service contract for one year at no cost.
o Period of 12 months, starting at substantial completion.
o Include routine maintenance visits and respond to service calls during normal
working hours,within 1 business day.
o Adjust and replace defective parts and components at no cost to owner assuming
normal wear and tear.
o Provide a 6 month and 12-month inspection and have owner sign off that system is
in proper working order.
• Closeout Services:
o Scientel will provide Yorkville with a closeout package which will include:
• Installation photos
• Testing results
Proposal No.SCI00224v4 8 March 14,2022
r ')) scientel
SOLUTIONS
■ Documentation with equipment information such as serial numbers, IP
Addresses, login credentials,and warranty information.
■ CAD Drawing(if applicable)
3. SUPPORT AND MAINTENANCE (OPTIONAL)
The Scientel Solutions Customer Lifecycle Management Program is designed to support
this Wireless and Camera Installation. Following are key components to this program:
• Our state-of-the-art NOC is located inside our Global Headquarters in Aurora, IL and is
staffed by a team of highly qualified, local, engineers that can promptly respond to
any issue that may arise. Having the team local compliments community awareness at
the city,state,and regional levels.
• When repots of an issue are received,the team quickly logs the ticket and assesses
the situation for proper response.The team's goal is to have the ticket logged and
triaged within 15 minutes.This ensures that if it is not a quick resolution,the proper
team is dispatched to complete the necessary resolution actions.
• Team designated for call out and maintenance.
• Our fleet contains numerous cargo vans, pick-up trucks, box trucks,and boom trucks
that ensure we have equipment for any type of installation and maintenance.
• Access to a 24x7 hotline for technical support to report any network issues that arise.
• Ticket system to enter an outage notice or service request.
• Annual preventative site visits that will include any necessary re-alignments of dish
antennas and firmware updates.
• Priority on call support to fix any hardware issues on a time and materials basis.
• Three-year Support and Maintenance Plan that includes extended hardware
warranties, 24/7 support.
This proposal includes 1 year of Scientel's Lifecycle Management Program, but upon
customer request, can provide a quote for up to 5 years of support Et maintenance.
4. ASSUMPTIONS
• Scope of work allows for coordinated scheduled deployment and site access,any
interruptions to project schedule may be subject to change order.
• All conduit and raceway installation are to be completed by Yorkville prior to Scientel
starting installation services.
• All networking equipment is outside the scope of this project.
• IP Scheme to be provided by customer.
• Customer is responsible for any license or permit fees required by local ordinance
• All work is to be performed during regular business hours, I.E., 8AM-5PM, Monday
through Friday.
• Power will be provided by customer within 10 feet of mounting locations.
• Video retention is designed for 90 days based on a frame rate of 10 frames/second and
the max resolution of each selected camera.
• Interview room system is designed for 1 year of retention based on an assumption of 4
hours per recording per day.
Proposal No.SCI00224v4 9 March 14,2022
scientel
SOLUTIONS
THE UNIVERSAL INTEGRATOR
• Scientel will utilize existing Yorkville rack for server equipment.
• There is sufficient rack space for all server equipment.
• Sufficient wall space to be provided for all access control equipment.
• This quote does not provide UPS,to be provided by others.
• The contents of this proposal shall be considered company confidential and cannot be
shared with anyone outside of the City of Yorkville without Scientel's expressed
written consent.
5. GENERAL PRUjECT RESPONSIBILITIES
Scientel Solutions Responsibilities
Scientel will designate a Project Manager who will direct Scientel's efforts and serve as
the primary point of contact for the client.The Scientel Project Manager will have
significant authority to make certain decisions relative to the project, on behalf of Scientel,
and will have direct access to Scientel's executive management for resolving problems
beyond the Project Manager's immediate authority.The responsibilities of
the Scientel Project Manager include:
• Participate with the client in daily progress review meetings and submit status
reports that identify the activities of the previous review period,as well as activities
planned for the upcoming review period, including an updated Project Schedule.
Maintain project communications with the client's Project Manager(s).
• Participate in weekly conference calls or face-to-face meetings and issue a mutually
agreed upon agenda for each call or meeting.
• Manage the efforts of Scientel staff and coordinate activities with client's project
team members.
• Measure,evaluate and report the progress against the Project Schedule.
• Resolve deviations from the Project Schedule.
• Monitor the project to ensure that support resources are available as scheduled and
as identified in the contract.
• Assume accountability for all Scientel contractor and subcontractor supplied tasks
within the Project Schedule, if any.
• Coordinate and oversee the installation of all hardware and software.
• Review and administer change control procedures through the client's Project
Manager, commonly referenced as a "Project Change Request"(PCR), issued by
the Scientel Project Manager.
• Work with the client Manager(s) in designing and approving the format of an action
item log to be used in conjunction with the Project Schedule.The purpose of the log is
to identify outstanding issues, provide continual status updates on specific tasks and
to identify responsibilities of the parties.
• Prepare and submit regular status reports that identifies the activities and milestones
completed in the previous month and activities planned for the current month and the
next month, including progress and payment milestones, and an updated Project
Schedule.
Proposal No.SCI00224v4 10 March 14,2022
)1scientel
SOLUTIONS
• In the event that Scientel must replace or substitute a Project Manager, Scientel will
immediately notify the client of such a change and will provide the client with a
resume of the person Scientel intends to substitute or change.
• Provide and coordinate lift trucks and trained/authorized operators as well as
licensed electricians to install devices as required. If tower crews are required per the
defined type of installation in the summary section, it is the responsibility of Scientel.
• Provide wall penetrations, conduit, cable trays and other supporting equipment
necessary for the routing of power,grounding, and networking cables.
• Prepare Method of Procedure(MOP) request for all service affecting work activities.
• Schedule on-site work activities affected by MOP approval(s) based on the work
activity and time of day and day of the week restrictions designated in the approval.
Customer Responsibilities
The client will designate a Project Manager who will direct the client efforts and serve as
the primary point of contact for Scientel.The client's Project Manager(s)will have
significant authority to make certain decisions relative to the project, on behalf of the
client, and will have direct access to the client's executive management for resolving
problems beyond the Project Manager's immediate authority.The responsibilities of the
client's Project Manager(s) include:
• Maintain project communications with Scientel's Project Manager.
• Identify the efforts required of the client's staff to meet the client task requirements
and milestones in the Statement of Work and Project Schedule.
• Measure and evaluate progress against the Project Schedule.
• Monitor the project to ensure that support resources are available as scheduled.
• Participate in Progress Reviews meetings.
• Provide timely responses to issues related to project progress raised
by Scientel's Project Manager.
• Approve and release payments in a timely manner predicated on project deliverables.
• Ensure that all appropriate client personnel attend and actively participate in
Progress Reviews, conference calls,and other project meetings.
• Assign one or more personnel who will work with Scientel staff as needed for the
duration of the project, including at least one system administrator.
• Ensure acceptable Standard Change Request and Approval Letter(s)are approved by
authorized signature(s).
• Provide building access to Scientel personnel to all facilities where the system is to be
installed during the project.Temporary identification cards should be issued
to Scientel personnel if required for access to client facilities.Access must be
available after business hours where required by Scientel, or as necessary to meet the
project schedule.
• Provide any required parking permits to Scientel personnel for restricted access entry
and/or parking.
• Obtain all zoning, site access,and other permits(including, but not limited to,
easements, impact studies, planning commission approval, variances, etc) necessary
for this project and any other agreements required to gain use of sites.
Proposal No.SCI00224v4 11 March 14,2022
scientel
SOLUTIONS•
• Provide the appropriate fire inspection and building inspection certificates.
• Provide adequate space,electrical power, communications lines,and environmental
appropriations for the communications equipment to be installed by Scientel.
• Review and approve or revise delivered design documents within ten days of
submission.
• The client must inform Scientel of all relevant rules, regulations,and requirements for
installation. Should these conditions impact the project schedule and limit
installation,the client may incur additional cost.
6. WARRANTY STATEMENT
Scientel Solutions LLC warrants that work will be performed in accordance with sound
engineering practice and professional standards, but makes no other warranty, express or
implied including the merchantability.
In the event of any error, omission, or other professional negligence or any breach of the
above warranty of which Scientel Solutions LLC is notified in writing within 90 days after
system acceptance,the sole and exclusive responsibility of Scientel Solutions LLC shall be
to re-perform deficient work at its own expense, and Scientel Solutions LLC shall have no
other liability whatsoever.
In no event shall Scientel Solutions LLC be liable,whether in contract or tort, including
negligence,for loss of profit, loss of product, loss of use, or for indirect, consequential or
special damages. The liability of Scientel Solutions LLC for injury or damage to persons or
property arising out of this work shall not exceed the lesser of the total amount received
by Scientel Solutions LLC pursuant to this contract or$1,000,000,whether in contract or
tort, including negligence and shall not extend to liability arising out of the negligence or
other fault of the client.
7. PROjEC.i SCHEDULE
Upon project award, Scientel will coordinate with Yorkville's GC on the Project
Implementation schedule.
Proposal No.SCI00224v4 12 March 14,2022
scientel
SOLUTIONS
THE UNIVERSAL INTEGRATOR
8. PRICING
Product/Service Price
Security Equipment: Included
Surveillance,Access Control, Intrusion System,and Local Alarms
Design, Configuration,and Installation of Security Equipment Included
Interview Rooms (Equipment+ Installation) Included
Servers: (1)ACC Server, (1)ACM Server Included
Cabling/Trimming for all Cameras,Access Controls, Intrusion System, Included
Interview Rooms
(1)Year Support and Maintenance Included
TOTAL $200,000.00
0•tional:
Product/Service Price per Year
Redaction Software for Video Exporting from Interview Rooms $2,500 per year
g. BILLING MILESTONES
• 30%on Purchase order
• 20%on detailed design
• 20%on equipment delivery
• 20%on installation completion
• 10%on System Acceptance
Terms a Conditions:
Scientel Solutions will accept a written Purchase Order(P.O.). Payment due 30 days after
submission of invoice.This proposal is valid for 30 days.
Proposal No.SCI00224v4 13 March 14,2022
scientel
SOLUTIONS•
THE UNIVERSAL INTEGRATOR
io. ACCEPTANCE
If the above proposal and terms are accepted by the proposal recipient, please indicate as
requested below.The completed document may be returned to Scientel with the necessary
Purchase Order via email at dliberio@scientelsolutions.com
City of Yorkville,IL
Signature: Date: 3 /a5 / ac1.
Name (Print): Tohn Wtf et 11 Title: M Q,y o r
THANK YOU FOR YOUR BUSINESS
Proposal No.SCI00224v4 14 March 14,2022