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Township tables Pavon camera/server upgrade after contract and warranty concerns
Summary
Staff recommended replacing aging cameras and the Windows‑7 server with a full IP system from Pavon using reallocated capital funds; the board asked staff to negotiate contract terms (warranty, indemnification) and tabled approval pending clarification.
Township staff told the Board of Supervisors that three security cameras are currently not communicating with the server and that the server is out of date, prompting a recommendation to replace the server and migrate to a fully IP camera system.
Derek Claus presented a Pavon proposal (Co‑Stars vendor contract 040‑23‑193) that would replace seven analog cameras, upgrade four IP cameras using analog audio to full IP models, add exterior cameras and install a new server rack. Derek said the packet lists funding drawn from capital line items 409.C02 ($22,750) and 409.C06 ($17,500), giving $40,250 available; the proposal amount cited in the packet was $38,993.59 and staff recommended approval because the cost falls within available funds.
Board members raised procurement and contract concerns. A supervisor noted that staff spending authority for budgeted items is $10,000 and this proposal exceeds that limit; another asked about Pavon’s published terms (referenced in the packet) and cited a 90‑day warranty and broad vendor‑favored indemnification clauses. The board asked whether the township can negotiate more protective contract language (for example, longer warranty or different indemnification) and requested staff seek clarifications and possible amendments to the vendor terms.
Because of those outstanding contract questions, the board tabled final approval and directed staff to return with clarified contract terms and the fire/police procurement considerations at the next PM meeting.
What it means: the township has an urgent equipment issue but will not commit funds until legal/procurement risks (warranty length, indemnification and excluded deliverables) are clarified or negotiated. Staff emphasized Pavon has historically been responsive on repairs, but the board sought better contractual protection beyond the 90‑day warranty referenced in Pavon’s terms.
Next steps: staff will request clarifications/negotiation on warranty, indemnity and deliverables and bring the item back to the board for action.
