Agenda #: 5.5
Meeting Date: September 17, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CITYWIDE ACCESS CONTROL SYSTEM PURCHASE INCLUDING CONFIGURATION AND INSTALLATION SERVICES.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Appropriate a transfer in the amount of $53,580 from the General Fund to the Equipment Maintenance and Replacement Fund (Fund 503); and B. Approve and authorize the City Manager to sign a Public Works Agreement with Western Audio Visual for the purchase of a Verkada Access Control System with configuration and installation services in the not-to-exceed amount of $48,580.40, plus a contingency amount of $4,999.60 for Contract Change Orders to be approved by the City Manager for a total authorization amount of $53,580.
FINANCIAL IMPACT:
This project was not included in the FY 2024/2025 budget. Therefore, it is recommended that funds be appropriated and transferred from the General Fund available fund balance to the Equipment Maintenance and Replacement Fund (Fund 503) to cover the cost of the project. Upon appropriation, the total authorization would be $53,580 ($48.580.40 contract amount plus a $4,999.60 contingency).
BACKGROUND:
The existing Sielox access control system at City Hall and the Diamond Bar Center is utilized by all departments to facilitate badge access to the building based on time of access, security rights and individual doors. Currently, the operations server and main controllers for them are no longer serviceable by Sielox which means any outage will result in complete failure of the badge system. Thus, the City Hall and Diamond Bar Center Access Control system has reached the end of its life.
In addition, to provide greater facility security, it is recommended that the access control system be expanded to other city facilities, including Heritage Park, Pantera Park and Sycamore Canyon Park. The expanded system would be to give staff the ability to grant and revoke access to multiple City facilities in real time and would provide tracking of ingress badge swipes at all facilities mentioned above. The addition of new facilities and new construction makes this a “public works project” instead of just an equipment maintenance replacement project.
DISCUSSION:
The proposed replacement system is the Verkada Access Control System (“Verkada”), which features a combination of software and hardware that will allow staff to control physical access to multiple city facilities from a central system via card readers issued to authorized City users. Verkada allows staff to set access rights to individual doors based on a multitude of factors such as time of day, physical location, job duties and security group and provides ingress, denied access, and time of access reports narrowed down to individual doors or users. The Access Control Replacement and Expansion project is to be administered through the Information Systems Department with support from the Public Works Department.
ANALYSIS:
Consistent with the purchasing ordinance, the City publicly solicited bids. Eleven prospective bidders attended the mandatory site walk to review the RFP and visit all City facilities where the Access control system will be installed. A total of seven (7) bids were received, including:
Bidder Bid Amount
Western Audio Visual $48,580.40
Next Venture, Inc. $64,322.61
AM-Tec Total Security Inc. $85,993.70
HQE Systems, Inc. $86,119.55
Vector Resources, Inc. $100,354.81
A3 Communications, Inc.,
dba Blue Violet Networks
$103,421.65
Amperage Security Inc $126,919.00
Upon review of all bid responses, staff determined that Western Audio Visual is the most responsible bidder. The bid response from Western Audio Visual has been reviewed by staff for pricing and compliance, finding that the bid is competitively priced, and meets all requirements of the RFP and the City’s purchasing policy. The bid amount includes the first year of licensing, service and support for the Verkada Access Control System. The annual total for licensing service and support from Western Audio Visual is proposed to be $9,997 per year for years 2-6.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.5.a Western Audio Visual Agreement
2. 5.5.b WAV Access Control Proposal