DATE: December 3, 2024
TO: Mayor and City Council
FROM: Todd Rullman, Director of Maintenance Services
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Amendment to an Agreement with Allied Universal Technology to Integrate Additional Facilities for Purchase and Phase III Implementation of a Consolidated Access Control System in an Increase of $660,000 and an Amount Not to Exceed $2,305,588.24
RECOMMENDATION
That the Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Allied Universal Technology to integrate additional facilities in the Access Control System, in an amount not to exceed $2,305,588.24.
SUMMARY
The security of City-owned buildings is vital to the security of City assets and safety of staff. Currently, the city utilizes multiple types of building access control systems within various city facilities that do not communicate with one another. The City sought to implement a single complete network Access Control System (ACS) for all existing city facilities specified in the request for proposals. Given the dire state of the current fragmented ACS, staff recommended signing a contract for the implementation of a new and consolidated ACS. The project was awarded in FY 2022, and the initial two phases are now complete and operational. Consistent with the Phase I & II implementation, the proposed project scope for the third and final phase includes a suite of security enhancements that includes new ACS readers and video surveillance cameras for both the interior and exterior of City Hall and security gates at the Corporation yard and the Enterprise Transfer Site. Additional ACS and surveillance cameras will be added to all publicly accessible elevators owned and maintained by the City. This third and final phase will integrate all remaining locations in need of ACS and video surveillance that were identified in the citywide security assessment.
BACKGROUND
The City’s current multi-site ACS is disjointed, lacks integration, and the solution at all locations has reached or exceeded their respective end of useful life cycle. To resolve the problem, staff determined a single complete network Access Control System would provide the best solution. Staff conducted research regarding technology changes in security access and created an inter-departmental working group to identify requirements of the ACS. Staff wanted one integrated security suite with web access to allow for a single view that allows each location to manage its own permissions.
An integrated ACS will help organize permissions in a consistent manner throughout all city facilities and will support a safe and more secure working environment through consolidated and managed access. The ACS will serve as the backbone of the City’s physical security. The ACS integrates with the current independent video monitoring system to allow for a “single dashboard” view for the security system and the visitor management system. Once fully installed and operable, the ACS can be expanded to support staff’s desire to fully integrate with the City’s Building Management System, Intrusion Alarm System, Fire Alarm Systems, and a Panic Button system.
Staff conducted an assessment and analysis of all City-owned and staff-occupied facilities to determine an appropriate scope of work for replacing the current building access system and installing controlled access at all necessary facilities.
Building on the successful implementation of Phase I & II, Phase III of the project will include new ACS readers and video surveillance cameras for both the interior and exterior of City Hall, ACS readers for all security gates at the Corporation yard and the Enterprise Transfer Site. Additional ACS and surveillance cameras will be added to all publicly accessible elevators owned and maintained by the City.
DISCUSSION
Staff conducted an assessment and analysis of all City-owned and staff-occupied facilities to determine an appropriate scope of work for replacing the current building access system and installing controlled access at all necessary facilities.
From this assessment, staff prepared a detailed request for proposals (RFP) to award one vendor a contract to procure, design, install, and configure a complete network access control system for the City facilities for Phase I with the intention to include Phase II and III in an amendment at a future date. The RFP was advertised as required and staff conducted direct outreach to possible vendors. A mandatory pre-bidders meeting was conducted on July 14, 2020, and was attended by eighteen (18) companies. A total of eight (8) companies provided proposals.
A panel of staff members who were identified from various city facilities convened to review and evaluate the proposals and participate in virtual interviews with the applicants. To be considered for evaluation, the proposal for the ACS was to allow departments to manage their own accessibility and hardware platform must be capable of connecting and managing remote electronic access readers at the various COH Department properties. Access authorization should be managed and controlled remotely through any COH network via login by designated user administrator responsible for their respective controlled building locations. The ACS reader should activate on contact with FOB or proximity card. Additionally, functionality and capability, such as smartphone app, non-touch proximity technology and integration with our current video surveillance system were preferred
STRATEGIC ROADMAP
This agenda item supports the strategic priority outlined in the Strategic Roadmap related to Improving Organizational Health through expanded and standardized physical security.
FISCAL IMPACT
The proposed amendment to the agreement with Allied Universal Technology, including Phase III, reflects a total project cost of $2,305,588.24.
Phase III of the project is estimated to cost $660,000. There is sufficient budget in the Facilities Capital Fund (Fund 726) to complete Phase III of the project. 726 – Facilities Capital
Facilities Project Phase
Project Cost
Phase III
600,000
Contingency Cost
60,000
Total Phase III
660,000
NEXT STEPS
If Council approves the attached resolution staff will finalize the agreement with the awarded vendor and cause the agreement to be executed.
Prepared by: Liz Moran, Management Analyst II
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
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Dustin Claussen, Interim City Manager