REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Shannon Buckley, Assistant City Manager
Date:June 10, 2025
Subject:Agreement with Pye-Barker for the Design and Installation of the Low Voltage Security and Data System in the City Hall Building Project (CIP Project No. Z20006)
Recommendation
Approve and authorize the City Manager to execute an agreement with Pye-Barker in an amount not to exceed $958,761.82 for the design and installation of the low voltage security and data system for the New City Hall Project (CIP Project No. Z20006) in such final form as approved by the City Attorney and authorize the City Manager to execute change orders not exceeding a 10% contingency of $95,876.18 for uncertainties and adjustments.
Background
The scope of work contained in this agreement designs, documents, procures, and installs the essential components and tasks required for the successful implementation of a complete low voltage system in City Hall. The project focuses on a solid infrastructure platform, advanced technology, state-of-the-art equipment, installations, and high-level security measures to ensure seamless operation and connectivity.
Discussion
Staff have worked with two companies, AK Security Alarm and Pye-Barker, to propose a complete system and cost for this scope of work below, and the attached proposal from Pye-Barker. The Pye Barker proposal of $958,761.82 is the lowest comprehensive proposal. Below are key elements of the proposed scope of work:
Data - The project will involve the integration and organization of data infrastructure to support operational requirements. This includes designing and implementing structured cabling systems, ensuring efficient data transfer, and providing reliable network connectivity.
Low-Voltage Security/Data System
Video - Video solutions will be implemented to enhance monitoring and communication capabilities. This includes installing high-definition surveillance cameras and video conferencing systems, as well as ensuring compatibility with existing setups.
Access Points - Wireless access points will be installed to provide robust Wi-Fi coverage across designated areas. The placement and configuration of access points will be optimized to ensure fast and reliable internet access for staff and visitors.
Access Control - Access control systems will be deployed to enhance security and manage entry to restricted areas. These systems will include keycard readers and electronic locks to monitor and control access efficiently.
Fiber Connection - High-speed fiber optic connections will be installed to provide an advanced backbone for data transmission. This will improve bandwidth capacity, ensure low-latency communication, and support future scalability.
Security - Comprehensive security measures will be implemented, including physical security.
This will involve deploying surveillance systems, intrusion detection systems, and protocols to safeguard assets.
Intercom - An intercom system will be installed to facilitate internal communication. This system will include audio and video functionalities, ensuring clear and effective communication between various departments.
Server Room - All data lines and wireless systems will lead to the server room and connect through the appropriate patch panels for further connection by the City’s IT department.
Wire Tray - Wire trays will be installed to organize and secure cables throughout the facility. This will reduce clutter, prevent damage to wires, and ensure easy maintenance and troubleshooting.
Equipment Installation - All necessary equipment, including hardware and software, will be installed and tested for functionality. This includes ensuring proper setup, integration with all systems, and user training where applicable.
The outlined scope of work ensures a comprehensive approach to addressing the facility's needs.
Each component is vital for achieving operational efficiency, security, and technological advancement. Further planning and coordination will be required to execute these tasks successfully during the construction and implementation phases of this scope of work. Following the approval of this agenda item, work and execution of the attached agreement services will be immediately provided to the City, Staff has reviewed and verified the contractor has a valid license and a review of the contractor’s references and General and Auto Liability Insurances and Workers’ Compensation Insurance are in place naming the City as additional insured.
Low-Voltage Security/Data System
Fiscal Impact
Funds are budgeted in the Fiscal Year 2024/25 – 2028/2029 Capital Improvement Program budget.
Attachments
Attachment 1- Agreement
Attachment 2 - Proposal
City Manager's Office