Report to City Council
ID: 25-0392 Page 1
TO: Mayor and City Council
FROM: Melissa Walker, Public Works Director/City Engineer
AGENDA DATE: September 16, 2025
TITLE: APPROVE THE PURCHASE AND IMPLEMENTATION
OF A CITY -OWNED HIGH SECURITY KEYWAY
SYSTEM (REPORT OF: PUBLIC WORKS) (DISTRICT:
ALL DISTRICTS)
TITLE SUMMARY: Request To Approve The Purchase And Implementation Of A New City -Owned Keyway System Supplied By Roy E.
Whitehead, Inc. Under The United States General Services Administration Cooperative Purchasing Agreement
DISTRICT: All Districts
Recommendation(s)
That the City Council:
1. Authorize the purchase and implementation of a city -owned high security keyway system, supplied by Roy E. Whitehead , Inc. , and assigned exclusively to the City of Moreno Valley; and
2. Authorize the issuance of a purchase order to Roy E. Whitehead, Inc., for $263,190 for the purchase of the keyway system and all corresponding material s, utilizing the United States General Services Administration Cooperative Purchasing Agreement; and
3. Authorize the City Manager to execute any purchase orders and/or change orders, contingent upon the approved budget.
4. Approve budget adjustment as set forth in the Fiscal Impact Section of this report.
ID: 25-0392 Page 2
SUMMARY
This report recommends the approval to authorize the purchase and implementation of a City-owned high -security keyway system supplied by Roy E . Whitehead, Inc. (REW), through the United States (U.S.) General Services Administration ( GSA) cooperative purchasing agreement. The new system will replace the City’s current keyway system, which has reached the end of its useful life.
DISCUSSION
The City’s current keyway system has reached the end of its useful life, with limited availability of replacement keys and cylinders. Over the years, the City has experienced challenges maintaining consistent key control, particularly due to system limitations and the lack of a scalable, hierarchical structure that aligns with departmental needs.
To enhance security, streamline key management, and accommodate the City’s growing infrastructure, City staff has identified a new keyway system that will provide the most secure and sustainable solution. This system will be assigned solely to the City of Moreno Valley, ensuring complete control over key duplication and distribution. This keyway system can easily adapt to include new buildings in the future as the City continues to expand.
The supplier, REW, Inc., is an authorized distributor of high-security keyway systems and is listed under the GSA cooperative purchasing agreement, enabling the City to procure a system that is in compliance with competitive bidding requirements. Therefore, s taff recommends that the City Council approve the purchase of a replacement high-security keyway system from the distributor REW, Inc. in the amount of $263,190.
Note: The proposal submitted by REW is not attached to this report since it contains proprietary information and certain trade secrets, which are protected from disclosure under both the California Evidence Code and the California Public Records Act. In addition, since the proposal contains highly sensitive security information intended to protect staff and the v isiting public, its disclosure could jeopardize or undermine public security.
ALTERNATIVES
1. Approve the purchase and implementation of the proposed city -owned, high - security keyway system and authorize the recommended actions as presented in this staff report. Staff recommend this alternative.
2. Do not approve the purchase and implementation of the proposed city -owned, high-security keyway system and authorize the recommended actions as presented in this staff report. Staff does not recommend this alternative.
ID: 25-0392 Page 3
FISCAL IMPACT
The City Hall Security Improvements Project (Project No.803 0060) will be funded by Facilities Replacement Reserves, Fund 7330. This purchase will be made through Roy E. Whitehead, Inc. (REW) via the GSA cooperative purchasing agreement. There is no impact to the General Fund.
Description Fund GL Account No. Type
(Rev/Exp)
FY 25/26
Budget
Proposed
Adjustments
FY 25/26
Amended
Budget
Capital
Improvement
Project
Facilities
Replacement
Reserves
7330-99-99-97330-903000 Exp $6,200,000 $263,190 $6,463,190 Capital
Improvement
Project
Facility Construction 3000-99-99-93000-807330 Rev $6,200,000 $263,190 $6,463,190 Capital
Improvement
Project
Facility Construction 3000-70-40-80003-720199
Project No. 803 0060-3000-08 Exp $0 $263,190 $263,190
NOTIFICATION
Publication of Agenda
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Serina Contreras Melissa Walker, P.E.
Senior Management Analyst Public Works Director/City Engineer Concurred By:
Joseph Mattox
Fleet and Facilities Division Manager
CITY COUNCIL GOALS
Positive Environment: Create a positive environment for the development of Moreno Valley's future.
Public Facilities and Capital Projects: Ensure that needed public facilities, roadway improvements, and other infrastructure improvements are constructed and maintained.
Public Safety: Provide a safe and secure environment for people and property in the community, control the number and severity of fire and hazardous mat erial incidents, and provide protection for citizens who live, work and visit the City of Moreno Valley.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
ID: 25-0392 Page 4
5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
ID: 25-0392 Page 5
Report Approval Details
Document
Title:
STAFFREPORT_PW_FFM_CITYOWNEDKEYWAYSYSTEM.docx
Attachments:
Final
Approval
Date:
Sep 10, 2025
This report and all of its attachments were approved and signed as outlined below:
Melissa Walker
Sean Kelleher
Natalia Lopez
Dena Heald
Launa Jimenez
Brian Mohan
Patty Rodriguez