Agenda Item No: 1.d
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: February 4, 2025
Submitted by: Daniel Chang
From: Administrative Services
Subject:
Approval to Replace Existing Door Access Control System for City Hall, Police Department and Fire Administration Buildings
Financial Impact:
Fiscal Impact:
Expense: $163,971.49 Total Project Amount
$146,337.72 Equipment Purchase and Labor Total
$ 17,633.77 Project Contingency Amount
Budget: $185,000.00 FY 2024-25 CIP Budget (796509-6840) Summary:
The Fiscal Year (FY) 2024-25 Capital Improvement Program (CIP) Budget includes funding for IT Emergency Repair projects (Server HVAC & Key Reader System). The scope of this project includes the replacement of the Stanley PAC Key Fob Door Access Control Systems for City Hall, Police Department and Fire Administration (Old City Hall).
The City's current door access system, a Stanley PAC system, has been in service for over 15 years. The system has become increasingly unreliable and obsolete due to the age, lack of available parts and the absence of vendor support. These limitations have led to higher maintenance costs and present security vulnerabilities that require immediate attention.
The City has an existing relationship with ASSI Security, who has installed and setup our security camera systems for the Police Department, City Hall and the new Public Safety Building. Additionally, all equipment and services will be procured using the California Multiple Awards Schedules (CMAS) program, in alignment with the City's internal purchasing policy. (CMAS Number: 3-21-08-1064 - Exp. 09/03/2025).
Recommendation:
Recommended Action: It is recommended that the City Council:
1. Authorize the replacement of the existing Stanley PAC door access control system to cloud based, Open Path Access Control system; and
2. Approve the selection of ASSI Security, the City's current provider of the same cloud- based system being installed at the new Public Safety Building, to supply and install the new access control system; and
3. Approve a contingency budget of 10% of the total project cost to cover unforeseen 1 change requests and expenses; and
4. Authorize the Interim City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
Strategic Plan Statement:
There is no specific strategic planning goal or objective associated with this agenda item.
Discussion:
The scope of this project includes the replacement of the Stanley PAC Key Fob Door Access Control Systems for City Hall, Police Department and Fire Administration (Old City Hall).
The outdated Stanley PAC system no longer meets the City's access control and security needs. The new replacement cloud-based system, Open Patch Access Control system, will provide Enhanced Security with advanced encryption and pair with multi-factor credentials, system reliability with ease of maintenance, integration and scalability as the system can be expanded to other City facilities.
In July 2024, the three back entrance doors (including the Pedestrian Gate) in the Police Department, lost connection to the Door Access Readers as the back door access control system panel had stop functioning, causing the entrances to be unlocked and not secured.
With an emergency approval, ASSI Security provided a temporary solution to replace the inoperable Stanley PAC control panel with the same Access Control hardware that is being proposed in this project. The same hardware and wiring will be used as part of the replacement.
Staff recommends proceeding with ASSI Security, who has proposed a solution meeting all of these requirements. Also, with their familiarity of the City's systems and utilizing the CMAS contract ensures competitive pricing and compliance with purchasing policies. To account for unforeseen expenses during implementation, a 10% contingency budget is also recommended.
Fiscal Impact Summary:
The total project cost for this replacement amounts to $163,971.49. The cost includes the total amount of $146,337.72 as well as a contingency in the amount of $17,633.72. A total of $185,000 was budgeted in the FY 2024-25 CIP budget for this project. As such, sufficient funds exist for the recommended actions.
Attachments
CIty of Placentia Quote - City Hall, PD, Fire Hqtrs Replace Access Control System with Mercury Boards #13076-1-0-2.pdf
2 Proposal: 13076-1-0-2
Prepared For:
David Radomski
City of Placentia
(714) 993-8192
City of Placentia
Replace Existing Access Control System - City Hall,
Police Department & Fire Station Headquarters
3 2Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614
PROJECT DESCRIPTION & INVESTMENT
Client Information
Site:
City of Placentia
City Hall 401 E Chapman, PD 401 E
Chapman, Fire Hd
Placentia, CA
Contact:
David Radomski
(714) 993-8192
[email protected]
Scope of Work
CMAS NUMBER: 3-21-08-1064 - exp. 09/03/25
BASE SCHEDULE: GS-07F-225CA
ASSI Security will provide and install the equipment per the plans, job walk and input from both City and PD Department personnel. An attached drawing shows location of equipment based on the information gathered.
The existing Stanley System will be replaced with the City's new security standard Open Path Access Control cloud based system. The readers will be replaced with the Signo HID mobile enabled readers to allow the city to use either a physical card or mobile credential to gain entry in to the building. Additionally, a request to exit device (REX) and door contact will be installed at each card reader location (unless noted otherwise). The door contact will provide door status on all card reader door locations, if the door is propped or forced open an alarm will be generated and sent to the system. The REX will allow free egress from the secure side of the door by shunting the door contact so that no alarm will be generated.
ASSI Security will install new cable for the all devices.
Fire Department Life and Safety Headquarters:
·(1) Life Safety Controller
o installed in Fire Dept IDF Room
·(3) Card Reader
·(3) Request-to-Exit Devices
·(3) Door Contacts
·Lot - new cable
o Note: cable to be confirmed, if cable is sufficient to support the (3) readers a credit will be issued for the cable for this Department
City Hall:
·(1) Life Safety Controllers
o installed in CIty Hall IDF Room
·(15) Card Reader
·(15) Request-to-Exit Devices
·(15) Door Contacts
·Lot - new cable
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
4 3Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 Police Department:
·(2) Life Safety Controllers
o installed in City Hall IDF Room
·(13) Card Readers
·(8) Card Reader/Keypad Reader
o In/Out Booking Entrance location (no REX required)
o In/Out Sally Port Door 41 location (no REX required)
o In/Out Sally Port Door 43 location (no REX required)
·(21) Request-to-Exit Devices
·(21) Door Contacts
·(2) Electrified Door Hardware
o Door #24 - relocating existing electrified hardware
o Lt's Office - new electrified door hardware
·Lot - new cable
·Program existing door release buttons for doors # 27- 28 and 33 - 37 into Access Control System Note: There are (24) doors in the PD area, but (3) card readers were installed with the Temporary System and will be reused.
The Life Safety Power enclosure will be installed in the IDF room in City Hall and be equipped with power supplies, the controller boards, power distribution modules and batteries.
All devices will be programmed and tested with customer for commissioning of the project.
Credit:
This credits the temporary DSX equipment that was installed as an emergency measure when the PD system failed. This equipment will be removed and will become the property of ASSI Security . The equipment to be removed is: (1) Control Panel, P.S. and batteries.
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
5 4Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 Project Investment
$8,141.41 Annual Recurring Charges
QTY Ext. PriceUnit PriceDescription Part #Manufacturer $4,056.34$4,056.34Enterprise: Pack of 25 entriesSW-ETP-P25Openpath. 1.00 $2,028.17$2,028.17Enterprise: Pack of 10 entriesSW-ETP-P10Openpath. 1.00 $1,216.90$1,216.90Enterprise: Pack of 5 entriesSW-ETP-P5Openpath. 1.00 $840.00$420.00Enterprise: Pack of 1 entrySW-ETP-P1Openpath. 2.00 $11,238.70 Fire Life and Safety Headquarters
QTY Ext. PriceUnit PriceDescription Part #Manufacturer $415.00$415.00Access Control Core board with support for up to 2 expansion boards via USB. The core can be wirelessly configured with the Admin app and can be powered by 12V or 24V
OP-CR-ACCOpenpath. 1.00
$640.00$640.00Four Door Mercury Dual Voltage Integrated Power System supporting one AC-MER-CONT-2DR with one AC-MER-CON–
MR52 (Mercury hardware sold separately). The
AC-LSP-4DR-MER-LCKAVIGILON- 1.00
$1,480.00$1,480.00Intelligent Controller; Linux Based with 2 doors; 8 inputs and 4 outputs; expandable up to 64 doors. (Mercury Part #: LP1502) AC-MER-CONT-LP1502AVIGILON- 1.00
$815.00$815.00HID® Mercury™ MR52-S3B Controller Serial I/O Dual Card Reader Interface; 2-Reader Interface Module - (2 reader: mag; wiegand; 4 reader OSDP; 8 inputs;
AC-MER-CON-MR52-S3BAVIGILON- 1.00
$855.00$285.00HID, Signo 40 Wall Mount, 13.56mHz Profile, OSDP/Wiegand, Mobile Ready, BLE
40NKS-02-000000HID 3.00
$30.00$10.00GRI, 3/4 Inch Recessed Contacts BrownGRI-180-12-BRGRI 3.00 $345.00$115.00PIR REQUEST TO EXIT SENSOR WITH SOUNDER GRAYDS160BOSCH 3.00 $500.00$500.00MISC, Equipment, Hardware and ConsumablesXX-XXMISC 1.00 $165.00$55.00BATTERY, 12 Volt, 7 AmpHourBATT-1270BATTERY 3.00 $310.00$310.00CABLE, 22/6 Stranded Shielded Plenum 1000ftCAB-22/6PLNMCABLE 1.00 $265.00$265.00CABLE, 22/4 Stranded Unshielded Plenum 1000ftCAB-22/4PLNMCABLE 1.00 $200.00$200.00CABLE, 22/2 Stranded Unshielded Plenum 1000ftCAB-22/2PLNMCABLE 1.00 $225.00$225.00CABLE, 18/2 Stranded Unshielded Plenum 1000ftCAB-18/2PLNMCABLE 1.00 Labor Schedule for: Fire Life and Safety Headquarters
QTY Description Ext. PriceRate
32.00 $3,688.64$115.27Install
4.00 $600.00$150.00Programming
2.00 $243.58$121.79Project Management
4.00 $461.48$115.37Testing
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
6 5Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 $47,964.44 City Hall
QTY Ext. PriceUnit PriceDescription Part #Manufacturer $2,310.00$2,310.00Concierge Onboarding (one time charge)OP-SERV-COOpenpath. 1.00 $415.00$415.00Access Control Core board with support for up to 2 expansion boards via USB. The core can be wirelessly configured with the Admin app and can be powered by 12V or 24V
OP-CR-ACCOpenpath. 1.00
$1,395.00$1,395.00Sixteen Door Mercury Dual Voltage Integrated Power System supporting one AC-MER-CONT-2DR with seven AC-MER-CON–
MR52 (Mercury hardware sold separately)
AC-LSP-16DR-MER-LCKAVIGILON- 1.00
$1,480.00$1,480.00Intelligent Controller; Linux Based with 2 doors; 8 inputs and 4 outputs; expandable up to 64 doors. (Mercury Part #: LP1502) AC-MER-CONT-LP1502AVIGILON- 1.00
$5,705.00$815.00HID® Mercury™ MR52-S3B Controller Serial I/O Dual Card Reader Interface; 2-Reader Interface Module - (2 reader: mag; wiegand; 4 reader OSDP; 8 inputs;
AC-MER-CON-MR52-S3BAVIGILON- 7.00
$4,275.00$285.00HID, Signo 40 Wall Mount, 13.56mHz Profile, OSDP/Wiegand, Mobile Ready, BLE
40NKS-02-000000HID 15.00
$1,725.00$115.00PIR REQUEST TO EXIT SENSOR WITH SOUNDER GRAYDS160BOSCH 15.00 $150.00$10.00GRI, 3/4 Inch Recessed Contacts BrownGRI-180-12-BRGRI 15.00 $330.00$55.00BATTERY, 12 Volt, 7 AmpHourBATT-1270BATTERY 6.00 $1,500.00$1,500.00MISC, Equipment, Hardware and ConsumablesXX-XXMISC 1.00 $1,550.00$310.00CABLE, 22/6 Stranded Shielded Plenum 1000ftCAB-22/6PLNMCABLE 5.00 $1,325.00$265.00CABLE, 22/4 Stranded Unshielded Plenum 1000ftCAB-22/4PLNMCABLE 5.00 $1,000.00$200.00CABLE, 22/2 Stranded Unshielded Plenum 1000ftCAB-22/2PLNMCABLE 5.00 $1,125.00$225.00CABLE, 18/2 Stranded Unshielded Plenum 1000ftCAB-18/2PLNMCABLE 5.00 Labor Schedule for: City Hall
QTY Description Ext. PriceRate
160.00 $18,459.20$115.37Install
16.00 $2,400.00$150.00Programming
8.00 $974.32$121.79Project Management
16.00 $1,845.92$115.37Testing
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
7 6Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 $75,653.36 Police Department
QTY Ext. PriceUnit PriceDescription Part #Manufacturer $830.00$415.00Access Control Core board with support for up to 2 expansion boards via USB. The core can be wirelessly configured with the Admin app and can be powered by 12V or 24V
OP-CR-ACCOpenpath. 2.00
$1,395.00$1,395.00Sixteen Door Mercury Dual Voltage Integrated Power System supporting one AC-MER-CONT-2DR with seven AC-MER-CON–
MR52 (Mercury hardware sold separately)
AC-LSP-16DR-MER-LCKAVIGILON- 1.00
$875.00$875.00Eight Door Mercury Dual Voltage Integrated Power System supporting one AC-MER-CONT-2DR with three AC-MER-CON–
MR52 (Mercury hardware sold separately).
AC-LSP-8DR-MER-LCKAVIGILON- 1.00
$2,960.00$1,480.00Intelligent Controller; Linux Based with 2 doors; 8 inputs and 4 outputs; expandable up to 64 doors. (Mercury Part #: LP1502) AC-MER-CONT-LP1502AVIGILON- 2.00
$8,150.00$815.00HID® Mercury™ MR52-S3B Controller Serial I/O Dual Card Reader Interface; 2-Reader Interface Module - (2 reader: mag; wiegand; 4 reader OSDP; 8 inputs;
AC-MER-CON-MR52-S3BAVIGILON- 10.00
$3,705.00$285.00HID, Signo 40 Wall Mount, 13.56mHz Profile, OSDP/Wiegand, Mobile Ready, BLE
40NKS-02-000000HID 13.00
$4,400.00$550.00Signo40K, Wall mount w/Keypad, 13.56mHz &125kHz, OSDP/Wiegand, Terminal, Mobile Ready
40KTKS-00-000000HID 8.00
$210.00$10.00GRI, 3/4 Inch Recessed Contacts BrownGRI-180-12-BRGRI 21.00 $2,415.00$115.00PIR REQUEST TO EXIT SENSOR WITH SOUNDER GRAYDS160BOSCH 21.00 $1,200.00$1,200.00Electrified Door HardwareXX-XXMISC 1.00 $330.00$55.00BATTERY, 12 Volt, 7 AmpHourBATT-1270BATTERY 6.00 $2,500.00$2,500.00MISC, Equipment, Hardware and ConsumablesXX-XXMISC 1.00 $2,480.00$310.00CABLE, 22/6 Stranded Shielded Plenum 1000ftCAB-22/6PLNMCABLE 8.00 $2,120.00$265.00CABLE, 22/4 Stranded Unshielded Plenum 1000ftCAB-22/4PLNMCABLE 8.00 $1,600.00$200.00CABLE, 22/2 Stranded Unshielded Plenum 1000ftCAB-22/2PLNMCABLE 8.00 $1,800.00$225.00CABLE, 18/2 Stranded Unshielded Plenum 1000ftCAB-18/2PLNMCABLE 8.00 Labor Schedule for: Police Department
QTY Description Ext. PriceRate
256.00 $29,534.72$115.37Install
24.00 $3,600.00$150.00Programming
16.00 $1,948.64$121.79Project Management
24.00 $3,600.00$150.00Testing
($3,015.00)Opt. 1 - Temporary System Credit
Supplies & Materials for: Opt. 1 - Temporary System Credit QTY Description Ext. Price
Credit: (2) 1022 Board, (1) LAN, (1) P.S. 1.00 $-3,015.00 Financial Summary
$139,982.91
$6,354.81
$146,337.72
Purchase Price, Excluding taxes:
Estimated Applicable taxes:
Estimated Purchase Price, Including taxes:
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
8 7Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 Notes that are specific to this project
1.Existing locking hardware will be reused. It is assumed that the hardware is in working order at the time of the install. If any electrified hardware is found to be defective, a change order will be provided to replace the hardware.
2.ASSI Security will use existing conduit, cable tray and/or jhooks for the cable installation. If additional cable suspension is required, a change order will be provided for those additional costs.
3.Design of the Access Control System assumes control panels for CIty Hall and PD will be located the CIty Hall IDF room shown on plans or additional costs may be incurred for additional hardware.
4.Network ports, IP addresses and connectivity to customers network to be provided at time of install .
5.The following items are excluded and are to be provided by others, if required:
·conduit, cable tray, j-boxes, plywood back board and 120 VAC ·workstations to monitor Security Systems
6.Existing Access Control Equipment will be removed and given to customer for disposal .
7.A secure room to store ASSI equipment during the install to be provided by City of Placentia .
8.All work is during regular business hours.
9.OpenPath reader software licenses are on annual subscription model and will require renewal on an annual basis.
10.Credential, which may include, cards, key fobs or mobile have been excluded and would be an additional cost.
11.Pricing valid for 60 days.
General Terms and Conditions
1.Pricing is based upon the assumption that all work will be performed during ASSI’s normal business hours. If after hours work is requested, an additional charge will be incurred.
2.ASSI carries the following insurance coverage:
·General Liability: $1 mil. per occurrence;
·$2 mil. gen. aggregate;
·W/C: $1 mil. per occurrence
·$5 mil. excess umbrella
·Auto: $2 mil. combined single limit
·Customer shall pay premiums for any additional coverage required.
3.All materials and labor are subject to a preliminary notice and subsequent filing of mechanic’s lien in the event of payment default. Customer must provide preliminary information prior to commencement of work.
4.All canceled orders and/or returned materials are subject to a 25% restocking fee.
5.A deposit is due upon acceptance of proposal. Balance will be due in progressive net 30 day payments thereafter. Deposit amount is based upon a percentage of the project total. Percentage is determined based upon thesize of the project (i.e. Proposals and change orders under $10k each require a 50% deposit; Those between $10,001-50,000 require a 35% deposit; and proposals in excess of $50,000 require a 25% deposit).
6.All new equipment is covered under warranty against defects for a period of one year from date of substantial completion of ASSI’s work. Associated labor is also covered during normal business hours.
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
9 8Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 System Meets Plans/Specifications
System is Design Build
Mounting/Termination of Proposed Devices
System Programming
Customer Database Input/Programming
Training
Project Management
Engineering and Drawings
Record Documentation (As Builts)
Electrified Door Hardware
Door Coring/Certification/Recertification
Servers/Workstations
POE Switches
Software Install on Servers/Workstation
Installation of Wire and Cable
Installation of Cable Suspension
Regular Business Hours Installation
After Hours Installation (excl. Sunday/Holidays)
One Year Warranty Parts /Labor
Prevailing Wage
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Include / Exclude Include / Exclude
Performance Items
Elevator Subcontractor
Conduit
JBoxes/Specialty Back Boxes
110/120VAC Power
Access Control Cards/Tags/Transponders
Patching and Painting
Ceiling Tiles/Ceiling Grid Repairs
Vertical/Horizontal Core Drilling
Lift Rental
Camera Poles
24 HR Central Station Monitoring
Phone Lines
Static IP Address
Network Connection
Payment Performance Bonds
Method B License/Permits
Alarm Monitoring License/Permits
Low Voltage License/Permits
Fire/Life Safety Integration
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
10 9Tammie Searfoss | [email protected] | (949) 955-0244 ASSI Security | ASSISecurity.com | 1370 Reynolds Ave, Irvine, CA 92614 Proposal Acceptance:
I have read the General Terms and Conditions and payment terms of the sale, understand them fully, and agree to abide by them.
I hereby certify that I am authorized by my company to sign this agreement. ASSI Security is hereby authorized to perform the work as specified.
Signature:
Title:
Date:
Signature:
Title:
Date:
Accepted By: ASSI Security
Name: Tammie Searfoss
Accepted By:
Name:David Radomski
City of Placentia
Date: 9/29/2024 | Proposal #: 13076-1-0-2 | Replace Existing Access Control System - City Hall, Police Department & Fire Station Headquarters
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