CITY COUNCIL STAFF REPORT
Meeting Date: July 11, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AUTHORIZING THE CITY
MANAGER TO EXECUTE AN AGREEMENT WITH APPLIED VIDEO
SOLUTIONS, INC., FOR THE PURCHASE AND INSTALLATION OF
THE OPENPATH ACCESS CONTROL SYSTEM AT THE PLEASANT
HILL POLICE DEPARTMENT
SYNOPSIS
The access control system currently installed at the Pleasant Hill Police Department is more than 10 years old and needs to be updated. Staff requests that the City Council authorize the City Manager to execute an agreement for the purchase and installation of a new access control system.
The new solution will provide enhanced security options for the Police Department.
DISCUSSION
Background
An access control system manages access to a building, or certain areas of a building. This system typically consists of electronics locks, access cards and card readers. It allows permissions to be set for those who are allowed access into the building and to certain rooms within the building. At the Pleasant Hill Police Department, the access control system employs security identification cards and electronic door locks to allow or deny personnel access to the parking lot, entry into the building, and different areas within the building.
The current access control system used at the Pleasant Hill Police Department is manufactured by Keyscan and was installed over ten years ago. Keyscan and any of its resellers, no longer support the system.
Analysis
Advancements in access control technology has greatly improved within the last ten years.
The modern user interfaces in the newest systems has made it easier for security administrators to make edits and changes. Moreover, user interfaces are often cloud-based, so security administrators can access them remotely, which increases efficiency and effectiveness. There are many more options to authenticate a person requesting entry than ever before. No longer is the access control system restricted to only recognizing plastic ID cards. Access can now be granted using smartphones or any smart device. Some door readers even have cameras with built-in microphones and speakers making video and voice verifications possible.
Staff evaluated several security solutions to identify those that best suited the City’s needs.
Staff has determined that Applied Video Solutions, Inc. offers the best solution with the OpenPath Access Control System, which is the leading solution on the market today.
Pricing for the OpenPath system will increase by 16% after July of 2022.
FISCAL IMPACT
The cost for the equipment and installation of the OpenPath Access Control System is $47,033.65.
The first year’s replacement parts and license fees are included in the installation cost. Applied Video Solutions, Inc. also included a 90-Day labor warranty. The recurring cost for licensing after the initial year will be $4,536 annually. The Finance Division has confirmed that adequate funds are available to support this project.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the attached resolution authorizing the City Manager to execute an agreement with Applied Video Solutions, Inc. for the purchase and installation of the OpenPath Access Control System.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council could reject the proposed action.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 - Agreement for Services
Exhibit A - Proposal for Services
Prepared by: Ling King, Chief Technology Officer
Reviewed by: June Catalano, City Manager
Approved by: June Catalano, City Manager