Administrative
Report
H.12., File # 23-7216 Meeting Date: 2/6/2024
To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
APPROVE AN AGREEMENT WITH ROCKWEST TECHNOLOGY GROUP, INC. FOR THE
INSTALLATION OF AN INFRARED ID CARD READER SYSTEM FOR EMPLOYEE ACCESS TO POLICE DEPARTMENT FACILITY ENTRANCES FOR AN AMOUNT NOT TO EXCEED $159,661.89 AND THE TERM FEBRUARY 6, 2024 TO FEBRUARY 5, 2025
EXECUTIVE SUMMARY
As part of the Police Station Improvements Project included in the City’s approved Capital Improvement Program, the Police Department has been working to install employee ID card readers at door and gate entrances to various Police Department facilities. To execute the project, the Department is planning to utilize existing BadgePass technology, which is currently in use at City Hall for employee ID cards and door access. Rockwest Technology Group, Inc. (dba Multicard), is the sole authorized installer of the hardware for BadgePass. The proposed Agreement includes all costs associated with ID card reader installation and activation.
BACKGROUND
In 2020, the City installed ID card readers for access to City Hall employee entrances. The card readers utilize BadgePass technology, which was already in use by the Information Technology Department to create and print employee ID cards. Multicard is the sole authorized installer for BadgePass, and previously completed all installations at City Hall. A contract was not required at the time, as the total cost for installation fell under the cost thresholds established by the City’s procurement policies.
The Police Department installation will mirror the technology used for City Hall, but will target seven sites making it a significantly larger project. The sites include the Main Police Station and Communications Center, Police Annex building at 200 N. PCH, the Property & Evidence Warehouse, Shooting Range, Transit Center, Pier, and Artesia North substation. In addition to all exterior entrances, the ID card readers will also be installed for certain interior doors, and for each of the automated gates that secure the parking lots at the Main Police Station and the Police Department Annex.
Multicard met with City staff from Police, Information Technology, and Public Works to visit and properly scope the work required at each site. The proposed cost of the project is $159,661.89, which includes an initial $145,147.17 quote along with an additional 10% contingency to cover any unforeseen issues that may arise during installation. Despite Multicard being the sole licensed installer of this technology, staff is comfortable that the price is appropriate for the scope outlined in
H.12., File # 23-7216 Meeting Date: 2/6/2024
installer of this technology, staff is comfortable that the price is appropriate for the scope outlined in the proposed Agreement.
Pursuant to the Agreement, the City must provide the low voltage cabling to which the card readers will connect to power. This aspect of the project will be completed by NC Technologies, the City’s contractor for such services through a separate agreement, that was approved by Council under the Information Technology Department on December 19, 2023.
COORDINATION
This Agreement was coordinated by the Police Department in conjunction with the Information Technology and Public Works Departments, and was prepared by the City Attorney’s Office.
FISCAL IMPACT
Funding for the Agreement is available in the Police Station Improvements Project approved as part of the FY 2023-2024 Capital Improvement Budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Rockwest Technology Group, Inc.
· Insurance - Rockwest Technology Group, Inc.