HomeMy WebLinkAbout10/18/2006 - STAFF REPORTS - 2.R. �pALMsA�
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CITY COUNCIL STAFF REPORT
DATE: October 18, 2006 CONSENT AGENDA
SUBJECT: APPROVE PURCHASE OF A BUILDING ACCESS
CONTROL/SECURITY SYSTEM FOR CITY HALL, EDOM HILL AND
POLICE DEPARTMENT.
FROM: David H. Ready, City Manager
BY: Assistant City Manager--Administrative Services
SUMMARY
In the aftermath of September 111h, security at public buildings has become a serious
concern. Currently security at City Hall and the City's radio repeater on top of Edam Hill
is based on a traditional lock and key system for all exterior doors. Although the Police
Department uses a proximity card security system, that system was purchased many
years ago and has degraded to the point that it now requires replacement. In order to
enhance security at these three locations, staff issued a request for proposals (RFP) to
install a new proximity card building access control/security system. This action would
award the RFP to the highest ranked offeror for the purchase and installation of an
access control/security system.
RECOMMENDATION:
1. Adopt Minute Order No. , awarding RFP 03-07 to Ingersoll Rand Security
Technologies for the purchase and installation of a building access
control/security system at City Hall, Edom Hill and the Police Department in the
amount of$110,853.89.
STAFF ANALYSIS:
Government agencies are constantly struggling to provide effective security at public
buildings without compromising the open access that is at the heart of their mission.
While serious security problems at public buildings are typically rare, we are reminded
how quickly that can change. In 1998, the mayor and two city council members and a
police sergeant in Riverside, California were wounded when a gunman sprayed a
council meeting room with bullets. In 2003 a political rival shot and killed a New York
councilman inside the City Council Chambers. n p
Item No. L . R .
City Council Staff Report
(October 18, 2006) -- Page 2
(Building Access Control/Security System)
Since 9/11 government agencies across the country have implemented new security
procedures and rushed to install access control/security systems in public facilities to
protect their employees and prevent unauthorized access. Locally, most cities here in
the Coachella Valley have implemented security measures to restrict public access at
City Hall or other public facilities. These measures include, but are not limited to;
limiting public access to a reception/lobby area; use of id badges and access control
systems; and the use of security guards.
The City currently relies on a traditional lock and key system for City Hall. City
employees are issued keys by the City's Facilities Maintenance Division. While this
provides a base level of security, keys are sometimes lost or can be easily duplicated
and given to unauthorized individuals. In addition, the existing lock and key system is
limited to perimeter doors and internal offices. This leaves most of City Hall open to the
general public creating a potential security problem.
The City's communications facility at Edom Hill has a single key/lock door making it
vulnerable to unauthorized entry. Due to the critical nature of this facility, staff believes
that it is vitally important to install a security control system so access can be properly
monitored and managed.
The Police Department uses a proximity card system for building access. This system
was installed many years ago and has degraded to the point that it requires
replacement.
In an effort to improve the building security at these three City facilities an RFP was
issued to the security system vendor community seeking their professional expertise to
propose solutions that achieve the City's desired goal of a current generation proximity-
card based computer controlled security system.
Proximity card is a generic name for contactless integrated circuit devices used for
security access. The City plans to hard wire all external doors and several interior doors
with a proximity card reader. Each employee will be issued a proximity card. These
cards can be individually configured to provide certain access and various times of the
day and night. To enter the building, an employee simply holds their card within a few
inches of the reader; the reader receives a unique id from the card and transmits it to a
central computer that tells it whether or not to open the door. A proximity card system
will also log all activity and provide a variety of reports to document who enters each
door and at what time. The system is capable of adding additional facilities in the
future if desired.
RFP 03-07 was prepared and mailed to 24 vendors and posted on the City website.
Nine vendors attended a pre-proposal conference and walk-through. The following firms
submitted proposals by the City's deadline: Com-Sec, DDR/Dataline Inc., Climatec
BTC, Premier Security and Ingersoll Rand Security Technologies. An evaluation
committee consisting of members from the Police Department, Fire Department,
City Council Staff Report
(October 18, 2006) -- Page 3
(Building Access Control/Security System)
Information Technology and Facilities Maintenance divisions evaluated the five
proposals against the criteria identified in the RFP.
Based on this evaluation, staff recommends award to Ingersoll Rand Security
Technologies, the highest ranked offeror, in the amount of$110,853.89 for the purchase
installation and maintenance of a new building access control/security system. This
cost includes all labor, equipment, materials and services necessary to furnish and
install the system. Furthermore, the price includes all applicable tax, shipping, and 5
years of system maintenance.
FISCAL IMPACT: IFinance Director Review:
The Fire Department and Police Department have pooled their 2005 State Homeland
Security Grant funds totally $78,932 specifically for the purchase of this system. These
grant funds, which are currently available in account 261-3600-53034 (FY 05 Homeland
Security Grant), must be expended no later than October 20th or the grant funds will be
de-obligated. The balance of the funding needed for this project, $16,369.29, is
budgeted in the current year capital budget 261-1395-54059 (Security Improvements).
Maintenance in future years 2 through 5 will be budgeted in the amount of $3,888.15
annually in account 001-1120-42960 (IT Hardware Maintenance).
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T o� y . Butzla Cant City Manager David H. Ready, G� nager
Blake Goetz, Fire ief Gary J n r n, Police Chief
Attachment : Minute Order
MINUTE ORDER NO.
AWARD RFP 03-07 TO INGERSOLL RAND
SECURITY TECHNOLOGIES FOR PURCHASE AND
INSTALLATION OF A BUILIDING ACCESS
CONTROL/SECURITY SYSTEM AT CITY HALL,
EDOM HILL AND THE POLICE DEPARTMENT IN
THE AMOUNT OF $110,853.89.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order awarding RFP 03-07 to Ingersoll Rand Security Technologies for the
purchase and installation of a building access control/security system at City Hall,
Edam Hill and the Police Department in the amount of$110,853.89, was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof held on
the 18th day of October 2006.
James Thompson, City Clerk