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HomeMy WebLinkAbout5.F.3. Purchase of Key Card Access System for City Hall City of Shakopee S. F. 3.- Memorandum co~m~~ 1;'~i"'f.. ."h l'_--J1 TO: Mayor and City Council @ lV~tl'~T Mark McNeill, City Administrator FROM: Kris Wilson, Assistant to the City Administrator SUBJECT: Purchase of Key Card Access System for City Hall DATE: January 12, 2007 Introduction The Council is asked to authorize the purchase of a key card access system for City Hall. Background The City's 2006 budget included plans to utilize $30,000 from the General Fund fund balance to purchase a key card access system for City Hall. Earlier this year, the Council authorized spending $2,072 of this amount to purchase the software necessary to operate the system. Purchasing the software at that time allowed it to be utilized for the new Public Works building as well as City Hall. Staffhas now sought quotes for the purchase and installation of the actual key card system for the City Hall building. The purpose of installing a key card system is two fold: 1. An electronic key card system enhances the security of the building by allowing us to disable the keys of former employees and contractors who no longer have a need to access the building. Currently, there are numerous traditional keys to the building that have not been returned or are otherwise unaccounted for. Short of changing all the locks on City Hall and issuing new keys to all current employees, there is no way to ensure that old keys will not be used to inappropriately access the building. 2. An electronic key card system will also allow us to control public access to particular portions of the building, particularly during evening meetings, thereby enhancing the safety of our staff. Staff sought quotes for an AMAG key card system, which is the same brand currently in use at the Public Works Building, Engineering Building and Police Station. By having all four buildings on the same system, we are able to share a single software package and staff with a need to access all four buildings, such as facilities and IT staff, can do so with a single key card, assuming it is programmed accordingly. 1 Two quotes were received - one from Trans-Alarm, Inc., and the other from VTI Security. At first glance, VTI appeared to have the low quote of$17,220 compared to Trans-Alarm's quote of$20,999.88. However, the quotes did not provide an "apples-to-apples" comparison as the two vendors proposed slightly different solutions to certain issues. After submitting a revised quote that completes the project identical to the way VTI proposed, Trans-Alarm is now the low quote, at $16,925.10. For the quoted price, a total of nine key card readers would be installed at City Hall- four on external doors and five on internal doors. Budgetary Impact Of the original $30,000 allocated for this purchase, approximately $27,900 remains. This can easily accommodate the quoted price of $16,925.10 for purchase, installation, warranty and sales tax. Recommendation Staff recommends that the Council authorize the purchase of an AMAG key card system for City Hall from Trans-Alarm, Inc. for a cost not to exceed $17,000.00 Relationship to Vision This is a housekeeping item. Action Requested If the Council concurs, it should offer a motion to authorize the purchase of an AMAGkey card system for City Hall from Trans-Alarm, Inc. at a cost not to exceed $17,000. ~o1lJ~ Assistant to the City Administ~ator 2 Trans-Alarm, .Inc. 500 East Travelers Trail Burnsville, MN 55337 (952) 894-1700 ~ Fax (952) 895-3567 City of Shako pee .John Stevens .January 9, 2007 129 Holmes Street South Kris Wilson 107 city hall access-2.xls 55379 952-233-9312 Scope of Work: Trans-Alarm will supply and install a card access system in the City Hall building. This system will be per the drawings provided and the walkthrough with KrisWilson on 12/1/06. This system will be an extension of the existing AMAG system that is currently deployed at the public works buildings and the police department. Card readers will be installed on four exterior doors and five interior doors. Electrified locking hardware will be added to the doors as necessary. Please see the attached equipment summary for locations and equipment to be installed. Trans-Alarm will interface the access control system with the existing power door operator on the parking lot double door. A remote door release button will be installed at the receptionist desk to control the parking lot side double doors. Control panels will be installed in the lower level storage room next to IT/Engineering. The control panels will communicate with the software via the cities network. A network drop with a static IP address will be required at this location. As configured the control panels will accommodate up to twelve card readers. This will leave one open port for a future card reader. The system has the ability to expand beyond this card reader to meet any future needs in the building. Project Cost: $16,925.10 Required work by Customer: Provide one network drop with static IP address at the control panel location. Provide 110V power at the control panel location as needed. Proposal is valid for 30 days from proposal date. Trans-Alarm, Inc. 500 East Travelers Trail BurnsvilIe, MN 55337 (952) 894-1700 ~ Fax (952) 895-3567 Itemized Equipment Summary City of Shakopee John Stevens January 9, 2007 129 Holmes Strcet South Kris Wilson 107 city hall access-2.xls Shakopee MN 55379 952-233-3801 THE SYSTEM PROPOSED WILL INCLUDE: Control Equipment 6 IM-1270, 12 Volt 7.0 AH Battery 1 4 Reader multiNODE-2 Databa.<;e Unit I Multinode Host Port A RS232 Converter Option Board 4 18V AC 40V A Transformer I Cat-5 Network Patch Cord 1 25M to 251' Cable 6 FT I Lantronix Device Server LAN pad 2 2DCtwo door expansion panel 1 2 Reader multiNODE-2 Database Unit 1 Multi-Output Power Supply 3 Amp, UL Listed 1 8 1'1. Power Cord Card Readers 6 Prox Reader Mullion Style 3 Prox Reader Single Gang Style Locking Hardware Exterior Doors Street Side Double Door 1 Maglock - Surface Mount Aluminum Finish I Filler Bar For mag Lock 1 Micro-Switch Kit for J 990 Series DOM Exit Device 1 Armored Door Cord - Stainless Steel Parking Lot Side Double Door 1 Maglock - Surface Mount Aluminum Finish I Filler Bar For mag Lock 1 Micro-Switch Kit for 1990 Series DOM Exit Device I Armored Door Cord - Stainless Steel I Relay Base Module I 24V Relay I Sequential Timer 1 Remote Door Release (Receptionist Desk) Trans-Alarm, Inc. 500 East Travelers Trail BurnsviUe, MN 55337 (952) 894-1700 ~ Fax (952) 895-3567 Itemized Equipment Summary City of Shakopee John Stevens January 9, 2007 Card Access 107 city hall access.2.xls Admin Single Door 1 Adams Rite electric strike 1 Face Plate Kit North East Stair Door 1 Adams Rite electric- lock body fail secure 1 Faceplate Kit Interior Doors Service Counter East Door 1 Electric Strike Aluminum Service Counter West Door 1 Electric Strike Aluminum Admin Wing Door I Adams Rite electric- lock body fail secure J Face Plate Kit Finance Stairs Door 1 Adams Rite electric- lock body fail secure 1 Faceplate Kit 1 Latch Lock 1 Push Paddle IT Room 1 Electrified Cylindrical Lever lock F/Secure 1 Transfer Hinge 1,000 CP2P 22AWG 6 Cond Shielded (TA Green) 1,000 CL2P 18A WG 2 COND UnshieJded 200 CL2P 22A WG 4 Cond Stranded Unshielded (TA Green) Proposal is valid for 30 days from proposal date. Truns-Alunn, Inc. 5()O East Travelers Trail Bumsville,MN 55337 (952) 894-1700.- Fax (952) 895-3567 PUR6HASEAU'FH([)RIZAillION 129 Holmes Street South Shakopee 55379 500 Shakopee 55379 * . Card Access Grand TotalPurchase Amount $ 16,925.10 35%. .00\'.111 Payment Due Upon Acceptance $5,923.78 Proposal is valid for 30 days from proposal date. *Ifapplicable, please see Scope of Work for a detailed description of work. All monthly charges will be billed quarterly. LIMITATION OF LIABILITY: You understand that Trans-Alarm is not an insurance company and that Trans-Alarm is only performing the work to attempt to help you reduce certain risks you may have. You acknowledge that you continue to be solely responsible for any insurance coverage for any loss or damage to any person or property at your premises. Since it is extremely difficult for Trans-Alarm to determine the nature or amount of any loss that you may incur due to any action or inaction by Trans-Alarm, you agree that Trans-Alarm's liability for any such loss shall be limited to the sum of $250.00. This limitation does not apply to gross negligence. THIRD PARTY CLAIMS: You agree to indemnity, defend and hold Trans-Alarm, its agents and employees harmless against any claims, lawsuits, 0: losses asserted or sustained by persons other than you which are alleged to have been caused by Trans-Alarm's performance hereunder, except for those resulting solely and directly from the actions of a Trans-Alarm employee while on your premises. This Authorization is subject to terms and conditions of the current agreement on file dated* I hereby authorize the above 'Description of Work' and agree to pay the Trans-Alarm invoices for the amount(s): Signature Date PO No. Printed Name Title Trans-Alarm, Inc. 500 East Travelers Trail Bumsville, MN 55337 (952) 894-1700 ~ Fax (952) 894-1850 Warrantylnformati()n NAME ~ S~LE~BEPRESENT/q]VE ~ .....DATE City of Shakopee John Stevens :January 9, 2007 ADDRESS CONTACT PERSON 'F)ILEt'J.t\ME 129 Holmes Street South Kris Wilson 107 city hall access-2.xls CITY CONTACT PHONE Shakopee 952-233-9312 T;'(PE OF SYSTEM Card Access STANDARD ON-SITE ONE YEAR WARRANTY Trans-Alarm, Inc. will warranty all equipment and workmanship to be free of defect for a period of one year from the date of the completion of the installation. Trans-Alarm, Inc. will provide all labor necessary to repair or replace defective equipment provided and installed by Trans-Alarm, Inc. This work will be performed Monday through Friday 8:00 a.m. - 5:00 p.m excluding holidays. If necessary, equipment may be removed from the customer site for repair. EXTENDED WARRANTY Trans-Alarm, Inc. will extend the standard on-site warranty up to five years. Trans-Alarm will repair or replace any equipment that fails in the normal use of the system. This work will be performed during regular business hours. All service requests outside of regular service hours will be charged at our overtime labor rates, however all covered parts will be at no charge. Batteries are not covered under this option; To extend your warranty this must be purchased before the standard on-site warranty expires. Monthly Amount Extended Warranty: 1$ 106.141 If signed at time of purchase: 1$ 101.891 Optional Planned Maintenance programs Trans-Alarm, Iuc offers planned maintenance programs. These programs . All necessary parts, labor, loaner equipment and telephone support. . Lightning Coverage . Planned Maintenance Inspection: . 24 hours, 7 days per week prioritv service response (24/7 Plan) . 12 hours,S days per week priority service response (5/12 Plan) Please ask your sales representative for more details and pricing Warranty labor will be provided during normal business hours. (8:00AM - 5:00PM Monday thru Friday, excluding holidays). Excludes: Damages caused by misuse, vandalism, or other causes not attributable to equipment defects. Trans-Alarm, Inc. 500 East Travelers Trail Burnsville, MN 55337 (952) 894-1700 ~ Fax (952) 894-1850 NAME SALES. REPRESENTATIVE . City of Shako pee John Stevens January 9, 2007 ADDRESS .' CONTAC"P~RSON,i;;' 129 Holmes Street South ,Kris Wilson CITY; ..... Shako pee TYPE OF SYSTEM Card Access MAINTENANCE AGREEMENT PROGRAMS (After 1 Year On Site Warranty) . All necessary parts, labor, loaner equipment and telephone support. In the event that on-site service is necessary, our technicians will repair or replace any defective parts and have your system operational as soon as possible. When available and necessary, we will provide loaner equipment to replace equipment that is sent in for repair at no cost to the customer. We will provide telephone support to help you through any questions on your system. . Lightning Coverage We have all heard the horror stories of the impact a lightning strike can have on electrical equipment, computers, phones, etc. in any business. Trans-Alarm Maintenance will provide the necessary parts and labor to repair or replace any part covered under this agreement that is damaged by lightning. . Planned Maintenance Inspection: Planned maintenance will be performed to your system on an annual basis. This service will vary by system types. Trans-Alarm lnc will determine the requirements for your system. The annual inspection will include one annual cleaning of cameras, replacement of batteries (based on manufacture recommendations), general inspection of your system and adjustments. If the system has a computer we will perform annual inspection for system functionality, review the operating system and create a back up for you. We will update floor plan drawings. Larger systems may require multiple visits to complete the inspection. 24/7 Plan . 24 hours, 7 days per week prioritv service response . Just call our on-site 24 hour central station and one of our customer service representatives will handle your call. If service is needed at your site, they will dispatch a service technician to your site. . All Darts and labor are covered in this agreement. Monthly Amount 7 Day /24 Hour Maintenance Agreement Option: 1$ 191.041 lfsigned at time of purchase : 1$ 181-491 5/12 Plan . 12 hours, 5 days per week priority service response . Service Hours are Monday through Friday 8:00 a.m. - 8:00 p.m excluding holidays. Calls received before 12:00 p.m. will be performed the same day. Calls received after 12:00 p.m. will be completed by the end ofthe next business day. All parts and labor are covered in this agreement. . All service requests outside of regular service hours will be charged at our standard overtime labor rates Monthly Amount 5 Day /12 Hour Maintenance Agreement Option: I$' 148;591 If'signed attime of purchase: L$ 142221 Excludes: Damages caused by misuse, vandalism, or other causes not attributable to equipment defects.