HomeMy WebLinkAbout13.F.1. Authorization for Additional Expenditure Related to Key Card Access System for City Hall
13,Ft
City of Shakopee
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant to the City Administrator
SUBJECT: Authorization for Additional Expenditure Related to
Key Card Access System for City Hall
DATE: February 20, 2007
Introduction
The Council is asked to authorize the expenditure of additional funds related to the City's
key card access system.
Background
The new key card access system for City Hall is currently in the process of being installed.
One ofthe things we are attempting to accomplish with this new system is to control
public access to particular portions of the building, particularly during evening meetings.
Due to the layout of the building, however, we have to allow access to the basement
because that is where the public restrooms are located. Our original plan called for the
installation of key card readers to control nine doors. This was to be supplemented by
hanging a lockable door in an existing doorway in the basement to control access to the
portion of the building not needed to reach the restrooms and to eliminate unauthorized
access to offices in the Community Development Department via the northeast stairwell.
It has now come to our attention that installing a door in this location will limit the ability
to move IT equipment, furniture and other large items in and out of our primary storage
area. Furthermore, the door that originally hung in the existing door frame cannot be
located, therefore creating a need to purchase a new door or modify an existing door to fit
the space and pay for a locking handle to be installed.
Therefore, we have obtained a quote from the vendor to key card one additional door at
City Hall, thus eliminating the need to install the planned door. The addition of key card
control to the door at the top of the northeast stairway will accomplish the same security
goals, without limiting our ability to move large items in and out of the basement. The
cost of this change order would be $1,312,45.
Secondly, with the addition of this door at City Hall, and the planned key carding of the
Vierling Drive Fire Station and additional doors at both the old and new public works
buildings, we will have maxed out the capacity of the software that runs the key card
system city-wide. Because the software was originally purchased in February of 2006, we
1
have the option to upgrade now and receive a credit for our original purchase. If we wait
and need to add additional doors in the future, the City will not receive a credit for its
original purchase and the necessary software will cost approximately $1,700 more.
Recommendation
Staff recommends that the Council authorize a change order with Trans-Alarm, Inc., at a
cost of $1 ,312.45, to install key card access on one additional door within City Hall. Staff
also recommends that the Council authorize the upgrading ofthe City'sAMAG software,
at a cost of $2,564.82 in order to provide the capacity for growth in the system.
Budgetary Impact
Both of the above recommended items can be accommodated within the $30,000 originally
allocated for this project.
Relationship to Vision
This is a housekeeping item.
Action Requested
If the Council concurs, it should offer a motion to authorize the expenditure of additional
funds in order to key card one additional door at City Hall and purchase the appropriate
software upgrade at a cost not to exceed $4,000.
Kris Wilson
Assistant to the City Administrator
2
Trans-Alarm, Inc.
500 East Travelers Trail
Burnsville, MN 55337
(952) 894-1700 - Fax (952) 895-3567
City of Shakopee John Stevens January 22, 2007
129 Holmes Street South Kris Wilson 107 amag 128 software.xls
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Shakopee MN 55379
Card Access
Scope of Work:
Trans-Alarm will upgrade the existing AMAG software from 56 reader version to a 128 reader version.
Upgrade cost if purchased by February 23rd - $2,564.82
Upgrade cost if purchased after February 23rd - $4,228.16
If purchased by February 23rd the original software will fall within the parameters to receive credit back from
AMAG.
Required work by Customer:
Proposal is valid for 30 days from proposal date.
II Trans-Alarm, Inc.
500 East Travelers Trail
\ "../~;-: Burnsville, JvlN 55337
\
(952) 894- I 700 ~ Fax (952) 895-3567
129 Holmes Street South
Shakopee 55379 500 Shakopee MN 55379
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Contact Kris Wilson Contact Kris Wilson
Phone 952-233-9312 Phone 952-233-9312
Fax 952-233-3801 Fax 952-233-3801
Email kwilson@ci.shako ee.mn.llS Email kwilson@ci.shako cc.mn.us
DEJSCRIP'TI(f)N Qf) M{(f)RK*
Card Access
Grand 'Total Purchase Amount $ 2,564.82
35% Down Payment Due Upon Acceptance $897.69
Proposal is valid for 30 days from proposal date.
'If applicable, 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 perfonning 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 detennine 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 perfonnance 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 tenns 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
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2/16/2007
129 Holmes Street South 07004ITACA.xls
Card Access
Shakopee MN 55379
Kris Wilsou
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Page 1011 Printed 2/16/2007