HomeMy WebLinkAbout5.F.5. Authorization for Additional Expenditure Related to Key Card Access System for City Hall
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City of Shakopee
Memorandum
TO: Mayor and City Council CONSENT
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: March 16, 2007
Introduction
The Council is asked to authorize expenditure of the remaining funds allocated for the new
key card access system at City Hall.
Background
As part of the 2006 budget, the City Council gave initial approval to spend $30,000 from
the City's fund balance to install a key card access system on the City Hall building. To
date, a total of $23,334 has been spent on the necessary hardware and software for this
system, as well as installation.
While we had expected the expenditures to date to cover the entire project, our first attempt
at turning the key card system on and using it identified an unanticipated problem
associated with the two main public entries into the building. The double doors on the east
and west sides of the building are fairly old and have an older style push bar that people
use when exiting the building. The style of these push bars, or "panic" bars as they are
sometimes called, dictated that these two doors would have to be connected to the new key
card system using magnetic locks. The problem with using magnetic locks, as we
discovered when trying to implement the system, is that they can't be used in conjunction
with a traditional key as back-up. The door has to be locked only w~th the magnetic lock.
This means if the system looses electricity or suffers some type of computer failure, the
magnetic locks will be released and the doors will default to an unlocked position.
Therefore we have obtained a quote for a second change order to the system that will
replace the push bars on both sets of double doors with a more modern push bar that can be
connected to the key card system in the same way as all of the other doors in the building.
With this set-up, the doors will be accessible by either key card or traditional key, and if
the key card system fails, the doors will default to a locked position, thereby keeping the
building secure.
The final step in this project will be to rekey the doors at City Hall so that any unaccounted
for keys floating around the community cannot be used to access the building. The
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locksmith that the City regularly uses for City Hall has quoted us $1,903 for this project,
which will be funded out of the operating budget for Government buildings.
Recommendation
Staff recommends that the Council authorize a change order with Trans-Alarm, mc., at a
cost of $6,807, to install new panic bars on the main east and west entrances to City Hall
and properly connect them to the City's AMAG key card access system.
Budgetary Impact
Installing new panic bars on the main east and west entries ofthe building and connecting
them to the key card access system will cost a total of$6,807, which will bring the total
expenditure for this project to $30,141, or $141 over budget.
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 replace the panic bars on the east and west entrance to the City Hall
building and properly connect them to the key card access system, at a cost not to exceed
$6,850, to be taken from the General Fund fund balance.
~il~~
Assistant to the City Administrator
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