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Home My WebLink About5.F.9. Purchase of Key Card Access System for City Hall S F./~ City of Shakopee Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant to the City Administrator.~ ( SUBJECT: Purchase of Key Card Access System for City Hall DATE: December 15, 2006 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 ofthis 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. Staff has 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 ofthe 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 The apparent low quote is from VTI Security for a total of $17,220. 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 $17,220 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 VTI security for a cost not to exceed $17,500.00 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 AMAG key card system for City Hall, at a cost not to exceed $17,500. Kris Wilson Assistant to the City Administrator 2 IIti security Via Email: kwilson@Ci.shakopee.mn.us Total No. of Pages: 3 December 14, 2006 Kris Lyndon Wilson Assistant City Administrator City of Shako pee 129 Holmes Street South Shakopee,MN 55379 Re: Access Control System Expansion Dear Kris: The following proposal is in regards to an access control system expansion to the City of Shakopee City Hall Facility. Proiect Scope Expand the existing AMAG access control system, currently used for the Public Works and Police Station Buildings, to the City Hall Facility. The existing AMAG workstation with version 5 software will be used for City Hall. This quote assumes that the software has the headend capacity to support the City Hall readers. Proximity card readers and electric strikes/magnetic locks will be installed at the following locations: Door 1 Administration Entry Door 2 Public Entry from Parking Lot Door 3 Northeast Entry Door Door 4 Holmes Street Public Entrance Door 5 Lobby to Office Door 1 Door 6 Lobby to Office Door 2 Door 7 Administration Wing Door Door 8 Finance Stair Door Door 9 Lower Level IT Door AMAG panels and lock power supplies will be located in the Lower Level Data Room. Cable will be installed from the Data Room to the card reader door locations. City of Shakopee to provide a network connection at the panel10cation. The AMAG panels will communicate to the existing AMAG workstation via the City of Shakopee network A lock/unlock button will be provided to accommodate evening meetings. The exact location of the button is to be determined. Doors that the button unlocks and relocks are to be determined. 401 West Travelers Trail, Bumsville, MN 55337, P:952-894-5343 F: 952-894-0509, www,vtisecurity,com 751 Pine Ridge Road, Golden, CO 80403, P: 303-216-2700 F: 303-216-2595 207 Sutton Lane. Colorado Sorin2's. CO 80907 P: 719-955-0672 F:719-955-0688 Kris Lyndon Wilson December 14, 2006 Page 2 Card reader doors will be configured and programmed into the system by VTI. 100 proximity cards are included in the quote for City Hall staff. City of Shakopee to enter personnel record information for card holders into the AMAG database. An interface with the auto opener push paddles will be provided. A day/night schedule to interrupt the push paddles will be provided. VTI to provide/install the following equipment and services: 9 Proximity card readers 100 Proximity cards 1 AMAG M21 00 series panel to accommodate 10 card reader doors 1 Lock power supply to accommodate 10 card reader doors 1 Enclosure to house AMAG field panel components 1 Keyswitch for lock/unlock functions 9 Electric locking solutions for card reader doors Lot Timer and relays to interface with auto opener push paddles for day/night schedule Lot Cable for card reader doors Lot System configuration and programming VTI Engineering VTI Proj ect management VTI One year warranty Citv of Shakopee to provide/install for the pro;ect: . 120 V AC power and connection in Data Room . Network connection in Data Room to AMAG panels . IP address for AMAG panels . Database entry of card holder personnel information . Mortise cylinder for Doors 8 & 9 . Fire system output to field pane110cations, if required r'p;~j~~t"Q~~'t~~_.._n_n_n_--_--_.._--_.._.._n_.._--_--------_.._n_..________________.._.._n_______.'_______"_"_"_____________n_n_n-iTi2io~oo-n_------i :....._____._.._..._.._.._.._..____.._.._.._...____n_____._.._.._.._..____n_..____.._.._.._n_n_n_n_n____n_n____n____n_.._n_n_.._n_n_n_n_.._.._..__________n____._____.._..----. Quote includes equipments, installation, warranty and sales tax. Cabling and electric locking solutions have been included in the project quote. Notes: 1. Installation includes: . Mounting of devices . Final connect and test . System training Kris Lyndon Wilson December 14, 2006 Page 3 3. Standard one year VTlwarranty. 4. Our installation lead-time is currently 60 days from the time the order is placed. INVOICING POLICY: You will be invoiced for the equipment portion of your project when the material is received at VTL You can take delivery of the material or it can be kept at VTI until it is ready for installation. All material will be ordered in a timely fashion so as to be available at the scheduled installation date. Labor will be invoiced as job progresses. Invoices are due Net 30. This proposal and all costs associated with it are good for 60 days from the date of the proposal. After 60 days prices may be subject to change. Kris, if you have any questions regarding this information, please don't hesitate to call me. We hope that City of Shakopee accepts our proposal and allows VTI to provide for these security needs. Sincerely, VTI Security (/?J?t-mtc1r4-- Ralph Michels Senior Account Manager Security Systems Division RM/sec X:\Customers\Minnesota\S\Shakopee City of - RM\2006\WiIson 12-14-06.doc Authorization As authorization to proceed on the project listed above, please sign below and return via fax (952) 894-0509 or mail the original proposal back to VTL City of Shakopee By: Title: Date: