Agenda - Council Work Session - 04/13/2021

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CC Work Session 2.2. Meeting Date: 04/13/2021 Information Title: Discuss building access systems for the new Public Works Campus Purpose/Background: The City currently utilizes a Honeywell door access system within the City Hall/PD building as well as Fire Station 2. Fire Station 1 and Public Works currently do not have a door access system. With the construction of the new Public Works campus, IT researched the cost to add the PW campus to our existing system, as well as the cost to implement a new system at PW and eventually switching all buildings to a new system. A new system would support new technology such as credentials via smartphone (versus cards/keys), and some new systems are cloud -based, allowing more accessibility for staff to control doors remotely (i.e. Elections, reservations). The cost to add Public Works to our existing Honeywell system is approximately $40,000 (quote attached). IT researched and saw demos for five other systems in early 2021. There were two contenders that would work in our environment based on our needs. The PDK system (quote attached) would cost approximately $42,000 to implement at the new Public Works campus. To changeover City Hall, Police, and Fire Station 2 it would cost approximately $29,000 total (quotes attached). Unlike the Honeywell system, PDK is a cloud -solution, which involves a subscription service renewed annually or in multi -year agreements. We were quoted $4,680 for a three-year subscription. This is similar cost to Honeywell's annual software assurance. The Brivo cloud system has a similar implementation cost to PDK, and would meet the City's needs. However, it's annual cost is much higher than the PDK system - approximately $2000 a year just for the PW campus (quote attached). Staff would recommend the PDK system. Timeframe: Begin in second half of 2021 with plans to finish all buildings in 2022. Funding Source: Public Works Campus door access would be funded from the current construction project budget. City Hall, Police, and both Fire Stations could be funded through our Facilities fund. Current balance of approximately $838,000. The annual subscription cost would be budgeted in the annual IT budget. Responsible Party(ies): IT, Building Maintenance and Public Works Primary Contact: Jason Fredrickson Vendor: EPS Outcome: