Agenda

Back to Calendar Return

Consent

Brentwood City Commission Agenda

Meeting Date:	02/24/2020
Resolution 2020-18 - Authorizing Agreement with Convergint Technologies for Purchase of Access Control System
Submitted by:	Michele Kramer, Technology
Department:	Technology

Information

Subject

Resolution 2020-18 - Authorizing Agreement with Convergint Technologies for Purchase of Access Control System

Background

The access control ID card system installed in all City facilities allows the City to authorize individual employees to access only those facilities and work areas necessary to perform their job functions while securing other non-work related areas as appropriate. Our current security card system is approximately 18 years old and is no longer supported by the manufacturer.

Staff evaluated several manufacturers and chose Convergint Technologies, a global organization that designs, installs, and services integrated building systems and is the largest independent integrator in the world. They have an office in Nashville with nine certified technicians and are part of the Sourcewell Cooperative Purchasing Agreement (Contract #031517-CTL).

The system will cover 122 doors/gates, 19 of which are new doors added for additional security concerns. The new system will be installed in phases to allow for security at all times and will take 3-4 months to complete. New ID cards will be issued to all employees and commissioners. This contract covers replacement of the access control system at the Library, City Hall, Service Center, fire station 2, Safety Center East, and at the Smith Park entrance gate. The contract also includes non-expiring software licenses for a Visitor Management System at City Hall, the Service Center, and the new Police Headquarters.

Later in calendar year 2020, the City Commission will be asked to approve a second contract with Convergint to cover the access control hardware needed at the new Police Headquarters when it opens in 2021 so it can be integrated into the city-wide access control system. Note that all associated back-end wiring, door frames, etc. needed to coordinate with the access control system is already part of the Police HQ construction plans.

The cost for this contract is $323,946 and is being purchased through and governed by the terms and conditions of the Sourcewell Cooperative Purchasing Agreement. In addition to the contract price, staff is recommending City Commission authorization of up to a $15,000 contingency allowance (approximately 5%) should additional doors or devices be identified during implementation of the new system.

Note that annual maintenance for this system beginning after a one year warranty period will be $5,137.01 and the annual monitoring cost for the intrusion alarm system at the Library will be $200.

Please contact the Technology Director with any questions.

Staff Recommendation

Approval for Purchase of Access Control System from Convergint Technologies for $323,946.00 plus a $15,000 contingency allowance subject to written authorization from City staff.

Fiscal Impact

Amount :	$323,946.00
Source of Funds:	Capital Projects
Account Number:	311-45300-6016

Fiscal Impact:

$325,000 is included in the FY 2020 Capital Projects Fund budget for this project to replace access control equipment in existing buildings. If use of the contingency allowance should cause the project to exceed the $325,000 budgeted, there is sufficient savings from the Police LPR project in the Security System project in the Capital Projects Fund.

Amount :	$200.00
Source of Funds:	General Fund
Account Number:	110-44800-82450

Fiscal Impact:

Security System Monitoring for the library starting at year two for a 3 year term.

Amount :	$5,137.01
Source of Funds:
Account Number:

Fiscal Impact:

Yearly recurring cost: This price would be due every year after the first year.

Attachments
Resolution 2020-18
Proposal for Existing Buildings
Library Security System Monitoring Agreement
Annual Maintenance
Details of Doors
Signed Resolution