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Item 1.D.
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| City Council Regular | |
| Date: | 12/11/2023 |
| Title: | New City Hall Access Control and Camera Procurement and Install |
| Presented by: | John Caterino, Facilities Manager |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that Council approve and award a contract for procurement and professional installation of Verkada access control and camera system at New City Hall to Pine Cove Consulting for $392,902.40
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The Facilities Division strategic plan is to migrate its building portfolio to Verkada access control system due to the benefits of a centralized database and credential management, analytics, reporting, scheduling, alerts, and integrations.
Currently, the Facilities Division manages Verkada access control system at these locations:
- Billings Operations Center
- Yellowstone Valley Animal Shelter
- 911 Call Center
- Fire Stations 1-8
New City Hall will have Verkada devices installed throughout. Device installation includes intercoms, door release buttons, cameras, access-controlled doors, and door position sensors.
Device Locations:
Intercoms will be installed at IT and Community Development Suite doors as they are store front systems and do not have public facing service counters.
Door release buttons will be installed at front desk locations of public facing service counters.
Cameras will be installed in basement, at exterior entrances, in common areas and corridors on floors 1-5, at select City private spaces (Courtrooms, front counters, hallways), and inside elevator car #3.
Access control will be installed on select basement doors, all exterior doors including third floor door from the skyway to the building, department entrance doors, courts holding room, select stair tower doors, server room, public facing meeting rooms, and elevator car #3. Access control for Yellowstone County leased space will be the responsibility of the Tenant.
Detailed Scope of Work for Pine Cove is listed below and includes device procurement, installation, configuration, and commissioning.
Devices quantity breakdown is listed below:
- Intercoms: 2
- Door release buttons: 17
- Cameras: 58
- Readers: 85
- 10-year licensing fee for all devices
Access Control:
Pine Cove will be responsible for the installation and wiring of door controllers and HID Seos readers. On the database side of the integration, Pine Cove will be responsible for the creation of the employee database, enrolling and printing of key card badges for roughly 350 City of Billings employees and enrolling one fob for roughly 34 Yellowstone County employees. On the configuration side of the back end to the system, Pine Cove will name doors, create door unlock and lockdown schedules in addition to holiday schedules, create access level and access groups and assign to all profiles.
Cameras:
Pine Cove will be responsible for the installation of various Verkada camera models throughout. Each department will be provided with viewing access to cameras that capture their front counter and the cameras in adjacent corridors and common areas.
Intercoms:
Pine Cove will be responsible for the installation of two intercoms total with one at IT and one at Community Development Suite doors. The intercoms will be tied to an iPad at each requisite Department desk for two-way communication with the public.
A Request for Proposals (RFP) was advertised on 09/29/2023 and 10/06/2023 in Yellowstone County News and on the City’s Website.
Five (5) firms attended the pre-bid walk, three (3) firms submitted Intent to Respond forms, and two (2) firms submitted responses. A review committee unanimously selected Pine Cove Consulting based on the following criteria:
- Thoroughness of response
- History of firm
- Firm experience with projects of similar scope and magnitude
- Qualifications
- Approach and methodology for implementation
Currently, the Facilities Division manages Verkada access control system at these locations:
- Billings Operations Center
- Yellowstone Valley Animal Shelter
- 911 Call Center
- Fire Stations 1-8
New City Hall will have Verkada devices installed throughout. Device installation includes intercoms, door release buttons, cameras, access-controlled doors, and door position sensors.
Device Locations:
Intercoms will be installed at IT and Community Development Suite doors as they are store front systems and do not have public facing service counters.
Door release buttons will be installed at front desk locations of public facing service counters.
Cameras will be installed in basement, at exterior entrances, in common areas and corridors on floors 1-5, at select City private spaces (Courtrooms, front counters, hallways), and inside elevator car #3.
Access control will be installed on select basement doors, all exterior doors including third floor door from the skyway to the building, department entrance doors, courts holding room, select stair tower doors, server room, public facing meeting rooms, and elevator car #3. Access control for Yellowstone County leased space will be the responsibility of the Tenant.
Detailed Scope of Work for Pine Cove is listed below and includes device procurement, installation, configuration, and commissioning.
Devices quantity breakdown is listed below:
- Intercoms: 2
- Door release buttons: 17
- Cameras: 58
- Readers: 85
- 10-year licensing fee for all devices
Access Control:
Pine Cove will be responsible for the installation and wiring of door controllers and HID Seos readers. On the database side of the integration, Pine Cove will be responsible for the creation of the employee database, enrolling and printing of key card badges for roughly 350 City of Billings employees and enrolling one fob for roughly 34 Yellowstone County employees. On the configuration side of the back end to the system, Pine Cove will name doors, create door unlock and lockdown schedules in addition to holiday schedules, create access level and access groups and assign to all profiles.
Cameras:
Pine Cove will be responsible for the installation of various Verkada camera models throughout. Each department will be provided with viewing access to cameras that capture their front counter and the cameras in adjacent corridors and common areas.
Intercoms:
Pine Cove will be responsible for the installation of two intercoms total with one at IT and one at Community Development Suite doors. The intercoms will be tied to an iPad at each requisite Department desk for two-way communication with the public.
A Request for Proposals (RFP) was advertised on 09/29/2023 and 10/06/2023 in Yellowstone County News and on the City’s Website.
Five (5) firms attended the pre-bid walk, three (3) firms submitted Intent to Respond forms, and two (2) firms submitted responses. A review committee unanimously selected Pine Cove Consulting based on the following criteria:
- Thoroughness of response
- History of firm
- Firm experience with projects of similar scope and magnitude
- Qualifications
- Approach and methodology for implementation
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The overall total construction budget is approximately $24 million, which includes an Owner soft cost allowance of $575,000 for access control and cameras.
The total cost for the prime contract is $392,902.40 which is $182,097.60 under the budgeted amount.
The cost of the contract, including the 10-year licensing, will be funded by the New City Hall construction fund, which is primarily covered by the General Fund.
The total cost for the prime contract is $392,902.40 which is $182,097.60 under the budgeted amount.
The cost of the contract, including the 10-year licensing, will be funded by the New City Hall construction fund, which is primarily covered by the General Fund.