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Item 1.D.
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| City Council Regular | |
| Date: | 06/23/2025 |
| Title: | Access Control and Camera Upgrade and Billings Public Library |
| Presented by: | John Caterino, Facilities Manager |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Template Contract |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that Council approve and award a contract for access control and camera upgrade at the Billings Public Library (BPL) to Pine Cove Consulting, LLC for $156,089.72. Staff plans to purchase the equipment via NASPO cooperative purchasing Contract #AR2472, which ensures a competitive public procurement process has occurred and is consistent with legal principles of open access, fairness, and transparency which is available to eligible government entities and complies with all City purchasing policies and Federal contract provisions. The NASPO contract was competed via state of Montana co-op purchasing contract #AR2472. Pine cove is an authorized reseller pursuant to Carahsoft Technology Corporation master contract.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
With the BPL building now over a decade old, several major systems installed during its original construction are reaching the end of their useful life. One of these is the security camera system, which has become outdated and no longer meets current needs. Similarly, the door access control devices, also original to the building, were never included in a scheduled replacement plan. To modernize these systems and ensure seamless integration between access control and security footage, the library will be replacing both systems simultaneously.
Access Control: The Facilities Division strategic plan is to migrate its building portfolio to Verkada access control system due to the benefits of a centralized database for credential management, analytics, reporting, scheduling, alerts, and integrations. Adding the BPL to the same system will ensure that the library benefits from the streamlined credential management and consistent integration with the broader city infrastructure.
Currently, the Facilities Division manages Verkada access control system at these locations:
Pine Cove will be responsible for the installation and wiring of door controllers and HID Seos readers. On the database side of the integration, Facilities Division will be responsible for the creation of the employee database, enrolling and printing of key card badges for roughly 35 Library employees. On the configuration side of the back end of the system, Pine Cove Consulting 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: Over the past year, the library has welcomed 281,184 visitors, reflecting the high level of daily foot traffic in the building. Given this volume, ensuring public safety remains a top priority for the library. However, the current security system, comprised of components that are nearly a decade old or older, is no longer sufficient. Aging equipment and limited camera placement have resulted in significant blind spots, including a complete lack of surveillance in the parking lot. Additionally, the clarity of the existing footage is inadequate for effectively addressing security concerns. Upgrading to a modern camera system will greatly enhance the ability to protect both library staff and the public.
Pine Cove will be responsible for the installation of various Verkada camera models throughout the interior space and exterior parking lot.
Scope of Work for the integrator is listed below and includes device procurement, installation, configuration, commissioning, and licensing. It also includes removal of existing Stanley PAC access control system, and Hikvision camera system and install the below quantity of Verkada devices.
Access Control: The Facilities Division strategic plan is to migrate its building portfolio to Verkada access control system due to the benefits of a centralized database for credential management, analytics, reporting, scheduling, alerts, and integrations. Adding the BPL to the same system will ensure that the library benefits from the streamlined credential management and consistent integration with the broader city infrastructure.
Currently, the Facilities Division manages Verkada access control system at these locations:
- City Hall
- Billings Operations Center
- Yellowstone Valley Animal Shelter
- 911 Call Center
- Fire Stations 1-8
- YWCA
- PD3
- Billings Operations Center
- Yellowstone Valley Animal Shelter
- 911 Call Center
- Fire Stations 1-8
- YWCA
- PD3
Pine Cove will be responsible for the installation and wiring of door controllers and HID Seos readers. On the database side of the integration, Facilities Division will be responsible for the creation of the employee database, enrolling and printing of key card badges for roughly 35 Library employees. On the configuration side of the back end of the system, Pine Cove Consulting 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: Over the past year, the library has welcomed 281,184 visitors, reflecting the high level of daily foot traffic in the building. Given this volume, ensuring public safety remains a top priority for the library. However, the current security system, comprised of components that are nearly a decade old or older, is no longer sufficient. Aging equipment and limited camera placement have resulted in significant blind spots, including a complete lack of surveillance in the parking lot. Additionally, the clarity of the existing footage is inadequate for effectively addressing security concerns. Upgrading to a modern camera system will greatly enhance the ability to protect both library staff and the public.
Pine Cove will be responsible for the installation of various Verkada camera models throughout the interior space and exterior parking lot.
Scope of Work for the integrator is listed below and includes device procurement, installation, configuration, commissioning, and licensing. It also includes removal of existing Stanley PAC access control system, and Hikvision camera system and install the below quantity of Verkada devices.
- Cameras: 45
- Readers: 7
- 10-year licensing fee for all devices
- Readers: 7
- 10-year licensing fee for all devices
STAKEHOLDERS
City:
External Parties:
- City Council as approving body
- Facilities Division as Project Manager
- Library as end user
- Facilities Division as Project Manager
- Library as end user
External Parties:
- Carahsoft Technology Corporation as NASPO contract holder
- Pine Cove Consulting as NASPO contractor rider and equipment integrator
- Pine Cove Consulting as NASPO contractor rider and equipment integrator
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve and provide further direction
FISCAL EFFECTS
The original Fiscal Year 2025 budget allocated $23,500 for the physical equipment related to this project. The current proposal exceeds that amount by $133,589.72, due to necessary additions not included in the initial estimate. Specifically, the proposal includes $41,600 for installation services and approximately $4,500 for the replacement of door access panels—both of which are essential components but were not previously budgeted. A 10-year software license, valued at approximately $63,377.66, is in the proposal as well. This extended license term was selected to provide the library with substantial cost savings over shorter-term options. The proposal also includes 13 additional cameras to ensure that some of the previous camera blind spots are remedied. As a result of these additional pieces, the new system does represent a notable increase in cost. However, the new system is expected to serve the library reliably for more than 10 years.
If the project is approved, a budget amendment will be needed at a future Council meeting.
If the project is approved, a budget amendment will be needed at a future Council meeting.
SUMMARY
Staff requests Council approval to award a contract for access control and camera upgrade at the Billings Public Library (BPL) to Pine Cove Consulting for $156,089.72. The project replaces the current systems with modern devices to improve surveillance coverage, streamline access control across city facilities, and includes a 10-year software license—offering long-term cost savings and reliability.