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Item 1.E.
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| Date: | 04/12/2021 |
| Title: | Access Control Upgrade at Billings Operations Center (BOC) |
| Presented by: | John Caterino, Facilities Supervisor |
| Department: | City Hall Administration |
| Presentation: | No |
RECOMMENDATION
Staff recommends that City Council award a professional service contract for Access Control Upgrade at Billings Operations Center (BOC) to Knine All Systems, Inc for an initial cost of $120,759.41. Ongoing costs are estimated at $23,273 annually for subsequent years for licensing and support.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The Facilities Division needs to upgrade the access control system at Billings Operation Center as the current system of seventeen years has reached its end of useful life. The existing hardware and equipment is failing on a regular basis and is costing a significant amount in repairs. The current software does not have the same robust functions and capabilities as newer options, such as analytics, reporting, and integrations. Facilities in scope include 4848 Midland (Admin building), 4850 Midland (Garage), 4810 Midland (PD1), 4845 (PD2 Evidence), and 1735 Monad (Yellowstone County Animal Shelter).
The RFP was advertised on February 19th and February 26th, 2021.
Eight (8) proposals were submitted by March 5th, 2021.
A selection committee reviewed the proposals. Knine All Systems, Inc. was selected based on the following categories:
- Solution proposed
- Service contract
- Industry knowledge
- Items included in scope of work
Knine All Systems, Inc.was found to have the most relevant experience in the area of access control installation and configuration.
The RFP was advertised on February 19th and February 26th, 2021.
Eight (8) proposals were submitted by March 5th, 2021.
A selection committee reviewed the proposals. Knine All Systems, Inc. was selected based on the following categories:
- Solution proposed
- Service contract
- Industry knowledge
- Items included in scope of work
Knine All Systems, Inc.was found to have the most relevant experience in the area of access control installation and configuration.
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The cost for this project was budgeted in FY21 and will be funded by the Facilities Division operational budget.
Below is the pricing matrix that is included in the RFP.
Below is the pricing matrix that is included in the RFP.
| Option #2 for BOC | Price |
| Hardware and Installation - 4848 Midland, 4850 Midland, 4810 Midland | $82,845.20 |
| Door Position Sensors and REX motions on exterior doors and gates at 4848 and 4810 Midland | $10,425.00 |
| Convert three (3) existing key pad doors at 4850 Midland PRPL area to access control | $8,754.10 |
| 4845 Midland upgrade - this cost is only for materials, labor is provided at no cost as Knine will be onsite for core work | $15,832.05 |
| 1735 Monad Animal Shelter upgrade - this cost is only for materials, labor is provided at no cost as Knine will be onsite for core work | $2,903.06 |
| Project Total - includes 1st year of licensing fees | $120,759.41 |