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Item 1.A.1.
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| City Council Regular | |
| Date: | 06/12/2023 |
| Title: | Billings Fire Department Access Control System |
| Presented by: | John Caterino, Facilities Manager |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that City Council approve and award a contract for purchase, install, and commissioning an Access Control system for the Fire Department to Communication Resources for $107,914.00.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
Fire Stations #1-8 currently have keypad locks that require a code to access the fire station. The existing system requires manual updating at each keypad, has a limit on how many codes can be stored, and is no longer a viable solution to managing access at the stations. The existing system does not have the same robust functions and capabilities as cloud-based options such as centralized database and credential management, analytics, reporting, scheduling, alerts, and integrations.
Communication Resources will purchase, install, and commission the Verkada Access Control system at Fire Stations #1-8, create an employee database, and enroll one fob for roughly 180 Fire Department employees. At the end of the commissioning phase, the Verkada database will be turnkey and handed over to the Facilities Division who will maintain the database for the Fire Department. Verkada access control is currently used at these locations: Billings Operations Center, Yellowstone Valley Animal Shelter, and PD3.
The bidding schedule was base bid (hardwired system with HID Singo iClass readers), and alternate #1 (wireless system with Schlage AD-400 hardware). Base bid for hardwired system is being accepted.
The Facilities Division advertised an Invitation for Bid (IFB) on 4/21/2023 and 4/28/2023 in Yellowstone County News and on the City’s Website.
Four (4) bids were submitted by 5/16/2023. Communication Resources was the lowest responsible bidder.
Communication Resources will purchase, install, and commission the Verkada Access Control system at Fire Stations #1-8, create an employee database, and enroll one fob for roughly 180 Fire Department employees. At the end of the commissioning phase, the Verkada database will be turnkey and handed over to the Facilities Division who will maintain the database for the Fire Department. Verkada access control is currently used at these locations: Billings Operations Center, Yellowstone Valley Animal Shelter, and PD3.
The bidding schedule was base bid (hardwired system with HID Singo iClass readers), and alternate #1 (wireless system with Schlage AD-400 hardware). Base bid for hardwired system is being accepted.
The Facilities Division advertised an Invitation for Bid (IFB) on 4/21/2023 and 4/28/2023 in Yellowstone County News and on the City’s Website.
Four (4) bids were submitted by 5/16/2023. Communication Resources was the lowest responsible bidder.
| TelNet Systems | High Tech Solutions | Communication Resources | Pine Cove Consulting | |
| Base Bid | $117,579.76 | $229,386.00 | $107,914.00 | $116,337.54 |
| Alternate #1 | $191,477.53 | $53,929.00 | $147,475.00 | $140,780.69 |
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The cost of the prime contract for the Access Control System at the Fire Stations will be funded by the Fire Department Operations and Maintenance account.