Building Access Discussion and Follow-up

The purpose of this item is to update the council on the door access implementation at the Public Works Campus, as well as come back to discuss if there's still a desire to continue with switching over City Hall & Fire Station 2 over to the same door access system. 

Council last talked about this case in April of 2021 and wanted to discuss again after the implementation of the PDK door access system at Public Works and Fire Station 1 was completed. The IT Department has received glowing reviews from our team at Fire 1 and Public Works since the system went online.

The City currently utilizes a Honeywell door access system within the City Hall/PD building as well as Fire Station 2. Fire Station 1 and Public Works currently do not have a door access system. With the construction of the new Public Works campus, IT researched the cost to add the PW campus to our existing system, as well as the cost to implement a new system at PW and it was decided to go with a new system. A new system supports new technology such as credentials via smartphone (versus cards/keys), and with a cloud-based system, ait will allow more accessibility for staff to control doors remotely (e.g., elections, room reservations).

An updated quote was requested for the PDK system [attached] to show the cost of converting our two remaining buildings to the new system. IT Manager Fredrickson also requested a quote from a competing software we reviewed known as Brivo for comparison [attached]. A couple notes on the Brivo quote is that it does not include Fire 2, and it includes one year of door service versus three years on the PDK quote. 

The PDK quote shows the City Hall conversion at $24,740. The quote does break out the online hosting cost for City Hall at $5,500 for three years of service. Fire Station #2 came it at $4,900, which includes the online hosting for three years.

The Brivo quote for City Hall alone is $33,212.02 with the year of online service. 

Staff recommends we begin conversion to the PDK system beginning with Fire Station 2, and then moving to City Hall. If the project begins shortly the City can avoid any cost increases due to material prices increasing.

Back in 2021, funds would be allocated from the Facilities Fund to finance the conversion. 

Jason Fredrickson - IT Manager

If Council is in favor of proceeding with the changeover, there is a case on tonight's (February 22nd) Council Consent Agenda. If council approves of moving forward, the City IT Manager will work with the PDK vendor (EPS) to begin work at Fire Station 2, followed by City Hall and the Police Department. Conversely, the case could be pulled from the consent agenda as another option.