Discuss building access systems for the new Public Works Campus

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 eventually switching all buildings to a new system. A new system would support new technology such as credentials via smartphone (versus cards/keys), and some new systems are cloud-based, allowing more accessibility for staff to control doors remotely (i.e. Elections, reservations).

The cost to add Public Works to our existing Honeywell system is approximately $40,000 (quote attached). IT researched and saw demos for five other systems in early 2021. There were two contenders that would work in our environment based on our needs. The PDK system (quote attached) would cost approximately $42,000 to implement at the new Public Works campus. To changeover City Hall, Police, and Fire Station 2 it would cost approximately $29,000 total (quotes attached). Unlike the Honeywell system, PDK is a cloud-solution, which involves a subscription service renewed annually or in multi-year agreements. We were quoted $4,680 for a three-year subscription. This is similar cost to Honeywell's annual software assurance.

The Brivo cloud system has a similar implementation cost to PDK, and would meet the City's needs. However, it's annual cost is much higher than the PDK system - approximately $2000 a year just for the PW campus (quote attached). Staff would recommend the PDK system.

Begin in second half of 2021 with plans to finish all buildings in 2022.

Public Works Campus door access would be funded from the current construction project budget.

City Hall, Police, and both Fire Stations could be funded through our Facilities fund.  Current balance of approximately $838,000.

The annual subscription cost would be budgeted in the annual IT budget. 

IT, Building Maintenance and Public Works 

Primary Contact: Jason Fredrickson
Vendor: EPS
 

Recommendation: It's the recommendation of staff, that we utilize the opportunity of the new PW building and Fire Station 1 to migrate to the PDK system door access system. If the Fire Station 1 and PW building installs go smooth, we would transition Fire Station 2, City Hall, and Police to the new system in late 2021 or early 2022.

Alternative one: we continue with Honeywell door access and add the Public Works and Fire 1 buildings onto the existing system. 
Alternative two: further explore the Brivo door access system instead of the PDK system.