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ITEM  14 City Council Memorandum      Facilities and Fleet  Memo No. N/A         Date: May 6, 2024 To: Mayor and Council Thru: Joshua H. Wright, City Manager Dawn Lang, Deputy City Manager - CFO From: Mike Hollingsworth, Facility & Fleet Services Senior Manager Subject: Purchase of Key Cabinets and Installation Services

Proposed Motion:

Move City Council approve the competition impracticable purchase of key cabinets and installation services, from Traka USA, in the amount of $146,800.

Background/Discussion:

As part of the city's efforts to improve physical security, staff have identified the need to implement an expanded key management system to streamline key distribution for part-time and temporary staff, ensuring efficient access to facility keys as needed. With each electronic unit capable of securely storing and managing up to 20 keys, the system offers around-the-clock accessibility, stringent user authorization controls, comprehensive audit tracking, and reliable battery backup. Moreover, the system restricts key usage solely to individuals with predefined access privileges via the existing access control infrastructure. This request would provide for the procurement and installation of 13 key management systems across multiple locations: 6 in aquatics facilities, 5 in recreation facilities, and additional installations required at the Information Technology building and the Chandler Municipal Airport.

Evaluation:

Staff reviewed this purchase based on competition impracticable criteria in City Code.  The City currently has Traka Touch Pro M Key cabinets installed at other city facilities.  Purchasing the cabinets will guarantee smooth integration into the current system.  Also, purchasing directly from Traka USA is more cost effective, as purchasing from third party resellers will incur additional mark-up fees.  Staff recommends the competition impracticable purchase of the Traka Touch Pro M key cabinets and installation services.

Fiscal Impact

Account No. Fund Name Program Name Dollar Amount CIP Funded Y/N 401.3210.6419.6BF669 General Government Capital Projects Facility Key & Security Mgt System $136,150 Y 635.3210.6419.6BF669 Airport Operating Enterprise Fund Facility Key & Security Mgt System $10,650 Y

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