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HomeMy WebLinkAboutItem 12e - Accept Security System Installation at City Hall and City Council Chamber DATE: July 16, 2019 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, General Services Superintendent SUBJECT: ACCEPT ALL WORK PERFORMED BY POST ALARM SYSTEMS FOR THE INSTALLATION OF AN INTRUSION ALARM, SECURITY CAMERAS, AND ACCESS CONTROL SYSTEM AT CITY HALL AND COUNCIL CHAMBERS AS COMPLETE Recommendation: Approve SUMMARY On January 15, 2019, the City Council approved a contract with Post Alarm Systems in the amount of $79,846.77 for the installation of an intrusion alarm, security cameras, and electronic access control system at the City Hall and Council Chambers buildings. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $79,846.77 It is recommended that the City Council accept all work performed by Post Alarm Systems for the City Hall and Council Chambers security system installation as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $3,992.34. BACKGROUND The door access system for Upper and Lower City Hall and the Council Chambers consisted of traditional lock and key hardware. Employees were issued keys to these facilities in accordance with their job classification. During regular business hours, all main points of entry to these facilities were left unlocked so that employees and patrons could enter and exit as needed. There was not a method in place to rapidly grant or deny access to entry doors in the event of an emergency, or to segregate areas of buildings to only those individuals that were granted the appropriate entry permission. The buildings were also without an intrusion alarm to alert the Police Department in the event of a break-in. Accept Security Systems Installation at City Hall and Council Chambers July 16, 2019 Page 2 of 3 DISCUSSION On January 15, 2019, the City Council approved a contract with Post Alarm Systems for the installation of an intrusion alarm, security cameras, and electronic access control system at both buildings. Post Alarm Systems installed an electronic access control system at all main points of entry to provide a n effective means of controlling building access. The system consists of electrified door hardware that communicates with a central computer to lock and unlock doors according to a time clock and individual user access cards. The existing lock and key operation will remain in place as a redundant measure in the event that a system malfunction was to occur. With the electronic access control system in operation, all entry doors, with the exception of the main entry doors, will remain locked at all times and require an access card for entry. The main entry doors to all buildings lock and unlock according to a timer. These doors also incorporate an emergency lockdown feature that enables the doors to be locked by the push of a panic button in the event of an emergency. In addition to the access control system, Post Alarm Systems installed an intrusion alarm to monitor unlawful entry into City Hall. The system incorporates motion detectors and door contacts to detect entry when the alarm system is armed. The Arcadia Police Department is immediately dispatched if the system is triggered. As an additional security measure, 12 video surveillance cameras were installed to monitor activity. The cameras provide images of all main points of entry, building interior corridors, a nd the parking lot. The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Post Alarm Systems has completed the work as defined by the City’s specifications in an efficient and timely manner. FISCAL IMPACT Funds in the amount of $80,000 have been budgeted in the Fiscal Year 2018 -19 Capital Improvement Plan for the installation of an intrusion alarm, security cameras, and an access control system at City Hall and the Council Chambers. The total cost for these facility improvements is $79,846.77. A recurring monthly expense of $80.00 for access control system cloud hosting will be paid from the City Hall and Council Chamber facility maintenance operating budgets. Accept Security Systems Installation at City Hall and Council Chambers July 16, 2019 Page 3 of 3 RECOMMENDATION It is recommended that the City Council accept all work performed by Post Alarm Systems for the installation of an intrusion alarm, security cameras, and access control system at City Hall and Council Chambers as complete, and authorize the final payment to be made in accordance with the contract documents, subject to retention of $3,992.34.