Title
Security and Access Control Project Request to Issue RFP
Description
Request to authorize the City Manager, or his designee, to issue a Request for Proposals (RFP) for the Security and Access Control Systems Citywide Replacement Project.
Report
Summary
The Public Works Department manages the Security and Access Control Systems to maintain Citywide facilities and critical infrastructure sites using Lenel Diamond II, Andover Continuum, and Compass Windows Downloader. These systems are used as the platform to provide access control and intrusion detection hardware, software, and badge administration. Both systems are used Citywide to secure facilities and building assets in various locations throughout the City. These security systems are essential to administer service levels to the public, building tenants, contractors, elected officials, and employees.
The City uses multiple security systems to maintain badge access and security controls throughout the City. The current Access Control and Intrusion Detection systems managed by Public Works support approximately 2,224 card readers, 4,122 alarm panels, 15,000 badges, 400 access groups, and 100 time schedules. These systems also link to the parking garage database that is used to support access for employees, fleet vehicles, and a small group of non-City employees including contractors, and Boards and Commission members. These systems are now obsolete with limited system functionality to keep up with ever-growing security needs. In recent years, Public Works has experienced system performance issues and intermittent failures as a result of an aged security infrastructure. The hardware in the current system has been discontinued by the manufacturer and has limited parts availability which results in potential delays for maintenance and service repairs that are required.
Replacement of the existing security and access control systems is vital to safeguard City assets and comply with current industry security requirements. The new system will meet encryption levels set by the Department of Defense and includes the use of smart cards and interactive mapping to improve response times. Moving to a new security system will provide the City a more stable environment and system redundancy.
Procurement Information
A two-phased procurement process is being used to replace the obsolete Security and Access Control Systems as noted:
Phase I- Issuance of the Request for Information process in January 2018 to select product manufacturers for access control and the intrusion detection systems. The evaluation panel recommended Software House and Lenel-United Technologies for Access Control Systems and Honeywell International as the proposed manufacturers for the Intrusion Detection Systems to be used in the RFP.
Phase II- Issuance of the RFP for proposers to design, test, and implement a fully operable, turnkey badge access and security management system. The proposers will provide all professional, technical services including the labor necessary to implement a new replacement system to maintain badge access and security management throughout the City.
The proposal evaluation criteria are approximately 1,000 points and include the following: Preferred Experience, General Requirements, Project Team, Proposed Technical Design, Draft Project Management Plan, Preliminary Schedule, and Pricing Submittal.
Contract Term
The term of the contract is five years to be exercised at the sole discretion of the City.
Financial Impact
Funding for this project is anticipated to come from a variety of sources including but not limited to General funds, Enterprise funds, and other funding sources. Staff will work with the City Manager's Office, the Finance Department and Budget and Research to incorporate the project into a future Capital Improvement Program budget. The total estimated cost for the five-year contract is $25,000,000.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.