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Staff Report Template

Agency: City of Belmont

Staff Contact: John Jones, IT Department, jjones@belmont.gov 650-637-2970

Agenda Title: Access Control System Project for City Facilities

Agenda Action: Resolution

Recommendation

Adopt a resolution approving the implementation, support and maintenance of an Access Control System to

replace the outdated C*Cure security application in the amount of $190,425.

Background The existing security system was acquired in 2008 and has reached end-of-life, with no replacement parts

available for the existing hardware. Given the current access/security climate in general this risk, coupled with

advancements in technology, necessitate the replacement of the access control system.

Analysis The C*Cure security system was implemented in 2008 and has provided access control, including identification

badges and key-fobs for City staff access to City facilities, including the Police Department’s holding cells. Upon

investigation and research into the maintenance of this system, it was discovered that no hardware is available to

replace existing infrastructure. After conducting a Request For Proposals, VAS, Inc. was selected as a replacement

solution. In addition to providing access control functionality, the proposed solution will integrate seamlessly

with the City’s video-recording/monitoring system already in place.

Alternatives 1. Take no action.

Attachments

A. Resolution

B. VAS Statement of Work

Fiscal Impact

No Impact/Not Applicable

Funding Source Confirmed: 573-1-302-9040

Source: Purpose: Public Outreach:

Council Statutory/Contractual Requirement Posting of Agenda

Staff Council Vision/Priority Other*

Citizen Initiated Discretionary Action

Other* Plan Implementation*

Meeting Date: December 12, 2017

STAFF REPORT

METHODOLOGY/ PROJECT WORK PLAN

Overall approach to complete the Scope of Work:

VAS Security Systems, Inc. trained technicians/subs will instaiJ a complete turnkey A~cess Control Security Systems for The City of Belmont. The approach to installation will be as follows:

1- (Determine schedules with IT) Evaluate and plan the best cable routes possible. Keeping in mind ease of cable pull; respect of employees, privacy and space, proper use and suspension of cable, electrical to avoid, cable lengths and cable dressing/labeling, etc. Any penetrations will be to code and fire sealed as needed.

a. VAS has designed an Enterprise A vigilon Access Control (ACM) System for the City of Belmont.

b. The system includes an Enterprise Virtual Solution which is licensed for 32 doors which is expandable up to 2048 doors.

c. The System includes 15 2DR Mercury Controllers and an additional 2DR Controller for the potential doors. VAS can move the 2DR boards around to provide the best locations for ease of cabling and best practices. Most of the boards will go under the stairs on the first floor to accommodate the existing cables. The remaining boards will be located on the upper IT closets (Final locations TBD and approved by IT)

d. The new electrified door hardware will accommodate the existing door structures. e. VAS trained and certified door coring tech will core and re-certify each door for the proper

fire rating. f. Once VAS transitions the existing system over to the new one, the process will be

unnoticeable and quick to insure no down time on door controls. g. VAS can begin the project on the requested Kick-off date and will complete the project

within 2-4 weeks.

2-VAS will utilize existing cable and electrified door hardware on the existing access controlled doors. VAS wil1 replace the existing card readers with new higher encrypted readers which can also utilize different credentials, these readers are Bluetooth ready.

3-Terminate and test new cables to ensure communication and efficiency.

4- EMT Conduit will be used and mounted to code using all proper methods and connections/mounting hardware necessary where applicable.

5- Equipment will be mounted and programed per manufacturer's recommendations.

..

6-Server/VM to be mounted in server room at assigned location. All cables will be labeled and addressed for identification purposes.

7-Ciient Software/Web browser will be installed on client PCs where desired.

8-VAS will train personnel on A vigilon software and make sure all personnel are familiar and educated on the software as stated. IT will be given technicians personal cell phone numbers and after hours' tech support number if a technical question needs to be answered immediately. Note: Avigilon Tech support is 24x7 to the end user.

9- VAS technicians and subs work in a timely and cleanly manner; our techs clean the work space several times throughout the work day with minimal noise as not to interrupt the daily work flow. VAS perfonns weekly safety and tailgate meetings.

1 0-Create final closeout documents.

Note: VAS will utilize the same technicians/Sub that were used for the CCTV install already performed to ensure the crew is already familiar with the building and can be more efficient and effective.

SCHEDULE 180 Installation process may vary, a more accurate project schedule will be provided and adhered to once dates are hard set, approximate schedule/duration is as follows:

2-4 weeks from start to finish.

Edgeworth Integration LLC 2360 Shasta Way Unit F Simi Valley, CA 93065

City of Belmont 1 Twin Pines Lane Belmont, CA 94002

Estimate #507998 Phone 805-915-0211

Email info@vassecurity.com

Client Phone 650-637-2970

Service Address 1 Twin Pines Lane Belmont, CA 94002

SERVICE I PRODUCT DESCRIPTION QTY. UNIT COST TOTAL

Project Avigilon Access Control at City Hall and PO $0.00 $o.oo* AND Avigilon server and Licensing for PD/City Hall Cameras and workstations/Monitors for dispatch

Includes missed doors, potential future doors, printer, panic buttons, and Quarterly Preventative maintenance.

Avigilon Enterprise-2 ACM AC-APP-64R-ENT2 - APPLIANCE Enterprise-2 64 $6,165.00 $6,165.00 Appliance Readers

Dell Server

Avigilon 16 Door Mercury 16 Door Mercury Over Sized Enclosure (OSE) with $1,278.00 $1,278.00 Enclosure AC-LSP-OSE- removable backplate. 16DR-MER

Avigilon 8 Door Mercury Eight Door Mercury Single Voltage Integrated Power 2 $475.00 $950.00 Enclosure-AC-LSP-8DR-MER System supporting one AC-MER-CONT-2DR with three

AC-MER-CON-MR52 (Mercury hardware sold separately).

Avigilon-Mercury 2DR Controller, 16MB RAM, Ethernet, 8in/40ut/2DR 5 $1,155.00 $5,775.00 Controller AC-MER-CONT- {Mercury EP1502) 2DR

Avigilon-Mercury 2DR reader Reader Interface Module - (2 reader: mag or iegan, 8 14 $633.00 $8,862.00 Interface AC-MER-CON- inputs, 6 relays) (Mercury MR52) MR52

Avigilon-HID iCiass SE R40 iCiass SE R40 Mobile ready Reader black Wallswitch 34 $323.00 $10,982.00 Reader Keypad

Mounting 13.56 MHz credential compatibility, Bluetooth smart, Wiegand,

AC-HID-CARD-ICLASS-SE- HID compatible printable card credentials 100 $5.08 $508.00 3000-AVG-NL

Access Control Products Electrified Transfer hinge 10 $149.00 $1,490.00

Access Control Products Electrified Mortise body Lock 10 $479.00 $4,790.00

Access Control Products Altronix Heavy Duty Electric Door Hardware Power 3 $385.00 $1,155.00 Supply w/ Backup Batteries

Access Control Products Door Position Sensors 10 $20.00 $200.00

Lot Hardware Connectors, & Miscellaneous Mounting Hardware - 24 $35.00 $840.00 Existing Doors

Lot Hardware Cable, Connectors, & Miscellaneous Mounting 10 $125.00 $1,250.00 Hardware - New Doors

Labor Flat Rate Security Labor- Door Coring andre- 10 $350.00 $3,5oo.oo* certification of fire ratings

Flat Rate Labor Flat Rate Labor- Existing Doors {change reader only) tie 24 $675.00 $16,20o.oo* into new system.

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.. Edgeworth Integration LLC 2360 Shasta Way UnitF Simi Valley, CA 93065

City of Belmont 1 Twin Pines Lane Belmont, CA 94002

Estimate #507998 Phone 805-915-0211

Email info@vassecurity.com

Client Phone 650-637-2970

Service Address 1 Twin Pines Lane Belmont, CA 94002

SERVICE I PRODUCT DESCRIPTION QTY. UNIT COST TOTAL

Labor Scope of Work; 10 $1,395.00 $13,950.00* VAS Security will provide the above equipment, installation and/or services. The below SOW represents VAS Security's proposal based on customer provided requirements and site walk. Please review the proposal elements below to confirm that they are in accordance with your expectations.

1) Run cable infrastructure 2) Install equipment 3) program system, schedule, cards, etc. 4) Test Each door 5) Perform basic functions training

Exclusions; 1. All permits to be supplied and paid for by others if applicable. 2. Service and/or repairs to the existing system are excluded from this proposal. 3. All patching, painting and replacements, without regard to cause, are specifically excluded from this proposal. 4. Cable is non-plenum rated (If plenum desired, VAS can adjust proposal as needed)

Assumptions: 1. Most work will be done during normal business hours; some cabling may need to be done before/after normal business hours at VAS Security's discretion and customer's agreement. 2. All areas where work is to be performed will be made readily available to VAS Security during installation and testing periods 3. Exiting cables and door hardware/Power supplies to be utilized. 4. Existing hardware assumed to be in working condition. If existing hardware/cable is no good, VAS will provide pricing to replace. 5. VAS to renew/obtain City of Belmont business license.

Shipping Shipping is estimated and prepaid. It will be added to $84.85 $84.85* final invoice. This does not include expedited shipping.

Fargo DTC1250E Single FARGO DTC1250E SINGLE Sided base printer with $2,335.00 $2,335.00 Sided base printer three year printer warranty

Note: Printer Ribbons are not included with printers and must be purchased separately.

Software HID Badge printing software $750.00 $75o.oo*

Fargo Printer Cleaning Kit PRINTER CLEANING KIT FOR USE WITH DTC1000, $68.00 $68.00 1250E, 4000,4250E, 4500 AND 4500E PRINTERS

EZ-YMCKO 4000 EZ-YMCKO (5 color) Cartridge with cleaning roller. Full $135.00 $135.00 color ribbon with resin black and clear overlay panel -250 images . For use with the Fargo DTC4000 AND DTC4250E printers

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..

Edgeworth Integration LLC 2360 Shasta Way Unit F Simi Valley, CA 93065

City of Belmont 1 Twin Pines Lane Belmont, CA 94002

Estimate #507998 Phone 805-915-0211

Email · info@vassecurity.com

Client Phone 650-637-2970

Service Address 1 Twin Pines Lane Belmont, CA 94002

SERVICE I PRODUCT DESCRIPTION QTY. UNIT COST TOTAL

Alarm System Products Panic/Hold up buttons to replace existing

Preventativ Maintanence Quarterly Preventative Maintenance: Full system inspection and maintenance, etc.

Avigilon Warranty 3 year manufacture advanced replacement warranty. 24x7 tech support Made in the USA

Avigilon Software 16 Device ACC 6 Enterprise License for up to 16 camera Channels License Enterprise and unlimited viewing clients

Avigilon ACC 4 Device ACC '6 Enterprise License for up to 4 camera Channels License Enterprise and unlimited viewing clients

Avigilon HD NVR 137TB HD-NVR3-PRM-137TB-NA Avigilon HD NVR Premium (DeLL) 1. Preloaded and configured with Avigilon Control Center HD Network Video Management software. Industry-Standard 2U rack mount chassis with sliding rails

Avigilon Professional Remote Avigilon (HD-RMWS3-4MN-NA) Control Center Monitoring Workstation professional high performance remote monitoring

workstation for up to 4 monitors, NA power cord.

Equipment 70" 4K LCD Commercial monitor and mount

Labor Flat Rate Security Labor-Installing sever, workstations and monitors, Programing existing PD cameras to Avigilon VMS

*Non-taxable

A 50% deposit is required to proceed with installation once the quote has been accepted. ONE YEAR PARTS WARRANTY, 90 DAYS ON LABOR. Court costs & attorney fees will be added in case of collections. All sales are final & all deposits are non-refundable. All service calls not related to system failure, will be charged the normal service rate. VAS Security Systems lists the above client as an additional insured on if required by written contract or agreement. "Quotations are valid for 30 days. VAS Security Systems is an Edgeworth Security company

Signature: ---------- Date: _____ _

7 $35.00

4 $1,475.00

$0.00

$3,675.00

$945.00

$37,450.00

3 $2,715.00

3 $879.00

$1,875.00

Subtotal

Alameda County (9.25%)

Total

$245.00

$5,900.oo*

$o.oo*

$3,675.oo*

$945.oo*

$37,450.00

$8,145.00

$2,637.00

$1,875.oo*

$142,139.85

$8,811.55

$150,951.40

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• • r '

Edgeworth Integration LLC 2360 Shasta Way Unit F Simi Valley, CA 93065

City of Belmont 1 Twin Pines Lane Belmont, CA 94002

Estimate #507119 Phone 805-915-0211

Email info@vassecurity .com

Client Phone 650-637-2970

Service Address Senior Center Belmont, CA

SERVICE I PRODUCT DESCRIPTION QTY. UNIT COST TOTAL

Note Senior Center $0.00 $o.oo*

Aigilon HD Video Appliance HD Video Appliance Pro 16-port 12TB unit with ACC $6,989.00 $6,989.00 16Port VMA-AS1-16P12 Standard 16-ch license

ACC 6 Upgrade license 16C-ACC6-STD-ENT -UPG upgrade license standard to $2,345.00 * Standard to Enterprise enterprise 16 camera channels

$2,345.00

Avigilon 9W-H3-3MH-P01 HD Multisensor Camera $1,525.00 $1,525.00 3x3 (9MP) Pendant Multisensor camera 2.8-Bmm f/1.3

Avigilon H4 360-Degree 6 Megapixel Fisheye Camera, Lightcatcher, Day/Night, $655.00 $655.00 Fisheye Camera 1.45mm f/2.2, Integrated IR

H4SL Dome Camera 3.0C- Avigilon 3.0C-H4SL-D01-IR 3.0 MP, WDR, 6 $465.00 $2,790.00 H4SL-D01-IR LightCatcher, Day/Night, Outdoor Dome, 3-9mm f/1.4,

Integrated IR

Avigilon Mini Dome 3MP IR 3.0C-H4M-D1-IR 2.0 MP, WDR, LightCatcher, 6 $345.00 $2,070.00 Day/Night, Indoor Dome, 2.8mm f/1.4, IR Camera Location-Engineering

Avigilon Pendant Mount Compact wall Bracket for use with PTZ and Multisensor $75.00 $75.00 Camera

Avigilon Corner Mount Adaptor Corner Mount Adaptor for Wall Mount Bracket $75.00 $75.00

Cisco SG300 1 OPOE+ ·Cisco SG300 1 0-port Gigabit PoE+ Managed Switch $359.00 $359.00

Lot Hardware Cable, Connectors, & Miscellaneous Mounting 14 $50.00 $700.00 Hardware

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Edgeworth Integration LLC 2360 Shasta Way Unit F Simi Valley, CA 93065

City of Belmont 1 Twin Pines Lane Belmont, CA 94002

Estimate #507119 Phone 805-915-0211

Email info@vassecurity.com

Client Phone 650-637-2970

Service Address Senior Center Belmont, CA

SERVICE I PRODUCT DESCRIPTION QTY. UNIT COST TOTAL

Labor Scope of Work; 14 $1,250.00 $17,500.oo* VAS Security will provide the above equipment, installation and/or services. The below SOW represents VAS Security's proposal based on customer provided requirements and site walk. Please review the proposal elements below to confirm that they are in accordance with your expectations.

1 ) Run cables 2) Install New Avigilon equipment 3) Program IP info and software 4) Focus and Adjust cameras. 5) Perform basic functions training.

Exclusions; 1 . All permits to be supplied and paid for by others. 2. Service and/or repairs to the existing system are excluded from this proposal. 3. All patching, painting and replacements, without regard to cause, are specifically excluded from this proposal. 4. Scissor/man lift to be provided by city if needed.

Assumptions: 1. Most work will be done during normal business hours; some cabling may need to be done before/after normal business hours at VAS Security's discretion and customer's agreement. 2. All areas where work is to be performed will be made readily available to VAS Security during installation and testing periods 3. Network connectivity presumed to be in place between Senior Center and City Hall Building. 4. Labor rates reflect prevailing wages.

Subtotal

* Non-taxable

A 50% deposit is required to proceed with installation once the quote has been accepted. ONE YEAR PARTS WARRANTY, 90 DAYS ON LABOR. Court costs & attorney fees will be added in case of collections. All sales are final & all deposits are non·refundable. All service calls not related to system failure, will be charged the normal service rate. VAS Security Systems lists the above client as an additional insured on if required by written contract or agreement. •Quotations are valid for 30 days.

Santa Clara County (9%)

Total

VAS Security Systems is an Edgeworth Security company

Signature: ________ _ Date: _____ _

- -------, $35,083.00

$1,371.42

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