Title
Resolution to Approve a Professional Services Agreement with Presidio Networked Solutions Group, LLC for Professional Services to Upgrade the City’s Access Control System and to Appropriate Funding in the Amount of $138,621.72 from the Information Technology Fund Balance (RFP #21-10) ($338,621.72) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution authorizing a Professional Services Agreement to Presidio Networked Solutions Group, LLC in the amount of $338,621.72 to upgrade the City’s Access Control System (door card readers, badges/key cards, controller boards, power enclosures, software) (RFP #21-10).
The City’s current Access Control System is over 16 years old and is end of life, meaning it is no longer sold or supported and finding replacement parts is becoming more difficult and very expensive. It is imperative to upgrade the Access Control System to keep the City on a fully functional and supported system to protect City buildings and keep City employees safe. Included in the Access Control System upgrade is adding 7 new doors at Wheeler to the system.
Budget/Fiscal Impact: Information Technology budgeted $200,000 to upgrade the system in FY22. After reviewing and scoring all proposals, Presidio’s solution was scored the highest. The review team felt Presidio offered the best solution based on the original RFP requirements. In Presidio’s RFP, they included the option to replace all card readers. The IT department needed to and were planning on replacing all card readers over the next few years and are recommending we replace all card readers as part of this project. Upgrading the card readers during the project rather than later, will save the City $7,192.62. We are asking that an additional $138,621.72 be appropriated from the Information Technology Fund Balance for the replacement of the card readers.
Staff
Prepared by: David Harris, Network Manager
Reviewed by: Tom Shewchuk, IT Director
Jennifer Richards, Assistant City Attorney
Approved by: John Fournier, Acting City Administrator
Body
Whereas, The City’s Access Control system is a crucial security tool and is necessary for the daily operations and for the safety and security of the employees of the City of Ann Arbor;
Whereas, It is imperative to upgrade the City’s Access Control System to keep the City on a fully functional and supported system;
Whereas, Through RFP #21-10, staff solicited proposals for professional services to upgrade the City’s Access Control System;
Whereas, Staff determined that Presidio Networked Solutions Group, LLC is best qualified to provide professional services as requested in RFP #21-10 and its proposed fee of $338,621.72 is reasonable to perform this work;
Whereas, Funding for the Access Control System replacement is budgeted for and available in the approved FY22 Information Technology Fund budget;
Whereas, Funding for the card reader replacements is available in the Information Technology Fund Balance; and
Whereas, Presidio complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances. This language is consistent with APP# 10 <https://a2central.a2gov.org/resources/Documents/APP%20Documents/APP%20107%20-%20executed%205-10-18.pdf><https://a2central.a2gov.org/resources/Documents/APP%20Documents/APP%20107%20-%20executed%205-10-18.pdf><https://a2central.a2gov.org/resources/Documents/APP%20Documents/APP%20107%20-%20executed%205-10-18.pdf>
RESOLVED, That City Council approve and appropriate $138,621.72 from the Information Technology Fund Balance;
RESOLVED, That City Council approve a Professional Services Agreement with Presidio Networked Solutions Group, LLC in the amount of $338,621.72 for professional services to upgrade the City’s Access Control System;
RESOLVED, That the Appropriated funds be available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute such agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all necessary actions to implement this resolution.