HomeMy WebLinkAbout06/21/2016 Video Surveillance and Access Control Sytems.Item VIII. D.: Moton to accept change order for video surveillance and access control systems project in an amount
not to exceed $6,035.00
Department: Village Manager's Office
Information:
The purpose of this memo is to request approval to purchase and install hardware in addition to the previously
approved Village Hall video surveillance and access control systems project amount.
The project to update the video surveillance and access control systems at Village Hall was presented to the Village
Board for approval on August 18, 2015. The project replaced systems that were no longer supported by their
respective vendors and completed the camera installation which was designed and prewired in 2010. The new
access control system enhanced scheduling controls for various meetings and community events at Village Hall, and
also provided keycard compatibility across Village access control systems. The Village Board approved staff
recommendation to accept Red Hawk Security Systems, LLC project proposal in an amount not to exceed $86,248.
The approved amount did not include a usual 10% project contingency. During installation there were several
proposed project additions that exceed the approved project amount and are described below.
1) Change Order
a) Camera License
One additional camera license is a one-time cost of $211. Staff determined that it was more effective to install
the license plate camera alongside the existing regular camera instead of replacing the existing camera. A
license plate camera captures images of license plates in any lighting conditions by utilizing imaging techniques
like filtering visible light, infrared illumination and fast shutter speeds. These specialized imaging techniques
reduce the license plate camera's functionality for capturing general activity. Installing the license plate camera
alongside the existing regular camera allows for a general image of the entrance, while utilizing the license plate
camera to ensure vehicles are captured entering the parking deck. Red Hawk provided an additional camera
license at the time of installation to have all cameras functional on the video management software system.
b) Lockdown Buttons
Lockdown buttons with installation cost $220 each and the four additional buttons requested total $880. The
original proposal placed a lockdown button in each department for a total of four buttons. The additional
buttons will be placed throughout Village Hall at locations identified during installation. These lockdown buttons
in combination with the new access control software will enable employees to initiate a lockdown in the event of
a public disturbance or an active shooter incident.
c) Access Control Hardware
Addition of access control hardware (motion, door position switch and door strike) at the Finance Department's
petty cash closet and a battery backup for the new power supply panel installed during the project will cost of
$2,788.
Access control hardware at the Finance Department's petty cash closet will provide an access log and send
notification on the door's status (e.g. door in open state, opened without keycard, denied access, etc.). The
wiring for this additional door will be minimal and no additional control panel hardware is needed.
2) Direct Service Agreement
The software vendor for Village Hall's new access control system provides a Direct Service Agreement for
clients. This agreement provides the Village access to software updates, patches and technical support. Staff
would still utilize Red Hawk Security Systems to troubleshoot hardware like field devices, cabling, panels, and
network connectivity. The direct service agreement supplements the support services and warranty outlined in
the original proposal. The additional cost for this service totals $2,625 annually.
3) Available Credit
Nine extra camera mounts were ordered but not used. The Village will receive $469 of credit for these camera
mounts.
Alternatives:
1. Approve change order and direct support agreement.
2. Discretion of the Village Board.
Budget Impact:
Total investment of the change order with available credit equals $3,410. The direct support agreement totals $2,625
annually.
The change order items and the first year cost of the direct support agreement cost a total of $6,035.00, which is
within a 10% contingency amount for the original project, which would have been $8,624.80.
Recommendation:
Staff recommends approval for the change order and direct support agreement in an amount not to exceed
$6,035.00. The original project is finished and no additional expenditures are expected.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
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