The Engineering Department recommends approval for the Building Access Control System Upgrades. Currently, the City of Plano utilizes the Honeywell Win-Pak access control system in most of its facilities to control access. Components of this system have been in place since 1997. The Engineering Department – Facilities Division and the Technology Services Department have begun implementing a plan to improve the access security of the facilities including enhancements to the City’s cyber security. The security improvements will be achieved by replacing the existing access system with next generation components, including controller systems, access card readers, and access badges. The upgrade of this system, provides an opportunity to consolidate two separate access control systems into a single system. Additionally, cyber security enhancements will now be available for multifactor authentication for computer access through the use of the access badges.
To complete the upgrade, the following components have been identified:
1. 150 Access Door Control Panels - $111,864 (ratification)
A critical component of the upgrades is the replacement of the access door control panels circuit boards within city facilities. Due to supply chain issues, the initial two orders of 75 circuit boards was completed from two different vendors;
a. STS 360 - $56,280; 75 circuit boards
b. Texas Fire & Sound - $55,584; 75 circuit boards
The combined amount spent for both purchases of circuit boards exceeds $100,000, therefore, Council is asked to ratify these two purchases. Awards to both vendors is made utilizing their cooperative purchasing contracts with BuyBoard.
2. 150 Access Door Control Panels - $160,720 (expenditure)
This item includes the purchase of an additional 150 access door control panels completing the required replacement of control panels throughout the entire City.
a. Texas Fire & Sound - $160,720; 150 access door control panels
Award to this vendor is made utilizing their cooperative purchasing contracts with BuyBoard.
3. PD Access Control system replacement - $168,017 (expenditure)
The Police Headquarters building on 14th Street and the Gregory W. Rushin Substation in northwest Plano both have access control systems that are different than the remaining facilities in the City of Plano. Currently, the access control systems for the Police Department and the remainder of City facilities are separate systems per Criminal Justice Information Services (CJIS). However, recent updates to CJIS requirements allow for access control systems for City and police facilities to remain in compliance while utilizing the same manufacturer’s system on the same network. This expenditure would include the replacement of access control systems at the Police Headquarters and Gregory W. Rushin Substation allowing a single secure access control system thus reducing administrative and maintenance costs associated with two systems.
This agenda item approves a contract with Texas Fire & Sound to upgrade the existing Honeywell Win-Pak and to change the security systems at the two Police facilities to Honeywell Win-Pak access system, in the amount of $168,017.
Award to this vendor is to be made utilizing their cooperative purchasing contract with BuyBoard.
4. Access control cards - $100,000 (expenditure)
The access control system upgrades will utilize access control cards (City badges) that provide greater security. These new access control cards will include embedded security certificates that will provide additional security for both facility access as well as computer access through multi-factor authentication. The new access control cards will be issued to all city employees.
This agenda item approves the purchase of replacement access control cards from Anixter Inc., in the amount of $100,000.
Award to this vendor is to be made utilizing their cooperative purchasing contract with Omnia Partners.
The upgrade of the City’s building access control system is a critical element and is necessary to ensure physical security as well as cyber security. Other related expenses associated with this project will be submitted to Council for their consideration.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Omnia Partners Contract No. R192008; BuyBoard Contract No. 654-21; City of Plano Bid No. 2022-0648-O).