2014 2:00:00 PM

Monday, March 24, 2014 2:00 PM
City Council Chambers, Legislative Bldg, 745 Fourth St., Sparks

Consent Items: 5.2

Title: Consideration and possible approval of a contract with RFI Communications & Security Systems to replace the access security system in the amount of $57,302.00 at Truckee Meadows Water Reclamation Facility (TMWRF).

Petitioner/Presenter: Neil C. Krutz, P.E. – Deputy City Manager/Michael Drinkwater, P.E. – TMWRF Plant Manager

Recommendation: Staff recommends Sparks City Council approve proposal No. 450-1400227, a contract with RFI Communications to replace the existing access control system at TMWRF with the SoftwareHouse C-Cure 9000.

Financial Impact: This does not affect the General Fund. $1,489,698.48 of appropriations remains in the TMWRF operating budget for capital improvements to the facility during Fiscal Year 2013-2014. Expenses associated with the security access system upgrades is $57,302.00 and will post to Account 604070, Capital Equipment & Furnishings, under Program 131500, TMWRF Administration. Following quarterly reconciliation of TMWRF’s operating expenses, affecting the Sanitary Sewer Operations fund (1630), Sparks is expecting reimbursement from the City of Reno based on actual flow splits provided by ADS Environmental as outlined in the interlocal agreement for the operations of the facility, for the actual cost of this contract. The attached Table outlines the split breakdown by City.

Total Costs: $57,302.00

Fund: Joint Treatment Plant Account: 604070
Program: TMWRF Administration (131500)
Amount: $57,302.00 Budget Status: Budget Exists

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief: This contract will remove the existing ProWatch system and replace it with the SoftwareHouse C-Cure 9000. Costs include installation and programing of the SoftwareHouse C-Cure 9000, testing and validating the function of all installed devices.

Background: The service TMWRF provides to the Truckee Meadows is essential to human health and the environment. The process in place uses expensive equipment. If either the equipment or the process is compromised or interfered with by unauthorized individuals, the potential financial hardship in the form of fines for violating discharge permit requirements or equipment repairs and/or replacements for both Sparks and Reno could be great. The main line of defense against unauthorized access is the security system which controls who can enter TMWRF and its buildings.

Analysis: The existing security system, Honeywell ProWatch Access Control System (ACS), was installed approximately 10 years ago. In 2012, the system entered into an “End of Life” cycle. Hardware and software for the Prowatch security system has now become obsolete. Replacement parts for repairs are difficult to find and must be purchased refurbished. It has become increasing difficult to keep the system functional thus risking unauthorized and unsecured access to TMWRF and its buildings. This potential risk was discussed with the TMWRF Plant Manager resulting in the inclusion of this expense in the TMWRF Internal Project List for Fiscal Year 2013-2014, number 19. Following procurement guidelines for technology based acquisitions, RFI Communications & Security Systems was asked to assess the current system and provide a quote for upgrading/replacing the existing Honeywell ProWatch access control system. Two options were proposed by RFI and upon review, TMWRF staff decided recommend option two; replace the system with the SoftwareHouse C-Cure 9000. The old ACS software/hardware would be replaced with SoftwareHouse software licensed for up to 64 readers on a virtual machine, three (3) two reader controllers, two (2) four reader controllers, two (2) sixteen reader controllers, twenty nine (29) multi-technology readers with keypads, one hundred (100) proximity cards for use with the new readers, and labor to install, program new hardware and test and verify function of installed devices. All equipment installed carries a one (1) year warranty from the date of completion. Labor is warranted for ninety (90) days from the date of completion. Warranty does not include ordinary wear and tear and/or unusual abuse or neglect.

Alternatives: City Council could direct staff to provide other alternatives.

Recommended Motion: I move to approve a contract with RFI Communications to replace the existing access security system with the SoftwareHouse C-Cure 9000 system in the amount of $57,302.00.

Attached Files:

450-1400227 Security Upgrade Per State Contract #3047.pdf

RFI Contract - Access Control at TMWRF.pdf

Table 1.pdf

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