Memorandum

City of Lawrence

Fire Medical

TO:	Diane Stoddard, Interim City Manager
CC:	Casey Toomay, Assistant City Manager
FROM:	Mark Bradford, Chief
DATE:	December 2, 2015
RE:	Facility Security

As part of the 2015 Budget, Lawrence Douglas County Fire Medical Department identified the need to upgrade facility security system. Installation of a wireless access control system will provide the Department a higher level of security and ability to monitor, maintain and manage the security system across all Fire Medical facilities.  Cost for installation and training on the access control system is $55,515.00. 

Background

Fire Medical has nine facilities that have 55 exterior doors that must be secured to prevent unauthorized access.  Currently 34 of these doors have one of six different styles of push button locks installed to allow for department members to access the facilities.  The access code is shared with vendors that must enter the facilities as well as other city maintenance personnel.  The rest of the doors utilize various keys to allow access. The current pushbutton locks are difficult to reprogram or change the combination due to their age and the different styles.  Changes require hiring a qualified locksmith and working within their schedule to ensure all changes are made.  A few of the existing locks have failed in a locked position and do not allow entry.  Several are now obsolete and will require yet another style of lock for replacement. 

Department members utilize most of the facilities 24 hours daily and need security as well as ease of access. The ability to immediately lockdown facilities or quickly make changes to eliminate access is currently non-existent.  The need for a higher level of security is a high priority the department.  

The 2015 Budget included funding to install a wireless on-line and off-line lock system at 33 access points that will allow existing locks to be replaced and allow future expansion as funds allow. 

Project Description

Using a traditional wired system is cost prohibitive and in some entrances not possible.  The system being proposed will allow access to all facilities attached to the existing city network.  Doors that are not within reach of the network can be utilized off line without additional access cards.  The system includes tracking access of members, recording entrance through each of the secured doors. 

The system is anticipated to expand to secure our controlled substances (narcotics) on ambulances as well as specialized equipment lockers and response trailer locks.  The SALTO system proposed has growth potential that will allow other city departments to utilize the system and easily accommodate the number of users necessary. 

Staff Recommendation

We have an immediate need to provide security so that members who are working 24 hours daily have a secure environment for themselves as well as millions of dollars’ worth of city equipment. Staff has reviewed and discussed various access control systems that would work in our decentralized facilities and allow for future expansion. 

Staff recommends the sole source approval of the SALTO access control system and related hardware by Midwest Card and ID Solutions in Riverside, MO. Midwest Card and ID Solutions is the exclusive dealer of the SALTO access control system. In accordance with our purchasing policy the SALTO access control system is unique because it is wireless and is the only one that will work both on-line and off-line. This feature allows the system to be compatible with padlocks, lockers, and narcotics boxes in ambulances with a card but without network access. The cost for the installation and training is $55,515.00. 

Action

Approval of $55,515 for Midwest Card and ID Solutions for installation and training of the SALTO access control system and related hardware.