TO: Committee of the Whole - Finance, Administration, and Communications
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Technology and Information Services |
Michael Marchand |
425-556-2173 |
DEPARTMENT STAFF:
|
Technology and Information Services |
Jose May |
Infrastructure and Operations Manager |
TITLE:
title
Approval of Annual Physical Access Control (Genetec) Support Contract, in the Amount of $97,585
OVERVIEW STATEMENT:
recommendation
Long Technologies contract will support the system that enables secure access into the City’s buildings and deliver operational, financial, and environmental benefits by providing timely certified Genetec technicians, reliable incident response, and vendor-managed parts. While the City has a similar service support contract with a current vendor on a month-to-month basis, the City’s needs are consistently unmet, resulting in delays and travel time for City staff to supply parts. We would like to move away from our current contract that delivers inconsistent services and, instead, contract with Long Technologies for improved support and service time.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☒ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
N/A
• Required:
Council approval is required for contracts that exceed $50,000.
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
This contract reduces overtime, improves system reliability, and lowers the City’s carbon footprint by avoiding unnecessary vehicle trips. In addition, the contract offers annual savings of $18,307 by moving away from our current vendor. Finally, it strengthens the City’s physical access infrastructure through a vendor recommended by peer agencies, such as King County.
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
N/A
• Outreach Methods and Results:
N/A
• Feedback Summary:
N/A
BUDGET IMPACT:
Total Cost:
$97,585
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
294
Budget Priority:
Strategic and Responsive
Other budget impacts or additional costs: ☒ Yes ☐ No ☐ N/A
If yes, explain:
This is an existing budgeted expense that will be transferred to a new vendor at a lower overall cost. Ongoing support cost is $97,585.
Funding source(s):
520 Fund
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
Item has not been presented to Council |
N/A |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
9/15/2026 |
Business Meeting |
Approve |
Time Constraints:
None.
ANTICIPATED RESULT IF NOT APPROVED:
If the contract is not approved, the City will need to continue relying on month-to-month support, which has proven unreliable and operationally burdensome. Critical parts will remain unavailable in the field, requiring Facilities staff to divert time from their core responsibilities to deliver parts and support incident response. Longer resolution times will also delay staff from entering City buildings and fulfilling their duties, maintain the current strain on staff resources, and result in higher annual costs, foregoing approximately 15% in savings compared to the current contracted cost.
ATTACHMENTS:
Attachment A: Access Control Security Maintenance Support Contract