DATE: September 16, 2026
TO: Honorable Mayor and City Councilmembers
FROM: Information Technologies Department
TITLE: PUBLIC WORKS AGREEMENT TO UPGRADE CARD ACCESS TECHNOLOGY THROUGHOUT CITY FACILITIES
RECOMMENDATION
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Staff recommends that the City Council approve a Public Works Agreement (PWA) with ASSI Security Inc. in the amount of $807,490, which includes a 10% contingency, to upgrade card access hardware and technology throughout City facilities; appropriate $807,490 from the Information Services Reserve fund; and authorize the City Manager to execute the agreement.
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BACKGROUND AND ANALYSIS
The City’s Information Technologies Department maintains the security card access system that controls door entry at City facilities. The current system consists of over 360 card readers spread across more than 50 sites and is comprised of a combination of several different brands and technology based on when the entry system was installed. The existing system is also based on older technology and in some facilities has been in use for over 20 years. As a result, the system is becoming increasingly difficult to efficiently support and is reaching the end of its useful life.
Staff reviewed the current technology available for a system-wide upgrade and determined that a modern, cloud-based solution comprised of Brivo products would best meet the City’s needs. During several recent City facility improvements, Brivo products have been installed and proven to be an effective replacement of the existing technology. Staff desires to replace the remaining card access hardware across all City facilities with Brivo hardware and technology.
On June 1, 2026, staff posted a Request for Proposals (RFP) to solicit quotes for a vendor to perform a direct one-for-one replacement of all existing card access technology with Brivo products. Staff received nine proposals, and after narrowing down the selection to the four most responsive submissions, meetings were held with each of these four vendors to review scope and ask further questions. After meeting with these four vendors, it was determined that ASSI Security Inc. (ASSI) presented the best combination of qualifications and value for the City. ASSI is an authorized Brivo distributor and installer and will work with City staff to deploy a team that will work site-by-site to replace the existing system while maintaining the necessary level of security with minimal downtime.
FISCAL IMPACT
The total cost of the PWA with ASSI, which includes all Brivo licensing for the first year, is $807,490 and includes a 10% contingency to handle unforeseen circumstances. Hardware and Installation in the amount of $694,770 will be charged to the IT Building Controls account 155159841.5706 while the Brivo licensing in the amount of $39,312 will be charged to 155159841.5355.0009. A 10% project contingency in the amount of $73,408 will be encumbered in 155159841.5706.
Staff is requesting the use of Information Services Hardware Reserves in the amount of $807,490. Fund 841.3100.0165 has an available balance of $1.48 million; therefore, sufficient funds are available. Annual licensing charges will be ongoing and funded through internal service charges.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Chris Freeman, Information Technologies Procurement Analyst
Reviewed by: Rob O’Brien, Deputy City Manager
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Public Works Agreement