TO: Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
THROUGH: Anthony Warren, Director of Building & Facilities Services
FROM: John Evans, Facilities Management Manager
DATE: July 16, 2025
SUBJECT: Waiver of Bids for Replacement of the Access Control System at Courthouse
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BACKGROUND
At seven (7) years old, the Lenel access control system in the courthouse is nearing its end, with hardware now obsolete and irreparable. It struggles with ongoing repairs using outdated expansion modules. A complete board failure would leave the courthouse vulnerable, as there are no replacement options available. It's crucial to consider an upgrade to ensure security and functionality remain intact for the safety of all who enter.
ANALYSIS
The replacement of the Courthouse Lenel system is crucial. With obsolete parts, a future breakdown could leave us unable to restore functionality. Additionally, the proprietary nature of the current system locks us into specific service providers, inflating maintenance costs. Timely replacement will enhance reliability, reduce expenses, and ensure we have a system that meets our evolving needs effectively. Three quotes for a comparable, non-proprietary system were requested and are on file in the Facilities Management Division. The least expensive option is $89,505.65. Because system exceeds the $35,000 bid threshold, as well as the County Administrator's $75,000 authority, the Board is asked to waive the requirement for bids.
BUDGETARY IMPACT
Funding, in the amount of $89,505.65, is budgeted and available in the General Fund/Facilities/Maintenance - Courthouse account, number 00122019-034611.
STRATEGIC PLAN ALIGNMENT
Allows updated services and a more reliable system for future operations
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board waive the requirement for bids and authorize the Procurement Division to issue a purchase order to Gearface, LLC, DBA CDA Electronics in the amount of $89,505.65. This will allow better uniformity throughout the County and allow for a broader vendor base of certified repair companies when necessary.