HomeMy WebLinkAboutord2019-086Whatcom County COUNTY COURTHOUSE
311 Grand Avenue, Ste #105
ter. Bellingham, WA 98225-4038
(360) 778-5010
Agenda Bill Master Report
File Number: AB2019-592
File ID: AB2019-592 Version: 1 Status: Adopted
File Created: 11/07/2019 Entered by: MCaldwel@co.whatcom.wa.us
Department: Finance Division File Type: Ordinance
Assigned to: Council Finance and Administrative Services Committee Final Action: 12/03/2019
Agenda Date: 12/03/2019 Enactment #: ORD 2019-086
Primary Contact Email: mcaldwel@co.whatcom.wa.us
TITLE FOR AGENDA ITEM:
Ordinance establishing the Prox Lock Control Panel Replacement Fund and establishing a project
based budget for the Prox Lock Control Panel Replacement Project
SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE:
Request establishes the Prox Lock Control Panel Replacement Fund and requests a project based
budget to replace access system control panels and related equipment in the amount of $238,000.
HISTORY OF LEGISLATIVE FILE
Date: Acting Body:
Action:
Sent To:
11/19/2019 Council
INTRODUCED Council Finance and
Administrative Services
Committee
Aye:
6
Brenner, Browne, Byrd, Donovan, Frazey, and Sidhu
Nay:
0
Absent:
1
Buchanan
12/03/2019 Council Finance and Administrative
RECOMMENDED FOR
Services Committee
ADOPTION
Aye:
3
Byrd, Frazey, and Sidhu
Nay:
0
Absent:
0
12/03/2019 Council
ADOPTED
Aye:
7
Brenner, Browne, Buchanan, Byrd, Donovan, Frazey, and Sidhu
Nay:
0
Whatcom County Page 1 Printed on 121412019
Agenda Bill Master Report Continued (AB2019-592)
Absent: 0
Whatcom County Page 2 Printed on 121412019
PROPOSED BY: Executive
INTRODUCTION DATE: 11/19/19
ORDINANCE NO. 2019-086
ORDINANCE ESTABLISHING THE PROX LOCK CONTROL PANEL REPLACEMENT FUND
AND ESTABLISHING A PROJECT BASED BUDGET FOR THE PROX LOCK CONTROL
PANEL REPLACEMENT PROJECT
WHEREAS, the County has access controls (prox locks) on several buildings, and
WHEREAS, most of the current prox lock control panels in place are several generations old
and no longer supported, and
WHEREAS, the County needs to replace these panels and it is estimated that the duration of
the project will take multiple years to implement and execute, and
WHEREAS, funding is available from Real Estate Excise Tax I Fund, and
WHEREAS, Section 6.80 of the Whatcom County Home Rule Charter allows for project -
based capital budget appropriation ordinances that lapse when the project has been completed
or abandoned or when no expenditure or encumbrance has been made for three (3) years,
NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that a new fund is
hereby established effective December 3, 2019 titled Prox Lock Control Panel Replacement
Fund. This fund shall be used to account for the revenues and expenditures related to replacing
access system control panels and related equipment, and
BE IT FURTHER ORDAINED by the Whatcom County Council that the Prox Lock Control
Panel Replacement Fund is approved as described in Exhibit A with a project budget of
$238,000.
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Daria,Brown-Davis; C'ouncil Clerk
APPROVED AS TO FORM:
Civil Deputy Prosecutor
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Chair of the Council
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Jack Louws, Cou �tg
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Supplemental Budget Request status: Pending
Administrative Services Facilities Management
Supp'r ID # 2993 Fund Cost Center Originator. Rob Ney
- Year 1 2019 Add'I FTE ❑ _ Priority 1
Name of Request: Prox Lock Control Panel Replacement Project
X a
Department Head Signature (Required on Hard Copy Submission) Date
Costs: !` Object Object Description Amount Requested
—,
7060 Repairs & Maintenance $238 000
j
8301 Operating Transfer In ($238,000) j
Request Total $0 j
la. Description of request:
The Council approved ASR #2019-5865 in the 2019-20 Biennium Budget (see attached). The ASR was a
"one-time" expenditure to replace the County's inventory of proximity panels that are part of our access
control system. With all the major projects currently on Facilities' plate, there is not sufficient time to begin
this major undertaking. Further, it is estimated that the duration of this project will take multiple years to
implement and execute. Staff is requesting the "one time" money be converted into a Project Based
Budget so facilities can implement as time allows.
1b. Primary customers:
Departments and Staff who reside in buildings with access controls. It is a desire of Facilities to have all
buildings controlled by our access control system and is working to achieve this goal in a methodical
manner.
2. Problem to be solved.
Converting the "one-time" money to a project based budget will allow Facilities to undertake this major
project over multiple years.
Many/most of the AMAG control panels are several generations old and are no longer supported. This
effort would replace these aging, non -supported units with a current supported system.
3a. Options /Advantages:
There are not many options available to keep this system working. Parts are no longer available for these
older systems. Replacing with new components is the only viable options.
This will allow Facilities to continue to manage an access control system in locations where the non -
supported panels exist.
3b. Cost savings:
There are no real cost saving options.
4a. Outcomes:
Once work has been completed, the buildings will be secure and the software/hardware will be supported
to limit interruptions in security for the buildings.
4b. Measures:
Upon completion of the installation of the new components.
Continued building security.
5a. Other Departments/Agencies:
This project will impact only those departments where these panels will be replaced. However, Facilities
will do everything it can to limit any service interruptions for our tenants.
Thursday, October 31, 2019 Rpt: Rpt Suppl Regular
Supplemental Budget Request
Status: Pending
Administrative Services Facilities Management
Supp7 ID # 2993 Fund Cost Center Originator: Rob Ney
Nearly all buildings with access controls.
5b. Name the person in charge of implementation and what they are responsible for:
Rob Ney
6. Funding Source:
REET I
Thursday, October 31, 2019 Rpt: Apt Suppl Regular
2019-2020 Budget Preparation - Regular Additional Service Request
Administrative Services Facilities Management
ASR # L_0�9- 5f365 Fund 326 Cost Cente Originator. Rob Ney
Expenditure Type: One -Time Add'I FTE ❑ Add'I Space ❑ Priority 11
Name of Request: Prox Lock Control Panel Replacement Project
Costs: Object Object Description 2019 Requested! 2019 Approved l 2020 Requested l 2020 Approved
7060 Repairs & Maintenance
$238,000
$238,000
$0
$0
Totals
$238,000
$238,000
$0
$0
1. Description of Request:
a) Describe the proposed activity or service, and indicate whether it is a higher or lower priority
than existing services in your department budget.
The County has access controls (Prox locks) on several buildings. The current system in place is the
AMAG system. Our Vendor has informed us that they no longer supply parts for our AMAG access control
panel system. The County has had a built up inventory of spare parts that has been depleted over the
years, most recently with the water damage at Civic Center Building. This request would be to replace the
aging system with new panels and the newer firmware.
b) Who are the primary customers for this service?
Departments and Staff who reside in buildings with access controls. It is a desire of Facilities to have all
buildings controlled by our access control system and is working to achieve this goal in a methodical
manner.
2. Describe the problem this request addresses and why Whatcom County needs to address it.
Many/most of the AMAG control panels are several generations old and are no longer supported. This
effort would replace these aging, non -supported units with a current supported system.
3. Options
a) What other options have you considered? Why is this the best option?
There are not many options available to keep this system working. Parts are no longer available for these
older systems. Replacing with new components is the only viable options.
This will allow Facilities to continue to manage an access control system in locations where the non -
supported panels exist.
b) What are the specific cost savings? (Quantify)
There are no real cost saving options.
4. Outcomes / Objectives
a) What outcomes will be delivered and when?
Once work has been completed, the buildings will be secure and the software/hardware will be supported
to limit interruptions in security for the buildings.
b) How will you know whether the outcomes happened?
Upon completion of the installation of the new components.
Continued building security.
5. Other Departments/Agencies
a) Will this ASR impact other departments or agencies? if so, please identify the departments and/or
agencies impacted and explain what the impacts) will be.
This project will impact only those departments where these panels will be replaced. However, Facilities
will do everything it can to limit any service interruptions for our tenants.
Nearly all buildings with access controls.
b) if another department or agency is responsible for part of the implementation, name the person in
charge of implementation and what they are responsible for.
Rob Ney
Tuesday, September 25, 2018 Rpt: ASR - BY DEW Reg and App
2019-2020 Budget Preparation - Regular Additional Service Request
Administrative Services Facilities Management
ASR T W 9- 5Br.5 Fund 326 Cost Cente
6. What is the funding source for this request?
REETI
Originator., Rob Ney
Tuesday, September 25, 2018 Rpt: ASR - BY DEPT Req and App