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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/15/2014 - FIRST READING OF ORDINANCE NO. 100, 2014, APPROPRIAgenda Item 8 Item # 8 Page 1 AGENDA ITEM SUMMARY July 15, 2014 City Council STAFF Gerry Paul, Director of Purchasing & Risk Management Mike Beckstead, Chief Financial Officer SUBJECT First Reading of Ordinance No. 100, 2014, Appropriating Prior Year Reserves in the General Fund to Fund High Priority Security Enhancements. EXECUTIVE SUMMARY The purpose of this item is to appropriate funds in the amount of $210,000 to address high priority security findings identified by a comprehensive security assessment of City buildings. Funding is requested to implement enhancements to address the high priority findings identified in a 2013/2014 City building security assessment performed by Lyon & Associates. Funding will be directed to access control, alarm systems, internal public address systems, security cameras, and minor remodels to increase security workspace hardening. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. Management staff presented and recommended implementation of fifty-five (55) high risk priority security enhancements to ELT staff on May 7, 2014. The ELT endorsed implementation of the enhancements without delay to increase security for City staff and citizens. Staff recommends appropriation of funds in the amount of $210,000 for this project from prior year reserves in the General Fund. BACKGROUND / DISCUSSION There has been an increase in incidents of negative interaction with individuals across the City contributing to employee’s heightened awareness and concern for security particularly in high use public environments. In 2013, the Risk Management office contracted with a security consultant to conduct comprehensive security assessments of 19 City building. At the conclusion of the assessment, 260 findings were identified and with the assistance of the security consultant, City Risk Management staff categorized each finding as high priority, medium priority, low priority or procedural. Fifty-five (55) of the findings were categorized as high priority. Prioritization Criteria: High priority assessment enhancements address areas of highest probability for increased risk of employee or citizen injury, use of existing voice over internet protocol (VOIP) phone systems to enhance emergency communications in City buildings, and security cameras installed in areas of high use by children such as recreation facilities. The list of high priority items was provided to Operations Services and Information Technology for price quotes. The price to accomplish all items on the list as proposed by the security consultant is $538,460. After review, a scaled back alternative option was proposed that functionally achieves similar levels of enhanced security with an estimated price of $210,000. Agenda Item 8 Item # 8 Page 2 Implementation of the high priority items will increase the level of security in City facilities creating a safe, healthy and secure environment for both employees and citizens. FINANCIAL / ECONOMIC IMPACTS The total cost to implement the recommended high priority enhancements is $210,000. ENVIRONMENTAL IMPACTS While no air, soil or water environments will be impacted by this request, the safety and security of the employee and citizen environment will be enhanced. ATTACHMENTS 1. Security High Priority List (PDF) High Priority Type Location Task description Priority Low Medium High Estimated Cost Contact Comments Access Control AC 215 North Mason Muni Court Install lockboxes for weapons in the space previously occupied by the Fire Extinguisher cabinet. High $3,500 Ops Services AC 281 N. College Keyless fob entry access control should be provided on XX doors. (waiting on floor plan to include number of doors to fob) Hoping to have this information 3/27/14 High $35,000 Ops Services 2,500 per door X 11 doors and adding 4 doors $38,500 Alarms ALM Mulberry Pool The Reception Desk should be equipped with a panic/duress alarm which when activated will send an alarm to the contract alarm company, but will also actuate the camera call-up system which will display the scene on up to five computers, and activate strobe lights in designated offices. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. ALM City Park Pool Consideration should be given to installing an intrusion alarm on the Chemical Storage Room, which when activated will emit a very loud audible alarm. High $5,000 Ops Services ALM City Park Pool A panic/duress alarm interfaced with camera call-up software should be installed beneath the counter in the Cashiers Office. If the alarm is activated, the camera behind the Cashier will automatically display the situation on 5 previously designated computers. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. Summary - City of Fort Collins Building Security Assessments 2013/2014 Legend: Type Location Task description Priority Low Medium High Estimated Cost Contact Comments ALM Atzlan Community Center A panic/duress alarm should be installed at the front counter, which when activated will cause strobe lights in five different offices to commence flashing, and if tied in with camera call-up software, will display the situation on 5 computer screens High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. ALM Lee Martinez Farm A panic/duress alarm should be installed on the wall immediately behind the Receptionist/Cashier, and a large smile icon placed directly beneath it. When activated, the alarm should activate strobe lights in various locations to alert other personnel of possible danger. High $5,000 Ops Services ALM Museum of Discovery Install a panic/duress alarm at the Reception Desk, which when activated, will cause the CCTV camera located on the wall behind the receptionist to display the activity on 5 computer screens of pre-designated personnel. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. ALM Museum of Discovery Install a panic/duress alarm at the Cashiers Counter in the Gift Shop. High $5,000 Ops Services ALM Senior Center A panic/duress alarm should be installed at the Reception Desk, which when activated will display the activity as captured by the nearest CCTV camera on 5 computer screens, as well as activate strobe lights in the offices of five Staff members. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. ALM Type Location Task description Priority Low Medium High Estimated Cost Contact Comments ALM City Park Shop Install a panic/duress alarm at the Reception Desk, which when activated will display the activity as captured by the nearest CCTV camera on five computer screens of pre- selected Staff, as well as activate strobe lights in those same 5 offices. High $5,000 Ops Services Option II - Panic button installation without call-up to camera system or strobe. ALM 215 North Mason Muni Court Install a panic/duress alarm at the Judges Bench. When activated, a CCTV camera will display the ongoing scene on 5 computers in the Municipal Court Offices, and actuate strobe lights in the Foyer of the Courtroom, and the main hallway. High $5,000 Ops Services Option II - Panic button installation without call-up to camera system or strobe. ALM 215 North Mason Muni Court A second panic alarm should be installed in the Bailiffs Box. High $100 Ops Services ALM 215 North Mason Muni Court A panic/duress alarm should be installed in attny office desk, which when activated will actuate a strobe light located above his door in the hallway.. High $5,000 Ops Services ALM 215 North Mason Muni Court A panic/duress alarm should be installed in attny office desk, which when activated will actuate a strobe light located above his door in the hallway High $100 Ops Services ALM 215 North Mason Muni Court Panic/duress alarms should be installed at all front counter positions, which when activated, will actuate the camera and display the situation on 5 Staff computers. High $5,000 Ops Services ALM CMO Type Location Task description Priority Low Medium High Estimated Cost Contact Comments PA Atzlan Community Center Strong consideration should be given to updating and repairing the existing Public Address (PA) system. Currently it cannot be understood in some areas, and cannot be heard in others. The system should provide an option whereby the person in charge of the Reception Desk can override all other communications. High $450 Ops Services Option II - VOIP system only $25 per phone extension. PA Museum of Discovery While the facility does have a Public Address system, with recent renovations some areas are currently uncovered. The system should be expanded to include these areas. High $875 Ops Services / Kathy Henggeler Option II - VOIP system only $25 per phone extension. PA Senior Center The facility has one Public Address System (PA) which is in the Natatorium which allow employees to contact the Reception Desk. It apparently does not work consistently well, nor do employees know how to use the system. Consideration should be given to repairing the existing system, and with integration software, expand the system to the entire building. High Ops Services Option II - Already budgeted as part of the remodel. PA Traffic Department The VOIP telephone system should be integrated with the Public Address system, and at least two speakers should be mounted in the yard. High $500 Kathy Henggeler Option II - VOIP system only $25 per phone extension. PA 281 N. College The VOIP telephone system should be integrated with the Public Address system. High $2,725 Type Location Task description Priority Low Medium High Estimated Cost Contact Comments RMDL 215 North Mason Muni Court Kevlar or other bullet resistant material should be installed under underneath the jusdes bench similar to what was provided under council benches. High $20,000 Ops Services $25,000 Security Cameras SC Mulberry Pool Install a CCTV camera in the Southwest Corner of the Lobby to monitor visitors entering and exiting the building, particularly minor children. High $1,931 Jared Soares a video management and storage server would be required per physical location/department. Facilities that house multiple departments/workgroups, may share the server. However, this may be dependent on regulatory guidelines and departmental needs/requirements for a higher level of security and privacy. Approximate cost of server is $8,500.00. Mulberry Pool Server $8,500 SC Mulberry Pool Install a CCTV camera at top of the stairs between the 1st and 2nd floors. High $1,931 Jared Soares SC Mulberry Pool Install a CCTV camera high on the Southwest wall of the natatorium in a position to view all pool activities. High $1,931 Jared Soares SC Mulberry Pool Install a CCTV camera on the Northeast corner of the cycling/exercise room in a position to monitor the pool recreation area and the bleachers. High $1,931 Jared Soares SC Mulberry Pool Position a CCTV camera on the North wall in a position to monitor the Equipment Room and the Chemical Storage Room. High $1,931 Jared Soares 5 Type Location Task description Priority Low Medium High Estimated Cost Contact Comments SC City Park Pool A CCTV camera should be mounted on the wall behind the cashier, and a monitor placed inside the Lifeguards Office High $1,931 Jared Soares a video management and storage server would be required per physical location/department. Facilities that house multiple departments/workgroups, may share the server. However, this may be dependent on regulatory guidelines and departmental needs/requirements for a higher level of security and privacy. Approximate cost of server is $8,500.00. City Park Pool Server $8,500 SC City Park Pool Mount a second CCTV camera on the exterior wall of the Lifeguards Office in a position to view Chemical Storage and Maintenance Building, as well as the East side of the pool. High $1,931 Jared Soares SC City Park Pool Place a third CCTV cameras underneath the roof overhang of the Club Tico building in a position to view the pool and the water slides. High $1,931 Jared Soares SC Nix Farm Install a CCTV camera on the North wall of the Reception area of the Nix Farm House in a position to view visitors entering the building and the Receptionist. High $1,931 Jared Soares a video management and storage server would be required per physical location/department. Facilities that house multiple departments/workgroups, may share the server. However, this may be dependent on regulatory guidelines and departmental needs/requirements for a higher level of security and privacy. Approximate cost of server is $8,500.00. 6 Type Location Task description Priority Low Medium High Estimated Cost Contact Comments Nix Farm Server $8,500 SC Nix Farm Install two (2) CCTV cameras in the Shop in a position to monitor the two personnel doors and the garage doors. High $1,931 Jared Soares $44,810 Safety SFTY EPIC Install a plastic yellow chain across the loading dock, and install alternating black and yellow tape on the lip of the dock to prevent an individual from inadvertently falling into the truck bay High Ops Services To be completed through Recreation SFTY Mulberry Pool From a safety and emergency evacuation perspective, the lips of all stairs on the two staircases between the 1st and 2nd floors, and all the stairs in the Natatorium should be highlighted with non-skid black and yellow tape. High Ops Services To be completed through Recreation SFTY City Park Pool The lips of all stairs in the Mechanical Room should be highlighted with non-skid florescent black and yellow tape. High Ops Services To be completed through Recreation SFTY Atzlan Community Center The lips of all stairs between the 1st and 2nd floors should be highlighted with non-skid florescent yellow and black tape. High Ops Services To be completed through Recreation SFTY Museum of Discovery Pathway lighting should be installed on both sides of the stairs in the Digital Dome, and the lip of each stair clearly delineated to prevent slips and falls. High $15,000 Ops Services SFTY Senior Center Type Location Task description Priority Low Medium High Estimated Cost Contact Comments 215 North Mason Muni Court The Security Officer assigned to the Municipal Court works from 7:30am - 11:00am Monday, Wednesday and Thursday. His presence may also be required at trials and hearing on civil infractions, which may occur after the regularly assigned hours. As there is no security in this building, and taking into account it's openness and the critical function performed therein, it might be prudent to extend the hours of operation to 7:30am - 4:30pm, Monday through Friday. High Dept. Administrative. An offer is being developed in the 15/16 BFO for funding to staff security guard. $2,500 Total $207,360 8 - 1 - ORDINANCE NO. 100, 2014 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES IN THE GENERAL FUND TO FUND HIGH PRIORITY SECURITY ENHANCEMENTS WHEREAS, the City is committed to providing the public and employees with safe and secure facilities and work environments; and WHEREAS, a comprehensive security assessment was completed in 2013 to address the increase in incidents of negative interaction that has resulted in heightened awareness and concern for security in high-use public environments; and WHEREAS, the assessment identified 260 findings with 55 of the findings classified as high priority; and WHEREAS, staff is requesting $210,000 from prior year General Fund reserves to implement enhancements to address the high priority security findings; and WHEREAS, staff recommends this project be funded from the General Fund as this project focuses on public and employee security; and WHEREAS, funding will include alarm systems, internal public address systems, security cameras, and minor remodels to increase security workspace hardening; and WHEREAS, Article V, Section 9, of the City Charter permits the City Council to appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years, notwithstanding that such reserves were not previously appropriated. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS that there is hereby appropriated for expenditure from prior year reserves in the General Fund the sum of TWO HUNDRED TEN THOUSAND DOLLARS ($210,000) to fund high priority security enhancements. Introduced, considered favorably on first reading, and ordered published this 15th day of July, A.D. 2014, and to be presented for final passage on the19th day of August, A.D. 2014. __________________________________ Mayor Pro Tem ATTEST: _______________________________ City Clerk - 2 - Passed and adopted on final reading on the 19th day of August, A.D. 2014. __________________________________ Mayor ATTEST: _______________________________ City Clerk The lips of all stairs should be highlighted with black and florescent yellow non-skid tape. High Ops Services To be completed through Recreation $15,000 Atzlan Community Center The playground on the East Side of the Center is approximately 75% fenced. Given the age of the children using this playground, and its proximity to the Poudre River, the railroad tracks and the walking / bike trail, consideration should be given to completely enclosing the playground and adding two gates on the West side. High $2,500 Ops Services 7 Kathy Henggeler Option II - VOIP system only $25 per phone extension. PA Streets Department A public address (PA) system should be installed in the main office, the maintenance facilities and the maintenance yard, and integrated into the VOIP telephone system. High $875 Ops Services / Kathy Henggeler Option II - VOIP system only $25 per phone extension. PA City Park Shop Install a public address (PA) system through out the building, and in the maintenance yard, integrating it with the VOIP telephone system.. High $925 Ops & Kathy Henggeler Option II - VOIP system only $25 per phone extension. $6,350 Remodel RMDL 215 North Mason Muni Court A door with an electro magnetic lock should be installed between the Judges bench and the wall High $5,000 Ops Services 4 The Receptionist desks should be equipped with panic/duress alarms. Camera Call-Up software should be integrated into the Panic/Duress alarm, so that if the alarm is activated, it would actuate the closest CCTV camera which would automatically display the situation on 5 Staff computers, as well as actuate strobe lights in those offices. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. $75,200 Public Address Systems 3 Traffic Department Panic/duress alarms should be installed at both positions at the Reception Desk. When activated, the alarm should activate strobe lights in at least 3-5 offices of Staff members who are normally on site. High $5,000 Ops Services Option II - Panic button installation to monitoring company without call-up to camera or strobe systems. ALM Streets Department Panic/duress alarms should be installed at both Receptionist positions, which when activated would activate 3-5 strobe lights in offices of Staff members normally on site. High $5,000 Ops Services 2 AC = Access Control ALM = Alarms PA = Public Address Sys. PCD = Procedural SC = Security Camera (CCTV) SFTY = Safety More detailed descriptions of line items are available in departmental security assessment available upon request from Risk Management. 1