Title
Recommendation to Authorize the Interim City Manager to Execute an Agreement with AFS Security Systems Inc., for Keycard Access and Security Control System Installation and Support Services in an Amount Not-to-Exceed $2,349,925, including Contingency.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities), and 15302 (Replacement or Reconstruction). (Public Works C41000)
Body
To: Honorable Mayor and Members of the City Council
From: Adam Politzwe, Interim City Manager
EXECUTIVE SUMMARY
To enhance building security and operational efficiency, staff issued a Request for Proposals (RFP) to install and support a keycard access system and replace the turnkey hardware. The facilities proposed as part of this agreement are City Hall, City Hall West, Recreation and Parks Department Administration Building and the Maintenance Service Center. Staff recommends City Council authorize the Interim City Manager to execute the Agreement with AFS Security Systems Inc. (AFS), included as Exhibit 1, in an amount not to exceed $2,349,925, including contingency, for these services.
BACKGROUND
The City of Alameda (City) is responsible for the management and security of 76 municipal facilities, encompassing a total of 842 doors and their associated locking mechanisms. Most facilities rely on traditional mechanical key-and-lock systems ("turnkey hardware"), which present significant operational and security challenges. Lost, stolen, or unreturned keys require complete lock replacement and key distribution - an effort that is costly, labor-intensive, and time sensitive.
To address those challenges, City Council approved funding in the Fiscal Year 2023-2025 capital budget to transition to a modern, centralized keycard access control system. Unlike traditional keys, keycards can be quickly activated or deactivated within a secure software platform. This allows for immediate response to lost or compromised credentials without the need for hardware replacement. Keycard systems also eliminate the need to carry or manage physical keys, reducing administrative burden and improving user convenience.
Beyond basic access control, the implementation of a keycard system provides a range of additional benefits:
• Integrated Identification: Keycards double as employee or contractor ID badges
• Improved Security Auditing: Access logs allow administrators to track entry times, locations, and personnel in real time
• Customizable Access Levels: Access can be granted or restricted by user role, department, time of day, or specific locations
• Cross-Facility Access: Staff can access multiple facilities without the need for multiple keys
• Support for Temporary Access: Contractors and vendors can be issued customized credentials with pre-defined expiration dates
• Scalability: The system can be expanded incrementally across additional facilities as funding and priorities allow
To identify the best solution for the City’s needs, staff researched available products and launched a pilot program in 2023 at two facilities: the Main Library and the Police Station. These sites were selected due to their high traffic and security requirements. The Brivo Access Platform was deployed as the pilot system, and after a successful evaluation period demonstrating reliability, usability, and system flexibility, the City proceeded to solicit proposals from qualified professional firms to deploy this system to other City facilities.
The proposed access control modernization project involves the planning, procurement, installation, and ongoing support of a keycard system across four major City facilities: City Hall, City Hall West, Maintenance Service Center and the Recreation and Parks Administrative Building. This work will include the replacement of existing turnkey hardware with keycard-enabled access points, bringing approximately 41% of all City-operated doors under the new system. Once complete, staff will return to City Council with an update, including the proposed cost and scope to expand the system citywide.
This strategic upgrade represents a significant step forward in the City’s commitment to modern, efficient, and secure facility management.
DISCUSSION
Due to the complexity and varying installation requirements of keycard systems, staff issued a RFP that required proposers to plan, procure, install, and support a keyless access system across the specified City facilities, and to configure it to integrate with the Brivo platform. The proposed system was required to support up to 1,000 active employees, with keycards serving as photo identification.
To ensure optimal security, the RFP also required the inclusion of new turnkey hardware at all facilities. Additionally, proposers were asked to identify any necessary software or hardware that would enable the City to produce, program, and issue replacement or new keycards on-site once the initial installations were complete. Proposers were also required to develop a phased installation schedule and define interdepartmental protocols for managing keycard assignment and distribution.
The purpose of the RFP was to provide the City with all necessary materials, labor, software, and procedures to implement and manage a secure keycard access system.
On August 21, 2025, Public Works staff issued the RFP for a Keycard Access & Security Control System and related support services. To encourage maximum participation and competitive pricing, the RFP was distributed to 19 separate builders’ exchanges throughout the Bay Area, posted on the City’s website, and published in the Alameda Journal. After a 33-day bidding period, five companies submitted proposals by the September 23, 2025 deadline.
Staff reviewed all proposals in accordance with the City’s Purchasing Policy and the evaluation criteria outlined in the RFP. Based on this review, AFS Security Systems Inc. (AFS), the vendor that implemented the pilot program, was selected as the service provider that best meets the City’s needs.
After selecting AFS, staff negotiated with the vendor to include the Maintenance Service Center in the project scope, due to recent security breaches at that facility
Once the currently proposed work is complete, staff will return to City Council with an update, including the proposed cost and scope to expand the system citywide, as well as the annual subscription costs for ongoing service, which is approximately $165 per door per year.
Staff is requesting City Council authorize the Interim City Manager to execute an agreement with AFS, in an amount not-to-exceed $2,349,925, including contingency, for a first phase of this project including all doors at City Hall, City Hall West, Alameda Recreation and Parks Administration Building and the Maintenance Service Center.
ALTERNATIVES
• Approve the Agreement, as recommended
• Adjust the Agreement scope
• Do not award the Agreement and provide alternate direction to staff
FINANCIAL IMPACT
A total of $5,208,000 was appropriated for this project in the 2023-2025 Capital Budget. Funding for future phases will be subject to City Council approval. The total budget for this agreement is $2,349,925, including contingency. There is currently no additional impact on the General Fund.
|
Installation |
$1,900,467 |
|
Annual Subscription |
$57,804 |
|
Sub-Total |
$1,958,271 |
|
Contingency |
$391,654 |
|
Agreement-Total |
$2,349,925 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to enhance community safety and services and invest in City infrastructure. This action is consistent with the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities), and 15302 (Replacement or Reconstruction).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the Interim City Manager to execute an agreement with AFS Security Systems Inc., for Keycard Access and Security Control System Installation and Support Services in an amount not-to-exceed $2,349,925, including contingency.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Agreement