10.b1 Electronic Door Lock System Upgrade
Staff Report
Date of Meeting: June, 16th 2026
To: City Council
From: Mike Hinz, Fire Chief
Re: Replacement of electronic door locks equipment
Background:
The current door access system for FD/PW/City Hall was installed in 2020 at a cost of $29,729 and we added the
city hall exterior front door & kitchen doors in 2021at a cost of $19,729. We also have a very old system at the warming
house that is in dire need of replacement. The current system is no longer supported and will be obsolete the end of this
year. The current system is an on premise system VS a cloud based. I worked with our current vendor on options for
both a on premise and cloud based. Through our discussions they recommended an on premise due to the fact that cloud
based has a significant annual cost. I had our current vendor submit an estimate to replace the needed components. I
also went out to other vendors, only 1 responded, but this system is cloud based. I have supplied both quotes and a work
sheet to compare the 2 quotes.
I had both vendors also quote adding the warming house to the new system and supply options for adding additional
door controls.
For city hall we currently have 5 doors controlled (exterior and interior front doors, 1 board room door, 1 great hall
door and the kitchen door) the additional doors are (Main office door, Kyles office door & AV room door)
For the warming house there is currently only the north main door that is controlled. We add the option of 3 more
doors (south entry, office & exterior well room doors.
For FD/PW building there are currently 9 doors controlled (all exterior & door between FD/PW). We added the
option for 5 additional interior office doors (Chief, Assistant Chief, Relief, Captains & sheriff’s office doors). We
also added an option to install a door control on the south cold storage building.
We need to upgrade this system due to it no longer being supported and we are have a few issues with it currently
due to end of support. If we include the additional options, the need for physical keys by most would no longer be
needed. It is a large expense, but is very useful to control access. We do plan to add the additional doors over time in the
future if not approved during this budget cycle.
I do want to add that since moving to the electronic system we have not had to re-key any of the locks and I think if
you as the office staff they like that FOB’s can be changed or deleted as needed.
Issue:
Should the City Council approve the replacement of the door access system and add optional additions?
Proposal Details:
We received the bid from Twin City Hardware and Verkada (CIT). I was not able to get exactly the bid
breakdown from both bidders as requested.
-TCH’s base bid is CH/WH $19,555.68, FD/PW $18,316.51, Cold Storage $5,677.19 = total base bid $43,549.38
-TCH’s additional is CH/WH $10,102.21, FD/PW $12,781.04 for a total of $66,432.63
-CIT’s Base bid is CH/WH $28,264.00, FD/PW $20,680.00, Cold Storage $5,606.00 = Total base bid $54,550.00
with an additional annual license fee of $4,180.00 per year
-CIT’s additional is FD/PW $8,380.00 they included warming house & city hall in there base bid.
Fiscal Impact:
The project is in the CIP with $18,000.00 in the city hall fund (401) and $18,000.00 in the FD/PW fund
(412) for a total of $36,000.00. The cold storage work will be paid for out of the FD/PW 2026 operating budgets.
Options:
(1) Approve Base bid Electronic door controls replacement to TCH in the amount of $43,549.38
(2) Approve Base bid & additional in the amount of $66,432.63
(3) Decline replacing
Recommendation:
Option (1).