The URL can be used to link to this page

Home My WebLink AboutP.R. NO. 25168 PURCHASE WITH MHC DATACOMM, INC. FOR THE INSTALLATION OF ACCESS CONTROL TO THE STAIRWELL AND ELEVATORS. City of ort rthur www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: September 14, 2026 To: The Honorable Mayor and The Port Arthur City Council Through: Ron Burton, CPM, City Manager From: Jessie Dehn, P.E., Director of Public Works RE: PR 25168: Authorizing the City Manager to execute an installation purchase with MHC Datacomm, Inc. through Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program contract number 20240203, for the installation of access controls to the stairwell and elevators for the Port Arthur City Hall building in an amount of$49,339.00, with funds available in the Account Number 307-21-049-8522- 00-10-000, Project No.BU00.34 Introduction: The intent of this agenda item is to authorize the City Manager to execute a purchase and installation agreement with MHC Datacomm,Inc.of Orange,Texas,through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program,Contract No. 20240203,for the installation of access control systems at designated stairwell doors and elevators at Port Arthur City Hall,in an amount not to exceed$49,339.00. Background: The Public Works Department is seeking to enhance security and controlled access within Port Arthur City Hall.The proposed improvements will provide controlled access to designated areas of the building and are intended to improve the safety of City personnel, protect City facilities, and support the City's building security operations. MHC Datacomm, Inc. has submitted pricing through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, Contract No. 20240203, for the proposed access control improvements. The proposed work consists of two components: • Stairwell Access Controls — $39,964.00: Installation of access control systems at designated stairwell doors on the 2nd, 3rd,4th, and 6th floors of Port Arthur City Hall. • Elevator Access Controls—$9,375.00: Installation of access control systems for the elevators, including controlled access to the 2nd,3rd, and 4th floors. The combined cost of the proposed work is$49,339.00.The detailed scopes of work submitted by MHC Datacomm, Inc. are attached to the proposed resolution as Exhibits "A" and"B." The proposed access control improvements will provide the City with additional security measures for designated areas within Port Arthur City Hall. The installation will allow the City to regulate access to "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 specified stairwell areas and elevator floors while maintaining appropriate access for authorized personnel. The proposed purchase is being made through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, Contract No. 20240203.The City previously authorized participation in cooperative purchasing through Resolution No. 20-019 and its applicable interlocal agreement with the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program. Budget Impact: Funding has been appropriated in Account No. 307-21-049-8522-00-10-000. Project No.BU00.34. Recommendation: It is recommended that the City Council authorize the City Manager to execute a purchase and installation agreement with MHC Datacomm, Inc. of Orange, Texas, through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, Contract No. 20240203, for the installation of access control systems at designated stairwell doors and elevators at Port Arthur City Hall, in an amount not to exceed $49,339.00, with funding available in Account No. 307-21-049-8522- 00-10-000, Project No. BU0034.CON. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 PR No.25168 09/14/2026 RLD-tnr Page 1 of 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AND INSTALLATION AGREEMENT WITH MHC DATACOMM, INC., OF ORANGE, TEXAS, THROUGH THE REGION 5 EDUCATION SERVICE CENTER SOUTHEAST TEXAS COOPERATIVE PURCHASING PROGRAM, CONTRACT NO. 20240203, FOR ACCESS CONTROL TO THE STAIRWELL DOORS ($39,964.00) AND ELEVATORS ($9,375.00)AT THE PORT ARTHUR CITY HALL IN THE TOTAL AMOUNT OF $49,339.00. FUNDING IS AVAILABLE IN ACCOUNT NO. 307-21-049- 8522-00-10-000, PROJECT NO. BU0034.CON. WHEREAS,the City of Port Arthur seeks to enhance the security of Port Arthur City Hall by implementing access control measures designed to regulate access to designated areas of the building and improve the safety and security of City personnel and facilities; and WHEREAS, the Public Works Department has determined that access controls should be installed at designated stairwell doors and elevators within Port Arthur City Hall to provide controlled access to certain floors of the building and enhance building security; and WHEREAS, MHC Datacomm, Inc., of Orange, Texas, has submitted pricing through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, Contract No. 20240203, for the installation of access control systems at Port Arthur City Hall; and WHEREAS,the proposed work includes the installation of access control systems for the stairwell doors located on the 2nd, 3rd, 4th, and 6th floors of Port Arthur City Hall, as more particularly described in Exhibit"A" attached hereto and incorporated herein by reference; and WHEREAS,the proposed work also includes the installation of access control systems for the elevators serving designated floors of Port Arthur City Hall,including controlled access to the 2nd, 3rd, and 4th floors, as more particularly described in Exhibit "B" attached hereto and incorporated herein by reference; and WHEREAS, the total cost of the proposed access control improvements is $49,339.00, consisting of$39,964.00 for the stairwell access controls and $9,375.00 for the elevator access controls; and WHEREAS,pursuant to Chapter 271 of the Texas Local Government Code,the City may participate in cooperative purchasing arrangements for the procurement of goods and services in accordance with applicable law; and WHEREAS, pursuant to Resolution No. 20-019, the City of Port Arthur entered into an interlocal agreement with the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, thereby authorizing the City to participate in cooperative purchasing opportunities made available through the Program; and PR No. 25168 09/14/2026 RLD Page 2 of 5 WHEREAS, MHC Datacomm, Inc. has provided pricing pursuant to Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program Contract No. 20240203, and the proposed purchase is being made in accordance with the City's applicable purchasing and procurement requirements; and WHEREAS,funds are available in Account No. 307-21-049-8522-00-10-000,Project No. BU0034.CON, for the purchase and installation authorized herein; and WHEREAS, the City Council finds that authorizing the City Manager to execute the purchase and installation agreement with MHC Datacomm, Inc. is in the best interest of the City and will further the City's efforts to improve the security and controlled access of Port Arthur City Hall. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: SECTION 1. The recitals and findings contained in the preamble of this Resolution are hereby found to be true and correct. SECTION 2.The City Council hereby authorizes the City Manager to execute a purchase and installation agreement with MHC Datacomm, Inc., of Orange, Texas, through the Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program, Contract No. 20240203,for the installation of access control systems at designated stairwell doors and elevators at Port Arthur City Hall, in an amount not to exceed$49,339.00, in accordance with the scopes of work attached hereto as Exhibits "A" and"B." SECTION 3. Funding for the purchase and installation authorized herein is available in Account No. 307-21-049-8522-00-10-000, Project No. BU0034.CON. SECTION 4. This Resolution shall become effective immediately upon its passage. A copy of the caption of this resolution shall be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED this the day of A.D., 2026, at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, TMRC, City Secretary PR No. 25168 09/14/2026 RLD Page 3 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo, Esquire City Attorney APPROVED FOR ADMINISTRATION: die 411401" Ron Burton, 'M City Manager Suhail Kanwar, PE Director of Public Services/City Engineer APPROVED AS FO AVAILABILITY OF FUNDS: Lynda"Lyn" B(swell, M.A., ICMA-CM Director of Finance / tit Clifton Williams, CPPB Purchasing Manager Jessie Dehn, PE Director of Public Works EXHIBIT A MHC Datacomm, Inc. R Es u LTs 3537 Whippoorwill St, Orange, TX 77630-1943 +14096701356 mharris@mhcdce.com www.mhcdce.com Estimates Proposal 1045 Prepared for: City of Port Arthur Date: 08/24/2026 City of Port Arthur PO Box 1089 Accounts Payable, Port Arthur, TX 77641 4099838164 ap@portarthurtx.gov Project Manager Mark Turner mturner@mhcdce.com Thank you for the opportunity to collaborate on your project. Our team is dedicated to maintaining clear communication, delivering measurable value, and ensuring a streamlined process from kickoff to final delivery. We look forward to a successful partnership. SCOPE OF WORK MHC will add access control to the stairwell doors on the 2nd, 3rd, 4th, and 6th floors. This will allow individuals to exit each floor into the stairwell without issue. Once inside the stairwell, individuals will be required to present valid credentials to access the listed floors. A Trove2 enclosure containing the required control boards will be mounted in the room behind the security guard station. A new data drop will be required for communication to the boards. City Hall IT will need to provide MHC with an available static IP address that has internet access. This estimate is based on the understanding that existing pathways between floors will be used. New pathways are not included in this estimate. If access to the 6th floor is not feasible, alternative options will be discussed. Work will be completed during normal business hours. Estimated material pricing is valid for 30 days. # Product/Service Description Qty Rate Amount Add Access control to doors in stairwell for the 2,3,4, and 6th floor entrance door in City Hall building. This is with the assumption that there are pathways between floors. If current pathways are full, new pathway is not included in this estimate 6th floor door handle needs to be replaced with a "store front" style lock hardware. Suggest removal of dead-bolt lock and a filler plate installed. 1 Materials IMRON Trove2 1 $2,288.00 $2,288.00 Pre-Wired for Azure System SYS-8SA 2 Materials IC2 Two Door 1 $1,275.30 $1,275.30 Controller without PoE+ IC2 3 Materials RI2M Two Door 3 $795.60 $2,386.80 Sub-Controller RS485 RI2M 4 Freight - Freight/ 1 $128.52 $128.52 Shipping Shipping 5 Materials VON DUPRIN 6 $1,765.98 $10,595.88 99E0 US26D 36 99E0 US26D 36 EXIT ONLY/NO TRIM SATIN CHROME 6 Materials HES 9400 1/2" 6 $422.34 $2,534.04 surface strike 7 Materials Spacers 6 $63.05 $378.30 8 Materials HES 8000C- 1 $201.63 $201.63 12/24D-630 8000C-12/24D- 630 # Product/Service Description Qty Rate Amount 12/24VAC/DC,4- 7/8"X1-1/4" SQ C 9 CS34P Blue Commscope 150 $0.46 $69.00 CS34P Blue Cat. 6 Plenum 10 ACCESS Access Smart 4 $630.48 $2,521.92 SMART CABLE Cable 500' 11 Materials HID I Signo 40 7 $293.95 $2,057.65 Reader, 40NKS- 00-000000, Standard Profile with Pigtail 12 Misc Material EMT conduit 3/4 6 $13.00 $78.00 (10ft) 13 Materials Surface mount 6 $13.53 $81.18 box 3/4 k.o. 14 Materials Emt connectors 6 $7.29 $43.74 3/4 15 Materials 1 hole strap 3/4 1 $13.36 $13.36 (Pack) 16 Misc. Material Miscellaneous 1 $500.68 $500.68 Material 17 Truck Project Truck/ 1 $1,100.00 $1,100.00 Trip Charge 18 Labor 1 $13,440.00 $13,440.00 Subtotal $39,694.00 Total $39,694.00 Signature The undersigned agrees to the scope of work, pricing, and terms contained in this document. Signature Date EXHIBIT B ESTIMATE RESULTS MHC Datacomm,Inc. mharris@mhcdce.com PO Box 3159 +1 (409)670-1356 Orange,TX 77631-3159 www.mhcdce.com City of Port Arthur:Estimates Bill to City of Port Arthur PO Box 1089 Accounts Payable Port Arthur,TX 77641 Estimate details Project Manager:Mark Turner Estimate no.:9126 Estimate date:08/05/2026 Expiration date:09/05/2026 Product or service Description Qty Rate Amount Region 5#20260106 This estimate is to install access control in the elevators in City Hall.Access will be controlled for floors 2,3,and 4. MHC will work with the customers preferred elevator company.MHC will require two(2)shielded twisted pairs(four total conductors)per elevator into each elevator car for card reader.MHC will need assistance with running two(2)CAT6 cables from IT closet on the 4th floor to the elevator control room using the elevator shaft as raceway.Elevator company will be responsible for any needed hardware to allow for bypassing access control system in case of a fire. Each floor will be set as a access level in the access control system and CoPa HR department will need to assign levels to individuals accordingly. Customer to provide a 115 vac outlet to power control board boxes. Work to be completed during normal business hours Estimate pricing valid for 30 days Materials ALTRONIX AL6000LX Power 2 $378.664 $757.33 Supply/Charger with Single Class-2 Output &BC300 Enclosure Materials MP1502 Two Door Controller 2 $2,203.50 $4,407.00 Materials Cat6 Cable 600 $0.507 $304.20 Materials Power Cord 2 $19.825 $39.65 Materials Strain Relief 2 $1.625 $3.25 Materials 8C-16 AWG cable 50 $1.105 $55.25 Materials Misc Material 1 $133.32 $133.32 Truck/Trip Charge Truck Charge(Fixed Project Pricing) 1 $475.00 $475.00 Labor Project Labor(Fixed Project Pricing 1 $3,200.00 $3,200.00 Total $9,375.00 Expiry 09/05/2026 date Accepted date Accepted by