Cole County approves access-control upgrades for public works facility

The Cole County Commission on Wednesday, Dec. 11, approved steps to upgrade electronic access at the county public works complex on Monticello Road, including a sole-source procurement notice for a security contractor and authorization to pay Williams Gate Services LLC $4,688.77 to reset a gate keypad.

The action follows staff presentations that described an aging keypad-entry system from about 2018 and proposed adding modern swipe/credential readers on the main building, the secondary sign shop and the vehicle gate so authorized sheriff and EMS personnel can access facilities and fuel pumps after hours. "Right now there's a punch a number that you punch in to get in the gate, and that hasn't changed since 2018," the Public Works director said, noting the county will retain a keypad as an emergency backup.

The director said the county solicited a site survey from SWC, a security vendor used by multiple county departments. SWC’s proposal and the required door upgrades would push the total project cost to roughly $38,000, the director said; he described SWC’s quote as about $27,000 and said three heavy-duty steel doors would need replacement at about $2,000 each. He added SWC could begin work eight to 10 weeks after a signed proposal. "We can program [the doors] to be open during normal working hours," the director said, saying the system can be administered locally and integrated with the county’s existing security platform.

Sheriff (role title) told the commission he supported the upgrades: "I concur you need it. I'm all for it," he said. Commissioners moved to publish a sole-source notice for the SWC work and to proceed with the Williams Gate Services work to restore the gate keypad. The commission voted in favor; the motion to advertise the improvement and publish the sole-source notice carried with an oral "aye." A separate motion to authorize public works to pay Williams Gate Services LLC $4,688.77 passed with an "aye."

Staff said Williams Gate technicians were scheduled to reset the physical gate later in the week, and the concrete work at the entry is expected to be completed so the gate will be operational by the following Monday. Officials said the larger access-control installations (SWC work and door replacements) would be budgeted and likely carried into the next fiscal year; staff noted the highway maintenance facility budget line is largely committed and that a budget adjustment may be needed.

Commissioners and staff discussed procurement. The Public Works director said the county already has a master agreement that covers purchases from the vendor and that the current step is an extension/addition of licensing and doors. "We're just adding licensing to it," the director said. A commissioner asked for and received sole-source approval to expedite the work.

Next steps: Williams Gate Services will perform the keypad reset and staff will return later with the solicitation/sole-source documentation and budget details for the full access-control installation.