TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: JUNE 23, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO CLEAR CLOUD SOLUTIONS, INC. FOR INSTALLATION OF THE BADGE ACCESS SYSTEM PROJECT PHASE II (FUNDING SOURCE: EQUIPMENT AND FACILITY REVOLVING RESERVE)
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SUMMARY
In October 2024, the City of Claremont implemented an AXIS badge access system to replace a failed access control system for multiple City facilities. As part of the City’s continued efforts to improve building security and modernize facility access controls, staff are proceeding with Phase II of the badge access system installation.
Phase II will expand secure badge-enabled access to additional City facilities, including the Alexander Hughes Community Center, Joslyn Senior Center, Blaisdell Community Center, and the Youth Activity Center. Additionally, existing facilities currently utilizing badge access controls, including City Hall, the City Yard, and the Police Department, will receive additional and/or upgraded badge access equipment. Phase II will integrate all locations into the City’s centralized badge access control platform. The project will improve security at designated exterior and interior access points for forty-one (41) doors while providing enhanced monitoring, management, and operational control across City facilities.
To identify the most qualified vendor, a Request for Proposals (RFP) was released in April 2026. Following the evaluation of the submitted proposals, staff recommends awarding a contract to Clear Cloud Solutions, Inc. for the implementation, configuration, and installation of the Badge Access System Project Phase II. The cost of the contract is $199,999, and staff recommends authorizing a five percent contingency of $10,000, for a total project cost of $209,999. Additionally, staff recommends appropriating funds from the Equipment and Facility Revolving Reserve to fully fund the project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to Clear Cloud Solutions in the amount of $199,999 and authorize a five percent contingency of $10,000, for a total project cost of $209,999, for the installation, configuration, and deployment of the Badge Access System Project Phase II; and
B. Appropriate $209,999 from the Equipment and Facility Revolving Reserve Fund to fully fund this project.
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ALTERNATIVE TO STAFF RECOMMENDATION
In addition to the recommendation, there is the following alternatives:
• Request additional information from staff.
FINANCIAL REVIEW
The cost of the installation of the AXIS badge access system is $199,999. Staff recommends including a five percent contingency of $10,000 from for a total project cost of $209,999. The current balance in the Equipment and Facility Revolving Reserve Fund is $2,523,631. Should the City Council approve the appropriation as recommended, the remaining balance in the reserve would be approximately $2,313,632.
The staff cost to prepare this report, coordinate this project, and evaluate RFP responses is estimated at $3,371 and is included in the operating budget of the Administrative Services Budget.
ANALYSIS
In recent years, staff identified that several City facilities lacked modern access control capabilities, including encrypted ID Cards, centralization of badge management, and the ability to manage automated building open and close schedules. Facility access primarily relied on physical keys or outdated key code systems. In October 2024, the existing badge access system experienced a major failure. Due to the age of the system, replacement parts and vendor support were no longer available, making full system replacement necessary. To address the issue, the City Manager authorized the emergency purchase and installation of a replacement badge access system, only replacing the existing affected doors with no new enhancements.
To expand the City’s badge access infrastructure, staff issued a Request for Proposals to include the supply and installation of the badge access system at Blaisdell Community Center, Youth Activity Center, Alexander Hughes Community Center, and Joslyn Senior Center. Additionally, existing facilities currently utilizing badge access controls, including City Hall, the City Yard, and the Police Department, will receive additional and/or upgraded badge access equipment.
As part of the project evaluation process, the City also reviewed security requirements related to Criminal Justice Information Services (CJIS) compliance standards applicable to Police Department operations. CJIS standards require enhanced encryption and security protections for access control systems associated with law enforcement facilities. Based on this review, staff determined that expanding the City’s badge access infrastructure would improve facility security, centralize access management, and support long-term operational efficiency.
The RFP was publicly advertised through the City’s online bidding platform. A virtual walkthrough was conducted on April 20, 2026, to familiarize prospective respondents with the project locations and the historic nature of several City facilities.
All respondents submitted proposals demonstrating the experience, technical qualifications, and capabilities necessary to complete the project. Due to differences in proposed pricing, staff conducted follow-up discussions with respondents to confirm project assumptions and verify pricing accuracy.
On May 28, 2026, the City received the following proposals in response to the RFP:
|
Respondents Name |
Bid Amount |
|
Clear Cloud Solutions Inc |
$199,999.00 |
|
Time & Alarm Systems (TAS) |
$245,660.00 |
|
Everon LLC |
$298,239.50 |
|
Stone Security |
$336,439.44 |
|
Bosh Building Technologies |
$446,410.00 |
Following review of the proposals, staff determined that the proposal submitted by Clear Cloud Solutions, Inc. was complete, responsive, and appropriately aligned with the project scope and requirements.
If approved by the City Council, the project is anticipated to begin in late July 2026, with project completion anticipated by August 30, 2026.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning documents: City Council
Priorities and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Edgar Trenado
Assistant City Manager Information Technology Officer