COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF'S OFFICE

DATE:

February 27, 2002

BOARD MEETING DATE:

March 19, 2002

TO:

Honorable Board of Supervisors

FROM:

Don Horsley, Sheriff

SUBJECT:

Amendment to the Agreement with Grinnell Corporation increasing the contract by $164,000 and extending the term to June 30, 2003.

Recommendation

Adopt a Resolution authorizing the President of the Board of Supervisors to waive the Request for Proposals process and to execute Amendment No. 1 to the Agreement with Grinnell Corporation for maintenance of the Security Systems in the Maguire Correctional Facility (MCF), extending the term of the contract by one year and increasing the amount not-to-exceed by $164,000.

Background

On June 20, 2000, the County entered into a two-year Agreement [Resolution No. 63732] with Grinnell Corporation to provide maintenance services for the large array of security-related electric and electronic systems operating within MCF. This includes electronic door locking systems, security video cameras and monitoring equipment, emergency and incident alarm systems, control room electronics, living pod or dormitory control boards, and other critical systems. These systems provide the cornerstone for the "direct supervision" architectural and reduced staffing model used at MCF to function smoothly and safely. The various systems used at MCF are highly sophisticated, and there is added complexity due to the fact that the building was completed in two stages - the "old" Maguire Facility completed in 1985, and the major expansion completed in 1994. Some of the security screening systems differ between these two wings of the facility, and partial integration was required for the jail control room. The original two-year cost for the Agreement with Grinnell Corporation was $252,000 and expires June 30, 2002.

Discussion

The Grinnell Corporation contract provides for several separate payment methods: a) a flat monthly fee of $10,500 which covers scheduled time on-site preventative maintenance and testing of all major systems on a monthly basis; b) repairs which can be scheduled during contractor on-site hours; c) monthly written status reports; and d) semi-annual MCF staff training. During the term of the existing contract, several system enhancements and repairs have been required. One of the major costs has been the replacement of video cameras throughout MCF which have worn out due to continuous seven day, 24-hour usage as well as damage by inmates.

The proposed Amendment will extend the term an additional 12 months, resulting in a new expiration date of June 30, 2003. Additionally, this Amendment will increase the contract maximum by $164,000, from $252,000 to $416,000. Out of the $164,000 increase, $126,000 will cover the additional 12 months of services and the balance of $38,000 will provide for the above mentioned system repairs, improvements and worn-out equipment replacement.

Grinnell was originally selected through a Request For Proposals process, and has operated as several business companies over the years (Sound & Signal, Simplex, Tyco). These previous companies were gradually acquired, consolidated and merged into Grinnell as the security electronics industry has condensed. There are now very few firms operating in the San Mateo County area which can even realistically compete to provide this specialized jail maintenance service, and none have the familiarity with the specific MCF systems to compare with Grinnell. We therefore recommend waiving the Request for Proposals process in this case.

The proposed Amendment has been reviewed and approved by County Counsel.

Vision Alignment

Support for this Amendment aligns with your Board's Shared Vision 2010 commitments of Ensure basic health and safety for all; and achieves goal (7) Maintain and enhance the public safety of all residents and visitors.

Fiscal Impact

The proposed Amendment will extend the term of the contract an additional 12 months resulting in a new expiration date of June 30, 2003. Additionally, this Amendment will increase the contract maximum by $164,000, from $252,000 to $416,000 in order to cover the additional 12 months of services. The anticipated cost has been included in the FY 2001-02 adopted budget and will be included in the 2002-03 MCF operating budget. Therefore, there will be no new impact upon the County's General Fund.