COUNTY OF SAN MATEO

Inter-Departmental Correspondence

 
 

DATE:

May 27, 2002

BOARD MEETING DATE:

June 25, 2002

 

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Agreement With Johnson Controls for Maintenance of Electronic Security Systems and Alarms at the San Mateo County Health Center

 

Recommendation

Adopt a Resolution authorizing the President of the Board of Supervisors to execute an Agreement with Johnson Controls (formerly Cardkey Systems) to provide maintenance and support of electronic security systems and alarms at the San Mateo County Health Center for a five-year period, at a cost of approximately $67,900 per year.

 

Background

The new and remodeled sections of the San Mateo County Health Center campus in San Mateo are supported by an extensive array of electronic security equipment, including passive and active alarm systems, video live surveillance and recording equipment, card-activated locks and controls throughout the exterior and interior of the facility, sophisticated computer-controlled security network equipment and fiber-optics, infrared motion detectors, and a series of terminals, printers, receivers and transmitters. The security systems have been in a state of transition during the last several years, with older systems and technology being replaced and/or upgraded in a phased sequence coinciding with phases of the overall construction project. The security requirements of the Health Center campus are one of the most rigorous and demanding security challenges in the county, as confirmed by the County's security consulting and design experts, Tomasi-Dubois and Associates.

 

Discussion

Three vendors have been providing security and fire systems maintenance at SMCHC throughout the campus remodeling project. These are Johnson Controls, Inc. (formerly Cardkey Systems, Inc.), California Security Alarms, Inc., and Grinnell. Presently, security systems have been installed, supported and maintained under Agreements with Johnson Controls, which been involved with installation of new security systems, and California Security Alarms, which has maintained the existing systems in the older sections of the campus. Grinnell has previously maintained fire alarm systems for the hospital.

When the Sheriff's Office assumed responsibility for security of the SMCHC campus in the Fall of this fiscal year, one important task was to upgrade the eclectic array of existing old, new, leased and owned security equipment in place throughout the campus. Much of the older equipment was not functional, was not being routinely maintained or serviced, had not been formally inventoried in years. Further, transition planning to phase out or integrate older and newer equipment was incomplete or insufficient. Besides inventorying and planning activities, one important goal was to put in place a long-term contract for maintenance, support and upgrading of electronic security equipment, and to establish a close-working, cooperative professional relationship between the Sheriff's Office and the selected vendor. This is vital for a smooth, well-functioning security program.

 

Review of Proposals

Due to the security complexity and equipment situation described above, it was determined not to attempt to seek proposals from outside firms not already familiar with the campus. Additionally, the County already has a master agreement with Johnson Controls (previously known as "CardKey") for installation and maintenance of all cardkey magnetic code door controls/readers throughout the Government Center. The Health Center also utilizes Cardkey systems for access control, and it is the County's intent, which the Sheriff's Office will work with County Information Systems to implement, to eventually merge the door access controls for all County sites under one agreement. Therefore, it was determined that only the vendors already on site and familiar with the extensive campus security layout and the security system changes resulting from the construction project, and who are authorized Cardkey systems dealers or very familiar with their systems, would be requested to submit proposals. Fire alarm systems were separated from the security systems evaluation, and will be contracted separately through the Hospital Safety Office.

 

Two proposals were requested and reviewed. Johnson Controls was selected as having the broadest and most comprehensive level of service, which would be most beneficial to the Health Center security program presently and in the future. Johnson Controls already has a master Cardkey contract for the County government center, and has a strong record of service within the County. A substantial overall discount was negotiated on their regular pricing, amounting to five years of service coverage at the normal cost for a four-year agreement, plus an additional 10% overall pricing discount on top of that. Additionally, Johnson Controls agreed to an immediate, much-needed replacement of the Health Center Closed Circuit television system while folding the one-time cost ($49,227) across the five-year contract period, to even out annual contractual payments.

Johnson Controls offers the specialized coordinated systems expertise and "depth" of a national security firm combined with specific on-site knowledge of SMCHC campus security requirements, as well as years of experience working with other San Mateo County departments; with the Countywide Building Security Committee chaired by the County Manager's Office; and with County Information Services on countywide cardkey security operations. Especially valuable is their experience and familiarity with modern, computerized security electronics, which ties into many of the innovations incorporated into the new Health Center design. The proposal offered by California Security Alarms was not comprehensive and did not offer the full range of services and equipment for both new and remodeled portions of the facility which was offered under the Johnson Controls proposal. Moreover, there have been service delivery, timeliness and quality issues with California Security Alarms over the past year.

 

Vision Alignment

The contract keeps the commitment of ensuring basic health and safety for all, and Goals Nos. 5, 6, 7, and 8, in that enhanced hospital security will ensure that residents have better access to healthcare and preventive care, children grow up healthy in safe an supportive homes and neighborhoods, that the county can maintain and enhance the public safety of all residents and visitors, and help vulnerable people, the aged, disabled, mentally ill, at-risk youth and others achieve a better quality of life.

 

Fiscal Impact

The recommended Agreement is for a five year period, in a total amount not-to-exceed $339,471. The annual cost of approximately $67,894 is included within the FY 2002-03 Recommended Health Services Security budget, and will be included in future year budgets thereafter. This budget is included within the Sheriff's Office FY 2002-03 budget, the cost of which is in turn apportioned to all Health Services and Hospital departments, based on a distribution formula developed by the Health Services Business Administration Division. These costs have already been incorporated into the County FY 2002-03 Recommended Budget, which will be presented to your Board for adoption in June 2002. The annual cost of $67,894 is comparable to annual security maintenance contract costs of approximately $65,000 contained in the 2001-02 and recent prior Health Security budgets. There is therefore little or no additional net County cost incurred as a result of this action. Moreover, given the substantially expanded level of services, replacement of the Health Services CCTV system, and significant negotiated discounts in the proposed Agreement, substantial additional value has been secured for the Health Services and Hospital departments and the citizens of the County who are our ultimate clients.

Cc Nancy Steiger, SMCHC Director
Margaret Taylor, Director of Health Services
Arthur Morris, Deputy Director, Health Services
Ron Robinson, Assistant Hospital Director
D. Penny Bennett, Deputy County Counsel
Gina Harrington, SMCHC Budget Officer
Sgt. Deborah Bazan, Health Services Security Manager