Adopt a Resolution authorizing the President of the Board of Supervisors to execute an Amendment to the Agreement between the County of San Mateo and Grinnell Corporation for maintenance services for the Security System in the Maguire Correctional Facility, including the old Maguire Facility, extending the term of the contract by six months to expire December 31, 2003 as well as increase the total Agreement obligation by $110,000 from $416,000 to $526,000.
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In 1996, Grinnell Corporation was selected through a Request For Proposals [RFP] process and has operated as several business companies over the years [THORN Automated Systems, Inc., Sound & Signal, Simplex, Tyco]. These previous companies were gradually acquired, consolidated and merged into Grinnell as the security electronics industry became condensed.
On June 20, 2000, the County entered into a two-year Agreement [Resolution No. 63732] with Grinnell Corporation to provide maintenance services for the many security-related electric and electronic systems operating within the Maguire Correctional Facility [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 systems. These systems provide the cornerstone for allowing the "direct supervision" architectural and minimum staffing model used at MCF to function smoothly and safely. The Agreement included a maximum amount of $252,000 for the period of July 1, 2000 through June 30, 2002
On March 29, 2002, your Board approved Amendment No. One [Resolution No. 65127] to the Agreement. During the term of the original contract, several system enhancements and repairs were necessary. One of the major costs was the replacement of video cameras throughout MCF which were worn out due to continuous seven day, 24-hour usage as well as damage by inmates. Amendment No. One increased the maximum amount payable under the Agreement by $164,000 from $252,000 to $416,000 as well as extended the term by one-year to an expiration date of June 30, 2003. |
It is now time for a new RFP process for maintenance of electronic systems at all Sheriff's secure facilities. A committee has been formed to prepare a detailed requirements definition in preparation for development, legal review, and issuance of a RFP. The security consulting firm of Tomasi-Dubois and Associates, which has worked with the County in security planning for a variety of facilities including the Hall of Justice, new County Office Building, and San Mateo Medical Center, has been engaged to assist the committee with the RFP process. Administration of the RFP process and subsequent contract negotiation and development is expected to take approximately six months. In order to prevent any lapse in vital services during the preparation of the RFP and evaluation of bids, it is necessary to extend the expiration date of the contract by six months to December 31, 2003, as well as increase the total Agreement obligation by $110,000 from $416,000 to $526,000.
The proposed Amendment has been approved as to form by County Counsel. |
The proposed Amendment will extend the term of the contract by six months resulting in a new expiration date of December 31, 2003. Additionally, this Amendment will increase the contract maximum by $110,000 from $416,000 to $526,000 in order to cover the additional six months of services. The annual cost of electronic security systems maintenance is a basic operating expense of the jails; has been included in the FY 2002-03 budget and will be included in the 2003-04 MCF operating budget. Therefore, there will be no new impact on the County's General Fund. It is also hoped the RFP process may yield additional cost-efficiencies by potentially replacing some older, high-maintenance-cost systems and controls in the jails with newer, easier-to-maintain alternatives. |
