COUNTY OF SAN MATEO

Sheriff’s Office

Inter-Departmental Correspondence

DATE:

June 11, 2003

BOARD MEETING DATE:

June 24, 2003

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Amendment No. 2 to Agreement With APS/Pinkerton Security & Investigation Services

Recommendation

Adopt a Resolution authorizing the President of the Board to execute Amendment No. 2 to the existing Agreement with Pinkerton Security & Investigation Services, adding one security guard at the PeninsulaWorks Human Services Agency facility in South San Francisco; recognizing the sharing of costs between Health Services and Human Services for the existing security guard position covering the East Palo Alto Community Services Building; and authorizing one-time costs for guard service at the Children’s Receiving Home.

Background

On June 27, 2000, your Board authorized a contract with Pinkerton Security & Investigation Services (Resolution 63751) to provide security guard services at various locations throughout the County, including the Redwood City Government Center, San Mateo County Health Center, and various other County facilities including San Carlos Airport, Coyote Point Marina, East Palo Alto Community Services Building, and other Human Services Agency and Health Services Agency branch facilities.

On August 6, 2002, your Board approved Amendment No. 1 (Resolution 65483) which exercised the County’s contractual option to extend the existing Agreement term to 2005; added a security guard position at three Human Services Agency branch sites and the two County-owned airports; modified the contract financial authorization to reflect the service additions and a moderate COLA; added the new non-discrimination clause; and made a number of other minor adjustments in the Agreement.

Discussion

This proposed Amendment No. 2 is much more minor in scope and fiscal impact than the first Amendment. Amendment No. 2 modifies the Agreement to provide the following services:

• Adds one security guard @ 40 hours/week at the recently activated Human Services Agency PeninsulaWorks branch facility at 245 South Airport Boulevard in South San Francisco (Ramada Inn);

• Recognizes the sharing of costs between Health Services and Human Services of the existing one security guard position covering the East Palo Alto Community Services Building;

• Provision is added for up to 10 hours per week of additional guard service at the Human Services Agency main offices at 400 Harbor Boulevard in Belmont. This facility is currently served by one security guard @ 40 hours per week, but recent expansion at this site make it advisable to provide for additional guard hours if needed – costs for the additional hours are only billed if actually incurred, and it is unlikely the full 10 additional hours will actually be required each week;

• A one-time, FY 2002-03-only cost ($23,687) for temporary guard service at the Children’s Receiving Home is recognized in the supporting Cost Schedule B-2. It was necessary to modify the cost schedule to reflect several additional months of additional construction necessitated primarily by rainy Winter weather conditions. The work is now completed and guard service was discontinued several months ago.

Because of programmatic urgency to activate the PeninsulaWorks South San Francisco site, as approved by your Board in separate and earlier action for Human Services, it was necessary to authorize Pinkerton to supply the guard position “up front” so that the overall facility operational plan could move forward on a tight schedule. This Amendment thus formally recognizes that guard assignment under the Agreement, and provides contractual funding authority for the costs thereof.

The sharing of costs for the existing East Palo Alto security guard position has been under discussion between Health and Human Services for some months, and again, this Amendment recognizes the agreement between those two agencies for splitting the existing cost of the one 40-hour/week security guard position on a 50% / 50% basis.

The Sheriff’s Office has worked closely with the two involved County departments, who have participated in development or modification of this Amendment, including costs and financing sources. The Amendment has also been fully reviewed and approved as to form by County Counsel.

Vision Alignment

This Agreement advances the County’s commitment to help ensure basic health and safety for all, including Vision commitments 5, 6, 7, and 8 – ensuring safe access to healthcare facilities for residents and visitors, including children as well as our vulnerable populations of the aged, disabled, and mentally-ill patients.

Fiscal Impact

Not counting the one-time FY 2002-03-only expense for Children’s Receiving Home security ($23,687), this Amendment adds an ongoing annual cost authorization of approximately $63,876 to the Agreement, or $194,904 across three years ending June 30, 2005. As discussed above, the actual added cost should be less since the not-to-exceed authorization of 10 additional hours per week at Human Services’ Belmont headquarters will not likely be fully used each week. This added cost should be fully reimbursable to the County via the various claiming mechanisms available to Human Services Agency programs. The additional Net County Cost impact from approving the recommended Amendment No. 2 will therefore be zero or very minor. All security expenses regardless of financing source are already funded within the FY 2002-03 Adopted Budget, and (except for the Receiving Home) will also be included within the FY 2003-04 Recommended Budget to be presented to your Board in the June, 2003 Budget Hearings, and have been prioritized for funding at the proposed level within each respective department’s 2003-04 budget plans.

cc Maureen Borland, Director of Human Services

Arthur Morris, Health Services Administration

Wes Chase, Pinkerton San Mateo Branch Manager