Inter-Departmental Correspondence




May 18, 2004



June 8, 2004



Honorable Board of Supervisors


Sheriff Don Horsley


Amendment to the Agreement with Johnson Controls, Inc.



Adopt a Resolution authorizing the President of the Board of Supervisors to execute an Amendment to the Agreement with Johnson Controls, Inc., for security enhancements and maintenance services at the San Mateo Medical Center (SMMC), increasing the contract amount by $39,186, for a total obligation of $403,657.



When the Sheriff's Office assumed responsibility for security of the SMMC campus in the Fall of 2002, 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

On June 25, 2002, your Board adopted Resolution No. 65403 which authorized the execution of an Agreement with Johnson Controls, Inc., to provide maintenance and support of electronic security systems and alarms at the SMMC for a five-year period, at a cost of approximately $67,900 per year.



The purpose of this Amendment is to add necessary security enhancements to two areas at SMMC. These changes are required for effective security and to respond to prior security incidents at certain locations. The additions have been reviewed and approved by the SMMC administration, and the cost of the changes was already added as a modification to the annual Health Security Budget in September, in anticipation of the improvements being completed this year.

The primary change is the installation and support of cardkey readers and related door control magnetic locking systems on seven (7) doors entering into and out of the kitchen area. The SMMC kitchen is located on the ground level, near exits to the outside loading dock for the SMMC facility, and provides food services to patients, employees and visitors to the campus. The area is currently unlocked with no security system monitoring, and is regularly used as a thoroughfare for persons entering and leaving the facility through the loading dock. Persons wishing to access the loading dock area must pass by and through the food preparation area. Many of these people are not food service workers, and some are not employees. Because the loading dock is the first side entrance of the building encountered by visitors arriving from the large Westside parking area, frequently patients and visitors enter and wander through the food preparation kitchen looking for the lobby and treatment areas of the Medical Center.

This situation results in both a health and safety issue as well as a security risk, and there have been several documented security incidents related to this unsecured area, one of them potentially dangerous for an isolated female food service worker. The facility has been cited by OSHPOD for this specific condition, and it needs to be resolved. The installation and support of cardkey readers in the kitchen area will prevent unauthorized access while providing enhanced security for food service workers, as well as for food and equipment located in the kitchen area.

Also included is the relocation of an existing outdoor security camera which covers the South parking lot area. The camera view was partially obstructed by the newly installed MRI Clinic; it will be relocated to better cover both the parking lot and part of the MRI mobile clinic facility.


Vision Alignment

The Amendment keeps the commitment of ensuring basic health and safety for all, and Goals Nos. 5, 7, and 8, in that improved hospital campus security will ensure that residents have better access to healthcare and preventive care; will help the county to maintain and enhance the public safety of all residents and visitors; and ultimately will help vulnerable people, the aged, disabled, mentally ill, at-risk youth and others achieve a better quality of life.

The Amendment and Resolution have been reviewed and approved as to form by County Counsel.


Fiscal Impact

The FY 2003-04 cost for the planned improvements was already included within the revised September, 2003 Health Security budget. Johnson Controls agreed to spread the total cost of this Amendment ($39,186) over the remaining total months of the original Agreement, which reduces the cost in each fiscal year and spreads it across several years. Therefore, there is no additional net cost incurred for the Medical Center or for the County as a result of this Amendment.