COUNTY OF SAN MATEO

Sheriff’s Office

Inter-Departmental Correspondence

DATE:

August 16, 2004

BOARD MEETING DATE:

August 31, 2004

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Agreement With Johnson Controls, Inc. for Maintenance of All Security Systems in Sheriff’s Custody & Detention Facilities through August 31, 2009, in an Amount Not To Exceed $976,437 for a Five-Year Period

Recommendation

Adopt a Resolution authorizing the President of the Board of Supervisors to execute an Agreement with Johnson Controls, Inc., for maintenance of all electronic and electro-magnetic security systems and locking hardware in the Maguire Correctional Facility; Women’s Correctional Center; and Sheriff’s Inmate Transportation Holding Cells and Facilities, in an amount not to exceed $976,437 across a five-year period through August, 2009.

Background - Key Facts

1. Sheriff’s jail security systems have been maintained by Grinnell-Simplex since 1996 (Resolutions 63732 & 65127). Grinnell-Simplex was originally selected through an RFP process, in 1995-96.

2. Many of the existing electro-magnetic and electronic security and locking systems within Sheriff’s detention and custody facilities have reached or surpassed their useful lifespan. Systems in the Maguire facility date back to 1994 at the earliest, with older systems carried over from the original sections of the Maguire facility. Systems at the Women’s Correctional Center are even older and more outmoded. Many cameras and alarms were found to be not working or improperly working, and control panels are inadequately wired. Additionally, areas of the Women’s Correctional Center and the Sheriff’s Transportation holding cells are not served by security systems, and should be.

3. In March, 2003, the Sheriff’s Office formed a working Security RFP Committee composed of representatives from Sheriff’s Administration and Detention divisions; County Information Services Department (ISD); County Public Works Department (DPW), and the County Manager’s Office (CMO), to begin the lengthy process of selecting a new vendor to provide comprehensive maintenance service of all electronic and electro-magnetic locking and security systems, as well as to perform required upgrades in various facilities.

4. The Security RFP Committee engaged the security consulting services of Tomasi-Dubois & Associates (TDA) to assist in developing and administering the RFP process. TDA has been the County’s security consultant on all major facilities projects over the last decade, and is very familiar with County facilities and security requirements.

5. Because of the age and condition of existing security systems in Sheriff’s facilities, the RFP process took longer than anticipated. Competing vendors needed additional time to tour and review existing facilities, and develop and propose cost-effective solutions to resolve long-standing security problems. To maintain vital security systems, the Board approved two, 2-month extensions of the existing Grinnell-Simplex contract (Resolutions 66488 and 66558), followed by a short-term Sheriff’s departmental agreement, carrying existing services forward through August, 2004.

6. Ultimately, because of the complexity and breadth of the services required, only two major security systems vendors qualified for consideration by the Committee: Simplex-Grinnell and Johnson Controls, Inc. After a very thorough selection and evaluation process involving presentations and question-and-answer sessions by both vendors, the RFP Committee unanimously selected Johnson Controls, Inc. (JCI), as the successful vendor in the RFP process.

7. JCI was selected on the basis of overall breadth of experience and qualifications; positive experience in other County projects and facilities, such as San Mateo Medical Center; match–up of proposed upgrades and repairs to the needs expressed in the RFP and by the Committee; responsiveness to RFP requirements; standard full parts & labor “turnkey” maintenance coverage (as compared with a standard labor cost with variable parts pricing); and pricing structure flexibility. A five-year contract is desirable to attract and secure favorable vendor pricing, and because a significant amount of staff work (over one year of Committee work, in this case) is required to complete an RFP process of this scope and complexity.

Discussion

Under the recommended Agreement, JCI will maintain all existing electronic and electro-magnetic (primarily automatic jail locking doors) systems and control panels at the Maguire Correctional Facility; the Women’s Correctional Center; the Maple Street Work Program/Minimum Security Transitional Facility; and Sheriff’s Transportation facilities within the Hall of Justice including the inmate holding cells on the 4^th floor and security cameras located in various areas of the building. Critical security maintenance (such as jail control room security panels and pod/dorm door locks) will be provided on a 7x24 response basis, with other less time-sensitive equipment maintained during regular working hours. All parts and labor are included. With a contract of this size and scope, the vendor will essentially be providing the equivalent of an almost full-time (40 hours/week) technician on-site at Sheriff’s facilities daily.

The baseline cost for this full level of maintenance at all four Sheriff’s facilities, in the recommended Agreement, is $158,800 annually. This compares very favorably to prior contract expenditures of approximately $150,660 annually for only the Maguire Facility and just the main control room panel in the Women’s Correctional Center. Replicating the total negotiated level of service & coverage for all four facilities under the prior pricing methodology would probably cost an estimated $200,000 per year. The favorable pricing is achieved in part by JCI replacing many key pieces of aging, hard-to-maintain equipment with newer, component-based equipment which is faster to replace and easier to support.

Additionally, for a $2,000 administrative fee and no interest, the vendor has agreed to amortize the one-time up-front cost of upgrading security hardware at the Women’s Correctional Center, across five years. The WCC Access control system; cell door locking control system; and the actual door locks themselves are completely worn out and must be replaced. There have been two escapes from this facility in recent years (the inmates were recovered both times), and additionally, we have had several employee hand, wrist and arm injuries due to the current semi-manual, hard to open cell door locks. Additionally, the video-camera system in the Maguire Intake area requires replacement; this is a high-risk, high-liability area where we cannot tolerate excessive down-time or frequent recording equipment failures. Complete replacement of these systems is beyond what would be covered in a normal maintenance contract, but it is to the vendor’s benefit to replace these systems for ease of maintenance as well, thus a very reasonable price was negotiated. The total cost of replacement of these aging systems is $130,135. This otherwise “lump-sum” cost has instead been spread across the five year contract period, resulting in a more affordable way for the County to accomplish this mandatory work.

Vision Alignment

This Agreement supports Goal no. 20 of the Shared Vision 2010 Commitments: government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain”, as well as Goal no. 7 to “maintain and enhance the safety of all residents and visitors” to San Mateo County.

Fiscal Impact

The total annual cost to the department under this Agreement, including maintenance services and the amortized equipment replacement projects, is an average of $195,287 per year. This amount was anticipated in development of the Sheriff’s FY 2004-05 and 2005-06 budgets, and appropriate shares of the total cost have been included within the operating costs for the Maguire Facility, WCC, and Inmate Transportation programs. There is no additional net County cost incurred by the recommended approval of this Agreement.

cc:

Chris Flatmoe, Director of Information Services

Gary Behrens, Facilities Maintenance Manager, Department of Public Works

Jim Saco, County Manager’s Office

Captain Greg Trindle

Captain Mark Hanlon

1.

General Description of RFP

Maintenance and upgrade of electronic and electro-magnetic security systems for Sheriff’s detention and custody facilities

2.

List key evaluation criteria

As specified in the RFP, there were 16 evaluation criteria, including proposal quality & compliance with RFP requirements; training & qualifications of vendor personnel; vendor’s financial strength, breadth of experience and current customer base, and ability to successfully handle the work; vendors references and prior relevant experience; project plan, schedule, and approach to work; proposal cost and pricing structure; quality and durability of proposed equipment; and best overall fit to County requirements.

3.

Where advertised

The RFP was developed and administered by Tomasi-Dubois & Associates, a professional security consultant, under contract with the County. The RFP was mailed out to a list of pre-qualified security systems vendors maintained by TDA. Additionally, it was advertised on the Sheriff’s Office website and on professional security websites, and was also advertised in two local newspapers (SM Times & RWC Daily Journal)

4.

In addition to any advertisement, list others to whom RFP was sent

Five vendors received copies of the RFP: Johnson Controls, Inc; Simplex-Grinnell; Norment Security Group; Securitas Security Systems USA; and Sound & Signal, Inc. These represent the five major vendors serving the San Mateo County area which are experientially qualified and of sufficient size, breadth and experience to handle a client comparable to the Sheriff’s Office. No other requests for RFP copies were received from any vendors.

5.

Total number sent to prospective proposers

Five RFP’s as per above.

6.

Number of proposals received

Two formal proposals were received; additionally a letter of non-interest was received from Securitas, Inc.

7.

Who evaluated the proposals

A Security RFP Committee composed of representatives from the Sheriff’s Office, County Information Services Department; County Manager’s Office; and County Public Works Department oversaw the entire RFP process, with TDA as Committee staff support.

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

The two finalist candidates, who were invited to two presentation & Q&A sessions each, were Grinnell-Simplex and Johnson Controls, Inc. Both are national or international firms, with offices in the West Bay area.