COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

October 25, 2004

BOARD MEETING DATE:

November 9, 2004

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe – CIO/Director, Information Services Department

SUBJECT:

Authorizing the President of the Board to execute an agreement with Johnson Controls Inc. in an amount not to exceed $112,755.72.

RECOMMENDATION:

Adopt a resolution to:

1) Waive the Request for Proposal process; and

2) Authorize the President of the Board to execute an agreement with Johnson Control Inc. (JCI) for the purchase of the CARDKEY P2000RR Security Management System software not to exceed $112,755.72.

BACKGROUND:

The current JCI CARDKEY P1000 Security Management System located in Redwood City is at end of service life requires an upgrade to remain vendor supported. The current JCI CARDKEY P1000 Security Management System in Redwood City and the Security Management System located in San Mateo are not currently setup to be fault tolerant.

DISCUSSION:

The CARDKEY P1000 Security Management System allows for safe and secure access to sensitive areas such as the Hall of Justice and the Data Center by authorized employees only.

This system currently runs on an old version of the UNIX operating system, which is no longer supported, and will move to a Windows 2000 operating system in the new release. JCI has announced that it will no longer be adding new features or fixes for this system, a clear sign they will end support for this product soon.

Upgrading the JCI Cardkey System to a new release, P2000RR, allows the County to utilize the current network infrastructure without upgrades or replacement. The replacement of this network infrastructure would be a considerable expense.

The new release will allow the County to utilize the Redwood City (RWC) and the San Mateo Medical Center (SMMC) JCI CARDKEY Systems in a redundant model by using an identical copy of the database for both campuses.

In March 2003, the Sheriff’s Office formed a 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 provide comprehensive maintenance service of all electronic and electro-magnetic locking and security systems, as well as to perform required upgrades in various facilities. JCI was the vendor selected by the Sheriff’s Office after a year long RFP. Due to JCI’s experience with County we are recommending the waiving of the Request for Proposal process.

VISION ALIGNMENT:

Upgrading Johnson Controls Inc. Security Management Security System keeps the commitment to responsive, effective, and collaborative government, specifically goal number 22: County and local governments effectively communicate and collaborate in order to develop strategic approaches on issues affecting the entire County.

FISCAL IMPACT:

The agreement in the amount of $112,755.72 is included in the ISD 2004-05’s adopted budget.