COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

August 1, 2005

BOARD MEETING DATE:

August 16, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Execution of a maintenance agreement with Johnson Controls, Inc. (“JCI”) for support of the Cardkey Security system.

RECOMMENDATION:

Adopt a resolution:

1) Waiving the Request for Proposal (RFP) process; and

2) Authorizing the execution of a maintenance agreement with Johnson Controls, Inc. to provide support of the cardkey security system for the term September 1, 2005 through August 31, 2006 in the amount of $114,122.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all County residents.

Goal 7: Maintain and enhance the public safety of all residents and visitors.

This contract contributes to this goal because the system allows safe and secure access to county buildings.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Availability

99.8%

99.8%

Major Outage

3

3

BACKGROUND:

In 1998, the JCI cardkey security system was selected through an RFP process to provide an increased level of security for County buildings. This system and metal detectors were installed in the Hall of Justice (HOJ) to ensure and maintain a secure and safe environment for the employees, residents, visitors, and users of County buildings. This cardkey security system has been expanded to include the entire county.

The JCI cardkey security system provides secure access and auditing for the County by allowing only verified personnel access. In addition, all entries can be tracked in a database to verify entry of personnel by date, time, and location. In order to be granted access a person must:

1) Have County issued cardkey that has the person’s name, department, and photo printed with appropriate department logo; and

2) Be registered in the system giving the person access to the area for that given time and day as authorized in writing by the responsible manager.

DISCUSSION:

The JCI maintenance agreement includes hardware and software support for the cardkey system, which includes Pegasys 1000 security management system, CDK720 Cardkey network controllers, and cardkey readers. The maintenance agreement provides both preventive and reactive maintenance for the software, network controllers, and the cardkey readers as well as 7/24 phone and onsite support. The preventive maintenance, through regular monitoring of the system, allows JCI to take corrective action on errors before an outage occurs.

ISD recommends that your Board waive the Request for Proposal process and execute the maintenance agreement with JCI to provide maintenance support for JCI’s proprietary hardware and software for the cardkey security system.

FISCAL IMPACT:

Funding for this Agreement in the amount of $114,122 for the term September 1, 2005 through August 31, 2006 is included in the ISD FY2005-06 Adopted Budget.