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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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SHERIFF’S OFFICE
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DATE:
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April 6, 2006
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BOARD MEETING DATE:
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May 2, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Don Horsley, Sheriff
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SUBJECT:
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Agreement with Johnson Controls, Inc. for installation and retrofitting various security systems at the San Mateo County Health Campus.
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RECOMMENDATION:
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Adopt a Resolution waiving the Request for Proposal (RFP) process and authorizing the President of the Board to execute an Agreement with Johnson Controls, Inc. for provision of installation and retrofitting services for various security systems located at the San Mateo County Health Campus (SMCHC), for an amount not to exceed $213,764.80 and a three (3) year term expiring April 30, 2009.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all.
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Goal 7: Maintain and enhance the public safety of all residents and visitors.
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This Agreement enhances public safety by providing adequate security systems and services at the San Mateo County Health Campus in order to help protect patients who are under the County’s care.
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PERFORMANCE MEASURES:
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Measure
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FY 2004-05
Actual
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FY 2005-06
Projected
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Health Security – total reported & self-initiated calls for service:
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17,453
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17,900
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-
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Crime-related response & reports
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635
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648
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-
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Traffic & parking enforcement actions
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771
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790
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Health Security – Patient restraints calls responded to promptly with appropriate intervention and action
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417
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430
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BACKGROUND:
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The Health Services Department building complex, on the grounds of the San Mateo Medical Center/Health Department campus, includes Health Business Administration, Health Information Technology Division, Public Health Services, including the Laboratory, Aging & Adult Services, and Emergency Medical Services. The building complex presently has no installed proximity security systems, such as cardkey readers and door controls. This has contributed to several security incidents in recent years where unauthorized persons have gained access to sensitive areas of the facility. Health Services Department Director Charlene Silva has requested the Sheriff’s Health Security, in conjunction with Information Services, to manage the installation of this project through the Health Security Budget. The cost of this project is $112,249.
In addition to this major installation project for Health Services, there are two additional security infrastructure projects that have been identified for several years, which are important to accomplish at this time.
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1.
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The proximity security system network at the campus operates with a series of electronic panels, or terminal controllers, which function similarly to servers in a computer network. Five of the original “legacy” D620 panels are at the end of their useful maintenance life and require upgrading to the newer CK720 network controllers. We have reviewed the recommended upgrade with County Information Services, and it is agreed these panels need to be replaced at this time, in order to accommodate the major new system loading for additional cardkey system for the Health Services facility. The cost of this upgrade is $30,758.
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2.
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The security camera system in the control center at San Mateo Medical Center utilizes an antiquated videotape recording system, which dates back prior to the Sheriff’s Office assumption of responsibility for health security, and prior to establishing the current systems vendor, Johnson Controls. In several serious incidents in recent years where a clear video recording would have been a critical piece of evidence, this system has either failed to operate properly or produced a recording of such poor quality it was not useful in discerning a suspect. Johnson Controls has indicated it cannot adequately service this unit. The cost to replace the videotape recording system with a modern DVR camera recording system, which records to current standard DVD disks, is $45,047.
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DISCUSSION:
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Under the proposed Agreement, Johnson Controls, Inc. will install a Cardkey Security Management System for the SMC Health Services Building, upgrade five terminal controllers and upgrade the video security system located at the SMC Health Campus. In order to keep new annual costs incurred for both Health Services and the San Mateo Medical Center at a reasonable level, the Sheriff’s Office negotiated a three-year amortized Agreement at a low interest rate (approximately 6.8%). The work will commence upon execution of the Agreement.
Johnson Controls was originally selected as the County’s security systems provider through several major RFP processes conducted in recent years. The Health Services cardkey installation, the replacement panels, and the DVR recording subsystem all must be compatible with, and integrate into the existing Johnson Controls installed product base, in order to be functional. For these reasons, it is recommended that the RFP process be waived for this Agreement.
The Agreement includes all provisions that are required by County Ordinance and administrative memoranda, including insurance, non-discrimination, equal benefits, and a contractor jury service policy.
The hold harmless section of the Agreement is not the standard provision in the long form contract, but is consistent with other similar Agreements with Johnson Controls that have been approved by your Board. The Sheriff's Office believes the increased level of risk is reasonable in light of the benefit obtained by the Agreement.
County Counsel has reviewed and approved this Agreement as to form.
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