COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

July 17, 2006

BOARD MEETING DATE:

August 1, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

A maintenance agreement with Johnson Controls Inc. (“JCI”) for support of the CARDKEY Security system.

 

RECOMMENDATION:

Adopt a resolution:

A. Waiving the Request for Proposal (RFP) process; and

B. Authorizing the execution of a maintenance agreement with Johnson Controls Inc. to provide support of the Cardkey security system for the term September 1, 2006 through August 31, 2007 in the amount of $114,122.

 

VISION ALIGNMENT:

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

Goals 7 and 22: Maintain and enhance the public safety of all residents and visitors. County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

 

This Agreement contributes to these goals 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 a 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 date, time, and location. In order to be granted access a person must have the following:

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

    2) Registration 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 of the cardkey system, which includes Pegasys 2000 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.

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.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefit.

County Counsel has reviewed and approved the Resolution and the Agreement.

 

FISCAL IMPACT:

The term of this Agreement is from September 1, 2006 through August 31, 2007. The total obligation under this Agreement is $114,122, which is included in the ISD FY 2006-07 Adopted Budget.