COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

December 28, 2006

BOARD MEETING DATE:

January 9, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, J.D., Director, Human Services Agency

Clarisa Simon-Soriano, Director, Automation

SUBJECT:

First Amendment to the Agreement with Johnson Controls, Inc. for Cardkey System Services

RECOMMENDATION:

Adopt a resolution:

A.

Waiving the Request for Proposal Process;

B.

Authorizing an Amendment to the Agreement with Johnson Controls, Inc to provide cardkey system services extending the term to June 30, 2008, increasing the amount by $15,676 to $115,676, $3,135 Net County Cost; and

C.

Authorizing the Director of the Human Services Agency or the Director’s designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Ensuring basic health and safety for all.

Goal (7): Maintaining and enhancing the public safety of all residents and visitors.

The Agreement contributes to this commitment and goal by providing San Mateo County employees and visitors with a safe place to conduct County business.

Performance Measure(s):

Measure

FY 2005-06
Actual

FY 2006-07
Target

Percent of satisfactory security hardware system performance after installation

N/A*

90%**

Percent of satisfactory escalation response time on technical support calls

N/A*

90%**

*There is no prior year actual data for performance measures.

** JCI will be expected to satisfactorily service and respond to technical support calls for hardware failure in accordance with the warranty and technical support process.

BACKGROUND:

Johnson Controls, Inc. (JCI) has a master agreement with the County for cardkey systems at County-owned sites. Since the Human Services Agency’s sites are not County-owned, a separate contract with JCI is needed. JCI is the Contractor that installed the Human Services Agency cardkey systems in Buildings A, B and C at the Harbor Park complex in Belmont. Subsequently, in February 2006, the County Manager authorized Agreement No. 70100-06-C220, providing enhancements to six HSA locations, in the amount of $100,000 for the term of February 1, 2006 through June 30, 2007.

DISCUSSION:

HSA currently has a need to install additional systems and upgrade others for security purposes. This First Amendment is to increase funding for two additional projects. Project 1 installs Cardkey System upgrades at 2500 Middlefield Road in Redwood City and project 2 installs two access control doors at 550 Quarry Road in San Carlos. The term is also being extended to be sure that there is sufficient time to allow for any unanticipated construction delays.

The Board of Supervisors is being asked to waive the RFP process as this Contractor should be considered a sole source provider as they are the only vendor in the Bay Area that can supply services to the existing Cardkey 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 benefits. Risk Management has reviewed and approved Contractor’s insurance, and County Counsel has reviewed and approved these documents as to form.

FISCAL IMPACT:

This First Amendment to the Johnson Controls Agreement increases the amount by $15,676, for a total obligation of $115,676, and extends the term for an additional year. The new term is February 1, 2006 to June 30, 2008. The Amendment amount was included in the Fiscal Year 2006-07 Adopted Budget. Net County Cost is $3,135.