COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

May 24, 2007

BOARD MEETING DATE:

June 5, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Greg Munks

SUBJECT:

Agreement with Johnson Controls, Inc. for maintaining and supporting the security systems located at the San Mateo Medical Center and Health Department.

RECOMMENDATION:

Adopt a Resolution:

1.

Waiving the Request for Proposal (RFP) process;

2.

Authorizing the President of the Board to execute an agreement with Johnson Controls, Inc. for maintaining and supporting the security systems at the San Mateo Medical Center (SMMC) and related Health Department facilities for a five year term commencing April 1, 2007 through March 31, 2012 and an amount not to exceed $410,232; and

3.

Authorizing the Sheriff 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: Ensure basic health and safety for all.

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

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.

PERFORMANCE MEASURES:

Measures

FY 2005-06
Actual

FY 2006-07
Target

Health Security - total reported & self-initiated calls for service:

17,453

17,900

Health Security - patient restraints calls responded to promptly with appropriate intervention and action

417

430

Percent of priority security calls responded to within 5 minutes

90%

90%

BACKGROUND:

In 2002, the Sheriff's Office assumed responsibility for security of the SMMC and Health Department. One important task was to upgrade the eclectic array of existing old, new, leased and owned security equipment in place throughout the campus. Much of the older equipment was not functional, was not being routinely maintained or serviced, had not been formally inventoried in years. Further, transition planning to phase out or integrate older and newer equipment was incomplete or insufficient. Besides inventorying and planning activities, one important goal accomplished was establishing a long-term contract for maintenance, support and upgrading of electronic security equipment.

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DISCUSSION:

The Agreement with Johnson Controls, Inc. (JCI) will provide ongoing maintenance and support services to the security systems at the SMMC and Health campus for a five year term commencing April 1, 2007 through March 31, 2012, and an amount not to exceed $410,232.

Due to the complexity of existing security and equipment installed-base at the campus, it was determined not to seek proposals from outside firms not already familiar with the SMMC and Health campus. JCI has been the designated County security electronics vendor system for several years; they were selected through an initial RFP and selection process performed in 2002, and some of their existing equipment is patented and proprietary. JCI is an international security firm which offers specialized coordinated systems expertise combined with specific on-site knowledge of the SMMC and Health Department security requirements, as well as years of experience working with other San Mateo County departments on Countywide cardkey security operations. Especially valuable is their experience and familiarity with modern, computerized security electronics, which ties into many of the innovations incorporated into the new Health Center design. Therefore it is in the best interest of the County to waive the RFP process.

The Sheriff’s Office works closely with County Information Services Department senior personnel, in the management of this and other JCI Agreements which fall under the Sheriff’s Office. ISD also manages several Agreements with JCI for other County facilities, such as the County Government Center.

County Counsel has reviewed and approved the resolution as to legal form. 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.

FISCAL IMPACT:

The recommended Agreement with Johnson Controls is for a five year term commencing on April 1, 2007 through March 31, 2012, and a maximum amount not to exceed $410,232. The annual cost is included within the FY 2006-07 Adopted Budget and FY 2007-08 Recommended Budget for the Health Department, and will be included in future year budgets thereafter. This budget is included within the Sheriff's Office budget, the cost of which is in turn apportioned to all major Health and SMMC Hospital departments, based on a complex distribution formula developed and adopted by fiscal managers from all three involved agencies. The formula incorporates patient counts, square footage, beat assignments, and hours of facility operation.

Should the County determine to make any future changes in the County’s use of the San Mateo multi-agency health facilities site, those changes can either be incorporated into this Agreement, or it can be amended at a future time.