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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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August 13, 2007
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BOARD MEETING DATE:
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September 11, 2007
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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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Chris Flatmoe, CIO/Director of Information Services
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SUBJECT:
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An Agreement with Johnson Controls, Inc. (“JCI”) for maintenance of the Cardkey Security System.
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RECOMMENDATION:
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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 maintenance of the Cardkey Security System for the term September 11, 2007 through September 10, 2008 in the amount of $133,595.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all County residents.
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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.
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Performance Measure(s):
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Measure
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FY 2006-07
Actual
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FY 2007-08
Projected
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Availability
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99.8%
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99.8%
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Major Outage
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3
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3
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BACKGROUND:
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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, as well as metal detectors, was installed in the Hall of Justice (HOJ) to provide a secure and safe environment for employees and visitors of the HOJ. This cardkey security system has since been expanded to include the entire County.
The JCI Cardkey Security System provides secure access for the County by allowing only verified personnel access. In addition, all cardkey activity is stored in a database for auditing purposes. 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.
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DISCUSSION:
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The JCI Maintenance Agreement includes hardware and software support for the cardkey system, which includes the 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.
ISD recommends that your Board waive the Request for Proposal process and execute the Agreement with JCI to provide maintenance because the hardware and software technologies used by JCI are proprietary and can only be supported by JCI.
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.
County Counsel has reviewed and approved the Resolution and the Agreement.
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FISCAL IMPACT:
The term of this Agreement is from September 11, 2007 through September 10, 2008. The total obligation under this Agreement is $133,595, which is included in the ISD FY 2007-08 Adopted Budget.
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