COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

November 3, 2007

BOARD MEETING DATE:

November 27, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Acquiring building security systems and services from Johnson Controls Inc. (JCI) for 1950 and 2000 Alameda De Las Pulgas

RECOMMENDATION:

Adopt a Resolution:

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

B. Authorizing the execution of an Agreement with Johnson Controls, Inc. to acquire hardware and installation support for a building security system located at 1950 and 2000 Alameda De Las Pulgas, for the term November 30, 2007 through November 29, 2008, in the amount of $176,067; and

C. Authorizing the Chief Information Officer or his 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: Ensure basic health and safety for all County residents.

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

This Agreement contributes to this goal because the building security system allows safe and secure access to County buildings.

The JCI Security System is an embedded information technology (IT) system, which is supported through a partnership between ISD and JCI. As such, the JCI security system is included in ISD’s technology availability measure.

Performance Measure(s):

Measure

FY 2006-07
Actual

FY 2007-08
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. The JCI Cardkey Security System as well as its supporting infrastructure were initially installed in the Hall of Justice (HOJ), to ensure and maintain a secure and safe environment for the employees, residents, visitors, and users of the HOJ. The JCI Cardkey Security System has since been expanded to the entire County.

The JCI Cardkey Security System provides secure access and auditing for the County by allowing only verified personnel access. All entries are recorded in a database to verify entry of personnel date, time, and location and this database can be queried for reporting purposes. The Health Department will be relocating nearly 400 of its workforce to the 1950 and 2000 Alameda De Las Pulgas buildings beginning in January 2008.

DISCUSSION:

To ensure building security at 1950 and 2000 Alameda De Las Pulgas, JCI will install a security system to include forty-four access control door readers, one access control gate to the storage room (lower level outside 1950 building) and one access control reader to control access into the Elevator Cab at the 1950 Alameda Building. Also included are silent alarms in the clinic building to allow discreet paging.

The Cardkey System will be controlled and operated from the existing P2000 Security Management System at the Sheriff’s Security Dispatch located at the San Mateo Medical Center. County employees will use their existing County ID Security Badges for access into the 1950 and 2000 Alameda De Las Pulgas buildings.

For security purposes, the JCI Security System is a proprietary system and can only be interfaced into other JCI security systems. To avoid having to maintain two building security systems, ISD recommends that your Board waive the Request for Proposal process.

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 Agreement.

FISCAL IMPACT:

The term of this Agreement is November 30, 2007 through November 29, 2008. The total obligation under this Agreement is $176,067. Funds have been included in the FY 2007-08 approved budget for the current fiscal year.