COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

March 5, 2009

BOARD MEETING DATE:

March 17, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Greg Munks

SUBJECT:

Security and Surveillance System for the Medium Security Facility in La Honda.

RECOMMENDATION:

Adopt a Resolution:

1.

Authorizing the President of the Board to execute an agreement with Johnson Controls, Inc. for the design, installation and maintenance of a video surveillance system and alarm intrusion system for the Medium Security Facility in La Honda, in an amount not to exceed $111,979.08, for a term commencing March 1, 2009 through June 30, 2010; and

2.

Authorizing the Sheriff or Sheriff’s designee to execute amendments and minor modifications to this agreement not to exceed an aggregate of $25,000 and/or modify the agreement 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 No. 7: Maintain and enhance the public safety of all residents and visitors.

This agreement will aid in preventing thefts and vandalism and the overall preservation and operation of the Medium Security Facility in La Honda.

PERFORMANCE MEASURE(S):

Measure

FY 2008-09
Actual

FY 2009-10
Target

Average Daily Population managed by the Medium Security Facility (capacity 116)

N/A

110

Number of assaults: inmate vs. inmate

N/A

5

Number of daily jail beds saved at the Maguire Correctional Facility

N/A

40,150

BACKGROUND:

On December 31, 1999, the Medium Security Facility (MSF) was closed due to budget cuts. During the closure, the facility experienced damage resulting from theft of copper wire and vandalism.

In January 2008, as a partial solution to the jail overcrowding issue, the Sheriff’s Office recommended that the Board of Supervisors authorize the Sheriff to coordinate and supervise the renovation, staffing and re-opening of MSF.

During 2008, MSF underwent renovation consisting of electrical upgrades and repairs, re-installation of wiring, internal cameras, and repair to damaged infrastructure. As a temporary solution to protect the newly renovated facility, a full-time security guard was placed on campus 24/7 to alert Sheriff’s deputies of intruders. The on-going monthly cost for this guard service is approximately $21,000.

Last October, a Request for Proposals (RFP) was issued to acquire responses for the design, build and install of a perimeter video surveillance system for MSF. A selection committee was formed consisting of members from the Sheriff’s Office Technical Services Unit, Jail Planning and the Countywide Security Unit. The committee reviewed the two proposals submitted and ultimately selected Johnson Controls, Inc. (JCI) as the respondent offering the County the best work product, experience and value for this project.

DISCUSSION:

Through the proposed agreement, JCI will design and install a perimeter video surveillance system and alarm intrusion system for MSF. JCI will install alarm intrusion panels throughout the MSF campus. Each alarm will have an alarm pad and local sounder which will control motion sensor and perimeter door alarms. Should the alarms be triggered, notification will be sent to the County Dispatch Center in Redwood City and to the San Mateo Medical Center’s 24-hour dispatch center via the Cardkey network controller. JCI will also provide a Video Management System that will provide surveillance using day/night cameras placed throughout the campus.

The proposed security and surveillance system will replace the full-time security guard and provide long term campus protection during time of vacancy and when MSF is fully operational, by alerting Sheriff’s deputies on site in MSF’s Central Control room.

Exhibit C of the agreement includes some atypical provisions (waiver of consequential damages, etc.). These provisions have been included in previous County agreements with JCI which have been approved by the Board of Supervisors.

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 Agreement and Resolution as to form.

FISCAL IMPACT:

The total one time cost is $111,979.08, which includes one year of maintenance and warranty on parts and labor after the installation is complete. Once the warranty expires, annual maintenance and support of the video surveillance and alarm intrusion systems will cost approximately $27,000 and will be included in the Sheriff’s Office FY 2010-11 Recommended Budget.

REQUEST FOR PROPOSAL MATRIX

1.

General Description of RFP

Security and surveillance system

2.

List key evaluation criteria

§ Qualifications of staff

§ Prior experience

§ Solution provider references

§ Solution provider strength and stability

§ Project management plan

§ Risk management plan

§ Proposed project staff

§ Implementation plan

§ Training plan

3.

Where advertised

Sheriff’s Office web site

San Mateo County Times

Vendor’s conference was held on November 12, 2008.

4.

In addition to any advertisement, list others to whom RFP was sent

N/A

5.

Total number sent to prospective proposers

Eight (8)

6.

Number of proposals received

Two (2)

7.

Who evaluated the proposals

An evaluation committee consisting of Sheriff’s Office Technical Services Unit, Jail Planning and the Countywide Security Unit evaluated all proposals.

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

§ Johnson Controls Inc.

§ Simplex Time Recorder Co.