COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

 

DATE:

September 18, 2009

BOARD MEETING DATE:

October 20, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Greg Munks, Sheriff

SUBJECT:

Agreement With Johnson Controls, Inc. for Preventative Maintenance and Repair Services for the Security Systems Located at the Maguire Correctional Facility, Women’s Correctional Center, and Sheriff’s Transportation / Court Security.

 

RECOMMENDATION:

Adopt a Resolution:

1.

Waiving the Request for Proposals (RFP) process;

2.

Authorizing the President of the Board to execute an Agreement with Johnson Controls Inc. (JCI) to provide preventative maintenance and repair services for security and alarm systems located at the Maguire Correctional Facility, the Maple Street Complex Facilities (including the Women’s Correctional Center) and Sheriff’s Transportation / Court Security, for a three year term commencing September 1, 2009 through August 31, 2011, in an amount not to exceed $333,168; and

3.

Authorizing the Sheriff or his 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.

 

BACKGROUND:

In 2003, a Request for Proposals was conducted and JCI was selected on the basis of overall breadth of experience and qualifications; positive experience in other County projects and facilities, such as San Mateo Medical Center.

In 2004, the County entered into a five year contract with JCI for maintenance of all security systems in the Sheriff’s Custody & Detention facilities.

In 2008, an RFP was conducted for the design, build and install of a perimeter video surveillance system for the Medium Security Facility. The RFP Review Committee ultimately selected JCI as the respondent offering the County the best work product, experience and value for this project.

 

DISCUSSION:

Under the proposed Agreement, JCI will maintain all existing electronic and electro-magnetic (primarily automatic jail locking doors) systems and control panels at the Maguire Correctional Facility; the Women’s Correctional Center including the Maple Street Complex Facilities; and Sheriff’s Transportation facilities within the Hall of Justice including the inmate holding cells on the 4th floor and security cameras located in various areas of the building. Critical security maintenance (such as jail control room security panels and pod/dorm door locks) will be provided on a 24x7 response basis, with other less time-sensitive equipment maintained during regular working hours. All parts and labor are included. With a contract of this size and scope, the vendor will essentially be providing the equivalent of an almost full-time (40 hours/week) technician on-site at Sheriff’s facilities daily.

A request for proposals for similar services was conducted in 2008 and JCI was selected as the provider who best met the County's needs.  Rather than conducting a new RFP, we recommend that you authorize the agreement with JCI on the basis of the 2008 RFP.  Due to the complexity of existing security equipment installed-base at the various locations of the Sheriff's Office, and JCI's familiarity with those systems, JCI is the provider who could best meet the County's needs. 

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 Resolution and Agreement as to legal form.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by aiding in the overall preservation and operation of the County’s correctional facilities.

 

Performance Measure(s):

Measure

FY 2008-09
Actual

FY 2009-10
Projected

Average daily population managed at the

Maguire Correctional Facility:

    - Pre-sentence inmates

    - Sentenced inmates

    - Total inmates

670

296

966

650

320

970

Number of:

    - Escapes

    - Attempts

    - Release in error

0

0

1

0

0

0

 

FISCAL IMPACT:

The term of the Agreement is September 1, 2009 through August 31, 2011 for an amount not to exceed $333,168. The FY 2008-09 annual cost of $166,584 has been extended by JCI for FY 2009-10 and FY 2010-11. The annual cost of $166,584 has been included in the Sheriff’s Office FY 2009-10 Adopted Budget. The contract’s second year annual cost of $166,584 will be included in the Sheriff’s Office FY 2010-11 Recommended Budget.