Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Amendment to the Agreement with Johnson Controls, Inc. to Provide Security System Related Services
RECOMMENDATION:
title
Adopt a resolution authorizing an amendment to the agreement with Johnson Controls, Inc. to increase the amount of the agreement by $75,000 to an amount not to exceed $275,000, with no changes to the term of the agreement.
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BACKGROUND:
In 1998, Johnson Controls, Inc. (JCI) Cardkey Security System was selected through a Request for Proposal (RFP) process conducted by the Sheriff’s Office to provide an increased level of security for County facilities. JCI Cardkey Security System provides secure access to County buildings and facilities by allowing only authorized personnel to enter. In addition, all cardkey activity is stored in a database for auditing purposes.
As part of the County’s overall security plan, JCI’s Cardkey Security System was initially installed in the Hall of Justice (HOJ) to provide a secure and safe environment for employees and visitors. JCI Cardkey Security System has since been expanded to include most County facilities.
Historically, the County allowed JCI Cardkey Security System to be paid by County departments through a central contract. Recently, to ensure approval for payment would not be interrupted, San Mateo Medical Center (SMMC) migrated to a department-level agreement with JCI for the term of July 1, 2023, through June 30, 2024, in an amount not to exceed $200,000.
An assessment of security risks to SMMC and its associated clinics recommended the addition of security cameras and other measures to improve campus security. Per adoption of the security assessment, work initiated to install the security devices at multiple SMMC locations through JCI Cardkey Security System. However, funding of $200,000 associated with the original agreement is not sufficient to complete this work.
DISCUSSION:
This amendment will increase the agreement amount by $75,000 to complete the installation of security cameras in multiple locations, ensure that the video feed is stored in accordance with SMMC policy for archival of security images, and resolve the recommendations of the security needs assessment. Pursuant to the non-emergency exceptions to competitive procurement listed in Administrative Memorandum B-1 Section IV. subsection C.2. (“continuation of ongoing service or project”) and subsection C.5. (“additions to . . . existing products or equipment”), SMMC is requesting this Board waive competitive procurement requirements to add the cameras because the cameras integrate with JCI’s existing security system and software controls.
County Attorney has reviewed and approved the resolution and amendment as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that the security video images will be archived for a period of 365 days from their creation and be retrievable on demand.
PERFORMANCE MEASURE:
|
Measure |
FY 2023-24 Estimated |
FY 2024-25 Projected |
|
Number of days of security video images that are archived for since their creation and be retrievable on demand |
365 days |
365 days |
FISCAL IMPACT:
The term of the amended agreement is January 1, 2023, through June 30, 2024. The amendment increases the amount payable under the agreement by $75,000 to an amount not to exceed $275,000 for the 18-month term. Funds in the amount of $75,000 are included in the SMMC FY 2023-24 Adopted Budget.
Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.