Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Christina Corpus, Sheriff
Subject: Extension of Agreement with CML Security, LLC for Repairs and Maintenance of Sheriff’s Office Facilities
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with CML Security, LLC to extend the term for three months to August 31, 2024 and increase the amount by $284,527.32 for a new contract amount not to exceed $8,251,292.32.
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BACKGROUND:
The County of San Mateo has several buildings that require monitoring and access control, including the Maguire Correctional Facility, Maple Street Correctional Center, and Coyote Point Range and Training Center. These buildings all have monitoring in the form of surveillance cameras and CCTV systems as well as access control via card readers, pneumatic locks, multiple types of security doors, and associated control panels (local and remote).
The County has an existing contract with CML (agreement 300000-17-R07317) for the maintenance of this equipment. This agreement expired on May 31, 2024. When the agreement expired, the Sheriff’s Office was in the process of doing an RFP for the services provided under the agreement with CML. The agreement that resulted from that RFP was approved on August 13, 2024 (Resolution No. 080581). In order to ensure continuity of services for the period between June 1, 2024 and August 31, 2024, the agreement with CML must be amended.
Initially, the intention was that CML would be paid for the work performed June 1st through August 30th pursuant to the new contract already approved by the Board on August 13, 2024 following a new RFP (the contract expired May 31, 2024 after the RFP process was already underway and the intention was to get it done in advance of expiration but the RFP process could not be completed in time and it was believed that it would be more efficient to do a new contract with a start date of June 1st rather than both an Amendment and new contract). However, CML informed the Sheriff's Office in September that it had already submitted certified payroll records to the Department of Industrial Relations for June through August under the old contract and asked for an amendment to that contract in the event of an audit so the invoices, contracts and payroll records match. The County will only be invoiced for the work (already performed) once and the new contract will also be amended to reflect a start date of September 1st to avoid any confusion.
DISCUSSION:
The proposed amendment will extend the existing contract for three months through August 31, 2024 and increase the amount by $284,527.32 for a new contract amount not to exceed $8,251,292.32 allowing for continuity of services. The scope of work will remain unchanged.
The Resolution and agreement have been reviewed and approved as to form by the County Attorney.
FISCAL IMPACT:
The term of the amended agreement is June 1, 2017 through August 31, 2024. The new total not to exceed amount of the amended agreement is $8,251,292.32. Funding for this amendment has been included in the Sheriff’s Office FY 2024-2025 Adopted Budget. There is no Net County Cost.