Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: John T. Keene, Chief Probation Officer
Subject: Second Amendment to Agreement with CML Security, LLC to Provide Maintenance and Support Services for the Security System(s) at the Youth Services Center-Juvenile Hall and Camp Kemp.
RECOMMENDATION:
title
Adopt a resolution authorizing the President of the Board of Supervisors to execute a second amendment to the agreement with CML Security, LLC:
A) Allowing for the recommended replacement and installation of the Uninterrupted Power Supply (UPS) towers in the Youth Services Center-Juvenile Hall at a cost of no more than $94,383.10; and
B) Authorizing the critical Bosch Complete CCTV upgrade on the security system in the Youth Services Center-Juvenile Hall at a cost no more than $479,925.24; and
C) Exercising the County’s first option to extend the Agreement term by two (2) years through November 30, 2027, to ensure continued critical maintenance and support of the security systems at the San Mateo County’s Youth Services Center-Juvenile Hall and Camp Kemp, bringing the total not-to-exceed amount of the Agreement to $788,984.
body
BACKGROUND:
In April 2022, the Probation Department issued RFP No. PROB 2022-022 to find a qualified contractor to provide comprehensive maintenance and support services for the security systems at the Youth Services Center-Juvenile Hall and Camp Kemp. Services include maintenance of door locks, Actall duress systems, Wonderware InTouch HMI Software, Bosch security camera systems, and Seneca XVAULT Media Storage.
CML Security, LLC (CML) was selected and entered into an Agreement with the County on August 30, 2022, in an amount not-to-exceed $173,482. The Agreement, effective December 1, 2022, through November 30, 2025, includes regular ongoing maintenance of the security systems at the Youth Services Center-Juvenile Hall and Camp Kemp, and has also included the installation of additional security cameras at the Juvenile Hall. The Agreement provides the County, at its sole discretion, with the option to extend the term twice, for up to two additional years each time.
On December 18, 2023, the Agreement was amended to add $25,518 for the installation of three additional cameras, and to authorize future camera installations as requested and approved by the Probation Department, increasing the not-to-exceed amount to $199,000.
DISCUSSION:
The Probation Department now seeks to further amend the Agreement with CML to authorize the recommended replacement and installation of the Uninterrupted Power Supply (UPS) towers in the Youth Services Center-Juvenile Hall. This critical equipment provides backup power to the facility’s security systems during a power outage. The current UPS system, in place since the facility opened in 2006, is nearing the end of its useful life. The cost for the replacement will not exceed $94,383.10.
In addition, this second amendment will authorize the critical Bosch Complete CCTV upgrade on the security system in the Youth Services Center-Juvenile Hall. The current security system has reached its limitation on software and hardware capabilities and has required increased cost in maintenance and repairs. The CCTV upgrade project is critical to provide enhanced security, better monitoring and response, improved data storage and access, scalability and integration, and cost efficiency. The cost for the replacement will not exceed $479,295.24.
Lastly, the Probation Department recommends exercising the County’s first option to extend the Agreement term by two (2) years, through November 30, 2027, to ensure continued critical maintenance and support of the security systems at the San Mateo County’s Youth Services Center-Juvenile Hall and Camp Kemp. The cost of this extension, together with the UPS equipment, will bring the total not-to-exceed amount of the Agreement to $788,984.
The Probation Department also requests that the Chief Probation Officer or his/her designee, be granted authorization to execute additional amendments that 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.
The County Attorney’s Office has reviewed and approved the resolution and agreement as to form and content.
PERFORMANCE MEASURE:
|
Performance Measures |
Target Dec 2022 - Nov 2023 |
Target Dec 2023 - Nov 2024 |
Target Dec 2024 - Nov 2025 |
Target Dec 2025 - Nov 2026 |
Target Dec 2026 - Nov 2027 |
|
Maintenance - Contractor maintains communication and is punctual for scheduled bi-monthly preventative maintenance visits |
100% |
100% |
100% |
100% |
100% |
|
Invoicing & Reporting - Contractor submits timely, accurate activity reports with each invoice |
100% |
100% |
100% |
100% |
100% |
|
New Equipment - Contractor completes requested installation of additional cameras and any purchases of surplus parts in a timely manner |
100% |
100% |
100% |
100% |
100% |
COMMUNITY IMPACT:
This comprehensive maintenance and support services agreement supports security of all San Mateo County employees, juvenile in the criminal justice system, and visitors to the Youth Services Center-Juvenile Hall.
FISCAL IMPACT:
Funding for the Second Amendment will be secured through department funds which have been included in the FY 2025-26 Recommended Budget and will be included in the FY 2026-27 Recommended Budget. There is no net County cost.