Special Notice / Hearing: None
Vote Required: 4/5ths
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with Arup US, Inc. for design, engineering, and construction support services to replace the County’s existing Access Control System
RECOMMENDATION:
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Recommendation to:
A) Adopt a resolution authorizing:
1. The President of the Board of Supervisors to execute an agreement with Arup US, Inc. for design, engineering, and construction support services in an amount not to exceed $493,000 with a term of January 28, 2025 to January 27, 2028; and
2. The Director of Public Works, or designee, to execute contract amendments which 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 and/or services are within the current or revised fiscal provisions; and
B) Approve an Appropriation Transfer Request (ATR) in the amount of $600,000, recognizing unanticipated revenue in the amount of $600,000 to the Department of Public Works. Project costs will be reimbursed by the General Fund, Non-Departmental Services, which has sufficient appropriations budgeted in FY 2024-25 to fund this project.
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BACKGROUND:
The Department of Public Works (Department) currently operates an Access Control System (ACS) for cardkey security building access for the County. The existing ACS is planned for replacement and the Department is implementing an ACS replacement project.
The consultant selection procedures in the County of San Mateo’s Administrative Memorandum B-1 and Contract Handbook were used to select a consultant for design, engineering, and construction support of a new Countywide ACS. Stakeholder departments from the Building Security Workgroup were involved in the solicitation development and selection process.
DISCUSSION:
The development and installation of a new ACS require expert knowledge to assess, design, engineer, and provide support construction during all phases of equipment and software replacement across the County.
On May 31, 2024, proposals were solicited from firms with expertise in ACS consulting services. The solicitation was made through the County’s e-Procurement system.
The Department received proposals from eight firms, and an inter-departmental panel reviewed the submittals for completeness and qualifications. Based on the results of the review, the Department is recommending that Arup US, Inc. (Arup) provide design, engineering, and construction support services to replace the existing ACS. The Request for Proposals Matrix describing the process and selected firm is attached as Exhibit A.
Arup is a global architectural and engineering company based in San Francisco, California. Arup will engage with the County in two phases. During phase one, Arup will audit and assess existing access control components related to cardkey, conduct stakeholder meetings to develop system requirements, and create schematic/construction design documents. In phase two, Arup will provide bidding and construction support services during implementation.
The project is expected to reuse as many existing physical components as possible. The new ACS will primarily concentrate on cardkey functionality while remaining open to future integration with additional security elements.
The Department also requests this Board authorize the Director, or designee, to execute contract amendments, which modify the County’s maximum fiscal obligation for the contract by no more than $25,000, and/or modify the contract term and/or services provided the modified term or services is/are within the current or revised fiscal provisions. Any contract amendments above the Director’s authority would be brought to this Board for approval.
The term of the agreement is for three (3) years from January 28, 2025 through January 27, 2028, with the option to extend the agreement for up to two (2) additional years if needed.
County Attorney has reviewed and approved the resolutions and agreement as to form.
Equity impact:
The County provides a range of services, including healthcare, social services, parks, and libraries, with a goal of ensuring equal access for all residents, regardless of background or income level. The access control project will support this mission by improving safety, accessibility and usability of County systems and services. By implementing this system, the County is taking a step towards advancing its equity goals and ensuring that all residents can participate, prosper, and reach their full potential. County staff will continuously monitor and evaluate the impact of the access control project and engage with vendors and partners to continue improving safety, accessibility and usability.
FISCAL IMPACT:
The agreement has a not-to-exceed amount of $493,000. The project budget will also include Department staff time costs for project management. Approval of the Appropriation Transfer Request will recognize unanticipated revenue in the amount of $600,000 to the Department from Non-Departmental Services, which includes using $100,000 in savings in budgeted Non-Departmental Services funding for the Card Key Program, to the Capital Projects Program for the funding of the design, engineering, and construction support services of the Access Control System replacement project.