Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Carlos G. Bolanos, Sheriff
Subject: Agreement with CML Security for servicing of the electronics and detention equipment at the Sheriff’s Office Correctional Facilities and Firearms Range
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with CML Security to provide maintenance and repair services to the security electronics equipment, detention equipment and video visitation equipment at the Maguire Correctional Facility, Maple Street Correctional Center, and the Coyote Point Firearms Range, for a term commencing June 1, 2017 to May 31, 2020, for an amount not to exceed $3,414,328, with the option to renew two additional two-year periods for an additional $4,552,437, for a total amount not to exceed $7,966,765.
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BACKGROUND:
The completion of the Maple Street Correctional Center (MSCC), the updating of the Maguire Correctional Facility (MCF) and the installation of video visitation throughout the Corrections Division has resulted in a significant expansion of security electronics. At present, MSCC alone has over 200 cameras and 700 doors that require maintenance. The system at MCF was completely updated and all areas of the facility are now covered by 178 security cameras. All control panels in the master control rooms, housing units and core areas are computer based. Retention of video to meet legal requirements and to mitigate liability has been greatly expanded. Every camera at each of the two correctional facilities is recorded with a minimum retention period of one year per requirements of the Government Code.
The amount of security system maintenance previously required at the old Maple Street Facility and at MCF is a small fraction of what it is today due to technological advances and evolving standards regarding the use of video monitoring within County jails. The security systems previously installed were primarily mechanically based, the use of video monitoring was significantly more limited, and maintenance was most often limited to physical repairs to the equipment. Security systems today have increased in technological complexity and require ongoing maintenance to maximize the system’s effectiveness and ensure operability.
Through an RFP process, the company selected to install and maintain the security system at MSCC and to update the security system at MCF was CML Security. CML has provided the Sheriff’s Office with service and maintenance as part of our original contract. The quality of their work and responsiveness to our needs at the facilities has been impeccable. This agreement would extend the maintenance agreement entered into as part of the initial contract for up to a seven year period.
DISCUSSION:
The security electronics system and detention equipment in a correctional facility provide for a safe and secure environment for both inmates and staff. The video visitation equipment must be maintained to provide inmates with visits as required by law. The failure of any component is detrimental to the overall operation of the facility and must be addressed immediately. Security hardware and software must be updated and monitored regularly.
CML Security designed, wired, and installed all aspects of the security system at both MSCC and MCF. The company and their technicians have demonstrated the design knowledge and expertise to troubleshoot and quickly repair equipment that is critical to the safe operation of the jails.
The main components of the service contract include:
• The provision of an on-site technician 40 hours a week with a prompt after-hours response;
• The ongoing maintenance and adjustment of all detention equipment (doors, locks, switches, etc.) with preventative maintenance conducted on an ongoing and regular basis;
• The maintenance of all computerized security system hardware;
• The maintenance and regular update of all security software to the latest specifications;
• All labor for maintenance calls will be covered including vehicle expenses and travel costs;
• Cost of all spare parts and equipment is included (e.g., if a camera fails, CML is responsible for the cost of the new camera);
• CML will maintain a complete spare parts inventory.
Similar to a correctional facility, a firearms range is an operational area of high liability requiring fail-safe security. Pursuant to this agreement, and at no additional cost to the County, CML will also install and maintain a full security system at the new firearms range.
The agreement with CML Security is for a three-year term commencing June 1, 2017 through May 31, 2020 and for an amount not to exceed $3,414,327.69. The contract includes the option for the County to extend the term two additional two-year periods to May 31, 2022 at the same monthly rate of $94,842.44 for a total of an additional $2,276,218.46 and to May 31, 2024 at the same monthly rate of $94,842.44 for a total of an additional $2,276,218.46.
It is in the best interest of the County to waive any further Request for Proposal (RFP) process and extend this services contract on the grounds that CML was initially awarded the contract for goods and services through an RFP process, CML has a demonstrated unique expertise regarding the design and operations of their installed security system, and no other firm exists that can ensure the efficient ongoing and cost-effective operability of this essential security system.
County Counsel has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The contract with CML Security is for an amount not to exceed $3,414,327.69 for the first three years starting June 1, 2017 through May 31, 2020. The contract includes the option to extend the term for two additional two-year periods to May 31, 2022 at the same monthly rate of $94,842.44 for a total of an additional $2,276,218.46 and to May 31, 2024 at the same monthly rate of $94,842.44 for a total of an additional $2,276,218.46.
The funding for this contract has been included in the Sheriff’s Office Fiscal Year 2017-19 Recommended Budget and will be included in future budgets for the term of the contract.