Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Agreements with Johnson Controls, Inc., for the County-wide Cardkey Security System Upgrade and the San Carlos Airport Security Projects
RECOMMENDATION:
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Adopt a resolution authorizing:
A) An agreement with Johnson Controls, Inc., for the upgrade of the Cardkey Security System’s hardware and software systems, for the term of July 1, 2018 to June 30, 2019, in an amount not-to-exceed $470,731; and
B) An agreement with Johnson Controls, Inc., for the installation of Cardkey Security System at the San Carlos Airport, for the term of April 10, 2018 to June 30, 2019, in an amount not-to-exceed $387,263; and
C) Waiving the Request for Proposal process.
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BACKGROUND:
In 1998, the Johnson Controls, Inc. (JCI) Cardkey Security System was selected through a Request for Proposal (RFP) process conducted by the Sheriff’s Department to provide an increased level of security for County facilities. As part of the County’s overall security plan, this system was initially installed in the Hall of Justice (HOJ) to provide a secure and safe environment for employees and visitors and later expanded into most County facilities. The JCI Cardkey Security System provides secure access for the County by allowing only authorized personnel to enter County buildings and facilities.
DISCUSSION:
Johnson Controls, Inc. (JCI) has been the County’s vendor for building and security systems since 1998 and has expanded into most County facilities. The Cardkey Security System is approaching the end of its useful life and will no longer be supported. The system needs to upgrade to the latest software version and replace old and failing Cardkey readers and hardware devices that are no longer covered under the County’s maintenance agreement.
The upgraded Cardkey system has the ability to integrate with different types of card readers and controllers from other vendors, which makes this new version more flexible, scalable and compatible with other types of security systems. This will allow interoperability with the County’s other building access control systems such as the Adult Correctional Facilities, managed by the Sheriff’s Department, and Juvenile Detention Facilities managed by the Probation Department.
The expansion of the Cardkey Security System to the San Carlos Airport was recommended by ISD in the 5-year IT Strategic Plan and $300,000 in funding was included in the FY 2017-18 Airport Enterprise Fund budget. This project includes an access control reader and cameras at five vehicle gates that access a restricted airfield and four pedestrian gates surrounding the Terminal Building. This project continues the expansion of the Cardkey system to secure County facilities and supports the Federal Aviation Administration’s goal to reduce the risk of runway incursions by taking steps to mitigate unauthorized access. The FAA has stated that one of its top priorities is to, “Reduce the risk of runway incursions resulting from errors by pilots, air traffic controllers, pedestrians, vehicle operators, tug operators, and individuals conducting aircraft taxi operations, by working in collaboration with aviation stakeholders to identify and mitigate risk”.
The JCI security software is a proprietary system and was the preferred vendor selected by the County to provide security access control systems to most County facilities. JCI is offering an incentive program to its customers to incentivize upgrading to the new hardware and software system to help ensure a stable environment and similar operating system among its users. The discount is $190,000 or approximately 30 percent of proposed project costs. In recognition of the County’s investment in the JCI Cardkey Security System, the proposed discount for early adoption, and JCI’s continued maintenance and services provided in good standing, the Department of Public Works recommends waiving the RFP process.
The Contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as other provisions that are required by County ordinance and administrative memoranda, including but not limited to; insurance, hold harmless, non-discrimination and equal benefits.
County Counsel has approved this resolution and agreements as to form. ISD has reviewed and approved these agreements.
Approval of these agreements contribute to the Shared Vision outcome of a Collaborative Community because it will provide cardkey services to all County Departments and secure County facilities.
FISCAL IMPACT:
For FY 2017-18: the total amount of the agreement with Johnson Controls, Inc., for the Airport Security project, is not-to-exceed $387,263 and is included in the Airport Enterprise Fund budget. The $300,000 in funding will count against the County’s Federal Aviation Administration (FAA) jet fuel mandate. There is no additional impact to the General Fund.
For FY 2018-19: the total, not-to-exceed amount of the agreement with Johnson Controls, Inc. for the County-wide Cardkey upgrade is $470,731 and is recommended for funding by the General Fund. If approved, funding will be included in the Recommended FY 2018-19 Department of Public Work’s budget for the Cardkey program.