Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Interim Director, Department of Public Works
Subject: Agreement with Johnson Controls, Inc. for Maintenance of the Cardkey Security System
RECOMMENDATION:
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Adopt a resolution:
A) Waiving the Request for Proposals process; and
B) Authorizing an agreement with Johnson Controls, Inc., to provide maintenance of the cardkey security and access control system, for the term of July 1, 2022 to June 30, 2023, in an amount not to exceed $394,999; and
C) Authorizing an option to extend the agreement with Johnson Controls, Inc., for an additional year, in an amount not to exceed an additional $450,000, at the sole discretion of the Director of Public Works.
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BACKGROUND:
In 1998, Johnson Controls, Inc. (JCI) Cardkey Security System was selected through a Request for Proposal (RFP) process conducted by the Sheriff’s Office to provide an increased level of security for County facilities. JCI Cardkey Security System provides secure access to County buildings and facilities by allowing only authorized personnel to enter. In addition, all cardkey activity is stored in a database for auditing purposes.
As part of the County’s overall security plan, the system was initially installed in the Hall of Justice (HOJ) to provide a secure and safe environment for employees and visitors. JCI Cardkey Security System has since been expanded to include most County facilities.
DISCUSSION:
The Department of Public Works (Department) recommends waiving the Request for Proposal process because of the significant investment the County has made in its cardkey security and access control system infrastructure, as well as JCI’s familiarity with the County’s infrastructure and proprietary software.
The maintenance agreement with JCI will provide customer service support and onsite preventative maintenance, inspections, and repairs of the security system infrastructure. The security systems covered within this agreement include cardkey access control system, intrusion detection/burglar alarm system, video/closed circuit television, and intercom services at various County facilities.
Over the next year, the Department plans to secure a consultant to develop recommendations for seeking a new Countywide cardkey access control system. The new system will be based on an open-architecture framework, with the intent to open selection of a vendor to provide ongoing support and system maintenance. The process to select a consultant to assist with the procurement and to select a new open-architecture Countywide cardkey access control system is estimated to take approximately two years.
The Contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as other provisions that are required by the County’s ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, and equal benefits.
County Attorney has approved this resolution and agreement as to form. The Information Services Department (ISD) has reviewed and approved this agreement.
FISCAL IMPACT:
The total amount of the agreement is $394,999 for the term of July 1, 2022 to June 30, 2023, with the option to extend the term of the agreement for an additional year, in an amount not to exceed an additional $450,000. Funding for this contract is included in the Department of Public Work’s FY 2022-23 Recommended Budget.
There is no additional impact to the General Fund.