DATE: December 11, 2018
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner
SUBJECT: Agreement with Siemens Industry, Inc. to provide Security Maintenance Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Siemens Industry, Inc. to provide fire and safety, security, master antenna television and pneumatic systems maintenance and repair services for the Sheriff-Coroner’s Administration Building and Adult Detention Facilities, effective January 1, 2019 through December 31, 2023 which includes a three year base contract and two optional one-year extensions, total not to exceed ($2,476,775).
REPORT
There is no additional Net County Cost associated with the recommended action. The Sheriff-Coroner’s security system is a highly technical and complex electronic integrated system of cameras, video monitors, intercoms, phones, electronic door controls, elevator controls, and metal detectors. It also includes life safety equipment such as heat sensors, fire alarms, smoke purge fans and fire sprinkler monitors. The current agreement is with the same vendor and is set to expire on December 31, 2018. The recommended agreement will continue necessary services for the Sheriff-Coroner’s electronic security system. This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. If the recommended action is not approved the existing security systems at the various jail facilities will not be upgraded, maintained, and repaired, to enhance and protect the safety and security of officers, inmates and civilians.
FISCAL IMPACT:
There is no additional Net County Cost associated with the recommended action. The maximum yearly amount to be paid under this agreement shall not exceed $495,355. This amount is included within the FY 2018-19 Adopted Budget for the Sheriff-Coroner’s Org 3111. Costs for additional years will be included in subsequent requested budgets. The maximum five year agreement shall not exceed $2,476,775.
DISCUSSION:
The Sheriff-Coroner’s security system is a highly technical and complex electronic integrated system of cameras, video monitors, intercoms, phones, electronic door controls, elevator controls, and metal detectors. It also includes life safety equipment such as heat sensors, fire alarms, smoke purge fans and fire sprinkler monitors.
On December 10, 2013, the Board approved an agreement with Siemens Industry, Inc. for security maintenance services within the Sheriff-Coroner’s Detention Facilities. On December 6, 2016, the Board approved Amendment I to Agreement A-13-738 with Siemens Industry, Inc. to increase the annual maximum for additional security maintenance services within the Sheriff-Coroner’s Jail Detention Facilities by $100,000 to $150,000 for calendar year 2017 (January 1, 2017 through December 31, 2017) and increasing the agreement maximum to $200,000 through December 31, 2017.
On March 6, 2018, your Board approved Amendment II to Agreement A-13-738 with Siemens Industry, Inc. to increase the annual maximum for additional security maintenance services within the Sheriff-Coroner’s Jail Detention Facilities by $196,000 to $246,000 for calendar year 2018 (January 1, 2018 through December 31, 2018) and increasing the agreement maximum to $546,000 through December 31, 2018.
As with the current agreement, the proposed contract provides for security maintenance services for the Sheriff-Coroner administration building and Jail Detention Facilities and additional services directly related to or connected to systems and equipment covered by the agreement (e.g. parts replacement for cameras or new cameras when needed, miscellaneous repairs of failing equipment, etc.), but which are not enumerated in the agreement. The maximum amount allowed for additional services is limited to $100,000 per year. The additional services, if needed, will be absorbed within the Sheriff-Coroner’s budget in the same year in which the service is provided.
Siemens Industry, Inc. has demonstrated that they possess the corporate infrastructure and the personnel with the necessary technical knowledge to deliver the services required to maintain the electronic security systems of the Sheriff-Coroner Department’s four jail facilities and the administration building. In addition to systems maintenance, the recommended vendor will provide regularly scheduled inspections of safety security systems.
The recommended agreement will be effective January 1, 2019 through December 31, 2021, with renewal options for up to two additional one year periods unless written notice of non-renewal is given by either of the parties to the other party and dependent on the vendor meeting performance standards.
The County of Fresno Purchasing Manual stipulates that services, which have been competitively bid by another agency, may be procured via purchasing cooperatives. With concurrence of the Internal Services Department - Purchasing and County Counsel, the Sheriff-Coroner’s Office is requesting to procure the security maintenance services from Siemens Industry, Inc. These services were competitively bid and awarded to Siemens Industry, Inc. by National Joint Powers Alliance (NJPA) enabling the County to leverage the pricing, terms and conditions from their contract to the County’s advantage.
REFERENCE MATERIAL:
BAI # 24 March 6, 2018
BAI # 26, December 6, 2016
BAI # 15, December 10, 2013
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Siemens Industry, Inc.
CAO ANALYST:
Jeannie Z. Figueroa