DATE: May 7, 2024
TO: Board of Supervisors
SUBMITTED BY: John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Retroactive Agreement with Siemens Industry, Inc. to provide Security Maintenance Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Retroactive 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, 2024 through December 31, 2028 which includes a three year base contract and two optional one-year extensions, total not to exceed $2,988,900.
REPORT
There is no additional Net County Cost associated with the recommended action. The Sheriff’s security system is a highly technical and complex integrated electronic 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 prior agreement with the same vendor expired on December 31, 2023. The recommended agreement will continue necessary services for the Sheriff’s Office 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 and the Sheriff’s Administration Building will not be maintained and repaired, to enhance and protect the safety and security of officers, inmates and civilians.
RETROACTIVE AGREEMENT:
The recommended action is retroactive to January 1, 2024 due to the length of time required for negotiation and approval of the recommended agreement. The signed agreement was sent to the Sheriff’s Office by the vendor on April 8, 2024.
FISCAL IMPACT:
There is no additional Net County Cost associated with the recommended action. The maximum yearly amount to be paid under the recommended agreement shall not exceed $597,780. There are pending invoices for four months of services at $37,315 per month for the month of January, February, March, and April of 2024 for a total of $149,260 ($37,315 x 4). This amount is included within the FY 2023-24 Adopted Budget for the Sheriff-Coroner-Public Administrator’s Org 3111. Costs for additional years will be included in subsequent requested budgets. The maximum five-year agreement shall not exceed $2,988,900.
DISCUSSION:
The Sheriff’s Office security system is a highly technical and complex integrated electronic 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.
On December 11, 2018, the Board approved 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’s Administration Building and Adult Detention Facilities. The agreement included additional services directly related to or connected to the systems and equipment covered by the agreement, such as parts replacement for cameras or new cameras when needed, miscellaneous repairs of failing equipment. The agreement was effective January 1, 2019 through December 31, 2023, which included a three-year base contract and two optional one-year extensions.
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 Office’s four jail facilities and administration building. In addition to systems maintenance, the recommended agreement will allow Siemens Industry Inc. to provide regularly scheduled inspections of safety security systems.
The recommended agreement utilizes pricing for labor and materials from competitively bid Sourcewell Agreement No. 030421-SIE, in accordance with the Purchasing Manual, which allows the County to utilize contracts that have been competitively bid by other government agencies and cooperative purchasing groups. This is commonly known as “piggybacking” onto other agreements. Siemens Industry, Inc. agreed to provide pricing to the County equivalent to the pricing under the Sourcewell agreement.
The recommended agreement will be effective January 1, 2024 through December 31, 2028, 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 recommended agreement will provide approximately 150 square feet of onsite storage space for Contractor to store spare parts, as well as office space consisting of one office, approximately 100 square feet, as well as supplies and equipment, all at no charge, for Siemens Industry, Inc. to utilize under the terms and conditions of the recommended agreement. The County will have the right to enter the office space and storage space at all times, and Contractor may not control or exclusively possess such office space.
REFERENCE MATERIAL:
BAI #24, December 11, 2018
BAI #24, March 6, 2018
BAI #15, December 10, 2013
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Siemens Industry, Inc.
CAO ANALYST:
Fine Nai