DATE: November 8, 2022
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with Siemens Industry, Inc. for Upgrades to the Jail Control
Systems
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as Siemens Industry, Inc. is the only vendor with extensive knowledge of the West Annex and Main Jail control systems and can ensure compatibility between the systems; and
2. Approve and authorize the Chairman to execute an Agreement with Siemens Industry, Inc. to provide upgrades to the Jail control systems, effective upon execution and expiring on December 31, 2023, with no optional extensions, total not to exceed $3,710,022.
REPORT
Approval of the recommended action will allow the Internal Services Department (ISD) Facility Services Division (ISD Facility Services) to obtain upgrades to the control systems in the Main Jail to match the functionality and ensure compatibility with control systems in the West Annex Jail. Total cost for the one-year Agreement is $3,710,022. This item pertains to a location in District 3.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will be unable to obtain the upgrades to the Jail control systems which could affect the functionality and security between the two locations. In that event, the County would need to issue an RFP and obtain another vendor, which would take more time. That vendor would need to become familiar with the control systems and ensure compatibility with the system in the West Annex Jail, which would likely take additional time.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
ISD Facility Services’ request to waive the competitive bidding process is consistent with Administrative Policy No. 34, as Siemens Industry, Inc. currently supports the control systems for the West Annex addition to the Main Jail, is the only vendor with extensive knowledge of both systems, and can ensure compatibility between the systems. The ISD Purchasing Division concurs with ISD Facility Services’ request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the one-year term of the recommended agreement is $3,710,022. Sufficient appropriations and estimated revenues are included in the Department’s Facility Services Org 8935 FY2022-23 Adopted Budget.
DISCUSSION:
The West Annex addition to the Main Jail was built with the most current control systems. The existing control systems in the Main Jail are outdated and do not currently match the functionality of the West Annex and need to be upgraded to ensure that the functionality and security of the systems are cohesive.
The recommended agreement would allow Siemens Industry, Inc to remove the outdated control systems at the Main Jail and replace them with updated equipment to include intercom systems, panic buttons, modernized controls, and emergency power systems, all of which are anticipated to improve operability, system compatibility, and safety for staff.
Approval of the recommended action will authorize the Agreement with Siemens Industry, Inc., effective upon execution and expiring on December 31, 2023, with no optional extensions, for a total amount not to exceed $3,710,022.
The recommended agreement provides that the County will pay 25% of the total compensation amount, or $927,505.50, to Siemens Industry, Inc. within 45 days of the effective date. Siemens Industry, Inc. will then invoice County on a monthly basis for ongoing progress, based upon the documented percentage of work completed each month in excess of the initial 25% paid to initiate the project. The recommended agreement provides that if the County terminates the agreement for any reason, the County may demand repayment of any advanced funds for which an equivalent value of work was not completed.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Request
On file with Clerk - Agreement
CAO ANALYST:
Ahla Yang