Agenda Item AGENDA STAFF REPORT ASR Control 20-000118
MEETING DATE:	03/10/20
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	1
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Robert Beaver (714) 647-1815
	Matt Monzon (714) 935-6876

Subject: Amendment No. 2 to CML Security LLC for Intake Release Center Renovations

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

4/5 Vote

Budgeted: Yes

Current Year Cost: $48,075

Annual Cost: N/A

Staffing Impact:

No

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: GF: 100%

County Audit in last 3 years: No

Prior Board Action: 11/19/2019 #3, 6/4/2019 #5, 3/12/2019 #4

RECOMMENDED ACTION(S):

Authorize Sheriff-Coroner Department's Director of Research and Development or authorized designee to execute Amendment No. 2 to the agreement with CML Security LLC for additional construction services to replace listen-in equipment, which are included in the Module J Controls Renovation Project at the Intake Release Center, effective upon Board of Supervisors approval, in the not to exceed amount of $48,075, for a revised cumulative agreement amount not to exceed $659,756.

SUMMARY:

Approval of Amendment No. 2 to the agreement with CML Security LLC will allow the Sheriff-Coroner Department to replace listen-in equipment needed to integrate with the new jail controls systems that are included in the Module J Controls Renovation Project at the Intake Release Center.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department's (Sheriff) jails use old security electronic control systems. One of the oldest security electronic control systems in the County’s jails system is located at the Intake Release Center (IRC). The security electronic systems, which operate 24 hours a day, 7 days per week, 365 days per year, allow the guard station deputy/operator to control movement doors; provide the deputy/operator door status indication; seamlessly connect all needed audio communication paths; and display to the deputy/operator relevant surveillance video, all of which forms one single control point for all these systems. Each guard station is controlled by its own discrete security electronic system. When a security electronic control system fails, the corresponding area of that facility is rendered unusable until the system is restored.

Included in the FY 2018-19 Budget was the initial phase of the Jail Security Electronic Control Systems Capital Project. On March 12, 2019, the Board of Supervisors (Board) approved and adopted the plans and specifications, Notice Inviting Bids, Form of Proposal and Form of Agreement for the IRC Module J Controls Renovation project. On June 4, 2019, the Board approved Sheriff's request to award the IRC Module J Controls Renovation project agreement to CML Security LLC, effective upon the receipt of all necessary signatures, bonds and insurance, in the not to exceed amount of $502,020. After areas were identified that did not meet current electrical codes, the Board approved Amendment No. 1 on November 19, 2019, in a not to exceed amount of $64,000, in order to replace wiring and cabling to meet code requirements.

Sheriff subsequently executed three Change Orders under the delegated authority of the County's Design and Construction Procurement Policy Manual in the amounts of $23,447, $8,193 and $14,023 (rounded). Approval of proposed Amendment No. 2 will cause the not to exceed amount to exceed the threshold proscribed by Section 4.5(1)c of the Design and Construction Procurement Policy Manual and adds scope to the original project, hence Board approval is required. See Attachment A to Amendment No. 2 for the amended Scope of Work.

Sheriff now requests Board approval to execute Amendment No. 2 to increase the agreement by $48,075 to replace listen-in equipment. This agreement does not currently include subcontractors or pass through to other providers. See Attachments B and C for the Contract Change Summary Form and Contract Summary Form. Contractor performance has been confirmed as at least satisfactory. Sheriff has verified that there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests. There is no redline attached as proposed Amendment No. 2 contains all of the information being revised. Public Contract Code Section 20137 requires that any change or alteration to an agreement not exceeding 10 percent of the agreement price shall be authorized by four-fifths vote of the Board and may be approved without the formality of obtaining bids therefor.

Compliance with CEQA: This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct or physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it involves authorization to execute an amendment for additional construction services for the IRC Module J Controls Renovation Project, which involves replacing the jail controls and the intercom system to include integration and programming of existing Genetec CCTV system. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.

FINANCIAL IMPACT:

Appropriations for this Amendment are included in the FY 2019-20 Budget for Fund 14Q, Sheriff-Coroner Construction and Facility Development. Appropriations within this fund are for Sheriff-Coroner capital projects and are comprised of multiple funding sources inclusive of Net County Cost contributed from Budget Control 036, Capital Projects, and Budget Control 060, Sheriff-Coroner. The original agreement contains language allowing the Sheriff-Coroner Department to terminate the agreement.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment No. 2 to CML Security LLC Agreement No. MA-060-19011677
Attachment B - Contract Change Summary Form
Attachment C - Contract Summary Form
Attachment D - Public Contract Code Section 20137