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Agenda Item
ASR
Control 25-000216 |
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MEETING
DATE: |
04/22/25 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
2,
3 |
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SUBMITTING Agency/Department: |
Sheriff-Coroner (Approved) |
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Department contact person(s): |
Brian
Wayt (714) 647-1803 |
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Dave
O'Connell (714) 935-6844 |
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Subject: Approve Contract with CML Security
LLC for Jail Lock Maintenance and Repairs
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $184,110 |
Annual Cost: FY 2025-26 $1,600,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/23/2024 #8, 3/28/2023 #15, 1/25/2022
#20, 4/13/2021 #18 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute the contract with CML Security LLC for
Maintenance, Repairs and Emergency Services for Detention Locks, Sliders, Doors
and Hardware, effective May 20, 2025, through May 19, 2028, in the amount of
$4,800,000, renewable for two additional one-year terms.
SUMMARY:
Approval of the CML Security LLC
contract will allow the Sheriff-Coroner Department to contract for the
maintenance, repairs and emergency services for the detention locks, sliders, doors
and hardware to ensure safe operation of its jail facilities.
BACKGROUND
INFORMATION:
The Sheriff-Coroner Department's (Sheriff)
jails have an ongoing need to maintain and repair its detention locks, sliders,
doors and hardware. The detention locks,
doors and sliders operate 24 hours a day, 7 days per week, 365 days per year.
Services shall include preventative maintenance, corrective maintenance,
cleaning, inspection, testing, replacement, adjustment and reporting on all
detention equipment, doors and hardware.
Sheriff has been contracting for detention
locks, sliders, doors and hardware with CML Security LLC (CML) since May 20,
2020, when the Board of Supervisors (Board) approved a contract with CML.
The following table details the contract
history with CML.
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Board
of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract
Term |
Contract
Amount |
Comments |
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4/28/20 |
Contract |
5/20/20 - 5/19/21 |
$1,293,000 |
New contract approved by Board. |
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4/13/21 |
One |
5/20/21 - 5/19/22 |
$1,293,000 |
Board approved renewal. |
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1/25/22 |
Two |
5/20/22 - 5/19/23 |
$1,293,000 |
Board approved renewal. |
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3/28/23 |
Three |
5/20/23 - 5/19/24 |
$1,293,000 |
Board approved renewal. |
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4/23/24 |
Four |
5/20/24 - 5/19/25 |
$1,293,000 |
Board approved renewal. |
Due to the prior contract coming to the
end of its five-year term, Sheriff issued a competitive bid solicitation. The
bid solicitation was released on February 11, 2025. Sheriff staff conducted a
job walk on March 5, 2025, and the bid solicitation closed March 7, 2025. Two
bid responses were received. The lowest responsive bidder rescinded the awarded
contract because they could not fulfil the duties under the scope of work. As a
result, the contract was awarded to the second lowest bidder, CML which is the
incumbent.
Sheriff requests Board approval to execute
CML contract for the term of May 20, 2025, to May 19, 2028, in the not to
exceed amount of $4.8 million, renewable for two additional one-year terms, as
noted in the Recommended Action. This contract is going to the Board for
approval less than 30 days prior to the contract start date due to the process
of awarding the contract to the low bidder, only to be informed the low bidder
could not fulfil their duties as outlined on the scope of work. The contract
was then awarded to the second lowest bidder.
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. The Sheriff has conducted
a due diligence check required by the revised 2024 Contract Policy Manual. This
contract does not currently include subcontractors or pass through to other
providers. See Attachment B for Contract Summary Form. The Orange County
Preference Policy is not applicable to this contract award.
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 proposed contract provides for
maintenance, repairs and emergency services of existing detention locks,
sliders, doors and hardware within existing Sheriff’s jail facilities. 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 contract
are included in Budget Control 060, Sheriff-Coroner's FY 2024-25 Budget, and
will be included in the budgeting process in future years. The contract
contains language allowing the Sheriff-Coroner Department to terminate the
contract without penalty with cause or after 30 days of written notice without
cause in the event that funding is reduced and/or not available to continue
funding the contract.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Contract MA-060-25011100
Attachment B - Contract Summary Form