AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 21-000439
MEETING DATE:	06/22/21
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	County Executive Office (Approved)
Department contact person(s):	Joel Golub (714) 834-6827
	KC Roestenberg (714) 567-5075

Subject: Contract with Convergint Technologies, LLC. for Physical Security Systems

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2021-22 $1,950,000
FY 2022-23 $1,950,000
FY 2023-24 $1,950,000

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: OCIT Countywide Services Fund 289: 100%	County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized Deputy to execute Contract with Convergint Technologies, LLC. for Physical Security Systems, effective July 1, 2021, through June 30, 2024, in an amount not to exceed $5,850,000 for three years with the option to renew for two additional one-year terms.

SUMMARY:

Approval of Contract with Convergint Technologies, LLC. for Physical Security Systems will help ensure the operability of systems to safeguard staff, visitors and County assets and information.

BACKGROUND INFORMATION:

The County’s business operations are highly dependent upon a secure and efficient physical security infrastructure. The County’s physical security infrastructure consists of badge access systems, video surveillance systems, duress systems and other security controls (Systems) to safeguard staff, visitors, assets and information. Of all of the facilities the County operates in, approximately 130 have an installed System. Those Systems help to ensure the security of County assets such as evidence rooms, crime labs, the Central Utility Plant, County Data Center, Registrar of Voters ballot areas, Elected Offices, facility entrances, office suites, parking garages, etc. Furthermore, those Systems also help to ensure the safety of County staff, visitors and customers.

Prior to 2014, these Systems were maintained by multiple County departments using disparate contracts. OC Public Works (OCPW) supported a significant portion of these systems due to the interdependence of systems at OCPW facilities. In 2014, OCPW issued an Information for Bid (IFB) to solicit vendors to provide installation and maintenance services for these Systems except for video surveillance systems. At the close of the IFB, a contract was awarded to Climatec LLC effective March 24, 2015, through March 23, 2020. In 2019, OC Information Technology (OCIT) began to maintain these Systems in order to oversee their technical requirements, including their dependence upon the County’s network infrastructure. In addition, the need for one department to support Countywide video surveillance systems, including those previously maintained by OC Sheriff Communications, was a primary factor in the decision to move the maintenance to OCIT.

Competitive Solicitation Process

On December 16, 2020, OCPW issued a Request for Proposal (RFP) on the County’s online bidding system to solicit vendors to provide Physical Security Systems. The RFP required vendors to propose services that meets or exceeds the County’s business requirements. Business requirements included, but were not limited to, the following: maintaining California Code of Regulations C-10 electrical Contractor certifications, specialized manufacture certifications in Lenel S2 and Genetec, utilization of the County’s Service Now request management system, service level requirements including same day response for Priority 1 incidents, 24-hour response for Priority 2 and a 48-hour response for Priority 3 incidents, four-day turnaround time for providing written quotes, routine preventative maintenance of the systems, project management responsibilities, weekly progress reporting, daily progress reports, etc.

The RFP closed January 13, 2021, and a total of three responsive proposals were received from the following vendors listed in alphabetical order:

1. Climatec, LLC

2. Convergint Technologies, LLC. (Convergint)

3. Johnson Controls Security Solutions

The evaluation process consisted of an evaluation of written proposals, presentations/interviews and reference checks. The process included an evaluation panel (Panel) made up of five subject matter experts and, for the first stage of the evaluation process, the Panel reviewed and scored each written proposal using the following pre-determined criteria:

1. Qualification and Related Experience/Technical Expertise

2. Key Personnel

3. Adequate Staff and Availability to Perform Services

4. Proposal Organization/Completeness of Response

5. Degree of Compliance with the County Model Contract

For the second stage of the evaluation process, the top two vendors were invited to a presentation/interview with the Panel. The Panel scored the individual presentation/interviews and then met to discuss the overall evaluations and, if necessary, adjust individual scoring based on the presentation/interviews. The final stage of the process consisted of reference checks. Reference checks were done with the City of Temecula, Port of Los Angeles and the Southern California Regional Rail Authority regarding similar projects. All reference checks were deemed to be satisfactory or higher. At the end of the evaluation process, the final ranking for the proposals were as follows:

Offeror Name	Final Ranking
Convergint	1
Climatec, LLC	2
Johnson Controls Security Solutions, LLC	3

The Panel unanimously recommended to begin the negotiation process with the highest ranked vendor, Convergint. During March and April 2021, members of the negotiation team met with Convergint to discuss specific County requirements, processes, certifications, contract term length, service level requirements and other business requirements outlined in the RFP.

Proposed Contract

The proposed contract includes an initial term of three years with two additional one-year renewal terms, for a total contract length of five years. If approved, services from Convergint will begin on July 1, 2021 and will include on-going maintenance and support for existing systems along with installation services for new systems. Included in the contractual not-to-exceed amount is OCIT’s estimate for future projects from other departments, those requests may include but are not limited to: refreshing existing systems as they reach end-of-life status, department moves and department renovation projects, etc. If demand for these services exceeds OCIT estimates, OCIT may need to request approval for additional appropriations.

The 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.

FINANCIAL IMPACT:

Appropriations for physical security installation and maintenance services will be included in FY 2021-22 Budget for Fund 289 – OCIT Countywide Services Fund and will be included in the budgeting process for future fiscal years.

The County has the right to immediately terminate the Contract without penalty for cause or after 30 days’ written notice without cause. In the event the County terminates the Contract without cause, no refunds of prior payments will be permitted.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Contract MA-017-21011017 - Convergint Technologies, LLC.
Attachment B - Contract Summary Form to MA-017-21011017
Attachment C - Finalized Individual Scoring Sheet with Rating Summary