To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Purchase Order Contract for Security Systems Services for the Public Health Lab and Coroner’s Office Project
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Recommended Action:
Recommended action
Authorize the Director of Public Infrastructure to issue a Purchase Order contract with Integrated Security Controls, Inc., using a State of California Multiple Award Schedule (CMAS) Cooperative Purchase Agreement, for security systems services needed for the Public Health Lab and Coroner’s Office project, in the amount of $276,488.09, and authorize a contingency up to 15% of the contract amount, in the amount of $41,473.21.
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Executive Summary:
The Public Health Lab and Coroner’s Office project (Project) requires design and installation of surveillance cameras, access controls, intercoms, burglar alarms, and temperature monitoring, all of which are unique to the Public Health Lab and Sheriff’s Office needs. The Project’s systems will need to integrate with existing Sheriff’s Office security and information technology systems. Procuring a qualified vendor with a history of successful performance on these specific systems is crucial to integrating the Project systems with existing systems that the Sheriff’s Office currently relies on.
This item requests authority for the Director of Public Infrastructure to execute a purchase order with Integrated Security Controls, Inc., using an existing California Department of General Services CMAS cooperative purchase agreement for security system services. Under state law, local agencies such as the County are authorized to issue purchase orders under the CMAS (“piggybacking”) without need for any further competitive bidding.
Discussion:
The Project faces an aggressive timeline as the Public Health Lab and Coroner’s Office must vacate their current facilities by the end of 2026 due to the Chanate Property lease expiration.
Security work was intentionally excluded from the Project’s design and construction teams’ contracts, since the needed security systems are unique and require expertise better delivered by specialized security vendors.
The Project security scope is highly specialized, requiring integration with existing Andover and Avigilon systems utilized by the Sheriff’s Office and compliance with the California Law Enforcement Telecommunications System (CLETS) requirements, making competitive bidding impractical. Integrated Security Controls, Inc. (ISC) is a trusted security services provider with a proven track record of handling projects of similar size and complexity across California since 2011. The CEO of ISC previously served as an Assistant Building Superintendent for the County of Sonoma, overseeing the installation and maintenance of electronic systems. As a result, ISC has a deep understanding of the County’s existing electronic infrastructure. ISC is a certified DSX access control vendor, and the DSX system is also used by the California Department of Justice. This project seeks to align with the State’s standards, particularly because the California Department of Justice oversees CLETS requirements. ISC currently installs and maintains the County’s existing Avigilon video surveillance systems, including those in the Main Adult Detention Facility, the Sheriff’s Office Administration Building, and the Department of Child Support Services, demonstrating their familiarity with critical County security systems. Approval to proceed with ISC through the CMAS contract ensures the County can meet its project goals within the aggressive timeline while securing a trusted and capable vendor.
Under Public Contract Code Section 10298, the State of California is authorized to establish master cooperative agreements for goods, information technology, and services. Rates under such cooperative agreements are based on federal and state purchasing schedules that leverage governments’ collective buying power. Pursuant to Section 10298, local agencies may contract with suppliers under those cooperative agreement without further competitive bidding.
To ensure a cost-competitive solution, Public Infrastructure also requested quotes and project approach from a competing security vendor. This vendor became unresponsive after reviewing the CLETS requirements. Griffin Structures, the County Project consultant, estimated security equipment (access controls and surveillance cameras) alone would cost around $400,000, while an intercom manufacturer quoted $225,000 for intercoms for just the Public Health Lab portion of the Project. In contrast, ISC’s proposal includes access controls, surveillance cameras, intercoms (for both the Public Health Lab and Coroner’s Office), temperature monitoring, and more-for half the estimated cost. ISC has a proven track record with the Sheriff’s surveillance systems, can meet CLETS requirements, and has previously obtained A-Pass clearances required to work on security components for Sheriff’s Office facilities. A Sole Source Waiver was obtained from the Purchasing Agent for the proposed purchase order.
Strategic Plan:
N/A
Prior Board Actions:
September 24, 2024: New Public Health Lab & Coroner’s Office Facility - Approve Water Utility Easement and Award Consulting Contract for Structural Testing and Special Inspection
June 4, 2024: New Public Health Lab & Coroner’s Office Facility - Award of Construction Manager At Risk Contract
May 21, 2024: Receive project status on the New Public Health Lab and Coroner’s Office Capital Improvement Project
January 30, 2024: Board appropriated $27,196,960 ($7,817,000 in ARPA funding approved 12/14/21; $9,759,460 in 20-21 year end savings approved 12/14/21; $4,440,500 from General Fund (GF) Chanate set aside approved 12/14/21; $1,152,319 in 23-24 capital project discretionary GF; $4,027,681 in FY23-24 ARPA funding).
November 28, 2023: Board approved $1,167,240 California Department of Public Health ARPA funds for design and construction efforts.
FY 2023-24: Capital Projects Budget appropriated $1,124,327 from General fund including $500,280 from closed capital projects and $624,047 in FY 2023-24 new General fund.
June 12, 2023: Board approved budget appropriated to Capital Project Adopted Budget in the amount of $5,778,100 for the proposed new Public Health and Morgue; and delegated authority to the Director of the Department of Public Infrastructure to execute a standard professional services agreement with COAR Design Group for architectural design services for the Public Health Lab and Morgue project, for $1,775,000, and subject to a 10% contingency for a total not to exceed amount of $1,952,500.
FY 2021-22: Capital Projects Budget appropriated $183,000 in ARPA funding, site analysis and acceptance of initial business plans for Public Health and Morgue. Capital Projects Adopted Budget appropriated $200,000 in funding for new PHL/ Morgue Bridging Documents.
December 14, 2021: Board approved, but did not appropriate, an $8 million allocation of ARPA grant funding and directed $10.2 million in Chanate Demolition set aside and $9.76 million FY 20-21 year end savings for constructing a combined Public Health Lab and Morgue facility.
November 16, 2021: Board approved sale of Chanate campus.
Fiscal Summary
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Expenditures |
FY 24-25 Adopted |
FY 25-26 Projected |
FY 26-27 Projected |
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Budgeted Expenses |
$276,488.09 |
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Additional Appropriation Requested |
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Total Expenditures |
$276,488.09 |
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Funding Sources |
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General Fund/WA GF |
$276,488.09 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$276,488.09 |
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Narrative Explanation of Fiscal Impacts:
The purchase order amount is $276,488.09. Funding is from the General Fund allocation identified during FY2024-25 Budget Hearings for the Public Health Lab and Morgue Project. Appropriations for this contract is already included in the FY2024-25 Adopted Budget.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
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Related Items “On File” with the Clerk of the Board:
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