TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Frank Lucido, Engineering Manager
SUBJECT: Approval of a Budget Amendment for the “JJC Security Maintenance Project”, PW 23-12
RECOMMENDATION
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Approve a Budget Amendment to fund the “Juvenile Justice Center (JJC) Security System Maintenance Project.” (Fiscal Impact: $150,000 Expense; Capital Projects Fund; Not Budgeted; Discretionary)
[4/5 Vote Required]
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BACKGROUND
The security system at JJC is roughly 18 years old and many of the components are nearing the end of their useful life. An appropriate path forward for maintaining the system wasn’t initially clear without further research, so on November 28, 2022, staff requested and the BOS approved $30,000 of funding for studying alternatives for maintaining and/or upgrading the existing system. A report by AVS Engineers indicated that a system replacement with a new more operator friendly system could be completed at a cost of $1.7 million but further research was needed on parts availability of the existing system to evaluate whether full replacement was needed. Since the report, staff has been able to locate and purchase a single spare part for nearly every type of critical component in the existing door control system. In addition to these spares, staff has been replacing regularly wearing components such as push buttons and County IT has modernized much of the camera system in recent years. Today’s request is for funding to replace all of the components that are near the end of their useful life and to purchase software and a laptop specifically for JJC so that the door controllers can be replaced in-kind and the existing controllers can be stocked as a backup. Up to $25K in funding, will be used for a small on-call service contract for a company to help with work that County staff are not able to complete such as to clear error codes, reload controller programs, replace batteries, etc… and be available if the system develops any problems that requires specialized technical support.
The labor that went into wiring and installing the existing system was costly and there is no need to replace that portion of the system because it is in good condition. If all critical life-limited components of the door control system are replaced in-kind, it is likely that the system will last an additional 20 years.
Requested Action:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Intrafund Transfers Out appropriations by $150,000 in the Capital Projects Fund budget (Fund 3000, Sub-Division 3000000, Account 57900) offset by use of its available fund balance to be transferred to Project 23021; and
b. Increase Consulting Services appropriations by $150,000 in Project 23021 (Fund 3000, Sub-Division 3000503, Project 23021, Account 52310) budget offset by Intrafund Transfers In revenue from the Capital Projects Fund budget.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Budget is needed to replace worn parts. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Although not a result of this action, County will need to replace parts and maintain the system in the future. |
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Consequences if not approved: |
Door and intercom control could fail which is a safety and security issue. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.