TO: Board of Supervisors
FROM: Dina Jose, Director of Corrections
REPORT BY: Sue Kuss, Staff Services Manager
SUBJECT: Agreement with Status Electrical Corp. for Jail Security Video System Replacement, Maintenance and Support
RECOMMENDATION
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Director of Corrections requests approval of the following actions related to the jail security system:
1. A waiver of competitive bidding requirements and sole source award to Status Electrical corporation of Washington State for maintenance and support, pursuant to Napa County Code Section 2.36.090;
2. Approval of and authorization for the Chair to sign an agreement with Status Electrical Corporation for a maximum of $315,300 for the term April 19, 2022 through June 30, 2025; and
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $236,570 in CIP-Criminal Justice Facility Construction Fund 3000, org 3001500 to transfer to CIP Project 22037 Fund 3000, org 3000505 offset by use of its available fund balance; and
b. Creation of a new project, “Video Storage System Replacement” (Fund 3000, Org 3000505, Project 22037) and increase appropriations by $236,570 in Project 22037 budget with offsetting revenue from the transfer from the CIP-Criminal Justice Facility Construction Fund in order to fund this project.
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EXECUTIVE SUMMARY
Through a prequalification and competitive bid process in 2016, Status Electrical Corporation (Status) installed a jail security system consisting of video cameras, intercoms, control room equipment, and cell door controllers. A contract for maintenance and support of the system comprised of system analysis and monitoring, system backups with off-site storage, multiple software platform support and upgrades, extended warranties and on-call technical support services was approved by the Board on November 19, 2019 and expires June 30, 2022. The jail security system has reached its useful life and requires replacement of hardware and software to continue to function.
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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Where is it budgeted? |
The Board is asked to approve a budget transfer to provide funding for the project from the CIP-Criminal Justice Facility Construction fund. Costs for ongoing support of the system will be paid from the Department’s budget. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Status is the jail’s security system expert because the company installed and configured the system to work in conjunction with previously installed components. Without the contractor’s expertise, it would be difficult for county staff to find another vendor capable of upgrading and maintaining the video platform and security electronics platform. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The Department will budget the cost of ongoing support in subsequent years’ budgets. |
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Consequences if not approved: |
The Corrections Department would fail to comply with Government Code 34090.6(c). |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
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Additional Information |
Neither Corrections nor ITS staff have the technical expertise to upgrade, maintain, and repair the system. |
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.
BACKGROUND AND DISCUSSION
On March 8, 2016, the Board approved a construction contract award to Status for jail security system maintenance and upgrades. The project involved installation and/or replacement of video cameras and associated intercoms, the installation of control room equipment and replacement of programmable logic controllers for cell door controls. On November 19, 2019, the Board approved an agreement with Status for maintenance and support of that system. The video system has reached its useful life. It cannot be upgraded or expanded. Hardware and software support for the system will end June 30, 2022. Replacement of hardware and software is needed for the system to continue operating.
Replacement of the servers and storage appliances, configuration, integration, and installation will cost $236,570. Continued hardware and software support for three years including replacement of two computers located in central control that regulate door access will cost an additional $78,700 for a total contract maximum cost of $315,300. Much of the installation of new components can be accomplished remotely and supported remotely. If support is needed on existing hardware or software components that are not slated for replacement, $6,450 is included in the cost of maintenance and support to purchase forty hours of an on-site technician and related travel expenses.
This equipment will continue to be needed after the replacement jail becomes operational in order to support video equipment and security features when transporting of inmates to court.
With the Board’s approval, the CIP-Criminal Justice Facilities Construction Fund will provide funding for the project. The Fund may only be used for improvement of criminal justice automated information systems, and for the construction, reconstruction, expansion, improvement, operation or maintenance of jails, women’s centers, detention facilities, juvenile halls and courtrooms. Napa County Policy Manual Section I, Section 18 requires that the County solicit input and recommendations from the County Criminal Justice System including the Presiding Judge of the Superior Court, the Sheriff, Public Defender, Probation Officer and Director of Corrections. On April 12, 2022, the criminal justice group recommended this project be funded by the aforementioned source. The current available fund balance in the CIP-Criminal Justice Facilities Construction Fund is $581,006.