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Approve an agreement with Johnson Controls, Inc. of San Leandro for $1,319,583 for the Main Jail Security Improvement Project at 500 Union Avenue, in Fairfield; and Authorize the County Administrator or designee to execute the agreement and any amendments within the approved project budget
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve an agreement for $1,319,583 with Johnson Controls, Inc. of San Leandro for the Main Jail Security Improvement Project at 500 Union Avenue in Fairfield; and
2. Authorize the County Administrator or designee to execute the agreement and any amendments within the approved budget.
SUMMARY:
The Department of General Services recommends the Board approve an agreement (Attachment A) for $1,319,583 with Johnson Controls, Inc. as the lowest responsible bidder for the Main Jail Security Improvement Project located at 500 Union Avenue in Fairfield.
FINANCIAL IMPACT:
The Board approved a total project budget of $2,955,927 (BU 1664) from a combination of funding sources including: $2,358,000 from General Fund - Capital Renewal Reserve and General Expenditures; $500,000 from Criminal Justice Temporary Construction Fund; $65,000 from Accumulated Capital Outlay Fund and $32,927 transfer from BU 1744 Main Jail WIFI Connectivity Project.
Planned security upgrades are to occur over four phases of work, with the first two phases funded for design and construction to achieve compliance with Federal statute in the shorter term, and the second two phases funded for design only for future improvements. Funded work includes construction (estimated at $1,319,583), project management (estimated at $95,000) and engineering and design fees ($328,648). Total estimated project cost for the first two phases including design only work for future phases is $1,743,231. Attachment B provides a breakdown of the estimated costs and funding sources for the Project.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2019/20 Adopted Budget.
DISCUSSION:
This Project consists of full design and construction of the first two phases, and design only of the second two phases, of a planned four phase project to upgrade outdated and inadequate security equipment at the downtown Main Jail (also known as the Justice Center Detention Facility). Phase 1 will install new digital security cameras and increase camera video storage capacity to bring the facility fully into compliance with the Federal Prison Rape Elimination Act (PREA). Concurrently, Phase 2 will replace and upgrade existing older analog security camera equipment with digital cameras. Phases 3 and 4 (currently funded for design only) plan for future replacement and modernization of additional aging security control equipment.
The project was advertised as required by the Public Contract Code. A total of 12 contractors attended a pre-bid site walk. A total of two bids were received (Attachment C). The Department of General Services recommends the Board approve a contract for $1,319,583 with Johnson Controls, Inc.
ALTERNATIVES:
The Board could reject, postpone, or re-bid the project. These actions are not recommended because security upgrades have been identified as a priority for continued facility operation in compliance with PREA standards and the bid process was conducted in conformance with the Public Contract Code.
OTHER AGENCY INVOLVEMENT:
The Department of Resource Management Building Division reviewed and approved the Project plans. County Counsel reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION