REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 6, 2024
FROM
PETE MENDOZA, Director, Purchasing Department
SUBJECT
Title
Services and Products for Card Access Control Systems
End
RECOMMENDATION(S)
Recommendation
1. Approve agreements to provide card access control system services and products throughout County facilities, at fixed rates, for the period of August 6, 2024, through August 5, 2029, with the following vendors:
a. Convergint Technologies, LLC
b. RapidFire Safety & Security, dba Troy Alarm, Inc.
c. TRL Systems, Inc.
2. Authorize the Purchasing Agent to add or remove access control products and services with contracted vendors, as needed by County departments.
(Presenter: Pete Mendoza, Director, 387-2073)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The impact on individual department’s budgets is based upon the need for building access control systems and services. Based on the average of the previous three years, annual expenditures for card access control systems throughout the County are approximately $450,000. Sufficient appropriation and revenue are included in the 2024-25 budgets for the departments requiring these services and will be included in their future recommended budgets.
BACKGROUND INFORMATION
Approval of this item will enable departments to procure and maintain card access control system services and products to secure County buildings and assets and provide for the safety of employees and the public. Historically, the County has used two systems, Kantech and Lenel. The Innovation and Technology Department (ITD) manages access control groups for departments who request it, including redundancy in the event of system failure. There are approximately 123 County buildings that utilize access control systems, 47 utilize the Lenel access control system (primarily Human Services) and the remaining 76 utilize the Kantech access control system.
County departments are required to submit security project requests for review by the County’s Internal Security Assessment Sub-committee (Security Committee) prior to submission as a Capital Improvement Program project for approval. These standards specify card reader, door hardware, software, services, and maintenance requirements to ensure interoperability between the systems. The Security Committee will also ensure that access control systems will integrate with other security measures to accomplish a complete security solution for County occupied buildings.
Authorizing the Purchasing Agent to add or remove access control products and services with the contracted vendors will allow County departments to add products and services as needed and will also allow for the removal of products and services no longer needed by the County or supplied by the vendors.
PROCUREMENT
The County Administrative Office approved and authorized the release of Request for Proposals AGENCY24-PURC-5265 on February 6, 2024, for Card Access Control System Services and Products seeking proposals for Lenel, Kantech, and Genetec Card Access Control Systems via the County’s Electronic Procurement Network (ePro). An evaluation panel comprised of representatives from the Sheriff/Coroner/Public Administrator, ITD, and Project and Facilities Management Departments evaluated the proposals based on qualifications and experience, technical service plan, cost, and references.
Three responsive proposals were received by the proposal deadline:
|
Vendor |
System Type |
Location |
|
Convergint Technologies, LLC |
Kantech, Genetec and Lenel |
Rancho Cucamonga, CA |
|
RapidFire Safety & Security dba Troy Alarm |
Kantech |
Riverside, CA |
|
TRL Systems, Inc. |
Genetec and Lenel |
Rancho Cucamonga, CA |
The evaluation panel determined that all three proposers met the needs of the County based on the evaluation criteria and are recommended for award.
REVIEW BY OTHERS
This item has been reviewed by Innovation and Technology (Adrian Danczyk, Staff Analyst II, 388-0534) on June 13, 2024; Office of County Safety and Security (Joe Sutcliffe, Security Committee, 387-0312) on June 28, 2024; Sheriff/Coroner/Public Administrator (Kelly Welty, Chief Deputy Director, 387-3460) on July 4, 2024; Project and Facilities Management (Joseph Sousa, Operations Manager, 387-2917) on July 5, 2024; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on July 9, 2024; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on July 11, 2024; County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on July 12, 2024.