REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 26, 2023
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Advertise for Competitive Bids for the ISD Radio Site Security Upgrade Project
EndEnd
RECOMMENDATION(S)
Recommendation
1. Find that the ISD Radio Site Security Upgrade Project is exempt under the California Environmental Quality Act Guidelines, Section 15303, Class 3, Sub-Section (d) New Construction or Conversion of Small Structures.
2. Find that the specifications for bid for the ISD Radio Site Security Upgrade Project calling for installation of the Genetec Video Management Software System, and not allowing substitution of an equal product is acceptable under Public Contract Code Section 3400(c)(2), as installation of the Genetec Video Management Software System is required in order to match other products in use on a particular public improvement either completed or in the course of completion.
3. Approve plans and specifications for the ISD Radio Site Security Upgrade Project located at radio sites throughout Southern California.
4. Authorize the Director of the Project and Facilities Management Department to advertise for competitive bids for the ISD Radio Site Security Upgrade Project.
5. Direct the Clerk of the Board of Supervisors to file and post the Notice of Exemption for the ISD Radio Site Security Upgrade Project as required under the California Environmental Quality Act Guidelines.
6. Direct the Clerk of the Board of Supervisors to maintain as confidential Exhibits A and B of the Bid Proposal pursuant to California Evidence Code Section 1040, Government Code Section 7923.600(a), Government Code Section 7922.000, and other applicable laws, and forward all requests for these documents to County Counsel.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of the bid documents and the solicitation of competitive bids will not result in the use of additional Discretionary General Funding (Net County Cost). The ISD Radio Site Security Upgrade Project (Project) (WBSE No. 10.10.1024) budget of $1,625,000 is funded from the Innovation and Technology Department (ITD) Telecommunication Services Fund as part of the 2023-24 Capital Improvement Program (CIP) budget. CIP Project No. 21-028 was approved by the Board of Supervisors (Board) on January 5, 2021 (Item No. 18) as part of the 2020-21 First Quarter Budget Report.
BACKGROUND INFORMATION
Approval of the recommendations will allow the Project and Facilities Management Department (PFMD) to solicit bids for the Project located throughout Southern California. The Project will increase security at all County Public Safety Radio and Microwave relay sites, providing additional protection and safeguards for critical equipment and personnel visiting the site locations. The Project includes access control measures, including card access for personnel authentication, an access control panel, card reader, pushbutton request to exit, door position switch and electrified door hardware to the sites. The video security surveillance will include installation, interior and exterior-grade cameras, all the necessary licenses and network video recorder required to properly function with the Genetec Video Management Software (VMS) System for the various project sites. This Project will improve employee safety and security, providing the ability to remotely visualize site conditions before staff arrival and during work assignments that are often located in very rural and remote areas.
The item requests Exhibits A and B of the Bid Proposal remain confidential due to security concerns, and specifically to protect site locations related to the County Public Safety Radio and Microwave relay sites. The information is confidential pursuant to California Evidence Code Section 1040, Government Code Section 7923.600(a), Government Code Section 7922.00, and other applicable laws. Bidders who attend the mandatory job walk will receive an unredacted version of the Bid Package contingent upon execution of a Confidentiality Agreement.
In the wake of the December 2, 2015, terrorist attack, the County undertook various measures to enhance security throughout the County-owned and, in some cases, leased facilities. A primary objective was to standardize the Genetec VMS software platform for video management and surveillance. In the Bid Package for this Project, PFMD included a requirement that the contractor install the Genetec VMS System without allowing an equal substitution. Public Contract Code Section 3400 allows for the omission of an equal substitution, if a specified exemption applies and the Board makes the appropriate finding. For this Project, the applicable exemption is one which allows for requiring a particular product if it is necessary “[i]n order to match other products in use on a particular public improvement either completed or in the course of completion” as stated in Public Contract Code Section 3400(c)(2). Approval of Recommendation No. 2 will enable the County to meet this requirement.
It is recommended that the Board determine the Project to be categorically exempt from further review under Section 15303, subsection (d), Class 3 New Construction or Conversion of Small Structures relative to electrical (low voltage) improvements, of the California Environmental Quality Act Guidelines (Title 14, California Code of Regulations). As evidenced by the Notice of Exemption, Section 15303, subsection (d), provides categorical exemption for projects involving Class 3, New Construction or Conversion of Small Structures relative to electrical (low voltage) improvements. All work involved in the Project is consistent with Class 3 exemptions, which applies to the new construction and conversion of small structures and appurtenant equipment.
This Project is consistent with County Administrative Office approved CIP Project No. 21-028.
PROCUREMENT
PFMD will advertise for competitive bids for the Project on September 29, 2023. A mandatory Pre-Bid Meeting for prospective bidders is scheduled to be conducted on October 12, 2023, at 9:00 a.m. Bidders will be required to visit three sites to allow them to understand the different types of buildings they will be working on. Each bidder will caravan in their own vehicle and follow the project manager to the project sites. Bidders will meet at 9:00 a.m. at the parking lot of Extra Mile located at 3870 Sierra Ave., Fontana, CA 92336, and caravan to the first site. The meeting will continue at 12:30 p.m. at 34°08'10.4"N, 117°42'51.1"W in Claremont between the intersections of E. Pomello Dr. and N. Mills. Lastly, the meeting will continue at 3:30 p.m. at 8303 Haven Ave. in Rancho Cucamonga at the parking lot of the Rancho Courthouse. The bid opening for the Project is scheduled for November 16, 2023, at 10:00 a.m. at PFMD.
Once PFMD has identified the lowest responsible and responsive bidder, an item will be presented to the Board for approval to award a construction contract.
Pursuant to California Public Contract Code sections 22032 and 22039, the Board shall adopt plans, specifications, and working details for public projects exceeding $200,000. Plans and specifications are on file with the Clerk of the Board.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) on July 24, 2023; Innovation and Technology (Tim Trager, Division Chief, 387-5563) on August 7, 2023; Purchasing (Michelle Churchill, Supervising Buyer, 387-2070) on August 11, 2023; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-3072) on August 23, 2023; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on September 6, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on September 11, 2023.
(EG: 329-0165)