REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
TRACY REECE, Chief Probation Officer, Probation Department
SUBJECT
Title
Contracts with CML Security, LLC for the Provision of Maintenance, Repairs, and Emergency Services of Detention Center Locks, Sliders, Doors, and Hardware
End
RECOMMENDATION(S)
Recommendation
1. Approve the following contracts for the provision of maintenance, repairs, and emergency services of detention center locks, sliders, doors, and hardware, for the period of July 1, 2023 through June 30, 2026, with the option to extend the term by one additional two-year period or two additional one-year periods:
a. Contract with CML Security, LLC, for the Sheriff/Coroner/Public Administrator, in the amount of $766,000 per year, for a total aggregate amount not to exceed $2,298,000.
b. Contract with CML Security, LLC, for the Probation Department, in an aggregate amount of $140,000 per year, for a total amount not to exceed $420,000.
2. Authorize the Sheriff/Coroner/Public Administrator, or Undersheriff, to execute change orders to the contract, as needed, subject to review by County Counsel, as long as the total aggregate amount of such change orders does not exceed 15% ($344,700) of the total contract amount, and the change orders do not amend the contract term.
3. Authorize the Chief Probation Officer to execute change orders to the contract, as needed, subject to review by County Counsel, as long as the total aggregate amount of such change orders does not exceed 15% ($63,000) of the total contract amount, and the change orders do not amend the contract term.
4. Direct the Sheriff/Coroner/Public Administrator or Undersheriff, and Chief Probation Officer to transmit any change orders to respective contracts to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: Ernie Perez, Deputy Chief, 387-3760)
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 additional Discretionary General Funding (Net County Cost). The cost for the first year of service will be funded within each Departments’ respective 2023-24 recommended budget allocation: Sheriff/Coroner/Public Administrator (Sheriff) - $766,000 (4420001000); Probation Department (Probation) $140,000 (4810001000). Sufficient appropriation will be included in future recommended budgets.
BACKGROUND INFORMATION
Due to constant use, Sheriff and Probation detention facilities require ongoing maintenance and repair of locks, sliders, doors, and hardware. To ensure the ongoing safety of both staff and individuals housed at the facilities, and to prolong the useful life of facility locks, sliders, doors, and hardware, contracted services are recommended. Services will be provided at Sheriff’s Type II detention facilities, including Central Detention Center, Glen Helen Rehabilitation Center, High Desert Detention Center, and West Valley Detention Center. Services will also be provided at Probation’s detention facilities, including the High Desert Juvenile Detention and Assessment Center-ARISE Program, Central Valley Juvenile Detention and Assessment Center, and Juvenile Reentry Services.
Approval of Recommendation No. 1 will provide three-year contracts for Sheriff and Probation for the provision of ongoing maintenance, emergency services, and repair of detention center locks, sliders, doors, doors hardware.
Approval of Recommendation No. 2 will allow the Sheriff or Undersheriff to address changes in maintenance, repairs and/or emergency service needs. Any such change order shall not exceed 15% ($344,700) of the total contract amount of $2,298,000, nor amend the contract term.
Approval of Recommendation No. 3 will allow the Chief Probation Officer to address changes in maintenance, repairs and/or emergency service needs. Any such change order shall not exceed 15% ($63,000) of the total contract amount of $420,000, nor amend the contract term.
PROCUREMENT
Both, the Sheriff and Probation (Departments) do not have sufficient staff with the skills, abilities, and specialized expertise to perform these services. To expedite a contract for those services, the Departments entered contract negotiations with CML Security, LLC (CML) based on a competitive procurement process conducted by the County of Orange Sheriff-Coroner Department (OCSCD) for the provision of maintenance, repairs, and emergency services of detention center locks, sliders, doors, and hardware. OCSCD’s Request for Proposals (RFP) was released to the public on November 21, 2019, and was posted for 47 days; submissions were due on January 7, 2020, and CML was the only respondent.
OCSCD maintains similar locks, sliders, doors, and hardware comparable to those in the County detention centers. To prevent future failures due to maintenance and to provide for immediate service repairs to County detention centers, a competitive procurement through similar comparable size detention centers was sought.
The Purchasing Department has reviewed OCSCD’s procurement process and concluded that a competitive process was completed in accordance with County Policy No. 11-04. Either party may terminate the agreement upon a 30-day advanced written notice. County Policy No. 11-04 requires Board of Supervisor approval for all contracts for services that exceed $200,000 in aggregate cost per scope of service, per vendor, per department.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, and Jamie Ryan, Supervising Deputy County Counsel, 387-5455) on June 1, 2023; Purchasing (Michael Candelaria, Lead Buyer, 387-2060) on April 28, 2023; Probation (Thomas Kamara, Director of Administration, 387-9631) on May 25, 2023; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on June 9, 2023; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 11, 2023.