REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 19, 2026
FROM
ARLENE MOLINA, Director, Preschool Services Department
SUBJECT
Title
Security Enhancement Materials and Services for Preschool Services Department Sites
End
RECOMMENDATION(S)
Recommendation
1. Approve the purchase of security enhancement services for all the Preschool Services Department sites, including card access control systems and video management system services, with Siemens, utilizing Sourcewell cooperative purchasing agreement No. 121024, including a non-standard term, in a total aggregate amount not-to-exceed $2,000,000, for the following services:
a. Card access control systems
b. Video Management System services
2. Approve the purchase of security enhancements for all the Preschool Services Department sites with Siemens, utilizing a Sourcewell cooperative purchasing agreement No. 121024, in a total aggregate amount not-to-exceed $1,000,000, for the following services:
a. Aiphone intercom system
b. Enhanced security lighting
(Presenter: Arlene Molina, Director, 945-6478)
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 does not impact Discretionary General Funding (Net County Cost). The total planned spending in the aggregate amount not to exceed $3,000,000 for the Preschool Services Department (PSD), inclusive of security enhancements, is fully funded by the United States Department of Health and Human Services, Administration for Children and Families (ACF).
BACKGROUND INFORMATION
PSD operates the federally funded Head Start (HS) and Early Head Start (EHS) programs in locations throughout the county. Since 1999, the department has operated these programs through a combination of direct and contracted services. The programs provide education, health, cognitive, social/emotional, physical growth and development, and parent-involvement services for children ages zero to five years, with the overall goal of increasing the school-readiness of young children in economically disadvantaged families.
As part of ongoing program monitoring and continuous quality improvement efforts, PSD has identified the need to enhance program options by improving site safety and security. These needs are driven by the HS Performance Standard (45 Code of Federal Regulations 1302.102), program assessments, and operational requirements across multiple PSD sites.
The not-to-exceed amount represents the total funding allocated per service and may be distributed among Board approved vendors authorized as needed to meet departmental requirements.
On May 5, 2026 (Item No. 43), the Board authorized the Purchasing Agent to issue competitive and non-competitive Purchase Orders to TRL Systems, Inc., Convergint Technologies, LLC, and RapidFire Safety and Security, LLC, dba Troy Alarm, Inc., for the installation of card access control systems and video management systems at PSD sites throughout the county.
While these vendors can support portions of the card access and video management system work, they do not provide the full range of integrated security features required at this scale, including intercom systems and enhanced lighting. Adding Siemens as an approved vendor will allow PSD to procure these additional components and ensure timely and comprehensive implementation. PSD, in coordination with Siemens, will be responsible for the installation and implementation of enhanced security equipment at PSD sites to ensure systems are deployed in accordance with departmental operational needs and safety requirements.
The Sourcewell agreement includes a term that differs from the standard County contract:
1. Governing law is the State of Minnesota.
• The County standard contract requires California governing law.
• Potential Impact: The Agreement will be interpreted under Minnesota law. Any questions, issues or claims arising under this Agreement will require the County to hire outside counsel competent to advise on Minnesota law, which may result in fees that exceed the total Agreement amount.
PSD recommends approval of this item. Recommendation No. 1 authorizes the purchase of card access control systems and video management system installation services at PSD sites throughout the county utilizing the Sourcewell cooperative purchasing contract. Recommendation No. 2 authorizes the purchase of Aiphone intercom systems and enhanced security lighting. Approval of Recommendations Nos. 1 and 2 authorizes the use of a cooperative purchasing contract and expands the pool of qualified vendors to support timely delivery and installation of security systems. Purchases will be made on an as-needed basis through individual purchase orders, up to the approved not-to-exceed amount.
PROCUREMENT
Sourcewell is a cooperative purchasing program that facilitates public procurement by leveraging collective purchasing power to provide competitively solicited pricing. Sourcewell is a national public service agency offering government agencies access to competitively awarded cooperative contract purchasing solutions through industry-leading vendors. The security enhancement services included in this item will be procured utilizing Sourcewell Master Agreement No. 121024, in alignment with County procurement policy. The cooperative agreement has been competitively solicited and awarded, allowing the County to leverage pre-established pricing, terms, and vendor qualifications.
This item requests authorization to utilize a Sourcewell cooperative purchasing agreement to procure security enhancement services and to include Siemens as an additional vendor. Use of the cooperative agreement allows PSD to streamline procurement, ensure compliance with applicable purchasing requirements, and expedite implementation of critical security improvements across PSD sites.
Use of the cooperative purchasing agreement supports expedited project implementation, ensures compliance with applicable procurement requirements, and allows PSD to efficiently procure specialized security systems and related services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on May 7, 2026; Purchasing (Jessica Barajas, Supervising Buyer, 382-2065) on April 30, 2026; and County Finance and Administration (Allegra Pajot, Administrative Analyst, 388-0218) on May 11, 2026.