RESOURCE MANAGEMENT AGENCY – H. MAVROGENES

Approve change order for Medina Systems Contracting in the amount of $35,426.37 for the security electronics system upgrade at the jail.

SBC FILE NUMBER: 120.5

As that construction of the new jail nears final completion, it is important that the intercom, camera and door lock systems are completely interfaced to allow either control station at either end of the jail control both jails. This is necessary to ensure operational optimization during emergencies and during times of staffing shortages, planned and unplanned. A sole source justification was authored and approved by the Board of Supervisors to allow the Medina security construction group to design and install a systems upgrade that will replace the current end of life system in the old jail. The end game is to establish one security electronics platform for both facilities so they are operating on and by one interfaced system. Currently that is not the case. 

During the course and scope of the security electronics upgrade of the old jail security electronics infrastructure, several needs have been identified which need to be addressed to make the new system function appropriately.

1.      We have an opportunity to build in systems control duplicity which will allow either control room, Central Control in the old jail, or Central Guard in the new jail, to run both facilities with one operator. This allows for maximal staffing utilization on the floor during peak hours of operations, unplanned emergencies, off peak hours, staffing shortages due to unforeseen circumstances (pandemic). During night time hours when inmates are scheduled to be sleeping, we believe one deputy in one control room can safely operate both facilities. Operate means monitor alarms, intercom requests, radio requests, camera call ups, door control requests etc. Additionally, these rooms typically become the first point of telephonic contact after hours for the public, media, medical, mental health and a myriad of other service needs. We have asked Medina Contracting to estimate the scope and cost to achieve this interoperability goal. This cost is estimated at $15,249.84. See pricing attached.

2.      The old control room currently does not have a functional centralized Uninterrupted Power Source, (UPS).  We have asked Medina Security Construction group to price out a robust UPS system that ensures the power stays up in the central control room while the emergency generator starts up and delivers generator power. Typically, there is a 5 to 15 second delay for the generator to switch on and deliver power.  It is imperative that the programmable logic controller stay powered up to enable seamless control of electric door locks, intercoms, cameras and alarms. Medina security electronics has estimated parts and labor for this insurance plan at $6,567.81. See pricing attached.

3.      To install the aforementioned UPS, the central control room needs to add electrical service in the form of a 30 Amp circuit which includes a twist lock receptacle. This added electricity source needs to be wired from our existing electrical room to central control, a new run of approximately 85 feet. The cost estimates for this install are averaging $6,500.00.

4.      During our review of existing equipment in the old jail for Medina Contracting we identified two rooms which have always had the need for an intercom for the purposes of inmates potentially experiencing emergencies whatever the cause. These two rooms are the inmate telephone visiting room and the inmate classroom. Currently we have the ability for direct observation of these areas but they tend to be of low priority when other areas of the jail are busy. This is the most opportune time to address this need to support inmate welfare in the most expeditious manner possible. The estimated cost of materials and labor to address this need is $5,993.78. See pricing attached.

5.      During the scope of work review for this security electronics upgrade for the old jail, another capability has been identified as needed to ensure equal operation of both facilities. In the old jail our current intercom system has the ability for sound level monitoring. This opens the intercom when noise exceeds a certain decibel level thus identifying and providing early warning of a potential area of trouble or pending trouble. We use this information to vector the appropriate amount of on duty resources to potential trouble, pending fights or medical emergencies. In the new jail, this option was not requested but is available. The cost to reprogram the system to pick up sound level monitoring for 16 new intercom stations is $1,114.94.  See pricing attached.         

Approve change order to Medina Systems Contracting in the amount of $35,426.37.