Police Department
www.santa-ana.org/police
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 20, 2024
TOPIC: Jail Security and Control System Upgrade Consulting Services
AGENDA TITLE
Agreement with Pennell Consulting, Inc. for Jail Security Control System Upgrade Consulting Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Pennell Consulting, Inc. to provide consulting, system design, and project management services to the City of Santa Ana Police Department Jail for a three-year term beginning August 20, 2024 and ending August 19, 2027, with two one-year extension options, in an amount not to exceed $193,184 (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Santa Ana Police Department Jail (SAJ) is a 502-bed, direct supervision correctional facility designed and constructed from 1996-1997. As with any correctional facility, the security control system plays a significant role in its safe operation. This system controls door locks, intercoms, sallyports, facility water and lighting, and elevators. It must seamlessly integrate with emergency alarms, fire detection devices, digital video surveillance, and other related systems.
Since its original design in 1996, the security controls system at SAJ has remained largely unchanged. Incremental improvements have been made to support continued functionality, but the control hardware has not been significantly upgraded since it was first installed. Due to the system's age, many components are obsolete and difficult to maintain or replace.
On September 12, 2023, the Police Department and the Public Works Agency released Request for Proposal (RFP) No. 23-140, seeking consulting and project management services from firms with the specialized expertise necessary to assist the City in planning and designing a contemporary security control system for SAJ. This project
Jail Security and Control System Upgrade Consulting Services August 20, 2024
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phase consists of a focused system inspection and needs assessment, replacement system design and specification, assistance with the creation and review of the RFP for the construction phase, and project management services through the end of construction and acceptance.
The RFP was advertised on the City’s online procurement management and publication system, with Proposals due on October 10, 2023. Three proposals were received and evaluated by a selection committee. Based on the criteria outlined in the RFP, the following summarizes the top three responding firms and their ranking:
Firm City Rank
Pennell Consulting, Inc. Lakewood 1
Guidepost Solutions LLC Los Angeles 2
P2S Inc. Long Beach 3
Staff recommends awarding an agreement (Exhibit 2) to Pennell Consulting, Inc. to provide consulting, system design, and project management services based on the scope of work and selection criteria outlined in RFP 23-140. Their proposal demonstrated the firm has the necessary capacity and expertise to complete the required services. The firm’s rates are reasonable and within industry standards, the team qualifications are appropriate for this project, and the proposal was determined to provide the best value for the City.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding will be available in the FY 2024-25 budget upon City Council approval of carryforward from FY 2023-24. Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration as follows:
Fiscal Year Accounting Unit –
Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
FY 24-25 01114403-66200 General
Fund
Building & Facility,
Buildings & Building
Improvements
$ 79,715
FY 25-26 01114403-66200 General
Fund
Building & Facility,
Buildings & Building
Improvements
$ 45,906
FY 26-27 01114403-66200 General
Fund
Building & Facility,
Buildings & Building
Improvements
$ 67,563
Jail Security and Control System Upgrade Consulting Services August 20, 2024
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Total $193,184
The amounts above are estimated projections and are subject to change.
EXHIBIT(S)
1. Location Map
2. Consultant Agreement with Pennell Consulting, Inc.
Submitted By: Robert Rodriguez, Acting Police Chief
Approved By: Alvaro Nuñez, City Manager