HomeMy WebLinkAbout06-19-2018 Agenda Item 08 - Award contract for parking security guard services - spec no 91625Meeting Date: 6/19/2018
FROM: Daryl Grigsby, Director of Public Works
Prepared By:Scott Lee, Parking Services Manager
SUBJECT:AWARD CONTRACT FOR PARKING SECURITY GUARD SERVICES,
SPECIFICATION NO 91625.
RECOMMENDATION
1. Award the contract to In House Security Service, LLC. as approved by the City Council in an
amount up to $88,000 for the provision of services as detailed in Specification Number 91625.
2. Approve the use of working capital to fund the additional annual cost of $40,000.
DISCUSSION
On March 20, 2018, the City Council authorized the release of the RFP for Parking Security Guard
Services in specification Number 91625. The same action also authorized the City Manager to enter
into a contract with the successful bidder within the authorized project budget not to exceed
$48,000.
The purpose of this proposal was to continue to contract with a vendor to furnish security guard
services at each of the three existing parking structures. Parking Services has utilized outside
contracted security services since 2010. This approach is part of an ongoing crime prevention
strategy for the parking structures and provides benefit to both the parking customers and staff
who work during the evening and weekend shifts.
Bids were opened on April 9, 2018 and three responses were received. All three firms were brought
in for interviews and after evaluation and review of each response, as well as checking the
contractors’ references, the recommendation is to contract with In House Security Service, LLC.
The current contract with In House Security expired on October 31, 2017 and is operating on a
month-to-month extension basis. The new contract shall be for a period of four (4) years, with
two (2) additional two-year extensions available to the City at its sole discretion.
The vendor is currently providing the same services to the Park ing division and therefore there will
be no service disruption. The current vendor has provided excellent service in the past and has
responded to changes or additional requests from the City in a timely and professional manner.
The current RFP included a roughly seventy (70%) percent increase in the total hours of service to
be provided each week over the prior contract and requires the addition of a second position on
certain days to effectively cover all three existing structures. The hourly rate provided in the bids
were also significantly higher than the prior contract which was issued in 2010 and extended as
allowed in the original contract. These factors resulted in the proposed bids being significantly
higher than the budget amount projected for the service.
Packet Pg. 87
Item 8
Each of the three proposals received contained current hourly rates at the same or slightly lower
than this vendor’s bid,however,factoring each vendor’s proposed annual CPI and other increases
specified over the four (4) year term of the contract and addit ional 2 two-year extensions, the total
projected cost for this vendor is lowest. See attached Bid Summa ry, Attachment 1.
CONCURRENCES
The police department concurs with this service as a strategy to reduce calls for service for the
parking structures and as an overall crime deterrent measure.
ENVIRONMENTAL REVIEW
The recommended actions are not subject to the California Environmental Quality Act.
FISCAL IMPACT
The project was approved as part of the 2017-19 Financial Plan as included in the Contract
Services line total for $48,000 within the Parking Fund. The additional $40,000 will be funded
from Parking Fund working capital.
Fiscal Summary
2017-19 Financial Plan Amount
Budget $48,000
Additional appropriation from working capital $40,000
Contract Amount $88,000
Total $88,000
Balance $0
ALTERNATIVE
Deny the award.The City Council could choose to reject all bids and direct staff to re-advertise or
re-design the scope of work. Staff does not recommend this alternative because it may pose
public safety issues at the three parking garages and increase the calls for service to the Police
Department.
Packet Pg. 88
Item 8