Report to Mayor and City Council
Tuesday, November 07, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 3 WITH ALLTECH INDUSTRIES, INC. (C20-117) TO INCREASE SECURITY AT CITY PARKS AND CORPORATE YARD AND ADOPTION OF RESOLUTION NO. 23-174, AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND (CITY COUNCIL)
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I. SUMMARY
Alltech Industries, Inc. (Consultant) has provided the City with building security services at City Hall, Juanita Millender McDonald Community Center, and City Yard since October 12, 2020, through an Agreement for Contract Services dated October 12, 2020. City and Consultant have amended the agreement twice, the first one to add two security officers increasing the contract sum to $1,218,985.00 and the second one on July 18, 2023, to extend the term by one-year for a not-to-exceed contract sum of $1,776,117.00.
City has recently experienced increased crime and therefore is in need of immediately increased security measures to improve the safety and security of City facilities and City staff members at various City parks and the Corporate Yard. In connection therewith and pursuant to Section 2611(d) of the City’s Municipal Code, City has initiated procurement of additional security guard services from Consultant under City’s emergency procedures, and now City and Consultant seek to enter into this Amendment No. 3 to formally memorialize and set forth the terms and conditions of Consultant’s provision of such additional security services.
Staff is requesting that City Council approve Amendment No. 3 (Exhibit No. 1) to increase the contract amount by $678,384.00 for the additional twelve (12) security officers (one at each parks) and one (1) security officer at the Corporate Yard, which will increase the contract sum from $1,776,117.00 to $2,454,501.00, and adopt Resolution No. 23-174 (Exhibit No. 2) to amend the fiscal year 2023-24 budget in the general reserve funds to appropriate $678,384.00 to the Public Safety budget to cover Alltech Industries, Inc., cost for increasing security officers.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE Amendment No. 3 to the Agreement with Alltech Industries, Inc. (Exhibit No. 1; the “Amendment”) to increase the contract sum from $1,776,117.00 to $2,454,501.00.
2. ADOPT Resolution No. 23-174, “A Resolution of the Carson City Council amending the fiscal year 2023-24 budget in the General Fund” appropriating $678,384.00 from the General Funds Reserves to the Public Safety GL account to cover Alltech Industries, Inc. contract (C20-117).
3. AUTHORIZE the Mayor to execute Amendment No. 3, following approval as to form by the City Attorney.
1.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate that is consistent with the requirement of law.
IV. BACKGROUND
City Council awarded a three-year contract to the lowest responsive and responsive bidder, Alltech Industries, Inc., to provide building security services to the City of Carson for the period beginning October 12, 2020 through October 11, 2023, for a total cost not-to-exceed $1,086,638.00, with two additional one-year options to extend at the sole discretion of the City. Should the City exercise those options, the agreement has the potential of extending through October 11, 2025. The original contract provided 10 security officers plus a supervising officer at three city facilities - City Hall, Community Center and the Corporate Yard.
After the recommendation of the Public Safety Manager, the City Council amended the contract on July 5, 2022 for two additional security officers to provide the necessary security coverage at City Hall and the Juanita Millender Mcdonald Community Center.
On July 18, 2023, City and Consultant entered into an amendment to extend the contract term by one-year for a not-to-exceed contract sum of $1,776,117.00.
Due to increased crime-related activity at various City Parks and City Corporate Yard, staff provided the City Council with an urgent update and request to approve expenditures not yet funded in the Public Safety 23/24 budget. In connection therewith and pursuant to Section 2611(d) of the City’s Municipal Code, City has initiated procurement of additional security guard services from Consultant under City’s emergency procedures, and now City and Consultant seek to enter into this Amendment No. 3 to formally memorialize and set forth the terms and conditions of Consultant’s provision of such additional security services.
Staff is requesting that City Council approve Amendment No. 3 (Exhibit No. 1) to increase the contract amount by $678,384.00 for the additional twelve (12) security officers (one at each park) and one (1) security officer at the Corporate Yard, which will increase the contract sum from $1,776,117.00 to $2,454,501.00, and adopt Resolution No. 23-174 (Exhibit No. 2) to amend the fiscal year 2023-24 budget in the general reserve funds to appropriate $678,384.00 to the Public Safety budget to cover Alltech Industries, Inc., cost for increasing security officers.
V. FISCAL IMPACT
If Amendment No. 3 is approved, $678,384.00 will be transferred from the general fund reserve to Public Safety GL account 101-55-592-127-6004 to cover the contract sum increase of $2,454,501.00.
VI. EXHIBITS
1. Proposed Amendment No. 3 to contract No. 20-117
2. Resolution No. 23-174
3. Cost Proposal for increased security at City Parks
4. Cost Proposal for increased security at City Corporate Yard
5. City Manager’s Emergency Purchase Memo
Prepared by: Nora Garcia, Emergency Services Manager