Report to Mayor and City Council
Tuesday, November 21, 2017
Consent
SUBJECT:
Title
CONSIDER EXERCISING THE SECOND ONE-YEAR OPTION TO EXTEND THE CITY'S AGREEMENT WITH CENTRAL PARKING SYSTEM INC. TO CONTINUE THE CITY BUILDING SECURITY SERVICES AT CITY HALL, THE CONGRESSWOMAN JUANITA MILLENDER-MCDONALD COMMUNITY CENTER AND THE CORPORATE YARD THROUGH MARCH 31, 2018 (city council)
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I. SUMMARY
On August 7, 2012, the City Council awarded Central Parking System, Inc. a three-year contract to provide City building security services the City Hall and the Community Center for the period of time beginning December 1, 2012 and ending November 30, 2015, for a total Contract Sum of $225,056.00, with two optional one-year extensions at City’s sole election (“Agreement”). During the first optional one-year extension the contract was amended to increase from 2 to 7 guards, due to acts of vandalism at the Civic Center related to the recall election and an increased number of violent events at government offices nationwide. During the second one year extension the number of guards was reduced from 7 to 4.
Staff is currently completing a request for proposal process, which should be completed in the next four months. Today, staff is seeking Council approval to amend the contract a second time: (i) to memorialize its election to extend the Agreement for a second one-year term, to November 30, 2017 for an amount of $222,097.20; (ii) to amend the Term of the Agreement by allowing month-to-month renewals based on the current hourly rate, for 4 guards, at $12,875.20 per month, from December 1, 2017 to March 31, 2018 (total of $51,500.80 for the four months), while staff finalizes the request for proposals process initiated on August 1, 2017; and (iii) to amend the total Contract Sum to an amount not to exceed $769,033.20 for the entire Term (together, “Amendment No. 2”).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 2 to the Contract to Provide City Building Security Service with Central Parking System, Inc., with the understanding that funding for this amendment is already included in the City’s adopted general fund; and
2. AUTHORIZE the Mayor to execute Amendment No. 2, following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE Amendment No. 2 to the Agreement with Central Parking System, Inc.; and
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On August 7, 2012, the City Council awarded Central Parking System, Inc. a three-year Contract to Provide City Building Security Services for the period of December 1, 2012 through November 31, 2015 with two one-year optional extensions at the sole discretion of the City (Exhibit 1 - “Agreement”).
On December 1, 2015, the City exercised its first one-year option to extend the Term of the Agreement, to November 30, 2016. However, due to acts of vandalism at the Civic Center related to the recall of the former City Clerk, as well as increased violent events locally and nationally, such as the mass shooting in San Bernardino, the Council approved a first amendment to the contract increasing the number of security guards from 2 to 7 guards during that first extension and increased the Contract Sum accordingly. (Exhibit 2 - Amendment No. 1)
On December 1, 2016, the City exercised its second one-year option to extend the Term of the contract, to November 30, 2017. On July 1, 2017, staff reduced the number of security guards from 7 to 4 based the security situation stabilizing.
On August 1, 2017, staff initiated a Request for Proposals (“RFP”) for Building Security Services to seek qualified vendors to fill the need for building security upon the current contract expiration date of November 30, 2017. An RFP has been extended and is in progress. While the RFP process continues, staff is requesting that Council approves a four-month extension to the Agreement in order to provide continuous security guard services between December 1, 2017 and March 31, 2018 or until a new contract is awarded, whichever occurs first. (Exhibit No. 3 - Proposed Amendment No. 2)
V. FISCAL IMPACT
Funds for the second one-year option to extend from December 1, 2016 through November 30, 2017 were included in the budget for FY 2016/17. Funding for the month-to-month extension from December 1, 2017 through March 31, 2018 in the amount $51,500.80 is also included in the budget for FY 2017/18 therefore; no additional funds are being requested at this time.
VI. EXHIBITS
1. Agreement (pages 4 - 23)
2. Amendment No. 1 (pages 24 - 29)
3. Proposed Amendment No. 2 (pages 30 - 34)
Prepared by: Gina Trinidad, Administrative Analyst