Report to Mayor and City Council
Tuesday, March 06, 2018
Discussion
SUBJECT:
Title
CONSIDER AWARDING A THREE-YEAR CONTRACT TO GUARDIAN EAGLE SECURITY, INC. TO PROVIDE BUILDING SECURITY SERVICES FOR THE PERIOD OF MARCH 1, 2018 THROUGH FEBRUARY 28, 2018 (CITY COUNCIL)
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I. SUMMARY
This matter was continued from the February 20, 2108, City Council meeting. On October 5, 2017, a Request for Proposal (RFP) notice was published to solicit qualified firms for building security services. A total of eleven firms responded and submitted their proposals on October 19, 2017. After reviewing and evaluating the proposals, it was determined that the most qualified firm to provide building security services to the City is Guardian Eagle Security, Inc. Staff is now seeking City Council approval to award a three-year contract to Guardian Eagle Security, Inc. to provide City building security services for the period of March 1, 2018 through February 28, 2021, with two additional one-year extensions at the City’s sole election (“Agreement”).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a three-year contract to Guardian Eagle Security, Inc. to provide City building security services for the period of March 1, 2018 through February 28, 2021, with two additional one-year extensions at the City’s sole election;
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III. ALTERNATIVES
1. DO NOT AWARD a three-year contract to Guardian Eagle Security, Inc.
2. SELECT a different vendor from the respondents to the RFP.
3. TAKE any other action the City Council deems appropriate.
IV. BACKGROUND
On August 7, 2012, item no. 28, 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 30, 2015 with two optional one-year extensions at City’s sole election, which the City elected to exercise, thus extending the term of the contract to November 30, 2017.
On March 15, 2016, item no. 22, the City Council approved the first amendment to the contract to increase the number of security officers from two to seven officers due to increased property vandalism of City officials and employee property. The number of security officers was later reduced in July 2017 back to four guards due to budget constraints, and the City Council approved a month-to-month extension of the Agreement while staff finalizes the request for proposals process. The month-to-month optional extensions are up to March 31, 2018.
On August 1, 2017, staff initiated the Request for Proposal (RFP), published in “Our Weekly” of the Daily Journal on October 5, 2017, seeking qualified vendors to fill the need for building security services. A notice was also sent out through the “Planetbids” website which recorded 26 prospective bidders who viewed the RFP on said website.
On October 19, 2017, a total of eleven (11) firms responded and submitted their proposals. All proposals were reviewed for completeness, compliance with RFP requirements, qualifications, hiring and training practices, professional references, experience and cost. Based on that evaluation process, the following four (4) proposals were considered responsive:
Firm 3- year Cost
1. Guardian Eagle Security, Inc. $473,408
2. American Guard Services, Inc. $506,480
3. Absolute Security International, Inc. $530,358
4. Central Parking Systems, Inc. $591,968
At the Council meeting of February 20, 2018, the City Council discussed the local preference for Carson based businesses. The local vendor is American Guard. However, the purchasing ordinance was amended last year and on the recommendation of the City Attorney the local preference program was removed. The prior preference program granted a 5% discount to local businesses. The difference between Guardian Eagle, the low bidder, and America Guard Services is 6.9%.
Staff recommends that Council approve the selection of the lowest responsive bidder, Guardian Eagle Security, Inc. to provide building security services from March 1, 2018 through February 28, 2021, with two additional one-year extensions at the sole discretion of the City.
All submitted proposals are available upon request with the Purchasing department.
FISCAL IMPACT
Funds for building security services have been included in the current fiscal year budget. No additional funds are being requested at this time.
V. EXHIBITS
1. Proposed Contract (pages 4 - 30)
Prepared by: Gina Trinidad, Administrative Analyst