Report to Mayor and City Council
Tuesday, May 01, 2018
Consent
SUBJECT:
Title
CONSIDER AWARDING A THREE-YEAR CONTRACT TO AMERICAN GUARD SERVICES, INC. TO PROVIDE BUILDING SECURITY SERVICES FOR THE PERIOD OF JUNE 1, 2018 THROUGH MAY 31, 2021 (CITY COUNCIL)
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I. SUMMARY
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 local firm to provide building security services to the City is American Guard Services, Inc. Staff is now seeking City Council approval to award a three-year contract to American Guard Services, Inc. to provide City building security services for the period of June 1, 2018 through May 31, 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 American Guard Services, Inc. to provide City building security services for the period of June 1, 2018 through May 31, 2021, with two additional one-year extensions at the City’s sole election, and should the City exercise those options the agreement has the potential of reaching May 31, 2023; AND EITHER
2. AUTHORIZE the Mayor to execute the contract after approval as to form by the City Attorney and AUTHORIZE the City Manager to execute each of the optional extensions in one year increments; OR
3. AUTHORIZE the Mayor to execute the contract after approval as to form by the City Attorney and NOT AUTHORIZE the City Manager to execute each of the optional extensions and instead REQUIRE any exercise of the optional extensions be presented to the City Council for approval.
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III. ALTERNATIVES
1. DO NOT AWARD a three-year contract to American Guard Services, 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 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 November 21, 2017, while the RFP process was continuing, Council approved a four-month extension to the agreement with Central Parking System, Inc., 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.
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
On February 20, 2018 a recommendation by staff was made to award the contract for building security services to Guardian Eagle Security, Inc. The Council declined to award the contract and directed staff to reach out to local vendors based within the City of Carson. The only local vendor that provided a proposal for the building security services contract was American Guard Security, Inc. Although American Guard Security was not the lowest bidding vendor to provide these services, they did voluntarily offer to reduce their proposal to match the lowest bid. Based upon this information, staff now recommends that Council approve the selection of American Guard Services, Inc. to provide building security services from June 1, 2018 through May 31, 2021, with two additional one-year extensions at the sole discretion of the City, and should the City exercise those options the agreement has the potential of reaching May 31, 2023.
All submitted proposals are available upon request with the Purchasing department.
FISCAL IMPACT
Funds for services for FY 2017/18 have been included in the current budget. No additional funds are being requested at this time.
V. EXHIBITS
1. Proposed Contract (pages 4 - 30)
Prepared by: Ken Mckay, Public Safety Services Manager