Report to Mayor and City Council
Tuesday, May 01, 2018
Consent
SUBJECT:
Title
CONSIDER EXTENDING 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 MAY 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 for the period 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, due to acts of vandalism at City Hall and an increased number of local violent events, Council approved a First Amendment to the Agreement, increasing the number of security guards from 2 to 7 guards during that one-year extension of December 1, 2015 to November 30, 2016, and increasing the Contract Sum accordingly, by $270,379.20 to a total of $495,435.20 for the four years ending November 30, 2017.
On November 21, 2017, Council approved a Second Amendment to the Agreement: (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 (“RFP”); and (iii) to amend the total Contract Sum to an amount not to exceed $769,033.20 for the entire Term.
Today, staff is seeking Council approval for: (i) an additional two months extension to the Agreement at the same monthly rate of $12,875.20, bringing the total Contract Sum for all years and extensions to $794,783.60; and (ii) ratification of the services provided by Central Parking System during the month of April to avoid a gap in security services while the new agreement with the vendor selected following the RFP process is being finalized.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 3 to Contract to Provide City Building Security Services with Central Parking System, Inc. (i) amending the Term of the Agreement to allow month-to-month renewals through May 31, 2018; (ii) amending the total Contract Sum to an amount not to exceed $794,783.60 for the entire Agreement Term of December 1, 2012 to May 31, 2018; and (iii) RATIFY payment for services provided during the month of April; AND
2. AUTHORIZE the Mayor to execute Amendment No. 3, following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE Amendment No. 3 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 (“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 City Hall as well as increased violent events locally, 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.
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 due to budget constraints.
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 responsive proposals were received. While the agreement with the selected vendor is being finalized, staff is requesting that Council approves an additional two-month extension to the Agreement in order to provide continuous security guard services through May 31, 2018.
V. FISCAL IMPACT
Funds for the two month extension through May 31, 2018 in the amount $25,750.40 is included in the budget for FY 2017/18 therefore; no additional funds are being requested at this time.
VI. EXHIBITS
1. Contract to Provide City Building Security Services, dated as of December 1, 2012. (pgs. 4 - 23)
2. Amendment No. 1 to the Contract to Provide City Building Security Services, effective as of December 1, 2015. (pgs. 24 - 28)
3. Amendment No. 2 to the Contract to Provide City Building Security Services. (pgs. 29 - 34)
4. Proposed Amendment No. 3 to the Contract to Provide Security Services. (pgs. 35 - 38)
Prepared by: Gina Trinidad, Administrative Analyst