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HomeMy WebLinkAbout2019-08-27 - AGENDA REPORTS - SECURITY SERVICES CONTR FOR CITY PARKS, FACILITIES (2)Agenda Item: 10 DATE: August 27, 2019 SUBJECT: SECURITY SERVICES CONTRACT FOR CITY PARKS, FACILITIES, AND EVENTS DEPARTMENT: Administrative Services PRESENTER: Joseph Oerum RECOMMENDED ACTION City Council: 1. Award a three-year contract to Select Patrol Agency, Inc., for security services in the amount of $1,968,564 and authorize a 10 percent contingency in the amount of $196,856, for a total contract amount not to exceed $2,165,420. 2. Authorize the City Manager or designee to execute up to two additional one-year renewal options beginning in Fiscal Year 2022-23, not to exceed the base annual contract, inclusive of contingency, of $721,807, plus any adjustment consistent with the appropriate Consumer Price Index and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year. 3. Authorize an ongoing annual appropriation to expenditure accounts: 12702-5161.001 for $783; 12703-5161.001 for $2,962; 12705-5161.001 for $25,202, and 12710-5161.001 for $1,572 from the Areawide Fund Balance (Fund 367); 12051-5161.001 for $12,524 from the Public Library Fund Balance (Fund 309); 14509-5161.001 for $77,478 from the Transit Fund Balance (Fund 700); and 14513-5161.001 for $51,966 from the General Fund Balance (Fund 100). 4. Increase Transfers from the General Fund to Areawide Fund for $28,947 in accounts 10019500-5501.367 and 367-4711.100. 5. Authorize the City Manager or designee to execute all contracts and associated documents, and modify the awards in the event impossibility of performance arises, and execute all documents subject to City Attorney approval. Page 1 BACKGROUND The City of Santa Clarita (City) is seeking unarmed security guard services for various City parks, facilities, and events. It is expected that the presence of an appropriately uniformed security guard will serve as a visible deterrent and reduce the threat of injury to the public and to prevent damage, vandalism, and loss of property within the parameters of each service location. The security service provided for the three library locations will involve supplying information and direction to library patrons, observing and reporting activities around the premises, and enforcing the Santa Clarita Public Library's Code of Conduct. Moreover, guards will monitor patrons in and around the library buildings, administer routine patrol of the building and parking lot areas, complete daily activity logs for each location, and submit reports as required. The security service provided for 28 City park locations will involve daily locking of all outside restrooms and buildings, inspecting all doors and windows, and providing written reports to the Park Representatives on a weekly basis. Moreover, guards will be responsible for responding to any alarms activated at park locations. The security services provided for the City's Metrolink stations and Old Town Newhall Parking Structure will involve monitoring heavily trafficked locations, restroom facilities, bicycle lockers, parking lots, stair wells, ledges, elevators, and immediate property surrounding these areas. General duties will include responding to disturbances, reporting and investigating unusual activity, and providing traffic control when necessary. To improve security standards and enforce contractor accountability, a Request for Proposal (RFP) was developed, which encompassed an updated scope of work and included a clause that provides the City with the ability to impose payment reductions on the contractor when security service standards are not met or poor performance is documented. Further, the RFP incorporated a multiple criteria scoring process to ensure that the recommended contractor understood the scope of work, would dedicate an adequate number of employees to the contract, and is capable of meeting the City's varied security demands. The following categories were used to evaluate the bid proposals: • Proposer qualifications • Experience with similar services • Staff and equipment resources • Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards • Cost of services provided An RFP for security services was published and circulated via the PlanetBids system on April 19, 2019. The RFP was emailed to 513 vendors (including the SCV Chamber of Commerce and the Valley Industrial Association), and was downloaded by 45 companies. Seven companies submitted proposals for the City consideration. Page 2 The proposals were opened on May 20, 2019, and the results are shown below: COMPANY LOCATION POINTS Power Security Group Corona, CA 86.1 Select Patrol Agency, Inc. Pasadena, CA 77.7 American Guard Services, Inc. Carson, CA 76.8 Dothan Security, Inc. Corona, CA 73.5 Alltech Industries, Inc. Monterey Park, CA 67.4 Primary Protection Security & Patrol Valencia, CA 56.9 A.G. Coast, Inc. Los Angeles, CA 50.7 The process of scoring the proposal submittals, utilizing the aforementioned criteria, resulted in Power Security Group achieving the highest overall score. However, in order to confidently make a decision, staff opted to conduct interviews of the top two proposers. After doing so, it was determined that Select Patrol Agency, Inc. (Select Patrol) is the most qualified for the City's needs. After completing the interview with Power Security Group, staff discussed the lack of confidence in the company's ability to meet the City's expectations. It was determined that Power Security Group was unable to clearly articulate the process of executing the contract, clarify their reporting methods, or define their technology capabilities. Also, it was evident to staff that Power Security Group's recruitment process was vague and ambiguous, making it difficult to ascertain what the City would experience should the contract be awarded to them. On the other hand, Select Patrol succinctly demonstrated an understanding of what the City's expectations were, and precisely dictated how they would use technology, enhanced communication methods, and expert security measures to service all of the City's locations and events. In addition, Select Patrol walked through the recruitment process in detail and explained the high standards they demand of all their recruits. Based on the above, staff unanimously concurs that Select Patrol offers the best value to the City. Therefore, it is staff s recommendation that Select Patrol receive an award of contract. The Select Patrol annual contract amount represents a measurable increase compared to the City's previous security services contract. This is the result of several factors including minimum wage increases, CPI escalations, and enhanced technology improvements. Some of the technology highlights consist of GPS location services and body camera equipment. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT The award of this contract is contingent upon the appropriation of additional funds as indicated in the recommended actions. The Fiscal Year 2019-20 budget will be adjusted accordingly to support the recommended actions. Page 3 ATTACHMENTS Select Patrol Proposal with Pricing (available in the City Clerk's Reading File) Page 4 1.1 Response File Select Patrol Agency, Inc. 1030 S. Arroyo Pkwy Suite 109, Pasadena, CA 91105 • (323)644-1014 • service select atrol.co • selectpatrol.com • PPO# 120622 1.1.1. Introduction City of Santa Clarita Request For Proposals Citywide Security Services Proposal # CW-18-19-41 To Whom It May Concern, May 181", 2019 Thank you for the opportunity to submit a proposal for the City of Santa Clarita RFP Citywide Security Services, May 2019. A brief description of our company is as follows. Select Patrol Agency, Inc. was founded in 1984 in the City of Pasadena. We specialize in vehicle patrol, standing guard and parking management. Currently, we employ 50 security guards and private patrolmen. We operate eight patrol routes in Los Angeles and Orange Counties. Among our many happy customers is the City of Pasadena with whom we provide a City -Wide contract for guard and patrol services. Our quality of service has far exceeded the expectations of the city and as a result, we now proudly have the City of Pasadena as a service reference. We've accomplished this goal by three methods we feel we would be able to replicate for The City of Santa Clarita. First, we utilize Silvertrac Reporting Software. Silvertrac is a Guard Management & Reporting Solution that allows users to complete shift reports, report incidents, respond to tasks, and scan checkpoints to a live issue monitor. While in the field, users can take pictures, record audio files, and add notes to generate amazing reports in a quick and easy process. Second, all guards who service The City of Santa Clarita will be added to our team communication platform, Slack. Slack is an app downloaded onto each team member's phone and is described as a chat room for your whole company. Our team's Slack will be divided up into smaller channels for group discussion, made up of teams and interests. Select Patrol has been utilizing Slack for our city contract with Pasadena and as a result has streamlined its communication process. 1.1 Response File Lastly, all patrol team members are equipped with police standard Axon Body Cameras. Body cameras are utilized to record evidence, as well as for service feedback and training purposes. We began utilizing body cameras in 2014 and have documented over four thousand videos. Our team activates their body camera anytime they engage a trespassing or suspicious individual on our client's property. The entire encounter is documented, uploaded into our system and sent directly to the client through a private link. We are slowly integrating all guard teams with body cameras as of April 2019. Best Regards, Darin Williams Owner, President 1.1 Response File 1.1.2 References References page uploaded separately, as requested in PlanetBids. 1.1 Response File 1.1.3 Work History • Select Patrol currently services The City of Pasadena that is in similar scope of work to The City of Santa Clarita's RFP. Under The City of Pasadena we service City Hall on a 24/7 basis, provide a security guard 24/7 at Del Mar Station Parking Structure and Holly St Parking Structure and provide a two person guard team at Pasadena Public Health Department from 5:00am to 10:00pm. Additionally, we provide a patrol lock up of (27) Pasadena Parks and (1) drive -by courtesy patrol of Santa Catalina Library. Lastly, we provide a courier service to The City of Pasadena Monday — Friday that involves picking up and dropping off cash deposits. • Between May 2018 and February of 2019 Select Patrol provided an on -site guard for The City of Pasadena stationed at Twombly Well to discourage transient activity while new fencing around the Well was sourced and constructed. 1.1 Response File 1.1.4. License ur!�hjl,ly y, - i SELECT PATROL AGENCY, INC. LICENSE NUMaER: $20622 LICENSE TYPE: PRIVATE PA,TROLOPERAT"011.1 LICENSE STATUS: CURRENT EXPIRATION DATE: MAY 31 2021 SECONDARY STATUS: NPA. CITY: GLENDORA STATE: CALWORNIA COUNTY., LOS ANf ELES ZIP: 91'740 1.1 Response File 1.1.5. Guards and Field Supervisors Arthur Williams — Operations Director Experience: 9+ years with Select Patrol, Operations Director California Guard Card: G1829681 Guard Team: TBD 4+ years as Daniel Jenkins Experience: Operations Supervisor since April 2019 California Guard Card: 6411969 Jessie Jaime Experience: Patrol Team Supervisor since September 2009 California Guard Card: 1358581 Stephan Lubega Experience: Company Supervisor since May 2016 California Guard Card: 6332448 1.1 Response File 1.1.6. Off -Site Personnel The activities of the Contract Manager, support, and supervisor personnel are as follows: • Schedule guards to meet all guard post and patrol requirements set forth in this RFP • Monitor employee clock -in, lunch break and clock -out activity via our live TSheets dashboard. Note: TSheets is an application based software program that allows our team to track time, organize schedules and monitor employee's GPS activity in real time. • Monitor Silvertrac's Live Issue Monitor to track the guard and patrol team's patrol activity and to review each report that is submitted. • Ensure all property requirements are being met daily and nightly via Silvertrac. Example: All lock -up and opening procedures are being conducted in a timely manner, checkpoints are being scanned and checkpoint hit requirements are being met, etc... • Upload, review and submit body cam video documented by the patrol team. • Communicate daily with the appropriate City Official designated to oversee this RFP. • Share news, notices and updates provided from the City directly to the appropriate Slack channel. Note: Select Patrol has a mandatory acknowledgment policy when sharing messages through Slack. Each employee must confirm receipt of messages prior to their shift start. • Train new hires for their appropriate position prior to their start date. • Maintain radio communication via Zello to provide guidance and assistance to guard and patrol teams. Note: Zello is a push -to -talk over cellular connection walkie-talkie application. • Provide physical check -ins with each guard to ensure uniform is clean, free of wrinkles, shirt is tucked in and all other aspects of the uniform is being worn correctly. 1.1 Response File 1.1.7 Equipment Select Patrol shall provide the following to meet this RFP's requirement: • Security vehicle complete with Select Patrol decals, graphics, dash cam, navigation system and light bar. • Handheld devices (smart phone or tablet) to ensure direct communication with the team and to track team activity (Silvertrac reports and checkpoint scans, GPS location, hourly radio check -ins, etc... ). • Body cameras (patrol team). • Slack app for team communication. • TSheets app for time tracking, scheduling and employee GPS activity. • Life360 app for further monitoring of GPS activity. 1.1 Response File 1.1.8. Training Plan New employees of Select Patrol are required to participate in 24-hour entry-level training course that is designed to meet the situational needs of the working Security Guard/Private Patrolman. The course is based on "THE SECURITY OFFICER'S FIELD TRAINING GUIDE" by Phillip M. Satterfield and the companion "SECURITY OFFICER'S PERFORMANCE EVALUATION MANUAL", also written by Satterfield. These books have served as the backbone of our companies' proprietary training programs since 1993. After 30+ years in the private security industry, we have learned that security personnel learn best by doing. Team members handle vehicles, equipment and participate in role-play scenarios in a lab environment apart from on-the-job experiences. The scenarios are coached by company managers and experienced supervisors who utilize the Performance Manual to test team member's strengths and skill in stressful situations they are likely to encounter on the job, angry customers, crime victims, and persons who are mentally ill. Annual refresher training is generally conducted in two sessions towards the end of the calendar year. Course content varies from year to year. Sometimes it is a review of fundamental subjects such as officer safety. Other times we focus on a current topic such as First Amendment Auditors. Course outline is as follows: 1) Employee Orientation 4:ra 2) Communications/Reporting Procedures 4Hrs 3) Officer Safety 4) Patrol Procedures 4Hrs 4Hrs 5) Crime Scene Preservation 2Hrs 6) Conflict Resolution 4Hrs 7) Weaponless Defense 4Hrs 1.1 Response File 1.1.9. Uniforms Year One Description Amount CITY HALL $ 8,344 METROLINKS $ 288,409 NEWHALL PARKING STRUCTURE $ 70,717 MCBEAN TRANSFER STATION $ 127,076 ARTS AND EVENTS SECURITY $ 8,216 PARKS FACILITIES $ 81,891 LIBRARY FACILITIES $ 65,931 Year 1 Total $ 650,584 Year Two Description Amount CITY HALL $ 8,344 METROLINKS $ 288,409 NEWHALL PARKING STRUCTURE $ 70,717 MCBEAN TRANSFER STATION $ 127,076 ARTS AND EVENTS SECURITY $ 8,216 PARKS FACILITIES $ 81,891 LIBRARY FACILITIES $ 65,931 Year 2 Total $ 650,584 Year Three Description Amount CITY HALL $ 8,568 METROLINKS $ 296,166 NEWHALL PARKING STRUCTURE $ 71,932 MCBEAN TRANSFER STATION $ 130,494 ARTS AND EVENTS SECURITY $ 8,437 PARKS FACILITIES $ 84,096 LIBRARY FACILITIES $ 67,704 Year 3 Total $ 667,397 TOTAL THREE YEAR CONTRACT: $ 1,968,564