STAFF REPORT
DATE: September 13, 2022
TO: Justin Hess, City Manager
FROM: Kevin Gray, Chief Information Officer
By: Teresa Lord, Assistant Chief Information Officer
SUBJECT: Approval of a Professional Services Agreement with Guidepost Solutions, LLC for the Development of Policies, Procedures, and Technical Requirements for a Physical Security Program and Amending the Adopted Fiscal Year 2022-2023 Budget by Appropriating American Rescue Plan Act Funds to the Capital Improvement Project
RECOMMENDATION
Approve the Professional Services Agreement (PSA) with Guidepost Solutions, LLC. for the development of policies, procedures, and technical requirements for a physical security program and amend the Fiscal Year 2022-2023 Budget to appropriate American Rescue Plan Act (ARPA) funds.
BACKGROUND
In 2016, Management Services (Safety Division) conducted a Safety Perception study to evaluate security programs at the City . The results of this study were brought to the attention of the City Manager. At the request of the City Manager, a Capital Improvement Project (CIP) was created to make security-related improvements to and around facilities.
In 2020, staff conducted an Executive Security Survey. The results of the survey highlighted physical safety in and around city facilities and the need to develop a physical security program for the City. A CIP was created to conduct a study and develop the program, policies, procedures, and technical requirements to guide the City in implementation and use of security system technologies.
In 2021, a team was formed with members from the Public Works Department and the Information Technology Department to discuss the approach. Additionally, an Executive Steering Subcommittee with members from the Burbank Police Department, Library Services Department, Parks and Recreation Department, Public Works Department, City Attorney’s Office, and Burbank Water and Power was formed to oversee and provide input to physical security program initiatives. It was de termined that a Request for Proposal (RFP) should be issued for a certified Physical Security Professional to perform the study and work with the City to create the security program.
DISCUSSION
RFP (NO. IT-2022-001) for creation of a physical security program: policies, procedures, and technical requirements was issued on January 27th, 2022, and at close of bidding on March 2, 2022, the City had received seven (7) bid proposals.
The physical security team members comprised of the Assistant Public Works Director, the Assistant Chief Information Officer, the Public Works Construction Superintendent, and t he Information Technology Operations Manager reviewed the proposals and selected four out of the seven vendors to invite to the finalist interviews. Proposals were scored on the following criteria:
• 15% Consultant Background and Relevant Experience
• 30% Understanding and Approach
• 15% Key Team Member/Organization Qualifications
• 10% Current Clients/Projects
After the finalist interviews were conducted at the end of April 2022, the team scored the presentations and responses to the interview questions which counted for 20% of the total RFP scoring. Then the cost proposal s were reviewed and weighted for the f inal 10% of the total RFP scoring. Cost proposals ranged from $113,500 - $410,044.
Based on the total overall score, and with a cost proposal of $122,200 plus a contingency of $27,730 for a total of $149,930 , the team recommends the City award the PSA to Guidepost Solutions, LLC. Founded in 2010, Guidepost Solutions is a global company that provides security consulting including security assessments, design, policy, procedure, and program developmen t for businesses , and the public sector . The company’s public sector clients include many state, county, municipal, and other governmental agencies throughout the nation . Clients in the state of California include City of Los Angeles Civic Center, City of Palm Springs, State of California Franchise Tax Board, Orange County Sanitation District, and Merced County.
ENVIRONMENTAL REVIEW
Organizational, administrative, and maintenance activities are not projects subject to the California Environmental Quality Act (CEQA), unless such activities will result in physical changes in the environment. (14 CCR § 15378.) This approval is only for the funding of a study related to existing city facilities. As such, it is not a project under CEQA, and no further environmental review is necessary.
FISCAL IMPACT
Staff is requesting City Council authority to amend the Fiscal Year (FY) 2022-23 Adopted Budget by appropriating $ 149,930 from account number
001.ND000.48010.1145.000000.00000 (General Fund, Non -Departmental, Other intergovernmental revenue, American Rescue Plan, No Project) to expenditure account number 537.IT02A.15112.0000.24624.00000 (Information Technology Fund, Network Management and Technology, Computers and Software, Physical Security Study Project) for the approval of the Professional Services Agreement with Guidepost Solutions, LLC for the Physical Security Study Project.
CONCLUSION
Staff recommends that Council approve the award to and execution of a PSA with Guidepost Solutions, LLC. for the creation of a physical security program: policies, procedures, and technical requirements and appropriate ARPA funding in the amount of $149,930 to the Physical Security CIP which includes a contingency amount of $27,730.
ATTACHMENT
Attachment 1: Professional Services Agreement with Guidepost Solutions LLC