AGENDA REPORT
TO:
Honorable Mayor & City Council FROM: Oakland Public WorksDepartment, CouncilmemberKaplan,At-Large SUBJECT:
Amend ABC Security Service Inc.Contract to Increase Spending Authority DATE: 2/17/23
RECOMMENDATION
Oakland Public Works Department and Councilmember Kaplan Recommend That The CityCouncil Adopt a Resolution:
Authorizing The City Administrator To: (1) Increase The Contract With ABCSecurity ServicesInc. In An Amount Of Five Hundred Thousand Dollars Per Month ($500,000.00) On AMonth-To-Month Basis, For Up To Eight (8) Months In A Total Amount Not To Exceed FourMillion($4,000,000.00)UntilRequestForProposalNumber269336IsAwarded;And(2)WaiveTheCompetitive Request For Proposal/Qualification Selection Requirement EXECUTIVE SUMMARYThe City of Oakland (City) contracts security services at City facilities with ABC Security Services Inc.,as approved in 2018 by Resolution No. 87321 C.M.S. and amended by Resolution No. 89440 C.M.S. Thecurrent contract is in the final one-year extension and expires on October 23, 2023. Due to increasedcosts, resulting from increased security needs during the pandemic, the contract funding capacity is fullyexpended. The City has issued a new Request for Proposal (RFP) #269336 for citywide security services,and the award of the contract is currently being processed for authorization by the City Council.
To continue to pay the current vendor for security services, staff recommends the City Council approve aresolution to amend the ABC Security Services Inc. contract by increasing its contract amount by fivehundred thousand dollars ($500,000) per month until RFP #269336 is awarded.
BACKGROUND / LEGISLATIVE HISTORYThe City utilizes the services of uniformed, unarmedcontract securityguards at Cityfacilities toscreenand provide direction and access for City staff and the public, oversee and monitor Cityproperty, andensure the safety of staff and visitors.
At the July 24, 2018CityCouncil meeting, the CityCouncil approvedResolutionNo. 87321C.M.S. toaward ABC Security Services Inc. a security services contract with the following terms:● The contract would last for a term of three years with an option to extend the contract inincrements of one year for up to two additional years● For each year of the contract, the contract amount per year wouldnot exceedtwomillionfivehundred dollars ($2,500,000) City CouncilFebruary 7, 2023
Honorable Mayor & City CouncilSubject: Amend ABC Security Service Inc. ContractDate: February 21, 2023 Page2 ● For the total contract,thecontractamountwould not-to-exceedgrandtotaloftwelvemillionfivehundred thousand dollars ($12,500,000) The current contract provides securityservicesatCivicCenterComplex,(CityHall,Dalziel,theLionelJ.Wilson Building) and Frank H. Ogawa Plaza, all libraries, four senior centers, Recreation Centersidentified by Oakland Parks and Recreation, and Oakland Public Works corporationyards. The currentcontractor also provides security services at other locations that may require a response due toemergencies. The current security services contract expires on October 23, 2023.
In June 2022, the City initiated an RFP process to secure the most qualifiedunarmedsecurityservicescontractor for a newcontract. Legal ads raninJuly2022andresponses were receivedinAugust 2022.The City received six (6) proposals to the RFP, and the proposals have been reviewed for completeness.
Aninterviewprocess was conductedinNovember 2022, andthe securityservicescompanies/firmswereevaluatedbasedontheir backgroundandhistory,experience,andabilitytoperformtheScopeofServicesdescribedinthe RFP. Anawardof a newsecurityservices contract is expectedtobecompletedsooninthe forthcomingmonths.
This contract includesholisticcommunitysafetyasaCitywidepriority.Securityservices ensure the safety of City facilities, visitors, and employees.
ANALYSIS AND POLICY ALTERNATIVESAlthough the current security contract with ABC Security Services Inc. does not expire until October 23,2023, the spending authority for this contract has been nearly exhausted. This occurred for a multitude ofreasons; including the cost of living and living wage increases over the past 4 years, and unforeseenadditional security coverage required throughout the pandemic. Unforeseen pandemic cost increasesincluded the use of security guards to provide security and direction at COVID testing and vaccinationsites, at resource centers for staff and the public, and for visitor screening and access at City facilities thatprovided in-person services to residents and patrons during the pandemic.
Additionally, increased security was required to protect and secure closed and mothballed facilities.Finally, additional guards were assigned to protect facilities that were vulnerable to vandalism andbreak-ins (Henry J. Kaiser and the Cryer buildings), protect against theft of vehicles and/or equipment,and prevent unauthorized entry and encampment at City properties. These combined circumstances haveexhausted the funds quicker than anticipated.
Although RFP #269336 for new citywide security services has been issued and the interview process ofthe security services companies/firms is complete, a new contract award is not currently in place and ispending a report to Council for the award of the contract. Therefore, additional spending authority andfunds are needed to ensure continuity of security services until that time.
WAIVER OF REQUEST FOR PROPOSAL/QUALIFICATIONS REQUIREMENTOakland Municipal Code section 2.04.051.A requires the City Administrator to conduct a request forproposals/qualifications (RFP/Q) process for professional services contracts in excess of $25,000 andOakland Municipal Code section 2.04.051.B allows Council to waive the RFP/Q requirements upon afinding by the Council that it is in the best interest of the City to do so.
City staff believes that it is in the best interests of the City for the Council to waive the RFP/Qrequirement for this contract because staff requires additional time to complete and award a contract forRFP #269336, and the City wishes to prevent any delay and interruption of vitally needed security City CouncilFebruary 21, 2023
Honorable Mayor & City CouncilSubject: Amend ABC Security Service Inc. ContractDate: February 21, 2023 Page3 services to municipal buildings and properties. Staff recommends that the Council waive the RFP/Qrequirement for these reasons and circumstances.
ABCSecurity Services Inc. shall continue tocomplywithall Citycontractingandcompliance programrequirements that apply to this contract, includingLocal Business Enterprise andSmall Local BusinessEnterprise (LBE/SLBE) participation, andbe verifiedbythe Department of WorkplaceandEmploymentStandards.
FISCAL IMPACTFunding is in the Facilities Services Fund (4400), Project (1005170).
PUBLIC OUTREACH / INTERESTThis item did not require any additional public outreach other than the required posting on the City’swebsite and local advertising via newspaper.
COORDINATIONStaff worked with the City Attorney’s Office, the Budget Office, the City Administrator’s Office, andCouncilmember Kaplan’s office in preparing this report.
SUSTAINABLE OPPORTUNITIES
Economic:The current contractor has been certifiedas meeting the minimum 50% SLBE requirement.The local economy will benefit from the services provided through job opportunities as well as generatingbusiness tax revenue.
Environmental:The current contractor has been certifiedas meeting the minimum 50% SLBErequirement. The local economy will benefit from the services provided through job opportunities as wellas generating business tax revenue.
Race & Equity: The resolution will continue to protectthe safety of the public and City facilities. Thusproviding safe and secure facilities to visitors and employees.
City CouncilFebruary 21, 2023
Honorable Mayor & City CouncilSubject: Amend ABC Security Service Inc. ContractDate: February 21, 2023 Page4 ACTION REQUESTED OF THE CITY COUNCILStaff and Councilmember Kaplan Recommend That City Council Adopt A Resolution Authorizing TheCity Administrator To: (1) Increase The Contract Amount By Five Hundred Thousand Dollars Per Month($500,000) On A Month-To-Month Basis, For Up To Eight (8) Months In A Total Amount Not To ExceedFour Million Dollars ($4,000,000)Until Request ForProposal Number 269336 Is Awarded; And (2)Waive Further Competitive Request For Proposal/Qualification Selection Requirement.
For questions regarding this report, please contact Derin Minor, Building Services Manager at (510)238-3998, or Kimberly Jones at [email protected] Respectfully submitted,
Councilmember KaplanAt-Large
DAVID FERGUSONInterim Director, Oakland Public Works
City CouncilFebruary 21, 2023
David Ferguson (Feb 17, 2023 10:40 PST)
David Ferguson