City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 29, 2025
Report #:2507-4995
TITLE
Approval of General Service Contract No. C26194249 with Orion Security for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant in an Amount Not-To- Exceed $1,448,260 for a Period of Five Years; CEQA Status – Categorically Exempt under Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C26194249 with Orion Security for security services at the Municipal Service Center (MSC) and the Regional Water Quality Control Plant (RWQCP) for a term of five years and a total not-to-exceed amount of $1,448,260, including $172,260 for additional unplanned overtime hours for both MSC and RWQCP.
BACKGROUND
Security services are essential at both the MSC and the Regional RWQCP due to the nature of operations and the level of activity at these facilities. Both sites manage frequent staff, vendor, and contractor access, and house high-value equipment, vehicles, and infrastructure critical to the City’s daily operations. Security personnel ensure that only authorized individuals gain access, provide a visible deterrent to theft or vandalism, maintain control at gates and entrances, assist with traffic control during peak activity or deliveries, and help manage parking to prevent unauthorized use of City lots. Their presence helps safeguard City assets, ensure operational continuity, and protect the safety of employees and visitors.
For the past five years, Universal Security Company has provided contracted security services at the MSC and the RWQCP under Contract C201760031, which expired on October 7, 2024. In summer 2024 staff paused preparations for solicitation documents for a new long-term contract 1 City Council, October 7, 2019, Agenda Item #12, SR#10574; https://portal.laserfiche.com/Portal/DocView.aspx?id=147875&repo=r-704298fc&searchid=cb1a4508-0944-4b96- 956c-279f80c28884
to explore expanding the scope to include security services at City Hall.
Pausing the solicitation process allowed staff time to assess and define security needs at City Hall. To ensure service continuity during this transitional period, Council approved staff’s recommendation for a nine-month contract C251931872 with Universal Security Company to continue services at MSC and RWQCP and to accommodate additional coverage as needed. Over the duration of the nine-month interim security contract, staff completed their assessment of security needs at City Hall and it was ultimately decided not to include City Hall security services in the scope of the new contract.
ANALYSIS
Procurement Process
A formal request for proposals (RFP) for security services was posted on the City’s eProcurement system on April 28, 2025. The City received 12 responsive proposals by May 22, 2025.
A team composed of staff from the Public Works Department evaluated the proposals. The proposals were evaluated based on the following criteria: 1) Quality of Proposal, 2) Proposed Solution, 3) Experience, 4) Cost, 5) Financial Condition and Stability, 6) Timely Performance, 7) Prior Record of Performance, 8) Ability to Provide Ongoing Services, and 9) Compliance with City Requirements. Following a comprehensive evaluation, Orion Security received the highest aggregate score. Their proposal demonstrated a strong understanding of the City’s operational needs, and their pricing was competitive in relation to the proposed scope and service quality. The recommended contract (Attachment A) provides for continued daily unarmed security coverage at both MSC and RWQCP.
Cost Comparison Analysis
The new five-year security services contract reflects a total cost of $1,448,260. The Year 1 cost of $285,112 is 3% less than the 9-month interim contract cost of $220,752, when that amount is converted to an annual cost. The 12 five-year cost proposals received ranged from $1,225,800 to $2,247,000, with a median cost of $1,612,421.
FISCAL/RESOURCE IMPACT
The funding for this five-year contract will be sourced from and is available in the City’s General Fund, the Wastewater Treatment Fund, the Utilities Administration Fund, and the Vehicle Maintenance and Replacement Fund FY 2026 Adopted Operating budgets as follows: 18.5% from the Public Works Department General Fund, 10% from the Vehicle Maintenance and 2 City Council, March 24, 2025, Agenda Item #5 SR#2411-3808; https://portal.laserfiche.com/Portal/DocView.aspx?id=154317&repo=r-704298fc&searchid=fb7cd553-08ca-4a2c- baf0-0da70819cccb
Replacement Fund, 18% from the Utilities Administration Fund, 3.5% from the Community Services Department General Fund, and 50% from the Wastewater Treatment Fund.
Appropriations for subsequent contract years will be determined through the annual budget development process and subject to Council approval. The table below shows the breakdown of the annual cost per department as well as the total cost of the contract:
Table 3: Funding Allocation
Term Annual Cost
(Orion
Security)
Vehicle
Replacement
and
Maintenance
Fund
Public Works
Department
General Fund
Utilities
Administration
Fund
Community
Services
General Fund
Wastewater
Treatment
Fund
Year 1 $285,112 $28,511 $52,746 $51,320 $9,979 $142,556 Year 2 $287,382 $28,738 $53,166 $51,729 $10,058 $143,691 Year 3 $289,652 $28,965 $53,586 $52,137 $10,138 $144,826 Year 4 $291,922 $29,192 $54,006 $52,546 $10,217 $145,961 Year 5 $294,192 $29,419 $54,426 $52,955 $10,297 $147,096 Total $1,448,260 $144,824 $267,930 $260,687 $50,689 $724,130
STAKEHOLDER ENGAGEMENT
Departments and groups contributing to funding the security services at the MSC and RWQCP have been apprised of funding requirements for the contract and the projected costs of the new contract in developing operating budgets.
ENVIRONMENTAL REVIEW
This contract is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301 of the CEQA guidelines as maintenance to an existing facility and no further environmental review is necessary.
ATTACHMENTS
Attachment A: Orion Security; Contract C26194249
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer