City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 13, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: REQUEST FOR PROPOSAL NO. 2174 – AGREEMENT FOR UNARMED SECURITY SERVICES AT VARIOUS CITY FACILITIES FROM UNIVERSAL PROTECTION SERVICE, LP, DBA ALLIED UNIVERSAL SECURITY SERVICES, OF SANTA ANA, CALIFORNIA IN THE AMOUNT OF $4,110,868.72; PLUS A 20% CHANGE ORDER AUTHORITY IN THE AMOUNT OF $822,173.74 FOR A TOTAL CONTRACT AMOUNT OF $4,933,042.46, THROUGH JUNE 30, 2025, WITH TWO OPTIONAL TWO-YEAR EXTENSIONS ISSUES:
Approve a Services Agreement from Request for Proposal No. 2174 for Unarmed Security Services at Various City Facilities from Universal Protection Service, LP, dba Allied Universal Security Services, of Santa Ana, California in the amount of $4,110,868.72; plus a 20% change order authority in the amount of $822,173.74 for a total contract amount of $4,933,042.46, through June 30, 2025, with two optional two-year extensions.
RECOMMENDATIONS:
That the City Council:
Approve a Services Agreement for Unarmed Security Services at Various City Facilities with Universal Protection Service, LP, dba Allied Universal Security Services, of Santa Ana, California in the amount of $4,110,868.72 through June 30, 2025; Authorize a 20% change order authority in the amount of $822,173.74 for unforeseen changes in service to include, but not limited to requests to increase service frequency, addition of new City facilities, or to provide special or emergency security services; Authorize options to extend for two (2) additional two-year terms; and Authorize the City Manager or designee to execute the Services Agreement and optional extensions, including making minor and non-substantive changes as necessary.
BACKGROUND:
Unarmed daytime security guard service is provided at City Hall, Public Utilities Orange Square, Public Utilities Resource Center, Eastside Library, and Arlanza Library. Twenty-four seven (24/7) service is provided at the Main Library, the Corporation Yard, Utilities Operation Center, and an active mobile patrol at Public Works Garages 1, 2, 3, 6, and 7. Additionally, after-hours service is provided at the Water Quality Control Plant. After-hours service provides an active mobile patrol of the identified sites during non-business hours and is intended to protect property and products being delivered, stored, and installed at those sites when City staff is not present.
DISCUSSION:
The General Services Department (General Services) is responsible for maintaining City facilities, including security services. The current Unarmed Security Officer Services Agreement will expire June 30, 2023, and no extensions are available. On April 4, 2022, General Services issued Request for Proposals (RFP) No. 2174, soliciting qualified vendors to provide annual unarmed security services at various City facilities. A non-mandatory pre-proposal meeting was held on April 12, 2022, and final proposals were due on May 3, 2022.
RFP No. 2174 received twenty-one (21) proposals, of which, after an initial evaluation by the Purchasing Division, nineteen (19) proposals were deemed responsive. A Selection Committee consisting of representatives from the General Services, Parks and Recreation, Library, Public Utilities, and Public Works departments reviewed the proposals to determine which was the most qualified. As a vendor could not be selected prior the end of fiscal year 2021/2022, and in order to continue Unarmed Security Services without disruption, General Services requested that the current vendor continue to provide said services until June 30, 2023. Universal Protection Service agreed to the extension and did so without any increases to their current rate.
The Selection Committee reviewed and ranked the nineteen (19) responsive proposals in accordance with the scoring criteria outlined in RFP No. 2174 as follows:
A. Qualifications (35%);
B. Pricing (20%);
C. Experience (20%);
D. Professional References (15%); and
E. Approach and Methodology (10%).
Interviews were then conducted with the top four ranked proposers, after which the Selection Committee chose the vendor which best met the requirements of RFP No. 2174, with City Council consideration anticipated to occur in February 2023. However, the Council report was delayed due to a formal bid protest received by the Procurement Manager. This ultimately resulted in the top two ranked proposers ultimately being deemed to be non-responsive.
As a result, Universal Protection Service, LP, was the next responsive bidder meeting all the criteria and was selected as the top proposer. Per requirements of the RFP process, the City entered into a best and final negotiation with Universal Protection Service, LP. The amounts included in the recommendations represent a less than 1% decrease from Universal Protection Service, LP’s original proposal.
Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolution No. 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 – Infrastructure, Mobility & Connectivity, and specifically Goal 6.2 – Maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting threads, as follows:
Community Trust- Following the City’s procurement policy process and Purchasing resolution, unarmed security services were solicited via a formal RFP process and subsequently agendized for City Council review and consideration, ensuring public transparency.
Equity - Security services are provided equitably across City facilities, helping to ensure the safety of residents, staff and visitors.
Fiscal Responsibility - Competitive procurement was used to secure the lowest cost for unarmed security services ensuring fiscal responsibility.
Innovation - This item is neutral towards this cross-cutting thread.
Sustainability & Resiliency - Contract security services help to mitigate safety risks, furthering the City's operational sustainability and resiliency.
FISCAL IMPACT:
The fiscal impact of this action for FY 2023/24 is $2,025,232.50 plus a 20% change order authority in the amount of $405,046.50 for a total amount of $2,430,279.00 for Unarmed Security Officer Services from July 1, 2023, through June 30, 2024. Sufficient funds are included in the FY 2023/24 budget in the following accounts for Unarmed Security Officer Services for services. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Fund Name
Account Number
Department-Divisions
Dollar Amount
General Fund
2210000-421000
General Services Building Services
$7,862.40
3510000-421000
Fire Operations
$7,862.40
4110100-421000
Public Works Streets
$15,724.80
4110400-422201
Public Works Signal Maintenance
$7,862.40
5135000-421000
Library Neighborhood Services
$417,690.00
5205000-421000
Park & Recreation - Recreation
$460,687.50
5215000-421000
Park & Rec Parks
$7,862.40
5230000-421000
Youth Innovation Center
$73,125.00
7222100-421000
City Hall Occupancy Non-Departmental
$154,440.00
Electric
6000010-421000
Public Utilities Admin Bldg. Occupancy
$343,980.00
6100000-421000
Public Utilities Electric Operations
$47,174.40
6105000-421000
Public Utilities Water Field Operation
$47,174.40
Water
6205000-421000
Public Utilities Water Operations
$31,449.60
Solid Waste
4130100-421000
Public Works Solid Waste
$39,312.00
Sewer
4125000-421000
Water Quality Control
$90,090.00
Special Trans
5200200-421000
Park & Rec Special Trans Services
$7,862.40
Public Parking
4150000-421000
Public Parking
$223,140.00
Central Stores
2315200-421000
Finance Purchasing Central Stores
$7,862.40
Central Garage
2215000-421000
General Services Fleet
$34,070.40
$2,025,232.50
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Award Recommendation
Services Agreement
RFP No. 2174 - Universal Protection Services L.P. AgreementPage 4