City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 22, 2024 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: ESTABLISHMENT OF A SECURITY SERVICES PANEL AND EXECUTE A MASTER PROFESSIONAL SERVICE PANEL AGREEMENT FOR UNARMED SECURITY SERVICES AT VARIOUS CITY LOCATIONS PER REQUEST FOR QUALIFICATIONS NO. 2341 FOR AN INITIAL TWO YEAR-TERM WITH OPTIONS TO EXTEND FOR TWO (2) ADDITIONAL TWO-YEAR TERMS.
ISSUES:
The City Council approves the establishment of Citywide Security Services Panel per Request for Qualifications (RFQ) No. 2341 for unarmed security services at various city locations for an initial term of two years with options to extend for two (2) additional two-year terms and execute a Master Agreement for said services with all qualified vendors.
RECOMMENDATIONS:
That the City Council:
Approve a Master Agreement for unarmed security services to Absolute Security International, Inc of Irwindale, CA, Lyons Security Service, Inc. of Anaheim, CA, Universal Protection Service, LP of Santa Ana, CA, Southwest Patrol Inc. of Brea, CA, and Citiguard Security of West Hills, CA, for a not to exceed $500,000 per project for a term of two years; and Authorize options to extend for two (2) additional two-year terms; and Authorize the City Manager, or his designee, to execute the Master Security Services Agreements with each of the five qualified vendors, including making minor and non-substantive changes, including any adding or removing qualified vendors from the panel, authorize the execution of the optional extensions, and authorize the City Manager to award and execute Supplemental Agreements for Specific Project Work in accordance with the Master Agreement terms up to $500,000 per Supplemental Agreement, subject to the availability of budgeted funds.
BACKGROUND:
The General Services Department (General Services) is responsible for maintaining City facilities, including security services.
Allied Universal Security Services provides current service levels, including unarmed daytime security guard service, 24/7 security service at predefined City locations, mobile parking garage patrol, and after-hours security.
On October 10, 2023, the City Council approved the First Amendment to the Agreement for Unarmed Security Services at Various City Facilities with Allied Universal Security Services in the amount of $269,755.22 to support the Security Resource Pilot Program by adding foot and hybrid vehicle/foot security patrols in the Downtown and along the Magnolia corridor.
On January 16, 2024, the City Council approved a supplemental appropriation of $100,000 in the General Fund, Non-Departmental General Services expenditure account 7222100-421000, to fund security patrols in Wards 5 and 6. Allied Universal Security Services is currently providing these services.
DISCUSSION:
On June 13, 2023, the City Council approved a Services Agreement for Unarmed Security Services at Various City Facilities with Universal Protection Services, LP, dba Allied Universal Security Services, of Santa Ana, California, in the amount of $4,110,868.72 through June 30, 2025, plus 20% change order authority in the amount of $822,173.74 for unforeseen changes in service to include, but not limited to request to increase service frequency, addition of new City facilities, or to provide special or emergency security services. The Service Agreement includes options to extend it for two additional two-year terms.
On February 21, 2024, General Services issued Request for Qualifications No. 2341 soliciting qualified vendors to provide annual unarmed security services for various City facilities. The intent is to establish a panel of pre-approved unarmed security providers able to provide additional services outside of the primary service agreement with Allied Universal, as requested by the City Council and City departments. When new or additional security services are needed, departments may request quotes from the five pre-approved security services providers to ensure the best possible pricing is obtained. This will also provide flexibility if a security service provider is unable to provide the requested service or is not performing the service satisfactorily.
The notification was sent to 289 City of Riverside vendors and 500 external vendors. With 89 prospective bidders, RFQ 2341 closed on February 21, 2024, with a total of 30 responses. Twenty responses were found to be responsive and responsible, and 10 responses were found to be nonresponsive. The nonresponsive proposals ranged from not meeting the minimum required experience, not having the required license, submitting multiple responses, or submitting exceptions to the Master Agreement. Under the guidance of the purchasing department, 3 City staff members evaluated the proposals. The total points and rankings are summarized in the table below.
The Selection Committee reviewed all responsive proposals in accordance with the scoring criteria outlined in RFQ No. 2341 as follows:
A. Qualifications (35%);
B. Experience (30%);
C. Professional References (15%); and
E. Approach and Methodology (20%).
After careful review and consideration, the selection committee determined that the following five service providers are most qualified to perform the services outlined in RFQ No. 2341.
Vendor Name
City
Total Points
Rank
Absolute Security International, Inc.
Irwindale, CA
275.00
1 Lyon Security, Inc.
Anaheim, CA
270.00
2 Universal Protection Services, LP
Santa Ana, CA
265.00
3 Southwest Patrol, Inc.
Brea, CA
264.00
4 City Guard Security
West Hills, CA
255.00
5 A Master Agreement will be executed with qualifying contractors that defines the general terms and conditions and special provisions required to do work for the City of Riverside. The contracts shall be for an initial term of two years and two (2) additional two (2) year extensions.
For each security assignment, a request for proposals will be sent to all qualified vendors with service-specific requirements for that job on an as-needed basis, not exceeding $500,000. Like an informal bid, the project will be awarded to the vendor who meets the requirements and offers the lowest bid, ensuring a fair and transparent selection process.
Per Purchasing Resolution 24101, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that…. (c) Contracts procured through Formal Procurement for Services or Professional Services, where a Request for Proposals or Request for Qualifications was used to solicit Bids, shall be awarded by the Awarding Entity in accordance with the evaluation criteria set forth in the Request for Proposals or Request for Qualifications.” The Purchasing Manager concurs that the recommendation is in compliance with current Purchasing Resolution 24101.
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 Request for Qualifications 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 – Implementation of a panel of security service providers provides City departments flexibility in obtaining additional security services as needed.
Sustainability & Resiliency - Contract security services help to mitigate safety risks, furthering the City's operational sustainability and resiliency.
FISCAL IMPACT:
The Master Security Services Agreement has no immediate fiscal impact. The associated costs will be determined on a project-by-project basis. For each security assignment project, a proposal request will be sent to all qualified vendors with service-specific requirements for that job on an as-needed basis, not to exceed $500,000 per project. Similar to an informal bid, the project will be awarded to the vendor who meets the bid requirements and offers the lowest pricing, ensuring a fair and transparent selection process. The benefiting department will identify the funds availability within existing budgeted funds and confirm at the time of execution.
Prepared by: An-Chi Filiar, Senior Administrative Analyst Approved by: Carl Carey, General Services Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
RFQ No. 2341 Award Recommendation
Master Services Agreement – Absolute Security International, Inc.
Master Services Agreement – Citiguard Security
Master Services Agreement – Lyon Security, Inc.
Master Services Agreement – Southwest Patrol, Inc.
Master Services Agreement – Universal Protection Services, LP RFQ No. 2174 - Universal Protection Services L.P. AgreementPage 4