Parks, Recreation, and Community Services Agency
www.santa-ana.org/parks-recreation
Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 16, 2024
TOPIC: Event Security Services
AGENDA TITLE
First Amendment with Patrol Solutions, LLC for Event Security Services at City Events to Update the Rates and Amend Compensation Terms from Annual Amounts to Total Not to Exceed Amount of $450,000 for the Entirety of the Agreement
RECOMMENDED ACTION
Authorize the City Manager to execute a first amendment to the agreement with Patrol Solutions, LLC for event security services at City Events to update the rates and amend the compensation terms from annual amounts to total not to exceed amount of $450,000 for the entirety of the agreement (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On April 5, 2022, the City of Santa Ana awarded an agreement to Patrol Solutions, LLC for event security services at City Events. The award was made through a request for proposal process where Patrol Solutions, LLC was selected.
The amount and size of City Events have grown since the execution of the original agreement resulting in a change in the type of security needs. City staff has determined that certain events such as the Summer Concert Series, Mid-Autumn Festival, and Movies in the Park require less time and coordination on the part of the vendor as would events like Fiestas Patrias, Chicano Heritage Festival, and Fourth of July. Therefore, City Staff is recommending the implementation of a new rate structure for Standard and Premium events. In addition, there is a need for a CPI adjustment to the rates due to inflation increases. While the rates are increasing, with the amendment of the compensation to remove annual amounts and allow a total amount not to exceed $450,000 over the entire term of the agreement, there is sufficient contract authority under the existing agreement to continue through the end of the agreement term of March 31, 2025.
FISCAL IMPACT
As of the end of the Winter Village event, the City has paid the vendor $297,676.28 on this agreement and $152,323.72 is available to use. The City is estimating to spend $12,500 for the remainder of fiscal year 2023-2024. Any remaining agreement balance
Event Security Services
April 16, 2024
4 1
6 2
at the end of the fiscal year may be used in fiscal year 2024-2025. Funding for the balance will be budgeted and made available as part of the City-wide budget process, pending City Council approval. There is no fiscal impact associated to the action as the amendment to the compensation to remove the annual amounts and allow a total amount not to exceed $450,000 over the entire term of the agreement will result in a zero dollar increase to the agreement total.
EXHIBIT(S)
1. Agreement Amendment
Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services
Approved By: Alvaro Nuñez, Acting City Manager