City Council
Report
City Council Meeting: December 15, 2020
Agenda Item: 3.C
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To: Mayor and City Council
From: Andy Agle, Director, Community Services Department, Cultural Affairs Subject: Approval of Contractual Services Agreement with A.G Coast Inc. dba California Panther Security for Security Services at the Annenberg Community Beach House
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4399 to A.G Coast Inc. dba California Panther Security for security services at the Annenberg Community Beach House; and
2. Authorize the City Manager to negotiate and execute an agreement with A.G Coast Inc. dba California Panther Security in an amount not to exceed $193,868 for one year, with four additional years with a three percent annual increase, on the same terms and conditions for a total amount not to exceed $1,029,268 over a five-year period, with future-year funding contingent on Council budget approval.
Summary
The Annenberg Community Beach House (Beach House) has contracted with a security vendor since April 2009, in adherence to governing documents such as the Statement of Official Action and Operations Plan, which require the City to provide on-site personnel year-round, including nighttime security staffing. The current service provider is contracted on an interim basis. Staff recommends A.G Coast Inc. dba California Panther Security (Panther Security) as the best bidder for security services at the Beach House for an amount not to exceed $193,868 for January 2021 through December 2021. The total estimated expenditure for five years with a three percent annual increase is $1,029,268. The service would be funded by the Beach Recreation Fund, dedicated to the operations and maintenance of the Beach House, beach maintenance, and beach recreation activities.
Discussion
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The Beach House sits on a five-acre parcel of Santa Monica State Beach, developed by William Randolph Hearst for actress Marion Davies in the 1920s. Originally known as the Marion Davies Estate, it became an oceanfront luxury hotel, then a private beach club. In partnership with the Annenberg Foundation and California State Parks, the City opened the site as a public beach facility known as the Annenberg Community Beach House on April 25, 2009. The Beach House combines elements of the historic Marion Davies Estate with amenities to create a truly unique community destination that is open to all, demonstrated in the City’s commitment to community-responsive programming, quality visitor services, and a high level of maintenance and security.
Site monitoring at the Beach House is guided by requirements specified in the Statement of Official Action (Attachment A) approved by City Council on May 25, 2006 and the Beach House Operations Plan (Attachment B).
In accordance with the above-mentioned governing documents, the City is required to provide site monitoring year-round. During daylight hours, staff is responsible for providing site supervision while overnight security services are provided by a contracted security service. Since opening in 2009, the Beach House has worked with contractors to provide security staffing for evenings, holidays when the site is closed to the public, and other permitted functions as necessary.
As required in the governing documents, contracted security personnel provide security from dusk to dawn, 365 days per year, to ensure both the safety of employees and visitors and that facilities and infrastructure are secure and protected from trespassing, vandalism, illegal and inappropriate behavior, and suspicious activities.
In addition to observing and reporting, duties for security personnel at the Beach House include:
• Providing regular roaming patrols at nighttime, including checking in at electronic stations throughout the site.
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• Securing vehicle entrances to the Beach House parking lots and external doors. • Staffing property at night and holidays to monitor access, maintaining a high visibility presence, and taking appropriate measures to prevent trespassing, damage, or theft of Beach House property.
• Assisting City personnel, including fire and police, as necessary by providing perimeter access control and traffic direction or by acting as site liaison. • Enforcing rules and providing support to Beach House staff when hired for private events that may involve alcohol, are youth-focused, or are attended by high-visibility individuals.
Vendor Selection
Bidder Recommendation
Best Bidder A.G Coast Inc dba California Panther Security Evaluation Criteria Price; the quality of services offered; the ability, capacity and skill of the bidder to perform or provide the services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference; the character, integrity, reputation, judgment, training, experience and efficiency of the bidder; the ability of the bidder to provide service as may be needed
Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded Date Publicly Opened
08/05/2020 City's Online
Bidding Site
Santa Monica Daily
Press
38 08/24/2020
Submittals Received*
The Alpha Omega Group Security
Services Inc. $1,016,729.24 Professional Security Consultants $1,225,304.37 A.G. Coast Inc dba California
Panther Security
$1,029,267.29 Kingdom Security, Inc. $1,245,256.26
JJ&B Group Inc. $1,065,586.67 National Eagle Security, Inc. $1,259,440.59 Eagle Security Services $1,070,192.55 Taurus Protection Inc $1,270,080.00 Alltech Industries Inc $1,101.101.18 American Guard Services, Inc. $1,280,039.46 Global Vision Security $1,121,660.61 Lyons Security Service, Inc. $1,328,283.89 Bluecoat Protection Services $1,134,000.00 Briggs International Inc $1,349,140.60 Inter-Con Security Systems, Inc $1,166,536.02 The Perfect Event $1,359,293.42 4 of 5
*Total price of five-year contract with estimated regular and holiday hours for site patrol, renewal options included.
Best Bidder Justification
Of the twenty bids received, six of the vendors with the overall lowest price were interviewed by Beach House staff. Interviews with the six vendors were evaluated based on work experience, screening and training process, onboarding and reporting system, pricing, and customer service philosophy. The top three vendors were invited to a second interview with additional Beach House staff. Based on the evaluation of the second interviews, pricing, and reference checks, A.G Coast Inc. dba California Panther Security (Panther Security) is recommended as the “best” bidder. The recommendation is not solely based on pricing; the estimated total cost of the recommended five-year contract with Panther Security is slightly over 1 percent higher than the lowest bidder; however, Panther Security demonstrated its ability to provide services with scope and requirements similar to the Beach House. This includes their extensive experience working with other municipalities, government agencies, and private entities. Panther Security also received positive references indicating highly trained employees and solid management and administrative structure. During the interviews, Panther Security was able to convey its ability to fulfill the demands of the Beach House contract and is recommended as the best fit for the Beach House for both site patrol and private-event staffing.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Beach Recreation Fund to award a contract with A.G Coast Inc. dba California Panther Security for security services at the Annenberg Community Beach House. Security staff for private events are paid directly to A.G Coast Inc. dba California Panther Security by private event clients.
Contract Request
FY 2020-21
Budget
Request Amount
Department Account # Total Contract
Amount
Allied Consulting & Security
Services $1,223,056.27 Absolute Security International, Inc $1,359,387.76 S&S Labor Force Inc, dba JRM $1,224,720.00 G4S Secure Solutions $1,544,467.86 5 of 5
$106,626.96 11400002.550010 $1,029,267.29
Prepared By: Joyce Perez, Sr. Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Attachment A - Statement of Official Action
B. Attachment B - Operations Plan
C. Attachment C - Oaks Initiative Form