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EXECUTE AGREEMENT FOR CITYWIDE SECURITY SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a five-year Professional Services Agreement between the City of Stockton and Apollo Private Security Limited for City Wide Security Services (PUR 18-017) for a total contract amount not to exceed $5,500,000 (Attachment A).
2. It is further recommended that the City Manager is hereby authorized and directed to make any and all expenditures and appropriations on behalf of the City as appropriate and necessary to carry out the purpose and intent of this motion.
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Summary
There are several City buildings and Departments utilizing private security services to provide customer assistance, patrol after hours, escort employees and customers to their vehicles, and provide security at public meetings. It is advantageous for the City to have one contractor provide these services as it allows for flexibility in assignments while maintaining a standard level of service and limiting required contract oversight by City staff. The current contract expires January 7, 2019, which prompted the issuance of a Request for Proposals (RFP) for City Wide Security Services (PUR 18-017) on July 26, 2018. Seven responses were received and six reviewed by the RFP Selection Committee (Committee), consisting of representatives from the City Manager, Community Services, Economic Development, Municipal Utilities, and Public Works Departments. Each proposal was rated based on the criteria identified in the RFP, and four proposers were invited to participate in an interview on September 12, 2018. At the conclusion of the interviews, the Committee selected Apollo Private Security Limited from Stockton, CA. The term for the proposed Professional Services Agreement (PSA) is five years, with a not-to-exceed cost of $5,500,000.
DISCUSSION
Background
Since 2008, the City has contracted for security services at various City buildings to provide customer assistance, patrol after hours, escort employees and customers to their vehicles, to provide security at City Council meetings, and provide security at the library branches throughout San Joaquin County. In December 2013, the contract with First Alarm Security and Patrol Inc. was approved with an annual estimated cost of $660,000 based on 36,203 hours of service. As a result of federal and state statutory minimum wage and benefit mandates, Security Officer and Patrol rates were increased in 2016, 2017, and 2018. Also during the contract term, the number of sites served and site-specific hours increased.
The final term extension with First Alarm Security and Patrol Inc. is set to expire on January 7, 2019, prompting the development of requirements for a new Request for Proposals (RFP) for private security services. Currently, the City uses private security services for fixed-post and bicycle patrol security services at the following facilities:
• City Hall - Administrative Services, City Council meetings
• Civic Center Parking Lot/Bicycle Patrol
• Police Headquarters - Stewart/Eberhardt Building
• Corporation Yard - Public Works Department
• Community Centers - Arnold Rue, Oak Park, Stribley, and Van Buskirk
• Libraries: City and County branches
• Park Facilities: Buckley Cove and Pixie Woods
• Municipal Utilities Plant
Hours, staffing, and specific duties vary by location and are at the discretion of each Department based on its unique security needs. It is advantageous for the City to have one contractor provide these services as it allows for flexibility in assignments while encouraging a standard service level and limiting required contract oversight by City staff.
Present Situation
The RFP was issued on July 26, 2018, directly mailed to 13 prospective vendors, advertised in The Record, and posted on the City’s Bid Flash website. A total of seven proposals were received. Six proposals were deemed eligible and the Committee, consisting of representatives from City Manager, Community Services, Economic Development, Municipal Utilities, and Public Works Departments, rated each proposal based on criteria set forth in the RFP Bid Specifications.
The following top four proposers were invited to participate in an interview with the Committee on September 12, 2018:
• Apollo Private Security
• First Alarm Security and Patrol, Inc.
• National Security Industries
• Securitas Security Services USA, Inc.
Following the interviews, the Committee agreed Apollo Private Security Limited best met the City’s needs outlined in the RFP. Apollo Private Security Limited has experience working with the Downtown Stockton Alliance, SP+, and Stockton Ports games at Banner Island Ballpark. They currently operate a 24-hour patrol in Downtown Stockton, providing security services for several customers in the City. Being centrally located in Downtown Stockton, Apollo Private Security Limited has committed to being available to address any issues or concerns that may arise. Project deliverables include providing premium, affordable service through regular up-to-date guard training sessions, report writing techniques, and software that allow for online client monitoring, and a professional physical presence to deter crime.
The contract will be managed by the Police Department’s Fiscal Affairs and Planning Section to coordinate quarterly meetings with participating Departments to assess satisfaction and address any global issues related to the contracted services. Monthly billing, including invoice review and payment, will be handled by the individual Departments in an effort to maintain direct oversight with the day-to-day services. Approximately 53,100 hours annually will be covered under this PSA.
FINANCIAL SUMMARY
The pricing proposal submitted by Apollo Private Security Limited will cover the entire five-year term of the PSA. The proposed cost is within the existing FY 2018-19 budget appropriation for each of the locations requesting services, and an additional budget appropriation is not needed. Each Department participating in this contract is responsible for requesting necessary funding in its annual operating budgets. Should the needs of the City change during the contract term, the PSA allows for flexibility in hours and locations be mutually agreed upon and changed administratively, provided the total contract amount of $5,500,000 is not exceeded.
It is estimated that the annual cost of these services paid to Apollo Private Security Limited will not exceed $1,200,000 based on approximately 53,100 hours of service. Approximately 7,100 of these hours will be charged to the General Fund. The remainder of the annual cost will be charged to Municipal Utilities, as well as other funds partially funded with General Fund dollars such as the Library, Recreation, and Fleet Internal Service Fund.
Attachment A - Professional Services Agreement - Apollo Private Security Limited