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CC - CONSENT ITEM: (1) Approval of an Amendment to the Existing Professional Services Agreements with Absolute International Security to Continue Transportation and PRCS Security Services for an Additional Three-Month Period for a Total Amount Not-to-Exceed $40,296; and (2) Approval of a Professional Services Agreement with AG Coast dba California Panther Security for an Initial Two-Year Price-Fixed Term and Three Negotiable One-Year Options for a Total Amount Not-to-Exceed $332,596 for the First Two Years.
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Meeting Date: March 28, 2022
Contact Person/Dept.: Hector Calvinisti/Transportation
Arames White-Shearin/PRCS
Phone Number: (310) 253-6572
(310) 253-6725
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/23/2022);
Department Approval: Rolando Cruz, Chief Transportation Officer (03/15/2022); Armando Abrego, Director of Parks Recreation and Community Services (03/15/2022)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing professional services agreement with Absolute International Security (AIS) to continue security guard services for an additional three-month period in an amount not-to-exceed $40,296, while the transition is made to a new provider; and (2) approve a two-year price-fixed professional service agreement with three one-year options for a total term of no more than five years with AG Coast dba California Panther Security for unarmed, uniformed security guard services, for an amount not-to-exceed $332,596 for the first two years.
BACKGROUND
In December 2016, the City entered into a professional services agreement with Absolute International (AIS) to provide as-needed services for the Parks Recreation and Community Services (PRCS) Department. PRCS requires security services for PRCS special events, private major events or events that serve alcohol, which the City recovers the costs through billing the permittee as part of the event permit process.
In 2020, the AIS scope of service was extended to the Transportation Facility (“Facility”). Per Federal Transportation Administration (FTA) policy, the Transportation Department is required to have security services at the Facility. Given the size and nature of the Facility, City Council approved daily security services to be provided during normal working hours during the work week to safeguard the employees, infrastructure and equipment located at the Facility.
In January 2022, City Council approved an amendment to the existing agreement with AIS to continue security services for an additional three-month period, to ensure continuation of services during the Request for Proposal (RFP) process to obtain new security services. Staff recommends City Council authorize an additional three-month extension to the existing agreement with AIS while the transition is made to a new provider.
DISCUSSION
On January 2022, the Transportation Department and PRCS Department solicited a Request for Proposal (RFP), #2237 to provide unarmed, uniformed security guard services at their respective facilities.
The scope of work includes regularly scheduled security services for the Transportation Facility (Monday - Friday from 7am to 5pm) throughout the year, for an estimated total of 2,600 hours.
PRCS estimates 175 private events at an average of five hours for each event, additional hours for City-sponsored events & PRCS special events and regular security services at the Senior Center and weekends at Veterans Memorial Complex PRCS to address the return of large crowds. PRCS will continue to recover the costs for the private events by including the cost as part of the event permit and will use existing approved funds for assigned hours.
As a part of the proposal process, the Transportation Department and PRCS Department held job walks at the City Facilities outlined in the RFP with all potential proposers for this project to provide a current and detailed review of the Facility and associated activities. The job walk activities were divided into two different sessions to help mitigate the risk associated with COVID-19. The First job walk was attended by six potential proposers. Staff provided a detailed security analysis of the day-to-day operations, expectations, and anticipated results. The second job walk was attended by three potential proposers, where staff provided this second group with the same level of detail as the first group.
The City received 10 proposals and Department staff decided to evaluate all 10. The staff team evaluated the proposals based on qualifications & experience, response to scope of services, fees, references, schedule, and required forms. The team ranked AG Coast dba California Panther Security (AG Coast) as its first choice, with an estimated two-year contract price of $332,596. This includes a contingency of 20% over the estimated hours required for PRCS and Transportation Departments.
AG Coast has been in business for 19 years and has experience working with different security service projects for the cities of Anaheim, Torrance, and surrounding areas. For the past 10 years they have been safeguarding Amtrak Train Facilities in Los Angeles and for the past six years Amtrak Train Facilities in Sacramento. AG Coast currently provides security services for such private companies as: Child Care Resource Center, Watkins Shepard Trucking, Inc., and AT&T authorized dealers to name a few. AG Coast complies with all federal, state, and local regulations and requirements, including licensing and training, to carry out armed and unarmed security services. In recent years AG Coast has taken an innovative approach by implementing technical resources to help it with employee tracking and incident reporting. This approach is not only environmentally friendly by eliminating the use of paper, but it also creates seamless communication with its clients.
If approved, the security guard services provided by AG Coast will help the Transportation and PRCS Department maintain a high level of safety and security at their respective facilities.
FISCAL ANALYSIS
All costs for Parks and Recreation contract services will be paid using general fund accounts 10130110.919800, 101030285.919800, and 10130400.919800. Transportation related expenses will be charged to 20370100.619800. Funds for the three-month extension are included in the current fiscal year adopted budget. Funds for the new agreement will be included in appropriations as part of the annual budget process.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Absolute International Security for an additional three-month period for an amount not-to-exceed $40,296; and
2. Approve a two-year price-fixed professional services agreement with AG Coast dba California Panther Security, with three negotiable one-year options, for a total term of no more than five-years, in an amount not-to-exceed $332,596 for the first two years.
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.