BOARD MEETING DATE: November 5, 2010
AGENDA NO. 4
PROPOSAL:
Execute Contract for Security Guard Services at Diamond Bar Headquarters
SYNOPSIS:
The current contract for Diamond Bar headquarters security guard services expires on November 30, 2010. On July 9, 2010 the Board approved release of an RFP to solicit proposals from firms interested in providing these services. This action is to execute a two-year contract with Contact Security Inc., for a total amount not to exceed $887,245. Funding has been included in the FY 2010-11 Budget and will be requested in successive fiscal years.
COMMITTEE:
Administrative, October 8, 2010, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Chairman to execute a two-year contract with Contact Security Inc., for security guard services, for the period of December 1, 2010 through November 30, 2012; for a total amount not to exceed $887,245.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
AQMD contracts with a security guard service firm to provide armed and unarmed security guard services at the Diamond Bar headquarters. The contract term with the current contractor, Contact Security Inc., expires November 30, 2010. On July 9, 2010, AQMD released RFP # 2011-03 to solicit proposals from security guard service providers interested in contracting with AQMD for a three-year period. The Administrative Committee, at its October meeting, voted to revise the length of the contract, reducing the term from three years to two years.
In addition to routine guard services, AQMD requires occasional enhanced services to provide adequate coverage for highly attended conferences, certain Board meetings and other types of special events.
While it is difficult to anticipate what these special-need costs will be, experience indicates they typically increase guard costs by about five percent. As a consequence, the costs listed in this Board letter include an added five percent beyond proposal costs submitted, as a contingency amount to meet special-occasion needs.
Outreach
In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.
Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP has been mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov/). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Proposal Evaluation
Eighty copies of the RFP were mailed out and 57 vendors attended the mandatory bidders’ conference held on July 28, 2010. Twenty-seven proposals were received when final bidding closed at 2:00 p.m., August 11, 2010. Eighteen of the proposals received were complete and met RFP requirements.
The panel evaluating proposals included a retired AQMD Building Maintenance Manager and three AQMD employees—a Business Services Manager, a Risk Manager and a Facilities Services Technician. Of these four panel members, one is Caucasian and three are Hispanic; two are female and two are male.
The panel evaluated the 18 qualified and responsive proposals based on criteria specified in the RFP, which included completeness of response, cost, understanding of the requirements, contractor qualifications, and references regarding past experience. Although the proposals received and scored were based on a three-year contract, per the direction given by the Administrative Committee on October 8, 2010, the contract term has been reduced to two years.
The current contractor, Contact Security Inc., submitted four options, with one including medical insurance for the contractor’s full-time employees at the level specified by the Board for receiving additional points (shown as number 4 below, and number 7 on Attachment A).
Contact Security’s four options are:
(Note: reference to the third year of the contract is no longer applicable.)
Pay increases for guards of $0.50 per hour in both the second and third years of the contract (i.e., guards, whose last increase was December 2009, would have their first pay increase in December 2011).
Pay increases of $0.25 per hour at the initiation of the contract and every six months throughout the remainder of the contract.
Pay increases of $0.50 per hour in the second and third years of the contract (as in option 1), and one additional week of paid vacation.
Pay increases of $0.50 per hour in the second and third years of the contract (as in option 1) and medical insurance coverage that meets criteria specified in AQMD’s contracting policy for earning additional points in the evaluation process.
Options 1, 2 and 3 also give the full-time guards the option of participating in the company health insurance plan and provide a one-week paid vacation after one year of employment.
The attachment summarizes scores of the qualified bids. Contact Security Inc., was the firm that submitted the highest-rated qualified bid, which included excellent references for comparable public-sector security guard services. Staff recommends the contract be awarded to Contact Security Inc., for their Option 2 proposal. This option provides the best value to AQMD while providing flexibility to the employed guards.
Resource Impacts
Sufficient funds in the amount of $252,390 are available in the approved FY 2010-11 Budget for the remainder of this fiscal year. Since this will be a two-year contract, continuing funding will need to be included in the budgets for each of the remaining fiscal years of the contract. Annual costs are $445,448 for FY 2011-12, and $189,407 for the five months of the contract that fall within for FY 2012-13.
Attachment (DOC, 41k)
Security Guard Services Bid Evaluation Summary