For City Council Meeting [June 13, 2023]
TO: Honorable Mayor and City Council
APPROVAL: Arron Brown, Acting City Manager
FROM: Tim Sullivan, Director of Maintenance and Facilities Department
Title
Request City Council to: (1) Approve a Contract Services Agreement with Securitas Electronic Security, Inc. for Annual Access and Intrusion Alarm System Monitoring, Maintenance and Repair Services in the Not-to-Exceed Amount of $154,104.68 for Fiscal Year 2023/2024; and (2) Authorize the City Manager to Execute All Related Documents.
(ACTION)
Body
BACKGROUND
In 2006 the City authorized a Professional Services Agreement with an outside consultant to complete a comprehensive professional analysis to evaluate the adequacy of the City’s security system. That process resulted in the completion of an Request for Bid (RFB) for the construction and installation of an enhanced, centrally controlled security and access control system. During the RFB stage of the Citywide security project, the City’s consultant and City staff conducted a comprehensive walk-through of facilities with the prospective bidders. Henry Bros. Electronics, Inc. (HBE) ultimately met the cost vs. benefit standard of the RFB and showed the greatest understanding of the City’s current and future needs.
On June 5, 2007, City Council awarded a contract to HBE for the installation and monitoring of a Citywide security system and approved a Notice of Completion for the completion and acceptance of the project on May 26, 2009. The project covered all City facilities and added facility access control Citywide, updated technology, electronic gates, and panic alarms in some locations.
In December 2010, Kratos Public Safety & Security Solutions, Inc. (Kratos) acquired HBE and on August 9, 2011, City Council approved Kratos as a Sole Source provider for security systems as part of the efforts to ensure continuity and maintain high-security standards.
In June 2018, Kratos Public Safety & Security, Inc. was acquired by Securitas Electronic Security, Inc., (Securitas). A copy of the acquisition letter is included as Attachment 1. Securitas continues to provide Citywide security monitoring services that were previously provided by HBE and Kratos.
ANALYSIS/DISCUSSION
Securitas is currently providing the City with the Platinum-level service plan which includes same-day maintenance and repair services 24 hours a day, annual preventative maintenance inspections, annual alarm monitoring, and manufacture software support. The City has used this plan for many years and is satisfied with its results.
Historically, Securitas has had a 3% price increase each year. For the 2023/2024 Fiscal Year, Securitas is proposing a 3.5% price decrease. The term of the proposed agreement is for one (1) year, with the option of two (2) additional one (1) year extensions, should the City Council elect to extend the contract. A price comparison of the services is shown on Table 1 below.
Table 1 - FY2022-2023 and 2023-2024 Contract Price Comparison
Staff is requesting that the agreement amount include additional funding to cover the costs of unforeseen expenses in the amount of $20,000. The additional funding is based on the average dollar amount spent with Securitas to cover items such as new security installations and the replacement of obsolete hardware, which is not covered by Securitas’ Scope of Service.
The Services Agreement with Securitas is included as Attachment 2 and a copy of the Disclosure Form is included as Attachment 3.
ENVIRONMENTAL IMPACT
Approval of the security system maintenance and monitoring services is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report and Services Agreement.
FINANCIAL IMPACT
Operating Budget Impact
Funds are budgeted and available in the General Fund Facility Maintenance Account No. 010-500-7302-2011 in the amount of $154,104.68 for the Service Agreement with Securitas Electronic Security, Inc. for the FY2023/2024 Access and Intrusion Alarm System Monitoring, Maintenance and Repair Services.
Additional requests for service such as card readers, panels, port hubs and intrusion alarms will be absorbed in the Facilities Maintenance budget, Account No. 010-500-7302-2011. Staff is requesting an additional 15% of the proposed cost in the amount of $20,000 allocated for additional services and improvements and included as part of the total contract services agreement.
Capital Improvement Budget Impact
This is an annual maintenance contract for existing infrastructure and has no impact on the Capital Improvement Budget
Licensing
Prior to the execution of the Service Agreement, the vendor shall submit a business license application and pay a Business License tax at the rate of $229, as well as Administration and State fees.
RECOMMENDATION
Staff recommends that the City Council:
1) Approve a Contract Services Agreement with Securitas Electronic Security, Inc. for the annual access and intrusion alarm system monitoring, maintenance, and repair services in the not-to-exceed amount of $154,104.68 for Fiscal Year 2023/2024; and
2) Authorize the City Manager to execute all related documents.