|
Agenda Item
ASR
Control 22-000467 |
||
|
MEETING DATE: |
06/28/22 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
Probation
(Approved) |
|
|
Department contact
person(s): |
Bryan Prieto (714) 645-7002 |
|
|
|
Catherine Stiver (714) 645-7013 |
|
Subject: Approve Contract for
Security Guard Services
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2022-23 $1,253,400 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
No |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: 1/11/2022
#33; 7/28/2020 #22 |
||||||||||
RECOMMENDED ACTION(S):
|
1. |
Authorize the County Procurement Officer or Deputized designee to execute a Contract with Universal Protection Service LP dba Allied Universal Security Services for Security Guard Services, effective July 1, 2022, through September 30, 2024, in an amount not to exceed $2,755,000, renewable for a two-year term. |
|
2. |
Pursuant to Contract Policy Manual Section 3.3-113, authorize the County Procurement Officer or Deputized designee to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the contract amount for the first year of the contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer. |
SUMMARY:
Award of contract to Universal Protection Service, LP dba Allied Universal Security Services for Security Guard Services will provide effective screening and security services for the Probation Department's various facilities, enhancing the safety of Probation employees and the residents of Orange County.
BACKGROUND INFORMATION:
The Probation Department (Probation) provides housing of youthful offenders at its juvenile facilities and provides supervision and services to Adult and Juvenile Offenders in Orange County at its field offices. Each of these sites have members of the public, adult and juvenile offenders and/or friends and family of the offenders that may visit these sites. In order to ensure safety of the Probation employees and residents of Orange County, enhanced security services are a necessity at the Juvenile Hall and field offices. Security services required at the various locations include but are not limited to: weapons screening; supervision during visitation of youth in the facilities; security camera monitoring; assistance to Deputy Probation Officers during arrests; intervention and deterrence of illegal activity; issuance of parking violation notices; and performance of patrol checks of parking lots, office areas, lobby and exterior area of the buildings to ensure the safety of all staff and the public.
On July 28, 2020, the Board of Supervisors (Board) approved a contract with Universal Protection Service, LP dba Allied Universal Security Services (Allied) to provide security guard services, effective July 28, 2020, through January 31, 2022, utilizing John Wayne Airport's contract as a cooperative contract, in an amount not to exceed $1.3 million. Under this contract, Probation planned to assign 15 security guards to the various Probation facilities. Due to various recruitment-related issues, Allied was not able to fulfill the contracted number of guards; to date only five guards have passed background and are currently assigned. Due to COVID, Probation’s field offices and Juvenile Facilities were closed to the public. During this time the department limited access to essential services, reduced hours of operation, conducted business through alternate methods, etc., so the deficiencies in the number of required guards was manageable. Due to the aforementioned staffing deficiencies, Probation researched current county contracts for security guard services and identified several other county departments using similar services. As such, Probation requested the County Procurement Office (CPO) conduct a Request for Proposal (RFP) for security guard services to have a more robust review and selection process with input from various departments.
On July 22, 2021, the County Procurement Office (CPO) issued a Request for Proposal (RFP) utilizing the County’s online bidding system for security guard services. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation, there was one OCPP qualified proposal submitted. As a result of the RFP, CPO executed an aggregate Regional Cooperative Agreement (RCA) RCA-017-22010008, effective October 1, 2021, through September 30, 2026, with the four following firms:
|
1. Absolute Security International Inc. |
|
2. High Level Security Solutions, Inc. |
|
3. Lyons Security Service Inc. |
|
4. Universal Protection Service, LLC dba Allied Universal |
In an effort to achieve the desired number of guards, on January 11, 2022, Probation sought Board approval of a contract with Absolute Security International, Inc. (Absolute). Under the contract, Probation intended to assign security guards to various Probation facilities in a phased in approach for a successful transition of security services from Allied to Absolute. Since it was unknown how quickly Absolute would fulfill the contracted 15 guards, a short-term contract with Allied was issued extending the contract through July 31, 2022. It was agreed that, upon fulfillment of the assigned guards by Absolute, the contract with Allied was going to be terminated. To date, Absolute has experienced similar recruitment issues and has not been able to fulfill the contracted number of security guards.
Probation met internally to discuss the challenges and develop a plan to achieve the desired number of guards at all Probation sites and fully utilize the options available through the RCA. Due to the various recruitment issues encountered by both Allied and Absolute, the decision was made to further expand to work with all approved firms on the RCA. Probation reached out to all firms with the following results:
|
Allied – Agreed to the proposed contract, coterminous with the RCA, to continue providing the current five security guards and continue to send candidates to the department until needs are met, for which Probation is seeking Board approval today. The proposed contract is effective July 1, 2022, through September 30, 2024, in an amount not to exceed $2,755,000 renewable for a two-year term. In addition, a 10 percent contingency, as allowed by Contract Policy Manual Section 3.3-113, is requested as the needs for security services may adjust based on number of operating facilities, population. Absolute Security International Inc. |
|
Absolute – Agreed to continue with the current contract and continue sending candidates until the department needs are met. |
|
High Level Security Solutions, Inc. – Agreed to contract with the department to provide security services. A contract in the amount of $200,000 was executed by the department as the amount is below Board threshold pursuant to CPM Section 3.3-102. This contract was executed at a lower dollar amount due to the smaller size of the firm. |
|
Lyons Security Service, Inc – Declined to contract with Probation at the RCA contracted rates. |
Under the proposed and current contracts, Probation will work with the firms to meet the departments needs for security services. The desired goal of the department is to fully staff security services through one contractor by implementing a phased approach to transition to this model in collaboration with the contractors.
Contractor performance has been confirmed as at least satisfactory, but there are identified issues as discussed above regarding the number of armed guards that have been provided. Probation has verified there are no issues that must be addressed with respect to Contractor’s name/ownership, litigation status or conflicts with County interests. Due to contract negotiations, Probation was unable to bring item within 30 days before contract start date.
This contract does not currently include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this Contract will be included in Budget Control 057 (Probation) FY 2022-23 Budget and will be included in the budgeting process for future years.
This contract contains language permitting reduction or termination without penalty if approved funding or appropriations are reduced or terminated.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-057-22011675
Attachment B - Contract Summary Form
Attachment C - Memorandum of Recommendation