Title
MOTION TO RATIFY THE CITY MANAGERS APPROVAL TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT FOR SECURITY GUARD SERVICES WITH DALAMA PROTECTION AND BAYUS SECURITY PROTECTION, INC. FOR A MONTH TO MONTH TERM UNTIL THE CITY ENTERS INTO A NEW AGREEMENT AS A RESULT OF RFQ # PSPW-16-17.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On March 25, 2008, the City advertised RFP# PSPW-08-03 for “Security Services” to provide armed and unarmed security services on an as-needed basis at various City locations.
2. On April 24, 2008, the CITY opened eight (8) bids at the offices of the City Clerk.
3. On May, 21, 2008, the City Commission approved the award RFP # PSPW-08-03 "Security Services" to the most responsive/responsible proposer Bayus Security Services, Inc., in the approximate annual amount of $475,000 for an initial two year period, at the following hourly rates:
Description Hourly Rates
Armed Guards $12.80
Unarmed Guards $11.40
Golf Cart $ 0.44
4. On July 25, 2008, the Parties entered into an agreement for an initial two (2) year period commencing on August 11, 2008 and expiring on August 10, 2010.
5. The Original Agreement included the option to renew the agreement for additional two (2) year terms evidenced by written mutual consent of the parties.
6. The contract was used for various sites on an as-needed basis. These sites included the Water Treatment Plant, Wastewater Treatment Plant, City Center Property, Academic Village, Storage Lot, Pines Point, and Howard C. Forman Health Services Campus.
7. On March 14, 2011, the parties executed the First Amendment which renewed the term for the first two (2) year renewal period, effective July 26, 2010 and terminating on July 27, 2012, and amended the approximate annual amount from $475,000 to $375,000 and also reduced the hourly rates to:
Description Hourly Rates
Armed Guards $12.30
Unarmed Guards $11.15
Golf Cart $ 0.44
8. On September 17, 2012, the parties executed the Second Amendment which renewed the term for the second two (2) year renewal period, effective July 26, 2012 and terminating on July 27, 2014.
9. In June of 2014, the City purchased the Broward Correctional Institution Property (Women's Prison Site) and immediately began to notice vandalism and break-ins occuring at the property. As a result, the Public Services Director authorized Bayus to provide security services at the site, as an emergency, with a guard and a patrol vehicle starting on June 13, 2014. The pricing for the patrol car was not stated in the agreement, however Bayus agreed to provide the patrol car at a cost of $1.50 per hour. The expenses related to this site are recorded as part of the investment cost that are covered by the revenue of the sale of the land.
10. Per Section 35.18(C)(1) of our Procurement Code; "In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services."
11. On July 7, 2014, the parties executed the Third Amendment which renewed the term of the Original Agreement for the third two (2) year renewal period, effective July 27, 2014 and terminating on July 26, 2016.
12. On May 10, 2016, the City Manager sent the Contract Database Report to the City Commission. The Contract Database Report included the recommendation, from the Public Services Director, to renew the Bayus agreement for an additional two-year period, as allowed by the contract, which would have extended the agreement to July 26, 2018. However, after receiving some complaints regarding graffiti at the Academic Village campus, on May 19, 2016, the Public Services Department requested approval from the City Manager to relieve Bayus Security of their duties and to have another company take over the services at the Academic Village location immediately.
13. As a result, the Public Services obtained two additional quotes to compare to the existing guard services at Academic Village Campus. The prices for the Unarmed Guard Services were:
Description Hourly Rates
Bayus Security $11.15 (Current)
PGS $14.50
Dalama $15.00
14. The Public Services Department analyzed the submittals from PGS and Dalama, and selected Dalama to be the most qualified to perform the security guard services at the Academic Village Campus and requested for the City Manager to enter into a professional services agreement as an emergency, on a month to month basis, until the Procurement Division could complete the formal procurement process for a new City wide Security Guard Services Agreement.
15. Since the expiration of the Third Amendment on July 26, 2016, the City has been utilizing Bayus Security on a month to month basis without a contract (at the previously contracted rates) and payments are being processed on a Cash Payment Requisition (CPR) instead of a Purchase Order (PO).
16. On October 19, 2016, the City Commission approved the advertisement of RFQ # PSPW-16-17 "Security Guard Services," which was later advertised on October 25, 2016.
17. On December 13, 2016, the City opened sixteen (16) proposals and one (1) "No Bid" from the following vendors (listed in order lowest to highest, based on the sites that the City anticipates on using the Guard Services):
Vendor Name Proposed Cost
Bayus Security Protection $266,373.12
Blue Shield Security and Protection, Inc. $302,764.80
Delad Security, Inc. $313,597.44
American Guard Services, Inc. $315,862.56
United Services, Inc. $316,842.24
Madison Security Group $326,277.12
DSI Security Services $327,759.12
FPI Security Services $333,278.40
Security Alliance $333,715.20
Regions Security $336,242.40
Indemnity Security and Investigations $348,067.20
Universal Security d/b/a Northern Security Force $349,190.40
AlliedBarton Security Services $350,263.93
Kent Security Services, Inc. $372,902.40
G4S Secure Solutions $434,029.44
Patrol Eagle Protection, LLC. $599,040.00
Diamond Investigations and Security No Bid
18. The Procurement Division has provided the evaluation committee with the necessary documentation and is in the process of establishing a date for the evaluation committee to convene and evaluate the qualifications of the proposers based on the weighted criteria provided for in the RFQ documents and listed below:
- Experience and Ability (25 Points)
- Previous Experience (20 Points)
- Firm's Understanding and Approach to the Work (25 Points)
- Project Cost (25 Points)
- Local Vendor Preference/Veteran Owned Small Business Preference (5 Points)
19. The Procurement Division anticipates that an agenda item will be brought to Commission to approve the findings and recommendation of the Evaluation Committee at the second meeting in April or the first meeting in May of 2017.
20. On, or about, January 19, 2017, the Accounts Payables Department discovered that Bayus Security Services, Inc. was no longer an active vendor, however the owner/president Olalekan Shokunbi also owned Bayus Security Protection, Inc. which is an active vendor.
21. On March 1, 2017, per the City Attorney’s Direction, the Purchasing Manager sent a contract to Bayus Security Services, Inc. to have them confirm its provision of services from the date of the expiration of the Third Amendment to the Effective Date of the new Agreement and to have Bayus Security Protection, Inc. continue performing the security services at the current hourly rates, for a month to month term until the City enters into a new agreement as a result of RFQ # PSPW-16-17.
22. Bayus Security Protection, Inc. stated that they could no longer provide the Golf Cart at the hourly rate of $0.44 as the rate does not cover the cost to lease the golf cart, therefore they requested to increase the hourly rate to $0.75.
23. On March 15, 2017, the City Manager executed the agreement with Bayus Security Protection, Inc. for a month to month term until the City enters into a new agreement as a result of RFQ # PSPW-16-17, at the following hourly rates effective March 15, 2017:
Description Hourly Rates
Armed Guards $12.30
Unarmed Guards $11.15
Golf Cart $ 0.75
Patrol Vehicles $ 1.50
24. Request commission to ratify the City Manager's approval to enter into a professional services agreement for Security Guard Services with Dalama Protection and Bayus Security Protection, Inc. for a month to month term until the City enters into a new agreement as a result of RFQ # PSPW-16-17.
This item has been reviewed by the Commission Auditor and approved for the Agenda.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Approximately $1,620 per week for Dalama Protection and approximately $3,809.40 per week for Bayus Security Protection, Inc.
b) Amount budgeted for this item in Account No: Funds are budgeted in the following accounts:
471-536-6010-510-34990 (Contractual Services - Other)
1-572-7001-34990 (Contractual Services - Other)
1-554-8002-603-34990 (Contractual Services - Other)
1-519-6008-34990 (Contractual Services - Other)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.