Title
MOTION TO INCREASE THE ANNUAL COST FOR THE AGREEMENT WITH FPI SECURITY SERVICES, INC. TO AN ANNUAL AMOUNT NOT TO EXCEED $688,808.12.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On May 3, 2017, the City Commission approved the findings and recommendation of the Evaluation Committee for RFQ # PSPW-16-17 "Security Guard Services" and awarded an agreement to FPI Security Services, Inc. in the estimated annual amount of $333,278.40.
2. As a result, the City entered into an agreement for an initial two (2) year period commencing June 1, 2017 and ending May 30, 2019 which may be renewed for two (2) additional two (2) year terms upon mutual consent, evidenced by a written Amendment with the following unit rates:
|
|
Hourly |
|
Description |
Rates |
|
Unarmed Guard |
$ 14.35 |
|
Armed Guard |
$ 14.35 |
|
Site Supervisor |
$ 15.00 |
|
Golf Cart - Marked/Lighted |
$ 0.45 |
|
Patrol Car - Marked/Lighted |
$ 2.25 |
3. On October 3, 2018, the City Commission approved the Public Service Department's recommendations on the Contract Database Report to renew the FPI Security Services, Inc. Agreement for an additional two (2) year term commencing on June 1, 2019 and expiring on May 30, 2021, as allowed by the agreement.
4. The original estimated annual cost shown below utilizes the per unit pricing from FPI Security Services, Inc., with the estimated hours needed for the various departments based on a 52 week calendar with 7 days per week. However, please note that actual usage may vary throughout the year based on additional number of days in a specific year and increases or decreases in hours needed for departments throughout the City:
|
|
Security |
Annual |
Hourly |
Annual |
|
Location |
Type |
Est. Hours |
Rates |
Amount |
|
Academic Village (Pool & Water Tank) |
Guard |
5616 |
$ 14.35 |
$ 80,589.60 |
|
Pembroke Road Storage Lot |
Guard |
4368 |
$ 14.35 |
$ 62,680.80 |
|
Pines Place |
Guard |
8736 |
$ 14.35 |
$ 125,361.60 |
|
Howard C. Forman Campus |
Guard |
4368 |
$ 14.35 |
$ 62,680.80 |
|
Howard C. Forman Campus |
Golf Cart |
4368 |
$ 0.45 |
$ 1,965.60 |
|
|
|
|
Total |
$ 333,278.40 |
5. Since the award of the contract, the Utilities Department has added a guard in the Utilities Customer Services Offices for part of the 2017-18 fiscal year. In addition, the Utilities Department is also requesting to add security guard services at the WasteWater and Water Treatment Facilities. The total estimated annual cost for these additional sites are:
|
|
Security |
Annual |
Hourly |
Annual |
|
Location |
Type |
Est. Hours |
Rates |
Amount |
|
Utilities Customer Services |
Guard |
2392 |
$ 14.35 |
$ 34,325.20 |
|
WasteWater Treatment Plant |
Guard |
8736 |
$ 14.35 |
$ 125,361.60 |
|
WasteWater Treatment Plant |
Golf Cart |
8736 |
$ 0.45 |
$ 3,931.20 |
|
Water Treatment Plant |
Guard |
8736 |
$ 14.35 |
$ 125,361.60 |
|
Water Treatment Plant |
Golf Cart |
8736 |
$ 0.45 |
$ 3,931.20 |
|
|
|
|
|
$ 292,910.80 |
6. The Public Services Department would like to add a 10% owner’s contingency to the project to cover any additional services for additional days, locations or events that may be needed throughout the contract term, which would increase the total estimated annual amount from $626,189.20 to $688,808.12.
7. Pursuant to section 35.28(B) of the City's Procurement Code, the City Commission's approval is required for when the sum of all change orders exceed 5% of the original contract amount or $25,000.
8. Request Commission to approve the increase to the annual cost for the agreement with FPI Security Services, Inc. to an annual amount not to exceed $688,808.12.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Estimated annual cost of $688,808.12 ($626,189.20 with a 10% owner's contingency in the amount of $62,618.92 to cover any additional services for additional days, locations or events that may be needed throughout the contract term.)
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
$94,916.64 in account # 1-572-7001-34990 (Contractual Services - Other)
$125,361.60 in account # 1-554-8002-603-34990 (Contractual Services - Other)
$64,646.40 in account # 1-519-6008-34990 (Contractual Services - Other)
$82,678.96 in account # 471-536-6010-510-34990 (Contractual Services - Other)
$129,292.80 in account # 471-535-6022-34990 (Contractual Services - Other)
$129,292.80 in account # 471-533-6031-34990 (Contractual Services - Other)
The $62,618.92 for owner's contingency will be used by the various departments on an as-needed basis utilizing their budgeted funds.
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 5 year projection of the operational cost of the project: On October 3, 2018, the City Commission approved the Public Service Department's recommendations on the Contract Database Report to renew the FPI Security Services, Inc. Agreement for an additional two (2) year term commencing on June 1, 2019 and expiring on May 30, 2021, as allowed by the agreement. The agreement will have one additional two-year renewal option that may be approved by the parties.
|
|
10/1/18 - 9/30/19 |
10/1/19 - 9/30/20 |
10/1/20 - 5/30/21 |
TBD |
TBD |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$688,808.12 |
$688,808.12 |
$459,205.42 |
$0 |
$0 |
|
Net Cost |
$688,808.12 |
$688,808.12 |
$459,205.42 |
$0 |
$0 |
e) Detail of additional staff requirements: Not Applicable.