Title
Security Guard Services for City Hall Complex, Thomas Center and Other City Sites as Needed (B)
Explanation
Recently, the City engaged in contractor supplied security guard services for City Hall, the Thomas Center and other City sites as needed. Prior to 2018, the City had no security guard services for General Government - City Hall or other City Sites with the exception of City Commission meetings which was provided by GPD. At first, the City piggybacked on a contract for security guard services through a contract used by GRU; however, the company could not meet the needs of the City. Security services were not a budgeted item in 2018 and the demand for security services were changed due to events that occurred across the United States.
The City requested proposals for Security Services in August, 2018 based upon part -time services (5:30 am to 9:00 am and 3:00 pm to 7pm) and the City received only one qualified bid from Almighty Protection Services 2, LLC (Almighty) to provide this service. Almighty is a minority owned company with its headquarters in Pembroke Pines, Florida (Broward County). The contract was awarded to Almighty. The Purchasing Department did reach out to other vendors to determine why there was the lack of interest in the Request for Proposals for this service. The primary reason for the lack of responses to the Request for Proposal was because the City was seeking part time unarmed guard service that did not give them enough hours to make a profit.
Over the last twelve months, we have adjusted the scope of services based upon recent events across the United States particularly those security concerns that focused on Public Facilities. In addition, we used the services on one particular occasion at Dignity Village. The hours of service have been expanded from 5:30 am to 7:00 pm. Our current vendor was asked if they could provide armed as well as unarmed services for the City. Also discussed was the company’s ability to provide or use security body wands or full body metal detectors at certain locations within our City complex.
The need to add other services including the provision to provide armed as well as unarmed personnel to the City prompted discussions between the Risk Management, the City Manager’s office, Facilities and the Purchasing Department on whether the City could expand the scope of services and allow other vendors to submit proposals for this service. Based upon that discussion, it was determined that the original scope of service is no longer applicable and the City should request proposals for the expanded services needed. A letter dated August 10, 2019 was submitted to Almighty terminating the original agreement which expires on November 30, 2019. Almighty agreed to continue to provide this services until the City can contract with new vendor.
Typical services provided by the contract includes entranceway monitoring (foot traffic with sign in/out at City Hall, checking and patrolling the perimeters, escorting employees or visitors to their vehicles upon request, notifying appropriate personnel of safety concerns in or around the complex, and meeting with GPD and GFR representatives to discuss the appropriate protocols on emergency issues and concerns at the City complexes. This contract will allow the city to use this vendor in the closing of Dignity Village as well as at other City sites. Unarmed service is being proposed at all designated sites with the exception of Dignity Village which is scheduled to close in December 2019 /January 2020.
A Request for Proposal was distributed in July 2019. Proposals were accepted and evaluated by the City Evaluation Team. The evaluation process also included oral presentations from each of the vendors. The Evaluation Team ranked the firms as 1: Excelsior Defense, Inc. (Gainesville) and 2: Almighty Protection Services 2, LLC. (Pembroke Pines). The ranking sheet and other information relating to the review process is attached.
There was no adequate way to budget for the security services since the scope of the service has expanded due to the needs of the City and other events across the United States. We will continue to provide updates to the City Commission on the security changes or modifications since original services were provided at City Hall and the Thomas Center.
Fiscal Note
Security services will require approval of funds up to $175,203.00 from Fund Balance and staff will need direction to include this item in future budgets.
Recommendation
Approve the ranking of the firms for security services and authorize the City Manager or his designee to negotiate and execute a contact with the top-ranked security firm for services subject to City Attorney’s approval as to form and legality. If negotiations with this firm are not successful, we request City staff be given authorization to negotiate with second-ranked firm. Additionally, we request the approval of funds up to $175,203.00 from Fund Balance to cover the cost of the new contract for services and direct staff to include this item in future budgets.