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HomeMy WebLinkAbout1997-06-23 City Council (52)C ty Manager’s ,Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS AGENDA DATE: SUBJECT: JUNE 23, 1997 CMR:296:97 AWARD OF CONTRACT TO THE WACKENHUT CORPORATION TO PROVIDE SECURITY SERVICES AT THE MUNICIPAL SERVICE CENTER (MSC) AND PARKING STRUCTURES J AND Q REQUEST This is a request for approval of a contract with The Wackenhut Corporation in the amount of $123,204 per year to provide security services at the Municipal Service Center (MSC) and downtown parking structures J and Q. RECOMMENDATIONS Staff recommends that Council: Approve and authorize the. Mayor to execute the attached one year contract, with the optiom for two additional years, with The Wackenhut Corporation for Security Services, in the amount of $123,204 per year.- Authorize the City Manager or her designee to exercise at her discretion, the options for the second and third years service of this contract. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the contract with The Wackerdiut Corporation for related, additional but unforeseen work which may develop during the term of the contract, the total value of which change orders will not exceed $12,000 per year. ,POLICY IMPLICATIONS The award of this contract is consistent with existing policies. CMR:296:97 Page 1 of 3 EXECUTIVE SUM-MARY Project Description In order to provide security services at the MSC and parking structures J and Q, the City contracts for uniformed security attendants to maintain a constant patrol and surveillance of these facilities. Duties at the MSC include, but are not limited to, securing vehicle and pedestrian gates, screening visitors and confirming their appointments, parking enforcement, raising and lowering the flags, and foot patrol of the facility. The presence of these attendants deters theft and increases personnel safety by preventing unauthorized persons from entering the MSC. The services provided at parking structures J and Q consist of one security attendant patrolling throughout all levels of the facilities checking for suspicious persons, vehicles, skateboarders, transients and any other security related items as directed by the Palo Alto Police Department. Bid Process Specifications were distributed to eight contractors on January 9, 1997. The bidding period was 33 days, which allowed adequate bid preparation time. One bid was received from a qualified contractor.on February 11, 1997 Contractors not responding indicated that they did not submit bids due to their inability to compete in a low bid process or their current obligations which would not allow them to meet the specifications of this contract. Staff has reviewed the bid submitted and recommends that the bid. of $123,204 per year be accepted as the low responsible bid, and that the contract be awarded accordingly. The low bid is less than 3 percent above ~e project managers’ estimate of $120,000 per year and reflects a 2.6 percent increase over the previous three-year contract. The Wackenhut Corporation has provided these services to the City for the last three years with no significant complaints. FISCAL IMPACT Funds for this contract are included in FY 1997-98 Public Works and Police Departments’ operating budgets. ENVIRONMENTAL ASSESSMENT This project is categorically exempt from the environmental review is necessary. provisions of CEQA and no further ATTACHMENTS Contract PREPARED BY: Karen Smith, Manager of Facilities Maintenance & Projects CMR:296:97 Page 2 of 3 DEPARTMENT HEAD REVIEW: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: Assistant City Manager, CMR:296:97 Page 3 of 3 ,{. !ol AGREEMENT BY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF BY AND BE’I-WEEN THE CITY OF PALO ALTO "CITY", AND The Wackenhut Corporat ion [DATE TO BE ENTERE "[BY CITY PURCHASING a (ADDRESS) 3333 Bowers Avenue~ Ste 190 (C;TY) Santa Clara (ZIP) 95054 (PHONE) 408-980-8~ "CONTRACTOR" ~N CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: ¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES oR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION) Security Services for Municipal Service Center and Downtown Parking Structur~ (Lots "J" and "Q") EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: i.Specifications 2.Insurance Requirements 3.Contractor’ s Bid TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON July 1, AND SHALL BE COMPLETED ~m~E on June 30, 2000. Fundings for servicesare contingent upon the City Managei’s or her designee’s approval. COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: ~ ClTY SHALL PAY CONTRACTOR: Monthly, upon receipt of invoice. 1997 beyond June 30, [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE mDEI CITY ACCOUNT NUMBER: KEY CODE OBJECT PROJECT PHASE NO.I DOLLAR AMOUNT 02514261 3100 I $67.524, O0 .02705230 3126 1555.680,00 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THISAGREEMENT THE DAY, MONTH, AND YEAR FIRST WRIT[EN ABOVE.HOLB HARMLESS, CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the pe.rformance of or failure to perform this agreement byCONTRACTOR.ENTIRE A6REEMENT. This agreement and the terms and conditions on the reverse hereoj represent the entire agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations,statements, negotiations and undertakings whether oral or written are superseded hereby. PROJ ECT MANAGER AND REPRESENTAnVE FOR C~TY CONTRACTOR NAME Mr. Thorn macwa¥496-6989 BY Police/Traffic Division. DEPT. Public Works/Facilities Management TITLE P.O. BOX 10250 PALO ALTO, CA 94303 Telephone ~ SOCIAL SECURITY OR I.R.S. NUMBER INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORD’ING TO NUMBERS ’N APPROVAL BOXES BELOW) CITY DEPARTMENT [-’]Funds Have Been FINANCEBudgeted (1) (2) IF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE CITY OF PALO ALTO BY:CiTY MANAGER ;PA 02782 F~ETA!~.i GqEEN C¢=Y RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION (3) _ (4) IF OVER $25,000, REQUIRES MAYOR AND CITY ATTORNEY SIGNATURES -~: AT[EST:APPROVED AS TO FORM: BY:MAYOR CITY CLERK CITY ATTORNEY REV. 10/95 FACILITIES MANAGEMENT DIVISION CUSTODIAL SECTION SPECIFICATION:SECURITY ATTENDANT SCOPE OF WORK LOCATION #1"Municipal Service Center (MSC) 3201 E. Bavshore Road Palo Alto, California 94303 I.Scope of Work:To provide the following security assignments. A. . Contractor shall furnish two uniformed Security. Attendants at the City’s Municipal Service Center from5:30 am to 5:30 pm everyilay, Monday through Friday, inclusive, except for City holidays. B.Contractor shall make available a uniformed security attendant at all times other than set forth in section A (above), for emergency or special programs. C.Post Orders Hours: 5:30 am to 5:30 pm. Daily opening procedures ao Open main gates Open employee parking & pedestrian gates Raise fla~sUnlock f~cilities as required Vehicle Registration " All non-City approved vehicles must register in and out of the MSC with the Security .A:~tendant. No private vehicles will b.e allowed in the compouncl without a pass issued by the Security Attenclant. Private vehicles with MSC parking permits need not register. Confirmation of Appointments Any visitor to the MSC, (i.e. salespersons, public, etc.) must obtain coritirmation by.ohone from the oersons wtiich the visitor is to meet with pri.gr to being alrowed inside theWISC co.rnpoun.d. The Secu.rity. Attendantwill not allow anyone inside the MSC without obtaining authorization. Gate Control The Se.curity Attendant will adhere to the following schedule of gate control at tile MSC: a.5:30am -Open all gates b.8:30am -Close employee parking gates Clo.se employee pedestrign, gate in the .south parking lot, (the gate closest to the road). c.9:30am -Open employee parking gates d.1:15pm -Close north employee parking gate e.2:45pm-Op.en employee parking and peclestrian gates f.5:20pm -Close employee parking & pedestrian gates g.5:25pm -Close main gates Building Deficiencies -Any bui!ding deficiencies_(i.e, lights out, broken locks, etc.) must be reportea to the Facilities Management Division immediately at extension 6900. Emergencies In the case of an emergency (i.e. fire, medical, etc.) call Polic.e . communications at 9-1--1 fi:om any city phone and report, in aetail, the exact nature of the emergency. MSC Compound Patrols Eight (8) times daily, one Security Attendant will patrol the MSC comp.ound and parl~ingareas (four times in the morning and four times in the afternoon), whil.e t’he 9ther Security .Attendant remains at the front gate. One Security.Atten~lant will be at t.lae main entrance at all times. During tlaese patrols the Security Attendant will check for the following: a.Unauthorized vehicles. b.Unauthorized visitors. c.Safety hazards. Securing the MSC At 5:15 pm daily the Security Attendant will perform the following close- up duties: a.Check and lock the main exterior doors in Buildings A, B, and C. b. ,Close and lock all employee pedestrian gates. ~ c.’Close and lock all employee parking gates (if all autos are gone). d.Lower flags. e.Secure front gates. 10.City Project Manager Location #1 of this contract is administered by the Facilities M,anagementDivision, of the Public Work Department. All of this location s invoicing and corresl~onden_ce is directe.d, to the Project Manager, Mr. Thom Macway in the Facilities Management ~livision at 415-496-6989. . City of Palo Alto Parking Lot Q 40OBlock of Hi~;h Street Palo Alto, Calif6rnia 94301 City of Palo Alto CowperAVebster Parking Garage 40OBlock of Cowp.er and Webster Palo Alto, Califorriia 94301 Contractor shall furnish uniforr~..ed security guard and vehicle, equipped with.a cellular 19hone, for roving l~atrol at the City of Palo Alto Parking Lot Q and tlae City of Palo Alto Cowpei’/Webster Parking Garage from _7:0’0.am...to 12:00 amevery day, Monday through Friday, inclusive, except for city laoliclays. Contractor shall make available a uniformed security guard and vehicle at all times other than set forth in Section A (above) for emergency or special events. Roving Patrol After the initial checking and l~atrolling of the two parkin~ facilities, the security guard will rove and patro! Par’ldnl~ Lot Q and Cowper/Webster.Garage (will alternate patrol between tlae two facilities every hour). Except I~etween the hours. of 9pm to 12am, alternat_ing will take place every 30 minutes. The security guar~l will .stay i.n .each facility tpr the duration of each patrol, (this is subject to unscheduled monitoring by the Police Department). 1.Hours of Patrol a.7:00 am to 7:30 am patrol Cowper/Webster Garage. b.7:35 am to 8:00 am Parking Lot Q. c.8:00 am to 9:00 pm alternating each hour between the two facilities. d.9:00 pm to 12:00 am alternating every 30 minutes between the two facilities. e.These hours may be adjusted upon request by the Project Manager. 2.Scope of Duties During the l~atrol hours (mentioned in C, 1), th.e security guard will patrol all levels of’parking in the parking facilities and check for the following: a.Suspicious persons b.Suspicious vehicles c.Skateboarders, rollerskaters, bicyclists LOCATION #2: LOCATION #3: No No II. d.Safety hazards e.Other items as instructed by the Palo Alto Police. Security guard will report such person(s) or incident(s) immediately to thePolice Department. 3.A representative of Contractor will be available to meet the Police Department staff from time to time to discuss specific problems. 4.Emergencies In the case of an emergengy (i.e., fire, medical, suspiciouspersons), . . security guard will_c.all-pohce communications at 9-1-1 andreport In ~letailthe exact nature oftlae emergency or suspicious circumstance. If using acellular phone, call 321-4433. ~ Building Deficiencies .Any building deficiencies (i.e., lights out, elevator not working, excessive d.elSris, graffiti, vandalism) must .~e reported to police commumcations~lispatcla at 329-2413 immediately. 6.City Project Manager Locations #2 and #3 of this contract are administrated by the TrafficDivision of the Police Dep.artment. All of this location’s invoicing and .correspondence is directed to the Project Manager, Mr. Dave Dudley in the Field Services Division at (415) 329-2411. Terms of Contract: The intended term of this contract shall be over a period of thirty-six.(36) months from July 1, 1997 through June 30, 2000, subject to yearly funding approval bythe Palo Alto City_ Council. See P’art I_I, Supplem.e.nta_ry Instructions to Bidders,SECTION 00120-6.0 of Bid documents t0r the details orthe Terms of Agreement. Basis of Award of Contract: This contract shall be awarded to the most resp, onsive,qualified bidder who proposes to furnish the services specified above at the lowest responsible monthly rate.