SR-112707-1H~ir
~;tYOf City Council Report
Santa Monica
City Council Meeting: November 27, 2007
Agenda Item: ~~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Award of Bid to International Services, Inc to Provide Security Services at
Santa Monica's Big Blue Bus Facilities and appropriate additional funds in
FY 2007-2008
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with International Services, Inc. in the amount of $1,940,368 to
provide security services at Santa Monica's Big Blue Bus facilities and to appropriate
additional funds in FY 2007-2008 in the amount of $130,000.
Executive Summary
The Big Blue Bus has contracted with a security service to provide daily coverage at the
bus yard since February 2002. Recently initiated construction of the new transit bus
maintenance facility has significantly reduced available bus and employee parking and
necessitated moving vehicles to off-site locations. Controlling access to the facility at all
times to ensure a secure working environment is essential during construction to ensure
the safety of all employees, visitors, vendors, and. construction personnel. In addition,
the advent of remote bus parking at the Civic Center parking lot and employee parking
at the Main Library parking structure make it necessary to patrol these locations. The
opening of the Transit Store in November 2007 will also necessitate security patrols
during the hours of store operation. Big Blue Bus maintenance operations are
performed on a 24/7 basis and the security service ensures effective coritrol of all
access points to the facility at all times employees are present.
A total of 39 bid packages were mailed and seven responses were received (see
Attachment A). Bids were evaluated based upon competitive pricing, experience and
the ability to perform the required functions, and the vendor's employee hiring,
screening, and training programs. Based upon these criteria, staff recommends
International Services, Inc. as the best bidder. Funding is available from BBB transit
fund in Account #41670.555020.
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Discussion
The Big Blue Bus has maintained a contract for on-site security services since February
2002. The need for enhanced security services at the Big Blue Bus arises from the
need for offsite employee and bus parking due to the construction project at the facility,
recommendations made by the Federal Transit Administration's Office of Safety and
Security and the addition of the downtown Transit Store. The maintenance function of
the Big Blue Bus is performed on a 2417 basis. Since buses enter the bus yard until 1
a.m. and begin departing the yard as early as 4:30 a.m., access control at the main gate
is essential to prevent trespassers from entering the property during late night and early
morning hours. In addition, employees who end their shift late at night may need to be
escorted by a security guard to their vehicles at the Main Library to ensure their safety.
With the recent advent of construction of the new maintenance building, controlling the
number of people who have access to the bus yard and ensuring that they are wearing
appropriate safety clothing and carrying identification is important to ensure safe
operations on the yard and in the construction zone.
This contract will provide roving patrol during all hours and secure the vehicle entrance
to the bus yard and employee parking areas. These patrols will cover the temporary
bus parking lot at the Civic Center as well as the new Transit Store. The vendor will
staff the property to monitor access, identify and document visitors, patrol off-site
locations and escort employees to remote or subterranean parking locations.
Vendor Selection
On August 20, 2007, the City published Notices Inviting Bids to provide onsite security
guard services at the Big Blue Bus facility. Bid forms were distributed to 39 vendors.
Staff received seven responses from the Notice Inviting Bids. Based on an initial
evaluation of proposed costs, three of the seven vendors were invited to present their
proposals. The vendors made presentations to a committee of employees from different
Big Blue Bus divisions as well as Police Department personnel.
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Staff reviewed the general security experience of the personnel who would be working
on this project, the screening and training process for the hiring of the personnel,
experience on similar public agency projects and a list of references. Staff recommends
International Services, Inc. for the service. Staff was impressed with the firm's
extensive training program and their low employee turnover rate, reportedly only one-
fourth the security industry average. The lower-than-average turnover rate should
ensure consistency among the staff assigned to the Big Blue Bus facility. International
Services, Inc. pays its security guards an hourly rate and benefits that exceed the City's
Living Wage Ordinance.
A cost analysis has been completed to compare the benefits of providing this service in-
house per Attachment B. The analysis shows that continuing to outsource this service
is the most cost-effective measure. The total estimated expenditure for the balance of
this fiscal year is $385,935. Since Fiscal Year 2007-2008 has begun and the new
contract is anticipated to start December 2007, additional appropriation in the amount of
$130,000 is required to cover the estimated expenditure for the remainder of this fiscal
year. The total estimated expenditure for the three year term is $1,940,368. Budget
authority for subsequent years will be included in each annual proposed City budget.
The International Services, Inc. bid states that all work will be performed by three full-
time security guards every day, with afull-time supervisor on-site weekdays and on-call
on weekends. The Transit Safety and Security Officer will be responsible for managing
the contract and ensuring that the vendor provides all services in compliance with the
performance standards set forth in the agreement. As shown in Attachment B, the
estimated cost for providing this service in-house (staffing, overhead, and supervision)
for the remainder of this fiscal year would be $427,860. In addition, the on-going annual
training expenses, uniform service and equipment would cost approximately $38,700,
for a first year total of $481,560 or 25 percent more than the International Services, Inc.
bid. The review concluded that the utilization of the contracted service allows for more
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effective and efficient use of resources and is consistent with a policy of supplementing,
rather than supplanting, permanent City positions.
The security services will be coordinated with the Santa Monica Police Department. To
avoid any confusion, International Services, Inc. uniforms will be distinctly different from
the uniforms worn by City of Santa Monica police and safety employees. The security
guards will not carry or use weapons.
Financial Impact & Budget Actions
The new contract will become effective in December 2007 with a monthly cost of
approximately $55,746, or $390,222 for the remainder of the year. However, the
remaining available funds for outside security services by the end of November are
estimated to be $258,960, necessitating an additional appropriation of $132,000 at
account 41670.555020.
Budget authority for future years will be included in the respective Proposed Budget for
Council's review and adoption.
Prepared by:
AI Davis, Transit Safety and Security Officer
Approved:
e anie Negriff
Dirt for of Transit Service ~
Forwarded to Council:
Attachments:
Attachment A -Bid Results
Attachment B -Cost Analysis
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BID #2921
SUMMARY WITHOUT THE UNDERGROUND PARKING STRUCTURE GUARD
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~ BID#2921
TITLE: PROVIDE ONSI
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ABA PROTECTIVE SERVICES
-
9/24/2007
TE SECURITY GUARDSERV/CE
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ALL STAR SECURITY, INC.
(BID RESULTS)'
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DATE:
S AT THE BIG BLUE BUS
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3
I EAGLE PROTECTIVE
SERVICES'INC.
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` GUARDSMARR, LLC
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INTERNATIONAL SERVICES,
INC. '.
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OMNI PRQTEGTIVE
.SERVICES, INC.
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UNIVERSAL PROTEC710N
SERVICE
For evaluation purposes, #of weeks
12/02/07 was usetl as the
start tlate in the
i
d Total Weekly Total Annual Total Weekly Total Annual Tatal Weekly Total Annual Total Weekly Total Annual Total Weekly Total Annual Total Weekly Total Annual Total Weekly Total Annual
er
o Rate Rate Rate Rate Rate Rale Rate Rate Rate ; Rate /
Rate Rale Rale Rate
Periotl 1
fTBD-06/30/081_ _ 3 $ 9,328.00 $ 2791840.00 $_10,493.60 _$ 374,808;00 $ 9792.80 $_293,784.00 _$_11,545.84, $ 346,37520 $ 9842.16 $ _295,264.80 _$_ 10,919.60 $ 327,588.00 $ 9,853,60 $ 295,608.00
~~~ -~~
Penod2
X01/08-06/30/09f__ _ 52 $ 9,789.36 $ 509,04672 $ 10806.08 $ 567,916.16 $ 10,083.52 $ 524,343.04 $ 12,004.16 $ 624,216,32 $ 9,842.16 $ 511,792.32 $ 11,259.281$ 585,482.56 $ 10,148.16 $ 527,704.32
Period 3
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_ - 1
5
,86 1 1 1
11 610.24 $ 603 732
48
$ 10
453 60
~ $ 543
58
7
20
D 1
58 0 _ . _
,
.
.
Periotl4 5
W/OV70 - T
L_ ___ 22
- $
7 2
7.20 $
8.40
-- $
7 945.36 $ 17479
.92 $
7 421.60 $
63 275 20 $
9,129.20 $ 200 842.40 $ _ 6 879.84 .$ 150,036.48
~ _ $ 8 306,32. $ 182 739.04
~~ $ 7
,513.28 _$ 765,292.16
TOTAL: $ 1,472,532.32 $ 1,630,252.96 $ 1,521,428.48 $ 1,820,701.76 $ 1,468,885.92 $ 1,699,542.08 $ 1,532,191.68
Payment Terms __ 30 Days Net 30 tlays Net 30
__ _ _ __ Ne130
AfOfaa
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--- Ptlcin9 ro'naeasa by [M1eseme pmconrage
as NeL ng Wage Rala'nc ease Wllpmvtl a 6pervlsoranE
euparvs I I tl r guartl antl
Living Wage Ortlmance -- '-- _ .. _ sYporvlsorar 6tn sl.
Certi(cation Form Inclutletl Ves No Ves No N
o No Yes
Page 1
International Services Inc.
Attachment B
Contract vs. In-House Services Cost Comparison
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In-House
Weeks
9 Security Guards 30 24/7 Protection Services
-Inclutles hiring, training, payroll, personnel administration, health benefits,
tools, safety equipment, and vacation/sick/holitlay leaves.
Total $385,934.40
requires vendor to provide trained & certifed security officer/guards.
requires City to provide working facilities, equiplmenl and storage space in either case
Bitl requires Vendor to provide uniforms.
A&A Protection Services 1 Price: $385,934.40
Fully Loaded
# FTE's Weeks Cost (c) Value -
Security Guartls (a) 12 30 $27.10 $390,240.00
Security Supervisors (b) 2 30 $31.35 $37,620.00
not include any shift differential.
The pay scale is based on the CSM Community Services Officer I position
The pay style is hosed on the CSM Community Services Officer II position
Inclutles salaries & fringe benefts. Total: $427,860.00
''palljll19f4,,F,R,~,itsting~Rep~,,'.'; __
Ongoing annual training to maintain required certifications. ~~-$15 000.00
T t I $1500000
Month Cost Value
:iliiies, equipment antl storage space similar whether services provided by in-house
or contractor i
.~9418me~t an'~,Materlals ~ '. , . .- -. ? _ .
~
~~
r
~-~
.Oty. COSt Value
Uniform Service 12 $3,000.00 $36,000.00
Safely Shoes 12 $200.00 $2,400.00
Flashlights 12 $25.00 $300.00
Total: $38,700.00
In-House Cost Estimated for Vear 7: $481,560.00
International" In-House'* Difference % Difference
Year1 $385,934.40 $481,560.00 ($95,625.60) -25%
Year2 (optional) $668,952.96 $766,621.80 ($97,668.84) -15%
Vear3 (optional) $668,952.96 $804,952.89 ($135,999.93) -20%
Year4 (optional) $216,527.52 $393,448.95 ($176,921.43) -82%
Total $1,940,367.84 $2,446,583.64 $506,215.80
"Year 2 8 3 are based on a 52 Week period, Year 4 is based an a 22 week period
*' In-house cast for Years 2 through 4 are based on estimated annual inflation o/5% for wages, training, equipment 8 maferla/s.
Security5erv2007-Attachment B.xls
Reference Contract
No. 8859 (CCS)