City Council Meeting - FINAL


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  12.A.       
Meeting Date: 09/07/2021  

Information
TITLE:
Consideration and Approval of Contract:  Approve the Contract for Services with Chief Building Services, LLC for security services at City Libraries and City Hall; also approve the Contract for Services with Sedona Protective Services, LLC dba Southwest Protective Services for security services at City Parks locations.
STAFF RECOMMENDED ACTION:
  1. Approve the Contract for Services with Chief Building Services, LLC, for security services at the following facilities:
  • City Libraries, not to exceed $90,000 annually.
  • City Hall, not to exceed $40,000 annually.
  1. Approve the Contract for Services with Sedona Protective Services, LLC, dba Southwest Protective Services for security services at City Parks locations, not to exceed $35,000 annually.
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
City Libraries, City Hall and City Parks have been contracting with security services independent of one another, based on lowest informal quotes per the Procurement Code Manual. City Libraries, City Facilities and City Parks have received budget appropriations for full-time security services at the Downtown and East Side Libraries, City Hall and City Parks. Because the overall anticipated annual spending on Citywide security services would likely exceed the formal procurement threshold, an Invitation for Bids (IFB) was posted to the public through PlanetBids. This was also done in order to establish more competitive pricing using a fair and transparent formal procurement process while combining all departmental needs for security guards into a single solicitation. 
 
The formal competitive IFB process for security and patrolling services needed for the City Libraries, City Hall and City Parks locations was issued, and the solicitation closed for bids on April 8, 2021. Six submissions were received in response to the Security Guard IFB. City Libraries staff and City Hall staff selected Chief Building Services, LLC, as their preferred and lowest cost provider of these security services. City Parks staff selected Sedona Protective Services, LLC, dba Southwest Protective Services ("Southwest Protective Services"). The deciding factor for City Parks staff was the need for nightly car patrols and overall cost. 
Financial Impact:
The security services are budgeted for in each sections' ongoing operating funds each fiscal year in the amounts of:
  1. City Libraries - $90,000.00
  2. City Hall - $40,000.00
  3. City Parks and Recreation - $35,000.00
Policy Impact:
None.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe and healthy community and high performing governance by ensuring that City Libraries, City Hall and City Parks locations follow consistent standards, rules and regulations and land use practices as well as serving the public by providing high quality customer service through onsite security services as well as security and patrolling of park assets.

Regional Plan
Goal PF.2 Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.  Civic facilities such as the City Libraries, City Hall, and City Parks public spaces and the associated amenities are managed in an efficient, effective, and safe manner by providing the proper security and patrolling services.  
Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
  1. Approve the Contracts for Services with Chief Building Services, LLC and Southwest Protective Services; or
  2. Do not approve the Contracts for Services that would provide security and patrolling services and direct Staff how to proceed.
Background/History:
Procurement received a total of six bids in response to the formal IFB solicitation for Security Services. There were two contractors that provided the lowest responsive and responsible bids to service the City Libraries, City Hall, and City Parks locations. Those two contractors are Chief Building Services, LLC, for the City Libraries and City Hall onsite security services, and Southwest Protective Services, for City Parks locations for security and patrolling services. Combining the security needs of the City Libraries, City Hall and City Parks locations will likely exceed the $50,000 formal procurement threshold, at which point City Council approval is needed. Staff asks that City Council award both contracts to provide the security services as defined in the Scope of Work.  

For City Library facilities (Downtown and East Side) and City Hall, the onsite security services are used for various circumstances including security and crowd limits within public spaces during the pandemic and normal operating conditions. City Libraries and City Hall currently have special hours of operation which security has helped enforce by informing the public of these special hours of operation as well as acting to help ensure the public is following City Council directives as related to mask mandates, hours of operation, proper sanitation for, and limiting building access to, those individuals entering City of Flagstaff public facilities. City Parks locations currently do not have security services for patrols of public spaces owned and operated by the City of Flagstaff. 
Key Considerations:
The need for onsite security services at civic facilities owned and operated by the City of Flagstaff, including, the Downtown Library, East Flagstaff Library, City Hall, and City Parks locations, offers an excellent opportunity to provide another layer of customer service and satisfaction for our community partners and customers. Security officers will interact not only with staff but also patrons of these facilities. This interaction with staff and customers will ensure all service needs in the community are met in a courteous and safe environment. The need for security and patrolling services in park amenities in the evening hours will ensure public and property safety at the permanent restrooms, including Downtown, Citizens Cemetery, two skate parks, and one BMX park, and are essential to ensure public and property safety during the hours of closure.  
Expanded Financial Considerations:
None.
Community Benefits and Considerations:
The benefit to the community in providing the security services at civic buildings and public spaces owned and operated by the City of Flagstaff not only increases the level of public service to these areas but also provides a safe environment for all to enjoy.
Community Involvement:
None.
Expanded Options and Alternatives:
None.
Attachments
Chief Building Contract
Chief Building Bid Sheet
Southwest Contract
Southwest Bid Sheet


    

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