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p Water & Wastewater Commission Review and Recommendation Safety COA Strategic Direction: April 13, 2022 Commission Meeting Date: Council Meeting Date: Department: Financial Services Department Anna Bryan-Borja April 21, 2022 Client: Agenda Item Recommend approval to negotiate and execute five multi-term contracts for unarmed security guard services with IPSA Security Services, LLC, Vets Securing America, Securitas Security Services, Starside Security & Investigation, Inc. (MBE), and Universal Protection Service LP, each for up to five years for total contract amounts not to exceed $45,000,000 divided among the contractors. Austin Water’s total requested authorization is $8,366,000. Amount and Source of Funding Funding is available in the Fiscal Year 2021-2022 Operating Budget of Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. The Financial Services Department issued a Request for Proposals (RFP) 5000 EAD3015 for these services. The solicitation was issued on September 27, 2021, and it closed on October 28, 2021. Of the nine offers received, the recommended contractors submitted the best evaluated responsive offers. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A April 11, 2022 – To be reviewed by the Electric Utility Commission. April 13, 2022 – To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: These contracts will provide unarmed security guard services for numerous City facilities and departments including the Building Services Department, Austin Water, Austin Energy, the Parks and Recreation Department, the Austin Public Library, Austin Public Health, Austin Resource Recovery, and the Austin Convention Center Department. These departments require quality security guard services to monitor secured areas and to ensure that all visitors, employees, infrastructure, and equipment are safeguarded. The contractors are responsible for routine security guard services such as foot and vehicle patrol, crowd control, special-event services, and other security-related services, as well as documenting and reporting activities and incidents, and maintaining facility logs. It is anticipated that some of the work provided under these contracts will be brought in-house over the term of the contract, however work in this regard has been delayed due to the pandemic and previous hiring freeze. If Council wants to limit this action to approve the initial one-year term in an amount not to exceed $9,236,800, and return to Council for each extension option, that is acceptable to staff. These contracts are replacing a contract that expires July 12, 2022. Three of the recommended contractors Securitas Security Services, Starside Security & Investigation, Inc. (MBE), and Universal Protection Service LP are current providers of these services. Starside Security & Investigation, Inc. (MBE) is certified by the City. An evaluation team with expertise in this area evaluated the offers and scored IPSA Security Services, LLC, Vets Securing America, Securitas Security Services, Starside Security & Investigation, Inc. (MBE), and Universal Protection Service LP as the best to provide these services based on qualifications, experience, and references, plans, strategies, pricing, local preference, and service-disabled veteran business enterprise. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL Length of term 1 yr. 1 yr. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $9,236,800 $8,940,800 $8,940,800 $8,940,800 $8,940,800 $45,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. RFP Solicitations: 168 notices were sent, including 9 MBE and 1 WBE firms with 1 MBE firm responding.