South Coast Air Quality Management District

Execute Contract for Security Guard Services at Diamond Bar Headquarters

SYNOPSIS:

On April 20, 2001, the Board approved release of an RFP for Security Guard Services at Diamond Bar Headquarters. This action is to execute a three-year contract with Contact Security, Inc. for a total amount not to exceed $909,236. Funding has been included in the FY 2001-02 Budget and will be requested in subsequent fiscal years.

COMMITTEE:

Administrative, July 13, 2001, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with Contact Security, Inc. for a total amount not to exceed $909,236, which includes $241,742 for FY 2001-02, $302,274 for FY 2002-03, $312,814 for FY 2003-04, and $52,406 for FY 2004-05.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On August 14, 1998, the Board authorized a three-year contract with Elite Security Services to provide security guard services at Diamond Bar Headquarters. This contract expires September 9, 2001. On April 20, 2001, AQMD released RFP # P2001-34 to solicit proposals from security guard service providers interested in contracting with AQMD for the next three-year period. In addition to routine guard services, AQMD requires occasional enhanced services to provide adequate coverage for highly attended conferences, certain Board meetings, and other types of special events. While it is difficult to anticipate what these special-need costs will be, experience indicates they typically increase guard costs by about five percent. As a consequence, the costs listed in this Board letter include an added five percent beyond proposal cost submittals as a contingency amount to meet special-occasion needs.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:
 

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Elcelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notices of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Fifty-six (56) copies of the RFP were mailed out, and 31 vendors attended the mandatory bidders conference held on May 9, 2001. Eighteen (18) bids were received in response to the RFP when final bidding closed at 2:00 p.m. on May 22, 2000. Five of the 18 bids were disqualified for being incomplete and not meeting the requirements of the RFP. Of the remaining 13 bids, three were from businesses certified as both minority-owned and small business enterprises, one was from a non-certified minority-owned business and non-certified small business enterprise, two were from non-certified women-owned business and non-certified small business enterprises, three were from certified small business enterprises, and one was from a non-certified small business enterprise. Evaluation of the 13 responsive proposals was based on the criteria noted on the RFP, including cost, understanding of security service requirements, contractor qualifications, and references regarding past experience and quality of service.

Attachment A lists the qualified bidders and their scores. While not the lowest-cost bidder, Brea-based Contact Security, Inc.,which qualifies as a small business under AQMD’s contracting policy, received the highest rating. Factors contributing to their high rating include Contact’s proximity to AQMD’s Diamond Bar headquarters, which will allow them to respond quickly in meeting our service needs and to reduce high staff turnover rates by recruiting from our local area. Additionally, Contact demonstrated significant experience with clients that have requirements similar to AQMD’s.

Panel Composition

The evaluation panel consisted of four AQMD staff; a Business Services Manager, a Facilities Services Technician, a Workers Compensation and Safety Analyst, and a Building Maintenance Supervisor. Of these four panelists, two are female, two are male; one is Caucasian, three are Hispanic.

Resource Impacts

Sufficient funds in the amount of $241,742 are available in the approved FY 2001-02 Budget for the remainder of this fiscal year. Since this will be a three-year contract, funds in the succeeding years will be requested in the budgets for each of the remaining fiscal years of the contract: $302,274 for FY 2002-03, $312,814 for FY 2003-04 and $52,406 for FY 2004-05.

Attachment

Attachment A – RFP #P2001-34 Security Guard Service Evaluation Summary

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