BOARD MEETING DATE: August 6, 2004
AGENDA NO. 3
Execute Contract for Security Guard Services at Diamond Bar Headquarters
SYNOPSIS:
The current contract for Diamond Bar headquarters security guard services expires September 9, 2004. On April 2, 2004, the Board approved release of an RFP to solicit proposals from firms interested in providing these services for the next three-year period. This action is to execute a three-year contract with Contact Security, Inc., for a total amount not to exceed $1,100,015. Funding has been included in the FY 2004-05 Budget and will be requested in successive fiscal years.
COMMITTEE:
Administrative, July 16, 2004. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence
RECOMMENDED ACTION:
Authorize the Chairman to execute a three-year contract with Contact Security to perform security guard services at Diamond Bar headquarters, for a total amount not to exceed $1,100,015, which includes $284,032 for FY 2004-05, $364,693 for FY 2005-06, $386,338 for FY 2006-07, and $64,952 for FY 2007-08.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On August 17, 2001, the Board authorized a three-year contract with Contact Security Inc., to provide security guard services at Diamond Bar headquarters. This contract expires September 9, 2004. On April 6, 2004, AQMD released RFP # P2004-21 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 costs submitted as a contingency amount to meet special-occasion needs.
Outreach
In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the following publications:
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1. |
Antelope Valley Press |
10. | Korea Central Daily |
19. |
Precinct Reporter |
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2. |
Black Voice News |
11. |
La Opinion |
20. |
Press Enterprise |
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3. |
Chinese Daily News |
12. |
La Prensa Hispana |
21. |
Rafu Shimpo |
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4. |
Desert Sun |
13. |
La Voz Publications |
22. |
San Bernardino Sun |
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5. |
Eastern Group Publications |
14. |
Los Angeles Daily News |
23. | State of California Contracts |
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6. |
El Chicano |
15. |
Los Angeles Sentinel |
Register |
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7. |
El Informador |
16. |
Los Angeles Times |
24. |
The Daily Breeze |
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8. |
Inland Empire Hispanic News |
17. |
Orange County Register |
25. |
The Excelsior |
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9. |
Inland Valley Daily Bulletin |
18. | Philippine News |
26. |
The Signal |
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27. |
Wave Community Newspapers |
Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP/RFQ was 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. Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Eighty-four copies of the RFP were mailed out, and 34 vendors attended the mandatory bidders conference held on April 22, 2004. Twenty proposals were received in response to the RFP when final bidding closed at 2:00 p.m. on May 22, 2004, of which fifteen met RFP requirements. Of the fifteen, three were from self-certified small business enterprises and two were from certified small business enterprises. Proposals were evaluated based on criteria stated in the RFP, including cost, understanding of AQMD’s security service requirements, contractor qualifications, and references regarding experience and quality of service.
The attachment lists the qualified bidders and their scores. Brea-based Contact Security, Inc., a small business under AQMD’s contracting policy, received the highest rating. This firm has provided AQMD reliable and responsive service under the current contract. Because they are located nearby and recruit guards locally, Contact is able to respond quickly to meet AQMD needs and to keep staff turnover low. Additionally, Contact demonstrated significant experience with clients that have requirements similar to AQMD’s.
Panel Composition
The panel evaluating proposals included a Deputy from the Los Angeles County Sheriff’s Department and three AQMD employees, a Risk Manager, Facilities Services Technician, and Building Maintenance Supervisor. Of these, one is African-American, two are Caucasian and one is Hispanic; two are female and two are male.
Resource Impacts
Sufficient funds in the amount of $284,032 are available in the approved FY 2004-05 Budget for the remainder of this fiscal year. Since this will be a three-year contract, funds will be requested in the budgets for each of the remaining fiscal years of the contract: $364,693 for FY 2005-06, $386,338 for FY 2006-07, and $64,952 for FY 2007-08.
Attachment
Evaluation Summary
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