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Consent-Health & Human Services # 29.
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| Board of Supervisors |
Administration |
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| Subject |
| Authorize the Procurement Manager to execute a new agreement with A-1 Protective Services, LLC for the period January 1, 2020 through June 30, 2022, in the amount of $880,000 for the provision of security guard services for Yolo County Health and Human Services Agency facilities. (No general fund impact) (Larsen) |
| Recommended Action |
- Authorize the Procurement Manager to execute a new agreement with A-1 Protective Services for the period January 1, 2020 through June 30, 2022 in the amount of $880,000 for the provision of security guard services for Health and Human Services Agency (HHSA) facilities; and
- Delegate authority to the HHSA Director or her/his designee to exercise two (2) 12-month optional extensions not to exceed $352,000 per extension, for a 4.5-year maximum payment obligation not to exceed $1,584,000; and to issue related option year notices.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
The Yolo County Health and Human Services Agency (HHSA) has historically contracted with an independent security guard contractor for the provision of unarmed security guard services for the lobbies of its buildings in Woodland, West Sacramento, and Davis. The services are important to safety and security of HHSA clients, vendors, and employees.
The current agreement under the 2016 Request for Proposal (RFP) for security guard services will expire on December 31, 2019. In order to ensure no lapse in coverage due to administrative processing time needed for contract negotiation and finalization, and anticipated delays caused by the upcoming holidays, staff requests the Board to authorize the Procurement Manager to execute a new agreement with A-1 Protective Services. Staff conferred with the Procurement Manager regarding this request and received his permission to bring this request before this Board. A-1 Protective Services was identified as the awarded provider through a competitive RFP selection process (details below). They are also HHSA's current provider for these services.
The initial term of the agreement will be from January 1, 2020 through June 30, 2022 (2.5 fiscal years). The maximum contract amount for the initial period shall not exceed $880,000 ($352,000 per fiscal year x 2.5 fiscal years). The agreement will also provide two (2) optional 12-month extensions for fiscal years 2022-23 and 2023-24. Staff also requests the Board to delegate authority to the HHSA Director or her/his designee to exercise, if needed, the two (2) optional 12-month extensions and to issue the related option year notices. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel will review and approve the resulting Agreement as to form. Staff conferred with the Procurement Manager prior to bringing this request before the Board. |
| Competitive Bid Process |
On October 2, 2019, HHSA issued an RFP to elicit proposals from qualified organizations for the provision of Security Guard Services. The RFP was open for 37 days (just over 5 weeks). Potential bidders were offered the opportunity ask questions via the electronic BidSync system, through November 4, 2019. Potential bidders were offered the opportunity to submit proposals via BidSync or via hardcopy by submitting a paper proposal directly to the Yolo County Procurement Department.
HHSA received six (6) proposals from this solicitation. Four (4) proposals were disqualified for failing to meet the technical requirements of the RFP. The technical reviews were performed by the HHSA RFP Coordinator and Lead Buyer for the Procurement Department. An RFP Review and Selection Committee was formed that included four (4) HHSA employees one from each of the following HHSA branches: Administration, Adult and Aging, Service Centers, and Child, Youth, and Family. The two (2) remaining proposals were evaluated. The proposal submitted by A-1 Protective Services was determined to meet all the required qualifications necessary to successfully provide these services, and was selected as the top choice by all members of the Review and Selection Committee. Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
Security Guard Services
Evaluation Criteria Included in RFP
- General Company Information (35 points)
- Experience and Past Performance (100 points)
- Responsiveness/Responsibility (80 points)
- Proposer’s Approach to the Project (65 points)
- Quality Assurance and Oversight (50 points)
- Outputs and Outcome Measures (55 points)
- Reasonableness of Cost (50 points)
- Financial Information (pass/fail)
- Quality and Completeness of Proposal (pass/fail)
Bids Received
| Bidder |
Bid |
| A-1 Protective Services LLC |
$ 351,856.96 |
| American Guard Services, Inc. |
$ 346,936.20 |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
No general funds are required by this action. The total amount of this action is a not to exceed an amount of $352,000 per fiscal year. The initial term of the agreement will be from January 1, 2020 through June 30, 2022 (2.5 fiscal years). The maximum contract amount for the initial period shall not exceed $880,000 ($352,000 per fiscal year x 2.5 fiscal years). The agreement will also provide two (2) optional 12-month extensions for fiscal years 2022-23 and 2023-24, for a 4.5-year maximum payment obligation not to exceed $1,584,000. These services will be funded by a combination of funding sources for HHSA.The amount of $352,000 is included in the HHSA adopted budget for fiscal year 2019-20. The related funding for future fiscal years will be included in the requested budget process for future fiscal years.
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