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Consent-Health & Human Services # 27.
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| Board of Supervisors |
Service Centers |
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| Subject |
| Approve fourth amendment to Agreement No. 17-09 with A-1 Protective Services, to adjust the contract fiscal year amounts for a net increase of $73,055.28 and a new contract maximum amount of $394,942.28 for the provision of security, security management and support services from February 1, 2017 to June 30, 2019. (No general fund impact) (Larsen) |
| Recommended Action |
| Approve fourth amendment to Agreement No. 17-09 with A-1 Protective Services, to adjust the contract fiscal year amounts for a net increase of $73,055.28 and a new contract maximum amount of $394,942.28 for the provision of security, security management and support services from February 1, 2017 to June 30, 2019. |
| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
The Yolo County Health and Human Services Agency entered into this agreement with A-1 Protective Services in January of 2017 to provide security guards for the lobbies in our facilities in Woodland and West Sacramento. Security guards are expected to stand by in the lobby areas, patrol the facilities and grounds and respond to emergencies. As new facilities and hours have been expanded this year across multiple HHSA sites we have needed to increase guard service. This increase encompasses the funding needed for expanded hours and service at the West Sacramento site and a guard stationed at the Davis Health and Human Services Office.
This amendment is needed to adjust the funding amounts by fiscal year. This will decrease fiscal year 2016-17 by $3,724.54; decrease fiscal year 2017-18 by $845.58; and increase fiscal year 2018-19 by $77,625.20 for a net increase of $73,055.28. These adjusted amounts are needed to agree with actual costs associated with this agreement. The increased amount for fiscal year 2018-19 is for the additional hours for security guard services that were not originally anticipated in the current year. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved this Amendment as to form. |
| Competitive Bid Process |
Request for Proposals (RFP) Service Requested: Security Guard Services
On April 12, 2016, the HHSA released a Request for Proposal for Security Guard Services (RFP #2016-03). HHSA received six (6) proposals. One (1) proposal was disqualified for failure to comply with RFP instructions. The remaining five (5) proposals were evaluated and scored by the evaluation committee for the RFP. HHSA originally contracted with the top scoring proposer, but ran into performance issues with that provider. HHSA terminated that contract in fiscal year 2016-17, and re-assigned the contract for this service to A-1 Protective Services (the proposal that scored second) beginning in February of 2017.
Evaluation Criteria Included in RFP
- Qualification & Experience (100 points)
- Description of Vendor Operations (20 points)
- Vendor Approach to the Project (50 points)
- Methodology for Vendor Performance Outcomes (40 points)
- Demonstrated Competence/Past Performance (50 points)
- Responsibility/Responsibility (60 points)
- Financial Stability (60 points)
- Reasonableness of Costs (20 points)
Bids Received
| Bidder |
Bid |
| Cypress Private Security |
$113,639.25 |
| A-1 Protection Services |
$114,998.40 |
| Universal Protection Service |
$120,619.20 |
| Lyons Security Services, Inc. |
$18.23/Hour |
| Hylton Security, Inc. |
$17.82/Hour |
HHSA is planning to issue a new RFP for these services in April 2019. |
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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: |
This is a budgeted expense for HHSA. The funding sources for this expense fall under the new HHSA Administration budget category which pulls funding from a variety of sources. Costs will be recovered following the overhead claiming rules which differ across all program areas. The attached amendment increases the contract for FY18-19 by $73,055.08 for a contract maximum of $394,942.28.
| Fiscal Year/Fund Source |
Original Contract |
Amendment |
Amendment |
New Contract |
| Original FY 16-17 |
$50,760 |
$0 |
<$3724.54> |
$47,035.46 |
| Option Letters FY 17-18 |
$0 |
$127,848.40 |
<$845.58> |
$127,002.82 |
| Amendment 1 FY 17-18 |
$0 |
$0 |
$0 |
$0 |
| Amendment 2 FY 17-18 |
$0 |
$0 |
$0 |
$0 |
| This 3rd Amendment FY 17-18 |
$0 |
$11,000 |
$0 |
$11,000 |
| Option Letter FY 18-19 |
$0 |
$132,278.80 |
$0 |
$132,278.80 |
| This 4th Amendment FY 18-19 |
$0 |
$0 |
77,625.20 |
$77,625.20 |
| Total |
$50,760 |
$271,127.20 |
$73,055.08 |
$394,942.28 |
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