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HomeMy WebLinkAboutItem 12m - Security Guard Services DATE: July 21, 2020 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services By: Roger Hiles, Library Services Manager SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH SECURITY PATROL MANAGEMENT & SERVICES FOR SECURITY GUARD SERVICES IN AN AMOUNT NOT TO EXCEED $59,000 Recommendation: Approve SUMMARY The City has a Professional Services Agreement (“Agreement”) with Security Patrol Management & Services (“SPM”) for unarmed security guard services at the Arcadia Public Library, which provides for 34 hours of service at a rate not to exceed $18.25 per hour. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Agreement with SPM to provide for 60 hours of unarmed security guard service at the at a rate not to exceed $19.75 per hour, which reflects an 8.2% increase, for a total amount not to exceed $59,000. Sufficient funds are available in the City’s FY 2020-21 Operating Budget for the Library. BACKGROUND The Arcadia Public Library is normally visited by thousands of people each month, including many children from the nearby schools. In order to maintain an orderly atmosphere where quiet study is possible, the Library requires an unarmed security guard to circulate throughout the building, encouraging patrons of all ages to conduct themselves in a manner that does not intrude on others. After a competitive bidding process, the City Council awarded Security Patrol Management & Services the Agreement to provide 34 hours of guard services beginning on July 1, 2017, and expiring on June 30, 2022, with a maximum of three (3) one-year renewals as mutually agreed upon thereafter. Due to increases in the local minimum wage, the rate of pay was raised to $18.25 per hour in Amendment No. 1 to the Professional Services Agreement in October 2018. Amendment No. 2 to Professional Services Agreement in January 2020 allowed the scope of service to be extended to other City Departments. DISCUSSION Although the Professional Services Agreement provided for 34 hours per week of guard services, the Library is normally open to the public for 60 hours per week. In recent years, an increasing Amendment to the Professional Services Agreement for Security Guard Services July 21, 2020 Page 2 of 2 number of incidents with patrons have occurred outside of guard hours that have resulted in calls to the Arcadia Police Department for assistance. In an effort to save Police resources, the City Council provided sufficient funds to increase guard services to 60 hours per week (holidays excluded) in the City’s FY 2020-21 Operating Budget. In addition, increases to the local minimum wage have caused SPM to raise the rate of pay for guard services to $19.75 per hour, which reflects an 8.2% increase since October 2018. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The total amount for guard services from SPM approved in the City’s FY 2020-21 Operating Budget for the Library is $59,000, which reflects both the increase in hours of service and rate of pay. Funding for the remaining years will be requested in their respective operating budgets. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Security Patrol Management & Services for Security Guard Services in an amount not to exceed $59,000. Attachment: Proposed Amendment No. 3 to the Professional Services Agreement AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT FOR SECURITY GUARD SERVICES WITH SECURITY PATROL MANAGEMENT & SERVICES This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ________ day of ______________, 2020, by and between the City of Arcadia, a municipal corporation of the State of California, and Security Patrol Management & Services, a California Corporation, with respect to that certain Professional Services Agreement between the Parties dated June 7, 2017, as amended by Amendment No. 1 dated October 5, 2018, and as further amended by Amendment No. 2 dated January 21, 2020 (“Agreement”). The Parties agree as follows: 1. The Agreement is amended by deleting Exhibit “A”, and by substituting a new Exhibit “A” attached hereto. 2. The Agreement is amended by deleting Exhibit “B”, and by substituting a new Exhibit “B” attached hereto. 3. The Agreement is amended by deleting Exhibit “C”, and by substituting a new Exhibit “C” attached hereto. 4. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below. CITY OF ARCADIA SECURITY PATROL MANAGEMENT & SERVICES ____________________________ ________________________________ Dominic Lazzaretto Laurice Gillespie City Manager President Date: _______________________ Date: ___________________________ ATTEST: ________________________________ Signature ____________________________ City Clerk _________________________________ Print Name and Title APPROVED AS TO FORM: CONCUR: ____________________________ ________________________________ Stephen P. Deitsch Darlene Bradley City Attorney Director of Library & Museum Services EXHIBIT "A" SCOPE OF SERVICES 1. Consultant shall provide unarmed security guard services at the Arcadia Public Library for a total of approximately 60 hours per week (holidays excluded) as described in Exhibit “B” (Schedule of Services). 2. Services shall begin on July 1, 2017 and end approximately June 30, 2022 with an option to renew on a year-by-year basis for a maximum of three (3) one (1) year renewals as mutually agreed upon. In the event the Consultant does not wish to renew this agreement, Consultant must provide at least thirty (30) days written notice to the City of Arcadia prior to June 30 of any year this agreement is in effect. 3. Consultant shall provide guard services without interruptions including but not limited to absenteeism. Whenever possible, the same guard shall provide the services daily, and in the event that the guard cannot perform the Services as agreed upon, the Consultant must provide a replacement. 4. Security Guard shall not be permitted to carry a weapon of any type. 5. Security Guard shall be dressed in uniform with appropriate emblems and/or badges identifying his/her occupation and company. 6. Security Guard must be of a temperament to work and communicate with adults and children of all ages and be capable of controlling a crowd in all circumstances. 7. Security Guard’s main responsibility will be to maintain a quiet and orderly atmosphere for all library patrons. 8. Security Guard’s break times shall be agreed upon by the Security Guard and Library personnel. 9. The City of Arcadia will not be responsible for any insurance for any Security Guard provided. The City of Arcadia will not be liable for injuries sustained by any Security Guard provided by Consultant while on duty on City of Arcadia property. Exhibit "B" SCHEDULE OF SERVICES Consultant shall provide unarmed security guard services as follows from July 1, 2017 through June 30, 2022 (with an option to renew as described in Exhibit “A”): For Library & Museum Services Locations: Regular Hours Monday – Thursday 10:00 a.m. through 9:00 p.m. Friday - Saturday 10:00 a.m. through 6:00 p.m. Security Guard services will not be required on Library holidays. It is the Library’s responsibility to provide holiday schedules to Consultant. For the Recreation & Community Services Locations: Regular Hours Monday— Friday 8:30 a.m. through 5:30 p.m. Hours may vary due to the needs of the Department. It is the Recreation' s responsibility to provide advance notice to Consultant for adjustment of hours based on their discretion. Exhibit "C" COMPENSATION Security Patrol Management & Services will be compensated at a rate not to exceed Nineteen Dollars and Seventy-Five Cents ($19.75) per hour. Cash discount terms of one half (1/2) of one (1%) percent will apply to all invoices paid within thirty (30) days. Discount of one half (1/2) of one (1%) percent is equal to Nineteen Dollars and Sixty-Five Cents ($19.65) per hour.