TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community Services Director
1. Subject
title
Agreement with Lyons Security Service Inc., for City parks and facilities and Old Towne West Metrolink Parking structure security services.
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2. Summary
A four-year agreement to provide City parks and facilities private security services to prevent illegal activity, vandalism, and graffiti for a four-year total not to exceed $1,027,732.51. Year one of the agreement is in the amount not to exceed $247,514.24.
3. Recommended Action
recommendation
Approve four-year agreement with Lyons Security Service, Inc. in an amount not to exceed $1,027,732.51 for security services for city parks and facilities and Old Towne West Metrolink Parking structure; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expenditure for this agreement is $1,027,732.51and will be funded through General Fund (100):
100.7022.51700.00000 Contractual Services (Labor & Maint.) $154,745.84
100.5028.51450.20421 Other Maintenance-Metrolink Structure $ 92,768.40
5. Strategic Plan Goals
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
6. Discussion and Background
Background
In 2016, the City implemented a parks and facilities security program. Since then, the program has proven to be successful in deterring vandalism and illegal activity in parks and other City facilities during park closure hours of 11:00 p.m. to 5:00 a.m. The use of private security services is an effective and cost-efficient solution to supplement the efforts of the Orange Police Department and Community Services Department staff in maintaining the City’s park system. In addition to patrolling City parks after hours, the program also includes nightly patrols of the Old Towne West Metrolink Parking Structure. The current four-year agreement for security services expires June 30, 2024, requiring the City to enter into a new agreement beginning July 1, 2024 to continue the security program.
Discussion
The City issued a Request for Proposals (RFP) on November 9, 2023 (RFP 23-24.21) and proposals were due on December 14, 2023. Fourteen proposals were submitted. Staff evaluated the proposals based on the firm’s experience, overall qualifications, record of success on previous projects, and overall responsiveness to the RFP. Proposal cost sheets were submitted in separate sealed envelopes and reviewed after the rating process was complete. A Proposal Abstract Summary (Attachment 1) is attached for reference.
After reviewing and scoring all submitted proposals, Lyons, the City’s current vendor, was rated the highest (95 out of 100), as their detailed proposal demonstrated a solid understanding of the City’s security service needs. Lyons Security has demonstrated competence and has provided the City with a positive experience during the last four years they provided parks and facilities security services. Staff also verified the qualifications of the vendor with references provided for similar municipal security services and received positive responses.
The proposed scope of services includes the assignment of providing security services for after-hours park patrol - two patrol guards for six hours per evening, seven nights a week, including holidays. Park patrols include multiple locations determined by the City based on current trends and available funding. A third designated guard would be assigned to provide security services at the City’s Old Towne West Metrolink Parking Structure, eight hours per night, seven nights per week (including holidays).
The total base bid amount to patrol City parks is $584,167.74. Costs related to continuing the nightly patrols of the Old Town West Metrolink Parking structure is $385,148. The total base bid for afterhours park and parking structure patrols is $969,315.74.
The agreement is for four years and proposed a total not-to-exceed amount of $1,027,732.51. This amount includes a 10 percent contingency on only the security services provided for afterhours park patrol. The contingency amount is $58,416.77 and will be used in the event that the City requires additional park security needs. The patrol services for the Old Town West Metrolink Parking Structure does not have a contingency.
The total expenditure will be funded through General Fund (100). The annual cost for the first year of the agreement is $154,745.84 for afterhours park patrol, including the contingency, and $92,768.40 for parking structure patrol, for a total of $247,514.24. Funding for the remaining three years of the agreement is dependent upon City Council approval of the annual budget through Fiscal Year 2027-2028. If funds are not budgeted, the agreement can be terminated or reduced to meet that year’s allocation.
7. ATTACHMENTS
• Proposal Abstract Summary
• Agreement with Lyons Security Service, Inc.