HomeMy WebLinkAbout1/15/2014 - STAFF REPORTS - 2.K. PALM Sp
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F°"`'�P CITY COUNCIL STAFF REPORT
DATE: JANUARY 15, 2014 CONSENT CALENDAR
SUBJECT: APPROVAL OF AMENDMENT NO. 7 TO CONTRACT SERVICES
AGREEMENT WITH MAXWELL SECURITY FOR SECURITY SERVICES
AT CITY-OWNED FACILITIES (AGREEMENT NO. A5630)
FROM: David H. Ready, City Manager
BY: Community & Economic Development Department
SUMMARY
The City Council will consider approval of an amendment to the contract services
agreement with Maxwell Security Services Inc., to incorporate monitoring of selected
downtown sites and to extend the agreement to the end of the fiscal year. In the
interim, the City is in process of issuing an RFP for a five-year contract for Security
Services at City-owned facilities.
RECOMMENDATION:
1. Approve Amendment No. 7 to Agreement No. A5630, with Maxwell Security
Services, for Unarmed Security Services at City-owned facilities, to incorporate
monitoring of additional downtown sites and extend the agreement to
June 30, 2014.
2. Authorize the City Manager to execute the amendment to the agreement.
BACKGROUND:
Currently the City has an agreement with Maxwell Security Services for unarmed
uniformed security services to patrol, monitor and report on activities at the Palm
Springs Train Station, the Downtown Parking Structure at 275 S. Indian Canyon Drive,
the Palm Springs Library and the City-owned Desert Fashion Plaza Parking Structure.
Recently, Maxwell Security Services Inc. was retained to provide security services at
downtown area sites. The monitoring of downtown sites was implemented as a
proactive measure to monitor and patrol certain sites, and report potential activities
ITENI NO.
City Council Staff Report
January 15, 2014 -- Page 2
Maxwell Security Agreement
occurring at vacant downtown buildings, while staff develops a comprehensive
amendment to the vacant building ordinance for consideration by the City Council.
The City is currently developing and issuing a Request for Proposal (RFP) for a new
five-year security services contract in accordance with the Procurement Ordinance.
This action would extend the contract with Maxwell Security Services to terminate at the
end of the fiscal year on June 30, 2014.
FISCAL IMPACT:
The cost to extend the contract to include the monitoring of downtown sites is
approximately $5,000 per month.
The cost to extend the term of the service agreement with Maxwell Security Services
Inc. to the end of the fiscal year, including the monitoring of downtown sites is
approximately $78,500.00.
Funding for Security Services is budgeted and allocated in following Departments:
• Public Works (Railroad Station)
• Measure J Downtown PS Security (DFP Parking Structure)
• Police Department/Structure Maintenance
• Library/Library Security Services
o n S RiVNond, Director of Diana Shay
Com nit conomic Development Redevelopment oordinator
DAVID H. READY
City Manager
Attachments:
1. Amendment No. 7 to the Contract Services Agreement for Un-Armed Security
Services (Agreement No. A5630)
02
AMENDMENT NO. 7
TO
CONTRACT SERVICES AGREEMENT
FOR UNARMED SECURITY SERVICES
(Agreement No. A5630)
THIS SEVENTH AMENDMENT to the Contract Services Agreement No.A5630 for security
services is made and entered into to be effective on the date that the City Manager
executes this Agreement by and between the City of Palm Springs, a California charter city
and municipal corporation (hereinafter referred to as the City), and Maxwell Security
Services, Inc. (hereinafter referred to as the Contractor) (collectively, the "Parties").
RECITALS
A. City and Contractor entered into a Contact Services Agreement ("Agreement') for
un-armed uniformed security services at the Palm Springs Train Station located at
6001 Garnet Station Road, made and entered into on February 1 , 2008, amended
on July 25, 2008 and which expired on January 31 , 2009.
B. City and Contractor entered into a new Contract Services Agreement for un-armed
uniformed security services at the Palm Springs Train Station located at 6001
Garnet Station Road, made and entered into on February 4, 2009 in the amount of
$34,800 per year.
C. Section 1.8 of the Agreement provides that the Agreement may be amended at any
time with the mutual written consent of the Parties for Additional Services.
D. City and Contractor amended the Agreement to add un-armed uniformed security
guard services for the Palm Springs Library and the Downtown Parking Structure,
which commenced on July 1, 2009 (Amendment No. 1 , as approved by City Council
June 24, 2009), for the hourly rate of $18.00 and in the annual amount not to
exceed $34,632 per year for the Library and $21,060 for the Parking Structure.
E. City and Contractor amended the Agreement to add un-armed uniformed security
guard services at the Skate Park, commencing on October 14, 2009 for the hourly
rate of $18.00. Amendment No. 3, as approved by City Council July 7, 2010
amended the scheduled coverage to 28.5 hours per week for 39 weeks between
September through May, and 24.5 hours per week for the 13 weeks between June
and August, in the aggregate annual amount not to exceed $25,740 per year.
F. City and Contractor entered Amendment No. 4 to restate and clarify the total
compensation and Schedule of Performance.
G. City and Contractor amended the Agreement under Amendment No. 5 to add un-
armed uniformed security guard services for the Desert Fashion Plaza surface
parking lot and parking structure, which commenced on November 9, 2012, for the
monthly rate of$3,000 and in the annual amount not to exceed $36,000 per year.
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H. City and Contractor entered Amendment No. 6 to clarify changes in service
schedules, bus schedule and tasks for each service location.
I. City and Contractor desire to amend the agreement(Amendment No. 7)to add un-
armed uniformed security guard services for Downtown Sites, at a fixed hourly rate
of $18.00 per hour.
J. City and Contractor desire to extend the contract termination date to June 30, 2014.
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the Parties agree as follows:
AGREEMENT
1. Incorporate the contract to include unarmed uniformed security guard services
for Downtown Historic Sites at a fixed hourly rate of$18.00 per hour.
2. Extend the contract termination date to June 30, 2014, the end of the City's
fiscal year.
Exhibit "A "
"Scope of Services"
Qualifications and all other characteristics of Exhibit "A" of the Agreement, entitled
"Scope of Services" remain in place; however, the following section is added to reflect
the current agreement as follows:
Downtown Sites
Provide unarmed uniformed security services in the downtown area at the direction of
the City Manager orthe City Manager's designee, including hours and days of security.
Contractor shall provide an un-armed uniformed security officer, the vehicle, and
communications equipment for the officer, and all necessary supervision needed to
patrol/monitor/report activities at the downtown sites.
The Security Officerwill patrol downtown sites both in the vehicle and on footto inspect
all parts of the premises for the purpose of detecting and preventing individuals or
groups from committing acts that are illegal or injurious to others or to the property.
The Security Officer shall complete a Daily Activity Patrol Report ("Report") to be
provided to the Contract Officer or his designee at the completion of the shift. The
Security Officer will document and report on all instances that may be of interest to
supervisors or the City's Contract Officer and report on safety hazards, malfunctioning
equipment, vandalism and other such matters.
The Security Officer shall complete a "Report" for any contact initiated by the Security
Officer against unauthorized parties or involving customers who may be reporting
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violations or suspicious activities or whose conduct on the property may voluntarily or
involuntarily warrant response from the Security Officer. The " Report" shall also be
completed even when reported activity involves response by the Palm Springs Police
Department to further document the circumstances and confirm that a Police Report is
in the process of being made.
Exhibit "C"
"Total Compensation"
Amendment to Exhibit "C" of the Agreement, entitled "Schedule of Compensation": is
hereby amended to read as follows:
Total compensation for services provided hereunder is based on a fixed monthly patrol
rate of $2,900 for the Train Station; $3,120 for the Library; $1,755 for the Downtown
Parking Structure; $3,000 for the Desert Fashion Plaza; and $18.00 per hour for the
Downtown Sites. For the remainder of the contract, February 1, 2014 through June 30,
2014, the total shall not exceed $78,445, as follows:
Compensation Breakdown:
a. Train Station =$2,900 per month at a fixed monthly rate, or$14,500 to the
end of the contract based on schedule of performance outlined in Exhibit"D".
b. Library= $3,120 per month at a fixed monthly rate, or$15,600 to the end
of the contract based on schedule of performance outlined in Exhibit "D".
c. Downtown Parking Structure = $1,755 per month, or$8,775 to the end of
the contract based on schedule of performance outlined in Exhibit "D".
d. Desert Fashion Plaza Garages = $3,000 per month at a fixed monthly rate,
or $15,000 to the end of the contract based on schedule of performance
outlined in Exhibit "D".
e. Downtown Historic Sites = $18.00 per hour not to exceed $24,570 to the
end of the contract.
f. All additional time and services by Contractor beyond the scope described
in the Agreement shall be billed at the rate of $18.00 per hour.
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IN WITNESS WHEREOF, the Parties have executed and entered into this
Amendment as of the date first written above.
"CITY„
CITY OF PALM SPRINGS,
ATTEST: a California charter city and municipal
corporation
By: By:
James Thompson, City Clerk David H. Ready, City Manager
Date
APPROVED AS TO FORM:
By:
Douglas H. Holland, City Attorney
Prepared and Reviewed by:
By:
John S. Raymond, Director of
Community and Economic Development
[SIGNATURES CONTINUED ON NEXT PAGE]
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"CONTRACTOR"
MAXWELL SECURITY SERVICES, INC.,
a California corporation
CONTRACTOR: Check one:_Individual_Partnership_Corporation
Corporations require two notarized signatures: One from each of the following: A. Chairman of Board,
President, or any Vice President: AND B. Secretary,Assistant Secretary,Treasurer,Assistant Treasurer, or
Chief Financial Officer).
By: By:
Signature(notarized) Signature (notarized)
Name: Name:
Title: Title:
State of - State of -
County of =ss County of ass
On before me, On before
me,
personally appeared personally appeared
personally known to me (or proved to me on the personally known to me (or proved to me on the
basis of satisfactory evidence) to be the person(s) basis of satisfactory evidence) to be the person(s)
whose name(s) is/are subscribed to the within whose name(s) is/are subscribed to the within
instrument and acknowledged to me that instrument and acknowledged to me that
he/she/they executed the same in his/her/their he/she/they executed the same in his/her/their
authorized capacity(ies), and that by his/her/their authorized capacity(ies), and that by his/her/their
signature(s)on the instrument the person(s), or the signature(s)on the instrument the person(s), or the
entity upon behalf of which the person(s) acted, entity upon behalf of which the person(s) acted,
executed the instrument. executed the instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Notary
Signature: Signature:
Notary Seal: Notary Seal:
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