COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Sheriff’s Office

DATE:

May 24, 2010

BOARD MEETING DATE:

June 8, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Greg Munks

SUBJECT:

Agreement with Allied Barton Security Services for Countywide Security Services.

RECOMMENDATION:

Adopt a Resolution authorizing the:

A.

President of the Board to execute an Agreement with Allied Barton Security Services for security services at all 17 County and Court facilities, for an amount not to exceed $8,561,320, which includes a 2% contingency factor, and a three-year term commencing July 1, 2010 through June 30, 2013; and

B.

Sheriff or Sheriff’s designee to execute amendments and minor modifications to this Agreement not to exceed an aggregate of $25,000 and/or modify the agreement term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

BACKGROUND:

Contract security guard services have been used by San Mateo County at various locations since 1993. These services are currently utilized at 17 sites which consist of the Hall of Justice; Courts; Coyote Point Marina; San Carlos Airport; Youth Services Center; various Human Services Agency sites; and various sites for the San Mateo Medical Center.

Security guards screen incoming visitors for weapons; provide protection for County employees, clients and customers, jury members and the general public; protect property; respond to emergencies in cooperation with first responder fire, law enforcement, or paramedic agencies; observe and report suspicious or risk-prone situations to appropriate law enforcement agencies; and through their presence, provide a deterrent to threats or acts of violence against County employees, the general public, and private and public property.

The existing contract for security guard services will expire on June 30, 2010.

DISCUSSION:

This past January, a Request for Proposals (RFP) was issued for security guard services. The County Building Security Work Group, which includes representatives from a variety of County departments and agencies, provided support and oversight for the RFP process.

In February, a non-mandatory Pre-Proposal Conference and Q&A session was held to review RFP requirements, answer questions and ensure responding firms understood the required scope of services. Out of the 16 proposals received, four finalists were selected for a formal rating and evaluation by the Evaluation Committee. Ultimately, Allied Barton Security Services was selected as the best qualified firm to provide security services for the County, replacing the current Contractor, U.S. Securities Associates.

The proposed Agreement is for a three-year term commencing July 1, 2010 through June 30, 2013, with the option to extend for an additional period of twenty-four months.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

County Counsel has reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by ensuring the safety and protection of visitors, County clients, jurors, patients and customers visiting or doing business at County facilities.

PERFORMANCE MEASURE:

Measure

FY 2008-09
Actual

FY 2009-10
Projected

Number of security calls for service

33,357

35,400

FISCAL IMPACT:

The three-year Agreement is for an amount not to exceed $8,561,320, which includes a 2% contingency factor which shall only be utilized at County’s discretion.

The starting contract security officer hourly rate is $12.22 per hour, with a contract billed rate of $18.28 per hour including the cost of medical benefits. Under the previous U. S. Securities Associates, Inc. contract, the starting security officer hourly paid rate was $12.22, with a billing rate of $18.51 per hour, excluding the cost of medical benefits.

The total weekly cost for security services at all facilities and sites under the proposed Agreement is $53,058. The first year direct cost maximum is $2,814,191. Costs increase 1.4% annually in subsequent years. A 2% Contingency is also added to the contract “not-to-exceed” total each year to allow for unanticipated site additions or events. On average, the total Countywide cost decrease under the proposed new contract will be approximately 24% less than the prior total annual contract costs from the 2005 Agreement.

Funding for individual agency annual security costs is contained within each agency’s respective Recommended FY 2010-11 budgets. In most cases, the costs are either paid 100% from non-General Fund sources (e.g. Trial Courts, Marina, Airport, Hospital Enterprise Funds), or are partially or fully subvented by outside revenues (all HSA sites, branch Mental Health sites). There should be minimal or no additional net General Fund cost impact, beyond the amounts already included in individual department budgets within the FY 2010-11 Recommended Budget.

KEY CRITERIA

RFP SPECIFICS

1. General Description of RFP

Contract security guard services at seventeen major and lesser sites throughout San Mateo County, including staffing at the days, hours and levels specified.

2. Key Evaluation Criteria

Specified in RFP

• Demonstrated ability to provide trained and certified security staffing levels required on an ongoing, year-round basis

• Proposers ability to meet organizational, fiscal, and legal requirements of the RFP

• Proposers qualifications and breadth of experience in providing similar services

• Experience, motivation, and innovation of the management team

• Proposed contract billing rate and officer hourly rate structure

• Quality of feedback provided by references

3. Where & How Was It Advertised?

A. Newspapers: San Mateo Times (2 days) January 16-17, 2010

B. Website: Notices posted on Sheriffs website on January 14, 2010.

4. Who Received RFP Copies?

IFAS PEID vendor file: The County’s financial system was used to pull security guard companies to create a mailing list of security contractors which was

utilized for RFP mailings – 15 RFP copies were mailed out.

All other respondents were referred to the Sheriff’s webpage to obtain the RFP.

5. Total Number of RFP’s Mailed or Given Out

A total of 15 RFP’s were mailed to vendors.

6. Non-mandatory Pre-Proposal Conference (2/16/10)

A non-mandatory Pre-Proposal Conference and Q&A session was held to go over the RFP requirements; answer questions; and ensure that responding firms understood the required scope of the engagement.

A written Addendum and Responses to all submitted questions were posted on the Sheriff’s web page.

7. Number of Proposals Received by Deadline (3/11/10)

A total of sixteen proposals were received on or before the deadline.

8. Primary RFP Review (3/18/10)

All proposals were preliminarily evaluated and ranked by a Proposal Screening Committee, using a matrix approved by the main departments that utilize guard services. Four Finalists were selected for a formal rating and evaluation. The preliminary evaluation and finalist selection was subsequently approved by the County Departments.

9. Finalists Selected:

• Allied Barton Security Services, LP

• First Alarm Security & Patrol, Inc

• Guardsmark, LLC

• HSS, Inc

10. Finalist Evaluation Representation & Process:

Finalist interviews/evaluations were conducted on 4/6/10 and 4/7/10.

Evaluation Subcommittee: A committee of the County Departments included representatives from Sheriff’s Office; SMMC; Superior Courts; Airports; and Human Services conducted the interviews.

Rating Methodology: Each Finalist underwent an intensive, one-hour session. A written evaluation form consisting of five evaluation criteria was completed by each interviewer for each Finalist.

11. Evaluation Results:

Final rankings placed Allied Barton in first place ahead of the other Finalists with HSS and First Alarm in 2^nd and 3^rd place respectively. Allied Barton was ranked first place by four of six evaluators and a close second by one evaluator.