Submitted By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Renewal of a Professional Services Agreement with Securitas Security Services USA, Inc. in an Amount Not to Exceed $819,000.00 for Security and Support Staff Services at Village Parking Structures and in an Amount Not to Exceed $78,000.00 for Security and Support Staff Services Provided at Village Hall from November 1, 2023 through December 31, 2024 and Authorizing Its Execution
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Overview
Overview
The Village contracts for security and customer support staff services at Village-owned parking garages 24-hours per day, 365 days a year. Additionally, when necessary, this contracted staff is utilized for meetings held after business hours at Village Hall, including Village Board and Commission meetings, Administrative Adjudication hearings, and early voting.
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Recommendation
Recommendation
Adopt the Resolution.
Background
Village-owned parking structures provide a majority of the public parking available in the DTOP and Hemmingway business District areas through a combination of permit parking and transient, or daily, parking. The Village uses contracted security staff within the public parking garages in these areas. These contracted staff also patrol the OPRF High School community parking garage and the public portion of the Lake & Forest parking garage. In addition to providing safety services, security personnel provide citizens and customers with personal interaction to assist with utilizing pay station equipment and other customer service issues that may arise at the parking facilities. The Village also utilizes contracted security staff at Village Hall after regular business hours to monitor the lobby, direct visitors to the appropriate location and monitor and control access to the main and upper levels of Village Hall.
This is the first of potentially two (2) optional renewals for Securitas Security Services USA, following the initial contract term of October 11, 2022 through October 31, 2023. Staff recommends this renewal be for a 14-month term in order to transition the agreement to a calendar-year basis to be consistent with other parking agreements for contracted services.
A request for proposals (RFP) was issued on August 15, 2022, in anticipation of the agreement with a previous service provider’s anticipated expiration on October 31, 2022. Five (5) proposals were submitted to the Village in response to the RFP. The staff review team scored all of the proposals based on a number of weighted factors including cost, industry experience, references, financial capacity, fair employment practices, customer service, local hiring practices, and technical competences. Additionally, the review team conducted video conference meetings with two (2) finalists. The review team ultimately recommended the selection of Securitas based on their overall responsiveness to the RFP and the ability, capacity, ad skills of the contractor to meet the needs of the agreement. Additionally, Village staff was pleased with the performance of Securitas during its previous contract with the Village.
Fiscal Impact
The Adopted FY 23 and Requested FY 24 Parking Fund Budget provide funding for security and support staff contracted services at the parking garages, split between Holley Court, The Avenue, and OPRF High School garages: Account # 5060-43770-788-530660 - 60%, Account # 5060-43770-784-530660 - 25%, and Account # 5060-43770-783-530660 - 15%. As provided for in the terms of the Agreement, Securitas has requested a 5% increase to their monthly bill rates for the term of the renewal. Village staff believes the requested 5% increase is reasonable given the experience and performance of the firm.
The Adopted FY 23 and Requested FY 24 General Fund Budget provide funding for security contracted services at Village Hall within Account # 1001-41300-101-530667. While the 5% bill rate increase also applies to services at Village Hall, it is anticipated that the overall cost for services at Village Hall will be less than the initial term because security staff is no longer present at the facility during normal business hours. In recent years, contracted security staff was on-site during normal business hours to enforce COVID-19 masking requirements for visitors.
DEI Impact
N/A.
Alternatives
The Village Board could delay action to gain additional information.
Previous Board Action
On October 10, 2022, the Village Board adopted Resolution 22-247, A Resolution Approving a Professional Services Agreement with Securitas Security Services USA, Inc., in an Amount Not-To-Exceed $777,086.00 for Security and Support Staff Services at Village Parking Structures and Not-To-Exceed $99,000.00 for Security and Support Staff Services Provided at Village Hall for the Term of October 11, 2022 through October 31, 2023 and Authorizing Its Execution.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.