Submitted By
Emily A. Egan, Development Services Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
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 $717,031.00 for Security and Support Staff Services at Village Parking Structures and in an Amount Not to Exceed $76,519.00 for Security and Support Staff Services Provided at Village Hall from January 1, 2025, through December 31, 2025, 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, this contracted staff is utilized to monitor Village Hall after business hours for 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 second of two (2) optional renewals for Securitas Security Services USA, following the initial contract term of October 11, 2022, through October 31, 2023, and the first renewal term of November 1, 2023, through December 31, 2024.
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 competencies. 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, and 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 Proposed FY 25 Parking Fund Budget provides 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 second renewal.
The Proposed FY 25 General Fund Budget provides funding for security contracted services at Village Hall within Account # 1001-41300-101-530667.
DEI Impact
N/A
Alternatives
The Village Board could delay action to gain additional information.
Previous Board Action
On October 16, 2023, the Village Board adopted Resolution 23-295, a Resolution Approving 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 Not-To-Exceed $78,000.00 for Security and Support Staff Services Provided at Village Hall for the Term of November 1, 2023 through December 31, 2024 and Authorizing Its Execution.
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
This is the second of two (2) optional renewal terms. Staff will conduct a request for proposals process in 2025 and bring forth a recommendation to the Village Board in the fourth quarter of 2025.
Intergovernmental Cooperation Opportunities
N/A