Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 20-156    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 7/6/2020 Final action: 7/6/2020
Title: A Resolution Approving a Professional Services Agreement with Advanced Security Solutions Inc in an Amount Not To Exceed $557,274.24 for Security Services at Village Parking Structures and Not To Exceed $30,000 for Security Services at Village Hall for a One Year Period With Two (2), One (1) Year Option Renewals and Authorizing Its Execution
Attachments: 1. Resolution Advanced Security, 2. Professional Services Agreement - Advanced Security, 3. Advanced_Security_Proposal RFP 20-101 DCS 2020, 4. Request for Proposals (RFP) # 20-101 Security and Support Staffing Services, 5. Summary of Proposals

Submitted By                     

Tammie Grossman, Director Development Customer Services

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving a Professional Services Agreement with Advanced Security Solutions Inc in an Amount Not To Exceed $557,274.24 for Security Services at Village Parking Structures and Not To Exceed $30,000 for Security Services at Village Hall for a One Year Period With Two (2), One (1) Year Option Renewals and Authorizing Its Execution

 

End

Overview

Overview

The Village contracts for security services for the public parking garages and Village Hall. The Village’s contract with Securitas Security Services USA, Inc., expires on July 31, 2020. The Village issued a Request For Proposals (RFP) on April 20, 2020 in anticipation of the contract expiration and is recommending entering into a contract with Advanced Security Solutions Inc.  

 

End

Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The FY 2020 budget provides funding for approximately $550,000 in security related expenditures in the Parking Fund with an annual allocation split between Holley Court, Avenue, and OPRF High School Community Parking Garages: #5060.43770.783.530660 - $83,000,  #5060.43770.784.530660 - $135,000, and #5060.43770.788.530660 - $332,000 based on the number of parking stalls.  The General Fund budget provides $30,000 (#1001-41300-101-530667).

 

Background

Village owned parking structures provide a majority of the public parking available in the Downtown and Hemmingway business areas through a combination of permit parking and transient parking.  The Village uses contracted security services within the public parking garages in these areas.  These security services also patrol the OPRF High School Community Parking Garage, pursuant to an intergovernmental cooperation agreement.  In addition to providing safety services, security personnel provide citizens and customers with personal interaction to assist with utilizing pay station equipment or locating where they have parked their vehicle.

 

As part of this agreement the Village receives security guard services at Village Hall. This individual provides after hours security for staff, elected and appointed officials and the public when Village Hall is open after 5:00 pm.

 

The Village’s agreement with Securitas Security Services USA, Inc., expires on July 31, 2020. A request for proposals (RFP) was issued on April 20, 2020 in anticipation of the agreement expiration. Twelve (12) proposals were submitted 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 competenence. Additonally, the review team conducted video conference meetings with the three finalists.

 

The review team ultimately recommended the selection of Advanced Security Solutions Inc based on their overall responsiveness to the RFP and the ability, capacity and skill of the contractor to meet the needs of the agreement. If approved by the Village Board, the agreement with Advanced Security Solutions Inc will begin on August 1, 2020.

 

Alternatives

The Village Board could elect to end contracted security and support services and hire additional in-house Village personnel.

 

Previous Board Action

On June 15, 2020 the Village Board approved Resolution 20-143, authorizing a one (1) month extension of the agreement with Securitas.

 

On January 13, 2020 the Village Board approved Resolution 20-041, authorizing a six (6) month extension of the agreement with Securitas.

 

On December 10, 2018 the Village Board approved Resolution 18-1048, authorizing a renewal for one year (2019) for the agreement with Securitas.

 

On December 11, 2017 the Village Board approved Resolution 17-722, authorizing a second year (2018) for the agreement with Securitas.

 

On October 17, 2016 the Village Board approved Resolution 16-341, authorizing a contract execution with Securitas Security Services USA, Inc.

 

Citizen Advisory Commission Action

N/A

 

Anticipated Future Actions/Commitments

N/A

 

Intergovernmental Cooperation Opportunities

N/A