REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: MELISSA PERALES, Purchasing Manager General Services Department, Purchasing Division SUBJECT ..Title Approve the award of a citywide requirements contract to Universal Protection Services, LP dba Allied Universal Services of Fresno, California for one year with four optional one-year extensions for security services in an amount not to exceed $3,350,000 per year plus annual CPI and minimum wage increases (Bid File 9686) ..Body RECOMMENDATION Staff recommends Council approve the award of a citywide requirements contract to Universal Protection Services, LP dba Allied Universal Services of Fresno, California for one year with four optional one-year extensions for security services in an amount not to exceed $3,350,000 per year plus annual CPI and minimum wage increases. EXECUTIVE SUMMARY The General Services Department, Purchasing Division, solicited proposals through the Request for Proposals (RFP) process for citywide security services. The RFP was publicly advertised on September 19, 2024, and proposals were due October 22, 2024. The Purchasing Division received 19 proposals by the proposal deadline. Following a thorough evaluation, the selection committee unanimously agreed that Universal Protection Services, LP dba Allied Universal Services provided the best value to the City. The recommended proposer demonstrated superior service capabilities, enhanced security measures, and additional value-added services that align with the City's operational needs. BACKGROUND The General Services Department, Purchasing Division, is responsible for administering the citywide agreement for security services. The RFP sought proposals for a one-year contract with four (4) optional one-year extensions. The locations included in the RFP are the Municipal Service Center, City Hall, Santa Fe Depot, various public artwork pieces, various parks, warming and cooling centers, Police Headquarters, the Capital Projects Department, and multiple Department of Public Utilities locations. Additionally, the contract includes security screening operations at the main entrance of City Hall, including the magnetometers, baggage scanner, and hand wands. The RFP was publicly advertised on Planet Bids on September 19, 2024, notifying 628 potential proposers, 75 of which downloaded the RFP documents. Nineteen proposals were received by the October 22, 2024 deadline. To ensure a fair and thorough evaluation, a selection committee was formed with representatives from the Capital Projects Department, Department of Public Utilities, PARCS Department, and the General Services Department. Proposals were evaluated based on the following criteria: 1) Cost as shown on the Cost Proposal Worksheet. 2) Ability to meet the stated service requirements. 3) Past Performance and Experience based on References and experience. 4) Conformance to the terms and conditions of the RFP. 5) Other related information. The committee met to review proposals on January 10, 2025 and January 23, 2025. Each committee member independently scored the proposals, and the total scores were compiled. Given the significant drop in scores after the third proposer, the committee elected to proceed with interviewing the top three proposers. The interviews were held on January 31, 2025 and February 3, 2025. Following the final interview, a Best and Final Offer was requested from the three interviewed proposers. Universal Protection Services, LP dba Allied Universal Services reduced their proposal amount by 7.37%. This reduction would mean an overall annual savings of 4.07% for the City. The committee unanimously recommended awarding the contract to Universal Protection Services, LP dba Allied Universal Services based on their ability to provide a higher level of service including: * Increased staffing levels to improve coverage and response times * Enhanced officer training programs, including de-escalation and emergency response * Advanced security technology integration for real-time monitoring * Stronger management oversight and reporting capabilities Staff recommends Council approve the recommendation of the selection committee and award the contract to Universal Protection Services, LP dba Allied Universal Services. The City Attorney has reviewed and approved the contract to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference was considered during the evaluation. Universal Protection Services, LP dba Allied Universal Services is a local business as defined in the Fresno Municipal Code. FISCAL IMPACT The funding has been included in each departments' line-item budget as part of the FY2025 adopted budget to cover the cost of security services. Attachments: Bid Evaluation and Committee Report Proposal Amounts Contract