Consent-Health & Human Services # 40.
Board of Supervisors
- Meeting Date:
- 07/25/2023
- Brief Title
- Third Amendment to Agreement No. 19-264 with A-1 Protective Services, LLC
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Soua Moua, Interim Service Center Branch Director, Health and Human Services Agency, x2702
Supervisorial District Impact:
Countywide
Subject
Approve third amendment to Agreement No. 19-264 with A-1 Protective Services to add funding in the amount of $75,000 for 2022-23 and $75,000 for 2023-24, for a new contract maximum of $1,734,000 for the period of January 1, 2020 through June 30, 2024, for the provision of security guard services. (No general fund impact) (Sullivan)
Recommended Action
Approve third amendment to Agreement No. 19-264 with A-1 Protective Services to add funding in the amount of $75,000 for FY 2022-23 and $75,000 for FY 2023-24, for a new contract maximum of $1,734,000 for the period of January 1, 2020 through June 30, 2024, for the provision of security guard services.
Strategic Plan Goal(s)
 |
Thriving Residents |
 |
Safe Communities |
Reason for Recommended Action/Background
The Yolo County Health and Human Services Agency (HHSA) has historically contracted with an independent security guard contractor for the provision of unarmed security guard services for the lobbies of its buildings in Woodland, West Sacramento, and Davis. The services are important to safety and security of HHSA clients, vendors, and employees.
The increase in funds is necessary to provide additional hours of on-site security to assist with the prevention and clearing of homeless camps after-hours on the campus.
Performance Measures included in this Agreement are as follows:
Performance Measures are not associated with this Agreement.
The increase in funds is necessary to provide additional hours of on-site security to assist with the prevention and clearing of homeless camps after-hours on the campus.
Performance Measures included in this Agreement are as follows:
Performance Measures are not associated with this Agreement.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process/Vendor Performance
Request for Proposals (RFP) Service Requested:Security Guard Services
On October 2, 2019, the County via the Department of General Services, Procurement Division (DGS-Procurement) [formerly Department of Financial Services, Procurement Division] issued a RFP to elicit proposals from qualified organizations on behalf of the Health and Human Services Agency (HHSA) for the provision of Security Guard Services. The RFP was open for 37 days (just over 5 weeks). Potential bidders were offered the opportunity ask questions via the electronic BidSync system, through November 4, 2019. Potential bidders were offered the opportunity to submit proposals via BidSync or via hardcopy by submitting a paper proposal directly to the Yolo County Procurement Department.
DGS received six (6) proposals from this solicitation. DGS reviewed the proposal for minimum requirements and four (4) out of six (6) were disqualified for failing to meet the technical requirements of the RFP. The technical reviews were performed by the HHSA RFP Coordinator and Lead Buyer for the Procurement Department. An RFP Review and Selection Committee was formed that included four (4) HHSA employees one from each of the following HHSA branches: Administration, Adult and Aging, Service Centers, and Child, Youth, and Family. The two (2) remaining proposals were evaluated. The proposal submitted by A-1 Protective Services was determined to meet all the required qualifications necessary to successfully provide these services, and was selected as the top choice by all members of the Review and Selection Committee. Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation
Evaluation Criteria Included in RFP
On October 2, 2019, the County via the Department of General Services, Procurement Division (DGS-Procurement) [formerly Department of Financial Services, Procurement Division] issued a RFP to elicit proposals from qualified organizations on behalf of the Health and Human Services Agency (HHSA) for the provision of Security Guard Services. The RFP was open for 37 days (just over 5 weeks). Potential bidders were offered the opportunity ask questions via the electronic BidSync system, through November 4, 2019. Potential bidders were offered the opportunity to submit proposals via BidSync or via hardcopy by submitting a paper proposal directly to the Yolo County Procurement Department.
DGS received six (6) proposals from this solicitation. DGS reviewed the proposal for minimum requirements and four (4) out of six (6) were disqualified for failing to meet the technical requirements of the RFP. The technical reviews were performed by the HHSA RFP Coordinator and Lead Buyer for the Procurement Department. An RFP Review and Selection Committee was formed that included four (4) HHSA employees one from each of the following HHSA branches: Administration, Adult and Aging, Service Centers, and Child, Youth, and Family. The two (2) remaining proposals were evaluated. The proposal submitted by A-1 Protective Services was determined to meet all the required qualifications necessary to successfully provide these services, and was selected as the top choice by all members of the Review and Selection Committee. Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation
Evaluation Criteria Included in RFP
- General Company Information (35 points)
- Experience and Past Performance (100 points)
- Responsiveness/Responsibility (80 points)
- Proposer's Approach to Project (65 points)
- Quality Assurance and Oversight (50 points)
- Outputs and Outcome Measures (55 points)
- Reasonableness of Cost (50 points)
- Financial Information (pass/fail)
- Quality and Completeness of Proposal (pass/fail)
Bids Received
| Bidder | Bid |
| A-1 Protective Services, LLC | $351,856.96 |
| American Guard Services, LLC | $346,936.20 |
Vendor Performance
The Department confirms A-1 Protective Services, LLC has performed satisfactorily on the current agreement.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 75,000
- Amount budgeted for expenditure:
- $ 75,000
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 427,000
Source of Funds for this Expenditure
- Federal/State/Realignment
- $75,000
Further explanation as needed:
No general funds are required by this action. These services will be funded by federal, state, and realignment funds. The action increases the contract maximum by $75,000 for FY 2022-23 and $75,000 for FY 2023-24 for a total of $1,734,000 for the period of January 1, 2020 through June 30, 2024. The amount of $75,000 is included in FY 2022-23 adopted budget; the amount of $75,000 is included in FY 2023-24 recommended budget.
The following is the breakdown of funding for this agreement.
| FY 2019-20 January 1, 2020 through June 30, 2020 |
FY 2020-21 July 1, 2020 through June 30, 2021 |
FY 2021-22 July 1, 2021 through June 30, 2022 |
FY 2022-23 July 1, 2022 through June 30, 2023 |
FY 2023-24 July 1, 2023 through June 30, 2024 |
Total |
| $176,000 | $352,000 | $352,000 | $427,000 | $427,000 | $1,734,000 |
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | mrobertson | 07/14/2023 10:13 AM |
| County Counsel | Hope Welton | 07/17/2023 08:54 AM |
- Form Started By:
- Emily Covey
- Started On:
- 07/06/2023 05:48 PM
- Final Approval Date:
- 07/17/2023