Consent-Health & Human Services # 25.
Board of Supervisors
- Meeting Date:
- 11/22/2022
- Brief Title
- Fourth Amendment with A-1 Protective Services
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Ian Evans, Adult and Aging Branch Director, Health and Human Services Agency, x8297
Supervisorial District Impact:
Countywide
Subject
Approve fourth amendment to Delegated Authority Agreement No. 22-140 with A-1 Protective Services to add three additional monthly optional extensions for January 2023, February 2023, and March 2023 in the amount of $6,500 per month for a new potential lifetime maximum of $175,000, for the provision of Project Room Key security guard services. (No general fund impact) (Sullivan)
Recommended Action
- Approve fourth amendment to Delegated Authority Agreement No. 22-140 with A-1 Protective Services to add three additional monthly optional extensions for January 2023, February 2023, and March 2023 in the amount of $6,500 per month for a new potential lifetime maximum of $175,000, for the provision of Project Room Key security guard services; and
- Re-Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to 1) exercise optional monthly extensions up to $6,500 per month for January 2023, February 2023, and March 2023 and 2) issue related option month notices. Please see Section 3. of Att. A. Fourth Amendment.
Strategic Plan Goal(s)
 |
Thriving Residents |
 |
Safe Communities |
Reason for Recommended Action/Background
The California Department of Social Services (“CDSS”) released a Project Room Key (“PRK”) allocation of funding to continue to provide Project Room Key and Rehousing strategy for non-congregate shelter and rehousing services. A-1 Protective Services provides quality security officer services to maintain peace; safeguard County and/or City staff, volunteers, contractors, clients, and Visitors; and to safeguard County leased/rented property. A-1 Protective Services patrols and inspects the parking lots, grounds, and visible spaces of a list of properties and room numbers updated daily. Properties include hotels, motels, and other similar environments of temporary lodging in the specified cities and addresses within Yolo County. A-1 Protective Security Guards respond and coordinate with property managers, owners, and non-emergency police.
The second amendment extended the Agreement for Fiscal Year 2022-23, added funding in the amount of $6,000 for Fiscal Year 2022-23, and added five 1-month optional extensions.
The third amendment updated hourly rates effective August 1, 2022, in order to keep pricing consistent across all contracts and account for the need for the vendor to retain security staff in order to decrease turnover and ensure continuity of services, as well as meet the pricing standards of the competitive security industry. The amendment also extended the term of the Agreement through October 31, 2022, and increased the current contact maximum by $7,500, and also increased the optional extensions by $500 per month.
This fourth amendment is adding three additional monthly optional extensions through March 2023 in an amount up to $6,500 per month. By adding the additional monthly options, will provide flexibility for a smooth and timely transition as remaining Project Room key hotel sites transition clients to alternative housing locations.
Performance Measures are not associated with this Agreement.
The second amendment extended the Agreement for Fiscal Year 2022-23, added funding in the amount of $6,000 for Fiscal Year 2022-23, and added five 1-month optional extensions.
The third amendment updated hourly rates effective August 1, 2022, in order to keep pricing consistent across all contracts and account for the need for the vendor to retain security staff in order to decrease turnover and ensure continuity of services, as well as meet the pricing standards of the competitive security industry. The amendment also extended the term of the Agreement through October 31, 2022, and increased the current contact maximum by $7,500, and also increased the optional extensions by $500 per month.
This fourth amendment is adding three additional monthly optional extensions through March 2023 in an amount up to $6,500 per month. By adding the additional monthly options, will provide flexibility for a smooth and timely transition as remaining Project Room key hotel sites transition clients to alternative housing locations.
Performance Measures are not associated with this Agreement.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel approved this amendment as to form.
Competitive Bid Process/Vendor Performance
This Agreement was sought through a Sole Source and approved by the Procurement Manager.
The Department confirms A-1 Protective Services, Inc. has performed satisfactorily on the current agreement.
The Department confirms A-1 Protective Services, Inc. has performed satisfactorily on the current agreement.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 19,500
- Amount budgeted for expenditure:
- $ 19,500
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 19,500
Source of Funds for this Expenditure
- ESG-CV2
- $0
Further explanation as needed:
No general funds are required by this action. These services will be funded by ESG-CV2. This amendment adds monthly optional extensions in the amount of $6,500 per month for January, February and March 2023. If optional extensions are exercised the new lifetime maximum of the agreement will be $175,000 for the period of July 1, 2021 through March 31, 2023.
The following is the breakdown of funding for this agreement.
The following is the breakdown of funding for this agreement.
| CFDA #21.027 | ||
| Fiscal Year 2021-22 July 1, 2021 through June 30, 2022 |
Fiscal Year 2022-23 July 1, 2022 through December 31, 2022 |
Total |
| $117,000 | $35,500 | $155,500 |
The agreement also includes three monthly optional extension through March 2023 in an amount less than or equal to $6,500 per month.
| Option Month/ Fiscal Year (OM/FY) |
Revised Agreement Expiration Date Per OM/FY |
Maximum Increased Funding Amount Per OM/FY |
Revised Agreement
Lifetime Maximum Per OM/FY
|
| OM/FY January 2022-23 |
On or before January 31, 2023 |
Up to $6,500 |
Up to $162,000 |
| OM/FY February 2022-23 |
On or before February 28, 2023 |
Up to $6,500 |
Up to $168,500 |
| OM/FY March 2022-23 |
On or before March 31, 2023 |
Up to $6,500 |
Up to $175,000 |
In no event shall the term of the Agreement extend beyond March 31, 2023 nor shall the total contract maximum exceed the amount of ONE HUNDRED SEVENTY-FIVE THOUSAND DOLLARS ($175,000) unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Yolo County Board of Supervisors.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | Tom Haynes | 11/08/2022 10:02 AM |
| County Counsel | Hope Welton | 11/08/2022 10:09 AM |
- Form Started By:
- Kimberly Mayfield
- Started On:
- 03/10/2022 03:15 PM
- Final Approval Date:
- 11/08/2022