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HomeMy WebLinkAboutItem 23 - Agreement with Protection America Inc. to Provide Security Services Community Development Agency www.santa-ana.org/community-development Item # 23 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 16, 2024 TOPIC: Security Services for Santa Ana Navigation Center AGENDA TITLE Amendment to Agreement with Protection America Inc. to Provide Security Services at Transportation Drop-Off and Pick-Up Locations Used for Santa Ana Navigation Center Guests RECOMMENDED ACTION Authorize the City Manager to execute a first amendment to the agreement with Protection America Inc. to provide security services at the drop-off and pick-up locations used by the Santa Ana Navigation Center to extend the term until June 30, 2025 and to add an additional $117,308, for a total amount not to exceed $167,308 (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION In May, 2022, the Santa Ana Navigation Center opened its doors and Protection America Inc. was contracted by Illumination Foundation to provide on-site security services. At that time, no additional security was utilized for transportation services. Once City staff became aware of community concerns regarding loitering and unwanted behavior at the drop-off and pick-up location utilized by the Navigation Center, additional security service was retained. To provide consistency of Navigation Center rules and procedures, the City also contracted with Protection America Inc. for a six- month pilot program. During the pilot period, it was found that the presence of security staff at this location reduced calls for concerns and eliminated loitering and trash. Under the terms of the City’s agreement with Protection America Inc., a security guard is placed at the shuttle location, 12 hours a day, six days a week to engage with clients disembarking/awaiting the Navigation Center shuttle and ensures that these clients do not loiter, engage in criminal activity, or cause issues or concerns for surrounding businesses. The security officers patrol the surrounding area, report hourly with multiple pictures of different areas of the site, maintain overall visibility on the site, monitor any activity, and observe and report daily to the City. The City’s Good Neighbor Policy indicates that clients are not allowed to walk in or walk off the Navigation Center property. Therefore, transportation services continue to be an important component to Security Services for Santa Ana Navigation Center April 16, 2024 Page 2 4 1 6 2 the success of the Navigation Center’s overall program. An amendment to the contract will update the services, increase the compensation, and extend the existing agreement for off-site security services through June 2025. FISCAL IMPACT Funds are available for expenditure in the FY 2023-24 budget and will be carried forward into the FY 2024-25 budget. The table below indicates the estimated expenditures by fiscal year. Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount FY 23-24 12218717- 62300 Emergency and Health Grants HHAP 3 – Payment to Subagent $66,667.00 FY 24-25 12218717- 62300 Emergency and Health Grants HHAP 4 – Payment to Subagent $100,641.00 Total $167,308.00 EXHIBIT(S) 1. Amendment to Agreement with Protection America Inc. Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Alvaro Nuñez, Acting City Manager Page 1 of 2 FIRST AMENDMENT TO AGREEMENT WITH PROTECTION AMERICA, INC. TO PROVIDE SECURITY SERVICES THIS FIRST AMENDMENT (“Amendment”) to the above-referenced agreement is entered into on April 16, 2024 by and between Protection America, Inc., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A.The parties entered into Agreement No. N-2023-264 (“Agreement”) dated October 20, 2023 to provide security services for the City at multiple locations, including at and around the Santa Ana Regional Transportation Center. The initial term of the Agreement runs through April 20, 2024, with the option to grant up to two (2) one (1) year extensions to the term of the Agreement. The Agreement is current and in-effect. B.The parties wish to amend the Agreement to update the scope of services and increase the total not-to-exceed amount to the compensation reflective of the parties’ intent to exercise the option to extend the term of the Agreement. No further terms are contemplated by this Amendment. The Parties therefore agree: 1.Section 1, Scope of Services, is amended to replace Exhibit A with the Scope of Services provided by the Consultant, dated February 16, 2024, and attached hereto as Exhibit A-1 to this First Amendment. 2.Section 2.a., Compensation, is hereby amended to increase the compensation by $117,308.00. The total amount to be expended during the term of this Agreement shall not exceed $167,308.00. 3.Section 3, Term, is hereby extended, by operation of the extensions available under the terms of the Agreement, through June 30, 2025. 4.Except as modified by this Amendment, all terms and conditions of the Agreement, shall remain in full force and effect. [signature page to follow] EXHIBIT 1 Page 2 of 2 IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on the date and year first written above. ATTEST _______________________________ Jennifer L. Hall City Clerk APPROVED AS TO FORM CITY OF SANTA ANA ______________________________ Alvaro Nuñez Acting City Manager CONTRACTOR SONIA R. CARVALHO City Attorney By: ___________________________ _______________________________ Andrea Garcia-Miller By: Assistant City Attorney Title: RECOMMENDED FOR APPROVAL ____________________________ Michael Garcia Executive Director Community Development Agency Ahmed Ali CEO EXHIBIT 1 Index •Pricing For City of Santa Ana •Scope of Work •Introduction •SilverTrac Technology •Insurance Policies •Sample Incident Report Exhibit A-1 to the First AmendmentEXHIBIT 1 PROPOSAL FOR UNARMED SECURITY GUARD 1.City of Santa Ana - Multiple locations (location may change during the contract period) 2.Pricing / Service hours a. 9 am to 9 pm One on site Unarmed Guard 6 days a week with Thursdays off (hours and day of the week off may change during the contract period) b.Service duration to be determined c.Pricing: $26 per hour d.72 billable hours per week e.Monthly cost based on 30 day months $8,022 f.Invoices to be sent every 1st and 16th of the month and due within net 15 days ADDENDUM 1A (Contract Extension 5/1/24-6/30/25) DATE: 2/16/24 EXHIBIT 1 Protection America, Inc. will provide a fully operational Guard Touring GPS monitoring and reporting system at no additional cost. On site officers will patrol property, report hourly with multiple pictures of different areas of the sites, report any City maintenance issues, maintain overall visibility on site. Written post orders will be completed by our Account Manager prior commencing service. We will provide 24 hour manned Dispatch Center. Company iPhone with our guard touring system, picture and email capability to provide instantaneous reports to our client at the time of any occurrence. Supervisors will spot check security officers on duty at random and unannounced periodically during each week. Fully credentialed by Compliance Depot, Net Vendor, RMIS. $2 Million General Liability insurance and $1 Million Workers Compensation insurance. Contract can be terminated with 30 day notice of cancellation. Quoted by: Ed Clay Date:2/13/24 Accepted by: _______________________ Date: THANK YOU FOR YOUR INTEREST SECURITY SCOPE OF WORK •Officer will patrol at minimum every 30 minutes throughout the shift. •The objective of the officer(s) is ensure City clients do not remain in specific areas, do not loiter, do not commit criminal acts and clients abide by all rules and laws pertaining to private property. All guards actions will be completed via an Observe and Report model. to keep a visual on the clients, monitor their activity and observe and report. •Officer will monitor Illumination Foundation clients to deter congregating, sleeping, hanging out, fraternizing, and/or conducting illegal activities while in the vicinity. Security will contact Illumination Foundation to seek rule compliance with clients and/ or Santa Ana PD if violations are observed. •Officer will monitor Illumination Foundation clients to confirm if they disburse after being dropped off. In the event that they don't, Illumination Foundation will notified. •Any violation or sign of misconduct will be reported to the City agent and Illumination Foundation management. •Officer will provide a presence by making visible rounds and patrols. •Officer will contract property managers and/or representatives of specific identified properties adjacent to the identified location no less than One (1) time per day to ensure lines of communication between the effected property manager, the City of Santa Ana, the Illumination Foundation and the Santa Ana Police Department remain open and that all issues and concerns are brought forward the the responsible party as soon as possible. •Officer will not physically escort anyone as this is an "observe and report" posting. •If a situation escalates, officer will contact Santa Ana PD immediately. •Locations to drop off/pick up can alternate and guard will have to report to the designated location for that day. EXHIBIT 1 Welcome! Thank you for taking the time to take a look at Protection America Security ’s Guard Management Technology! We are really thankful for the opportunity to share our hard work and passion with you! Here’s a brief overview of how Protection America Security ’s unique software utilizes the latest technologies and integrates them into practical and functional solutions that will make your job easier. EXHIBIT 1 EXHIBIT 1 How We Report We use smart phones and tablets with quick and simple drop down reporting menus to streamline the reporting, maximize on site visibility, and reduce your risk and liability. Instead of traditional hand written DARs our officers are provided varied reporting options that enable them to report easily throughout their shift. •Issue types can be completely customized and worded for your industry and specific property. •At your choosing any issues or incidents reported can trigger a notification to the necessary parties (i.e. managers, maintenance supervisors or teams, and issue specific vendors). •All issues are prioritized based on the scope of service at each property and according to your needs. EXHIBIT 1 Guard Tour Checkpoints When a checkpoint is scanned 4 things happen: 1)Instructions are shown to the officer specific to that location 2)A pre -written note in risk and liability terms is entered into all reports including the Daily Activity Report (DAR). 3)A GPS pinpoint is taken to track the officers location at the time of the scan 4)The officer is required to include a photo with the checkpoint to verify their location (optional) QR Codes Bar Codes NFC Tags EXHIBIT 1 Receiving a Task or Reminder Our dispatch center can communicate with our officers in the field through Silvertrac’s dispatch system. Tasks can be sent as one-time, manually dispatched issues, or as recurring tasks to remind officers of specific items on a consistent schedule. Of course, all of this is included in the the DAR. EXHIBIT 1 Daily Activity Report Notes: •Color coded based on Issue Priority •Can be filtered by issue level, address, property, group, security, maintenance, or parking •Can be sent automatically to you based on a customized schedule. EXHIBIT 1 Incident Report Notes: •Incident reports are automatically generated for each issue. •Administrators can add additional notes and email the issue directly to you from the system. •Notifications can be added based on each issue type to notify necessary parties when incidents do occur. EXHIBIT 1 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD PROTE24 OP ID: AC 05/02/2022 Central Insurance Agency, Inc Central Insurance Agency, Inc. 93 East Main Street Smithtown, NY 11787 George Gavaris 877-242-9600 877-243-8995 Employers Compensation Ins. Peleus Insurance Company Protection America Inc. PPO#120313 21350 Nordhoff St # 104C Chatsworth, CA 91311 Sentinel Insurance Company United Financial Casualty B X 1,000,000 X X GLV0001152 09/19/2021 09/19/2022 100,000 X 5,000 X 1,000,000 2,000,000 X 2,000,000 1,000,000D X 041698621 04/08/2022 10/08/2022 X X XA EIG2562084-04 11/06/2021 11/06/2022 1,000,000 Y 1,000,000 1,000,000 C 91SBAVL2993 04/26/2022 04/26/2023 Contents 10,500 Bureau of Security and Investigation is included as an additional insured under the general liability with respect to the liability created by the negligent acts, errors and omissions of the named insured herein as required by written contract. 30 day notice of cancellation will be sent out in the event of any change in coverage limits or cancellation to the policy. BUREAUS Bureau of Security and Investigative Services PO Box 980550 West Sacramento, CA 95798 877-242-9600 11512 34118 11000 11770 Errors & Omission Assault & Battery Property EXHIBIT 1 Security Report #463500389 Protection America, Inc. Thu 10/1/2020 12:35 AM - BVPATROL Problem Unit Problem Address Assigned By 6150 De Soto Avenue BVPATROL 6150 De Soto AvenueReported Address Reported Unit Additional Details Issue Timeline Created Assigned To Acknowledged Arrived At Closed BVPATROL BVPATROL BVPATROL BVPATROL BVPATROL Thu 10/01/20 12:30 AM Thu 10/01/20 12:30 AM Thu 10/01/20 12:30 AM Thu 10/01/20 12:35 AM Thu 10/01/20 12:30 AM Location Property Default Bella Vista 6150 De Soto Avenue Woodland Hills , CA 91367 Trespassers/Transients Issue Type Status Closed 6150 De Soto Avenue Reported By Thu 10/1/2020 12:35 AM - BVPATROL Notes I found a group of males inside of this white Nissan Altima, I observed the vehicle sneak into the premises behind another car. I followed vehicle all the way to roof access point on 6000 de soto exit on Erwin st males had no explanation of why they even entered the premises, males seem extremely confused and were not able to keep their story straight, I proceeded to request valid form of ID to be allowed to exit the premises to prevent them returning and also to be able to have proper information of the owner of the vehicle. vehicle was successfully removed from the premises with no further incident or disturbances. all areas are now clear and secured Thu 10/1/2020 12:35 AM - BVPATROL Report Run 10/2/2020 3:46:37 PM Page 1 of 2 © Copyright 2020 SilverTrac Software, Inc. EXHIBIT 1