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Home My WebLink AboutCS 19-19--C:lpaf--p](KERJNG From: Marisa Carpino Director, Community Services Subject: Security Services Review -Final Report -File: A-1440 Recommendation: Report to Council Report Number: CS 19-19 Date: March 25, 2019 1. That the External Security Services Review, Assessment and Recommendations (2018-12) report, as prepared by Assurance Protection Group Inc., be endorsed in principle; 2. That Council approve a third extension to the contract with Best Guard Security Inc., as set out in Attachment 1 to this report, for a term beginning May 1, 2019 and ending December 31, 2019 for a value of $58,000.00, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: In 2018, the City secured the services of Assurance Protection Group Inc. (APGI) to conduct a Security Services Review, as per RFP-9-2018. The purpose of the review was to: 1. Review existing corporate security structure, policies, and practices; 2. Consider best practices and current legislation in a manner that is fiscally appropriate for the City of Pickering; 3. Conduct a security threat and risk assessment of City assets, staff and prescribed City facilities; and, 4. Make recommendations and develop risk mitigation strategies that improves and/or realigns our current public safety and security model/practice. To that end, APGI has collected data, reviewed City policies, facilitated numerous key stakeholder interviews and focus group sessions. APGI also conducted on site facility audits of 12 municipal facilities. · The External Security Services Review, Assessment and Recommendations (2018-12) report, as prepared by APGI, is now complete. The report has been reviewed by the City of Pickering corporate staff team responsible to oversee this project, and by the City's Senior Management cs 19-19 Subject: Security Services Review March 25, 2019 Page 2 Team. The purpose of this report is to seek Council's endorsement, in principle, of the External Security Services Review, Assessment and Recommendations (2018-12) report. At this time, staff are also seeking Council's approval to extend the contract with Best Security Services Inc. from April 30, 2019 to December 31, 2019. In accordance with Purchasing Policy,· Section 09.09 the value of the contract extension term requires the approval of Council. Financial Implications: Best Guard Security Inc. was awarded a securities contract on May 1, 2017 through a competitive process for three years. The contract expired on April 30, 2017 and the Director, Community Services extended the contract to September 30, 2018. The second extension was awarded by Council through Report CS 28-18. The second extension was from October 1, 2018 to April 30, 2019. Recommendation 2 is asking Council to approve a third extension from May 1, 2019 to December 31, 2019 for the amount of $58,000.00. By December 31, 2019, the extension value of the contract is $232,000.00 (plus HST) for the period of May 1, 2017 to December 31, 2019 for 32 months. Discussion: In 2018, the City secured the services of APGI to conduct a Security Services Review, as per RFP-9-2018. The purpose of the review was to: 1. Review existing corporate security structure, policies, and practices; 2. Consider best practices and current legislation in a manner that is fiscally appropriate for the City of Pickering; 3. Conduct a security threat and risk assessment of City assets, staff and prescribed City facilities; and, 4. Make recommendations and develop risk mitigation strategies that improves and/or realigns our current public safety and security model/practice. To that end, and with the support of a City staff steering committee, APGI was responsible to: a) Review City community facilities to identify critical assets, areas vulnerable to theft, unauthorized access and vandalism, etc. and make recommendations; b) Review past safety and security incidents occurring at/around each facility from available sources including the City and Durham Regional Police Services; c) Interview City stakeholders to determine safety concerns, issues, and security vulnerabilities and make recommendations; d) Review relevant life safety and security policies and procedures, emergency response protocols, workplace violence policy and procedures, staff training programs, personnel and contractor screening, visitor management system, job descriptions for positions deemed high risk and make recommendations; e) Review current security systems, monitoring, and response, entry and access control, CCTV, alarms, night time lighting levels, mechanical key control, security systems maintenance logs and make recommendations; cs 19-19 Subject: Security Services Review March 25, 2019 Page 3 f) Conduct physical site security surveys of prescribed facilities to include external property, parking lots, footpaths, building perimeter and internal areas from rooftop to basement, lobbies, stairwells, reception, public areas, private areas, restricted access areas, elected officials offices, higher-risk offices, cash handling areas, server rooms, confidential data storage, etc., and make recommendations; g) Review in-house and contract security personnel standards, deployment, training and intervention capabilities. Organizational review of existing corporate security structure and functions and make recommendations for future security services delivery model; and, h) Complete a comprehensive written report of findings with recommendations and strategic directions to include proposed timelines/priority sequence and financial implications (where applicable), and conduct an oral presentation of report. As a result, APGI collected data, reviewed City policies, facilitated numerous key stakeholder interviews and focus group sessions in 2018. APGI also conducted onsite facility audits of 12 municipal facilities to include City Hall, Pickering Central Library Branch, Pickering Recreation Complex, Pickering Recreation Complex Arena, East Shore Community Centre, George Ashe Library & Community Centre, West Shore Community Centre, Tomlinson Centre & Library Branch, Dunbarton Indoor Pool, Pickering Animal Shelter and Pickering Museum Village. The External Security Services Review, Assessment and Recommendations (2018-12), as prepared by APGI, is now complete. The report has been reviewed by the City staff steering committee responsible to oversee this project, and by the City's Senior Management Team. Despite identifying a number of recommendations, the report specifies three overall recommendations that are most necessary and urgent to address, including: 1. The hiring and appointment of a Manager, Security Services for the City of Pickering; 2. Implementation of an Incident Management System across the City of Pickering; and, 3. Retention of a Physical Security Consultant by the City of Pickering to investigate the ability to integrate various access control and monitoring systems across the City of Pickering. In addition to these key recommendations, the City's immediate priority will be to hire a Supervisor, Security Services & Parking Enforcement as approved in the 2019 Current Budget and award a security services contract for key municipal facilities. The City of Pickering's existing contract with Best Guard Security Inc. expires on April 30, 2019 (which represents a 24 month contract extension from the original term of May 1, 2014 to April 30, 2017, as per Q-7-2014). At this time, an additional extension of eight months, ending December 31, 2019, is required in order for the new Supervisor to be hired, review the APGI report, consult with staff and prepare a new RFQ for contracted security services of Pickering City Hall, Pickering Recreation Complex and Library Central Branch. The total cost resulting from this 32 month contract extension will now increase to $232,000.00 plus HST. As such, the contract extension of Best Guard Security Inc. ending December 31, 2019 requires the approval of Council in accordance with Purchasing Policy, Section 09.09. cs 19-19 Subject: Security Services Review March 25, 2019 Page 4 Therefore, the purpose of this report is to seek Council's endorsement to extend the contract with Best Guard Security Inc. to December 31, 2019; and, of the External Security Services Review, Assessment and Recommendations (2018-12) report, in principle. Due to the sensitive nature of this information, the consultant will deliver an in-camera presentation of their report to Council immediately prior to the Council Meeting of March 25, 2019. Furthermore, the External Security Services Review, Assessment and Recommendations (2018-12) report by APGI will not be made public. Attachments: 1. Purchase Order· 180267 Prepared By: Marisa Carpino Director, Community Services :me oved/Endorsed By: orate Services & City Solicitor Ray Rodrigues, CP B Manager, Supply & Services ~ Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering D TonyPre~Eng /fat.. '4' zt,fl Chief Administrative Officer VENDOR: 80506 BEST GUARD SECURITY INC. 200-1001 FINCH AVE WEST TORONTO,ON M3J 2C7 PH: (416)749-2009 FAX: (866)444-4702 CONTACT: BOYAN BOZHKOV EXT 203 PURCHASE ORDER THE CITY OF PICKERING ONE THE ESPLANADE PICKERING, ON L 1V 6K7 (905) 420-4616 Page: 1 Purchase Order Number BL 180267 QUOTE THIS NUMBER ON ALL INVOICES, SHIPPING DOCUMENTS & CORRESPONDENCE For Information regarding this order contact Rav Rodriaues (905)420-4616 Ship to: AS DIRECTED xxxxxx ATTN: Marcos Moreira Note: Deliveries to the Pickering Civic Complex: Trucks over 1 O' in height must ship to Pickering Operations Centre -2570 Tillings Road, Pickering Ontario L 1V 2P8 Order Date 2018/09/25 Delivery Date 2018/04/23 Ship Via Delivery Requisition Number 11977 Terms NET30 SUBJECT TO TERMS AND CONDITIONS STATED BELOW I Account Code I QTY I UOM I DESCRIPTION 0000.0000.0000 EACH Provide Security Services for the City of Pickering at specified locations and dates/times as requested As per SS2018-8 approved by M.Carpino THIS ORDER IS VALID FROM MAY 1, 2018 UNTIL SEPTEMBER 30, 2018-EXTENSION PRICING COORDINATE WORK WITH: MARCOS MOREIRA@ 905.420.4660, EXT. 3234 TOTALS: I PRICE 0.00 0.00 FOB PICKERING I EXT 0.00 0.00 HEALTH & SAFETY REGULATIONS, WSIB CLEARANCE CERTIFICATE AND CERTIFICATE OF INSURANCE HAVE BEEN RECEIVED AND ON FILE. As per report CS-28-18 and Resolution #472/18 approved by Council on Sept 17, 2018 The contract end date has been revised to April 30, 2019 -I CONDITIONS: 1. PACKING SLIPS MUST ACCOMPANY SHIPMENT 2. MSDS MUST ACCOMPANY SHIPMENT WHERE APPLICABLE 3. NOT VALID UNLESS SIGNED BY AN AUTHORIZED REPRESENTATIVE OF SUPPLY & SERVICES 4. ORDERS EXCEEDING DELIVERY TERMS MAY BE SUBJECT TO CANCELLATION 5. GOODS OR SERVICES IN NON -COMPLIANCE OF ORDER ARE SUBJECT TO RETURN OR CORRECTION AT THE VENDORS EXPENSE I 6. ADJUSTMENTS TO A PURCHASE ORDER MUST BE AUTHORIZED BY SUPPLY & SERVICES Authorization Buyer Ray Rodrigues HST I TOTAL 0.00 0.00 0.00 0.00 VENDOR COPY -l 0 ;o m -0 0 ;;;o -! '