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Home My WebLink AboutCS 28-18--Ciiyo/--P](KER]NG From: Marisa Carpino Director, Community Services Subject: Security Services -Contract Extension -File: A-1440-001 Recommendation: Report to Executive Committee Report Number: CS 28-18 Date: September 11, 2018 1. That the Mayor and the City Clerk be authorized to extend the contract with Best Guard Security Inc., as set out in Attachment 1 to this report, for a term ending April 30, 2019, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: The City of Pickering has an existing Purchase Order (180267) with Best Guard Security Inc. for security services at the Pickering Civic Complex and the Pickering Recreation Complex. The initial contract was awarded to this vendor for a three year term from May 1, 2014 to April 30, 2017, as per Q-7-2014. As per Council Resolution #343/17, staff was to investigate the feasibility of a municipal Security Risk Assessment and bring forward the appropriate costs during the 2018 budget process. In order to achieve continuity of security services during this time, the existing security services purchase order with Best Guard Security Inc. was extended for a term ending September 30, 2018. The contract extension was executed in accordance with the Purchasing Policy, Item 09.08, a single source purchase over $30,000 and up to $125,000 is subject to the approval of the Manager, Director, Treasurer and the CAO. Since the annual cost of security services with Best Guard Security Inc. is approximately $87,000 plus HST, the cost associated with the 17 month contract extension (from April 30, 2017 to September 30, 2018) was $123,250 plus HST and fell within these limits. In June 2018, staff secured Assurance Protection Group Inc. to complete the City's Security Risk Assessment as per RFP-9-2018. The results of this assessment will guide future decisions related to the security of City facilities. Although this work has begun, it is not expected to be completed until the end of 2018. As such, a further extension of the City's existing security services contract is required for a seven month period ending on April 30, 2019 in order to maintain continuity of services during this assessment phase. The value of the contract extension now exceeds $125,000 and requires the approval of Council. cs 28-18 Subject: Security Services September 11, 2018 Page 2 Once the assessment is completed and recommendations are considered, staff will include the appropriate costs in the 2019 Current Budget for Council's consideration in February 2019. Financial Implications: The total cost resulting from the 24 month contract extension will now increase to $174,000 plus HST exceeding the threshold for staff approval under the Purchasing Policy, Item 09.08. The vendor has agreed to honour their existing hourly rates during the extended term, subject any legislative increases to the minimum wage. Sufficient funds to cover 2018 costs are included in the Council approved 2018 Current Budget. Funds to cover 2019 costs (from January 1, 2019 to April 30, 2019) will be reflected in the 2019 Current Budget for Council's consideration. Discussion: The City of Pickering has an existing Purchase Order (180267) with Best Guard Security Inc. for security services at the Pickering Civic Complex and the Pickering Recreation Complex. The initial contract was awarded to this vendor for a three year term from May 1, 2014 to April 30, 2017, as per Q-7-2014. As per Council Resolution #343/17, staff investigated the feasibility of a municipal Security Risk Assessment and brought forward the appropriate costs during the 2018 budget process. In order to achieve continuity of security services during this time, the existing security services purchase order with Best Guard Security Inc. was extended on February 27, 2017 with a revised scope of work to include the Pickering Recreation Complex for the term ending April 30, 2018. It was once again extended on April 23, 2018 for a term ending September 30, 2018 to maintain continuity of services and so that the contract would expire in line with the existing security services contract between the Pickering Public Library and their unique vendor. These contract extensions were executed in accordance with the Purchasing Policy, Item 09.08, a single source purchase over $30,000 and up to $125,000 is subject to the approval of the Manager, Director, Treasurer and the CAO. The total estimated expenditure of $123,250 plus HST for this extended contract with Best Guard Security Inc. fell within these limits. In June 2018, staff secured Assurance Protection Group Inc. to complete the City's Security Risk Assessment as per RFP-9-2018. This work has begun and is expected to be completed by the end of 2018. The results of this assessment will guide future decisions related to the security of City facilities. As such, a further extension of the City's existing security services contract is required for a period ending April 30, 2019 in order to maintain continuity of services during this assessment phase. The cost of the 24 month contract extension now exceeds $125,000 threshold and requires the approval of Council. Once the assessment is completed and recommendations are considered, staff will include the appropriate costs in the 2019 Current Budget for Council's consideration in February 2019. Attachment: 1. Purchase Order 180267 cs 28-18 Subject: Security Services Prepared By: Marisa Car · o, MA f Director, Community Services Division Head, Operations MC:bd Recommended for the consideration of Pickering City Council Approved/Endorsed By: September 11, 2018 Page 3 ~---~---. -?=:,--. Ray Rodrigues Manager, Supply & Services . Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer ¼· 2./3, ~18 Tony Prevedel, P.Eng. 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 L1V 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 Shio 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 2018/04/23 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. 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 I\ I i ,! f ! I 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 Buyer Ray Rodrigues I HST I 0.00 0.00 6. ADJUSTMENTS TO A PURCHASE ORDER MUST BE AUTHORIZED BY SUPPLY & SERVICES !i~/l Authorization ACCTS PAYABLE COPY TOTAL 0.00 0.00