DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Alamodome Supplemental Event Public Safety Staff
SUMMARY:
This ordinance authorizes a contract with Whelan Security Co. to provide unarmed, non-commissioned event public safety staff for the Convention and Sports Facilities Department to provide event security services for events held at the Alamodome on an as-needed basis for an estimated average amount of $240,000.00 annually. Funding for this contract is available through the proceeds received from each event.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Whelan Security Co. to provide unarmed, non-commissioned event public safety staff for the Convention and Sports Facilities department to provide event security services for events held at the Alamodome on an as-needed basis. Supplemental public safety services include, but are not limited to, screening patrons entering the Alamodome, performing bag checks, securing restricted areas, crowd control and providing a visible security presence during events.
The City issued a Request for Competitive Sealed Proposal (RFCSP) for "Alamodome Supplemental Event Public Safety Staff" (RFCSP 6100005637) on February 25, 2015, with a submission deadline of March 27, 2015. Four proposal responses were received. Whelan Security Co. was selected based on the City's standard RFCSP process.
The evaluation committee consisted of representatives from Convention and Sports Facilities Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm's qualifications, experience, quality of service, previous performance, proposed plan and price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation of each proposal response was based on a total of 100 points; 40 points allotted for experience, background, qualifications; 30 points allotted for proposed plan; and 20 points allotted for respondent's price schedule. 10 preference points were allotted for the Small Business Economic Development Advocacy (SBEDA) Program, SBE Prime Contractor Program Affirmative Procurement Initiative.
The evaluation committee met on May 7, 2015 to evaluate the four responsive proposals received. After committee review and discussion, individual technical scores were submitted and the aggregate scores were presented. After the aggregate scores were presented, the selection committee shortlisted the three top-ranked firms for interviews. The interviews were held on May 21, 2015. Following the interviews, individual scores were resubmitted and aggregate scores were presented again. After scores were finalized by the selection committee, the pricing scores and the SBEDA scores were revealed. Whelan Security Co. received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be upon Council award through June 30, 2017. One additional one-year renewal at the City's option shall also be authorized by this ordinance.
ISSUE:
This contract will provide unarmed, non-commissioned event public safety staff for the Convention and Sports Facilities Department to provide event security services for events held at the Alamodome on an as-needed basis. Due to the nature of the events held at this facility such as concerts, with national or international stars or professional sporting events, the contractor must be able to provide as many as 400 or more security staff at a single event. Supplemental public safety services include, but are not limited to, screening patrons entering the Alamodome, performing bag checks, securing restricted areas, crowd control and providing a visible security presence during events.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business (VOSB) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Convention and Sports Facilities Department would be required to process individual procurements to provide supplemental public event safety services thus affecting the security of the facility. The department does not have the staff to perform these services in-house. Processing individual procurements will affect the cost of services provided to, and paid by our customers due to non-contract pricing.
FISCAL IMPACT:
There is no fiscal impact related to this contract. Funds are not encumbered by this ordinance. Funding for this contract is available through the proceeds received from each event at the expense of the client. The total estimated amount of this contract is $240,000.00 annually.
RECOMMENDATION:
Staff recommends the approval of this contract with Whelan Security Co. to provide the Convention and Sports Facilities Department with unarmed, non-commissioned event public safety staff for events held at the Alamodome on an as-needed basis at an estimated average annual cost of $240,000.00.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contract Disclosure Form is required.