REPORT TO THE CITY COUNCIL
FROM: PACO BALDERRAMA, Chief of Police
Police Department
THROUGH: JORDAN BECKFORD, Administration Lieutenant
Patrol Division
BY: BURKE FARRAH, Deputy Chief
Patrol Division
SUBJECT
Title
Award a Requirements Contract for property board up services in the amount of $25,650.00 for a three-year contract with an option for two one-year extensions to Beam and Company, Inc of Fresno CA, Bid File No. 9610.
Body
RECOMMENDATIONS
Staff recommends that Council award a Requirements Contract for property board up services in the amount of $25,650.00 for a three-year contract with an option for two one-year extensions to Beam and Company, Inc of Fresno CA.
EXECUTIVE SUMMARY
The Police Department is seeking to award a requirements contract for property board ups.
A committee was formed to evaluate all proposals. Based on this evaluation, staff recommends award of a three-year contract with an option of two one-year extensions to Beam and Company, Inc for the amount of $25,650.00. Funding for this contract is available within the adopted FY22 Budget.
BACKGROUND
When the Police Department responds to an incident where entry was made into a private business, residence, or non-profit, and the property cannot be secured due to damage to the building, we have a responsibility to maintain security until a responsible party can physically respond to the scene and take over. When a responsible party is unavailable, this contract allows us to call out a board up company to secure the location and get our police officers back in service. The cost is billed back to the business/resident/responsible to recover costs. Materials vary depending on the need, but typically involve plywood, lumber and assorted hardware. This service is critical, as these incidents are most likely to occur in the middle of the night when our staffing resources are sparse and keeping officers in service to combat crimes in progress is most important.
Previously these services were paid by direct voucher. Due to the yearly spend, the Police Department has advertised these services for a Formal RFP.
A Notice Inviting Proposals was advertised on November 10, 2021. RFP specifications were distributed to two prospective proposers. Two proposals were received and opened December 14, 2021. Proposers and their one-year proposal prices (based on an estimate of 250 regular/100 emergency service hours per year) were as follows:
1. Beam and Company, Inc.: $25,650.00
2. Renaissance General restoration Contracting Inc.: $62,250.00
The Selection Committee was comprised of representatives from the Public Works Department and the Police Department. The committee’s responsibility was to evaluate the proposals and make a recommendation on vendor selection.
The Selection Committee met on February 15, 2022 and evaluated the proposers on the ability to meet stated service requirements; past performance and experience, cost as shown on the proposal form, conformance to the terms and conditions of the RFP, Financial Stability and other related information provided by proposers.
Staff recommends Council award a Requirements Contract for property board up services in the amount of $25,650.00 for three-year contract with an option for two one-year extensions to Beam and Company, Inc of Fresno CA. The proposals received expire within 120 days of the proposal opening, i.e., as of April 13, 2022.
ENVIRONMENTAL FINDINGS
This is not a project as defined by the California Environmental Quality Act (CEQA), pursuant to CEQA guidelines § 15378.
LOCAL PREFERENCE
Local preference is not applicable as this award is based on best value to the City.
FISCAL IMPACT
Funding is included in the FY22 Department Budgets through the Police Department charges. Code used is 54501-10101-151001.
Attachment:
Report from Selection Committee