DATE: February 25, 2025
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Retroactive Agreement with Vanguard Security Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement with Vanguard Security Services for security patrol services at the University Medical Center campus effective August 1, 2024 through December 13, 2024, total not to exceed $416,590.
REPORT
There is no increase in Net County Cost. Approval of the recommended action will allow the Internal Services Department, Facility Services Division (ISD-Facilities) to enter a retroactive agreement with Vanguard Security Services (Vanguard) for security patrol services provided at the University Medical Center (UMC) campus 24-hours a day, seven days a week (24/7), from August 1, 2024 through December 13, 2024. This item pertains to a location in District 3.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended action, in which case the Department will not have a viable method to pay for the services rendered.
RETROACTIVE AGREEMENT:
The recommended Agreement is retroactive to August 1, 2024 due to an administrative oversight, causing an unintentional delay in processing and finalizing the recommended Agreement.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Sufficient appropriations and estimated revenues are included in the ISD-Facilities Org 8935 FY 2024-25 Adopted Budget. All costs associated with the security patrol services will be funded through chargebacks to respective departments occupying space at the UMC campus.
DISCUSSION:
On December 13, 2023, vandalism caused a flooding incident at the UMC campus, resulting in major damage to the property.
On December 15, 2023, the Internal Services Department, Purchasing Division, on behalf of ISD-Facilities, issued a Request for Quotation (RFQ) for the purposes of establishing an agreement for 24/7 security services at the UMC campus. Two vendors, Frontline Executive Protection and Vanguard, responded to the RFQ by the December 21, 2023 closing date. The responses were reviewed, and Vanguard was determined to be the lowest responsive bidder who best met the needs of the County as requested in the RFQ.
On January 9, 2024, the Board approved the acknowledgement of the emergency nature of the flooding and authorized the Director of Internal Services/Chief Information Officer to negotiate and execute necessary documents and agreements to respond to and repair damages at the UMC campus.
On January 18, 2024, ISD-Facilities entered a Purchase Order (PO) with Vanguard for 24/7 security patrol services at the UMC campus through June 30, 2024. Due to an administrative oversight, Vanguard continued providing services without an agreement in place. Services provided by Vanguard for the month of July 2024 were paid via “Purchasing Manager sign-off,” in which the County’s Purchasing Manager reviewed and approved a PO for these services.
Approval of the recommended action will allow the County to remit payment to Vanguard for the services provided from August 1, 2024 through December 13, 2024, with the total compensation not to exceed $416,590.
REFERENCE MATERIAL:
BAI #36 January 9, 2024
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Vanguard
CAO ANALYST:
Amy Ryals