HomeMy WebLinkAboutPR 22542: RENEWAL OF SECURITY GUARD SERVICES CONTRACT FOR CITY HALL AND THE ANNEX BUILDING City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: February 2, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, Director of Public WorksC', ✓
RE: P.R. No. 22542—Renewal of Security Guard Services Contract for City Hall
and the Annex Building
Introduction:
The intent of this agenda item is to seek the City Council's authorization for the City Manager
to renew the security guard services contract with Patriot Security of Nederland, Texas.
Background:
Resolution 22-050 awarded a one-year contract for security guard services to Patriot Security of
Nederland, Texas, with the option to renew for two additional one-year periods. This resolution
requests the second year (first renewal) of the contract. Two security guards will continue to
receive our citizens in City Hall's and the Annex's lobbies.
Budget Impact:
Funding for the security guard services, estimated at $64,850.00 for the fiscal year ending 2023
and $39,000.00 for the contract ending February 23, 2024, is available in the Facilities
Maintenance Other Contractual Service Account,account number 001-21-059-5470-00-70-000.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City Council approve P.R. 22542 authorizing the City Manager to
renew the security guard services contract with Patriot Security of Nederland, Texas, for the
projected amount of$64,850.00 for the fiscal year ending 2023 and$39,000.00 for the contract
ending February 23, 2024, for a total of$103,850.00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P. R.No.22542
02/02/2023 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST
RENEWAL) OF THE CONTRACT BETWEEN THE CITY OF PORT
ARTHUR AND PATRIOT SECURITY OF NEDERLAND, TEXAS, FOR
SECURITY GUARD SERVICES AT CITY HALL AND THE ANNEX WITH
A TOTAL PROJECTED IMPACT OF$103,850.00 THROUGH FEBRUARY
23,2024.FUNDING IS AVAILABLE IN THE FACILITIES MAINTENANCE
OTHER CONTRACTUAL SERVICE ACCOUNT, ACCOUNT NO. 001-21-
059-5470-00-70-000.
WHEREAS,pursuant to Resolution 22-050,the City of Port Arthur entered into a contract
with Patriot Security of Nederland,Texas,for security guard services at City Hall and the Annex for
one year with the option to renew for two additional one-year periods; and,
WHEREAS, the City desires to renew said security guard services contract for the second
year(first renewal)for the total projected amount of$96,283.20 with$64,850.00 allocated for fiscal
year ending 2023 and $39,000.00 allocated for the contract ending February 23, 2024; now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT,the City Council hereby authorizes the City Manager to execute on behalf of the City
of Port Arthur a contract renewal of an additional one-year period with Patriot Security of Nederland,
Texas, for security guard services as indicated in Exhibit A; and,
THAT, funding for the proposed project is available in the Facilities Maintenance Other
Contractual Service Account, account number 001-21-059-5470-00-70-000; and,
THAT, a copy of the caption of this resolution be spread upon the minutes of the City
Council.
P. R.No.22542
02/02/2023 FCR
Page 2 of 3
READ,ADOPTED,AND APPROVED,this day of ,2023
AD, at a regular meeting of the City Council of the City of Port Arthur, Texas, by the following
vote:AYES:Mayor: Councilmembers:
NOES:
Thurman"Bill"Bartie
Mayor
ATTEST:
Sherri Bellard, TRMC
City Secretary
APPROVED AS TO FORM:
alecia R. T.4no, Esq.
City Attorney
P.R.No.22542
02/02/2023 FCR
Page 3 of 3
APPROVED FOR ADMINISTRATION:
Ronald Burton, CPM
City Manager
/`
zelA Roberts EI , MEng, MBA
Dire r of Publ orks
(4„444.-‘/
Clifton E. Williams, Jr., CPPB
Purchasing Manager
Pov, q,
Kandy K. Dail
Interim Direct r of Finance
P. R. 22542
Exhibit
A
FIRST RENEWAL SECURITY GUARD SERVICES
CONTRACT AGREEMENT
THIS AGREEMENT, made this day of , 2023,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas, hereinafter called "OWNER" or "CITY," and Patriot Security
hereinafter called "CONTRACTOR."
WITNESSETH: That for and in consideration of the payment terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Agreement shall be for one year from February 24, 2023 to February
23, 2024. The City can terminate this contract at its convenience, which includes, but
is not limited to, funding not being available in any budget cycle within fifteen (15)
days written notice.
2. The Contractor will provide security guard services as delineated in the accompanying
specifications.
3. During the term of this Contract,the Contractor will furnish at his own expense all of
the materials, supplies, tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) Advertisement f Rids *
c) Addenda *
d) *
e) Specifications
0 *
g) Notice of A ward *
* These items were attached to the original letting contract.
5. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
A- 1
N
6. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in (2 copies) each of which shall be
deemed an original on the date first written above.
Signed on the day of , 2023.
OWNER:
CITY OF PORT ARTHUR
BY:
Ronald Burton
City Manager
P. O. Box 1089
Port Arthur, TX 77641-1089
Signed on the day of , 2023.
CONTRACTOR:
PATRIOT SECURITY
BY:
PRINT NAME:
TITLE:
A-2
CITY OF PORT ARTHUR, TEXAS
SPECIFICATIONS FOR SECURITY GUARD SERVICES
It is the intent of these specifications to describe services for armed Security. Successful bidder
shall be responsible for securing, monitoring, and safeguarding City Hall & Annex facilities and
equipment. It is neither the purpose nor the intent to alienate any prospective bidder within the
following descriptions:
Workdays and Hourly Schedule:
Weekdays
Monday - Friday: 8:00 a.m. to 5:00 p.m.
City Hall will be closed for the following holidays.
1. New Year's Day
2. Martin Luther King Day
3. Good Friday
4. Memorial Day
5. Independence Day
6. Labor Day
7. Veteran's Day
8. Thanksgiving Day
9. Day after Thanksgiving
10. Christmas (2 Days)
Guard Qualifications:
1. The Contractor shall assure that all Guards meet the following qualifications. Any Guard
found not meeting the following qualification requirements shall be replaced within 24 hours
upon the direction of authorized agency personnel.
2. Guard Supervisors shall have been employed by the Contractor for a minimum of six
months.
3. The Guard shall possess a high school/equivalency diploma or two years of full time
experience as a guard.
4. The Guard shall be at least 18 years of age.
5. The Guard must be capable of performing the following functions within the context of the
English language:
a. Reading and understanding all regulations, written orders, instructions,and material
necessary to satisfactorily perform the required security functions,
b. Effective written communication in order to compose and maintain, for example,
written reports and records that will convey complete information,
c. Must have Effective verbal communication to express ideas, and be understood.
d. Must be United States citizens or aliens properly registered with the U.S.
Immigration and Naturalization Service.
e. The Guard shall not have been convicted of a felony or other criminal offense which
in the Department's sole determination would inhibit the Guard's ability to perform
his/her duties in a reliable,competent and trustworthy manner in accordance with the
contract terms and conditions.
f. The Guard must always keep alert, observing everything in sight or hearing.
g. All guards must possess a valid Texas driver's license.
Page 4 of 23
h. Must be registered with the Texas State Board of Private Investigators and Security
Agency and have in their possession while on duty, an approved registration card.
i. Guards must possess ability to face situations firmly, fortuitously, tactfully and with
respect for the right of others.
j. Be able to perform the essential functions of the job to include but not limited to
walking, running, climbing, etc.
k. All injuries, no matter how slight,must be reported.
1. Security officers will not accept gratuities from anyone, for any purpose.
t itifi,rm and appearance:
1. Guards must be armed.
2. The Contractor shall supply all uniforms at its own cost and expense. All uniforms shall be
matching and shall include, uniform trouser, belt, and uniform shirt with badge identifying
the contractor's company, a jacket- if worn- identifying same, black shoes, polished and in
good repair, and name tag.
3. The Contractor shall ensure that uniforms are maintained in a clean,well pressed and in good
repair.
4. The Contractor must assure that Guards adhere to the highest grooming standards hair shall
be neatly trimmed and worn away from face. Mustache and beard, if worn, shall be neatly
maintained.
Responsibilities:
1. One Guard will be located at the desk in City Hall Lobby. The other guard will be located at
a desk in City Hall Annex Lobby.
2. Guard in City Hall Annex Lobby will keep an orderly line for citizens paying bills.
3. During Covid pandemic, guard will only allow City personnel, USPS, items delivered for
City personnel,any authorize person by the City.When citizens arrive,the guard will contact
the appropriate person before allowing them to office.
4. Hours at the desk is Monday—Friday from 8:00 am to 5:00 pm. Guard must be at the desk
during these hours.
5. Guard may be responsible for staying at night for night council meetings which is once a
month. Special meets may be called in addition to that. A day council meeting is also once
a month.
6. The guard shall assure that timesheets and security log books are completed properly and in
a legible manner and deliver upon request within 48 hours to security supervisor.
7. The Guard will call appropriate law Enforcement officials immediately in the event of a
crisis situation.
8. The contractor will secure at his own expense all personnel required in performing the work
under this contract. Such personnel shall not be employees of or have any contractual
relationship with the City.
9. Guard must be present seamlessly from 8:00 am — 5:00 pm. The Overtime cost will be for
the extra hour.
Insurance:
1. Contractor must comply with the City's insurance requirements.
Terms of Contract:
1. This Contract will terminate approximately one (1) year from date of execution with the
option to renew for two (2) additional one(1) year periods.
Page 5 of 23
Compliance with Laws:
1. The contractor shall comply with applicable laws, ordinances, rules, orders, regulations and
codes of federal, state and local governments relating to performance of work here in at no
additional expenses to City during the terms of this contract.
2. The Contractor shall adhere to the rules of The General Qualifications for License,
Certificate of Registration, or Security Officer Commission and must be properly licensed
and registered to perform Security Services within the State of Texas.
Personnel:
1. The contractor will secure at his own expense all personnel required in performing the work
under this contract. Such personnel shall not be employees of or have any contractual
relationship with the City.
2. All personnel engaged in the work shall be physically and mentally qualified for type of
service to be provided,be of good character, and shall be authorized or permitted under state
and local law to perform such services.
3. None of the work covered by this Contract shall be subcontracted without the prior written
approval of the City
4. All personnel assigned will be dressed in identifiable company uniform with name tag.
Appearance of security officer should be neat and clean.
5. All personnel shall be armed
6. All work performed by employees of the contractor shall be performed with the utmost
regard for safety of the individuals performing work, city personnel, the public at large and
in a manner not posing any risks to persons or property.
Page 6 of 23
City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: February 2, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, Director of Public WorIcti
RE: P.R.No. 22542—Renewal of Security Guard Services Contract f City Hall
and the Annex Building
Introduction:
The intent of this agenda item is to seek the City Council's authorization for the City Manager
to renew the security guard services contract with Patriot Security of Nederland, Texas.
Background:
Resolution 22-050 awarded a one-year contract for security guard services to Patriot Security of
Nederland, Texas, with the option to renew for two additional one-year periods. Two security
guards will continue to receive our citizens in City Hall's and the Annex's lobbies.
Budget Impact:
Funding for the security guard services, estimated at$64,850.00 for fiscal year ending 2023 and
$31,433.20 for fiscal year ending 2024, is available in the Facilities Maintenance Other
Contractual Service Account, account number 001-21-059-5470-00-70-000.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City Council approve P.R. 22542 authorizing the City Manager to
renew the security guard services contract with Patriot Security of Nederland, Texas, for the
projected amount of$64,850.00 for fiscal year ending 2023 and$31,433.20 for fiscal year
ending 2024.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743