HomeMy WebLinkAboutE-12 Staff Report - Intercon Contract for Parking EnforcementCONSENT ITEM
E-12
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: STEPHAN HUNT, CHIEF OF POLICE
DATE: JUNE 18, 2018
SUBJECT: APPROVE A 3-YEAR AGREEMENT BETWEEN THE CITY OF AZUSA AND
INTER-CON SECURITY SYSTEMS, INC. FOR PARKING ENFORCEMENT
SERVICES
BACKGROUND:
The Police Department recognizes the need for parking enforcement. The department consistently
receives an annual call for service average of well over 65,000 calls per year. In order to maintain the
quality of service and response times our community deserves, Community Service Officers and Police
Aides respond to basic report calls, traffic collisions and a myriad of additional support services tasks.
These priority calls for service limit their availability to address the parking concerns to the level they
currently require.
On June 2, 2017, the City of Glendora opened up a Request for Proposals for parking enforcement
services. Inter-Con Security Systems, Inc. was the only company to submit a proposal. Inter-Con
Security Systems, Inc. was awarded the service contract with the City of Glendora on October 10, 2017.
Section 2-521 of the Azusa Municipal Code expresses that bidding is not required where a competitive
bid procedure has been conducted by another public agency. This requirement is fulfilled by the
Request for Proposals to Provide Parking Enforcement Services for the City of Glendora for the period
of 2017-2020.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Approve a 3-year Agreement between the City of Azusa and Inter-Con Security Systems for
Parking Enforcement Services with the option for two one (1) year extensions in an amount not
to exceed $168,488.32 annually.
2) Authorize the City Manager to execute the contract.
APPROVED
CITY COUNCIL
6/18/2018
Parking Enforcement Contract
June 18, 2018
Page 2
ANALYSIS:
On March 5, 2016 the City welcomed the grand opening of the Metro Gold Line Rail System. Since the
opening, and as a result of the downtown parking structure reaching its capacity as early as 7:00 a.m., an
increase in commuters parking on residential and business district roadways has been observed. The
majority of overflow parking caused by the Gold Line occurs during traditional business hours (Monday
– Friday, 6:00 a.m. – 6:00 p.m.).
To help alleviate the overflow parking problem, especially in the residential neighborhoods adjacent to
the Gold Line, the City Council, in compliance with Section 5207(a) & (b) of the California Vehicle
Code, adopted resolutions 2016-C30 & 2016-C31, establishing two Preferential Parking Zones. Due to
higher priority tasks, sworn and non-sworn police personnel provide limited enforcement in these areas.
Inter-Con Security Systems, Inc. is a leading U.S. owned Security Company providing a full range of
physical security services to government and commercial customers. Currently, Inter-Con Security
Systems, Inc. provides parking services to seven San Gabriel Valley Cities. Those cities are: Arcadia,
La Verne, Covina, Glendora, Pasadena, San Gabriel and South Pasadena. Many of these cities have
maintained their relationship with Inter-Con Security Systems, Inc. for over a decade.
All Inter-Con parking enforcement officers are licensed security guards. When they are not conducting
parking enforcement, Inter-Con employees are able to assist in providing extra patrols of city facilities,
parks , schools, city-owned parking lots, and retail areas. Inter-Con employees have located stolen
vehicles, DUI drivers and interrupted burglaries for the City of Glendora.
Inter-Con Security Systems, Inc. has agreed to provide 80 hours of service for weekly parking
enforcement and other duties described. Two parking enforcement officers will work day time hours
Monday thru Friday. The officers will be managed by Inter-Con supervisors but while on duty in the
city, parking enforcement officer are under the direct supervision and follow the direction of the Police
Watch Commander.
The parking enforcement conducted by Inter-Con employees under this agreement will be limited to
Municipal Code violations such as, parking in excess of 72 hours, prohibited signs/markings, limited or
restricted parking and parking in alley’s just to name a few. Any Vehicle Code violations they
encounter will be reported to a Police Department Community Service Officer or Police Officer for
enforcement action.
Based upon the research and Request for Proposal conducted by the City of Glendora in June of 2017, it
appears that Inter-Con Security Systems, Inc. is the only company in the Los Angeles area that provides
parking enforcement officers who are also licensed security guards.
FISCAL IMPACT:
Approval of this contract is expected to have a positive impact on the General Fund. The annual cost of
the service agreement with Inter-Con Security Systems, Inc. will not exceed $168,488.32 and is
budgeted in account #10-20-333-000-6498. Citation revenues generated by this program is expected to
fully cover the cost of the contract and likely generate additional revenues above the contract cost.
Parking Enforcement Contract
June 18, 2018
Page 2
Prepared by: Reviewed and Approved:
Paul Dennis Talika M. Johnson
Administrative Captain Director of Finance
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1. Agreement for Parking Enforcement Services
1
AGREEMENT BETWEEN THE
CITY OF AZUSA AND INTER-CON SECURITY SYSTEMS INC.
FOR PARKING ENFORCEMENT SERVICES
This Contract is made and entered into between the City of Azusa, a municipal
corporation, located at 213 E. Foothill Blvd., Azusa, California 91702 and Inter-Con
Security Systems, Inc., a California corporation with principal office located at 210 South
De Lacey Ave., Pasadena, California 91105 herein after referred to as Inter-Con
Security; effective as of the date upon signing by the authorized representatives of the
City of Azusa and Inter-Con Security Systems, Inc., for a term of three years. This
Contract can be extended for two separate one year extensions by mutual agreement of
both parties. Either party may withdraw f rom the contract upon 60 day written notice to
the other party.
WHEREAS, the City of Azusa requires a well-managed and financially sound
firm with demonstrated experience and technical ability; qualified and trained personnel;
updated and reliable equipment; and high levels of customer service and satisfaction to
fulfill Parking Enforcement Services.; and
WHEREAS, the City of Glendora gave public notice soliciting a Request for
Formal Proposal (RFP) on June 22, 2017 for the purpose of establishing a multi-year
contract for Contract Parking Enforcement Services; and
WHEREAS, the incumbent service provider, Inter-Con Security was the sole
responder to the RFP and has been determined to meet the requirements of the RFP,
including possession of the appropriate licenses, insurance, equipment and personnel;
and
WHEREAS, the parties now hereby desire to enter into Agreement as fully set
forth below.
NOW, THEREFORE, the parties hereto, in consideration of their respective
mutual promises, agree as follows:
1.Objectives
This Agreement will establish a multi-year Contract for Parking Enforcement Services to
be provided by Inter-Con Security for the City of Azusa (City).
Inter-Con Security agrees to provide Parking Enforcement Services as required by the
City f or the full term of the Contract as stated in the terms and conditions set forth within
this Contract.
2.Scope of Services to be Performed
Inter-Con Security will provide eight (80) hours of weekly parking enforcement and
other duties as described below by staffing one parking enforcement
officer from Monday through Thursday (0630 -1630) and one
parking enforcement officer Tuesday through Friday (0630 –
Attachment 1
2
1630) The City reserves the right to adjust these hours as deemed necessary.
The primary responsibilities of the parking enforcement off icers are :
A. Enforcement of Preferential Parking Districts. The City of Azusa restricts parking
on public streets, in preferential parking districts, the Goldline Parking Structure
and the Downtown Business District. Residents are issued permi ts which they
may use or temporarily provide to their guests.
B. Enforcement of restricted time parking in city-owned lots as posted.
C. Enforcement of California Vehicle Code Sections and Azusa Municipal Code
Sections related to on-street parking laws on all City streets and roadways.
D. Enforcement of California Vehicle Code Sections and Azusa Municipal Code
Sections related to off-street parking lots as posted.
E. Participate in any hearing process or subsequent process involving a contested
or challenged parking citation.
Additional related duties include, but are not limited to, the following:
• Locating and reporting to designated City staff , vehicles to be impounded or
immobilized as a result of the vehicle’s driver having a specified number of
delinquent parking citations.
• Reporting to designated City staff, any unlawful act or condition or deficiency,
which may pose a hazard or danger to the general public.
• Patrol various sites and report suspicious activity as designated by City staff.
W hile on duty in the City, parking enforcement officers will be under the direct
supervision and follow the direction of the police watch commander.
3. Contract Personnel Minimum Requirements
Inter-Con Security will provide training for all regular, replacement, and additional
parking enforcement officers. Inter-Con Security will provide retraining and continuing
education for their employees. Training shall be comprehensive and include information
on parking enforcement statutes and ordinances, regulations, and resolutions enacted
by the State of California and the City, parking enforcement programs, and policies and
procedures adopted by the City. In addition, Inter-Con Security will staff parking
enforcement officers who meet the following criteria:
• Be at least 18 years of age.
• Be able to read, write and speak the English language and must be able to write
intelligible reports.
• Have the ability to give and follow oral/written instructions in English.
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• Have the ability to speak a second language, such as Spanish which is highly
desirable, but not required.
• Physically and mentally capable of performing parking enforcement duties.
• Have the ability to remain calm and use good judgment and initiative in a
confrontational or emergency situation.
• Have the ability to establish and maintain effective working relationships with the
public and City personnel.
• Possess a high school diploma or equivalent.
• Possess a valid class “C” State of California driver’s license.
• Possess all current State of California Consumer Affairs Security
Guard requirements.
• Have passed a background check, a drug-screening test, and undergone a
comprehensive medical examination to determine fitness to perform assigned
duties as required by the Police Chief.
• Have a fingerprint clearance with the Department of Justice (D.O.J.) and National
Crime Information Center (N.C.I.C.).
Inter-Con Security shall have enough trained staff to provide backfill employees in the
event of sick call out in order to maintain minimum staffing levels.
The City may exercise the right to participate in the selection process of the assigned
Parking Enforcement Officer. The City may also exercise the right to remove a Parking
Enforcement Officer with or without cause at the discretion of the Chief of Police.
4. Equipment Provided by Contractor
Inter-Con Security will provide essential uniforms and related equipment. The following
is a list of some of this equipment:
• Light blue uniform shirt with dark blue trousers. Uniform shirts shall have the
words “Azusa Parking Enforcement” placed on the front and the back.
• Black leather boots/shoes.
• Black leather belt.
• S il ve r c o lo r nam e p lat e wit h e m p lo yee’s f irs t in it ia l and la s t nam es .
• Cont ra cto r ident if i c a t io n badge , appr o ve d b y t h e Polic e Depart m ent .
• Sum m e r unif o rm – ligh t b l u e polo styl e s h irt , dark b l u e s hor t pants, wh it e
s o cks, c l ean wh i t e t ennis style s hoes .
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5. Vehic l e s Provide d b y C ontr act or
I n t e r -Co n Sec u rit y will p ro vid e a m in im u m o f t wo c learly/vi s ib ly m a rk e d “Cit y o f
Azusa Park i n g E n f o rc em ent ” s ubc om pact vehic l e s i n g o o d runnin g o r der . Eac h
c ont r a c t e m p l o ye e s hal l a rrive f o r dut y in a p roperly d e s ignat e d vehic le .
Vehic le s s hall be in saf e workin g o rd e r and in com plian ce wit h all applica ble
Ca lif o r n ia Vehic le Code Sect ion s . Vehic l e s shall be a newe r m odel vehic le, not
le ss than three year s old , and f ree f ro m body dam a ge , m is s in g p a rts, o r any
o t her vis ib le wear.
Vehicle s that a re dam aged o r disab led wh ile in se rvice f o r t h e Cit y of Azusa
s hall b e repla c e d wit h a n operable vehicle wit h in one hour. I n t h e e vent t hat a
r epla c e m ent vehic le is unava ilable , t h e park in g enf o rc em en t of f ic e r s hall b e
r e lie ve d o f dut y f o r t h e r e m a i nder of t h e s h if t and I n t e r -C o n Sec u rit y s hall pay
Cit y p r o r a t e d li q u idat e d dam a g e s f o r lo s s o f c o n t ra cte d wo r k p e rf o rm anc e .
6. Liquidated Damages
Inter-Con Security agrees to be held liable for $400.00 in liquidated damages if a
scheduled 10-hour shift is unfilled due to short staffing or lack of an operable vehicle.
7. Voided Parking Citations
Citations that are written in error, i.e. citizen has proper permit displayed, citizen has
handicap placard displayed, or citation was written outside the City limits, shall not
exceed 2% of the total citation written per officer, per month. In the event that the
percentage of citations written in error by a parking enforcement officer exceeds 2% in
one month, Inter-Con Security must deduct $5.00 per void in excess of the allowed 2%
from the corresponding monthly invoice.
8. E quipme n t Pr o vide d b y th e Ci t y
• Hand -held radios allowing for communication with Police
Depart m ent pers onnel and Dis patch Cente r.
• Park i n g c i t a t ions and wa rn i n g not ic e s .
• Azusa Police Department Parking Traffic Enforcement training manual.
• City of Azusa street maps.
• Traffic chalk for tire marking.
T h e c ont ra cto r is re s pons ib le f o r repla c in g any e qu ip m ent t ha t is lo st/dam a ged
t hat is c aus e d b y t h e negli genc e o f t h e p ark in g enf o rc em en t of f ic e r .
9. Independent Contractor Status and Indemnity
This Contract is not intended, and must not be, to create the relationship of agent,
servant, employee, partnership, joint venture, or association between the City and Inter-
Con Security. Inter-Con Security understands that in performing its services unde r the
Contract, they will be an independent contractor. Inter-Con Security acknowledges that
5
its employees, subcontractors, and anyone who they directly or indirectly hires,
employs, or uses are not employees or agents of the City of Azusa under any
circumstance.
Inter-Con Security has, and will retain, the right to exercise full control over the
employment, direction, compensation, and discharge of all persons who the y use in
performing the services under the Contract. Inter-Con Security must provide the
required services in its own manner and method, except as the Contract specifies.
Inter-Con Security shall not assign or transfer in whole or in part the service to be
perf ormed by the provisions of this contract unless prior written consent of the Chief of
Police of the Azusa Police Department or the Chief ’s designated representative has
been received
Any and all claims, demands or liability arising out of or encountered in connection with
this Contract shall be borne by Inter-Con Security.
Inter-Con Security agrees to comply with all federal, state, and local laws.
Inter-Con Security agrees to protect, indemnify, defend and hold harmless the City of
Azusa from all claims, demands, or liability arising out of or encountered in
connection with this procedure, or the performance of work under it where such claims,
demands or liability are caused by its employees or agents.
10. Insurance
At its own expense, Inter-Con Security must obtain, pay for, and maintain during the
Contract’s term, insurance policies listed below, to fully protect Inter-Con Security and
the City from claims and suits for bodily injury, personal injury, property damage, and
medical payments.
1. Commercial Business Automobile Liability in the amount of not less than
$1,000,000 for all vehicles.
2. Commercial General Liability in the amount of not less than $1,000,000.
Inter-Con Security shall submit to the Azusa Police Department a certificate of
insurance, which shall not be canceled prior to the termination of the contract. The City
of Azusa shall be a named insured in the policy. Inter-Con Security shall deliver a
copy of said policy to the Azusa Police Department, subject to the approval of the
City Attorney as to form, no later than two (2) weeks prior to the effective date of the
contract.
Coverage is to be provided by insurers admitted/authorized to do business in the State
of California and approved by the City. Defense coverage must be in addition to policy
limits. If umbrella coverage is used, it must include drop down coverage if underlying
coverage does not apply, and the umbrella policy must have the same starting and
ending date as the primary policy. Coverage is required to be maintained for the
complete duration of the agreement. All insurance required hereunder shall be issued
by a company rated “A” or better in Best’s Key Rating Guide and authorized to transact
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business in the State of California as an admitted surety insurer. Inter-Con Security
shall provide evidence of insurance by certificates or copies of policies. Inter-Con
Security shall have the sole right to select its insurance carrier, provided such carrier
lawfully transacts business in the State of California.
Inter-Con Security agrees to, at its own cost expense, maintain a policy of W orker’s
Compensation insurance providing coverage of persons employed by them in
connection with work performed in, upon, or around the issuance of parking
enforcement during the period covered by the Contract. The policy must meet all
statutory benefit requirements of the Labor Code of the State of California.
11. Termination of Contract
The Chief of Police shall have the authority to immediately suspend the Contract with
Inter-Con Security if the conduct by Inter-Con Security or its agents/employees is
deemed to be a danger to the public.
Each party to this Contract shall have the right to terminate this Contract in its entirely at
any time by giving the other party sixty (60) days written notice of the termination of the
Contract.
12. Compensation
The City shall compensate Inter-Con Security for the services that are provided in this
Contract. The compensation for these services is listed in Attachment A as the
“annualized costs” for each year the Contract is in effect.
In addition, the City will compensate Inter-Con Security for the actual cost of the
“Medical Pass-through” listed in Attachment B. For example, if one employee is
enrolled in a medical insurance plan than compensation will only be for the cost of that
employee. However, the total amount of compensation in no case will exceed the
“estimated annual cost” for each year the Contract is in effect as listed in Attachment B.
The total compensation for services requested in this contract and medical pass through
shall not exceed $168,488.32 annually. Additional costs may be incurred with a
request by the City for temporary additional services as noted in Attachment B.
13. Length of Contract
The term of this agreement is for three years. This Contract and Franchise Agreement
can be extended for two separate one year extensions by mutual agreement of both
parties.
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Signature Pages to follow
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date above first written
CITY of AZUSA
Date:_
ATTEST: APPROVED AS TO FORM:
By: By:
INTER-CON SECURITY SYSTEMS, INC.
Neil Martau
Chief Administrative Officer
Date: _
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EXHIBIT A
Scope of Services
INTER-CON'S SECURITY COST ESTIMATE
for
City of Azusa Parking Enforcement
April 1st, 2018 - March 31st, 2019
Position Days Shift
Daily
Regular
Hours
Daily
Overtime
Hours
Total Daily
Hours Days
Total Billable
Hours Billing Rate Annual Cost
Parking Enforcement Officer M - Th 0630 - 1630 8 2 10 208 2,080.00 $ 38.54 $ 80,163.20
Parking Enforcement Officer T - F 0630 - 1630 8 2 10 208 2,080.00 $ 38.54 $ 80,163.20
Sub-total 20 4,160.00 $ 160,326.40
Full Time
Employees
Medical
Premium*
Estimated
Annual Total**
Affordable Care Act Medical Insurance Estimated Costs 2.00 $ 340.08 $ 8,161.92
Estimated Total $ 168,488.32
ASSUMPTIONS:
1 Three (3) total officers trained - two selected for active service and one as reserve force
2 Forty (40) hours of training per officer included
3 Forty (40) hours of Paid Time Off per Full Time officer
4 Twenty-four (24) hours of Sick Leave per Part Time officer
5 Holiday benefit provided for ten (10) holidays, matching City of Azusa's holiday schedule
6 Standard parking enforcement uniform included
7 Two (2) phones issued - one per officer on duty
8 Two (2) vehicles provided, inclusive of all costs including maintenance, fuel, insurance, etc.
9 Medical insurance billed separately as a pass-through cost
*Cost of medical premium may change from year to year
**Annual total dependent on monthly premium and number of employees who actually enroll
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EXHIBIT B
RATE SCHEDULE
Inter-Con will provide two parking enforcement officers scheduled each four days per week, as detailed below, for
a total of 80 hours weekly.
• Pay Rate: $15.00 per hour
• Regular Bill Rate: $38.54 per hour (Hourly Billing Rate is fixed for first three years of contract). *Billing
Rates for Option Year Periods are predicated upon negotiated wage increases at that time. Parties agree
to negotiate in good faith based on current market conditions and any other wage increase ordinances
that are in effect.
• Additional Overtime/Temporary Additional Services (TAS) Bill Rate: $57.51 per hour
Parking Enforcement Officers with two (2) vehicles included
Job Classification Shift Hours
Per Day
Days per
Week
Weekly
Hours
Annual
Hours
Regular
Bill
Rate
Weekly
Cost Annual Cost
Parking Enforcement Officer M - Th 10 4 40 2080 $38.54 $1,541.60 $80,163.20
Parking Enforcement Officer T - F 10 4 40 2080 $38.54 $1,541.60 $80,163.20
$3,083.20 $160,326.40
• Affordable Care Act: Inter-Con will provide the option for all Full Time employees to enroll in a Medical
Plan that meets the minimum standards for the Affordable Care Act. We propose that the monthly
premium for those employees who elect to enroll, be passed through as a direct cost (without markup) to
the City of Azusa. The current monthly rate is $340.08 per employee.
Affordable Care Act Estimated Costs
Job Classification Full Time
Employees
Medical
Premium*
Estimated
Annual
Total**
Parking Enforcement Officer 2 $340.08 $8,161.92
*Cost of medical premium may change from year to year
**Annual total dependent on monthly premium and number of employees who actually enroll