CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1135
June 6, 2016
Consent Calendar

TO:

Honorable Mayor and Members of the City Council

Chip Rerig , City Administrator

FROM:

Sharon Friedrichsen, Director of Budget and Contracts

SUBJECT:

Authorization of the City Administrator to Execute Various Professional Services

Agreements for Beach Security, Code Compliance in a Total Amount Not to Exceed
$67,000
AMOUNT OF EXPENDITURE

$ 67,000

AMOUNT BUDGETED

$67,000 in FY 16-17
35,000 beach security
32,000 code compliance

APPROPRIATION REQUIRED

$ N/A

RECOMMENDATION

Adopt resolutions to:

1. Authorize the City Administrator to execute an agreement with First Alarm Security and Patrol, Inc.
for security services in an amount not to exceed $35,000 for the period of July 1, 2016-June 30, 2017.
2. Authorize the City Administrator to execute an agreement with Fasulo Investigations for code
compliance services in an amount not to exceed $32,000 for the period of July 1, 2016-December 31 ,
2016.

SUMMARY

The City utilizes a variety of outside professionals to augment its staffing capacity, including obtaining
specialized services to assist with daily operations. As a good governance practice, and consistent
with the Municipal Code purchasing requirements, the City solicits proposals on the open market in
order to obtain services "at the lowest possible cost commensurate with quality needed" (Carmel
Municipal Code 3.12.01 0). This item is on the agenda as Municipal Code 3.12.320 requires
contracts of $25,000 or more to be entered into only by authorization of the City Council.
SECURITY
The City currently uses private security to assist in beach patrol, community and special events,
hospital prisoner watch and other services upon the request of the City. In particular, the security
officers are anticipated to supplement the City's Police Officer assigned to patrol the beach area,
especially when activity on the beach is high due to weather conditions and holiday weekends.

Page 1
148

The Request for Proposals (RFP) for security services was sent to vendors and noticed in the
newspaper in accordance with the City's formal bid procedures. In response to the solicitation, the City
received five proposals: American Guard Services (Carson), First Alarm Security and Patrol, Inc. (San
Jose), SVT Gruppe, Inc. (Napa), Troy Security (Hayward), and Uretsky Security (Del Rey Oaks). Cost
of services ranged from $18.73 to $29 an hour for an unarmed officer. Based on the firm 's experience
in providing services to local governments, including working with the City on beach patrols and
security for the Panetta lecture series at the Sunset Center, and cost ($19. 78 an hour for an unarmed
guard), it is recommended that Council authorize the City Administrator to enter into an agreement with
First Alarm Security and Patrol, Inc. , based in San Jose (local office in Salinas). The cost of the first
year of service (July 1, 2016-June 30, 2017) shall not exceed $35,000. The proposed fiscal year 201617 budget includes $35,000 in Police Department contractual services (account 74053) for this activity.
CODE COMPLIANCE
Similarly, the City has used an outside professional to provide code compliance support as an
alternative to in-house staffing. The proposed fiscal year 2016-17 budget recommends staffing of a fulltime compliance officer. However, as the agreement with the current contractor expires on June 30, it
is recommended that the City enter into an agreement for contractual services to allow for continuity of
service and continued cadence on special projects, like short-term rental compliance . This option
would also allow the City to continue to provide part-time code compliance services during the
recruitment process as provide training and augmentation of services once a full-time position is filled.
In response to its RFP, the City received three proposals: two from firms that specialize in providing
code compliance services to governments (CSG Consultants in Foster City and Wildan Engineering in
Oakland) and one from Fasulo Investigations, whom currently provides services to the City. The cost
for this service contained within the proposals was $52, $61 and $87.50 an hour respectively. Based
on the evaluation criteria of knowledge of planning and zoning requirements and an understanding of
code compliance methods and procedures; experience working in a similar field and in similar
communities; proposed approach to effective code compliance and hourly rate, it is recommended that
Council authorize the City Administrator to enter into an agreement with Fasulo Investigations for the
period of July 1, 2016-December 31 , 2016 in an amount not to exceed $32,000 which assumes an
average of 25 hours a week for six months. Th is is recommended that the item come back to Council
for renewal at that time.
Should Council adopt these resolutions, and subsequently adopt the fiscal year 2016-17 budget, staff
will execute these agreements with services to commence on July 1, 2016. Alternatively, Council may
(1) not approve the agreements or (2) approve the agreements, but in lesser amounts.
PRIOR CITY COUNCIL ACTION

N/A
ATTACHMENTS

1. Resolution Authorizing the City Administrator to Execute an Agreement with First Alarm Security and
Patrol, Inc. for security services in an amount not to exceed $35,000 for the period of July 1, 2016-June
30, 2017
2. Resolution Authorizing the City Administrator to execute an agreement with Fasulo Investigations for
code compliance services in an amount not to exceed $32,000 for the period of July 1, 2016-December
31,2016

Page 2
149

APPROVED:
Date:

Czrt:

Page 3
150

RESOLUTION 2016A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH FIRST
ALARM SECURITY AND PATROL, INC. FOR SECURITY SERVICES IN AN AMOUNT NOT TO
EXCEED $35,0000 FOR THE PERIOD OF JULY 1, 2016-JUNE 30, 2017
WHEREAS, the Carmel Police Department utilizes private security firms to augment staffing of
beach patrols and community/special events that requires specialized knowledge and licensing; and
WHEREAS , the City issued a Request for Proposals on April 25, 2016 and published a notice
soliciting proposals in the Carmel Pine Cone on April 29 and May 6, 2016; and
WHEREAS, Carmel Municipal Code 3.12.160 allows for competitive negotiation and the City
to accept the best offer as judged against proposal criteria; and
WHEREAS, the City received five proposals on May 13, 2016 and reviewed the proposals for
responsiveness, experience in providing services in similar communities, hourly rate and approach to
code compliance and selected First Alarm Security and Patrol, Inc. based on these criteria; and
WHEREAS, the Police Department anticipates funding of $35,000 for security services to be
included as part of the Fiscal Year 2016-17 budget; and
WHEREAS, per Municipal Code 3.12.160, any offer of $25,000 or more shall require
approval by resolution of the City Council and Council may authorize a one-time renewal of a contract
of $25,000 or more for a period of up to three years, per Municipal Code 3.12.100.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
1. Authorize the City Administrator to execute an Agreement with First Alarm Security
Services, Inc. for Beach Enforcement and Other Security Services for a not to exceed
amount of $35,000 for the period of July 1, 2016- June 30, 2017; and
2. Authorize the City Administrator to execute up to three annual renewals (fiscal years 20172018, 2018-2019 and 2019-2020) based on the City's annual budget and the satisfactory
performance of the contractor.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
on this 61h day of June 2016 by the following roll call vote:

AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

151

SIGNED:

ATTEST:

Steve G. Dallas, MAYOR

Ashlee Wright
City Clerk

152

RESOLUTION 2016A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH FASULO
INVESTIGATIONS FOR CODE COMPLIANCE SERVICES IN AN AMOUNT NOT TO EXCEED
$32,000 FOR THE PERIOD OF JULY 1, 2016-DECEMBER 31,2016

WHEREAS, the City's Community Planning and Building Department's utilizes contracted
code compliance services to help ensure compliance with land use, zoning, and public health and
safety codes and regulations as an effort to preserve the Village's character and aesthetics; and
WHEREAS, the Department has included funding for contractual code compliance services
within the proposed Fiscal Year 2016-17 budget of $32,000; and
WHEREAS, the City issued a Request for Proposals on April 25, 2016 and published a notice
soliciting proposals in the Carmel Pine Cone on April 29 and May 6, 2016; and
WHEREAS, Carmel Municipal Code 3.12.160 allows for competitive negotiation and the City
to accept the best offer as judged against proposal criteria; and
WHEREAS , the City received three proposals on May 13, 2016 and reviewed the proposals
for responsiveness, experience in providing services in similar communities, hourly rate and approach
to code compliance and selected Fasulo Investigations based on these criteria; and
WHEREAS , per Municipal Code 3.12.160, any offer of $25,000 or more shall require
approval by resolution of the City Council.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
1. Authorize the City Administrator to execute an Agreement with Fasulo Investigations for
code compliance services for a not to exceed amount of $32,000 for the period of July 1,
2016- December 31, 2016.
2. Direct the City Administrator to return to Council in 6 months to consider amending the
agreement for another six month term.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
on this 61h day of June 2016 by the following roll call vote:

AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN :

COUNCIL MEMBERS:

153

SIGNED:

ATTEST:

Steve G. Dallas, MAYOR

Ashlee Wright
City Clerk

154