Report to:  General Committee                                Date Report Authored:  February 18, 2010

 

 

SUBJECT:                          Award of Tender 342-T-09 Security Guard Services for the Anthony Roman Centre & 8100 Warden Ave

PREPARED BY:               Patti Malone, Senior Buyer, Ext. 2239

                                            Brian Millar, Civic Centre Coordinator, Ext. 6190

 

 

RECOMMENDATION:

1)         THAT the report entitled “Award of Tender 342-T-09 Security Guard Services for the Anthony Roman Centre & 8100 Warden Ave” be received;

 

2)                  And That Tender 342-T-09 for Security Guard Services for the Anthony Roman Centre & 8100 Warden Ave be awarded to the 3rd lowest priced bidder, ASP Incorporated for an annual amount of $208,684 inclusive of HST  totalling $626,052 for a period of three (3) years;

 

3)                  And that funds for this contract for the 2010 period (April 1, 2010 to December 31, 2010) in the amount of $155,610.67 inclusive of HST be drawn from the following 2010 Operating Budget Accounts;

 

·        $151,467.62             750-751-5312             Civic Centre Security

·        $    4,143.05             750-757-5312                          8100 Warden Security

              

4)                  And that funds for this contract for January 1, 2011 to March 31st, 2013 in the amount of $469,539 be awarded subject to Council approval of the 2011, 2012 and 2013 Operating Budget;

 

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

PURPOSE:

The purpose of this report is to award the contract for security guard services for the Anthony Roman Centre, 8100 Warden Ave and monitoring various Town locations.

 

BACKGROUND:

This contract is for site security guard services at the Anthony Roman Centre and 8100 Warden Ave.  The security guard services will secure the premises to ensure the protection of the people, property, information and associated equipment therein.  They will monitor the admittance of employees and visitors onto the sites, act as a visible deterrent for persons desiring to obtain unauthorized access to the site and report and alert the management of any real or perceived security violations, safety infractions or hazardous situations.

 

The intent of this contract is to provide 7/24/365 security guard coverage at the Anthony Roman Centre which includes 2 security guards during business hours, 1 during the evening and 1 on a midnight shift.  This includes routine patrols, closed circuit television monitoring, alarm response and extra coverage when requested.  Whereas, the contract for 8100 Warden Ave is for nightly patrols only.

BID INFORMATION

Advertised, place and date

ETN

Bids closed on

Wednesday, January 13, 2010

Number picking up bid documents

80

Number responding to bid

13*

*Three (3) bidders were disqualified for the following reasons:

 

  • Two (2) bidders did not include information relating to an addendum released with the bid document.   The addendum identified unit pricing and nightly patrol costs that were excluded from these two bid forms and as such, Staff could not evaluate the bid submission.

 

  • One (1) bidder did not complete the bid form required.  As per the Town’s general terms and conditions, “All Bids shall include the following document:  (a) The Bid Form as provided by the Town, with blanks completed;”

 

DETAILED PRICING INFORMATION:

Bidder

Total Price, Excluding GST

Inkas Security Services Ltd. *

$205,652.58

Gemstar Security Service Ltd. **

$208,998.30

ASP Incorporated ***

 $212,463.48

Intelligarde International Inc.

$217,113.45

Primary Response Inc.

$218,032.32

G4S Security

$224,839.30

Intercon Security

$230,770.10

Harbour Group Security

$244,660.56

Orion Security & Investigation Services

$238,434.00

Vista Security

$263,762.24

 

Note: The recommended proponent represents a 4% increase in cost compared to the previous contract (2006-2010).  However, the hourly rates provided within this contract are firmed fixed for the three (3) year period.  The bid document included 24 hours/day for supervisory support on statutory holidays, Staff recommends reducing this to 8 hours/day based on previous requirements and therefore the recommended award amount is $208,684 as identified in the recommendation section of this report.

 

*Inkas Security Services Ltd. (Not recommended)

Staff recommendation is not to award this contract to the lowest priced bidder for the following reasons:  Staff confirmed with bidder that they do not have C-Cure experience (Detailed below).   Staff also carried out reference checks and did not receive a favourable response.  In addition the references provided were not for similar type of services.  

 

 

 

 

**Gemstar Security Service Ltd. (Not recommended)

Staff recommendation is not to award this contract to the 2nd lowest priced bidder for the following reasons.  Staff confirmed with bidder that they do not have C-Cure experience (Detailed below).  Staff carried out reference checks and did not receive a favourable response.  .

 

As outlined in section 36 of the Town’s General Terms and Conditions, “The Town reserves the right to use references and/or poor past performance of a bidder as a reason for not awarding a contract to that bidder, whether or not the bidder submits the lowest bid.”

 

C-Cure

The Town’s security operating system is based on C-Cure.  The server for the systems is located at the Anthony Roman Centre Security Office.  The system supervises various Town facilities door intrusion alarms and access control.  The access control/intrusion system can interface with CCTV systems such that an alarm will trigger response from dedicated cameras.  All alarms are monitored and acknowledged by the security staff located in the Anthony Roman Centre office through the C-Cure software.  The security access card system is also managed and administered by the C-Cure 800/800 system software.

 

Included in the bid document, Staff requested that bidders must be familiar with the C-Cure system as this provides the ability to monitor the various facilities within the Town.   Staff have confirmed that the 1st and 2nd low bidder do not have any experience dealing with a C-Cure system.

 

***ASP Incorporated (Recommended)

Staff recommends awarding the contract to the 3rd lowest priced bidder.  The bidder has confirmed C-Cure experience and their references confirmed that they are well qualified, and have successfully given similar services.

 

FINANCIAL CONSIDERATIONS AND TEMPLATE:

The table below highlights funding and award expenditures details. 

 

 

The remaining funding will be used for other security requirement as budgeted in the above accounts.

The total award impact from 2011 to 2013 equates to $469,539 ($208,684 + $208,684 + $52,171) and is subject to Council approval of the 2011 to 2013 Operating Budget.

 

 

HUMAN RESOURCES CONSIDERATIONS

Not applicable

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

Not applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not applicable