SUBJECT/RECOMMENDATION:
Title
Authorize an increase and extension to the purchase order with Sentry Event Services of Tampa, FL, for citywide security and event services in the amount of $86,000.00 for Year Four, increasing the annual not-to-exceed amount from $200,000.00 to $286,000.00, and extending the contract for up to 120 calendar days, pursuant to Request for Proposal (RFP) 06-22, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On February 17, 2022, City Council approved a purchase order with Sentry Event Services, Inc. in an annual not-to-exceed amount of $200,000.00, with three one-year renewal options, pursuant to RFP 06-22 for Security Services. Under the current contract, Sentry provides security services for the Municipal Services Building (MSB), City Hall, City Council meetings, garage patrol, and Athletic and Special Event activities.
The City has issued RFP 01-26 to establish a new security services contract; however, the evaluation and contract negotiation process will not be completed prior to the expiration of the current contract. In the interim, the Athletics and Special Events divisions have several upcoming events, including NFCA and ESPN-related events, that require continued security services.
Approval of this item will authorize an extension of up to 120-days of the existing contract, through May 31, 2026, or until a new contract is awarded, whichever occurs first, and will ensure there is no lapse in security coverage while the new procurement process is completed.
APPROPRIATION CODE AND AMOUNT:
Funds have been budgeted in Building and Maintenance contractual services cost code for the Municipal Services Building and Main Library which includes Work Sessions, Council Meetings, and designated advisory board meetings.
Security services for special events will be charged to Parks & Recreation Special Events Programs which are funded by special events revenues.
Security services for parking will be charged to Engineering’s Parking Fund which is funded by parking revenues.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.1: Provide evidence-based measurement tools to continually guide municipal performance and promote accountable governance.
• 1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
• 1.4: Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
