Amendment 2 - Chavez Security.pdf
DATE:
May 20, 2016
TO:
Public Utilities Committee, Finance Committee, City Council
VIA:
Nick Schiavo, Director, Public Utilities Department
VIA:
Rkk Ca;penter, Interim Director, Water Division
FROM::
Alex Puglisi, Interim Manager, Source of Supply
Re:
Extension of Approval of Term in a New Amount (Representing a 2.0% Increase) for the Chavez Security Contract ( 14-1147)
~:,A
~ ~ _ q,;,.
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ITEM AND ISSUE: Extension of the Chavez Security Contract (#14-1147) providing security services for the City of Santa Fe Water Facilities for a contract term from July 1, 2016 through June 30, 2017, at an amount of $379,108.38 per year, plus NMGRT. This represents a 2.0% increase in the annual cost of the contract over current fiscal year costs. BACKGROUND AND SUMMARY: On October 16, 2014, the City of Santa Fe opened sealed Bids submitted for the Request of Bid # 15/06/B for Security Services for the City of Santa Fe Water Facilities. The Water Division received four bids. Chavez Security was the lowest BID. The "Security Services" contract is a US Department of Transportation Security Administration (TSA) requirement based contract with the Water Division to secure the water sources and facilities for the City of Santa Fe. The area requiring 24-hour patrol stretches from east of McClure reservoir to the Buckman Well Field and encompasses eight distribution water tanks, seven water wells in the City and 14 wells along the Buckman Pipeline. The contract was fully executed on 11119/2014 and awarded to Chavez Security for the remainder of FY 14/15 and approved by Council for continuance in FY 15/16. The terms of the referenced contract term allows for extension of the contract for three additional twelve months terms ending June 30, 2018. The Public Utilities Department had requested and received approval from the City Council in May, 2015 for extension ofthe contract term for an additional three (3) years. In March, 2016, Chavez Security submitted a request for a 2.0% increase in the amount of the contract to cover additional expenses resulting from vehicle repair and maintenance due to the rough terrain covered by Chavez Security patrols. Funds for this contract are sufficient and available in the Source of Supply operating budget under BU#52361.51 0310 for FY 2016/2017. RECOMMENDED ACTION: The Source of Supply Section recommends Council approval of a second-year term of the contract with Chavez Security Inc. (14-1147) lasting through 06/30/2017, in the new amount of $379,108.38, plus NMGRT.
CITY OF SANTA FE AMENDMENT No.2 TO PROFESSIONAL SERVICES AGREEMENT
AMENDMENT No.2 (the "Amendment") to the CITY OF SANTA FE PROFESSIONAL SERVICES AGREEMENT, dated November 12, 2014 (the "Agreement"), between the City of Santa Fe (the "City") and Chavez Security Inc. (the "Contractor"). The date of this Amendment shall be the date when it is executed by the City.
RECITALS A.
Under the terms of the Agreement, Contractor has agreed
to
provide
security services to the City of Santa Fe. B.
Pursuant to Article 18 of the Agreement, and for good and valuable
consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Contractor agree as follows: 1.
COMPENSATION.
Article 3, paragraph B of the Agreement is amended to increase the amount of compensation as follows: For Fiscal Year
2016~2017
- an additional seven thousand four hundred thirty
three dollars and 50/1 OO's ($7,433.50), plus applicable gross receipts taxes, for a total of three hundred seventy-nine thousand one hundred eight dollars and thirty-eight cents ($379,108.38), and For Fiscal Year 2017-2018 - an additional seven thousand four hundred thirty three dollars and 50/1 OO's ($7,433.50), plus applicable gross receipts taxes, for a total of
three hundred
seventy~nine
thousand one hundred eight dollars and thirty-eight cents
($379,1 08.38). The total increase of this Amendment is fourteen thousand eight hundred
sixty~
seven dollars ($14,867). Article 3, paragraph B reads in its entirety as follows: B. The City shall pay the Contractor as follows: Fiscal Year 2015- 2016, three hundred seventy one thousand six hundred seventy four dollars and 88/1 GO's ($371,67 4.88) plus applicable gross receipts taxes
Fiscal Year 2016 - 2017, three hundred seventy nine thousand one hundred and eight and 38/1 OO's ($379, 108.38) plus applicable gross receipts taxes Fiscal Year 2017 - 2018, three hundred seventy nine thousand one hundred and eight and 38/1 OO's ($379, 108.38) plus applicable gross receipts taxes The total amount for the three (3) years will be for services rendered to the City. 2.
AGREEMENT IN FULL FORCE.
Except as specifically provided in this Amendment, the Agreement remains and shall remain in full force and effect, in accordance with its terms. IN WITNESS WHEREOF, the parties have executed this Amendment No.2 City of Santa Fe Professional Services Agreement as of the dates set forth below.
2
to the
CITY OF SANTA FE:
CONTRACTOR: CHAVEZ SECURITY
JAVIER M. GONZALES, MAYOR
NAME & TITLE
DATE: _ _ _ _ _ _ _ __
DATE: _ _ _ _ _ _ _ __
ATTEST:
YOLANDA Y. VIGIL, CITY CLERK
APPROVED AS TO FORM:
, CITY ATTORNEY
APPROVED:
OSCAR RODRIGUEZ, FINANCE DIRECTOR
52361.510310 Business Unit/Line Item
3
City of Santa Fe Summary of Contracts, Agreements, & Amendments Section to be completed by department for each contract or contract amendment
FOR: ORIGINAL CONTRACT I 2
Name of Contractor Chavez Security
3
Complete information requested
~
or CONTRACT AMENDMENT
----------~---------------------------------------------------
Contract is for:
i
Plus GRT
I
Inclusive of GRT
$216,810.37
Original Contract Amount: Termination Date:
~
June 30, 2015
--------------------~~---
Approved by Council
Date:
or by City Manager
Date:
September 12, 2014
fy 1415 7 months Security Services watershed and sos buckman wells
!
Amendment# 2
--------
Increase/( Decrease) Amount$
to the Original Contract#
$
14-1147 ---------
379,108.38
~------------------~-----
Extend Termination Date to:
Amendment is for:
Approved by Council
Date:
or by City Manager
Date:
Pending
Increase camp by 2% $7433.50 per fiscal year for a total of $14,867
-------- _,_-------------------------------4
History of Contract & Amendments: (option: attach spreadsheet if multiple amendments)
Amount$ 216,810.37 Reason: Amount $ 371 ,67 4.88 Reason: Amount$ 379,108.38 Reason: Amount$
of original Contract# 141147
~~------------
r;;
Plus GRT
I
Inclusive of GRT
Termination Date: 06/30/2015
Security BID for 7 months thru end of FY amendment# 1
- - - - - - - - - - - Termination Date:
06/30/2018
as per BID increase term and camp each fy amendment# 2
----------- Termination Date:
na
~-----------
Increase camp 2% increase camp by 7433 per fy for 2 years
------------ amendment# ------------ Termination Date: ------------Reason:
Total of Original Contract plus all amendments:
$ 1,346,702
~--~-------------------------------
1 of 2
City of Santa Fe Summary of Contracts, Agreements, & Amendments
5
Procurement Method of Original Contract: (complete one of the lines) RFP# 15/06/B
Date:
r
Date:
-----------------------
Date:
-----------------------
RFQ
-----------------------------------
Sole Source Other
r
October 17, 2015
----------~~~~~~~
---------------------------------------------------------------------------
6
Procurement History: 7 months of year 1 example: (First year of 4~--~~~~~------------------------------------------------year contract)
7
Funding Source: Water Division Professional Services
8
Any out-of-the ordinary or unusual issues or concerns: none (Memo may be attached to explain detail.)
9
Staff Contact who completed this form: Phone#
10
BU/Line Item:
52361.51031
_M-'a""y_a_M_a.:..;.rt....:.i....:n....:.ez~-------------------------------------
955-4271 --------------------------
Certificate of Insurance attached. (if original Contract)
r-
lsubmit to City Attorney for review/signature Forward to Finance Director for review/signature Return to originating Department for Committee(s) review or forward to City Manager for review and approval (depending on dollar level). To be recorded by City Clerk: Contract# Date of contract Executed (i.e., signed by all parties): Note: If further information needs to be included, attach a separate memo.
Comments: :Going to committee for approval for FY 10/11 budget.
m 2 of 2
May 20, 2016
TO:
Public Utilities Committee, Finance Committee, City Council
VIA:
Nick Schiavo, Director, Public Utilities Department
VIA:
Rkk Ca;penter, Interim Director, Water Division
FROM::
Alex Puglisi, Interim Manager, Source of Supply
Re:
Extension of Approval of Term in a New Amount (Representing a 2.0% Increase) for the Chavez Security Contract ( 14-1147)
~:,A
~ ~ _ q,;,.
1\~ \\ ยท """~7
ITEM AND ISSUE: Extension of the Chavez Security Contract (#14-1147) providing security services for the City of Santa Fe Water Facilities for a contract term from July 1, 2016 through June 30, 2017, at an amount of $379,108.38 per year, plus NMGRT. This represents a 2.0% increase in the annual cost of the contract over current fiscal year costs. BACKGROUND AND SUMMARY: On October 16, 2014, the City of Santa Fe opened sealed Bids submitted for the Request of Bid # 15/06/B for Security Services for the City of Santa Fe Water Facilities. The Water Division received four bids. Chavez Security was the lowest BID. The "Security Services" contract is a US Department of Transportation Security Administration (TSA) requirement based contract with the Water Division to secure the water sources and facilities for the City of Santa Fe. The area requiring 24-hour patrol stretches from east of McClure reservoir to the Buckman Well Field and encompasses eight distribution water tanks, seven water wells in the City and 14 wells along the Buckman Pipeline. The contract was fully executed on 11119/2014 and awarded to Chavez Security for the remainder of FY 14/15 and approved by Council for continuance in FY 15/16. The terms of the referenced contract term allows for extension of the contract for three additional twelve months terms ending June 30, 2018. The Public Utilities Department had requested and received approval from the City Council in May, 2015 for extension ofthe contract term for an additional three (3) years. In March, 2016, Chavez Security submitted a request for a 2.0% increase in the amount of the contract to cover additional expenses resulting from vehicle repair and maintenance due to the rough terrain covered by Chavez Security patrols. Funds for this contract are sufficient and available in the Source of Supply operating budget under BU#52361.51 0310 for FY 2016/2017. RECOMMENDED ACTION: The Source of Supply Section recommends Council approval of a second-year term of the contract with Chavez Security Inc. (14-1147) lasting through 06/30/2017, in the new amount of $379,108.38, plus NMGRT.
CITY OF SANTA FE AMENDMENT No.2 TO PROFESSIONAL SERVICES AGREEMENT
AMENDMENT No.2 (the "Amendment") to the CITY OF SANTA FE PROFESSIONAL SERVICES AGREEMENT, dated November 12, 2014 (the "Agreement"), between the City of Santa Fe (the "City") and Chavez Security Inc. (the "Contractor"). The date of this Amendment shall be the date when it is executed by the City.
RECITALS A.
Under the terms of the Agreement, Contractor has agreed
to
provide
security services to the City of Santa Fe. B.
Pursuant to Article 18 of the Agreement, and for good and valuable
consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Contractor agree as follows: 1.
COMPENSATION.
Article 3, paragraph B of the Agreement is amended to increase the amount of compensation as follows: For Fiscal Year
2016~2017
- an additional seven thousand four hundred thirty
three dollars and 50/1 OO's ($7,433.50), plus applicable gross receipts taxes, for a total of three hundred seventy-nine thousand one hundred eight dollars and thirty-eight cents ($379,108.38), and For Fiscal Year 2017-2018 - an additional seven thousand four hundred thirty three dollars and 50/1 OO's ($7,433.50), plus applicable gross receipts taxes, for a total of
three hundred
seventy~nine
thousand one hundred eight dollars and thirty-eight cents
($379,1 08.38). The total increase of this Amendment is fourteen thousand eight hundred
sixty~
seven dollars ($14,867). Article 3, paragraph B reads in its entirety as follows: B. The City shall pay the Contractor as follows: Fiscal Year 2015- 2016, three hundred seventy one thousand six hundred seventy four dollars and 88/1 GO's ($371,67 4.88) plus applicable gross receipts taxes
Fiscal Year 2016 - 2017, three hundred seventy nine thousand one hundred and eight and 38/1 OO's ($379, 108.38) plus applicable gross receipts taxes Fiscal Year 2017 - 2018, three hundred seventy nine thousand one hundred and eight and 38/1 OO's ($379, 108.38) plus applicable gross receipts taxes The total amount for the three (3) years will be for services rendered to the City. 2.
AGREEMENT IN FULL FORCE.
Except as specifically provided in this Amendment, the Agreement remains and shall remain in full force and effect, in accordance with its terms. IN WITNESS WHEREOF, the parties have executed this Amendment No.2 City of Santa Fe Professional Services Agreement as of the dates set forth below.
2
to the
CITY OF SANTA FE:
CONTRACTOR: CHAVEZ SECURITY
JAVIER M. GONZALES, MAYOR
NAME & TITLE
DATE: _ _ _ _ _ _ _ __
DATE: _ _ _ _ _ _ _ __
ATTEST:
YOLANDA Y. VIGIL, CITY CLERK
APPROVED AS TO FORM:
, CITY ATTORNEY
APPROVED:
OSCAR RODRIGUEZ, FINANCE DIRECTOR
52361.510310 Business Unit/Line Item
3
City of Santa Fe Summary of Contracts, Agreements, & Amendments Section to be completed by department for each contract or contract amendment
FOR: ORIGINAL CONTRACT I 2
Name of Contractor Chavez Security
3
Complete information requested
~
or CONTRACT AMENDMENT
----------~---------------------------------------------------
Contract is for:
i
Plus GRT
I
Inclusive of GRT
$216,810.37
Original Contract Amount: Termination Date:
~
June 30, 2015
--------------------~~---
Approved by Council
Date:
or by City Manager
Date:
September 12, 2014
fy 1415 7 months Security Services watershed and sos buckman wells
!
Amendment# 2
--------
Increase/( Decrease) Amount$
to the Original Contract#
$
14-1147 ---------
379,108.38
~------------------~-----
Extend Termination Date to:
Amendment is for:
Approved by Council
Date:
or by City Manager
Date:
Pending
Increase camp by 2% $7433.50 per fiscal year for a total of $14,867
-------- _,_-------------------------------4
History of Contract & Amendments: (option: attach spreadsheet if multiple amendments)
Amount$ 216,810.37 Reason: Amount $ 371 ,67 4.88 Reason: Amount$ 379,108.38 Reason: Amount$
of original Contract# 141147
~~------------
r;;
Plus GRT
I
Inclusive of GRT
Termination Date: 06/30/2015
Security BID for 7 months thru end of FY amendment# 1
- - - - - - - - - - - Termination Date:
06/30/2018
as per BID increase term and camp each fy amendment# 2
----------- Termination Date:
na
~-----------
Increase camp 2% increase camp by 7433 per fy for 2 years
------------ amendment# ------------ Termination Date: ------------Reason:
Total of Original Contract plus all amendments:
$ 1,346,702
~--~-------------------------------
1 of 2
City of Santa Fe Summary of Contracts, Agreements, & Amendments
5
Procurement Method of Original Contract: (complete one of the lines) RFP# 15/06/B
Date:
r
Date:
-----------------------
Date:
-----------------------
RFQ
-----------------------------------
Sole Source Other
r
October 17, 2015
----------~~~~~~~
---------------------------------------------------------------------------
6
Procurement History: 7 months of year 1 example: (First year of 4~--~~~~~------------------------------------------------year contract)
7
Funding Source: Water Division Professional Services
8
Any out-of-the ordinary or unusual issues or concerns: none (Memo may be attached to explain detail.)
9
Staff Contact who completed this form: Phone#
10
BU/Line Item:
52361.51031
_M-'a""y_a_M_a.:..;.rt....:.i....:n....:.ez~-------------------------------------
955-4271 --------------------------
Certificate of Insurance attached. (if original Contract)
r-
lsubmit to City Attorney for review/signature Forward to Finance Director for review/signature Return to originating Department for Committee(s) review or forward to City Manager for review and approval (depending on dollar level). To be recorded by City Clerk: Contract# Date of contract Executed (i.e., signed by all parties): Note: If further information needs to be included, attach a separate memo.
Comments: :Going to committee for approval for FY 10/11 budget.
m 2 of 2
