Item 24 - First Amendment with Patrol Solutions, LLC for Event Security Services

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Parks, Recreation, and Community Services Agency www.santa-ana.org/parks-recreation Item # 24 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 16, 2024 TOPIC: Event Security Services AGENDA TITLE First Amendment with Patrol Solutions, LLC for Event Security Services at City Events to Update the Rates and Amend Compensation Terms from Annual Amounts to Total Not to Exceed Amount of $450,000 for the Entirety of the Agreement RECOMMENDED ACTION Authorize the City Manager to execute a first amendment to the agreement with Patrol Solutions, LLC for event security services at City Events to update the rates and amend the compensation terms from annual amounts to total not to exceed amount of $450,000 for the entirety of the agreement (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION On April 5, 2022, the City of Santa Ana awarded an agreement to Patrol Solutions, LLC for event security services at City Events. The award was made through a request for proposal process where Patrol Solutions, LLC was selected. The amount and size of City Events have grown since the execution of the original agreement resulting in a change in the type of security needs. City staff has determined that certain events such as the Summer Concert Series, Mid-Autumn Festival, and Movies in the Park require less time and coordination on the part of the vendor as would events like Fiestas Patrias, Chicano Heritage Festival, and Fourth of July. Therefore, City Staff is recommending the implementation of a new rate structure for Standard and Premium events. In addition, there is a need for a CPI adjustment to the rates due to inflation increases. While the rates are increasing, with the amendment of the compensation to remove annual amounts and allow a total amount not to exceed $450,000 over the entire term of the agreement, there is sufficient contract authority under the existing agreement to continue through the end of the agreement term of March 31, 2025. FISCAL IMPACT As of the end of the Winter Village event, the City has paid the vendor $297,676.28 on this agreement and $152,323.72 is available to use. The City is estimating to spend $12,500 for the remainder of fiscal year 2023-2024. Any remaining agreement balance