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RESOLUTION NO. 2017-183 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE EXTENSION OF THE CONTRACT WITH PMAM CORPORATION FOR SECURITY ALARM MANAGEMENT SERVICES FOR A FIFTH YEAR PER MUNICIPAL CODE SECTION 2.56.090.B2
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
The Chula Vista Police Department is seeking to renew the contract with PMAM Corporation for a fourth time per the Municipal Code, Section 2.56.090.B.2. PMAM provides Security Alarm Management Services for Chula Vista and was awarded the contract by City Council on October 15, 2013. The contract award allowed for three additional renewals for a period of one year each.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
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Environmental Determination
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
On October 15, 2013, City Council awarded a one-year contract for security alarm management services to PMAM Corporation. Since then, PMAM has been representing the City with citizen related concerns associated with false alarms and billing/fine collection and reporting. Although the City authorized only three renewal periods after the original contract expiration date, the Police Department requests to extend the contract for one additional year.
Discussions with PMAM on how to enhance their services as it relates to our citizens are in progress and are predicted to help improve the overall service delivery. The contract is set to expire on October 14, 2017, but the discussions to enhance services started as recent as April of this year and the Department believes not enough time will have taken place to fully integrate the enhancements to evaluate the benefits. The Chula Vista Municipal Code provides guidance on situations where exceptions on the number of renewal periods apply before the City has to request new bids. Section 2.56.090.B.2 states that there are exceptions based on impractical or impossible circumstances and states the following:
“When it is determined by the Purchasing Agent that the competitive bidding requirements are impractical, or impossible, or that City interests would be materially better served by applying a different purchasing procedure, the Purchasing Agent may award the contract consistent with best purchasing practices.”
PMAM is currently finalizing some enhancements to their alarm management services, and the Police Department plans to evaluate the impact of those enhancements. Since the Police Department is currently involved with PMAM Corporation on restructuring processes that would negatively impact citizens if disrupted, the Department is seeking City Council’s approval to renew the PMAM contract for one more year and allow the Department to finish a formal bid process before October 2018.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This PMAM renewal request directly impacts all five Strategic Plan goals, with significant impact to Operational Excellence, as this agreement extension will allow for the City to better manage the security alarm related operations.
CURRENT YEAR FISCAL IMPACT
There is no fiscal impact extending the contract with PMAM. Revenue has been appropriated during the 2017/2018 budget development process associated with the management of security alarm related operations.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact associated with this action.
ATTACHMENTS
Attachment 1: Agreement with PMAM Corporation for Security Alarm Management Services
Attachment 2: Amendment #1 to Agreement with PMAM Corporation
Attachment 3: Amendment #2 to Agreement with PMAM Corporation
Attachment 4: Notice of Option to Extend Agreement with PMAM Corporation
Staff Contact: Joseph Walker