REPORT TO COUNCIL
SUBJECT
Title
Approve the Second Amendment to the Agreement with Bastion Security Services for Unarmed Security Patrol Services, Increasing the Not-to-Exceed Amount to $270,000 and Extending the Term Through May 14, 2027
Report
REPORT IN BRIEF
Staff requests Council approval of a Second Amendment to the Services Agreement with Bastion Security Services of San Jose, California, in substantially the same form as Attachment 1 to this report, to extend the agreement through May 14, 2027, and to increase the total not-to-exceed amount from $175,000 to $270,000 to continue unarmed security patrol services at the Sunnyvale Public Library.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Quotations (RFQ) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City maintains an agreement with Bastion Security Services to provide unarmed security patrols at the Sunnyvale Public Library. These services support the Library’s mission to maintain a safe, secure, and welcoming environment for patrons and staff. Bastion Security personnel work in coordination with Library staff to enforce Public Conduct Policies and conduct regular patrols of both the interior and exterior of the facility, helping ensure a consistent level of safety and positive experience for all users.
On April 26, 2023, the City issued a Request for Quotations (RFQ) for unarmed security patrol services at the Sunnyvale Public Library. No responses were received within the initial solicitation period. A second solicitation was issued with a revised due date, and Bastion Security Services was the sole responsive bidder.
On May 15, 2023, the City entered into an agreement with Bastion Security Services in the not-to-exceed amount of $87,000 to provide unarmed security patrol services at the Sunnyvale Public Library.
On March 22, 2024, the City executed a new services agreement (replacing Purchase Agreement No. PA0001724) in an amount not to exceed $80,000 for a one-year term, with options to renew for up to three additional one-year periods.
On April 3, 2025, the City Manager approved the First Amendment, exercising one of the three extension options and increasing the not-to-exceed amount to $175,000.
To ensure continuity of unarmed security patrol services beyond May 2026, staff recommends exercising the second one-year extension. The proposed Second Amendment would increase the contract amount by $95,000 to a new not-to-exceed amount of $270,000, which requires City Council approval, and would extend services through May 2027. There would be one extension remaining.
FISCAL IMPACT
Available budget for Library security services is appropriated in the General Fund under Program 11900 - Library.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Approve a Second Amendment to the Agreement with Bastion Security Services in substantially the same form as Attachment 1 to this report, increasing the contract by $95,000 for a new not-to-exceed total of $270,000, and exercising the second of three contract extensions through May 14, 2027;
- Authorize the City Manager to execute the amendment when all necessary conditions have been met; and
- Authorize the City Manager to approve compensation adjustments and exercise the remaining contract extension, subject to budget availability and satisfactory performance.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Michelle Perera, Director, Library & Recreation Services
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Second Amendment to the Unarmed Security Patrol Services
2. Signed Original Agreement to the Unarmed Security Patrol Services