Board of Directors Regular Meeting Agenda


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Meeting Date: 06/18/2015  

SUBJECT MATTER:
Receive, consider and act upon a draft Request for Proposals for Mounted Patrol Services;
FISCAL IMPACT:
The current  Courtesy Mounted Patrol Services Agreement with Alpha & Omega Services, Inc. has an annual cost of  $1,836,886.  The proposed contract extension received from Alpha & Omega Services would increase the annual cost by $26,021 for 40 hours of additional Support Services and would include 200 annual hours of donated mounted patrol valued at $8,462.
 
BACKGROUND:
The Courtesy Mounted Patrol Services Agreement with Alpha & Omega Services, Inc. expires December 31, 2015 (Attachment A). A Request for Proposals has been drafted for Board consideration (Attachment B). The draft provides the same scope of services, qualifications, and areas of coverage as the current agreement with the 2015 approved additional hours and zones.

The RFP can be advertised in June, with a July submittal due date and presented to the Board for consideration in August. If any potentially new vendor submitted a proposal and was found to be acceptable, it could take up to three to six months for the new vendor to establish operations.

Mounted patrol services are beneficial to maintaining a safe and secure Town Center and I-45/ 242 corridor. The layered approach has been endorsed by law enforcement professionals and The Woodlands model has been acclaimed throughout the country. Local law enforcement agencies support the use of non-commissioned mounted patrol.

During the 2016 Budget Workshops, the Board considered several options to increase law enforcement and approved an additional 134 hours per week for A&O services for Zone 7, the I-45/SH242 Corridor and an additional 112 hours per week for Zone Eight, Hughes Landing which is scheduled to begin July 1, 2015.  To meet the increased number of hours, A&O has increased their patrol troopers, relocated its administrative offices and reorganized their deployment operations.  Staff has found the changes to be an improvement to the operation.

Alpha & Omega has proposed a five year contract extension (Attachment C). The proposal maintains the same terms and conditions as the current contract with two exceptions:
  • Adding forty (40) hours per week of Support to be added incrementally during the next twelve months based upon the expanding service territory;
  • A&O will donate up to 200 hours of mounted security annually for Township sponsored public events as directed by Township staff.
In March 2012, The Woodlands Township issued a Request for Qualifications and Proposals (RFQ/P) to provide Courtesy Mounted Patrol services within The Woodlands Township to Mustang Security and Investigations, Inc. and Alpha & Omega Services, Inc, the only known vendors at that time for such services. Alpha & Omega was the only company that submitted a proposal. Staff has recently researched the industry and has not found any other vendor besides Alpha & Omega that provides this service. Alpha & Omega has provided these services to the Township since 1994.

The Board could choose to waive the current procurement practice of soliciting proposals for services and accept the contract extension proposal from Alpha & Omega.  If so, the contract extension would be scheduled for consideration at the next regular Board meeting. 
  
 
RECOMMENDATION:
It is recommended to approved the Request for Proposals for Courtesy Mounted Patrol Services and authorize the release and solicitation of proposals.
Attachments
Attachment A - Courtesy Mounted Patrol Services Agreement
Attachment B - Draft RFP Mounted Patrol Services
Attachment C - Alpha & Omega Contract Extension Proposal


    

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