ADMINISTRATIVE REPORT

Date: May 23, 2001
Author/Local Eric Smith/331-4018
RTS No. 02078
CC File No. 1380
Council: June 5, 2001

TO: Vancouver City Council

FROM: Vancouver Public Library Board

SUBJECT: Contract Award for Library Square Security Guards, Additional Staff Position

RECOMMENDATION:

A. That Vancouver Council approve the awarding of the security contract at Library Square to Initial Security Services for a term of three (3) years, plus a Library option for a fourth (4^th) year, commencing July 1^st, 2001; source of funding for 2001 to be Library Operating Budget and that the Director of Corporate Services of the Vancouver Public Library, in consultation with the Director of Legal Services, sign the contract on behalf of the Library Board.

B. That Vancouver Council approve a Regular Full Time Exempt position of Security Supervisor for the Vancouver Public Library, with funding to be provided from the Library's operating budget.

CITY MANAGER'S COMMENTS:

The City Manager recommends approval of A and B above.

COUNCIL POLICY:

" Library contracts valued at more than $300,000 require Library Board and Council approval.

" Contracts are to be awarded on the basis of best value.

. Vancouver Council approves the establishment of new positions and has directed, whenever possible, that they be funded from existing budgets.

PURPOSE

This report relates to the awarding of the contract for security services for the Vancouver Public Library (Library Square), on a best value basis, and for the creation of a new full time exempt position, and is submitted to Council for approval.

BACKGROUND

The Security department at the Library consists of two full time Library staff and contract guards. The Library contracts for four guards when the Library and Tower are open, three guards when only the Library is open and two guards when Library and Tower are closed. Security is responsible for monitoring the fire protection systems for the Library and Retail portions of Library Square as well as that of the Federal Office after normal office hours. In addition the security services provided include guarding against injury, theft, vandalism, unauthorized entry, and monitoring emergency equipment, as well as the protection of staff.

Security guard services are provided to:

the Central Library
the common areas at Library Square
Brookfield Lepage Johnson Controls (BLJC- agents for Public Works Canada)
Retail Tenants at Library Square
Labour Relations Board (BCBC leased space).

A share of the total cost of the security guard services is recovered from BLJC and the Lessees (Property Endowment Fund).

The two Library security staff head the Library's Emergency Response Team as well as provide security support for the 21 Branches.

One of the two full time Library security staff fulfills an active role on the Library's Occupational Health & Safety Committee, attending monthly meetings to report and address security-related issues and assist in risk management site visits.

The current three year security guard contract expires at the end of May, 2001 and has been extended to June 30, 2001.

DISCUSSION

A public request for proposals was issued, based on the number of guard hours currently being used. Five firms submitted proposals.
Avero Security
Concord Security Corporation
Initial Security Services
Securiguard Services Limited (the current provider of security services)
Windsor Security Limited

The Proposals were evaluated using the factors set out in the Request for Proposals. Transitional issues in changing from one security provider to another were also considered.

Based on the evaluation of the proposals for security guard services, the best value , meeting specifications, is provided by Initial Security Services.

Contract security guards are rotated routinely through a variety of assignments and locations thus limiting our ability to fully orient them to Library site specific issues and problems. This places higher demand for the presence of the two full time security staff. Their greater understanding of the Library (both Central and Branches) based on first hand experience and knowledge of policies and procedures, problem patrons, operational areas where the potential for violence is greater, enhances the provision of security services to our staff and organization. Their continuing relationship with the employees has developed trust and confidence that they will respond and protect. While this is an extremely positive feature of the Library's occupational health and safety program, it understandably places significant demands on the time of the two full time staff.

The addition of a third, full time, security supervisor would provide another staff person who would be familiar with the emergency systems at Library Square, who would enhance replacement coverage during vacations or illness, ensure that there is always a Library security staff person on duty during Library open hours, as well as share in a significant workload. The expansion of the full time security staff complement to three will allow us to provide greater assistance to the Branch staff. It will also allow us to be more proactive in training our staff on how to deal with potentially violent situations in the workplace and allow us to provide a more comprehensive "anti-violence" program in response to the Workers' Compensation Board's "Violence in the Workplace" legislation.

This additional position will be funded from within the Library's security budget.

A copy of this report has been given to CUPE Local 391.

CONCLUSION

Initial Security Services' proposal provides the best value to the Library. Based on the current number of annual hours, the estimated total cost for the three years is $ 923,400 , plus GST.

The Library Board wishes to add an exempt staff position at an estimated annual cost of $ 40,000 including benefits.

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(c) 1998 City of Vancouver