CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: January 14, 2009
SUBJECT/TITLE: Approve Contract Amendment to Barkley Security Agency Term Contract for Guards at Hopkins and Purdom Generating Stations
TARGET ISSUE:
STATEMENT OF ISSUE
The City operates three power plants; Hopkins Generating Station, located on Geddie Road; Purdom Generating Station, located in St. Marks, Florida; and the Corn Hydro Electric Generating Station, located at Lake Talquin. Historically, the shift operators, using a remote gate operator, have controlled plant primary access. While this has proven effective in the past, increasing security requirements have expanded the workload associated with this access control to the point that it adversely impacts plant operations. As a result, staff has identified the need to utilize contract guard services at the access points at Hopkins and Purdom. On October 22, 2008, the City Commission approved a term contract with Barkley Security Agency to provide guard services at various City facilities. This agenda item is seeking approval to issue a contract amendment to the Barkley Security Agency contract to provide guards at Hopkins and Purdom.
RECOMMENDED ACTION
Option 1: Approve contract amendment #1 to the Barkley Security Agency contract for guard services to Hopkins and Purdom and authorize staff to issue the required purchase orders for the services once the infrastructure is in place.
FISCAL IMPACT
Option 1: $70,000 per year ($35,000 each for Hopkins and Purdom).
Funding is available in the approved Hopkins and Purdom Operating budgets.
Kevin G. Wailes, General Manager – Electric Utility
Anita Favors Thompson, City ManagerFor information, please contact: Rob McGarrah, Manager Power Production, x 5534
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
1. The City operates three power plants; Hopkins Generating Station, located on Geddie Road; Purdom Generating Station, located in St. Marks, Florida; and the Corn Hydro Electric Generating Station, located at Lake Talquin.
2. Portions of the Purdom Plant are considered a port facility under the U.S. Coast Guard security rules. As such, the plant is required to have a port security plan and have enhanced access control. In addition, the plants fall under certain National Electric Reliability Corporation (NERC) standards that are now requiring enhanced access control and documentation.
3. Historically, the shift operators, using a remote gate operator, have controlled the primary plant access. While this has proven effective in the past, increasing security requirements have expanded the workload associated with this access control to the point that we cannot maintain the level of access control and documentation now being required.
4. As a result of these enhanced security requirements, staff has identified the need to utilize guards at the Hopkins and Purdom plant gates to provide for the enhanced security. In addition to meeting the enhanced access control requirements, the guards will provide monitoring of the cameras and other security devices at the plant site which will result in more comprehensive review of the security measures at the plant sites.
5. Production Division management staff developed specifications and standard operating procedures (SOP) for these services. On October 22, 2008, the City Commission approved a term contract with Barkley Security Agency to provide guard services at various City facilities for a three-year period. Using the developed specifications and SOP, Production staff met with Barkley concerning the addition of Purdom and Hopkins to the scope of services. Barkley is agreeable with adding these facilities at the same pricing and terms and conditions as the current term contract. The initial term contract was written for the specific City locations noted in the original RFP. The addition of Hopkins and Purdom will require a contract amendment to the term contract.
6. Under the Department of Homeland Security rules, portions of the Purdom facility are considered a Port Facility. As a result, those individuals who need unescorted access to those portions classified as a port facility, need to obtain and maintain current Transportation Workers Identification Credentials (TWIC). The cost of the TWIC credentials is $130 per person. Since this is a unique requirement to the Purdom facility, the City would reimburse Barkley for the costs of obtaining TWIC credentials for the guards that may be assigned to the Purdom facility.
7. In addition to the TWIC requirements, the guards will need to go through certain regulatory, safety and security training that is unique to power plant operations.
8. The estimated annual cost for the base scope of services is estimated at $70,000 ($35,000 for each Purdom and Hopkins). These estimated costs are for the base scope of services identified by staff. There will be times where additional guard services will be needed to support non-routine plant operations, such as outages, construction, etc. While these services were not contemplated at the time the FY2009 operating budgets were developed, staff has identified the ability to re-prioritize existing operating budget funds to provide for the base scope of services from the currently approved Hopkins and Purdom approved operating budgets. Any additional services will be funded from either the respective plant operating budgets or capital projects as appropriate.
9. In addition to the guard services themselves, each plant will be required to install a guard shack at the main gate. This work is being competitively bid and, if necessary will be brought before the City Commission for award once the bids are received. The guards will not be engaged until the infrastructure is in place.
10. Procurement Services and Budget and Policy have reviewed this agenda item and concur that it meets purchasing and budget guidelines.
CHARITABLE CONTRIBUTIONS
1. Charitable Contributions were included in Bid/RFP No. 0048-08-ER-RC from which this contract resulted and was previously approved by the City Commission on October 22, 2008.
OPTIONS
Option 1: Approve contract amendment #1 to the Barkley Security Services Contract for guard services to Hopkins and Purdom and authorize staff to issue the required purchase orders for the services once the infrastructure is in place
Option 2: Do not approve the contract amendment and direct staff to independently bid these services.
Option 3: Do not approve the contract amendment and direct staff to not utilize guard services at the plants.
FISCAL IMPACT
Option 1: $70,000 per year ($35,000 each for Hopkins and Purdom)
Funding is available in the approved Hopkins and Purdom Operating budgets.
Option 2: Unknown at this time
This option is not recommended. The Barkley contract was obtained through a competitive basis. Independently bidding these services for the plants is not expected to yield a different result.
Option 3: No direct fiscal impact at this time
This option is not recommended. Continued utilization of existing operations staff to control plant access will expose the facility to unit operational impacts as well as potential fines for failure to meet the security requirements of the facility.
ATTACHMENTS/REFERENCES
None