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Home My WebLink About25-82 Resolution No. 25-82 RESOLUTION AUTHORIZING EXECUTION OF AN AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH ANDY FRAIN SERVICES, INC. FOR SECURITY SERVICES AT THE LEXINGTON INN& SUITES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Amendment to Professional Services Agreement on behalf of the City of Elgin with Andy Frain Services, Inc., for security services at the Lexington Inn& Suites, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: April 23, 2025 Adopted: April 23, 2025 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk Docusign Envelope ID:6DC9D53E-7558-4C3A-8A6D-OA1 DD9E89C8C AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT This Amendment Agreement ("Amendment Agreement") is made and entered into this 23 day of April , 2025, by and between the City of Elgin, an Illinois municipal corporation ("City") and the Andy Frain Services, Inc., an Illinois corporation ("Andy Frain Services"). WHEREAS, the City and Andy Frain Services previously entered an agreement, dated March 20, 2024 (the "Subject Agreement"), whereby the City engaged Andy Frain Services to furnish certain security services in connection with the Edward Schock Centre of Elgin, Lords Park, and Wing Park (the"Project"); and WHEREAS, the City and Andy Frain Services have agreed to extend the Subject Agreement for an additional one-year renewal term as provided in the Subject Agreement; and WHEREAS, the City and Andy Frain Services have further agreed to expand the scope of the work for the Project to include the furnishing of security services for the City at the Lexington Inn & Suites, 1585 Dundee Avenue, Elgin, Illinois. NOW, THEREFORE, for and in consideration of mutual undertakings herein, and other good and valuable consideration,the receipt and sufficiency of which is hereby acknowledged,the parties hereto agree to as follows: 1. The above recitals are incorporated into and made a part of this agreement as if fully recited hereby. 2. That the scope of services to be provided by Andy Frain Services, identified in paragraph 1.B and Attachment A of the Subject Agreement, is hereby amended to include the additional services set forth in Attachment A-1 to this agreement,attached hereto and incorporated herein by this reference. 3. Paragraph 4 of the Subject Agreement providing for payment for the security services to be provided by Andy Frain Services to the City is hereby amended by adding the following to the end of said Paragraph 4: "The total payments to the CONTRACTOR for the services set forth in Exhibit A for the renewal term extending from April 21, 2025, to April 20, 2026, shall not exceed the total amount of$475,000. The total payments to the CONTRACTOR for the services set forth in Exhibit A-1 for the renewal term extending from April 21, 2025, to April 20, 2026, shall not exceed the total amount of$109,000." 4. That in the event of any conflict between the terms of this Amendment Agreement and the Subject Agreement, the terms of this Amendment Agreement shall supersede and control. 5. That except as amended in this Amendment Agreement, the Subject Agreement shall remain in full force and effect. 1 Docusign Envelope ID:6DC9D53E-7558-3C3A-8A6D-0A1DD9E89C8C 6. That the changes provided for in this Amendment Agreement are germane to the original Subject Agreement as signed and this Amendment Agreement is in the best interest of the City and authorized by law. IN WITNESS WHEREOF,the undersigned have entered into this Amendment Agreement on the date near first written above. CITY OF ELGIN ANDY FRAIN SERVICES, INC. • Signed by. g . a �'n,uA,), By: Cri7a7;r17Vir'elci City Manager Executive VP 4/14/2025 ATTEST: C y Clerk C:\Users\Itatbn.badey\Box\Legal Dept\Agreement\Andy Frain Amend Agr-Security Services-4-2-25 docx 2 Docusign Envelope ID:6DC9D53E-7558-4C3A-8A6D-0A1DD9E89C8C ATTACHMENT A-1 AMENDMENT AGREEMENT SCOPE OF ADDITIONAL SERVICES Docusign Envelope ID 6DC9D53E-7558-4C3A-8A6D-0A1DD9E89C8C Pc117 ANDY FRAIN SERVICES SCOPE OF SERVICES • Security Officers will patrol the Lexington Inn & Suites and respond to disruptions, physical altercations and emergencies in a professional manner. Officers will not physically intervene but will provide verbal instruction and immediately notify hotel staff and, if necessary,the Elgin Police Department. • At 8:30 p.m. each night, Officers will conduct a room check of all guest rooms registered under the City of Elgin. Any individual present in a room after 8:00 p.m. who is not a registered guest must leave the room and the property, unless properly registered at the front desk as an approved "after quiet hours"guest. Officers will enter the guest room, advise unregistered individuals to leave, and notify hotel staff and, if needed,the police in the event of noncompliance. • Officers will inform removed individuals of the hotel policy requiring all guests to check in at the front desk with valid photo identification. • Officers will maintain a daily log of after-hours guests and any removed individuals who refuse to provide identification, including the associated room numbers. This log will be shared with hotel and City staff. • First-floor patrols will be conducted at least once per hour to ensure side and emergency exits are not used by non-registered individuals to gain unauthorized entry. • Officers will redirect and escort individuals using side or emergency entrances to the front desk for proper check-in and ID verification.Verbal de-escalation will be attempted in all cases. If physical intervention becomes necessary, the Elgin Police Department will be contacted. • Officers will respond to hotel staff requests for assistance with room-related complaints. In emergency situations, Officers will assist police or other first responders as needed. • Officers will not physically intervene and will provide verbal instruction only. • Officers will maintain and share with hotel and City staff a list of individuals banned from the property, including any attempted re-entry incidents. The police will be notified if a banned individual is found trespassing. • Upon request, Officers will escort hotel or City staff to guest rooms to speak with occupants or gain entry. • Officers will work with facility supervisors to maintain order, secure perimeter access points, and enforce facility policies including, but not limited to,the code of conduct. All breaches of security or unsafe conditions will be documented in written reports and shared with the facility manager. • Officers will enforce the Relocation and Hotel Guest Policies and Expectations and Lexington Inn Guest Rules as provided by the City of Elgin. Scope of Services—City of Elgin AFS Lexington Coverage Docusign Envelope ID:6DC9D53E-7558-4C3A-8A6D-0A1 DD9E89C8C RATES The hourly rate is$26.64 per hour. Each day there will be two people scheduled:one for a four- hour shift and the second for an eight-hour shift.This is to allow for all rooms to be checked within a two-hour period. Room checks are estimated to take five minutes each including walking time. Staff#1-4 Hour Shift Start 8:00 p.m. Begin Room Checks 8:30 p.m. First Floor Room Checks Done 10:30 p.m. Log of activities completed (break time included) 12:00 a.m. One Day One week 4-week month $106.56 $745.92 $2,983.68 Staff#2-8 Hour Shift Start: 8:00 p.m. Begin Room Checks 8:30 p.m. Second Floor Room Checks Done 10:30 p.m. Overnight Monitoring(including breaks and mealtimes) 5:00 a.m. One Day One week 4-week month $213.12 $1,491.84 $5,967.36 1.5 FTE Total $319.68 $2,237.76 $8,951.04 Monthly Schedule(in line with contract dates of April 21, 2025—April 20,2026). Cost per month Total April $ 3,196.80 $ 3,196.80 May $ 8,951.04 $ 12,147.84 June $ 8,951.04 $ 21,098.88 July $ 8,951.04 $ 30,049.92 Scope of Services—City of Elgin AFS Lexington Coverage Page 2 Docusign Envelope ID:6DC9D53E-7558-4C3A-8A6D-0A1 DD9E89C8C August $ 8,951.04 $ 39,000.96 September $ 8,951.04 $ 47,952.00 October $ 8,951.04 $ 56,903.04 November $ 8,951.04 $ 65,854.08 December $ 8,951.04 $ 74,805.12 January $ 8,951.04 $ 83,756.16 February $ 8,951.04 $ 92,707.20 March $ 8,951.04 $ 101,658.24 April $ 6,393.60 $ 108,051.84 Scope of Services—City of Elgin AFS Lexington Coverage Page 3