REQUEST FOR PROPOSAL FOR UNARMED SECURITY GUARD SERVICES BID #: 1403-057
CONTRA COSTA COUNTY PURCHASING SERVICES 255 GLACIER DRIVE MARTINEZ, CALIFORNIA 94553
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RFP for Unarmed Security Guard Services Bid #: 1403-057
TABLE OF CONTENTS Page TABLE OF CONTENTS ...................................................................................................................... 2 I
INTRODUCTION ....................................................................................................................... 3
II
PROJECT OVERVIEW................................................................................................................ 4
III
QUALIFICATIONS AND REQUIREMENTS ................................................................................. 6
IV EVALUATION AND SELECTION PROCESS ................................................................................ 7 V
INSTRUCTIONS TO RESPONDENTS ......................................................................................... 8
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INSTRUCTIONS TO RESPONDENTS ......................................................................................... 9
VI SCOPE OF SERVICE ................................................................................................................ 10 VI SCOPE OF SERVICE ................................................................................................................ 11 VII BILLING and INVOICING ........................................................................................................ 12 VIII TERMS and CONDITIONS ..................................................................................................... 13
ATTACHMENTS: • • • • • •
CONTRA COSTA COUNTY TERMS AND CONDITIONS EXHIBIT A – STATEMENT OF EXPERIENCE EXHIBIT B – BID FORM EXHIBIT C – CUSTOMER REFERENCES EXHIBIT D – ANTI COLLUSION STATEMENT EXHIBIT E – CONTRA COSTA COUNTY BUSINESS OPPORTUNITY REGISTRATION FORM 2
RFP for Unarmed Security Guard Services Bid #: 1403-057
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INTRODUCTION
A. General Information 1. Purpose The purpose of this Request for Proposal (RFP) is to provide unarmed security guard services to two (2) Community Centers - Montara Bay Community Center and Lefty Gomez Recreation Center, located in West Contra Costa County. 2. Locations The successful bidder shall provide security guard services at the two (2) County owned Community Centers located in West Contra Costa. The two locations are: A. Montara Bay Community Center located at 2250 Tara Hills Drive, San Pablo, CA B. Lefty Gomez Community Center located at 470 Parker Avenue, Rodeo, CA 3. Security Guard Service Hours Services for both locations shall be performed on as needed basis during the following time frames: Sunday – Saturday 6:00 AM – 2:00 AM B. Background Contra Costa County was incorporated in 1850 as one of the original 27 counties of the State of California, with the City of Martinez as the County Seat. It is one of the nine counties in the San Francisco-Oakland Bay Area. The County contains 19 incorporated cities and is the ninth most populous county in California, with its population exceeding 1,000,000 as of January 1, 2011. The County currently has an existing contract that is set to expire on August 31st, 2014 and is seeking to retain an experienced and competent firm in providing security guard services. Interested and qualified parties who have demonstrated their ability to provide service of unarmed security guard are invited to submit bids, provided they meet the minimum requirement. See Requirements and Qualifications under section III in this Request for Proposal (RFP). C. Proposal Submission • Response to this RFP MUST be submitted electronically through the Bid Sync web-site – NO EXCEPTION. • Late submittals WILL NOT be accepted – NO EXCEPTION • Fax submittals WILL NOT be accepted – NO EXCEPTION D. Vendor Registration Firms must be registered with the County. See Exhibit E attached. 3
RFP for Unarmed Security Guard Services Bid #: 1403-057
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PROJECT OVERVIEW
1. Statement of Purpose The Contra Costa County Public Works Department (hereafter referred to as “County”) is soliciting bids from qualified firms to provide Unarmed Security Guard Services (hereafter referred to as “Project”). The purpose of the Project is to provide security services to two Community Centers, Montara Bay and Lefty Gomez Recreation Center, on an as needed basis from 6:00 A.M to 2:00 A.M. as further described in this Request for Proposal under Section VI: Scope of Service. 2. Award Agreement If the County determines, after further evaluation and negotiation, to award the Agreement, a Professional Services Contract shall be provided to the successful Bidder for the Bidder’s signature. No proposal shall be binding upon the County until after the Agreement is signed by a duly authorized representative of both Bidder and the County. All other factors being substantially equal, preference will be given to Bidders located within Contra Costa County. 3. Calendar of Events
RFP Release Date
March 11, 2014
Pre-Bid Conference and WalkThrough
March 26, 2014 Montara Bay @ 11:00am Lefty Gomez @ 12:00pm
Deadline to submit written questions through Bidsync.com.
April 2, 2014 no later than 3:00 P.M. PST
Proposal Due Date
April 9, 2014 no later than 3:00 P.M. PST
Contract Award and Project Begin Date
Award Date: April 30, 2014
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Start Date: September 1, 2014
RFP for Unarmed Security Guard Services Bid #: 1403-057
II
PROJECT OVERVIEW
4. Mandatory Walk Through A mandatory Pre-Bid Conference and walk through shall be held on March 26, 2014 at Montara Bay Community Center at 11:00 A.M and at Lefty Gomez Community Center at 12:00 P.M. Failure to attend shall result in rejection of a proposal from consideration. County agents will be present to answer questions. A tour of the facility will take place following the Pre-Bid Conference. During the tour, each Bidder shall have the opportunity to become acquainted and familiarized with the conditions of the facility as they exist, and the character of the operation to be carried out under the resulting contract. Any pertinent or significant updates, changes, or information related to the RFP before the Pre-Bid Conference will be communicated at the Pre-Bid Conference. 5. Questions All questions regarding the proposal will be accepted through the BidSync site only. The deadline for submitting questions for this RFP is on or before April 2, 2014, 3:00 P.M. PST. All questions will be answered and disseminated to those registered on the BidSync website. Contact customer service if you need technical assistance with any part of the bid process;
[email protected] or call (800) 990-9339.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
III
QUALIFICATIONS AND REQUIREMENTS
1. Minimum Qualifications The following are the minimum qualifications for vendors submitting a proposal for this project. The Respondent: • Shall have at least five (5) years professional experience in providing and managing security services. • Must have trained and certified security guards with at least three (3) years of professional experience. • Must have adequate staff of trained security guard professionals to meet the demand. • Must have all appropriate licenses and certificates required in the state of California. • Must have certificate of insurance with letter of endorsement. 2. Minimum Requirements • Security Guards must possess and exercise strong personal interactive skills when dealing with the public. • Security Guards must have exemplary personal appearance. • Security Guards shall log and report (on a daily basis) all incidents to the County. • Security Guards must be pass drug tests and clean of criminal records. • Security Guards must be able to write and communicate in English very well.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
IV
EVALUATION AND SELECTION PROCESS
1. Selection Criteria The proposal shall enable the County to evaluate the responsiveness and quality of the proposal to each of the RFP requirements. The evaluation of proposals will be performed by an evaluation committee. If an award is made, it will be made to the responsive and responsible Bidder that offers the County the greatest value based on an analysis involving a number of criteria including but not limited to: • • • • •
Proposer complies with State Guard Card requirements Proposer understanding and approach of project Proposer past experience for similar projects Customer References Cost
2. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure. Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful bidder, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each bidder is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County. 3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the Purchasing Services Manager in care of: David Gould, Purchasing Services Manager Contra Costa County Public Works Department 255 Glacier Drive Martinez CA, 94553
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RFP for Unarmed Security Guard Services Bid #: 1403-057
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INSTRUCTIONS TO RESPONDENTS
1. Format of Proposal All proposals shall follow the same format. No exceptions to this format shall be accepted. To be accepted for evaluation, the proposal format shall address all required components in order. All proposals shall include the following components: 1. Cover Letter – Signed by an authorized person. 2. Proposal – describing specific capabilities, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section VI under Scope of Works. 3. Statement of Experience – See Exhibit A 4. Bid Form – See Exhibit B 5. Customer References – See Exhibit C 6. Anti-Collusion Statement – See Exhibit D 7. Contra Costa County Business Opportunity Registration Form – See Exhibit E 2. Customer References Respondents shall provide a minimum of three (3) letters of references. Each letter must include the name of the firm, description of services that were provided, and the date of services and the contract amount for projects similar to the services requested in this RFP. See Exhibit C. 3. Licenses and Permits Bidders shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date. 4. Proposal Expense Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP. 5. Respondents Responsibility The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this RFP.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
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INSTRUCTIONS TO RESPONDENTS
6. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the BidSync website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations. 7. Reservations The County reserves the right to do the following at any time and for its own convenience, at its sole discretion: • To reject any and all proposals without indicating any reasons for such rejection, • Terminate this RFP and issue a new Request for Proposals anytime thereafter, • Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP, • Procure any services specified in the RFP by other means, • Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County, • Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County, • Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible. 8. Subcontract and Assignment The Contract binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under the Contract, or before the Contractor may assign the Contract or monies due or to become due, by operation of law or otherwise. 9. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on the BidSync website.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
VI
SCOPE OF SERVICE
The scope of service shall consist of the following: A. Check in with Center renter(s) upon arrival at a Center for introduction and clarify their expectations of Security Guard services. B. Check in with your company supervisor(s) upon arrival at a Center to confirm arrival, and twice during the event to provide status updates. C. Check in with the event rental host and call the Facility Coordinator upon arrival. A call list will be provided. D. Confirm that the event and number of people are correct as stated by the Center coordinator. The capacity at Montara Bay Community Center is 112 people. The capacity at Lefty Gomez Recreation Center is 60 people. Contractor staff will ensure that these capacities are not exceeded. E. Provide first response to any situation affecting the security of the Center or the safety of property, including but not limited to fires, accidents, civil disorders, criminal acts, earthquakes and other natural disasters. After calling necessary emergency services, immediately call your supervisor, the Facility Coordinator and the Contra Costa County Sheriff, if necessary, to report such events. Provide a written report of the incident within 24 hours to Contra Costa County Public Works, Special Districts Division, 255 Glacier Drive, Martinez, CA 94553. F. Actively patrol on foot indoors and outdoors throughout the event to maintain a safe environment at the Centers. This includes upholding all the Center’s rules which include, without limitation, no smoking or drugs. All matters shall be handled in a professional manner and shall include submitting a written report of any such incidents. G. Detour any unauthorized guests off the Center’s property in a professional manner and submit a written report. H. Conduct an hourly patrol of the Centers’ parking lot, restrooms and outside perimeter of the building. Report any suspicious activity to the Contra Costa County Sherriff’s office and submit a written report. I. Report all accidents or injuries immediately to Successful Bidder’s supervisor and follow up with a written report to County. Shall complete the Contra Costa County Public Liability Accident Form and forward to the County within 24 hours of incidents. 10
RFP for Unarmed Security Guard Services Bid #: 1403-057
VI
SCOPE OF SERVICE J. Remain on Center premises until everyone at the event has left and the Center has been closed and locked by the County facility coordinator. K. Complete the Status Report Form provided by the Center’s coordinator for each event. Forward the Status Report Form with invoice for payment to County, Attention: Special Districts, 225 Glacier Drive, Martinez, CA 94553. L. Perform other security related/public safety duties upon request by the Center Coordinator. M. Enforces security and protection rules and maintains order N. Deal effectively and properly with disruptions in a respectful and tactful manner O. Maintain an orderly atmosphere conducive to Center Rules and Regulations. Music and other sound noise from the even should not be heard from the parking lot or interfere with the public’s right to quietly enjoy the surrounding area. If this is not followed, work with the renter to reduce the volume. P. Schedule shall be on an as needed basis between the hours of 6:00 A.M. and 2:00 A.M.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
VII
BILLING and INVOICING
A. Payment Terms Contractor shall submit a correct and complete invoice(s) to the County. Payment terms are Net 30 days or best offer, after receipt of service and correct invoice. B. Billing Rates Responders shall submit cost as in per hourly basis. See attached Exhibit B. C. Prices Prices offered by the proposer will be firm fix and not subject to increase during the term of any contractual agreement arising between the County and the successful proposer as a result of this RFP, unless otherwise stated.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
VIII
TERMS and CONDITIONS
Contra Costa County standard terms and conditions attached.
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RFP for Unarmed Security Guard Services Bid #: 1403-057
