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CITY OF PHOENIX AVIATION DEPARTMENT

REQUEST FOR PROPOSAL AVN RFP 18-051

AIRPORT SECURITY GUARD SERVICES

Ivy Silva PROCUREMENT OFFICER

2485 East Buckeye Road

Phoenix, AZ 85034 Phone: 602-273-3400

[email protected] This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

TABLE OF CONTENTS

CITY OF PHOENIX

Aviation Department 2485 East Buckeye Road

Phoenix, AZ 85034

Solicitation No. AVN RFP 18-051

Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

INTRODUCTION ........................................................................................................... 4

SECTION I – STANDARD TERMS AND CONDITIONS ............................................... 8 SECTION II – SPECIAL TERMS AND CONDITIONS ................................................ 25

AIRPORT SECURITY GUARD SERVICES (NON-REGULATORY):

SECTION III – SOLICITATION INSTRUCTIONS ...................................................... 43

SECTION IV – IDEMNIFICATION AND INSURANCE ................................................ 60

SECTION V – EVALUATION CRITERIA; AND SCOPE OF WORK ............ ...………66

SECTION VI – SUBMITTALS ................................................................................... 111

SECTION VII – ATTACHMENTS ……………………………………………………….120 SECTION VIII – EXHIBIT A ...................................................................................... 137

AIRPORT SECURITY GUARD SERVICES (REGULATORY- EXTERNAL):

SECTION IX – SOLICITATION INSTRUCTIONS .................................................... 138

SECTION X – IDEMNIFICATION AND INSURANCE ............................................... 155

SECTION XI – EVALUATION CRITERIA; AND SCOPE OF WORK ......... ...………161

SECTION XII - SUBMITTALS ................................................................................... 205

SECTION XIII - ATTACHMENTS………………………………………………………...214 SECTION XIV – EXHIBIT A ...................................................................................... 231 AIRPORT SECURITY GUARD SERVICES (REGULATORY- INTERNAL):

SECTION XV – SOLICITATION INSTRUCTIONS ................................................... 232

SECTION XVI – IDEMNIFICATION AND INSURANCE ........................................... 249

SECTION XVII – EVALUATION CRITERIA; AND SCOPE OF WORK .................... 255

TABLE OF CONTENTS

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

SECTION XVIII – SUBMITTALS………………………………………………………….299

SECTION XIX – ATTACHMENTS………………………………………………………..308

SECTION XX – EXHIBIT A………………………………………………….….....………325

INTRODUCTION

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INTRODUCTION The City of Phoenix (City) owns and the City’s Aviation Department operates Phoenix Sky Harbor International Airport (PHX), Phoenix Goodyear Airport (GYR), and Phoenix Deer Valley Airport (DVT) (collectively, Airports). PHX is a large hub airport and one of the busiest airports in the United States in terms of operations and serves over 43 million passengers annually. PHX provides a $38 billion economic impact to the State of Arizona. The City is seeking proposals from qualified Offerors to provide unarmed, uniformed security guards services and patrols for the Airports and their owned and maintained facilities in accordance with the minimum qualifications identified in this Request for Proposal (RFP). The City expects to create up to three (3) contracting opportunities under this RFP: non-regulatory, regulatory-external, and regulatory-internal. PHX is regulated by the Transportation Security Administration (TSA) under the applicable parts of the Code of Federal Regulations (C.F.R.) Title 49, Parts 1500 through 1580. By this RFP, the City expects to achieve the following:

1. Enter into a five- (5) year contract, i.e., a term of two (2) years with three (3) one-year options to extend the term that may be exercised at the City’s sole discretion, to provide guaranteed quality, reliable, and stable security guard services at the Airports and their owned and maintained facilities.

2. Create up to three (3) contracting opportunities that are identified below:

Contracting Opportunities Categories

Minimum Qualifications / Requirements

Non-Regulatory

Reserved for small businesses with gross receipts less than $20.5 million over the past three (3) years.

Minimum of two (2) years’ experience within the last five (5) years with sixty (60) or fewer full time security guards.

Regulatory – External

Minimum of three (3) years within the last ten (10) years of security guard experience at a 49 C.F.R. Part 1542 regulated airport or other federally regulated facility.

Maintained a staff of sixty (60) or more full-time security guards.

INTRODUCTION

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Regulatory – Internal

Minimum of three (3) years within the last ten (10) years of security guard experience at a 49 C.F.R. Part 1542 regulated airport or other federally regulated facility.

Maintained a staff of sixty (60) or more full-time security guards.

3. Require the security guards provided by the Contractor under this Contract to be

professional, well-trained, highly motivated, and deliver seamless customer service.

4. Require the Contractor to provide uninterrupted security guard services to the

Airports and ensure an appropriate security guard staffing level is maintained at all times.

5. Require the Contractor to support good personnel and exercise labor relation

practices that will ensure a positive workforce, which may reduce turnover and increase employee morale.

The Security Section of the Aviation Department’s Public Safety and Security Division will manage and have oversight of this Contract. The security guard services required under this Contract include the following locations:

Airport Security Guard Services (Non-Regulatory):

Aviation Department Office Building: 2485 E. Buckeye Rd., Phoenix AZ

Aviation Operations Building Ground Transportation Office: 3300 E. Sky Harbor Blvd., Phoenix, AZ

Aviation Design and Construction Building: 500 South Building

Rental Car Center Facility

Phoenix Deer Valley Airport

Phoenix Goodyear Airport

Phoenix Sky Train 44th Street Station

Airport Security Guard Services (Regulatory - External):

Perimeter Vehicle Gates

Perimeter Vehicle Patrol

Terminal Loading Docks

On-going Construction Projects


Phoenix Goodyear Airport

INTRODUCTION

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Airport Security Guard Services (Regulatory - Internal):

Aviation Operations Building Security Badging Office

Terminal Security Checkpoints

Terminal Patrols

Ongoing Construction Projects


Phoenix Goodyear Airport 1. CITY’S VENDOR SELF-REGISTRATION AND NOTIFICATION: Offerors must

be registered in the City’s eProcurement Self-Registration System at

https://www.phoenix.gov/financesite/Pages/EProc-help.aspx in order to receive

solicitation notices, respond to solicitations, and access procurement information.

The City may, at its sole discretion, reject any Offer from an Offeror who has not

registered in the City’s eProcurement Self-Registration System.

2. SCHEDULE OF EVENTS

ACTIVITY (All times are “local Phoenix time”) DATE

RFP Issue Date June 29, 2018

Pre-Proposal Conference at 9:30 a.m. and Tour at 10:30 a.m. July 12, 2018

Question Deadline: Submit Written Questions by 11:00 a.m. July 19, 2018

Answer Deadline: Responses to Written Questions July 27, 2018

Solicitation Deadline: Proposal Submittal by 11:00 a.m. August 7, 2018

Evaluation of Proposals August - September 2018

Interviews (If required) September 2018

City Council Approval October 2018

The City reserves the right to change dates or locations or both as its deems necessary or appropriate. The City does not always hold a pre-proposal conference or site visit.

Pre-Proposal Meeting Location: City of Phoenix Aviation Department Office

PAAB Conference Room, First Floor 2485 East Buckeye Road Phoenix, Arizona 85034

Proposal Submittal Location: City of Phoenix Aviation Department Office

Contracts and Services Division 2485 East Buckeye Road Phoenix, Arizona 85034

https://www.phoenix.gov/financesite/Pages/EProc-help.aspx

INTRODUCTION

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3. OBTAINING A COPY OF THE SOLICITATION AND ADDENDA: Anyone

interested in submitting an Offer to this RFP may download the complete RFP and

addenda from https://www.phoenix.gov/solicitations. Internet access is available

at all public libraries. Anyone without internet access may obtain this RFP by

calling the Procurement Officer or picking up a copy during regular business hours

at the City of Phoenix Aviation Department Contracts & Services Division located

at 2485 East Buckeye Road, Phoenix, AZ 85034. It is the responsibility of all

Offerors to check the website, verify that all required information is submitted with

their Offers, and review additional contracting opportunities.

https://www.phoenix.gov/solicitations

SECTION I – STANDARD TERMS AND CONDITIONS TO ALL CONTRACTS AWARDED UNDER THIS RFP

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SECTION I – STANDARD TERMS AND CONDITIONS THAT APPLY TO ALL CONTRACTS AWARDED UNDER THIS RFP.

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:

Shall, Will, Must Indicates a mandatory requirement. The failure to meet any mandatory requirement may result in the rejection of an Offer as non-responsive.

Should Indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, then the City may, at its sole option, ask the Contractor to provide the information or evaluate the Offer without the information.

May Indicates something that is not mandatory but permissible.

For purposes of this RFP, the following definitions will apply: A.R.S. Arizona Revised Statute

Buyer or Procurement Officer

City of Phoenix staff person responsible for the RFP. The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the Contractor's performance under this Contract.

City The City of Phoenix, an Arizona municipal corporation

Contractor The individual, partnership, corporation, or other entity

who, as a result of the competitive process, is awarded this Contract by the City.

Contract or Agreement The legal agreement executed between the City and the Contractor.

Days Calendar days, unless otherwise specified.

Deputy Finance Director

The contracting authority for the City authorized to sign contracts and amendments thereto on behalf of the City.

Employer Any individual or type of organization that transacts business in this state that has a license issued by an


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agency in this state and employs one or more employees in this state. Employer includes this state, any political subdivision of this state, and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (See A.R.S. § 23-211(3)).

Offer A response from a Offeror to this RFP that, if awarded, binds the Offeror to perform in accordance with the terms of this Contract. Same as proposal, quotation, or tender.

Offeror A Vendor, Seller, or Supplier submitting an Offer in response to this RFP. Same as Bidder or Proposer.

Solicitation This RFP and request for sealed Offers or any other type of formal procurement that the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from Offerors.

Suppliers Firms, entities, or individuals furnishing goods or services to the City.

Vendor or Seller A seller of goods or services.

2. CONTRACT INTERPRETATION 2.1. APPLICABLE LAW: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in federal or state courts in Maricopa County, Arizona.

2.2. CONTRACT ORDER OF PRECEDENCE: If there is a conflict between the provisions of this Contract, as accepted by the City and as they may be amended, the conflict will be resolved through the following order: 2.2.1. Special terms and conditions 2.2.2. Standard terms and conditions 2.2.3. Amendments 2.2.4. Statement or scope of work 2.2.5. Specifications 2.2.6. Attachments 2.2.7. Exhibits 2.2.8. Instructions to Contractors


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2.2.9. Other documents referenced or included in the Request for Proposal

2.3. ORGANIZATION – EMPLOYMENT DISCLAIMER: The Contract resulting

from this RFP is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership, or formal business organization of any kind, and the rights and obligations of the parties will be only those expressly set forth in this Contract. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under this Contract are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

2.4. SEVERABILITY: The provisions of this Contract are severable to the extent

that any provision or application held to be invalid will not affect any other provision or application of the Contract that may remain in effect without the invalid provision or application.

2.5. NON-WAIVER OF LIABILITY: The City, as a public entity, is supported by tax monies in the execution of its public trust and cannot agree to waive any lawful or legitimate right to recover monies lawfully due to it. Therefore, the Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

2.6. PAROL EVIDENCE: This Contract is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this Contract. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract. Acceptance or acquiescence in a course of performance rendered under this Contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.


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3. CONTRACT ADMINISTRATION AND OPERATION:

3.1. RECORDS: All books, accounts, reports, files, and other records relating to

this Contract will be subject, at all reasonable times, to inspection and audit by the City for five (5) years after completion of this Contract. The records will be delivered to the City office designated by the City.

3.2. CONFIDENTIALITY AND DATA SECURITY: 3.2.1. All data, regardless of form, including originals, images and

reproductions, prepared by, obtained by, or transmitted to Contractor or its subcontractors in connection with this Contract is confidential, proprietary information owned by the City. Except as specifically provided in this Contract, the Contractor and its subcontractors will not disclose data generated in the performance of the service to any third person without the prior written consent of the City Manager, or his designee. Personal identifying information, financial account information, and restricted City information, whether electronic format or hard copy, must be secured and protected at all times in accordance with federal, state, and local law and, if applicable, in compliance with Payment Card Industry Data Security Standards in order to avoid unauthorized access. At a minimum, the Contractor must encrypt or password protect electronic files. This includes data saved to laptop computers, computerized devices, or removable storage devices.

3.2.2. When personal identifying information, financial account information, or restricted City information, regardless of its format, is no longer necessary, the information must be redacted or destroyed through appropriate and secure methods that ensure the information cannot be viewed, accessed, or reconstructed.

3.2.3. If data collected or obtained by the Contractor in connection with this Contract is believed to have been compromised, then the Contractor will immediately notify the Aviation Department's Deputy Chief Information Officer. The Contractor agrees to reimburse the City for any costs incurred by the City to investigate potential breaches of this data and, where applicable, the cost of notifying individuals who may be impacted by the breach.

3.2.4. The Contractor agrees that the requirements of this Section will be incorporated into all subcontractor agreements entered into by the Contractor. Contractor further agrees that a violation of this Section will be deemed to cause irreparable harm to the City that justifies


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injunctive relief in court. A violation of this Section may result in immediate termination of this Contract without notice.

3.2.5. The obligations of the Contractor under this Section will survive the

termination of this Contract.

3.3. DISCRIMINATION PROHIBITED: The Contractor agrees to abide by the provisions of the Phoenix City Code Chapter 18, Article V (§§ 18-18 to 18-23), as amended.

Any Contractor, in performing under this Contract, will not discriminate against any worker, employee, or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability nor otherwise commit an unfair employment practice. The Contractor will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age, or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this Contract. The Contractor further agrees that this provision will be incorporated into all subcontracts, job-contractor agreements, and subleases of this Contract entered into by Contractor.

3.4. EQUAL EMPLOYMENT OPPORTUNITY AND PAY: In order to do

business with the City, the Contractor must comply with Phoenix City Code Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. The Contractor will direct any questions in regard to these requirements to the Equal Opportunity Department at 602-262-6790. For a Contractor with 35 employees or fewer: Contractor in performing under this Contract shall not discriminate against any worker, employee, or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, or otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability. Such action shall


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include: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor further agrees that this provision will be incorporated in all subcontracts related to this Contract that involve furnishing skilled, unskilled, and union labor or who may perform any such labor or services in connection with this Contract. The Contractor further agrees that this provision will be incorporated in all subcontracts, agreements, and subleases of this Contract entered into by the Contractor. For a Contractor with more than 35 employees: the Contractor, in performing under this Contract, shall not discriminate against any worker, employee or applicant, or any member of the public because of race, color, religion, sex, national origin, age, or disability, or otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability and shall adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort, and responsibility and that are performed within the same establishment under similar working conditions. Such action shall include the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor further agrees that this provision will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled, and union labor or who may perform any such labor or services in connection with this Contract. The Contractor further agrees that this provision will be incorporated in all subcontracts, job agreements, and subleases of this Contract entered into by the Contractor. The Contractor further agrees not to discriminate against any worker, employee, or applicant or any member of the public because of sexual orientation or gender identity or expression and shall ensure that applicants are employed and employees are dealt with during employment without regard to their sexual orientation or gender identity or expression. 3.4.1 Documentation: The Contractor and others subject to this Section

may be required to provide additional documentation to the Equal Opportunity Department affirming that a nondiscriminatory policy is being utilized.

3.4.2 Monitoring: The Equal Opportunity Department shall monitor the

employment policies and practices of the Contractor and others subject to this Section as it deems necessary or appropriate. The


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Equal Opportunity Department is authorized to conduct on-site compliance reviews of selected firms, which may include an audit of personnel and payroll records, if necessary.

3.5. LEGAL WORKER REQUIREMENTS: The City is prohibited by A.R.S. §

41-4401 from awarding a contract to any Contractor who fails, or whose subcontractors fail, to comply with A.R.S. § 23-214(A). Therefore, Contractor agrees that: 3.5.1 The Contractor and each subcontractor it uses warrants their

compliance with all federal immigration laws and regulations that relate to their employees and their compliance with A.R.S. § 23-214(A).

3.5.2 A breach of a warranty, as identified herein, will be deemed a material breach of this Contract that is subject to remedies including termination of this Contract.

3.5.3 The City retains the right to inspect the papers of the Contractor and subcontractor employee who works on this Contract to ensure that the Contractor and subcontractor is complying with the warranty under this paragraph.

3.6. LICENSES AND PERMITS: The Contractor will keep current federal, state,

and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract.

3.7. ADVERTISING: The Contractor will not advertise or publish news releases concerning this Contract without the prior written consent of the Deputy Finance Director, and the City will not unreasonably withhold its consent.

3.8. EXCLUSIVE POSSESSION: All services, information, computer program

elements, reports, and other deliverables that may be created under this Contract are the sole property of the City and will not be used or released by the Contractor or any other person without the prior written consent of the City.

3.9 HEALTH, ENVIRONMENTAL AND SAFETY REQUIREMENTS: The Contractor’s products, services, and facilities will be in full compliance with all applicable federal, state, and local health, environmental, and safety laws, regulations, standards, codes, and ordinances, regardless of whether or not they are referred to by the City in this Contract.


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At the request of the City, the Contractor will provide the City with:

3.9.1 Environmental, safety, and health regulatory compliance documents (i.e., written safety programs, training records, permits, etc.) applicable to the services provided by the Contractor under this Contract.

3.9.2 A list of all federal, state, and local (i.e., EPA, OSHA, Maricopa

County, etc.) citations or notices of violation issued against the Contractor or its subcontractors, including dates, reasons, dispositions, and resolutions.

The City has the right, but not the obligation, to inspect the facilities, transportation vehicles or vessels, containers, and disposal facilities provided by the Contractor or its subcontractor. The City also has the right to inspect operations conducted by the Contractor or its subcontractor in the performance of this Contract. The City also has the right to make unannounced inspections of the Contractor’s facilities during normal business hours.

3.10 COMPLIANCE WITH LAWS: The Contractor agrees to fully observe and

comply with all applicable federal, state, and local laws, regulations, standards, codes, and ordinances when performing under this Contract, regardless of whether they are referred to by the City in this Contract. The Contractor agrees to permit the City to inspect the Contractor’s business records, including personnel records, to verify any compliance.

Because the Contractor is acting as an independent contractor, the City

assumes no responsibility for the Contractor’s acts. 3.11 LAWFUL PRESENCE REQUIREMENT: Pursuant to A.R.S. §§ 1-501 and

-502, the City is prohibited from awarding a contract to any natural person who cannot establish that he or she is lawfully present in the United States. In order to establish lawful presence, the person must produce qualifying identification and sign a City-provided affidavit affirming that the identification provided is genuine. This requirement will be imposed at the time of Contract award. If the successful Offeror is unable to satisfy this requirement, then the City will offer this Contract to the next highest scoring Offeror.

3.12 NO ISRAEL BOYCOTT: By entering into this Contract, the Contractor

certifies that it is not currently engaged in and agrees for the duration of this Contract to not engage in a boycott of Israel.


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3.13 CONTINUATION DURING DISPUTES: The Contractor agrees that notwithstanding the existence of any dispute between the parties, insofar as is reasonable under the terms of the Contract, the Contractor will continue to perform the obligations required of the Contractor during the continuation of any such dispute, unless enjoined or prohibited by an Arizona court of competent jurisdiction.

3.14 EMERGENCY PURCHASES: The City reserves the right to purchase from other sources those items that are required on an emergency basis and cannot be supplied immediately from stock by the Contractor.

3.15 STRICT PERFORMANCE: Failure of either party to insist upon the strict

performance of any item or condition of this Contract or to exercise or delay the exercise of any right or remedy provided in this Contract, or by law, or the acceptance of materials or services, obligations imposed by this Contract or by law will not be deemed a waiver of any right of either party to insist upon the strict performance of this Contract.

4. COSTS AND PAYMENTS

4.1. GENERAL: Any prompt payment terms offered must be clearly noted by the Contractor on all invoices submitted to the City for the payment of goods or services received. The City will make every effort to process payment for the purchase of material or services within thirty (30) to forty-five (45) days after receipt of a correct invoice, unless a good faith dispute exists to any obligation to pay all or a portion of the account. Payment terms must be specified in the Offer.

4.2. PAYMENT DEDUCTION OFFSET PROVISION: The Contractor agrees

that the City Charter requires that no payment can be made to any contractor as long as there is an outstanding obligation due to the City. The Contractor agrees that any obligation it owes to the City will be offset against any payment due to the Contractor from the City

4.3. LATE SUBMISSION OF CLAIM BY CONTRACTOR: The City will not honor any invoice or claim that is tendered one (1) year after the last item of the account accrued.

4.4. DISCOUNTS: Payment discounts will be computed from the date of receiving acceptable products, materials or services, or correct invoice, whichever is later to the date payment is mailed.


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4.5. NO ADVANCE PAYMENTS: Advance payments are not authorized. Payment will be made only for actual services or commodities that have been received.

4.6. FUND APPROPRIATION CONTINGENCY: The Contractor agrees that this Contract will commence on the day first provided and continue in full force and effect until termination in accordance with its provisions. The Contractor and the City recognize that the continuation of any Contract after the close of any given fiscal year of the City, which ends on June 30th of each year, will be subject to the approval of the budget of the City providing for or covering the Contract item as an expenditure therein. The City does not represent that the budget item will be actually adopted, the determination will be made by the City Council at the time of the adoption of the budget.

4.7. MAXIMUM PRICES: The City will not be invoiced at prices higher than those stated in this Contract. The Contractor certifies, by signing its Offer, that the prices offered are no higher than the lowest price the Contractor charges other buyers for similar quantities under similar conditions. The Contractor further agrees that any reduction in the price of the goods or services covered by its Offer and occurring after award of this Contract will apply to the undelivered balance. The Contractor will promptly notify the City of such price reductions.

4.8. F.O.B. POINT: All prices must be quoted F.O.B. delivered, unless specified elsewhere in this RFP.

5. CONTRACT CHANGES

5.1. CONTRACT AMENDMENTS: This Contract may be modified only by a written contract amendment signed by persons duly authorized to enter into contracts on behalf of the Contractor. No verbal agreement or conversation with any officer, agent, or employee of the City, either before or after execution of this Contract, will affect or modify any term or obligation contained or to be contained in this Contract. Any verbal agreement or conversation shall be considered as unofficial information and does not bind the City or the Contractor. All agreements shall be in writing and Contract changes shall be made by written amendment signed by both parties.

5.2. ASSIGNMENT - DELEGATION: No right or interest in this Contract or monies due hereunder will be assigned in whole or in part without written permission of the City, and no delegation of any duty of the Contractor may be made without the prior written consent of the City, which may be withheld


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in the City’s discretion. Any assignment or delegation made in violation of this Section is void.

5.3. NON-EXCLUSIVE CONTRACT: This Contract will be awarded with the understanding and agreement that it is for the sole convenience of the City. The City reserves the right to obtain like goods or services from another source when necessary or appropriate.

5.4. AUTHORIZED CHANGES: The City reserves the right at any time to make changes in any one or more of the following: (a) specifications; (b) methods of shipment or packing; (c) place of delivery; (d) time of delivery; and (e) quantities. If the change causes an increase or decrease in the cost of or the time required for performance, an equitable adjustment may be made in the price or delivery schedule or both. Any claim for adjustment will be deemed waived unless asserted in writing within thirty (30) days after the receipt of the change. Price increases or extensions of delivery time will not be binding on the City unless evidenced in writing and approved by the Deputy Finance Director prior to the institution of the change.

6. RISK OF LOSS AND LIABILITY 6.1. TITLE AND RISK OF LOSS: The title and risk of loss of material or service

will not pass to the City until the City actually receives the material or service at the point of delivery, and such loss, injury, or destruction will not release Contractor from any obligation under this Contract.

6.2. ACCEPTANCE: All material or service are subject to final inspection and

acceptance by the City. Material or service failing to conform to the specifications of this Contract will be held at the Contractor's risk and may be returned to the Contractor. If returned, all costs are the responsibility of the Contractor. Noncompliance will conform to the cancellation clause set forth in this Contract.

6.3. FORCE MAJEURE: Except for payment of amounts due, neither party will be liable to the other nor deemed in default under this Contract if and to the extent that the party's performance of this Contract is prevented by reason of force majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Force majeure does not include late performance by the Contractor or a subcontractor unless the delay arises out of a force majeure occurrence in accordance with this provision.


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Offeror Name _________________________________

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If either party is delayed at any time in the progress of the work by force majeure, the delayed party will notify the other party in writing of the delay, as soon as is practical, of the commencement thereof and will specify the causes of the delay in the notice. The notice will be hand-delivered or mailed certified mail return receipt requested and will make a specific reference to this provision. The delayed party will cause the delay to cease as soon as practicable and will notify the other party in writing when it has done so. The time of completion will be extended by Contract modification for a period of time equal to the time that results or effects of the delay prevent the delayed party from performing in accordance with this Contract.

6.4. LOSS OF MATERIALS: The City does not assume any responsibility, at any time, for the protection of or for loss of materials from the time that the Contract operations have commenced until the final acceptance of the work by the project manager.

6.5. CONTRACT PERFORMANCE: The Contractor will furnish all necessary labor, tools, equipment, and supplies to perform the required services at the City facilities designated in this Contract, unless otherwise specifically addressed in the scope or elsewhere in this Contract. The City will decide all questions that may arise as to the quality and acceptability of any work performed under this Contract. If, in the opinion of the City, performance becomes unsatisfactory, then the City will notify the Contractor.

The Contractor will have thirty (30) days from receipt of notice to correct any specific instances of unsatisfactory performance, unless a different length of time is specified in this Contract. If unsatisfactory performance is not corrected within the time specified, then the City may complete the work to its satisfaction and deduct the cost to cover from any balances due or to become due from the Contractor. Repeated incidences of unsatisfactory performance may result in cancellation of this Contract.

6.6. DAMAGE TO CITY PROPERTY: The Contractor will perform all work so that no damage to Airport buildings or grounds results. The Contractor will repair any damage caused to the satisfaction of the City and at no cost to the City.

The Contractor must not damage adjacent finished materials that are to remain. If finished materials are damaged, then the Contractor will repair and finish to match existing material as approved by the City at the Contractor's expense.


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7. CITY’S CONTRACTUAL RIGHTS:

7.1. INTENT TO PERFORM: Whenever one party to this Contract has a good faith reason to question the other party's intent to perform, then the former party may demand that the other party give a written assurance of its intent to perform. If a demand is made and no written assurance is given within five (5) days, the demanding party may treat the failure as an anticipatory repudiation and material breach of this Contract.

7.2. NON-EXCLUSIVE REMEDIES: The remedies of the City under this Contract are non-exclusive.

7.3. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE BREACH: Each installment or lot of this Contract is dependent on every other installment or lot and a delivery of non-conforming goods or a default under one installment or lot will impair the value of the whole Contract and constitutes a total breach of this Contract as a whole.

7.4. ON TIME DELIVERY: Because the City is providing services that involve health, safety, and welfare of the general public, delivery time is of the essence. Delivery must be made in accordance with the delivery schedule promised by the Contractor.

7.5. DEFAULT: In case of default by the Contractor, the City may, by written notice, cancel this Contract and repurchase from another source and may recover the excess costs by (1) deduction from an unpaid balance due; (2) collection against the Contractor and performance bond, or (3) a combination of the aforementioned remedies or other remedies as provided by law.

7.6. COVENANT AGAINST CONTINGENT FEES: The Contractor warrants that no person or selling agent has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employers or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the City may terminate this Contract without liability or, in its discretion, deduct from the Contract price a consideration, or otherwise recover the full amount of such commission, brokerage, or contingent fee.


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Phoenix, AZ 85034


Offeror Name _________________________________

of 325

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7.7. COST JUSTIFICATION: If only one (1) Offer is received, then the City may require the Contractor to submit a cost proposal in sufficient detail for the City to perform a cost-price analysis to determine if the Offer price is fair and reasonable.

7.8. WORK PRODUCT, EQUIPMENT AND MATERIALS: All work product, equipment, or materials created or purchased under this Contract belongs to the City and must be delivered to the City at City’s request upon termination of this Contract. The Contractor agrees that all materials prepared under this Contract are “works for hire” within the meaning of the copyright laws of the United States and assigns to City all rights and interests the Contractor may have in the materials it prepares under this Contract, including any right to derivative use of the material.

8. CONTRACT TERMINATION

8.1. GRATUITIES: The City may, by written notice to the Contractor, terminate this Contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor, or any agent or representative of the Contractor, to any officer or employee of the City making any determinations with respect to the performing of this Contract. If this Contract is terminated by the City pursuant to this provision, then the City may, in addition to any other rights and remedies, recover or withhold from the Contractor the amount of the gratuity.

8.2. CONDITIONS AND CAUSES FOR TERMINATION:

8.2.1 This Contract may be terminated at any time by mutual written

consent of the parties or by the City, with or without cause, by giving a thirty- (30) day written notice to the Contractor. The City, at its convenience, by written notice may terminate this Contract in whole or in part. If this Contract is terminated, then the City will be liable only for payment under the payment provisions of this Contract for services rendered and accepted or material received by the City before the effective date of termination. Title to all materials, work-in-process, and completed but undeliverable goods will pass to the City after costs are claimed and allowed. The Contractor will submit detailed cost claims in an acceptable manner and will permit the City to examine any books and records that are necessary to verify the reasonableness of any claims.

8.2.2 The City reserves the right to cancel this Contract, in whole or in

part, due to Contractor’s failure to carry out any term, promise, or


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condition of this Contract. The City will issue a written notice of default to the Contractor for acting or failing to act as in any of the following:

In the opinion of the City, the Contractor provides personnel that do not meet the requirements of this Contract;

In the opinion of the City, the Contractor fails to perform adequately the stipulations, conditions, services, and specifications required in this Contract;

In the opinion of the City, the Contractor attempts to impose on City personnel or materials, products, or workmanship that is of unacceptable quality;

The Contractor fails to furnish the required service or product within the time stipulated in this Contract;

In the opinion of the City, the Contractor fails to make progress in the performance of the requirements of this Contract or gives the City a positive indication that the Contractor will not or cannot perform to the requirements of this Contract.

8.3. CONTRACT CANCELLATION: The parties agree that this Contract may

be cancelled by the City pursuant to A.R.S. § 38-511.

9. STATE AND LOCAL TRANSACTION PRIVILEGE TAXES: In accordance with applicable state and local law, transaction privilege taxes may be applicable to this Contract. The state and local transaction privilege (sales) tax burden is on the Contractor conducting business in Arizona and the City of Phoenix. The legal liability to remit the sales tax is on the person conducting business in Arizona. Any failure by the Contractor to collect applicable sales taxes shall not relieve the Contractor from its obligation to remit sales taxes. It is Contractor’s responsibility to determine the amount of any applicable sales taxes. The City will look at the Offer submitted and will neither deduct, add, or alter pricing based on speculation or application of any sales taxes nor will the City provide advice or guidance. If an interested Offeror has any question regarding its tax liability, please seek advice from a tax professional prior to submitting your Offer. Offerors may also find information at Phoenix Tax Division or State of AZ Department of Revenue. After an Offer is submitted, it is valid for the time specified in this RFP, regardless of any mistake or omission of tax liability. If the City determines there has been an overpayment of a project due to a tax consideration that was not due, then the

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https://www.azdor.gov/Business.aspx


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Contractor will be liable to the City for that amount, and, by contracting with the City, agrees to remit any overpayment back to the City for miscalculations on taxes, included in an Offer price.

10. TAX INDEMNIFICATION: The Contractor shall, and require the same of its subcontractors, pay all federal, state, and local taxes applicable to its operation and any person employed by the Contractor. The Contractor shall, and require the same of its subcontractors, hold the City harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under federal, state, or local laws, rules, and regulations and any other costs, including transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

11. TAX RESPONSIBILITY QUALIFICATION: The Contractor may be required to establish, to the satisfaction of the City, that any and all fees and taxes due to the City or to the State of Arizona for any license or transaction privilege taxes, use taxes, or similar excise taxes are currently paid (except for matters under legal protest). The Contractor agrees to waive the confidentiality provisions contained in the City Finance Code and any similar confidentiality provisions contained in Arizona law related to state transaction privilege taxes or use taxes. The Contractor agrees to provide written authorization to the City Finance Department and to the Arizona Department of Revenue to release tax information related to Arizona transaction privilege taxes or Arizona use taxes in order to assist the Department of Revenue in evaluating the Contractor’s qualifications for and compliance with this Contract.

12. ATTORNEY FEES: In any contested action related to or arising out of this

Contract, the prevailing party shall recover its attorney fees, court costs, and other expenses from the other party. Where there are no competing claims, “prevailing party” means the party that substantially obtained the relief sought. Where there are competing claims, the prevailing party is the net winner or the party who prevailed in a totality of the litigation.

13. HEADINGS: Headings for articles, sections, and paragraphs are for reference

only and do not limit the content or scope of any provision of this Contract. 14. NATIONAL EMERGENCY: This Contract is subject to the right of the United

States to control, operate, and regulate the Airport and to use of the Airport during the time of war or national emergency.

15. NO IMPAIRMENT OF TITLE: The Contractor and its agents, employees, and

contractors shall not cause or allow any person or entity to cause any lien, cloud, charge, or encumbrance to be filed, recorded, or imposed on the Airports or any portion thereof.


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16. NO PERSONAL LIABILITY: The City’s officers, officials, agents, and employees

are not personally liable to the Contractor for any default or breach of this Contract by the City, are not liable for any amount that may become due to the Contractor, and are not obligated to perform under any provision of this Contract.

17. SUCCESSORS AND ASSIGNS: This Contract binds the parties and their owners,

officers, directors, managers, members, agents, employees, representatives, trustees, executors, personal representatives, and successors.

SECTION II – SPECIAL TERMS AND CONDITIONS TO ALL CONTRACTS AWARDED UNDER THIS RFP

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Phoenix, AZ 85034


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SECTION II – SPECIAL TERMS AND CONDITIONS 1. TERM OF CONTRACT:

Airport Security Guard Services (Non-Regulatory) The term of the Contract for the Non-Regulatory category will commence on or about January 1, 2019. The term of the Contract is two (2) years with three (3) one-year options to extend the term that may be exercised in the sole discretion of the City. Airport Security Guard Services (Regulatory – External) The term of the Contract for the Regulatory – External category will commence on or about January 1, 2019. The term of the Contract is two (2) years with three (3) one-year options to extend the term that may be exercised in the sole discretion of the City. Airport Security Guard Services (Regulatory – Internal) The term of the Contract for the Regulatory - Internal category will commence on or about January 1, 2019. The term of the Contract is two (2) years with three (3) one-year options to extend the term that may be exercised in the sole discretion of the City.

2. PRICE: All prices submitted will be firm and fixed for the first two (2) years of the term of the Contracts. Thereafter, price adjustments will be considered annually, provided the request for an adjustment is submitted in writing no later than thirty (30) days advanced written notice. Requests must be accompanied with written supporting documentation to support an increase. The City will determine the allowable increase amount, if any. Price adjustment requests must be sent to the Procurement Officer at the address on the front page of this RFP and reference the Contract number. Price increases agreed to by any staff other than Deputy Aviation Director or Department Director are invalid and void. The Contractor agrees that it will repay all money paid as a result of a requested price increase, unless the price increase was specifically approved in writing by the Deputy Aviation Director or Department Director.

3. METHOD OF ORDERING (PURCHASE ORDERS): The Contractor will deliver items and services only upon receipt of a written purchase order issued by the Aviation Department. All Contractor invoices and packing or delivery tickets must include the City’s purchase order number.


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4. METHOD OF INVOICING: 4.1. Invoices must be emailed in pdf format to [email protected]. 4.2. Monthly invoices will be reviewed and approved for payment by the Aviation

Department representative (ADR). Submission of invoices and billing statements by the Contractor must be provided in electronic and hardcopy format at the discretion of the ADR. The Contractor must make any changes requested by the ADR in a form that includes the dates of invoice, calculations, address, contract number, etc. in order to ensure the invoice submission is accurate and does not contain errors.

4.3. Each invoice must be on official company letterhead, include the City

Contract number, start and end dates of billing period, daily hourly activity to include the name of each guard assigned to the post and hours worked, weekly hourly activity totals for each post, total hours worked for the post, hourly rates, the total amount owed for the post, and the grand total for services owed for the billing period.

4.4. In addition to the monthly invoice statement, a monthly billing summary (See

Exhibit 1) must also be provided for the month billed to include each post, the actual monthly hours billed to each post, the Contract monthly hours billed to each post, and notes and discrepancies addressing deviations in the actual hours from the contracted hours.

4.5. The billing period will be monthly and consist of the number of days for that

respective month. 4.6. The Contractor shall be paid on a monthly basis in arrears for services

provided during the previous month. 4.7. Payment for additional services must be approved by the ADR in writing,

and will be made according to the hourly rate provided in the Offer.

4.8. The Contractor must utilize technology to track labor hours and prepare invoices for services provided that will enable the ADR to effectively and efficiently review invoices for compliance with this Contract.

4.9. The use and purpose of such technology will automate timekeeping as a method to track and record employees work schedules at their assigned posts.

mailto:[email protected]


CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

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4.10. The Contractor must submit invoices not later than the 10th day of the month following the period in which the services were performed and, in addition to the above, the following must be included: 4.10.1 The City’s purchase order number, requisition number, or Contract

number.

4.10.2 Items listed individually by the written description.

4.10.3 Unit price, extended and totaled.

4.10.4 Invoice number and date.

4.10.5 Requesting department’s name and "ship-to" address.

4.11. Invoice must be submitted free of mathematical errors and missing supporting documentation. Upon finding an error or missing supporting documentation, the invoice will be returned to the Contractor for corrections. 4.11.1 The Contractor must resubmit the corrected invoice within seven (7)

days noting the delay in the processing of the invoice.

4.11.2 NOTE: When the invoice is resubmitted, the invoice date must reflect the date of this resubmission. This applies to each re-submitted invoice.

5. METHOD OF PAYMENT: Payments will be made from the Contractor's invoice,

and a copy of the signed delivery invoices submitted will cover goods and services received and accepted during the billing period. Invoices must contain the Contract number or proposal number under which the Contract was awarded.

6. VENDOR PROFILE CHANGES: The Contractor must promptly update its profile in procurePHX. If the Contractor’s legal identify has changed, the Procurement Officer must be notified immediately. Failure to do so may result in non-payment of invoices and termination of this Contract.

7. PROCUREMENT REPORTS: If required by the City, the Contractor must submit data reports in an electronic format acceptable to the City during the term of the Contract. The Contractor must provide sample forms for approval by the City.

8. CONTRACTOR ASSIGNMENTS: The Contractor agrees that any of its employees who may be assigned to City sites to satisfy obligations under this Contract will be used exclusively for that purpose during the hours when they are

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working in areas covered by this Contract and will perform no work at other City facilities. If other services, in addition to or separate from the services specified herein, are deemed necessary by the Deputy Aviation Director or Aviation Department Director or his authorized representative, then the Contractor may be requested to perform the additional or special service.

9. POST AWARD CONFERENCE: A post award conference will be held by the Aviation Department prior to commencement of any work under this Contract. The purpose of the conference is to discuss critical elements of the work schedule and operational problems and procedures.

10. SUSPENSIONS OF WORK: The City reserves the right to suspend work, in whole or in part, if it is deemed necessary or is in the best interests of the City. The suspension will be without compensation to the Contractor other than to adjust the Contract completion and delivery requirements.

11. AVIATION DEPARTMENT REPRESENTATIVE (ADR): The ADR for this Contract is the Public Safety and Security Special Projects Administrator, who can be reached at 602-273-2766. The ADR or his designee will coordinate all work and is the sole judge concerning the acceptability and quality of the work. The Contractor will consult with the ADR on any concerns or issues arising during the term of this Contract.

12. PERFORMANCE INTERFERENCE: The Contractor will notify the ADR

immediately of any occurrence or condition that interferes with the Contractor’s ability to fully perform under this Contract, and confirm it in writing within twenty-four (24) hours.

Contact: Public Safety and Security Special Projects Administrator Phone: 602-273-2766

13. COMMUNICATION IN ENGLISH: The Contractor’s lead representative assigned

to any City facility must be able to fluently speak, read, and write in English in order to communicate with the City as the Contractor’s site contact.

14. HOURS OF WORK: All work under this Contract will be coordinated with the ADR. Any changes to the established schedule must have prior written approval by the ADR.

15. TYPES OF WORK SUPERVISION: The Contractor will provide on-site supervision and appropriate training to assure competent performance of the work and the Contractor or authorized agent will make sufficient daily routine inspections to insure the work is performed as required by this Contract. The Contractor’s job


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manager, supervisor, and at least one (1) employee on-site must be able to read chemical labels, job instructions and signs, and converse in English with management personnel.

16. ESTIMATED QUANTITIES OR DOLLAR AMOUNTS (REQUIREMENTS CONTRACTS ONLY): Quantities and dollar amounts listed are the City’s best estimate and do not obligate the City to order or accept more than City’s actual requirements during the term of this Contract, as determined by actual needs and availability or appropriated funds. It is expressly understood and agreed that this Contract is intended to supply the City with its complete actual requirement for the Contract term, except that the estimated quantity shown for each bid item shall not be exceeded by ten percent (10%) without the express written approval of the Deputy Finance Director, Procurement Division or his designee. Any demand or order made by any employee or officer of the City other than the Deputy Finance Director, Procurement Division, or his designated representative, for quantities in excess of the estimated quantities and dollar amounts is void if the written approval of the Deputy Finance Director or his designee was not received prior to the Contractor's performance.

17. SECURITY INQUIRIES: The Contractor acknowledges that the employees it provides pursuant to this Contract must be at the Contractor’s expense and subject to background and security checks and screening at the request of the City. The Contractor must perform all security inquiries and must make the results available to the City for all employees considered for performing work, including supervision and oversight, under this Contract. The City may make further security inquiries. Whether or not further security inquiries are made, the City may, in its sole discretion, accept or reject any or all of the employees proposed by the Contractor for performing work under this Contract. Employees rejected by the City for performing services under this Contract may still be engaged by the Contractor for other work not involving the City. An employee rejected for work under this Contract must not be proposed to perform work under other City contracts or engagements without the City’s prior written approval.

18. AVIATION SECURITY PROCEDURES; CONTRACTOR AND SUBCONTRACTOR WORKER BACKGROUND SCREENING: The Contractor agrees that all contract workers and subcontractors (Contract Workers) that Contractor furnishes to the City pursuant to this Contract shall be subject to background and security checks and screening (Background Screening). The Contractor further agrees that the Background Screening required in this Section is necessary to preserve and protect public health, safety, and welfare. The Background Screening requirements set forth in this Section are the minimum requirements for this Contract. The City does not warrant that these minimum requirements are sufficient to protect the Contractor from any liabilities that may


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arise out of the Contractor’s services under this Contract or the Contractor’s failure to comply with this Section. Therefore, in addition to the specific measures set forth below, the Contractor and its Contract Workers shall take such other reasonable, prudent, and necessary measures to further preserve and protect public health, safety, and welfare when providing services under this Contract. 18.1. Background Screening Requirements and Criteria: The Contractor

agrees that it will verify legal Arizona worker status as required by A.R.S. § 41-4401. The Contractor further agrees that it will conduct a background check for real identity and legal name on all Contract Workers prior to proposing the Contract Worker to the City.

18.2. Additional City Rights Regarding Security Inquiries: In addition to the foregoing, the City reserves the right, but not the obligation, to: 18.2.1. Require a Contract Worker to provide fingerprints and execute any

other documents that may be necessary to obtain criminal justice information pursuant to A.R.S. § 41-1750(G)(4) or Phoenix City Code § 4-22 or both;

18.2.2. Act on newly acquired information, whether or not such information

should have been previously discovered;

18.2.3. Unilaterally change its standards and criteria related to the acceptability of Contract Workers; and

18.2.4. Object, at any time and for any reason, to a Contract Worker performing work, including supervision and oversight, under this Contract.

18.3. Contractor Certification: By executing this Contract, the Contractor

certifies and warrants that the Contractor has read the Background Screening requirements and criteria in this Section, understands them, and that all Background Screening information furnished to the City is accurate and current. A Contract Worker rejected for work under this Contract shall not be proposed to perform work under any other City contract or engagement without the City’s prior written approval.

18.4. Terms of This Section Applicable to all of Contractor’s Contracts and Subcontracts: The Contractor shall include the terms of this Section for Contract Worker Background Screening in all contracts and subcontracts for services furnished under this Contract, including supervision and oversight services.


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18.5. Materiality of Background Screening Requirements; Indemnity: The Background Screening requirements of this Section are material to the City’s entry into this Contract and any breach of this Section by the Contractor shall be deemed a material breach of this Contract. In addition to the indemnity provisions set forth in this Contract, the Contractor shall defend, indemnify, and hold harmless the City for any and all Claims (as defined in Sections IV and X, Insurance and Indemnification) arising out of this Background Screening section, including the disqualification of a Contract Worker by the Contractor or the City for failure to satisfy this Section.

18.6. Continuing Duty; Audit: The Contractor’s obligations and requirements that Contract Workers satisfy this Background Screening Section shall continue throughout the entire term of this Contract. The Contractor shall notify the City immediately of any change to a Background Screening of a Contract Worker previously approved by the City. The Contractor shall maintain all records and documents related to all Background Screenings and the City reserves the right to audit Contractor’s compliance with this Section.

19. CONTRACT WORKER ACCESS CONTROLS, BADGE AND KEY ACCESS REQUIREMENTS: A CONTRACT WORKER SHALL NOT BE ALLOWED TO BEGIN WORK ON AIRPORT PROPERTY WITHOUT THE CONTRACT WORKER’S RECEIPT OF A CITY-ISSUED BADGE. A BADGE WILL BE ISSUED TO A CONTRACT WORKER SOLELY FOR ACCESS TO THE AREAS OF THE AIRPORT TO WHICH THE CONTRACT WORKER IS ASSIGNED. EACH CONTRACT WORKER WHO ENTERS AIRPORT PROPERTY MUST USE THE BADGE ISSUED TO THE CONTRACT WORKER. 19.1. Badges: Upon notification from the Contractor’s authorized agent, the

Contract Worker will proceed to the Badging Office for processing and issuance of a badge. The City will not process the badge until the Contract Worker satisfies the Background Screening requirements. The Contract Worker shall comply with all requirements and furnish all information requested by the Badging Office. All fees associated with security badging will be assessed in compliance with Phoenix City Code § 4-22. Current badging procedures and fees are available for review at https://www.skyharbor.com/security/BadgingInformation.

19.2. Key Access Procedures: If a Contract Worker’s services require keyed access to enter a City facility, a separate key issue and return form must be completed and submitted to the City project manager by the Contractor for each key issued.


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19.3. Stolen or Lost Badges or Keys: The Contractor shall immediately report lost or stolen badges or keys to the City. A new badge application or key issue form shall be completed and submitted along with payment of the applicable fees prior to issuance of a new badge or key

19.4. Return of Badges or Keys: All badges and keys are the property of the City and must be returned to the City at the Badging Office within one (1) business day after the Contract Worker’s access to a City facility is no longer required to furnish the services under this Contract. The Contractor shall collect a Contract Worker’s badge and all keys (1) upon the termination of the Contract Worker’s employment, (2) when the Contract Worker’s services are no longer required at a City facility (3), and upon termination, cancellation, or expiration of this Contract.

19.5. Contractor’s Default; Liquidated Damages; Reservation of Remedies

for Material Breach: The Contractor’s default under this Section shall include the following: 19.5.1. A Contract Worker gains access to a City facility without the proper

badge or key;

19.5.2. A Contract Worker uses another person’s badge or key to gain access to a City facility;

19.5.3. A Contract Worker commences services under this Contract

without the proper badge, key, or Background Screening;

19.5.4. A Contract Worker or the Contractor submits false, incomplete, or misleading information or negligently submits incorrect information to the City to obtain a badge, key, or applicable Background Screening; or

19.5.5. The Contractor fails to collect and timely return a Contract Worker’s badge or key upon termination of the Contract Worker’s employment, reassignment of the Contract Worker to another City facility, or upon the expiration, cancellation, or termination of this Contract. The Contractor acknowledges and agrees that the access control, badge, and key requirements in this Section are necessary to preserve and protect public health, safety, and welfare. Accordingly, the Contractor agrees to properly cure any default under this Section within three (3) business days from the date notice of default is sent by the City. The Contractor’s failure to properly cure any default under this Section shall constitute a


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breach of this Section. In addition to any other remedy available to the City at law or in equity, the Contractor shall be liable for and shall pay to the City the sum of $1,000.00 for each breach by the Contractor of this Section. The parties agree that the foregoing amount is reasonable and approximates the actual or anticipated loss to the City at the time and making of this Contract in the event that the Contractor breaches this Section. Further, the parties agree to the foregoing amount because of the difficulty of proving the City's actual damages in the event the Contractor breaches this Section. The parties further agree that three (3) breaches of this Section by the Contractor within a three- (3) month period of time or three (3) breaches by the Contractor of this Section arising out of the same default within a period of twelve (12) consecutive months shall constitute a material breach of this Contract by the Contractor and the City expressly reserves all of its rights, remedies, and interests under this Contract at law and in equity, including termination of this Contract.

20. SECURITY RULES: Violation of any of the following security rules will be sufficient cause for the City to forbid the person or persons from working in any City facility. The security rules are as follows: 20.1 The Contractor’s employees shall keep the facility locked at all times. 20.2 The Contractor’s employees shall not allow any unauthorized person to

enter the facility. An authorized person is a person known by the Contractor to be an employee of the City, or a person known to be authorized by the facility manager, or person who can show proof of identification as proof of employment by the City.

20.3 The Contractor’s employees shall not allow guests in the City facility. 20.4 The Contractor’s employees shall not allow children into the City facility. 20.5 The Contractor’s employees shall not open any desk, file drawer, or cabinet. 20.6 The Contractor’s employees shall not use the telephones, except in

emergencies. 20.7 The Contractor’s employees shall not use office equipment under any

circumstances. 20.8 The Contractor agrees that the Phoenix Police Department may conduct

background checks of all employees entering a City facility or site. The


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background checks will be conducted prior to any employee entering a worksite and will be based upon information provided to the Police Department, including name, address, date, place of birth, social security number, copy of INS documents, if applicable, and a copy of an official photo identification. The information will be provided to the Public Works Department Alarm Services Division at least four (4) business days in advance of the need for access. The security check will be conducted by a designated Police Department representative. The City may, at any time and in its sole discretion, refuse to allow an employee access to an area for any reason, including the following:

20.8.1 Conviction of a felony 20.8.2 Conviction of a misdemeanor, but not including traffic or parking

violation 20.8.3 Outstanding arrest warrants, including traffic and parking violations

20.8.4 Currently on parole or probation 20.8.5 Currently the subject of or person of interest in a criminal

investigation 20.8.6 The Contractor must submit, at the post-award conference with the

City, Badge Data forms and required supporting documentation for each employee. After the City has completed the required background checks, access badges will be issued to the Contractor’s employees. Each individual who accesses a City site must use their issued badge for entry. This is mandatory. Any new Contractor employee assigned to this Contract must follow the above procedures. Additions and deletions of the Contractor’s employees must be submitted in writing to the City’s Systems Administration supervisor through the appropriate City project manager. There will be a fine of $300.00 per badge and key to the Contractor for lost and unreturned badges and keys.

20.8.7 The Contractor’s employees and agents assigned to this Contract

must sign a waiver for a background check. A background check may be conducted as deemed necessary by the City’s Systems Administration supervisor and all costs for the check will be paid for by the Contractor. The Contractor’s employees shall adhere to the City’s substance abuse policy and regulations relating to the prohibition of alcohol or drug use. The Contractor will pay the expenses incurred for pre-employment drug screening and any subsequent screening for reasonable suspicion of use. The City requires a ten- (10) point screen and shall be furnished with the results of all tests.


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21. AIRPORT SECURITY PROGRAM; COMPLIANCE; INDEMNIFICATION: Pursuant to 49 C.F.R. §§ 1542.101 through 1542.113, the City must adopt and implement an Airport Security Program (Program) in a form acceptable to the Transportation Security Administration. The Program must provide for the safety and security of persons and property on an aircraft operating at the Airports against acts of criminal violence, aircraft piracy, and the introduction of weapons onto an aircraft. The City has implemented a Program in a form acceptable to the Transportation Security Administration. The City may modify the Program from time to time as it deems necessary to accomplish its purposes. The City may modify or cancel this Contract in order to comply with the Program. The Contractor must at all times comply with the Program, and defend, indemnify, and hold harmless the City from any violations of the Program caused, or alleged to have been caused, by the acts, errors or omissions of the Contractor or its employees, agents, invitees, or subcontractors.

21.1 COMPLIANCE WITH AIRPORT SECURITY PROGRAM: The Contractor and its employees and agents must comply with all present and future federal, state, and local laws, rules, and regulations that apply to this Contract and the City facility related to this Contract. Upon request, the Contractor must provide the City with a copy of any permit, license, or other evidence of Contractor’s compliance with the law. If the FAA or TSA requires an amendment or deletion of any provision of this Contract as a condition to granting funds for the improvement of the Airports or otherwise, then the Contractor shall consent to the amendment or deletion.

21.2 SUPPLEMENTAL TERMS AND CONDITIONS: The Contractor acknowledges that the Phoenix Sky Harbor International Airport (PHX), Phoenix Deer Valley Airport (DVT), and Phoenix Goodyear Airport (GYR) are part of the national transportation system and, as such, are operated for the benefit of the public and are, from time to time, the recipient of federal funds. As a recipient, the City is obligated to make certain assurances to federal agencies that it has complied with various laws, which compliance also becomes the obligation of the City’s contracting parties. Therefore, the Contractor must comply with the provisions of the Supplemental Terms and Conditions to All Airport Agreements set forth in the Submittals Section of this Contract.

21.3 COMPLIANCE WITH AIRPORT SECURITY PROGRAM: The following

are examples of rules that require compliance and concurrence from the Contractor: The Contractor acknowledges that the City has implemented an Airport Security Program (Security Program) in a form acceptable to the Transportation Security Administration in compliance with 49 C.F.R. Part


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1542. The City may modify the Security Program at any time and without notice to the Contractor. The Contractor must comply with the Security Program and must indemnify, defend, save, and hold harmless the City and its officers, officials, agents, and employees from and against any and all claims, actions, liabilities, damages, losses, and expenses arising out of the Contractor’s or its employees’ or agents’ violation of the Security Program. The Contractor must maintain and, upon request, provide the City with an up-to-date list of authorized persons who require access to a restricted area. The Contractor must immediately notify the City when any badged person is no longer employed and the Contractor must confiscate and return the security badges of such persons to the City. If the TSA determines that the Contractor or its employees or agents have violated the Security Program, then the Contractor must pay any fine assessed.

22. TWENTY-FOUR HOUR SERVICE: The Contractor must provide twenty-four (24)

hour service at no additional cost. The Contractor must provide a contact person, and phone number, who is available to the City during non-business hours in the event of scheduled scope related services were planned. Any changes in contacts must be promptly submitted to the City.

23. AUDIT/RECORDS: The City reserves the right, at reasonable times, to audit the Contractor’s books and records related to the performance of service under this Contract. All records pertaining to this Contract must be kept on a generally accepted accounting basis for a period of five (5) years following termination of this Contract. Contractor must maintain all such books and records at a location in Phoenix, Arizona. Access to and copies of books, records, and logs must be provided to the ADR upon request immediately or readily available within twenty-four (24) hours from time of the request.

24. LAW ENFORCEMENT: Nothing in this Contract may be construed as restricting

the functions or activities of authorized law enforcement officers. The Contractor must cooperate with the City in the enforcement of state law and municipal ordinances.

25. RIGHT TO AMEND: If the United States, acting through the Transportation

Security Administration, Federal Aviation Administration, or any other agency, requires a modification of this Contract as a condition to the grant or funds for airport improvement, then the Contractor agrees to such modification and will execute any document required to provide evidence of such agreement.


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26. RULES AND REGULATIONS: The City, by and through its Aviation Director or his designee, reserves the right to promulgate such operating rules and regulations as are deemed necessary to maintain safe, adequate, and efficient facilities to the public. The Contractor must comply with the rules and regulations. The Contractor must observe and comply with all laws, ordinances, and regulations of the United States, the State of Arizona, the City, and all agencies that may apply to the Contractor’s operations or to the operation, management, maintenance, or administration of the Airports now in effect or hereafter promulgated. The Contractor will display to the City upon request any permit, license, or other evidence of compliance with such laws.

27. BUSINESS ENTITY CERTIFICATION: If the Contractor is a corporation, limited liability company, or other business entity regulated by the Arizona Corporation Commission (ACC), then the Contractor certifies that it is in good standing with the ACC and must remain in good standing throughout the term of this Contract. If the Contractor is a partnership, limited partnership, or other business entity regulated by the Arizona Secretary of State (ASOS), then the Contractor certifies that it is in good standing with the ASOS and must remain in good standing throughout the term of this Contract. The Contractor certifies that it is authorized to transact business in the state of Arizona and must remain authorized throughout the term of this Contract. The Contractor certifies and that the person signing the Offer on its behalf is expressly authorized and empowered to do so and to bind the Contractor to this Contract.

28. NO THIRD PARTY BENEFICIARIES: Except as expressly provided in this Contract, this Contract does not create any right in any person that is not a party to this Contract.

29. EXHIBITS: The Exhibits attached to this RFP are a material part of this Contract

and are incorporated herein by this reference.

30. NO PERSONAL LIABILITY: The City’s officers, officials, agents, and employees are not personally liable to the Contractor for any default or breach of this Contract by the City, are not liable for any amount that may become due to the Contractor, and are not obligated to perform under any provision of this Contract.

31. UNAUTHORIZED ACCESS TO JOB SITE: The Contractor must prevent any unauthorized access to or use of the Airports. The Contractor must protect the integrity of the security and perimeters of the Airports by taking whatever measures are necessary to prevent any unauthorized person from gaining access to a restricted area. The Contractor must immediately report to the City any person’s attempt to gain unauthorized access to the Airports.


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32. INTERPRETATION: The Contractor agrees that the rule that an ambiguity in a contract is construed against the drafter of the contract is waived and does not apply to this Contract. The Contractor agrees that the provisions of this Contract must be interpreted fairly and not against the City.

33. CLAIMS OR DEMANDS AGAINST THE CITY: The Contractor acknowledges the

provisions of Chapter XVIII, § 14 of the Charter of the City of Phoenix (claims or demands against the City) and A.R.S. §§ 12-821 and 12-821.01 (notice of claim statutes) and agrees to comply with the procedures set forth therein for presenting claims or demands against the City. Nothing in this Contract constitutes a contractual term, an alternative dispute resolution procedure, or an administrative claims process or review process, as those terms are used in § 12-821.01(C), so as to affect the date on which a cause of action accrues under § 12-821.01(A) and (B).

34. NOTICES: 34.1 Forms of Notice. All notices, consents, approvals, and other

communications between the City and the Contractor that are required under this Contract (Notice) must be in writing and given by (1) personal delivery, (2) email with return receipt requested, (3) facsimile transmission with delivery confirmation, (4) prepaid delivery to any commercial air courier or express delivery service, or (5) registered or certified mail, postage prepaid and return receipt requested, through the United States Postal Service.

34.2 Address for Notice. Notice must be given to the parties as follows:

To the City: City of Phoenix Aviation Department Attention: Special Project Administrator –

Public Safety and Security 2485 East Buckeye Road, Phoenix, Arizona 85034 Telephone: 602-273-2766 Email: [email protected]

With a copy to: Ivy Silva, Procurement Manger 2485 East Buckeye Road, Phoenix, Arizona 85034 Telephone: 602-273-3400 Email: [email protected] To Contractor: To the person at the address listed in the Submittals Sections of this Solicitation.




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34.3 Receipt. Notice given in compliance with this Section is deemed received on (1) the day it is personally delivered, (2) the day it is sent by email, (3) the day it is sent by facsimile transmission, (4) two days after it is delivered to a commercial air courier or express delivery service, or (5) five days after it is sent by registered or certified mail. Any time period stated in a Notice must commence on the date the Notice is deemed received. Actual receipt of a Notice is not required.

34.4 Duplicate Notice. If Notice is sent by email or facsimile transmission, then

a paper copy must be sent by regular first class mail, postage prepaid, through the United States Postal Service to the address set forth in this Section. Duplicate Notice is merely a courtesy and does not change or extend the effective date of the Notice. A party’s failure to receive the duplicate Notice does not affect the validity of the Notice sent by email or facsimile transmission.

34.5 Change of Address. If a party changes the person or address for Notice,

then the party must give Notice of the change to the other party in compliance with this Section. Unless there is a proper change of address, the parties are not required to give Notice to any person or address other than as set forth in this Section. A party may not raise failure of or defect in Notice as a defense if the party failed to give the other party proper Notice that it had changed the person or address for Notice.

34.6 Written Notice Only. Notice given orally is invalid, and Notice may not be proven with parole evidence.

35. PROFESSIONAL COMPETENCY AND INTERNAL TESTING OF

COMPLIANCE: 35.1 The Contractor represents that it is familiar with the nature and extent of this Contract, the services, and any conditions that may affect its performance under this Contract. The Contractor further represents that it is fully experienced and properly qualified, complies with all applicable license requirements, and is equipped, organized, and financed to perform such services.

35.2 Services provided by the Contractor must be performed in a manner

consistent with the level of care and skill ordinarily exercised by members of the Contractor’s profession currently practicing in the same industry under similar conditions. Acceptance or approval by the City of the Contractor’s work must in no way relieve the Contractor of liability to the City for damages suffered or incurred arising from the failure of the


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Contractor to adhere to the previously mentioned standard of professional competence.

35.3 The Contractor, as a measure of its compliance and performance, must

conduct at the minimum one (1) test per week of compliance to ensures its employees are performing in the manner prescribed in the post orders. The test will apply to at least one (1) post of which the Contractor is responsible for and will be applied randomly amongst other posts for subsequent testing. The Contractor must discuss the means and methods of testing that will be reviewed and approved by the ADR. The Contractor must record such activities and provide details at the request of the ADR.

36. EMPLOYEE PARKING & TRANSPORTATION:

36.1 The Contractor is responsible for all parking arrangements for its

employees at no cost to the City. The City is not under any obligation to provide, arrange, accommodate, or coordinate parking or transportation for the Contractor and its employees in the performance of the Contractor's duties. Employee parking may be available on-site at an assigned post location upon availability and only with approval from the ADR and with no guarantee of permanency nor obligation on the ADR to find an alternative should the parking arrangements change or cease to exist.

36.2 The Contractor’s personnel may be required to park in Airport parking facilities and pay the applicable employee parking rate. The Contractor is fully responsibility for any logistics regarding the parking of employee vehicles and transportation of employees to and from the site assignment to arrive and or leave at the start or end times of the employee's work schedule.

36.3 The Contractor must anticipate and include such expenses involved with

employee parking and transportation of its employees to the job sites in their contracted hourly rate. The City will not reimburse the Contractor for any fees associate with employee parking.

37. EMPLOYEE MORALE & WELFARE: The Contractor must have an ongoing program during the term of this Contract that will reward and recognize its employees for their performance.


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38. DUTY TO PROTECT CRITICAL INFRASTRUCTURE AND SENSITIVE SECURITY INFORMATION (SSI): Critical Infrastructure means those systems and assets, whether physical or virtual, so vital to Airport operations that the incapacity or destruction of such systems and/or assets would have a debilitating impact on airport operations, safety and/or security, the public health or safety, or any combination. Critical Infrastructure Information (CII) means information, whether physical or virtual, not customarily in the public domain and related to the security of critical infrastructure or protected systems. CII consists of records and information regarding the design, construction, fabrication, maintenance, testing, or operation of CII, whether or not prepared by the Contractor or the ADR.

Sensitive Security Information (SSI) means information that is obtained or developed in the conduct of security activities, including research and development. Documents containing SSI are exempt from disclosure under TSA, Department of Homeland Security (DHS), Title 49 CFR Parts 15 and 1520, and as set forth in 49 CFR § 1520.5 Documents marked SSI may not be copied or distributed and must be safe guarded by the Contractor.

Passwords are intended for the exclusive use of a specific individual. While user IDs may be shared in electronic mail messages and in other places, passwords must never be shared with anyone. The Contractor’s employees are responsible for all activity that takes place with their City-provided user ID and password or other authentication mechanism. Employees must immediately change their passwords if they suspect they have been discovered or used by another person. The Contractor’s employees must logoff from multi-user systems connected to any City internal network when they leave their desks for more than a few minutes.

The Contractor’s employees must not test or attempt to compromise computer or communication system security measures. Incidents involving unapproved system hacking, password guessing file decryption, bootleg software copying, or similar unauthorized attempts to compromise security measures may be unlawful and may result in immediate termination of this Contract without notice. Short cuts bypassing systems security measures, pranks, and practical jokes involving the compromise of systems security measures are absolutely prohibited. The Contractor must report all significant changes in staff duties or employment status promptly to the system administrator responsible for applicable user IDs.


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The Contractor must immediately notify the ADR or his designee if other access control mechanisms are broken or if it suspects that these mechanisms have been compromised.

39. PASSWORD MANAGEMENT PROCEDURES: The creation of passwords must be in accordance with City information technology standards and procedures. The Contractor’s employees must choose fixed passwords that are difficult to guess. Passwords must not be related to a user’s job or personal life. Passwords must not be a word found in the dictionary or some other part of speech. The Contractor’s employees must not construct passwords that are identical or similar to passwords they have previously used. The Contractor’s employees must not share a fixed password with anyone, including supervisors and co-workers. Employees must employ mechanisms authorized by the Aviation Director to share information, such as local server shared directories, electronic mail, public directories on local area network servers, intranet pages, or floppy disks. The Contractor’s employees must not store fixed passwords in any computer files, such as logon scripts or computer programs, unless the passwords have been encrypted with authorized encryption software. Passwords must not be written down unless a transformation process has concealed them, or they are physically secured, such as placed in a locked file cabinet. Aside from initial password assignment and password-reset situations, if there is reason to believe that a password has been disclosed to someone other than the authorized user, the password must be changed.

AIRPORT SECURITY GUARD SERVICES NON-REGULATORY

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NON-REGULATORY

SECTION III – SOLICITATION INSTRUCTIONS

AIRPORT SECURITY GUARD SERVICES (NON-REGULATORY)

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Please read this before continuing on to the Solicitation document.

SOLICITATION RESPONSE CHECK LIST

Check off each of the following as the necessary action is completed.

□ 1. All forms have been completed and signed. All Submittals are included.

□ 2. Ensure three (3) business references are included.

□ 3. The pages have been numbered.

□ 4. Any required descriptive literature and information have been included.

□ 5. Reviewed and verified prices offered.

□ 6. Reviewed the insurance requirements to assure compliance. Provide contact information for Risk Management insurance and claims representative.

□ 7. Reviewed the requirement for bonds to assure compliance.

□ 8. Ensure proposal guarantee in the amount of $5,000 is included with proposal response.

□ 9. Included the specified number of copies.

□ 10. Included signed addenda, if any.

□ 11. Conflict of Interest and Solicitation Transparency Form is included.

□ 12. The mailing envelope clearly shows your company name and address, the solicitation number, and the Offer opening date.

□ 13. Mailed the response in time. City must receive Offers not later than the date and time indicated in the Schedule of Events or addenda.



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1. MINIMUM QUALIFICATIONS (NON-REGULATORY):

1.1 The contracting opportunity for Airport Security Guard Services (Non-

Regulatory) is reserved for small businesses.

1.2 An Offer submitted in response to the Airport Security Guard (Non-

Regulatory) category must be from a small business, which is a company

with average gross receipts of less than $20.5 million over the past three

(3) years.

1.2.1 Offerors must provide, at the time of submitting its Offer, their federal

tax returns (or personal tax returns if filing a Schedule C for a sole proprietorship) for the most recent three (3) years in a separate sealed envelope as proof to satisfy this requirement.

1.2.2 Failure to submit the required tax documents to demonstrate that the Offeror meets this requirement will be deemed non-responsive. A non-responsive submittal will be disqualified from further evaluation.

1.3 Offerors must submit an executive summary not exceeding five (5) pages

that describes its current and previous security guard experience at a government regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were successfully maintained. Additionally, Offerors must demonstrate and identify that they possess at least two (2) continuous years of relevant experience within the last five (5) years in successfully providing security guard services commensurate with the scope and scale required by this RFP.

1.4 Offerors in the Airport Security Guard Services (Regulatory) category may submit an Offer that includes pricing for the Non-Regulatory category. However, the Offer will only be evaluated and considered if no other Offer is received under the Non-Regulatory category or the Offers received are considered non-responsive and non-responsible.

1.5 Offerors that do not meet all the above minimum qualifications will be

deemed non-responsive.



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2. PREPARATION OF OFFER:

2.1. The City is issuing one (1) RFP for the award of up to three (3) separate

Contracts. The City will review all Offers submitted in response to this RFP.

However, no Offeror or person affiliated with the Offeror may submit multiple

Offers. If multiple Offers are received from an Offeror or affiliated entities or

persons, ALL Offers from that Offeror and those affiliated entities or

persons will be deemed non-responsive and rejected.

2.2. All forms provided in Submittal Section must be completed and submitted with the

Offer. The signed and completed Solicitation Disclosure form must be included or

the Offer may be deemed non-responsive.

2.3. Submittal forms may be copied, if necessary. Erasures, interlineations, and other modifications of the Offer must be initialed in original ink by the authorized person signing the Offer. No Offer may be altered, amended, or withdrawn after the specified Offer due date and time. The City is not responsible for Offeror’s errors or omissions.

2.4. All time periods stated as a number of days will be calendar days.

2.5. Offerors are responsible to examine the entire RFP and seek clarification of any

requirement that may not be clear and to check all responses for accuracy before submitting an Offer. Negligence in preparing an Offer confers no right on the Offeror to withdraw its Offer after due date and time. Offerors are strongly encouraged to:

2.5.1. Consider applicable laws and economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

2.5.2. Study and carefully correlate Offeror’s knowledge and observations with the RFP and other related data.

2.5.3. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the RFP and other related documents.

2.5.4. The City will not reimburse any Offeror for the cost of developing, presenting, or providing any Offer or other response to this RFP. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. Offerors are responsible for all costs incurred in responding to this RFP.



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All materials and documents submitted in response to this RFP become the property of the City and will not be returned.

2.5.5. Offerors are reminded that the specifications stated in this RFP are the

minimum level required and that Offers must be for products or services

that meet or exceed the minimum level of all features specifically listed in

this RFP. Offers that contain less than any minimum specification or

criteria specified are not responsive and should not be submitted.

2.5.6. Offers submitted for products considered by the Offeror to be acceptable

alternates to the brand names or manufacturer’s catalog references

specified herein must be submitted with technical literature and detailed

product brochures for the City’s use to evaluate the products offered.

Offers submitted without product information may be considered as non-

responsive and rejected. The City will be the sole judge as to the

acceptability of alternate products offered.

2.5.7. Prices will be submitted on a per unit basis by line item, when applicable. If a disparity exists between the unit price and extended price, then the unit price will prevail, unless obviously in error.

3. EXCEPTIONS: Offerors must comply with all requirements specified in this RFP.

The City encourages Offerors to send inquiries to the Procurement Officer rather

than including exceptions in an Offer.

3.1. If an Offeror has exceptions based on the Scope of Work, then the Offeror must include a list of exceptions to the requirements of this RFP and attach documents, if any, stated on a separate page labeled “Exceptions Statement.” Offerors must identify the reason for the requested change, provide alternate language, and provide an explanation.

3.2. It is the intent of the City to award a Contract on a fair, competitive basis. For this reason, the City may view any exception to any material condition or requirement of this RFP as an attempt by the Offeror to vary the terms of this RFP that may result in giving the Offeror an unfair advantage. For this reason, the City will, in its sole discretion, prohibit any exception to any condition or requirement of this RFP if the City determines that the exception alters the overall intent of this RFP, unless the exception would materially benefit the City. Additionally, the City may, in its sole discretion, deem any Offer non-responsive based on an exception by the Offeror.



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4. INQUIRIES: All questions relating to this RFP should be directed by email to the Procurement Officer and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline. No informal contact initiated by Offerors on this RFP will be allowed with members of the City’s staff from date of distribution of this RFP until after the closing date and time for the submission of Offers. All questions or issues related to this RFP must be presented in writing. The Procurement Officer will answer written inquiries in an addendum and publish any addendum on the Procurement website.

5. ADDENDA: The City is not responsible for any oral instructions made by any employee or officer of the City regarding the RFP instructions, plans, drawings, specifications, or Contract documents. Any change to the plans, drawings, and specifications will be in the form of an addendum. Offerors must acknowledge receipt of an addendum by signing and returning the addendum with their Offers.

6. BUSINESS IN ARIZONA: The City will not enter into a Contract with foreign

corporations not granted authority to transact business, or not in good standing in

the State or Arizona, with the Arizona Corporation Commission.

7. LICENSES: If required by law for the operation of the business or work related to

its Offer, Offeror must possess all valid certifications and licenses required by

federal, state, or local law, rule, or regulation at the time of submittal.

8. CERTIFICATION: By signing the Offer and Acceptance page, Offeror certifies:

The submission of the Offer did not involve collusion or other anti-competitive practices.

The Offeror will not discriminate against any employee or applicant for employment in violation of federal or state law.

The Offeror has not given, offered to give, or intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Offer.

9. SUBMISSION OF OFFER: Offers must be in possession of the Aviation

Department on or prior to the exact time and date indicated in the Schedule of



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Events. Late offers will not be considered. The prevailing clock will be the Aviation

Department’s clock.

Offers must be submitted in a sealed envelope and the following information must

be noted on the outside of the envelope:

Offeror’s Name

Offeror’s Address (as shown on the Certification Page)

Solicitation Number

Solicitation Title

Offers must be typewritten and include the number of copies that are required as

indicated in the Submittal section.

10. WITHDRAWAL OF OFFER: At any time prior to the due date and time of this RFP,

an Offeror (or designated representative) may withdraw the Offer by submitting a

request in writing and signed by Offeror or his duly authorized representative.

11. OFFER RESULTS: Offers will be opened on the Offer due date, time, and location

indicated in the Schedule of Events, at which time the name of each Offeror will be

read. Offers and other information received in response to this RFP will be shown only

to authorized City personnel having a legitimate interest in them or persons assisting

the City in the evaluation. Offers are not available for public inspection until after the

City has posted the award recommendation on the City’s website.

The City will post a preliminary offer tabulation on the City’s website,

https://www.phoenix.gov/solicitations within five (5) days of opening the Offers. The

City will post the information on the preliminary tabulation as it was read during the

Offer opening. The City makes no guarantee as to the accuracy of any information on

the preliminary tabulation. After the City has evaluated the Offers, the City will post an

award recommendation on the City’s website. The City will not provide any further

notification to unsuccessful Offerors.

12. PRE-AWARD QUALIFICATIONS:

Upon notification of an award, the Offeror will have thirty (30) days to submit a

complete certificate of insurance in the minimum amounts and the coverages as

required in the Insurance Requirements of this RFP. Insurance requirements are non-

negotiable.



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13. AWARD OF CONTRACT: Unless otherwise indicated, award of a Contract will be

made to the highest scored responsive, responsible Offerors who are regularly

established in the service contained in this RFP and that have demonstrated the ability

to perform the required services in an acceptable manner.

Contract category, Airport Security Guard (Non-Regulatory) will be awarded to the

Offeror with the highest scoring Offer. If no responsive or responsible Offer is received

for the Airport Security Guard Services (Non-Regulatory), the City reserves the right

to award to the Regulatory category Offeror who submitted an Offer for the Airport

Security Guard Services (Non-Regulatory) opportunity.

Notwithstanding any other provision of this RFP, the City reserves the right to (1) waive any immaterial defect or informality, (2) reject any or all Offers or portions thereof, and (3) reissue this RFP.

A response to this RFP is an Offer to enter into a Contract with the City based upon the terms, conditions, and specifications contained in this RFP. Offers do not become Contracts until they are accepted and executed by the Aviation Department Director. Because the Contract is based on this RFP, a separate Contract will not be executed. For that reason, all of the terms, conditions, and specifications of this RFP are contained in the Contract and in any addendum or Contract amendment.

14. SOLICITATION TRANSPARENCY POLICY:

14.1. Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona statutes, until the resulting Contracts are awarded to all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar solicitation.

14.2. As long as the solicitation is not discussed, Offerors may continue to conduct business with the City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members, except the Procurement Officer.



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14.3. Offerors may discuss their Offers or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

14.4. With respect to the selection of the successful Offerors, the City Manager and/or City Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

14.5. This policy is intended to create a level playing field for all Offerors, assure that Contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

14.6. “To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy shall be disqualified until the resulting Contracts are awarded, or all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the Contract, as long as the City cancels with a statement that the City will rebid the solicitation.

15. PROTEST PROCESS:

15.1. Offeror may protest the contents of this RFP not later than seven (7) days before the RFP deadline when the protest is based on an apparent alleged mistake, impropriety, or defect in the solicitation. Protests filed regarding this RFP may be addressed by an amendment to this RFP or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend this RFP, cancel, or re-bid.



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15.2. Therefore, unless otherwise notified by a formal amendment, the protester must adhere to all solicitation dates and deadlines, including timely filing of an Offer, regardless of filing a protest.

15.3. Offeror may protest an adverse determination issued by the City regarding

responsibility and responsiveness, within seven (7) days of the date the Offeror was notified of the adverse determination.

15.4. Offeror may protest an award recommendation if the Offeror can establish

that it had a substantial chance of being awarded the Contract and will be harmed by the recommended award. The City will post recommendations to award the Contract to a particular Offeror on the City’s website. Offeror must submit award protests within seven (7) days after the posting of the award recommendation, with exceptions only for good cause shown, in the City’s sole discretion.

15.5. All protests must be in writing, filed with the Procurement Officer identified

in this RFP and include the following:

15.5.1 The solicitation number

15.5.2 The name, address, and telephone number of the protester.

15.5.3 A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents.

15.5.4 The form of relief requested; and

15.5.5 The signature of the protester or its authorized representative.

15.6. The Procurement Officer will render a written decision within a reasonable period of time after the protest is filed. The City will not request City Council authorization to award this Contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, Phoenix City Code Ch. 43, and Administrative Regulation 3.10 and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

16. PUBLIC RECORD: All Offers submitted in response to this RFP will become the

property of the City and become a matter of public record available for review pursuant

to Arizona law. If an Offeror believes that a specific section of its Offer is confidential,

then the Offeror must isolate the pages marked confidential in a specific and clearly



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labeled section of its Offer. An Offeror may request specific information contained

within its Offer is treated by the Procurement Officer as confidential provided the

Offeror clearly labels the information “confidential.” To the extent necessary for the

evaluation process, information marked as “confidential” will not be treated as

confidential. Once the procurement file becomes available for public inspection, the

Procurement Officer will not make any information identified by the Offerors as

“confidential” available to the public unless necessary to support the evaluation

process or if specifically requested in accordance with applicable public records law.

When a public records request for such information is received, the Procurement

Officer will notify the Offeror in writing of any request to view any portion of its Offer

marked “confidential.” The Offeror will have the time set forth in the notice to obtain a

court order enjoining such disclosure. If the Offeror does not provide the Procurement

Officer with a court order enjoining release of the information during the designated

time, the Procurement Officer will make the information requested available for

inspection.

17. LATE OFFERS: Late Offers must be rejected, except for good cause. If a late Offer

is submitted, the Aviation Department will document the date and time of the submittal

of the late Offer, keep the Offer, and notify the Offeror that its Offer was disqualified

for being a late Offer.

18. RIGHT TO DISQUALIFY: The City reserves the right to disqualify any Offeror who

fails to provide information or data requested or who provides materially inaccurate or

misleading information or data. The City further reserves the right to disqualify any

Offeror on the basis of any real or apparent conflict of interest that is disclosed by the

Offeror submitted or any other data or information available to the City. This

disqualification is at the sole discretion of the City. By submitting an Offer, the Offeror

waives any right to object now or at any future time, before any agency or body,

including the Phoenix City Council or any court, as to the exercise by the City of the

right to disqualify or as to any disqualification by reason of real or apparent conflict of

interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

19. SITE INSPECTION: A one-time walk-through site inspection tour will be conducted if

indicated in the Schedule of Events. Submission of an Offer will be prima facie

evidence that the Offeror did, in fact, make a site inspection and is aware of all

conditions affecting performance and offer prices. If a site inspection is not scheduled,

offerors should familiarize themselves with any conditions that may affect performance

and submittal prices. Submission of an Offer will be prima facie evidence that the



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Offeror is aware of all conditions affecting performance and submittal prices. Please

contact the Procurement Officer listed on the front page to request a site inspection.

20. PROPOSAL GUARANTEE:

20.1. Each Offer must be accompanied by a proposal guarantee in the form of a

cashier’s check in the amount of $5,000 payable without condition or restrictive endorsement to the City of Phoenix.

20.2. Proposal guarantees of all unsuccessful Offerors will be returned without

interest within a reasonable period of time as determined by the Aviation Director.

20.3. The proposal guarantee of the successful Offeror will be returned without interest after the successful Offeror has provided the City with any guarantee and insurance policies required by this RFP. If the successful Offeror fails to execute this Contract or provide the proposal guarantee instruments and insurance within thirty (30) days after Contract award, the Offeror’s proposal guarantee may be forfeited as liquidated damages.

21. EVALUATION OF COMPETITIVE SEALED OFFERS: The City will use its discretion

in applying the following processes to this RFP. Any ties in scoring will be resolved

with a best and final price request and the lowest price will prevail.

22. DETERMINING RESPONSIVENESS AND RESPONSIBILITY:

22.1. Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with this RFP’s requirements. The City reserves sole discretion to determine responsiveness and responsibility.

22.2. Responsiveness: Non-responsive Offers will not be considered in the

evaluation process. This RFP states criteria that determine responsiveness and includes terms and conditions that, if included or excluded from Offers (as the case may be), will render an Offer non-responsive.

22.3. Exceptions, conditions, reservations, or understandings are presumed to be

unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as non-responsive. Alternatively, the City, in its sole discretion, may instruct in writing that an Offeror remove the conditions, exceptions, reservations or



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understandings. If the Offeror fails to do so in writing, the City may determine the offer to be non-responsive.

22.4. Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the successful Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

22.5. The Procurement Officer, in consultation with legal counsel, will review each

Offer to determine if the Offeror is responsible. The City’s determination as to whether an Offeror is responsible will be based on the information furnished by the Offeror, interviews (if any), any information at the City’s request, information in any best and final offer, and information received from Offeror’s references, including information about Offeror’s past history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from this RFP will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to Contract award.

22.6. The Offeror’s failure to promptly supply information in connection with an

inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to the Offeror.

23. DETAILED EVALUATION OF OFFERS AND DETERMINATION OF COMPETITIVE

RANGE: During deliberations, the evaluation panel will reach a consensus score for

each evaluation criterion, except price. The Procurement Officer will score the price,

which will be added to the overall consensus score. The overall consensus scores will

determine the Offerors’ rankings and which Offers are within the competitive range,

when appropriate.

24. OFFERS NOT WITHIN THE COMPETITIVE RANGE: The City may notify Offerors of

Offers that the City determined are not in the competitive range.

25. DISCUSSIONS WITH OFFERORS IN THE COMPETITIVE RANGE:

25.1. The City will notify each Offeror whose Offer is in the competitive range or

made the “short list” and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by



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the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

25.2. Demonstrations - Offerors in the competitive range may be invited to conduct a hands-on sample or presentation of their solution to the City. In addition, each finalist may prepare and deliver a presentation of its proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

25.3. If an Offer in the competitive range contains conditions, exceptions,

reservations, or understandings to or about any Contract or RFP requirement, then the City may discuss or negotiate the conditions, exceptions, reservations, or understandings during these meetings. The City, in its sole discretion, may reject any and all conditions, exceptions, reservations, and understandings, and the City may instruct an Offeror to remove the conditions, exceptions, reservations, or understandings. If the Offeror fails to do so, the City may determine that the Offer is non-responsive and the City may revoke its determination that the Offer is in the competitive range.

25.4. To the fullest extent permitted by law, the City will not provide any

information, financial or otherwise, to any Offeror about other Offers received in response to this RFP. During discussions with Offerors in the competitive range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration. The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

26. BEST AND FINAL OFFERS (BAFO):

26.1. A BAFO is an option available for negotiation. Offerors in the competitive range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

26.2. If an Offeror’s BAFO modifies its initial Offer, the modification must be

identified in the BAFO. The City will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The City will adjust appropriately the initial scores for criteria that have been affected by Offer



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modifications made by a BAFO. Based on the criteria defined in this RFP, as weighted, the City will then perform final scoring and prepare final rankings.

26.3. The evaluation panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

26.4. The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

27. PROPOSAL INSTRUCTIONS

A. Submittal Requirement

1. Proof of Small Business

(a) In a separate sealed envelope, each Offeror must submit federal tax returns (or personal tax returns if they are filing a Schedule C for a sole proprietorship) for the most recent three (3) years.

(b) The Equal Opportunity Department will calculate the average gross receipts to ensure that the Offeror’s business size has less than $20.5 million over the last three (3) years.

(c) Failure to submit the required tax documents for the most recent three (3)

years or a failure to demonstrate that Offeror’s average gross receipts over the last three (3) years was less than $20.5 million will be deemed non-responsive. A non-responsive Offer will be disqualified from further evaluation.

B. Compiling Your Proposal The following information is provided to Offerors to assist in the preparation of their Offers: Tab 1 – Table of Contents: Page numbers must be included on entire proposal. Tab 2 – General Information

(a) Proposal guarantee as specified in the RFP Instructions.

(b) Solicitation Conflict of Transparency Disclosure Form.



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(c) Business References - Offeror must provide three (3) professional business references, excluding PHX and the City. Each Offeror must complete the Submittals Section, Business References. NOTE: Provide three (3) references from security guard services, excluding PHX and the City, within the last five (5) years with at least two (2) years of continuous service. The City is only allowed as a reference if Offeror does not have a contract with other firms.

Tab 3 – Minimum Qualifications (Non-Regulatory)

Executive Summary, not to exceed five (5) pages, must describe how the Offeror is meeting the minimum qualification of this RFP. Offeror must also briefly describe its financial capability to perform and provide security guard services under this Contract.

Tab 4 - Company Qualifications and Experience (Attachment A)

This section gives each Offeror the opportunity to clearly demonstrate its qualifications and experience to provide unarmed security guard services.

Tab 5 – General Manager Qualifications and Experience (Attachment B)

(a) This section gives each Offeror the opportunity to clearly demonstrate that its proposed General Manager has the qualifications and experience and meets the minimum qualifications identified in this RFP.

(b) Offeror must provide: i. Qualifications and Experience of Proposed General Manager

(Attachment B). ii. Proposed General Manager's resume.

Tab 6 – Business and Operations Plan and Method of Approach to Scope of Work. Offeror must provide an Executive Summary, including any required documents for each of the plans listed below:

i. Phase-In/Staffing Plan (Attachment C-1). ii. Recruitment and Retention Plans (Attachment C-2). iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) vii. Phase-Out/Transition Plan (Attachment C-7)



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Tab 7 – Pricing Tab 8 – Submittal Section Tab 9 – Signed Addenda, if applicable

SECTION IV – INDEMNIFICATION AND INSURANCE AIRPORT SECURITY GUARD SERVICES

(NON-REGULATORY)

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SECTION IV – INDEMNIFICATION AND INSURANCE 1. INDEMNIFICATION - PATENT, COPYRIGHT AND TRADEMARK

The Contractor must indemnify, defend, and hold harmless the City against any liability, including costs and expenses, for infringement of any patent, trademark, or copyright or other proprietary rights of any third parties arising out of performance of this Contract or use by the City of materials furnished or work performed under this Contract. The Contractor agrees, upon receipt of notification, to promptly assume full responsibility for the defense of any suit or proceeding which is, has been, or may be brought against the City and its agents for alleged infringement, as well as for the alleged unfair competition resulting from similarity in design, trademark or appearance of goods by reason of the use or sale of any goods furnished under this Contract and the Contractor further agrees to indemnify the City against any and all expenses, losses, royalties, profits, and damages, including court costs and attorney fees, resulting from the bringing of such suit or proceedings, including any settlement or decree of judgment entered therein. The City may be represented by and actively participate through its own counsel in any such suit or proceedings if it so desires. The Contractor agrees that these covenants are irrevocable and perpetual.

2. GENERAL INDEMNIFICATION The Contractor (Indemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents, and employees ( “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) ( “Claims”) caused, or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors arising out of or related to this Contract. This indemnity includes any Claims arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. Contractor must indemnify Indemnitee from and against any and all Claims, except those arising solely from Indemnitee’s own negligent or willful acts or omissions. The Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Contract, the Contractor waives all rights of subrogation against Indemnitee for losses arising from the work performed by the Contractor for the City. The obligations of the Contractor under this provision survive the termination or expiration of this Contract.


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3. INSURANCE REQUIREMENTS

The Contractor and its subcontractors must procure insurance against claims that may arise from or relate to performance of the work under this Contract by the Contractor and its agents, representatives, employees and subcontractors. The Contractor and its subcontractors must maintain that insurance until all of their obligations have been discharged, including any warranty periods under this Contract. These insurance requirements are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The City in no way warrants that the minimum limits stated in this section are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees, or subcontractors and the Contractor is free to purchase additional insurance as it may determine is necessary.

A. MINIMUM SCOPE AND LIMITS OF INSURANCE: The Contractor must provide

coverage with limits of liability not less than those stated below. An excess liability policy or umbrella liability policy may be used to meet the minimum liability requirements provided that the coverage is written on a “following form” basis.

1. Commercial General Liability – Occurrence Form

Policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury and liability assumed under an insured contract.

General Aggregate $2,000,000

Products – Completed Operations Aggregate $1,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence $1,000,000

a. The policy must be endorsed to include the following additional insured language: “The City of Phoenix is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor.”

2. Automobile Liability

Bodily Injury and Property Damage coverage for any owned, hired, and non-owned vehicles used in the performance of this Contract. Combined Single Limit (CSL) $1,000,000


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a. The policy must be endorsed to include the following additional insured language: “The City of Phoenix is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor.”

3. Worker’s Compensation and Employers’ Liability

Workers’ Compensation Statutory Employers’ Liability Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000

a. Policy must contain a waiver of subrogation against the City. b. This requirement does not apply when the Contractor or its subcontractor is

exempt under A.R.S. § 23-902(E) AND when the Contractor or its subcontractor executes the appropriate sole proprietor waiver form.

4. Professional Liability (Errors and Omissions Liability)

The policy must cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this Contract.

Each Claim $1,000,000 Annual Aggregate $1,000,000

If the professional liability insurance required by this Contract is written on a claims-made basis, the Contractor warrants that any retroactive date under the policy must precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

5. Fidelity Bond or Crime Insurance

Bond or Policy Limit $25,000 a. The bond or policy must be issued with limits of fifty percent (50%) of the

Contract value or $50,000, whichever amount is greater.


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b. The bond or policy must include coverage for all directors, officers, agents, and employees of the Contractor.

c. The bond or policy must include coverage for third party fidelity, i.e. property of third parties that is held by the Insured in any capacity, or property for which the Insured is legally liable.

d. The bond or policy must include coverage for theft of property located on the Insured’s premises or while in transit, loss due to forgery or alteration of negotiable instruments (e.g. securities, checks) or loss due to electronic funds transfer fraud.

e. The bond or policy must not contain a condition requiring an arrest and conviction.

B. ADDITIONAL INSURANCE REQUIREMENTS: The policies must include, or be

endorsed to include, the following provisions:

1. On insurance policies where the City is named as an additional insured, the City is an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.

2. The Contractor’s insurance coverage must be primary insurance and non-

contributory with respect to all other available sources. C. NOTICE OF CANCELLATION: For each insurance policy required by the insurance

provisions of this Contract, the Contractor must provide to the City, within two (2) business days of receipt, a notice if a policy is suspended, voided, or cancelled for any reason. Such notice must be mailed, emailed, hand-delivered, or sent by facsimile transmission to:

City of Phoenix, Aviation Department ATTN: Contracts and Services Division 2485 E. Buckeye Road Phoenix, AZ 85034-4301

D. ACCEPTABILITY OF INSURERS: Insurance must be placed with insurers duly

licensed or authorized to do business in the State of Arizona and with an A.M. Best rating of not less than B+ VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.


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E. VERIFICATION OF COVERAGE: The Contractor must furnish the City with

certificates of insurance (ACORD form or equivalent approved by the City) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and any required endorsements must be received and approved by the

City before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the entire term of this Contract. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract.

The City project or contract number and project description must be noted on the certificate of insurance. The City reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time. DO NOT SEND CERTIFICATES OF INSURANCE TO THE CITY’S RISK MANAGEMENT DIVISION.

The initial certificates required by this Contract shall be sent directly to:

City of Phoenix, Aviation Department Contracts and Services Division 2485 E. Buckeye Road Phoenix, AZ 85034-4301 ATTN: Ivy Silva / Procurement Manager Email: [email protected]

All subsequent and renewal certificates of insurance and endorsements shall be

sent directly to:

City of Phoenix Aviation Department c/o EXIGIS Insurance Compliance Services P.O. Box 4668 – ECM #35050 New York, NY 10163-4668 Email: [email protected]

F. SUBCONTRACTORS: Contractors’ certificate(s) must include all subcontractors as

additional insureds under its policies or the Contractor must furnish to the City with separate certificates and endorsements for each subcontractor. All coverages for subcontractors must be subject to the minimum requirements identified above.




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G. APPROVAL: Any modification or variation from the insurance requirements in this Contract must be made by the City’s Law Department, whose decision is final. Such action will not require a formal Contract amendment, but may be made by administrative action.

SECTION V – EVALUATION CRITERIA; AND SCOPE OF WORK


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SECTION V – EVALUATION CRITERIA AND SCOPE OF WORK Airport Security Guard Services (Non-Regulatory)

1. EVALUATION CRITERIA: In accordance with Administrative Regulation 3.10, competitive sealed proposal awards shall be made to the responsive and responsible Offerors whose written Offer is determined to be the most advantageous to the City based upon the evaluation criteria listed below. The evaluation factors are listed in the relative order of importance. Business and Operations Plan and 0 - 350 POINTS Method of Approach to Scope of Work Company Qualifications/Experience 0 - 200 POINTS General Manager Qualifications/Experience 0 - 150 POINTS Price 0 - 300 POINTS TOTAL AVAILABLE POINTS: 0 - 1000 MAXIMUM

2. Business and Operation Plan and Method of Approach to Scope of Work (0-

350 points) Operation Plan and Method of Approach to Scope of Work (Attachment C)

i. Phase-In Staffing Plan (Attachment C-1) ii. Recruitment and Retention Plans (Attachment C-2) iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) vii. Phase-Out and Transition Plan (Attachment C-7)

3. Company Qualifications and Experience (0-200 points) (Attachment A)

4. General Manager Qualifications and Experience (0-150 points) (Attachment

B)

5. Pricing (0-300 points)



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SCOPE OF WORK 1. STAFFING REQUIREMENTS

1.1. The Contractor must hire from the pool of current security guard employees

who are employed by the current contractor and retain those employees for at least ninety (90) days:

1.1.1. The Contractor may only interview employee candidates outside the

current security guard staff when there are no longer any employees of the current contractor available to hire.

1.1.2. Existing employees, who have worked at PHX, have developed valuable knowledge and experience regarding PHX operations and the professional handling of conditions peculiar to an airport, such as sudden influxes of customers at odd hours and intervals.

1.1.3. The Contractor’s obligation to hire from the current security guard employees under this Section shall not prevent the Contractor from terminating any employee for cause prior to the expiration of the ninety- (90) day period.

1.2. All security guards tasked with performing duties under this Contract must be employed directly with the Contractor.

1.3. The Contractor must provide all other support staff, security guards, equipment, etc. at no direct cost to the City throughout the term of this Contract.

1.3.1. Support staff must assist with daily operations in addition to the staff

necessary to fulfill the post requirements.

1.3.2. Support staff is defined as additional personnel not fulfilling a specific post requirement that can function as additional supervisors, rovers, trainers, administrative aides, assistant managers, break personnel, etc. with cost incurred in the Contractor’s proposed hourly rate.

1.3.3. Support equipment is defined as radio communications, uniforms,

vehicles, touring wands, items necessary at the post, etc., with cost incurred in the Contractor’s proposed hourly rate.



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1.3.4. Security guards performing a post assignment cannot perform functions outside of their defined scope of work, i.e., supervisor cannot serve as break personnel, etc.

a. The Contractor must provide break personnel or support staff to

perform these functions with cost incurred in the Contractor’s proposed hourly rate.

1.4. The Contractor must provide security guards, on-site field supervision, and a general manager dedicated to this Contract only and will respond to the ADR as required.

1.5. The Contractor hereby agrees that employees assigned to satisfy the Contractor’s obligations under this Contract must be used exclusively for that purpose during the hours when they are working in areas covered by this Contract and must perform no work at other City facilities.

1.6. By assigning staff to perform work under this Contract, the Contractor agrees to be fully responsible and accountable for staff behavior during their performance under this Contract.

1.7. The Contractor must comply with the City’s policy of equal employment opportunity and diversity at all levels of the operation, including management.

1.8. The Contractor is directly responsible for the conduct of all employees, notwithstanding the legal relationship entered into by and between the Contractor and its employees. The Contractor’s responsibility also applies to its independent contractors.

1.9. The Contractor’s employees must be able to read, write, and communicate in English. The ability to communicate effectively with City staff as well as Airport customers is a vital component to the City’s customer service expectations.

1.10. The Contractor must ensure that its employees in driving positions maintain a valid Arizona driver’s license, must verify the status of the license, and provide a report when requested by the ADR.

1.11. The Contractor must maintain all schedules to meet the requirements of this Contract. The ADR reserves the right to modify the schedule as needed.



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1.12. The Contractor must provide continuous daily supervision of its personnel and include the monitoring of schedule adherence.

a. A supervisor must be present at all times when staff has been scheduled.

1.13. The Contractor must have a representative attend meetings and events as necessary or requested by the ADR. Representatives must attend meetings on time and be prepared with all necessary documentation for the meeting. Representatives must not leave before the meeting is adjourned.

1.14. The ADR reserves the right to require that the Contractor remove from service to the City any employee that has performed in an unsatisfactory manner under the terms of this Contract. Any employee that has been removed at the City’s direction may be employed by the Contractor for other work not involving the City. The Contractor agrees that it is not entitled to any additional costs it may incur as a result of the removal of the employee.

1.15. The Contractor is required to hire a sufficient number of trained and highly qualified unarmed security officers to staff any scheduled post. The Contractor will maintain a level of not fewer than fifty percent (50%) full-time employees.

1.16. The Contractor must have contingency plans for supplying additional cleared and badged security guard resources as dictated by heightened security levels or unplanned events as identified herein.

1.17. New Scheduled Post Requests/Existing Post Changes 1.17.1. The ADR will provide written notice for new post requests within the

range of twenty-four (24) hours to five (5) calendar days from the effective start date of when security guard services are required.

1.17.2. The Contractor will provide the required security guard services for the new post requested on the start date when security guard services are required.

a. The request may be oral and followed by a written order from the ADR. The change order will delineate the post location, number of position(s) required, description of duties, total hours, points of contact, work schedule, etc.



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b. The City will notify the Contractor if there are changes affecting an existing post and make every effort to notify the Contractor within twenty-four (24) hours from effective date of changes affecting an existing post when possible. The request may be oral and followed by a written order from the ADR. The change order will delineate the post location, number of positions required, description of duties, total hours, points of contact, work schedule, etc.

c. The Contractor must provide coverage for such requests, new post and existing post changes where coverage may range from one (1) to twenty-four (24) hours coverage at one (1) to several posts or locations at a time seven (7) days a week lasting over a prescribed time period.

1.18. Unplanned/Unscheduled New Posts, Heightened Security Levels and/or Emergency Response and Staffing 1.18.1. The ADR may require unplanned or unscheduled new posts or

emergency changes in staffing levels in response to heightened threat conditions, airport operations matters, special events, construction activities and/or increases in the National Threat Advisory System (NTAS). The changes may be in the form of a verbal notice less than a twenty-four (24) hour notification and may require immediate resource re-allocations from existing posts at the time of the request and/or moderate to substantial requests to increase guard resources (from one up to fifteen (15) officers) and staff posts within three (3) hours from the time of verbal notice.

1.18.2. The verbal notice will be followed by written notice. ADR will have discretion to re-allocate existing resources if operationally conducive at the time of request or require additional officers to respond to support the request. The Contractor must provide coverage for such requests where coverage can range from one (1) to twenty-four (24) hours coverage at one (1) to several posts or locations at a time, seven (7) days per week, lasting over a prescribed time period. Security services will be billed at the contracted hourly rate. No additional cost will be allowed and/or incurred.



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1.19. Emergency Response Team (ERT) 1.19.1. The Contractor shall maintain an emergency response team (ERT)

of not fewer than fifteen (15) security guards separate from the security guards already working on the day of the request to be made available to support from one (1) to twenty-four (24) hours post coverage at one to several posts or locations at a time, seven (7) days per week, lasting over a prescribed time period.

1.19.2. The ERT may be used to address requests as described in Sections 1.17 and 1.18 above, provided there is no conflict in the allocation of staff and impact to staffing existing posts. The Contractor’s employees must meet all contractual requirements regarding conduct, demeanor, personal appearance, airport badging requirements, and uniform appearance. It is the Contractor’s responsibility to fulfill the request for security guard services requiring personnel in excess of the ERT staff. The Contractor must provide a current list of names for the ERT team with the monthly invoicing.

1.20. The Contractor will be responsive to all requests for security guard services

twenty-four (24) hours, seven (7) days per week. Security guard services must be provided by the Contractor at the contracted hourly rate. No additional costs will be allowed or incurred.

1.21. If an employee is removed from the job site for failure to meet the standards of conduct or performance, then the Contractor will have one (1) hour to have a replacement on duty at the vacated post, replacing with staff not on shift already working a post, supervisors or management in the one (1) hour interim. The Contractor must inform the ADR immediately verbally and in writing providing all details regarding the removal of the employee from the job site when the vacant post has been staffed.

1.22. If a vacant post exists as a result of failure to show by security personnel, inability of the Contractor to staff accordingly or any actions or inactions of either employee or the Contractor resulting in the vacancy, the Contractor must inform the ADR immediately verbally and in writing providing all details surrounding the vacancy. The Contractor will have one (1) hour to have a replacement placed on duty at the vacated post, backfilling with available officers (not on shift already working a post), supervisors and management in the one (1) hour interim. The Contractor must inform ADR when the vacant post has been staffed.



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1.23. Eight- (8) hour or ten- (10) hour shifts are desirable. The Contractor shall not assign any person to perform security guard services hereunder who has worked in excess of twelve (12) hours in any twenty-four- (24) hour period for more than five (5) consecutive days without a full twenty-four (24) hours off duty. Exceptions are for those instances when the ERT has been activated.

1.24. Staffing Request for Construction Activities, Special Events, Etc. 1.24.1. Construction projects, special events, and other activities, as

determined by the Aviation Department, may also require contract security services.

1.24.2. As it would apply to other post requests in support of additional Aviation-related activities and as only approved and applicable as deemed by the ADR, the following may be applicable: a. Guard Request Cancellation. If security guard services are not

needed (cancellation of request for guard services) for (1) anytime within the first eight- (8) hour period after the start of the shift, or (2) within sixteen (16) hours leading up to and before the start of the shift, the security guard services will still be billed for a minimum of eight (8) hours per the number of guards requested. For example, if two (2) guards were requested and canceled before or after the shift and within the time constraints for the scenario mentioned, billing will be for a total of sixteen (16) hours. One security guard will equal to eight (8) hours.

b. Number of Guards Unscheduled Requested Change. If there is an unscheduled security guard request change from the original request resulting in either (1) additional guard(s) or (2) reducing the number of guards required within sixteen (16) hours leading up to and before the start time or within the first eight- (8) hour period after the start time, the Contractor, if able to accommodate will charge the normal billing rate for the guard, but will add additional hours of billing time per guard due to the unscheduled request (add or reduce guards).

c. Adding guards within sixteen (16) hours leading up to and

before the start time: an additional and total of four (4) hours will be added to the total hours worked towards each additional guard requested.



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d. Reducing guards within sixteen (16) hours leading up to and before the start time: a minimum of and total of four (4) hours will continue to be billed towards the reduction of each guard requested.

e. Adding guards within the first eight- (8) hour period after the start time: an additional and total of four (4) hours will be added to the total hours worked towards each additional guard requested.

f. Reducing guards within the first eight- (8) hour period after the

start time: a minimum of and total of four (4) hours will continue to be billed towards the reduction of each guard requested.

1.25. Hours and Posts (Non-Regulatory)

The hours and posts listed below are subject to change depending on operational requirements and are approximations. This Contract does not guarantee that these same posts and hours will remain constant for the entire term of this Contract whether at the start, middle, or end. The ADR or designee reserves the right at any time with or without a prescribed notification period to increase or decrease the number of posts and hours, without cause, by notifying the Contractor in writing.

HOURS

SECURITY GUARDS

Number of Positions Hours of Operation Days per week Weekly Hours

7 varies varies 604.5

SUPERVISION


1 24 7 168

GENERAL MANAGER


1 8:00am - 5:00pm 5 (M-F) 40



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VEHICLES


1 varies varies 168

PROPOSED POSTS

AIRPORT SECURITY GUARD (NON REGULATORY)

Employee Post Hours / per

Day Hours / per

Week

CNRP 11.5 57.5

Rental Car Center (RCC) Lobby 24 168

Rental Car Center (RCC) Small Operating Parcel (SOP) 24 168

Aviation Department Office Building (COB) Lobby 12 60

Operations Ground Transportation (GT) Lobby 12 60

Phoenix Sky Train 44th Street Station - Employee Lot 24 168

Phoenix Sky Train 44th Street Station - Sky Train Patrol (5pm – 6am Daily)

13 91

MANAGEMENT STAFF (NON REGULATORY)

Supervisor 24 168

Vehicle (for supervisor use) 24 168

General Manager 8 40

2. EMPLOYEE REQUIREMENTS (General Qualifications of the Contractor’s Employees)

The Contractor’s employees must meet the following general qualifications: 2.1. Be at least eighteen (18) years of age. 2.2. Employees in a driving position must be at least twenty-one (21) years of

age.

2.3. No military dishonorable or undesirable discharge. 2.4. Be a citizen of the United States or eligible to legally work in the United

States.



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2.5. Possess at least a high school diploma or general education development (GED) equivalent.

2.6. Be able to read, write, understand, and speak fluent English to effectively carry out applied printed rules, detailed orders, instructions, and training materials.

2.7. Be able to compose precise short paragraphs, written reports, violations,

and other security related incidents in English. 2.8. Be able to communicate fluently in English to properly and clearly

communicate with co-workers, Aviation Department representatives, and the public.

2.9. Possess a valid Arizona driver’s license when operating motor vehicles.

Any conviction of driving under the influence (DUI) within the last five (5) years (at the time of application) disqualifies the individual from employment. Staff must have the applicable auto license for the jurisdictions assigned. All required licenses must be obtained at no additional cost to the City.

2.10. Possess an unexpired state-issued security guard license (unless otherwise

directed by the ADR) and carry the certification identification card at the job site.

2.11. Able to lift at least twenty-five (25) pounds. 2.12. Able to continuously stand and walk for an entire shift up to twelve (12)

hours. 2.13. Able to walk up and down a ladder and stairs without assistance.

2.14. Able to work in various climates and environments. 2.15. Able to obtain an airport identification badge and pass a mandatory criminal

history records check (CHRC) and a security threat assessment (STA) as required by the Transportation Security Administration (TSA) or any other subsequent background checks as required by the ADR or TSA. The City reserves the right to hold the Contractor’s employees to a higher standard for criminal background checks. The City may disqualify an applicant for other than what is government mandated, based on a type or number of crimes, including misdemeanor violations.



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2.16. The Contractor’s employees must be dedicated and must not work in any capacity on other Airport related accounts as part of their normal duty day or anytime when off duty.

3. SECURITY GUARD DUTIES

3.1. Security guards are not allowed to apprehend individuals who are in the process of committing a crime or act as law enforcement agents. If a violation of the law is observed, the security guard will immediately notify the Sky Harbor Airport Communications Center emergency number at 602-273-3311 or use the Airport’s two-way radio system. Violation of this Section may result in Contract termination. 3.1.1. After the security guard notifies the Aviation Department

Communication’s Center, the security guard will standby to assist investigating City staff, as requested. If violations occur at DVT or GYR, the security guard must dial 9-1-1 for police, fire, and medical emergencies. Failure to follow these requirements may result in the immediate removal of the security guard and violation of this Section may result in Contract termination.

3.1.2. Security guards must have reasonable concern for their own physical safety and must take reasonable precautions not to place themselves in situations that would encourage violence or abuse against either themselves or other persons.

3.1.3. All enforcement actions are the responsibility of the appropriate law enforcement agency.

3.1.4. Security guards shall not possess or carry any weapon, including firearms, knives, impact weapons, mace, pepper spray, or Tasers.

3.1.5. Any security guard that possesses a weapon while on duty will be removed permanently from the post.

3.1.6. Security guards must maintain compliance with all post duties specified within applicable post orders. Specific duties and post orders will vary based on the unique needs of the assignment, post, and location. It is the ADR's expectation that the Contractor will consult and work with the ADR for the Contractor to formulate post orders. However, for some locations, the post orders will be provided to the Contractor by the ADR. In all cases, the ADR will have final



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approval over all post orders prior to implementation. In general, duties may include the following: a) Summoning medical assistance, as appropriate. b) Monitoring building occupants and visitors, reporting non-

compliance with rules and regulations, and taking appropriate actions in accordance with post orders.

c) Conducting preliminary and follow-up investigations on incidents and complaints as specified and directed by the ADR or his designee.

d) Reporting potentially hazardous conditions in buildings or areas and items in need of repair, e.g., inoperative locks, broken or slippery floor surfaces or any other potentially dangerous situation. These matters must immediately be reported to the proper channels and followed with written reports and log entries to be submitted to the ADR or his designee.

e) Providing security during special events and emergency situations: Security support must also be provided during investigations of violations of federal, state, and local laws that appear to pose threats to the security and safety of any Airport facility or staff.

f) Providing patrols for monitoring security, safety, and building and facility maintenance.

g) Conducting after-hours security inspections. h) Providing information and assistance as authorized to visitors

and employees, as needed. i) Permitting only authorized persons to enter a restricted area. j) Screening employees or special event attendees using

security wands and stadium style bag and purse inspections. k) Site surveillance by foot or vehicle. l) Monitoring the public and watch for potential disturbances. m) Performing vehicle inspections in accordance with post

orders. n) Conducting inspections of documentation, identification, or

other personal identifying information. o) Conducting inspections of personal belongings, such as bags,

backpacks, containers, etc. p) Monitoring all entrances and exits to ensure that all doors are

secure and that no one is admitted entrance to the building without proper identification and authorization.

q) If requested, escort all employees working after-hours to their vehicles to ensure their safety.



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r) Performing random periodic walks around the perimeter of the building to ensure security at all points of entry.

s) Walking floors, stairwells, restrooms and monitor elevators to ensure that users are safe and secure.

t) Reporting any safety hazards, security breaches, defective property lighting or other safety deficiencies that might interrupt the overall airport safety or anything that may cause a threat to the health and safety of airport users.

u) Enforcing airport and federal policies, rules, and safety regulations.

v) Using non-violent crisis intervention techniques to diplomatically confront people exhibiting disruptive, offensive or inappropriate behavior.

w) Giving directions and refers questions regarding Airport services to the appropriate airport representatives.

x) Checking restrooms and other areas not open to the public. y) Preventing unauthorized access to a restricted area. z) Surveying facilities for problems of security (including non-

functioning light bulbs and vandalism) and hazardous conditions and reporting them to the proper authorities.

aa) Intercepting anyone activating electronic security system and discovering the reason for alarm.

bb) Completing patrol activities to detect security or safety problems while in uniform or plainclothes.

cc) Investigating any unusual or unauthorized activities, notifies appropriate persons of activities, and prepares related reports or activity logs.

dd) Providing appropriate information in response to inquiries from Airport users.

ee) Assisting visitors to the facility in locating departments and offices, both within the facility and elsewhere in the Airport.

ff) In the event of an emergency, assisting responsible authorities and the public in orderly evacuation of the facility.

gg) Conducting periodic public patrols throughout the facility to ensure the safety of persons and protection of property in the facility.

hh) Performing such other functions as necessary in the event of situations or occurrences, such as civil disturbances, attempts to commit sabotage, or other criminal acts adversely affecting the security and safety of the airport, its employees, property and general public lawfully in the facility.

ii) Maintaining an activity log that documents both routine (e.g., time reporting for duty, relief guards, supervisory visits, guard



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tour tracking, patrol completion, opening and securing of building) and non-routine (e.g., persons denied access to the facility, weapons detected, first aid emergencies) events.

jj) Checking and recording the identification of visitors, guests, and Offerors at the designated security station.

kk) Periodically touring the building and grounds or other designated areas to examine doors, windows and gates to ensure they are properly secured and have not been tampered with. Checking to see if all motor vehicles are properly parked and calling the towing company, if necessary.

ll) Reporting unusual conditions or breakdowns in heating, plumbing and electrical systems and calling the appropriate authorities.

mm) Reporting any attempted thefts, entries, and vandalism. nn) Performing additional duties as required or requested. Other

duties may include post orders, additional tours of duty, additional staff requirements, etc. Post orders may change at any time. However, within twenty-four (24) hours from implementation, a notice will generally be given to the Contractor by the ADR.

4. SECURITY GUARD CONDUCT AND EXPECTATIONS

4.1. Security guards must maintain continual high standards of professional

conduct while on duty and may include the following: 4.1.1. Security guards must be courteous, polite, and professional in

their duties at all times. 4.1.2. No visitor or guest of a security guard is permitted to loiter on the

job site at any time. 4.1.3. The Contractor’s employees may not bring pets, guard dogs, or

other animals on the site 4.1.4. Security guards must remain available and in continuous contact

with their supervisor and Communications Center dispatchers by radio or telephone, throughout their shift.

4.1.5. Security guards must be awake and alert at all times. Sleeping during a shift is prohibited and liquidated damages will be assessed, as well as removal of the security guard from the Contract assignment.

4.1.6. Security guards must be free from any condition that might adversely affect fitness for the duties of their position.



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4.1.7. Security guards must remain on Airport property throughout their entire shift or until properly relieved by another security guard or supervisor.

4.1.8. Meal breaks must be taken on the site in an area approved by the ADR. Security guards will remain observant during the meal break and be prepared to respond as required.

4.1.9. No eating or drinking will be permitted at any security post unless specifically authorized by the ADR.

4.1.10. No liquids are permitted around electronic screening or monitoring equipment.

4.1.11. Reading material, cooking appliances, hobby craft materials, or any other non-essential material are not allowed on the site unless specifically authorized by the ADR.

4.1.12. Security guards must remain on active patrol or in an approved location throughout their shifts.

4.1.13. Security guards are required to continually badge at card readers respective of their assignment to ensure the devices are working. This will also ensure that active patrols are being recorded to create an electronic badge history.

4.1.14. The Contractor’s security guards must be trained to respond appropriately with both firmness and politeness in the case of aggressive or belligerent behavior by an occupant or visitor. a) If such action does not result in neutralization of situation,

security guards shall calmly refer the occupant or visitor to a supervisor for assistance. In the event of menacing conduct or threats, security guards are to contact the Sky Harbor Airport Communications Center at 602-273-3311 or 911, as applicable to the post location.

4.1.15. Prior to assignment, security guards must be educated with building and facility layout, equipment at their assignment or post, locations of access control devices and other emergency equipment. a) Security guards must be familiar with all emergency routes,

elevator locations, stairwells, and fire exits. 4.1.16. Security guards must sign in and out of the Contractor’s

timekeeping system. 4.1.17. Notations must be made in the log as to the disposition of any

keys, locking systems, clocks, post orders, etc., required for use at their post.

4.1.18. Courtesy: a) Some facility locations are accessible to the traveling public.

Although employees of the Contractor are not employees of



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the City, the perception of the public at large is that the Contractor’s employees are representatives of the City.

b) Security guard’s interactions with the public should reflect well upon the City.

c) In the event of a lack of courtesy or responsiveness, the ADR may require a corrective action for the employee(s) in question and at the ADR’s discretion may require removal of the employee(s) from assignment.

d) Use of offensive language, tobacco products, e-cigarettes, consumption or use of alcoholic beverages or illegal drugs is prohibited.

e) Use of offensive language by the Contractor’s staff will not be tolerated by the City.

f) Contractor must comply with each facility’s policies related to tobacco usage by its employees as directed by the ADR.

5. APPEARANCE

5.1. Security guards may not enter duty until a complete set of approved

uniforms and accessories are obtained.

5.2. Security guards are permitted to wear plain clothes in lieu of uniforms during special details, assignments, tasks, etc., as directed by the ADR.

5.3. Security guards must be well groomed and display a professional appearance in accordance with the Contractor’s and the City’s policy. Hair length and style is to be neat and presentable.

5.4. Moustaches and beards must to be neatly trimmed.

5.5. Clothing must be appropriately sized and worn as designed. Uniforms must be clean, free of wrinkles, and must be worn and maintained in a military manner with buttons secured at all times.

5.6. Security guards must display their Airport identification badge at all times.

5.7. Footwear must be shined. The Contractor must follow OSHA guidelines regarding safety footwear for all job sites.

5.8. In the course of duty, if the ADR observes security personnel on duty who do not meet these standards, the ADR will request to have the security guard removed from the post for that work shift.



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5.9. The ADR will notify the Contractor when an employee is unacceptable because of personal hygiene, abusive behavior, or reasonable suspicion of substance abuse.

5.10. The Contractor has one (1) hour to have a replacement placed on duty for the vacated post, backfilling with available officers (not on shift working a post), supervisors or management in the one (1) hour interim.

5.11. The Contractor must inform the ADR when the vacant post has been staffed.

5.12. In the course of duty, if the Contractor observes security personnel reporting for duty who do not meet these standards, the security personnel will be sent home by the Contractor.

5.13. The Contractor will notify the ADR when an employee is unacceptable because of personal hygiene, abusive behavior or reasonable suspicion of substance abuse.

5.14. An unacceptable employee must be immediately removed from the post for the work shift by the Contractor.

5.15. The Contractor has one (1) hour to have a replacement on duty at the vacated post, backfilling with available officers (not on shift working a post), supervisors or management in the one (1) hour interim.

5.16. The Contractor must inform the ADR when the vacant post has been staffed

6. SECURITY GUARD QUALIFICATIONS The Contractor’s security guards must be:

6.1. Physically, mentally, and emotionally capable of performing all duties

required for any of the assigned post/duties.

6.2. Fully capable of performing normal or emergency duties requiring moderate to arduous physical exertion, such as continuous standing, walking, patrolling, or climbing stairs for an entire shift of up to twelve (12) hours.

6.3. Able to lift at least twenty-five (25) pounds.

6.4. Able to walk up and down a ladder and stairs without assistance.



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6.5. Able to work in various climates and environment.

7. LITERACY

7.1. Security guards must be literate and fluent in English to the extent of reading, comprehending, and demonstrating their understanding (through actions and behavior) of printed regulations, written orders and instructions, and be able to draft reports that convey complete information in English.

7.2. Security guards must be able to speak clearly in English. Active bilingual

capability is a “plus” in dealing with and assisting the public.

8. QUALITY ASSURANCE PROGRAM

8.1. Security guards must possess the capacity to acquire a good working

knowledge of all the duty requirements within the terms of this Contract and subsequent contracts.

8.2. Prior to assignment, security guards must be trained to perform their duties related to the facility they are being assigned. Cross-training for multiple posts is acceptable.

8.3. Security guards must successfully complete Federal Emergency Management Agency (FEMA) sponsored training course ICS 100 - Introduction to Incident Command System (ICS) within thirty (30) days of their hire date. If a security guard has already completed the courses, it must not be more than thirty (30) days from the hire date under this Contract

9 SUPERVISOR REQUIREMENTS QUALIFICATIONS AND RESPONSIBILITIES

9.1. The Contractor must have supervisory coverage twenty-four (24) hours a day seven (7) days a week for the term of this Contract. 9.1.1. The response time from any point of origination on the Airports for

the supervisor to be physically at any other point on the Airport must be no more than fifteen (15) minutes.

9.1.2. The supervisor will have supervisory capacity on behalf of the general manager, capable of enforcing the Contractor’s rules and regulations and any directives of the ADR.

9.1.3. The supervisor must have direct oversight of security guard performance and conduct and may interact with the ADR on as needed basis.



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9.2. Supervisor Minimum Qualifications: 9.2.1. The supervisor must meet and comply with Employee Requirements

(General Qualifications). 9.2.2. The supervisor must have a minimum of two (2) years of successful

experience in security or law enforcement. 9.2.3. The supervisor must have already or must successfully complete the

FEMA-sponsored, training course ICS 100 - Introduction to Incident Command System. If the supervisor has already completed the courses, it must not be more than thirty (30) days from the hire date under this Contract.

9.2.4. Notwithstanding the above requirements, the supervisor must complete the courses within thirty (30) days of hire date of this Contract or in accordance with the ADR’s direction

9.3. Supervisor duties and responsibilities must include the following:

9.3.1. Be directly available to communicate with the Airside Supervisor,

Landside Supervisor, Terminal Supervisor, and Communication Center twenty-four (24) hours a day, seven (7) days per week, including weekends and holidays.

9.3.2. Be individuals of integrity who display a mature attitude and exercise good judgment

9.3.3. Set the example for security guards and must foster an environment in which guards feel valued and part of an effective and important team

9.3.4. Be fully capable of performing security guard duties and will possess all established security guard requirements.

9.3.5. Enforcing the Contractor’s rules, regulations, and any directives issued by Airport personnel.

9.3.6. Handling customer service issues. 9.3.7. Providing the highest level of supervision. 9.3.8. Providing fully trained and qualified replacement personnel to

allow for comfort, personal needs, stress, meals, or other required or requested absences from post. Unless otherwise required by the ADR, or designee, replacement personnel are not generally required for non-fixed posts.

9.3.9. Maintaining excellent communication with staff and disseminate accurate procedural information regarding post order compliance and short notice security changes.

9.3.10. Evaluating the performance of assigned security guards on a continuous basis.



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9.3.11. Monitoring the radio transmissions between security guards and the Communications Center and take the appropriate action to correct unsatisfactory performance.

9.3.12. Monitoring and ensuring employee compliance with all applicable rules and regulations, including Aviation Department Rules and Regulations.

9.3.13. Planning and conducting daily scheduled and unscheduled post inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards and job performance, etc.

9.3.14. Conducting performance evaluation of employees. 9.3.15. In cases where immediate correction is required and as to not

negatively affect Airport operations, the City representative, the Airside, Terminal or Landside supervisors may require the movement of guard personnel to affected vacant posts or in support of airport activity only as an interim measure until the Contractor provides the required personnel.

9.3.16. If the Contractor’s supervisor is permanently replaced, regardless of the reason, then the Contractor’s general manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.

9.3.17. In the event a permanent replacement supervisor is not immediately identified, the general manager or an existing supervisor must assume all responsibilities to fulfill the requirements of the contract.

9.3.18. Provide on-site supervision serving as the liaison to Airport personnel

10. GENERAL MANAGER – REQUIREMENTS, QUALIFICATIONS AND DUTIES

10.1. Meet and comply with Sections 2 through 9.

10.2. Have at least one (1) year of experience, within the last two (2) consecutive years, at a government-regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained.

10.3. Must possess, or obtain, within twelve (12) months from assigned date to contract, an American Association of Airport Executives (AAAE) Airport Certified Employee (ACE) designation for Security at the full expense of the Contractor. All subsequent pre-approved general managers (GM) must comply with this requirement.



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10.4. Within forty-five (45) days after Contract award and before Contract start date, the GM must successfully complete FEMA-sponsored training courses ICS 100 - Introduction to Incident Command System (ICS), ICS 200 - ICS for single resource and initial action incidents, and IS 700 - Introduction to the National Incident Management Systems (NIMS). If the GM has already completed the courses, it must not be greater than forty-five (45) days from the Contract award date. All subsequent pre-approved GMs must comply with this requirement. The Contractor will be responsible for incurring all training expenses.

10.5. The Contractor must have one full-time GM assigned to the Airports and tasked with overall responsibility for Airport operations. Unless otherwise approved by the ADR in writing, the GM must work a minimum of forty (40) hours per week (Monday through Friday from 8:00 a.m. to 5:00 p.m.). a) The response time from any point of origination for the GM to be

physically at the Airports must be no greater than forty-five (45) minutes.

10.6. The GM or a designated alternate in the absence of the GM will have supervisory capacity on behalf of the Contractor, capable of enforcing the Contractor’s rules and regulations and any directives of the ADR.

10.7. The GM or designated alternate will be responsible for staffing the security management operation facilitating performance of the contract and coordinating with the ADR. a) In the event the Contractor’s GM is permanently replaced, regardless of

the reason, the GM’s supervisor or manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.

b) In the event a permanent replacement and the GM, is not immediately identified, the GM’s supervisor or manager must assume all responsibilities to fulfill the requirements of this Contract.

10.8. In the absence of the GM, less than thirty (30) consecutive calendar days,

the GM’s supervisor or manager must assume the responsibilities of the GM. a) The GM cannot be the supervisor on shift.

10.9. If absence is to exceed greater than thirty (30) consecutive calendar days,

the Contractor must provide a GM meeting the minimum qualifications no more than forty-five (45) calendar days from the first date of absence of the incumbent GM. The ADR will have full discretion in the length of absence and approval of the GM.



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a) In such an event, the GM’s supervisor or manager must assume the responsibilities of the GM until such time a GM is identified.

10.10. The GM will work cooperatively with the ADR to assure quality service, provide operational data, respond to comments from customers and the public and respond to specific requests for other assistance as needs arise.

10.11. The GM must administer all phases of the security operation related to the Airports as directed by the ADR or designee. The Contractor must not assign the GM any duties other than those directly related to the fulfillment of the requirements of this Contract without prior written consent of the ADR.

10.12. The GM must be subject to the approval of the ADR and must have cleared the required background check before assignment to this Contract.

10.13. The GM, as identified in the Contractor’s submitted proposal during the RFP process, must remain assigned to this Contract a minimum of six (6) months from the start date of this Contract unless otherwise directed by the ADR. a) The ADR may require the Contractor to remove and replace the GM at

any time without cause if the performance of the GM is deemed unacceptable by the ADR.

10.14. Accidents, labor issues, non-compliance with post orders and other critical issues affecting security operations must receive an immediate response from the GM to the ADR regardless of the time or day such an event occurs.

10.15. Each Offeror must identify a GM who will serve as the ADR’s primary contact and be responsible for ensuring the Offeror’s obligations of this Contract are met. a) The Offeror’s identified GM must not be changed during the course of

the City’s RFP process, including the time up to the Contract award and up to a minimum of six (6) months from Contract start date

10.16. The proposed GM must pass an Aviation Department security background check prior to start date of this Contract.

11. GENERAL MANAGER DUTIES AND RESPONSIBILITIES MUST INCLUDE THE

FOLLOWING AND ARE SUBJECT TO CHANGE BY THE ADR 11.1. Planning and conducting daily, scheduled and unscheduled post

inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards, and job performance, etc.



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11.2. Reviewing, distributing and maintaining all written orders, bound and in good condition all operational and procedural instructions. These orders must be based on established policy, law, security procedures and requirements of the scope of work or as directed by the ADR or designee. All orders must be kept current to reflect changes in procedures, policies, and regulations.

11.3. Maintaining a twenty-four (24) hour duty log of activities or incidents that require action at a station or post. Separate, additional reports must be prepared on accidents, injuries, fires, bomb threats and all other unlawful acts, security violations, or any other unusual incidents or events using the prescribed format.

11.4. Ensuring all reports and other documents (i.e., event reports, logs, accident reports and reports of investigations) are written clearly, legibly and accurately. All reports and documents must be collected, distributed, filed, and stored in accordance with the records retention schedules and other City requirements.

11.5. Responsible for ensuring all staff members are trained in accordance with this RFP and this Contract.

11.6. Providing effective oversight of staff to include performance evaluations and corrective actions.

11.7. Ensuring employee Airport badges are deactivated within one (1) business day of employee leaving the Contractor

12. LICENSES AND PERMITS

12.1. Within thirty days (30) of the start of services and throughout the term of this Contract, the Contractor must submit to the ADR current unexpired copies of all applicable permits and licenses required in order to perform the security services.

12.2. The Contractor is responsible for incurred charges related to renewal of

such licenses and permits.

12.3. Throughout the term of this Contract, the Contractor must provide renewed documents to the ADR not later than the expiration date of the licenses and permits being renewed.



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13. DUTY ASSIGNMENTS 13.1 The recording of all duty assignments for the purposes of invoicing must be

established by the Contractor, in a format approved by the ADR or designee ensuring that the following information is captured:

a) Employee name b) Post assignment c) Start and end date and time d) Supervisory review and inspections e) Signature and print of subject employee f) Signature and print of certifying official

13.2. The ADR will, at any time during the term of this Contract, determine

uncovered hours by the assigned security guards by one or combination of the following methods. a) ADR must conduct on-site inspections to see if posts are staffed. b) ADR must monitor daily activity reports. c) ADR must review and audit Contractor’s field supervisor reports. d) ADR must review and audit billing invoices.

13.3. Hours and positions listed are based on the existing requirements.

a) These hours and posts are subject to change depending on operational

requirements. b) This Contract does not guarantee that these same posts and hours will

remain for the term of this Contract whether at the start, middle, or end. c) The ADR reserves the right at any time, with or without a prescribed

notification period, to increase or decrease the number of posts and hours, without cause, by notifying the Contractor in writing.

13.4. The Contractor must provide all other support staff and equipment at no direct cost to the Aviation Department to support the contractual needs for the term of this Contract. a) Support staff must assist with daily operations in addition to the staff

necessary to fulfill the post requirements. b) Support staff may be defined and used as supervisors, rovers, trainers,

administrative aides, assistant manager, break staff, etc. c) This cost will be incurred in the Contractor’s proposed hourly rate.



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d) Support equipment may be defined as radio communication, uniforms, vehicles, heaters, fans and items necessary at the post, etc. This cost will be incurred in the Contractor’s proposed hourly rate.

14. PLANS AND MANUALS

14.1. The ADR may require modifications to the procedures set forth in all plans, manuals, programs, post orders, and job requirements as needed. The Contractor must also recommend changes to the plans, manuals, programs, post orders, and job requirements as needed. All changes are subject to approval from the ADR. The changes will become effective when approved by the ADR. The Contractor must provide all plans and manuals as described below.

14.2. All plans, manuals, post orders, programs and job requirements must be kept current and on file with the Contractor and ADR.

14.3. The Contractor must provide all detailed plans and manuals to the ADR

thirty (30) days after Contract award as follows:

a) Phase-In Staffing Plan b) Recruitment and Retention Plans c) Program Management Plan d) Employee Handbook e) Operations Plan f) Staffing Contingency Plan g) Training Manual h) Quality Control Program i) Phase Out and Transition Plan

15. PHASE-IN STAFFING PLAN

15.1 The Contractor must provide and comply with the phase-in and staffing plan

(PISP) summary and methodology. The PISP may be amended by mutual agreement of the parties to include staff necessary to fulfill the services required.

15.2 The Contractor must describe in detail in its PISP the methodology and schedule to provide a successful and seamless transition. The following must be included: 15.2.1. Thirty (30) days prior to the Contract start date, the Contractor

must implement its PISP at the Contractor’s expense.



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15.2.2. The Contractor must meet with the ADR fourteen (14) days prior to the Contract start date to assess the progress of the PISP.

15.2.3. Topics outlined separately and detailed, but not be limited to transition time period from start to completion date.

15.2.4. Identify milestones within the transition period. 15.2.5. Identify and describe the requirements of each post under the

responsibility of the Contractor. 15.2.6. Include details of contingency plans if milestones are not met. 15.2.7. Include training of incoming staff. 15.2.8. Include staffing requirements to fulfill obligations. 15.2.9. Identify, list, and provide equipment, tools and uniforms to

support the specific duties and assignments, etc. 15.2.10. The PISP must be specific and unique to address and fulfill the

Contractor’s obligations at PHX.

16. RECRUITMENT AND RETENTION PLANS

16.1 The Contractor must provide the ADR with a recruitment and retention plan. 16.1.1. The Contractor must maintain an active staff screening,

recruitment and selection program to provide a sufficient flow of incoming staff to fill the positions at the posts identified.

16.1.2. The Contractor must maintain a viable incentive program to deter employee attrition and promote stability in the workforce. a) The program must be sufficient to keep abreast of attrition

and be an adjunct to the management and training programs.

16.2 The recruitment and retention plan must include the following: 16.2.1 Provide types of advertising or other methods and list of criteria

for identifying potential candidates. 16.2.2 Plans to describe how/when to interview predecessor contract

staff. 16.2.3 Plans to describe how and when to employ predecessor contract

staff. 16.2.4 Planned commencement and completion dates for recruitment

in support of the PISP. 16.2.5 Be specific and unique to address and fulfill the Contractor’s

obligations at PHX. 16.2.6 All advertising and other media use or recruitment tools must

reference local areas in Phoenix, Maricopa County, or any other outlying areas.



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17. PROGRAM MANAGEMENT PLAN 17.1. The Contractor must provide the ADR with its proposed program

management plan (Plan). The Plan must be specific and unique to address and fulfill the Contract obligations at PHX.

17.2. The final approved Plan must include at a minimum the following: 17.2.1. Names, assignments and duties of all key staff. 17.2.2. A list of all employees who will be working at PHX, DVT, and

GYR and their status in the certification process. 17.2.3. Timekeeping, billing and accounting procedures. 17.2.4. A description of how the Contractor will ensure the full

dissemination, including the level of frequency of information, policy, procedures problems, concerns, etc., to all its managers and staff throughout the term of the contract.

17.2.5. A detailed schedule ensuring relief for meals for staff, breaks, identifying the number of staff required to perform as relief, clearance levels, routes of deployment and vehicle requirements if necessary.

18. EMPLOYEE HANDBOOK

The Contractor must provide the ADR with a copy of its proposed employee handbook, and make available upon request to all of the Contractor’s employees. The employee handbook must include the following: a) Introduction to Employer b) Mission Statement c) Recruitment practices (job postings and internal promotions) d) Job Evaluation Methods e) Performance Reviews-Probationary and Annual f) Hours of Work g) Attendance h) Overtime i) Training j) Code of Conduct (including confidentiality, dress, language, smoking, non-

fraternization) k) Parking l) Human Resources m) Complaint and Grievance Procedures n) Pay Delivery and other Payroll Services o) Vacation



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p) Insurance Benefit Plan q) Sick Leave Provisions r) Other leave, i.e., Jury Duty, Bereavement Leave, Personal Leave,

Maternity/Parental Leave, etc.

19. OPERATIONS PLAN 19.1 The Contractor must develop and maintain separately (1) an operations

manual and (2) a staffing contingency plan, which must describe the detailed procedures for the general manager, supervisor and security guards. The duties assigned for each position may be modified or reassigned through the operations manual.

19.2 The operations manual must describe separately and in detail the procedures to be followed for the following:

a) Radio communications. b) Facility and site inspections as it relates to the assignment. c) Vehicle inspections. d) Employee badge and credential checks. e) Resolving customer service concerns. f) Employee communication process to include disseminating short notice

security procedures for immediate implementation. g) Generating and disseminating daily activity reports, incident reports, and

like reports detailing the shift events for the assignment and the officer assigned to the assignment.

h) Dissemination of time sensitive training and procedural information. i) Releasing information protocols (public or media requests). j) Preventing the release of security sensitive information. k) Emergency contingency plans. l) Significant and or unforeseen reduction in staff (continuity of

operations). m) Use of technology to track labor hours and prepare invoices for services

provided. n) Use of technology to automate timekeeping as a method to track and

record employees work schedules at their onsite assigned posts. o) Check-in and check-out at the assigned post. p) Other operations-related matters.

19.3 The Contractor must provide the following to the ADR and its employees

while on assignment:



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19.3.1 Means through the use of a technological tool (platform, equipment, etc.) that allows for twenty-four (24) hour, seven (7) days per week web-based real time reporting and accessibility to files and documents of employees and of activities and incidents associated with the assignment.

19.3.2 At a minimum, capability and accessibility to web based, real time reporting and accessibility to files and documents (view, upload, download) which includes generating, modifying, categorizing, saving, sending the following report types: a) Daily activity reports, incident reports, shift logs. b) Access to employee training records. c) Automated timekeeping for employees to check in/ heck out

of assigned post. d) Use of global positioning system (GPS) to track and/or locate

employees while in the performance of assignments. e) Accessibility to essential documents such as post orders,

contingency plans. f) Accessibility to daily and weekly shift schedules. g) Ability to take pictures (minimum of three (3)), record video,

save, view, and send. h) Ability for any user within the local network to disseminate,

send and receive information, instructions, procedures to all employees simultaneously

19.4 The Contractor must ensure the use of technological tools and accessibility is restricted to those identified in this Contract such as the Contractor, the Contractor’s employees and ADR.

19.5 The Contractor must provide to the ADR, security information describing level of or type of security to protect and keep secure any transaction as a result of any work or action that originates through the use of or which has originated from the use of the technological tools and any ancillary hardware or software used to support, operate and maintain the technological tools. The Contractor must maintain security of technological tools throughout the term of this Contract and any extensions.

19.6 The Contractor must incur all charges to operate and maintain the web

based service; procure, repair, upgrade, supplement and replace the technological tools. The Contractor must make available this technological tool at (1) the start of the Contract period to the ADR, (2) at each post



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assignment identified by the ADR, and (3) for each subsequent future post assignments for the entire term of this Contract to include any extensions.

20. STAFFING CONTINGENCY PLAN

20.1 The staffing contingency plan must describe separately and in detail, the procedures to be utilized for the following: 20.1.1 Emergency response plan as identified within Staffing

Requirements. 20.1.2 Timeframe for deploying or redeploying staff. 20.1.3 Plan for allocating additional coverage hours to minimize

overtime pay. 20.1.4 Compliance with the Arizona Department of Public Safety State

certification requirements. 20.1.5 Security badging and training plan for new and existing

employees. 20.1.6 Resolving routine staffing issues to ensure all posts maintain

required coverage. 20.1.7 Employee communication process to include disseminating

short notice security procedures for immediate implementation. 20.1.8 Other contingency related matters

20.2 If an employee is removed from the job site for failure to meet the standards of conduct or performance, the Contractor has one (1) hour to have a replacement on duty at the vacated post, backfilling with available officers (not on shift working a post), supervisors or management in the one (1) hour interim. The Contractor must inform the ADR when post has been filled.

21. TRAINING MANUAL (INITIAL, MONTHLY, RECURRENT AND ONGOING,

SUPPLEMENTAL AND TRAINING RECORD)

21.1 The Contractor must provide a training manual to the ADR. The Contractor must describe separately and in detail, plans for initial training, monthly and recurrent and on-going training. The Contractor at its own expense, must provide initial training, monthly, recurrent and on-going training, and any specialized training that would enhance, reinforce, benefit the knowledge and performance of its employees.



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21.1.1 The Contractor will incur all charges associated with employee training. The Contractor must develop lesson plans for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.

21.2 The Contractor must provide a means to measure and record the

employee's comprehension of each taught subject matter with the employee passing satisfactorily. Initial, monthly, recurrent and on-going, and supplemental training may occur in environments by on-the-job training, instructor led classroom, video, or web based learning management systems, site training and other methods that would assist with the understanding and application of the subject matter. All subjects related to training must be specific, measurable, achievable, results orientated and time sensitive.

21.3 In addition to the currently existing, all subsequent subjects for each initial, monthly and recurrent/ ongoing and supplemental training will require a lesson plan addressing each specific subject to be presented and provide policy, objectives and procedures associated with the subject. 21.3.1 The Contractor is responsible for the creation of lesson plans

that are approved by the ADR. 21.4 The ADR reserves the right to require the Contractor’s employees to repeat

any training if they fail to exercise the basic levels of knowledge required by the City-approved training manual and the Contractor’s training.

21.5 The Contractor is solely responsible for all costs associated with employee training (initial, monthly, recurrent and ongoing, and supplemental) and travel expenses associated with the training.

21.6 Costs of all other additional staff and activities, such as supervision,

administrative staff, contract management, shift briefings, transition periods regarding assigned posts, training, overtime, relief or break staff, equipment, airport badges, background screening, supplies, overhead, etc., must be included in the hourly rates.

Initial Training: The Contractor must describe in detail each subject below in separate and distinctive lesson plans. The policy, objectives and procedures for each lesson plan must include the following subject matters:

a) Customer service skills for internal and external customers. b) Company sponsored training.



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c) Communication skills. d) Passenger assistance and public relations. e) Vehicle safety procedures. f) Policies, procedures, rules and regulations for external and internal

post orders. g) A minimum of twelve (12) hours of airport orientation and

familiarization. h) On-the-job training specific to the posts the employee will be

assigned. i) Policies related to confrontational situations and self-defense. j) Methods of patrolling offices, terminals, concourses, outlying

buildings, parking areas, landside perimeter fence lines and any other Airport property to include notification procedures of unsafe and security related issues.

k) Employee conduct. l) Report writing to include how to prepare, draft, review and submit

relevant information for insurance, investigative or litigation purposes.

m) Radio communications to include radio operations for routine and emergency situations, as well as specific training on terminology and protocol to be used with the Airport Communications Center.

n) Evacuation procedures. o) Certified Red Cross instruction in cardiopulmonary resuscitation

(CPR) and training on the use of automated external defibrillators (AED’s) provided by a certified trainer or organization to conduct the training. Within thirty (30) days from date of hire, employees must have obtained and be in possession of certification cards acknowledgment of training receipt and completion in First Aid and CPR and be familiar with use of AED’s.

p) Alarm system orientation to include identification and discussion of various alarm devices found on City property.

q) Responding to and dealing with security access alarms and the various types of alarms to include procedures for assisting first responders with securing the event.

r) Inspection procedures for products and goods being delivered into the sterile area in support of all federal regulations.

s) Procedures, including all aspects of the access control system, escort program, emergency response plans, vehicle inspection program, etc.

t) Airport security badge rules and regulations to include initial and recurrent training on valid badge types and individual badge holder responsibilities.



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u) Serving customers with special needs in compliance with all applicable Americans with Disabilities Act requirements.

v) Terrorism awareness. w) Identifying behavioral patterns associated with suspicious activity

and suspicious items within the airport operating environment. x) Uniform, personal hygiene and appearance standards. y) Hand-wand metal detectors, conducting stadium style bag and purse

inspections, the use of portable badge readers and the visual recognition of weapons, drugs and other illegal items.

z) Applicable FEMA training courses to include ICS 200 - ICS for single resource and initial action incidents and IS 700 - Introduction to the National Incident Management System (NIMS). This training must be completed within one hundred eighty (180) days from hire date or in accordance with the ADR's direction.

21.7 Unless otherwise described as above, the Contractor is required to ensure

all security staff have successfully completed the initial training program before security staff are assigned to a post.

21.8 The Contractor must maintain records for the completion of training of each staff for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.

21.9 The Contractor is responsible for any costs incurred for employees to attend

and receive initial training.

21.9.1. Monthly Training: The Contractor must provide monthly training in response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Monthly training is at the expense of the Contractor and must include one (1) company-sponsored training subject and at least one (1) of the subjects listed in the initial training.

a) Subject matter must be related to safety, security and Airport

specific topics. A minimum of not less than thirty (30) minutes of monthly training is required for each employee assigned to this Contract. The Contractor must provide to the ADR, the subject matter to be presented for the respective month. The Contractor is responsible for any costs incurred for employees to attend and receive monthly training. Monthly training is separate from the quarterly staff meetings as identified in Section 25.



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21.9.2. Recurrent/Ongoing Training: The Contractor must provide on-going training in response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Recurrent and on-going training is at the expense of the Contractor and may include one (1) past subject company sponsored training or one (1) of the subjects listed in the initial training.

a) The intent of the recurrent and ongoing training is to address

those most recent incidences, activities and events that have occurred to ensure employees comprehend the impact and effect towards the Airports’ security.

b) ADR may provide subject matter to be presented for recurrent and ongoing training.

c) A minimum of fifteen (15) minutes of recurrent and ongoing training is required for each employee assigned to this Contract.

d) Recurrent and ongoing training is required twice per month within the same month and must occur no more than fourteen (14) days apart.

e) The Contractor is responsible for any costs incurred for employees to attend and receive recurrent and ongoing training.

f) Recurrent training is separate from the quarterly staff meetings as identified in Section 25.

21.9.3. Supplemental Training: The ADR reserves the right to require

supplemental training provided by the ADR and at the ADR's discretion to address increased or modified security requirements. Supplemental training may be incorporated as part of the monthly or recurrent and on-going training or separate from the two altogether. The Contractor must arrange and coordinate with the ADR Contractor's employee's participation. The Contractor is responsible for any costs incurred for employees to attend and receive supplemental training. Subject matter under the supplemental training may also be covered during the quarterly staff meetings identified in Section 25.

21.9.4. Training Record: The Contractor must keep and maintain training records of each employee's entire training history, achievements, certificates, etc. from the date of hire through termination. Training record will be in a format that is audit presentable and immediately or readily retrievable within twenty-



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four (24) hours from date and time of request. Training records must reflect the varying subject matter types of training employees received in the accepted and approved lesson plan format and be categorized into the types of training (initial, monthly, recurrent and on-going, and supplemental) to include any associated supporting documents indicating receiving and completing the training. The Contractor must provide standardized training material and documentation of completion results to the ADR upon request for any completed training.

a) The training manual and training record plan must be specific

and unique to address and fulfill the contract obligations at PHX.

22. QUALITY CONTROL PROGRAM

22.1 The Contractor must establish an internal Quality Control Program to

ensure that Contract requirements are met. a) The Quality Control Program must include live and on-site assignment

testing completed at least once a week on a random basis.

22.2 The Quality Control Program must include the following: a) Identifying and describing the responsibilities and positions of the staff

responsible for the Quality Control Program and the relationship to other staff being inspected.

b) Describing the types and methods of testing. c) Noting the dates and times of occurrences for quality control compliance

and outcome.

22.3 The Quality Control Program must provide descriptions of post inspections for all posts to include responsibilities of all employees, such as: a) Grooming appearances of all security guards. b) Maintenance of equipment and uniforms. c) Knowledge of post orders. d) All applicable updated post orders available at each location. e) Frequencies of inspections and whether they are announced or

unannounced f) Attendance (sign-in and sign-out checks) g) Procedures for correcting deficiencies and the timeframes for correction.



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h) Procedures for follow-up with Airport tenant or customer to ensure that the appropriate people have been informed and the situation has been documented and resolved.

i) Procedures to ensure that positive Airport tenant and customer relationships are maintained.

j) Procedures on how employees will maintain positive public relations with customers and team members served.

k) Procedures for maintaining training certification requirements and other quality controls as deemed necessary by the City.

l) Any other key performance indicators.

22.4 A summary report of the results of the Quality Control Program must be provided upon request to the ADR.

22.5 The Quality Control Plan must be specific and unique to address and fulfill the contract obligations at PHX.

23. PHASE-OUT AND TRANSITION PLAN

23.1 The Contractor recognizes that upon completion, termination, or expiration

of this Contract that a successor may continue these services and the successor will need phase-out training.

23.2 The Contractor must cooperate in order to effect an orderly and efficient transition.

23.3 Services provided under this Contract are vital to the City’s overall operations and continuity must be maintained at a consistently high level without interruption.

a) The Contractor must maintain complete responsibility for providing the

security guard services during its phase-out period. 23.4 The Contractor agrees to the following:

a) To cooperate with its successor in allowing as many staff as practical to

remain on the job in order to enhance the continuity and consistency of the security guard services.

b) To disclose necessary staff records. c) To allow successor to conduct on-site interviews with contract

employees, provided the Contractor obtains the consent of employees to disclose their records.



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d) To conduct interviews and provide disclosures that interviews are conducted in accordance with applicable laws, statutes, rules, regulations, and ordinances that have been passed, enacted or promulgated by any governmental body having jurisdiction over these matters.

24. SERVICE ORDERS

24.1 Service orders may be oral and followed by a written order from the ADR.

The service order will delineate the post location, number of positions required, description of duties, total hours, points of contact, work schedule, etc.

24.2 The ADR, at its best, will provide notice for new, scheduled post requests within twenty-four (24) hours to five (5) calendar days from the effective start date when security guard services are required.

24.3 The Contractor will provide the required security guard services for the new

scheduled post requested on the start date when security guard services are required.

24.4 The City will notify the Contractor of changes affecting an existing post. 24.5 The City will make every effort to notify the Contractor within twenty-four

(24) hours from effective date of changes affecting an existing post when possible.

24.6 The Contractor must provide coverage for such requests, new scheduled

post and existing post changes where coverage may range from one (1) to twenty-four (24) hours coverage, at one to several posts locations at a time, seven (7) days per week, lasting over a prescribed time period.

25. QUARTERLY STAFF MEETINGS AND OTHER MEETINGS

25.1 The Contractor must hold quarterly staff meetings for all employees. Meeting content must include the following: a) Dissemination of company and airport information b) Company training c) Airport facilitated training d) Employee recognition e) Guest presentations



CITY OF PHOENIX


Phoenix, AZ 85034


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25.2 The Contractor will be allowed to hold no more than a total of three (3) meetings within the same quarter to accommodate shift employees. a) Employees must attend one (1) of three (3) scheduled meetings based

on their availability and work schedule. b) Meeting length must be no more than two (2) hours. c) A formal agenda must be prepared by the Contractor and pre-approved

by the ADR. d) The Contractor must provide an attendee list to be submitted in the

monthly invoice. e) Attendee list must include date of event, names of employees attending

and signature.

25.3 The Contractor must bill the City at the security guard hourly rate for all attendees regardless of position or title at a maximum of two (2) hours per off-duty employee in attendance of the quarterly staff meetings. a) Excess of the maximum two (2) hours must be approved on a case-by-

case basis by the ADR.

25.4 Quarterly staff meetings are not substitutes for or to be credited toward compliance with the other types of training: initial, monthly or recurrent and on-going, each of which must remain separate and non-billable.

25.5 The cost of additional meetings, shift briefings, or make-up meetings outside of the maximum three (3) meetings required to properly disseminate information or provide training will be the responsibility of the Contractor.

25.6 The GM will attend weekly meetings with the ADR or designee at no

additional cost to the City. 25.7 The ADR will provide a formal meeting agenda. 25.8 The GM and ADR will track and resolve action items as required by the

ADR.

26. OUTSIDE EMPLOYMENT The Contractor’s employees will not be permitted to work in any other position at the Airports, Landside, or Airside. The Contractor will ensure that employees follow internal policies regarding outside employment.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

27. REPORTS AND DAILY REPORTING

27.1 All daily, periodic, and special reports must be submitted by the Contractor as required.

27.2 The GM must review and discuss incident reports and other security issues with the ADR.

27.3 In addition to the required reports as described within, the ADR reserves the right to request any and all reports deemed necessary from the Contractor in the performance and auditing of this Contract at no cost to the City.

27.4 The GM must review and discuss Operations Manual and Staffing Contingency Plan.

28. CONTRACTOR’S EQUIPMENT

28.1 The Contractor is responsible for the procurement, operations, and

maintenance of equipment at no cost to the City. a) The Contractor must provide such equipment to security officers at each

existing and future posts.

28.2 Communication System. The Contractor must operate and provide a continuous supply of an internal communications system that is capable of supporting direct internal communications for its employees, supervisory and management staff, external communications, Airport Communications Center, Airport Operation’s Supervisors, and other essential Airport staff for the entire term of this Contract and any extensions.

28.3 Each officer on assignment while in the conduct of their duties will have a Contractor-provided means of communication.

28.4 Employee’s on-duty must be in immediate and constant radio contact with all other employees on duty and with supervisor or management personnel using the Contractor-provided radio communication equipment.

28.5 The Contractor must provide a means of communication for all subsequent post assignments for the duration of the term of this Contract.

28.6 The Contractor is responsible for the operations, maintenance, procurement, repairs, and replacements of such items at no cost to the City.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

28.7 The Contractor will be provided with a limited number of City-owned radios and other equipment, as determined by the ADR, in order to communicate with the Airport Communications Center, Airport Operations, and for monitoring emergency radio traffic.

28.8 The City will provide replacement batteries and chargers.

28.9 Radio equipment provided by the City does not substitute or remove the requirement for the Contractor to provide each officer with a means of radio communications while performing his or her duties.

28.10 All radios, batteries, chargers, and related equipment furnished by the ADR must be returned in sound working order upon completion, termination, or expiration of this Contract or at the request of the ADR.

28.11 The Contractor is required to pay for the replacement of or the repair of any damage to the radios caused by employee negligence or misuse. The Contractor will pay the full replacement value for any lost radio.

28.12 The Contractor must ensure any employees assigned a radio are adequately trained on radio usage and protocol.

28.13 Miscellaneous items, such as paper, pens, notebooks, ink cartridges, flashlights, vehicle inspection mirrors, rain gear, heaters and air conditioning at site, will be the responsibility of the Contractor.

28.14 The ADR does not guarantee post accommodations for existing and subsequent posts for the entire term of this Contract.

28.15 The Contractor is solely responsible for uniforms, clothing, equipment, shelter, transportation, breaks and lunches, etc., all matters duly in support of post requirements and for the Contractor employees to perform the post orders.

28.16 Incident reports, daily activity reports, record keeping, scheduling, training record and curriculum, and reports as identified by the ADR will be accomplished.

29. Emergency Communication: The Contractor is required to have all employees posted at PHX, DVT, GYR, and any Airport facility in immediate contact with Sky Harbor Airport’s Emergency Services number 602-273-3311 and 911 Emergency, as applicable.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

30. VEHICLES:

30.1 The Contractor must provide all vehicles required to effectively and efficiently operate, manage, and support the services necessary to fulfill the requirements of this Contract.

30.2 All vehicles must be in good condition and serviceable. The Contractor is responsible for all costs associated with repairs, preventative maintenance, etc., necessary for the upkeep of the vehicles.

30.3 The ADR reserves the right to reject or approve a vehicle used by the Contractor.

30.4 Fuel fees for vehicles will be the responsibility of and paid by the Contractor.

30.5 The cost of fuel for vehicles in support of and for the duration of the contract shall be included as part of the Contractor’s proposed vehicle hourly rate.

31. VEHICLE MARKINGS Vehicles must be marked with the identification of the Contractor. The Contractor must submit to the ADR, a description (either photographic or otherwise) adequate to identify the color scheme and markings common to the Contractor’s vehicles. The proposed vehicle markings are due thirty (30) days after Council award of this Contract.

32. UNIFORMS

32.1 The Contractor must submit to the ADR a description and photo of its uniform for ADR approval.

32.2 The Contractor is responsible for obtaining required approvals from the Arizona Department of Public Safety as it relates to security guard attire and uniforms and badge type. a) The proposed uniforms are due thirty (30) days after Council award of

this Contract. b) The Contractor must provide uniforms appropriate to the post, or as

requested by the City, at no cost to the City, for summer and winter attire. c) Uniforms must include safety or security vests, hats, sunglasses, shoes,

pants, slacks, shorts, blouse, dress shirts, sports blazer, etc., and other articles of clothing as worn to enhance the presence of an authority figure and pertinent to the weather conditions.



CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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d) The Company’s policy will prevail for the proper attire with ADR having the final decision.

33. COMPLAINT RESOLUTION

33.1 If the Contractor receives written complaints from customers or staff

regarding the services provided, the Contractor must forward the complaints immediately and no greater than twenty-four (24) hours of incident occurring to the ADR for review. The Contractor must report immediately and no greater than twenty-four (24) hours of incident, infractions of airport security rules and regulations and procedures pertaining the involvement of any specific security guard employee towards airport staff, customers, and the general public using airport facilities.

33.2 In addition to complaints originating with the ADR, the Contractor must provide the ADR with a plan to resolve customer service complaints or issues. The Contractor must respond to the ADR in writing of its investigation process to any customer complaint.

33.3 The Contractor has forty-eight (48) hours to respond in writing from the date of the submitted written complaint or date and time the Contractor was notified of the complaint. The response must include the following:

a) Acknowledgment of the complaint b) Date and time of incident c) Summary of incident d) Investigation process e) Resolution process (verbal counseling, training, re-assignment,

suspension, termination) f) Prevention measures

g) Corrective Actions

33.4 As requested by the ADR, the Contractor is required to meet with the ADR to discuss issues and concerns related to the complaint resolution. Transportation and labor hour costs associated with this requirement will be paid by the Contractor. The meetings must be scheduled in advance and last for no more than one (1) hour per session.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

34. REMOVAL AND REPLACEMENT OF THE CONTRACTOR’S EMPLOYEES

34.1 The Contractor must remove any employee upon a determination that the individual has been assigned a duty for which he or she is not qualified, for either suitability or security reasons, or is found to be unfit in the performance of duties.

34.2 The ADR may request the removal of any employee determined to be in non-compliance with the qualifications or a failure to meet the requirements of this Contract. The Contractor shall bear all financial costs and legal responsibility (indemnification and hold harmless of the City) when removal or replacement is necessary as determined by the ADR.

35. LIQUIDATED DAMAGES

35.1 In addition to any other remedy available to the City at law or in equity, the

Contractor will be liable for and must pay to the City the amounts listed below for each violation by the Contractor of this Contract. The parties further agree that the amounts are reasonable and approximate the actual or anticipated loss to the City at the time and making of this Contract in the event that the Contractor commits a breach of this Section V. The parties acknowledge and agree to the fixed amounts set forth below because of the difficulty of proving the City’s actual damages in the event that the Contractor commits a breach of this Contract. The City may impose liquidated damages as follows:



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

1

Posting security sensitive airport related comments or photos on any website to include social websites.

$275 per violation

2 Violation of the established post orders. $275 per violation

3 Sleeping on duty, post vacancy - per shift occurrence. $275 per violation

4 Unauthorized use of City property, including official documents, badges, keys, or equipment.

$275 per violation

5 Falsifying official reports or documents. $275 per violation

6 Disclosing any official or Sensitive Security Information (SSI) without written permission from the ADR.

$275 per violation

7 Accepting or soliciting anything of value in connection with official duties.

$275 per violation

8 Using uniforms, or other official identification media for other than official business while on or off duty.

$275 per violation

9 Found responsible for a Class III or Class IV Notice of Violation as defined in the Aviation Department Rules and Regulations.

$275 per violation

10 Failure to use alternative fuel or provide proof of using alternative fuel.

$275 per violation

11 Failure to comply with Contract stipulations or plans provided to the ADR in response to this RFP.

$275 per violation

12 Failure to deactivate badge within one (1) business day of employee leaving employment.

$275 per violation

13 Possessing a deadly weapon as defined by Arizona law (A.R.S. § 13-3101(A)(1)).

$275 per violation

14 Failure to comply with the staffing requirements of any post. $275 per violation

35.2 Prior to the imposition of liquidated damages, the Contractor will be notified

in writing by the City. The City’s notice will include a brief narrative apprising the Contractor of the time, place, and nature of the violation(s). The notice will set forth those facts substantiating the violation. The Contractor will be afforded an opportunity to respond, in writing, within twenty-four (24) hours from date and time of the notice. The response will be evaluated by the Aviation Director.

35.3 The finding of a violation is at the discretion of the Aviation Director to determine whether to uphold or reverse the violation. The Contractor must agree to properly cure any default within three (3) business days from the date the notice of default is sent by the City. If the unsatisfactory condition is not corrected within three (3) business days, then liquidated damages may be applied at the discretion of the ADR.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

35.4 All amounts owed by the Contractor are due and payable to the City within thirty (30) calendar days after the notice of violation. The amount payable will be deducted from the Contractor’s invoice on the next month’s invoice statement.

36. PERFORMANCE BOND

A performance surety in the amount of $140,000.00 must be provided by the Contractor immediately after notice of Contract award. The City will not issue a written purchase order or give notice to proceed in any form until the surety is received by the Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A certificate of deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City and the Contractor and the Contractor endorses the CD over to the City at the beginning of the contract term. Interest earned on the CD may be retained by the Contractor.

SECTION VI – SUBMITTALS AIRPORT SECURITY GUARD SERVICES

(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

Airport Security Guard Services

NON-REGULATORY

PRICING

Note: Prices offered shall not include applicable state and local taxes. The City will pay all

applicable taxes. For the purposes of determining the lowest cost, the City will

not take tax into consideration. Taxes must be listed as a separate item on all

invoices.

Item No. Description Unit Price per Hour

1. Security Guard $

2. Supervisor $

3. General Manager $

4. Vehicle $


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

1. Please submit only the Submittal Section. Do not submit a copy of the entire solicitation document. Offeror must submit the following: 1.1 Proof of Small Business in a separate sealed envelope. See Section III

– Solicitation Instructions Security Guard Services (Non-Regulatory). 1.2 1.3 One (1) original single-sided proposal (marked original)

1.4 Six (6) hard copies (double-sided) of the proposal.

One (1) electronic copy of the proposal on a USB drive, using Microsoft Word, Excel, or unlocked pdf format and in the same page order as the hard copy.

2. OFFER SUBMITTAL FORMAT: The written Offer must be signed by an individual

authorized to bind Offeror and should provide the name, title, e-mail address and telephone number of individuals with authority to contractually bind Offeror and who may be contacted during the evaluation period. Offers should be:

Typewritten for ease of evaluation;

Submitted in a binder, preferably using double-sided copying and at least

30% post-consumer content paper;

Signed by an authorized representative of the Offeror;

Submitted with contact information for the individual(s) authorized to

negotiate with the City;

Submitted with a table of contents and tabbed according to the following

major sections:

Tab 1 Table of Contents with page numbers

Tab 2 General Information

a. Proposal guarantee

b. Solicitation Conflict of Transparency Disclosure Form

c. Business References

Tab 3 Minimum Qualifications

Tab 4 Company Qualifications and Experience

Tab 5 General Manager Qualifications and Experience

Tab 6 Business and Operations Plan and Method of Approach

to Scope of Work

Tab 7 Pricing

Tab 8 Submittal Section

Tab 9 Signed Addenda (if applicable)


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

3. Offers that do not follow the specified format or that are incomplete, obscure, conditional, or contain additions not requested, exceptions to material provisions, or irregularities of any kind, will be deemed non-responsive and rejected.

4. The original proposal response and each hard copy must be submitted separately in a three-ring 8.5” x 11” binder. Proposals are limited to seventy-five (75) double-sided sheets (150 pages total), letter-size typewritten pages in twelve (12) point Arial font using 30% post-consumer content paper. The pages of each proposal must be numbered. Attachments, resumes and tabs separating pages are not included in the page limit.

5. This Offer will remain in effect for a period of one hundred eighty (180) days from the RFP opening date and is irrevocable unless it is in the City’s best interest to do so.

6. COSTS AND PAYMENTS: PAYMENT TERMS & OPTIONS: Offerors must choose an option. If a box is not checked, the City will default to 0% - net 45 days:

Offeror offers a prompt payment discount of either _______% - 30 days or 0% – 45 days - to apply after receipt of invoice or final acceptance of the products (invoice approval), whichever date is later, starts the thirty (30) days. If no prompt payment discount is offered, the default is 0%, net 45 days; effective after receipt of invoice or final acceptance of the products, whichever is later. Payment terms offering a discount will not be considered in the price evaluation of your Offer.

Offeror may be paid immediately upon invoice approval, if enrollment is made to the Contractor may be paid immediately upon invoice approval, if enrollment is made to the Single Use Account (SUA) Program administered by the City’s servicing bank (Bank). By checking this box, Offeror accepts transaction costs charged by its merchant bank and agrees not to transfer to the City those extra charges. The City will not pay an increase in our services for the SUA charges; if an audit uncovers an upcharge for the SUA charges, then Offeror will owe the City all costs. Offeror may opt out of the SUA program once, but then may not rejoin during the same Contract term.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

7. BUSINESS REFERENCES: Offeror will furnish the names, addresses, and

telephone numbers of firms or government organizations for which Offeror is currently furnishing or has furnished, completed service for security guard services. Company Name Address Reference

Telephone Number Email address

Company Name Address Reference Telephone Number Email address Company Name Address Reference Telephone Number Email address


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

OFFER TO THE CITY OF PHOENIX: The undersigned hereby offers and agrees to furnish the material and or services in compliance with all terms, conditions, specifications, and addenda issued as a result of this RFP and any written exceptions in the Offer. Arizona Sales Tax No.

Use Tax No. for Out-of-State Suppliers

City of Phoenix Sales Tax No.

Arizona Corporation Commission File No.

Taxpayer’s Federal Identification No.: If recommended for Contract award, Offeror agrees to provide its federal taxpayer identification number or, as applicable, his or her social security number to the City for the purposes of reporting to the appropriate taxing authorities, monies paid by the City under the awarded Contract. If the Offeror provides his or her social security number, the City will only share this number with appropriate state and federal officials. This submission is mandatory under 26 U.S.C. § 6041.

Enter City’s Registration System ID Number Located at City’s eProcurement website (see SECTION I – INSTRUCTIONS - CITY’S REGISTRATION)

Offeror has read, understands, and will willfully and faithfully comply with this RFP, its attachments and any referenced documents. Offeror certifies that the prices offered were independently developed without consultation with any other Offeror or potential Offerors.

___________________________ __________________________ Authorized Signature Date

___________________________

(LLC, Inc., Sole Proprietor) Printed Name and Title (Member, Manager, President)

Address City, State and Zip Code Telephone Number Company’s Fax Number Company’s Toll Free # Email Address


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the material(s) or service(s) listed by the attached

contract and based upon the solicitation, including all terms, conditions, specifications,

amendments, etc. and the Contractor’s Offer as accepted by the City.

This Contract shall henceforth be referred to as Contract No. . The

Contractor has been cautioned not to commence any billable work or provide any

material or service under this contract until Contractor receives purchase order, or

contract documentation.

CITY OF PHOENIX

An Arizona Municipal Corporation

Ed Zuercher, City Manager

_________________________________ Awarded this _____day of ________________2019

Charlene V. Reynolds

Assistant Aviation Director

__________________________________

City Clerk

Approved as to form this 19th day of January 2017. This document has been approved as to form

by the City Attorney and is on file with the City Clerk. It need not be submitted to the City

Attorney for approval unless the form document is altered.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

CONFLICT OF INTEREST AND SOLICITATION TRANSPARENCY FORM

This form must be signed and submitted to the City and all questions must be answered or your Offer may be considered non-responsive.

1. Name of person submitting this disclosure form.

First MI Last Suffix

2. Contract Information

Solicitation # or Name:

3. Name of individual(s) or entity(ies) seeking a contract with the City (i.e. parties to

the contract)

4. List any individuals(s) or entity(ies) that are partners, parent, joint venture or

subsidiaries of the individual or entity listed in Question 3. Please include all Board

members, executive committee members and officers for each entry. If not

applicable, indicate N/A.

5. List any individuals or entities that will be subcontractors on this contract or

indicate N/A.

Subcontractors may be retained, but not known as of the time of this

submission.

List of subcontracts, including the name of the owner(s) and business name:

6. List any attorney, lobbyist, or consultant retained by any individuals listed in

Questions 3, 4, or 5 to assist in the proposal or seeking this the resulting contract.

If none, indicate N/A.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

7. Disclosure of conflict of interest:

Are you aware of any fact(s) with regard to this solicitation or resulting contract that

would raise a “conflict of interest” issue under City Code Section 43-34?

“An elected City official or a City employee shall not represent any person or business for

compensation before the City regarding any part of a procurement, including any

resulting contract, if during the time the elected official is or was in office or the

employee is or was employed by the City such elected official or employee played a

material or significant role in the development of the solicitation, any other part of the

procurement, or the contract award.”

I am not aware of any conflict(s) of interest under City Code Section 43-34.

I am aware of the following potential or actual conflict(s) of interest:

8. Notice Regarding Prohibited Interest in Contracts

State law and the Phoenix City Charter and Code prohibit public officers or employees, their close relatives, and any businesses they, or their relatives, own from (1) representing before the City any person or business for compensation, (2) doing business with the City by any means other than through a formal procurement, and (3) doing business with the City without disclosing that the person has an interest in the contract. This prohibition extends to subcontracts on City contracts and also applies to parent, subsidiary, or partner businesses owned by a public officer or employee. See A.R.S. Sections 38-501 to 38-511, for more information (City Charter, Chapter 11, applies the state conflict-of-interest law to City employees). Please note that any contract in place at the time a person becomes a public officer or employee may remain in effect. But the contract may not be amended, extended, modified, or changed in any manner during the officer’s or employee’s city service without following city administrative regulations.

Are you aware of any fact(s) with regard to this contract that would raise a

“conflict of interest” issue under A.R.S. Sections 38-501 to 38-511? (See

Arizona Revised Statutes regarding conflict of interest at www.azleg.gov).

I am not aware of any conflict(s) of interest under Arizona Revised Statutes

Sections 38-501 to 38-511.

I am aware of the following conflict(s) of interest:

http://www.azleg.gov/


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

9. Acknowledgements

Solicitation Transparency Policy – No Contact with City Officials or Staff During Evaluation

I understand that a person or entity who seeks or applies for a city contract, or any

other person acting on behalf of that person or entity, is prohibited from contacting

city officials and employees regarding the contract after a solicitation has been

posted.

This “no-contact” provision only concludes when the contract is awarded at a City

Council meeting. If contact is required with City official or employees, the contact will

take place in accordance with procedures by the City. Violation of this prohibited

contacts provision, set out in City Code Sections 43-34 & 43-36, by respondents, or

their agents, will lead to disqualification.

Fraud Prevention and Reporting Policy

I acknowledge that the City has a fraud prevention and reporting policy in

Administrative Regulation 1.2, available on the City’s Phoenix.gov website. I will

report fraud, suspicion of fraud, or any other inappropriate action to: telephone no.

602-261-8999 or 602-534-5500 (TDD); or [email protected].

The purpose of the fraud policy is to maintain the City's high ethical standards. The policy includes a way for our business partners to report wrongdoing or bad behavior. Suspected fraud should be reported immediately to the Phoenix Integrity Line. The City has adopted a zero-tolerance policy regarding fraud and will investigate any suspected or actual fraud.

OATH

I affirm that the statements contained in this form, including any attachments, to the best of my knowledge and belief are true, correct, and complete. Should any of the answers to the above questions change during the course of the contract, particularly as it relates to any changes in ownership, applicant agrees to update this form with the new information within 30 days of such changes. Failure to do so may be deemed a breach of contract.

PRINT NAME TITLE

SIGNATURE DATE

COMPANY (CORPORATION, LLC, ETC.) NAME and DBA

https://www.phoenix.gov/


SECTION VII – ATTACHMENTS AIRPORT SECURITY GUARD SERVICES

(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT A

Airport Security Guard Services (Non-Regulatory)

Company Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Company overview and organizational chart. 2. Information on company's background and qualifications. 3. Industry or governmental agency designations and certifications. 4. Summary of company's management team, key staff assigned to the contract and qualifications.

5. Description of team members to include description of experience, qualifications, educational background, and resumes. 6. Summary of company’s past and current security guard contract experience at a government regulated or commercial facility where a staff of sixty (60) or fewer full-time security guards were maintained.

7. Identify at least two (2) continuous years of relevant experience within the last five (5) years in successfully providing security services commensurate with the scope and scale indicated in this RFP.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT B


General Manager Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Resume of the general manager.

2. Summary of general manager security guard services management experience at

a government regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained.

3. Identify at least two (2) continuous years of relevant experience within the last five (5) years.

4. Summary of the general manager’s education and specific security industry training related to airports, law enforcement, or related military service.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C

Summary Page


Business and Operations Plan and Method of Approach to Scope of Work Offerors must carefully consider the business requirements, associated costs, and lead times necessary to develop, at a minimum, the areas defined in Attachment C-1 through C- 7: 1. Phase-In Staffing Plan (Attachment C-1)

2. Recruitment and Retention Plans (Attachment C-2)

3. Program Management Plan (Attachment C-3)

4. Operations Manual (Attachment C-4)

5. Staffing Contingency Plan (Attachment C-5)

6. Quality Control Program (Attachment C- 6)

7. Phase Out and Transition Plan (Attachment C-7)


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-1


Phase-In Staffing Plan Offerors must provide an executive summary that addresses the following items, at a minimum: 1. The methodology and schedule to provide a successful and seamless transition.

2. Identify transition time period from start to completion date.

3. Identify milestones within the transition period.

4. Contingency plans if milestones are not met.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-2


Recruitment and Retention Plans Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Describe types of advertising or other methods for recruitment of security guards.

2. Provide list of criteria for identifying potential candidates.

3. Describe the process, i.e., how, when, and timeline to interview predecessor

contract staff.

4. Describe commencement and completion dates for recruitment in support of Phase- In Staffing Plan.

5. Describe incentive program to deter employee attrition and promote stability.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-3


Program Management Plan Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Names, assignments, and duties of all key staff.

2. Describe timekeeping, billing and accounting procedures.

3. Describe how Offeror will ensure the full dissemination, including the level of

frequency of information, policy, procedures, problems, concerns, etc., to all its managers and staff throughout the term of the contract.

4. Describe plan ensuring coverage of posts during staff meal times and other breaks.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-4


Operations Manual Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Describe how Offeror will resolve customer service concerns. 2. Describe employee communication process, to include disseminating short notice

security procedures for immediate implementation.

3. Describe the use of technology to track labor hours and prepare invoices for services provided.

4. Describe the use of technology to automate timekeeping as a method to track and

record employees work schedules at their on-site assigned posts, i.e., “Check-in and check-out” at the assigned post.

5. Describe the use of a technological tool (platform, equipment, etc.) that allows for

twenty-four hours, seven days per week (24/7) web-based real time reporting and accessibility to files and documents (view, upload, download) which includes generating, modifying, categorizing, saving, and sending the following type of reports: a. Daily activity reports, incident reports and shift logs. b. Access to employee training records. c. Automated timekeeping for employees to check in and check out of assigned

posts. d. Use of Global Positioning System (GPS) to track and locate employees while

in the performance of assignments. e. Accessibility to essential documents such as post orders and contingency

plans. f. Accessibility to daily and weekly shift schedules. g. Ability to take pictures (minimum of 3), record video, save, view, and send. h. Ability for any user within the local network to disseminate, send and receive

information, instructions and procedures to all employees simultaneously.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-5


Staffing Contingency Plan Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Describe an Emergency Response Plan as identified within the Staffing

Requirements.

2. Describe a timeframe for deploying or redeploying staff. 3. Describe a method for compliance with the Arizona Department of Public Safety

State certification requirements.

4. Describe a resolution process for routine staffing issues to ensure all posts maintain required coverage.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-6


Quality Control Program

Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Identify and describe the responsibilities and positions of the staff responsible for

the Quality Control Program and the relationship to other staff being inspected.

2. Describe the types and methods of testing.

3. Describe a procedure for correcting deficiencies and the timeframes for correction.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-7


Phase Out/Transition Plan

Offerors must provide an executive summary that addresses the following items, at a minimum: 1. CONTRACTOR MUST MAINTAIN COMPLETE RESPONSIBILITY FOR

PROVIDING THE SERVICES DURING ITS PHASE-OUT PERIOD.

1.1. Describe how Offeror will cooperate with its successor in allowing as many staff as practical to remain on the job in order to enhance the continuity and consistency of these services.

1.2. Describe how Offeror will allow successor to conduct on-site interviews with contract employees provided Contractor obtains the consent of said employees to disclose their records.

2. OFFEROR MUST ACKNOWLEDGE AND CONFIRM FULL COOPERATION

WITH THE FOLLOWING:

2.1. Offeror recognizes that upon completion, termination, or expiration of this Contract that a successor may continue these services and said successor will need phase-in training.

2.2. Offeror must cooperate in order to effect an orderly and efficient transition.

Services provided under this Contract are vital to the City’s overall operations and continuity thereof must be maintained at a consistently high level without interruption.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

SUPPLEMENTAL TERMS AND CONDITIONS TO ALL AIRPORT AGREEMENTS

1. Definitions

1.1. "Airport" means Phoenix Sky Harbor International Airport, Phoenix Deer Valley Airport and/or Phoenix Goodyear Airport, in accordance with the context of the contract.

1.2. "contract" includes any and all City of Phoenix Aviation Department

contracts, subcontracts, agreements, leases, subleases, licenses, permits, concessions or other documents, however denominated that grant or convey a right or privilege on an Airport, and to which this Exhibit is annexed and made a part thereof.

1.3. "Contractor" means every lessee, sublessee, licensee, permittee,

concessionaire or other person, firm or corporation exercising a right or privilege on an airport pursuant to a contract, and includes Contractor's heirs, personal representatives, successors-in-interest and assigns.

1.4. "Premises" means the leasehold or site occupied by Contractor pursuant to

the lease, license or permit that is the subject of the contract. 2. Assurances

2.1. Contractor shall furnish its services on a fair, equal and not unjustly discriminatory basis to all users of the Airport.

2.2. Contractor shall charge fair, reasonable and not unjustly discriminatory

prices for each unit or services; provided that, Contractor may be allowed to make reasonable and non-discriminatory discounts, rebates or other similar types of price reductions to volume purchasers. Non-compliance with this requirement shall be a material breach of the contract for which the City of Phoenix shall have the right to terminate the contract and any estate created herewith, without liability therefor; or, at the election of the City of Phoenix or the United States, either or both of said Governments shall have the right to judicially enforce said requirement.

2.3. Contractor warrants that no person shall, on the grounds of race, creed,

color, national origin, sex, age or disability, be excluded from participating in any activity conducted on or from the Premises, or otherwise be excluded from the benefits offered by Contractor to the general public. Contractor further warrants that it will comply with all pertinent statutes, Executive


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

Orders, and rules promulgated thereunder, to assure that no person is excluded on the grounds of race, creed, color, national origin, sex, age, or disability, including, without limitation, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.

2.4. As a part of the consideration for the contract, Contractor does hereby

covenant and agree that in the event facilities are constructed, maintained, or otherwise operated on the Premises for a purpose for which a DOT program or activity is extended for another purpose involving the provision of similar services or benefits, Contractor shall maintain and operate such facilities and services in compliance with all other requirements imposed pursuant to Code of Federal Regulations, Title 49, DOT, Subtitle A, Office of the Secretary of Transportation, Part 21-Nondiscrimination in Federally-Assisted Programs of the Department of Transportation--Effectuation of Title VI of the Civil Rights Act of 1964, as said regulations exist and may be amended from time-to-time.

If the contract is a lease, then this Covenant is hereby made a covenant running with the land for the term of the lease, and is judicially enforceable by the United States.

2.5. As a part of the consideration of the contract, Contractor does hereby

covenant and agree that: (1) no person on the grounds of race, color or national origin shall be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities; (2) in the construction of any improvements on, over or under such Premises and the furnishing of services thereon, no person on the grounds of race, color or national origin shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination; and that the contractor shall use the Premises in accordance with all other requirements imposed pursuant to 49 C.F.R. Part 21, as it may be amended.


2.6. The foregoing discrimination covenants are a material part of the contract

and for breach thereof the City of Phoenix shall have the right to terminate the contract and to reenter and repossess the Premises and facilities thereon, and hold the same as if said contract had never been made. This provision does not become effective until the procedures of 49 C.F.R. Part 21 are followed and completed, including expiration of appeal rights.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

2.7. Contractor agrees to insert the foregoing six provisions in any contract by which Contractor grants a right or privilege to any person, firm or corporation to render accommodations and/or services to the public on or from the Premises.

2.8. Contractor agrees that it will undertake an affirmative action plan in

conformance with 14 C.F.R. Part 152, Subpart E, to insure that no person shall on the grounds of race, creed, color, national origin or sex be excluded from participating in any employment, contracting or leasing activities covered in 14 C.F.R. Part 152, Subpart E. Contractor assures that no person will be excluded on such grounds from participating in or receiving the services or benefits of any program or activity covered by Subpart E. Contractor further agrees that it will require its covered suborganizations to provide assurances to Contractor that they similarly will undertake affirmative action programs and that they will require like assurances from their suborganizations, as required by 14 C.F.R. Part 152, Subpart E.

2.9. City of Phoenix reserves the right to further develop, improve, repair and

alter the Airport and all roadways, parking areas, terminal facilities, landing areas and taxiways as it may reasonably see fit, free from any and all liability to Contractor for loss of business or damages of any nature whatsoever to Contractor occasioned during the making of such improvements, repairs, alterations and additions.

2.10. The City of Phoenix reserves the right, but is in no way obligated to

Contractor, to maintain and keep in repair the landing area of the Airport and all publicly owned facilities of the Airport, together with the right to direct and control all activities of Contractor in this regard.

2.11. Contractor acknowledges that the contract is subordinate to any existing or

future agreement between the City of Phoenix and the United States concerning the development, operation or maintenance of the Airport. In the event that FAA or its successors require modifications or changes in the contract as a condition to the obtaining of funds for improvements at the Airport or as a requirement of any prior grants, Contractor hereby consents to any and all such modifications and changes as may be reasonably required and agrees that it will adopt any such modifications or changes as part of the contract.

2.12. The contract is subordinate to the reserved right of the City of Phoenix, its

successors and assigns, to occupy and use for the benefit of the public the airspace above the Premises for the right of flight for the passage of aircraft. This public right of flight shall include the right to cause in said airspace any


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

noise inherent in the operation of any aircraft through said airspace or in landing at or taking off from, or operation on an Airport.

2.13. Contractor agrees to comply with the notification and review requirements

as required by Title 14 of the Code of Federal Regulations, 14 C.F.R. Part 77- Objects Affecting Navigable Airspace, in the event future construction of a structure is planned for the Premises, or in the event of a planned modification of a structure on the Premises. Contractor shall submit the required FAA Form 7460-1— Notice of Proposed Construction or Alteration—and provide documentation showing compliance with the federal requirements. Once the FAA has completed the aeronautical study, Contractor shall provide to the City of Phoenix the FAA determination letter on proposed construction and any impact to air navigation. Contractor covenants for itself, its successors and assigns that it will not erect or permit the erection of any structure or permit the growth of any tree, on the Premises above the mean sea level elevation for: (1) Phoenix Sky Harbor International Airport, 1,133 feet; (2) Phoenix Goodyear Airport, 968 feet; (3) Phoenix Deer Valley Airport, 1,476 feet. As a remedy for the breach of said covenant the City of Phoenix reserves the right to enter upon the Premises and remove the offending structure or cut the offending tree, all at the expense of Contractor.

2.14. Contractor, by accepting the contract, covenants for itself, its successors

and assigns that no use will be made of the Premises that might in any manner interfere with the landing and taking off of aircraft from the Airport, or otherwise constitute a hazard to air navigation. As a remedy for the breach of said covenant the City of Phoenix reserves the right to enter upon the Premises and cause the abatement of such interference, all at the expense of Contractor.

2.15. Contractor acknowledges that nothing contained in the contract shall be

construed to grant or authorize the granting of an exclusive right within the meaning of 49 U.S.C. §40103(e).

2.16. The contract and all the provisions hereof are subordinate to whatever rights

the United States now has or in the future may acquire affecting the control, operation, regulation and taking-over of the Airport, or the exclusive or non-exclusive use of the Airport by the United States during a time of war or national emergency.

2.17. If the contract involves construction, the contractor shall carry out the project

in accordance with FAA airport design, construction and equipment standards and specifications current on the date of project approval.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

2.18. Contractor is encouraged to use fuel and energy conservation practices. 3. City of Phoenix Equal Employment Opportunity Requirement

3.1 If Contractor is by the contract a supplier to, or lessee of, the City, then the requirements of the Phoenix City Code, Chapter 18, Article V applies, including the agreement that:

“Any supplier/lessee in performing under the contract shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The supplier and/or lessee shall ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability, and shall adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort, and responsibility, and that are performed within the same establishment under similar working conditions. Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with the contract.” Supplier/lessee further agrees that this clause will be incorporated in all subcontracts, job-consultant agreements or subleases of this agreement entered into by supplier/lessee.

If the supplier/lessee employs more than thirty-five employees, the following language shall be included as the last paragraph to the clause above: “The supplier/lessee further agrees not to discriminate against any worker, employee or applicant, or any member of the public, because of sexual orientation or gender identity or expression and shall ensure that applicants are employed, and employees are dealt with during employment without regard to their sexual orientation or gender identity or expression.”

3.2 Documentation. Suppliers and lessees may be required to provide additional documentation to the Equal Opportunity Department affirming that a nondiscriminatory policy is being utilized.


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

3.3 Monitoring. The Equal Opportunity Department shall monitor the employment policies and practices of suppliers and lessees subject to this article as deemed necessary. The Equal Opportunity Department is authorized to conduct on-site compliance reviews of selected firms, which may include an audit of personnel and payroll records, if necessary.

4. Immigration Reform and Control Act of 1986 (IRCA)

Contractor understands and acknowledges the applicability of the IRCA to it. Contractor agrees to comply with the provisions of IRCA as it applies to its activities under the contract and to permit the City of Phoenix to inspect its personnel records to verify such compliance.

5. Conflict of Interest

Contractor acknowledges that the terms and conditions of Arizona Revised Statutes (A.R.S.) § 38-511 are incorporated into the contract.

6. Legal Worker Requirements The City is prohibited by A.R.S. § 41-4401 from awarding an agreement to any

contractor who fails, or whose subcontractors fail, to comply with A.R.S. § 23-214(A). Therefore, Contractor agrees that:

6.1. Contractor and each subcontractor it uses warrants their compliance with

all federal immigration laws and regulations that relate to their employees and their compliance with § 23-214, subsection A.

6.2. A breach of warranty under paragraph 1 shall be deemed a material breach

of the Agreement and is subject to penalties up to and including termination of the Agreement.

6.3. The City retains the legal right to inspect the papers of the Contractor or subcontractor employee(s) who work(s) on this Agreement to ensure that Contractor or subcontractor is complying with the warranty under paragraph 1.

7. Disadvantaged Business Enterprise Requirements

7.1. To the extent that the contract is covered by 49 C.F.R. Part 26, Contractor agrees that the contract is subject to the requirements of the U.S. Department of Transportation Regulations at 49 C.F.R. Part 26. The Contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of the contract. The


(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

Contractor shall carry out applicable requirements of 49 C.F.R. Part 26 in the award and administration of DOT assisted contracts. Failure by the Contractor to carry out these requirements is a material breach of the contract, which may result in the termination of the contract or such other remedy as the recipient deems appropriate.

Contractor agrees to include the foregoing statement in any subsequent contract that it enters and cause those businesses to similarly include said statement in further agreements.

7.2. To the extent that the contract is a concession agreement covered by

49 C.F.R. Part 23, the concessionaire or contractor agrees that it will not discriminate against any business owner because of the owner's race, color, national origin, or sex in connection with the award or performance of any concession agreement, management contract, or subcontract, purchase or lease agreement, or other agreement covered by 49 C.F.R. Part 23.

The concessionaire or contractor agrees to include the above statements in any subsequent concession agreement or contract covered by 49 C.F.R. Part 23, that it enters and cause those businesses to similarly include the statements in further agreements.

8. No Boycott Provision

If Contractor is providing services, supplies, information technology, or construction work for City of Phoenix by entering into the contract, Contractor certifies that it is not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Israel, as defined in A.R.S. § 35-393 et al.

1290643 Rev. 07/26/17

SECTION VIII – EXHIBIT A AIRPORT SECURITY GUARD SERVICES

(NON-REGULATORY)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

SAMPLE

Monthly Billing Summary

Post and Location Contracted

Hours Actual Hours

Billed Variance in

Hours Notes and explanations:

date/times/reason Post and Locations

Contracted Hours

Actual Hours Billed

Variance in Hours

Notes and Explanations: date / times / reasons

Manager xxx xxx xxx

Supervisor

Post Name xxx xxx

Post Name xxx xxx xxx





TOTAL

AIRPORT SECURITY GUARD SERVICES (REGULATORY-EXTERNAL)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)


REGULATORY - EXTERNAL

SECTION IX – SOLICITATION INSTRUCTIONS AIRPORT SECURITY GUARD SERVICES

(REGULATORY-EXTERNAL)

CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)















□ 12. The mailing envelope clearly shows your company name and address, this RFP number, and the Offer opening date.




CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

1. MINIMUM QUALIFICATIONS (REGULATORY-EXTERNAL):

1.1. Offerors must submit an executive summary that does not to exceed five (5) pages and addresses the following items: 1.1.1. Offeror’s employees must be employed directly by Offeror. 1.1.2. Demonstrate and identify that it possesses at least three (3)

continuous years of relevant experience within the last ten (10) years in successfully providing security guard services commensurate with the scope and scale indicated in this RFP.

1.1.3. Describe Offeror’s current or previous security guard contract experience at a 49 C.F.R. Part 1542 regulated airport or other federally regulated facility where a staff of sixty (60) or more full-time security guards were successfully maintained.

1.1.4. Briefly describe Offeror’s financial capability to perform and provide security guard services under the contract.

1.2. Offerors must also provide a list of current contracts.

1.3. Offerors must provide three (3) verifiable references, excluding PHX.

1.4. At the time of Offer submittal, Offerors shall possess, as well as maintain, a

Designation under the Federal Support Anti-Terrorism by Fostering Effective Technologies Act of 2002, also known as the “SAFETY Act”. Offeror must provide proof of the Designation by submitting a copy of the Department of Homeland Security (DHS) Certificate of SAFETY Act Designation Letter describing the approved technologies included in the Designation, the Designation termination date and the liability insurance required to be maintained by Offeror.

1.5. The SAFETY Act Designation must include all important tasks and

anticipated tasks required in this Contract to include:

1.5.1 The recruitment, selection and training of personnel to prevent the introduction of explosives, weapons, and unauthorized personnel into the secured facilities

1.5.2 Vehicle inspections

1.5.3 Screening and inspecting airport employees and their belongings 1.6. Any Offer that does not meet all the above minimum qualifications will be




CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

2. PREPARATION OF OFFER



However, no Offeror, entity, or person affiliated with an Offeror may submit

multiple proposals. If multiple Offers are received from an Offeror or

affiliated entities or persons, ALL proposals from that Offeror and those

affiliated entities or persons will be deemed non-responsive and rejected.




2.3. Offerors may copy Submittal forms, if necessary. Erasures, interlineations, or

other modifications of an Offer must be initialed in original ink by the authorized

person signing the Offer. No Offer may be altered, amended, or withdrawn after

the specified Offer due date and time. The City is not responsible for Offeror’s

errors or omissions.



requirement that may not be clear and to check all responses for accuracy before

submitting an Offer. Negligence in preparing an Offer confers no right of

withdrawal its Offer after due date and time. Offerors are strongly encouraged to:

2.5.1. Consider applicable laws and economic conditions that may affect cost,

progress, performance, or furnishing of the products or services.

2.5.2. Study and carefully correlate Offeror’s knowledge and observations with

this RFP and other related data.

2.5.3. Promptly notify the City of all conflicts, errors, ambiguities, or

discrepancies that Offeror has discovered in or between this RFP and

other related documents.

2.5.4. The City will not reimburse any Offeror for the cost of developing,

presenting, or providing any response to this RFP. Offers submitted for

consideration should be prepared simply and economically, providing

adequate information in a straightforward and concise manner. The



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

Offerors are responsible for all costs incurred in responding to this RFP.

All materials and documents submitted in response to this RFP are the

property of the City and will not be returned.




this RFP. Offers that offer less than any minimum specifications or criteria

specified are not responsive and should not be submitted.





Offers submitted without this product information may be considered non-



2.5.7. Prices must be submitted on a per unit basis by line item, when applicable.

If a disparity arises between the unit price and extended price, the unit

price will prevail, unless obviously in error.

3. EXCEPTIONS: Offerors must comply with all of the requirements specified in this

RFP. The City encourages Offerors to send inquiries to the Procurement Officer

rather than including exceptions in their Offer.

3.1. If an Offeror has exceptions based on the Scope of Work, then Offeror must include a list of exceptions to the requirements of this RFP and attachment documents, if any, stated on a separate page labeled “Exceptions Statement.” Offeror must identify the reason for the requested change, provide alternate language and provide an explanation.

3.2. It is the intent of the City to award a Contract on a fair, competitive basis. For this reason, the City may view any “exception” to any material condition or requirement of this RFP as an attempt by the Offeror to vary the terms of this RFP that may result in giving the Offeror an unfair advantage. For this reason, the City will, in its sole discretion, prohibit any exception to any condition or requirement of this RFP if the City determines that the exception alters the overall intent of this RFP, unless the exception would materially benefit the City. Additionally, the City may, in its sole discretion, deem any Offer non-responsive based on an exception by the Offeror.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)


5. ADDENDA: The City is not responsible for any oral instructions made by any employee or officer of the City regarding this RFP instructions, plans, drawings, specifications, or Contract documents. Any change to the plans, drawings and specifications will be in the form of an addendum. Offerors must acknowledge receipt of any addendum by signing and returning the addendum with the Offer.



the State of Arizona, with the Arizona Corporation Commission.


its Offer, Offeror must possess all valid certifications and/or licenses as required

by federal, state or local law, rule or regulation at the time of submittal.



The Offeror will not discriminate against any employee, or applicant for employment in violation of federal or state law.

The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Offer.







CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)



Offeror’s Name


Solicitation Number

Solicitation Title





request in writing and signed by Offeror or a duly authorized representative.

11. OFFER RESULTS: Offers will be opened on the Offer due date, time and location

indicated in the Schedule of Events at which time the name of each Offeror will be

read. Offers and other information received in response to this RFP will be shown only

to authorized City personnel having a legitimate interest in them or persons assisting

the City in the evaluation. Offers are not available for public inspection until after the

City has posted the award recommendation on the City’s website.


https://www.phoenix.gov/solicitations within five (5) days of opening the Offers. The

City will post the information on the preliminary tabulation as it was read during the

Offer opening. The City makes no guarantee as to the accuracy of any information on

the preliminary tabulation. After the City has evaluated the Offers, the City will post an

award recommendation on the City’s website. The City will not provide any further

notification to unsuccessful Offerors.


Upon notification of an award the Offeror will have thirty (30) days to submit a complete

certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this RFP. Insurance requirements are non-negotiable.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

13. AWARD OF CONTRACT: Unless otherwise indicated, award of a Contract will be made to the highest scored responsive, responsible Offeror(s) who are regularly established in the service contained in this RFP and that have demonstrated the ability to perform the required service in an acceptable manner. 13.1. An Offeror may submit up to three (3) proposals under this RFP. An Offeror

meeting the minimum qualifications may submit Offers for Internal and External within the Airport Security Guard Services (Regulatory) category. Offerors may submit an Offer for the Airport Security Guard Services (Non-Regulatory) category. However, only one (1) Contract will be awarded to an Offeror in the Airport Security Guard Services (Regulatory) category. Offerors in that category who submit an Offer for Airport Security Guard Services (Non-Regulatory) category will only be evaluated and considered IF no proposal is received under the Airport Security Guard Services (Non-Regulatory) category or the Offers received are considered non-responsive and non-responsible.

13.2. One (1) Contract will be awarded to the highest score in each category.

13.3. If an Offeror submits Offers for both the Internal and External categories within the Airport Security Guard Services (Regulatory) category and receives the highest score in both categories (No. 1 Offeror), then the City will award the No. 1 Offeror the Contract that best meets the City’s needs.

For illustration purposes only, see the following example:

External Internal

No. 1 Offeror 950 980

Offeror 2 900 850

Offeror 3 750 700

Offeror 4 650 -

13.4. Notwithstanding any other provision of this RFP, the City reserves the right to (1) waive any immaterial defect or informality, (2) reject any or all Offers or portions thereof, and (3) reissue this RFP.

13.5. A response to this RFP is an Offer to enter into a Contract with the City based upon the terms, conditions, and specifications contained in this RFP. An Offer does not become a Contract until it is accepted and executed by the Aviation Department Director. A Contract has its inception in the Contract award, eliminating the need to sign a separate Contract. For that reason, all of the terms, conditions, and specifications of the procurement



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Contract are contained in this RFP, and in any addendum or Contract amendment.


14.1. Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents(including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting Contract(s) are awarded to all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar solicitation.


14.3. Offerors may discuss their Offers or the solicitation with the Mayor or one

or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.


14.5. This policy is intended to create a level playing field for all Offerors, assure that Contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for



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disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

14.6. “To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy shall be disqualified until the resulting Contract(s) are awarded, or all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the Contract, as long as the City cancels with a statement that the City will rebid the solicitation.


15.1. Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend this RFP, cancel or re-bid.

15.2. Therefore, unless otherwise notified by a formal amendment, the protester

must adhere to all solicitation dates and deadlines, including timely filing of an Offer, regardless of filing a protest.




that it had a substantial chance of being awarded the Contract and will be harmed by the recommended award. The City will post recommendations to award the Contract to a particular Offeror on the City’s website. Offeror must submit award protests within seven (7) days after the posting of the award recommendation, with exceptions only for good cause shown, in the City’s sole discretion.



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15.5. All protests must be in writing, filed with the Procurement Officer identified in this RFP and include the following: 15.5.1 The solicitation number. 15.5.2 The name, address and telephone number of the protester. 15.5.3 A detailed statement describing the legal and factual grounds for the

protest, including copies of relevant documents. 15.5.4 The form of relief requested; and 15.5.5 The signature of the protester or its authorized representative.

15.6. The Procurement Officer will render a written decision within a reasonable

period of time after the protest is filed. The City will not request City Council authorization to award this Contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, Phoenix City Code, Ch. 43, and Administrative Regulation 3.10 and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.


property of the City and become a matter of public record available for review pursuant to Arizona law. If an Offeror believes that a specific section of its Offer is confidential, then Offeror must isolate the pages marked confidential in a specific and clearly labeled section of its Offer. An Offeror may request specific information contained within its Offer is treated by the Procurement Officer as confidential provided the Offeror clearly labels the information “confidential.” To the extent necessary for the evaluation process, information marked as “confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the Offeror in writing of any request to view any portion of its Offer marked “confidential.” The Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.



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17. LATE OFFERS: Late Offers must be rejected, except for good cause. If a late Offer

is submitted, the Aviation Department will document the date and time of the submittal

of the late Offer, keep the Offer and notify the Offeror that its Offer was disqualified for

being a late Offer.


fails to provide information or data requested or who provides materially inaccurate or

misleading information or data. The City further reserves the right to disqualify any

Offeror on the basis of any real or apparent conflict of interest that is disclosed by the

Offeror submitted or any other data or information available to the City. This

disqualification is at the sole discretion of the City. By submitting an Offer, the Offeror

waives any right to object now or at any future time, before any agency or body

including the Phoenix City Council or any court as to the exercise by the City of such

right to disqualify or as to any disqualification by reason of real or apparent conflict of

interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

19. SITE INSPECTION: A one-time walk-through site inspection tour will be conducted if

indicated in the Schedule of Events. Submission of an Offer will be prima facie


conditions affecting performance and offer prices. If a site inspection is not scheduled,

offerors should familiarize themselves with any conditions that may affect performance

and submittal prices. Submission of an Offer will be prima facie evidence that the

Offeror is aware of all conditions affecting performance and submittal prices. Please

contact the Procurement Officer listed on the front page to request a site inspection.




20.2. Proposal guarantees of all unsuccessful Offerors will be returned, without


20.3. The proposal guarantee of the successful Offeror will be returned, without interest after the successful Offeror has provided the City with any guarantee and/or insurance policies required by this RFP. If the successful Offeror fails to execute this Contract or provide the proposal guarantee



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instruments and insurance within thirty (30) days after Contract award, the Offeror’s proposal guarantee may be forfeited as liquidated damages.









unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as non-responsive. Alternatively, the City, in its sole discretion, may instruct in writing that an Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the offer to be non-responsive.

22.4. Responsibility: To obtain true economy, the City must conduct solicitations

to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the successful Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.


Offer to determine if the Offeror is responsible. The City’s determination as to whether an Offeror is responsible will be based on the information furnished by the Offeror, interviews (if any), any information at the City’s request, information in any best and final offer, and information received from Offeror’s references, including information about Offeror’s past history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from this RFP will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is



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made by the City as it deems necessary. A review of responsibility may occur up to Contract award.

22.6. The Offeror’s failure to promptly supply information in connection with an

inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to the Offeror.






when appropriate.





made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.



reservations or understandings to or about any Contract or RFP requirement, then the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. The City, in its sole discretion, may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine that the Offer is non-



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responsive and the City may revoke its determination that the Offer is in the competitive range.

25.4. To the fullest extent permitted by law, the City will not provide any

information, financial or otherwise, to any Offeror about other Offers received in response to this RFP. During discussions with Offerors in the competitive range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration. The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.




identified in the BAFO. The City will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The City will adjust appropriately the initial scores for criteria that have been affected by Offer modifications made by a BAFO. Based on the criteria defined in this RFP, as weighted, the City will then perform final scoring and prepare final rankings.




A. Compiling Your Proposal

The following information is provided to Offerors to assist in the preparation of their Offers:



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Tab 1 – Table of Contents - Page numbers must be included on entire proposal. Tab 2 – General Information

(a) Proposal guarantee as specified in the RFP Instructions.


(c) Business References - Offeror must provide three (3) professional business references excluding PHX and the City. Each Offeror must complete the Business References in Submittals Section.

NOTE: The City is only allowed as a reference if Offeror does not have a contract with other firms.

Tab 3 – Minimum Qualifications (Regulatory External)

(a) Executive Summary, not to exceed five (5) pages, must describe how the Offeror is meeting the minimum qualification of this RFP.

(b) A list of current contracts. (c) Proof of the Designation: Submit a copy of the Department

Homeland Security (DHS) Certificate of SAFETY Act Designation Letter.

Tab 4 – Company Qualifications and Experience (Attachment A)

This Section gives each Offeror the opportunity to clearly demonstrate its qualifications and experience to provide unarmed security guard services.

Tab 5 – General Manager Qualifications and Experience.

(a) This section gives each Offeror the opportunity to clearly demonstrate that its proposed General Manager has the qualifications and experience and meets the minimum qualifications identified in this RFP.

(b) Offeror must provide:

i. Qualifications and Experience of Proposed General Manager (Attachment B).

ii. Proposed General Manager's resume.



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Tab 6 – Business and Operations Plan and Method of Approach to Scope of Work. Offeror must provide an Executive Summary including any required documents for each of the plans listed below:

i. Phase-In/Staffing Plan (Attachment C-1) ii. Recruitment and Retention Plans (Attachment C-2). iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) vii. Phase-Out/Transition Plan (Attachment C-7)

Tab 7 – Pricing Tab 8 – Submittal Section Tab 9 – Signed Addenda (if applicable)

SECTION X – IDEMNIFICATION AND INSURANCE AIRPORT SECURITY GUARD SERVICES


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SECTION X – INDEMNIFICATION AND INSURANCE 1. INDEMNIFICATION - PATENT, COPYRIGHT AND TRADEMARK


2. GENERAL INDEMNIFICATION The Contractor (Indemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents, and employees ( “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) ( “Claims”) caused, or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors arising out of or related to this Contract. This indemnity includes any Claims arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. Contractor must indemnify Indemnitee from and against any and all Claims, except those arising solely from Indemnitee’s own negligent or willful acts or omissions. The Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Contract, the Contractor waives all rights of subrogation against Indemnitee for losses arising from the work performed by the Contractor for the City. The obligations of the Contractor under this provision survive the termination or expiration of this Contract.



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The Contractor and its subcontractors must procure insurance against claims that may arise from or relate to performance of the work under this Contract by the Contractor and its agents, representatives, employees and subcontractors. The Contractor and its subcontractors must maintain the required insurance until all of their obligations have been discharged, including any warranty periods under this Contract.

These insurance requirements are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The City in no way warrants that the minimum limits stated in this section are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor and its agents, representatives, employees or subcontractors and the Contractor is free to purchase additional insurance it may determine is necessary.




Policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury and liability assumed under an insured contract. Policy must include bodily injury, property damage and broad form contractual liability coverage.






b. The policy must be endorsed to include errors and omissions coverage.

c. Policy must be endorsed to include master key coverage.



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d. Policy must be endorsed to include coverage for “care-custody-control” of property of others.



a. The policy must be endorsed to include the following additional insured

language: “The City of Phoenix is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor.”

b. Policies must not contain any restrictions of coverage with regard to operations on or near airport premises.




exempt under A.R.S. § 23-902(E) AND when the Contractor or its subcontractor executes the appropriate sole proprietor waiver form.






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If the professional liability insurance required by this Contract is written on a claims-made basis, then the Contractor warrants that any retroactive date under the policy must precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.


Bond or Policy Limit $1,000,000 a. The bond or policy must be issued with limits of fifty percent (50%) of the


b. The bond or policy must include coverage for all directors, officers, agents and employees of the Contractor.




6. Terrorism Insurance

a. The policy or policy endorsement must provide coverage for third party claims arising out of, relating to, or resulting from an act of terrorism as required by Contractor’s SAFETY Act Designation.

b. Liability limits must be in an amount equal to the limits of liability determined by the Department of Homeland Security.

c. The policy and endorsement must include the following additional insured

language: “The City of Phoenix is named as an additional insured.”



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B. ADDITIONAL INSURANCE REQUIREMENTS: The policies must include, or be endorsed to include, the following provisions:

1. On insurance policies where the City is named as an additional insured, the City

is an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.



provisions of this Contract, the Contractor must provide to the City, within two (2) business days of receipt, a notice if a policy is suspended, voided or cancelled for any reason. Such notice must be mailed, emailed, hand delivered or sent by facsimile transmission to:

City of Phoenix, Aviation Department

ATTN: Contracts and Services Division

2485 E. Buckeye Road

Phoenix, AZ 85034-4301


licensed or authorized to do business in the State of Arizona and with an “A.M. Best” rating of not less than B+ VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.




City before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the entire term of this Contract. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract. The City project or contract number and project description must be noted on the certificate of insurance. The City reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time.



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DO NOT SEND CERTIFICATES OF INSURANCE TO THE CITY’S RISK MANAGEMENT DIVISION.

The initial certificates required by this Contract shall be sent directly to: City of Phoenix, Aviation Department

Contracts and Services Division


Phoenix, AZ 85034-4301 ATTN: Ivy Silva / Procurement Manager Email: [email protected]


sent directly to:

City of Phoenix Aviation Department c/o EXIGIS Insurance Compliance Services P.O. Box 4668 – ECM #35050 New York, NY 10163-4668 Email: [email protected]



G. APPROVAL: Any modification or variation from the insurance requirements in this

Contract must be made by the City’s Law Department, whose decision is final. Such action will not require a formal Contract amendment, but may be made by administrative action.



SECTION XI – EVALUATION CRITERIA AND SCOPE OF WORK

AIRPORT SECURITY GUARD SERVICES (REGULATORY- EXTERNAL)

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SECTION XI – EVALUATION CRITERIA AND SCOPE OF WORK Airport Security Guard Services (Regulatory-External)

This is a best-value-to-the-City procurement. Responsive and responsible Offers will be evaluated based on the following criteria: 1. EVALUATION CRITERIA: In accordance with Administrative Regulation 3.10,

competitive sealed proposal awards shall be made to the responsive and responsible Offerors whose written Offer is determined to be the most advantageous to the City based upon the evaluation criteria listed below. The evaluation factors are listed in the relative order of importance. Business and Operations Plan and 0 - 350 POINTS Method of Approach to Scope of Work Company Qualifications/Experience 0 - 200 POINTS General Manager Qualifications/Experience 0 - 150 POINTS Price 0 - 300 POINTS TOTAL AVAILABLE POINTS: 0 - 1000 MAXIMUM



i. Phase-In Staffing Plan (Attachment C-1) ii. Recruitment and Retention Plans (Attachment C-2) iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) Phase-Out and

Transition Plan (Attachment C-7) 3. Company Qualifications and Experience (0-200 points) (Attachment A)


B)




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1.1 The Contractor must hire from the pool of current security guard employees

who are employed by the current Contractor and retain those employees for at least ninety (90) days:

1.1.1 The Contractor may only interview employee candidates outside the current security guard staff when there are no longer any employees of the current Contractor available to hire.

1.1.2 Existing employees, who have worked at PHX, have developed

valuable knowledge and experience regarding PHX operations and the professional handling of conditions peculiar to an airport, such as sudden influxes of customers at odd hours and intervals.

1.1.3 The Contractor’s obligation to hire from the current security guard employees under this Section shall not prevent the Contractor from terminating any employee for cause prior to the expiration of the ninety- (90) day period.

1.2 All security guards tasked with performing duties under this Contract must

be employed directly with the Contractor.

1.3 The Contractor must provide all other support staff, security guards, equipment, etc. at no direct cost to the City throughout the term of this Contract.

1.3.1 Support staff must assist with daily operations in addition to the staff


1.3.2 Support staff may be defined or used as supervisors, rovers, trainers, administrative aides, assistant managers, break personnel, etc. with cost incurred in the Contractor’s proposed hourly rate.

1.3.3 Support equipment is defined as radio communications, uniforms,


1.3.4 Security guards performing a post assignment cannot perform

functions outside of their defined scope of work, i.e., supervisor, cannot serve as break personnel, etc.



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a. The Contractor must provide break personnel or support staff to perform these functions with cost incurred in the Contractor’s proposed hourly rate.

1.4 The Contractor must provide security guards, on-site field supervision, and a general manager dedicated to this Contract only and will respond to the ADR as required.

1.5 The Contractor hereby agrees that employees assigned to satisfy the Contractor’s obligations under this Contract must be used exclusively for that purpose during the hours when they are working in areas covered by this Contract and must perform no work at other City facilities.

1.6 By assigning staff to perform work under this Contract, the Contractor agrees to be fully responsible and accountable for staff behavior during performance under this Contract.

1.7 The Contractor must comply with the City’s policy of equal employment opportunity and diversity at all levels of the operation, including management.

1.8 The Contractor is directly responsible for the conduct of all employees notwithstanding the legal relationship entered into by and between the Contractor and its employees. The Contractor’s responsibility also applies to its independent contractors.

1.9 The Contractor’s employees must be able to read, write, and communicate in English. The ability to communicate effectively with City staff as well as Airport customers is a vital component to the City’s customer service expectations.

1.10 The Contractor must ensure that its employees in driving positions maintain a valid Arizona driver’s license. Contractor must verify the status of the license and provide a report when requested by the ADR.

1.11 The Contractor must maintain all schedules to meet the requirements of this Contract. The ADR reserves the right to modify the schedule as needed.

1.12 The Contractor must provide continuous daily supervision of its personnel and include the monitoring of schedule adherence.




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1.13 The Contractor must have a representative attend meetings and/or events as necessary or requested by the ADR. Representative(s) must attend meetings on time, and be prepared with all necessary documentation for the meeting. Representatives must not leave before the meeting is adjourned.

1.14 The ADR reserves the right to require that the Contractor remove from service to the City any employee that has performed in an unsatisfactory manner under the terms of this Contract. Any employee that has been removed at the City’s direction may be employed by the Contractor for other work not involving the City. The Contractor agrees that it is not entitled to any additional costs it may incur as a result of the removal of the employee.

1.15 The Contractor is required to hire a sufficient number of trained and highly qualified unarmed security officers to staff any scheduled post. The Contractor will maintain a level of not fewer than fifty percent (50%) full-time employees.

1.16 The Contractor must have contingency plans for supplying additional cleared and badged security guard resources as dictated by heightened security levels or unplanned events as identified herein.

1.17 New Scheduled Post Requests/Existing Post Changes 1.17.1 The ADR will provide written notice for new post requests within the


1.17.2 The Contractor will provide the required security guard services for the new post requested on the start date when security guard services are required.


b. The City will notify the Contractor if there are changes affecting an existing post and make every effort to notify the Contractor within twenty-four (24) hours from effective date of changes affecting an existing post when possible. The request may be oral and followed by a written order from the ADR. The change order will delineate the post location,



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number of position(s) required, description of duties, total hours, points of contact, work schedule, etc.

c. The Contractor must provide coverage for such requests, new post and existing post changes where coverage may range from one (1) to twenty-four (24) hours coverage at one (1) to several posts or locations at a time seven (7) days per week lasting over a prescribed time period.

1.18 Unplanned/Unscheduled New Posts, Heightened Security Levels and/or Emergency Response and Staffing 1.18.1 The ADR may require unplanned or unscheduled new posts or

emergency changes in staffing levels in response to heightened threat conditions, airport operations matters, special events, construction activities and/or increases in the National Threat Advisory System (NTAS). The changes may be in the form of a verbal notice, less than a twenty-four (24) hour notification and may require immediate resource re-allocations from existing posts at the time of the request and/or moderate to substantial requests to increase guard resources (from one up to fifteen (15) officers) and staff posts within three (3) hours from the time of verbal notice.

1.18.2 The verbal notice will be followed by written notice. ADR will have discretion to re-allocate existing resources if operationally conducive at the time of request or require additional officers to respond to support the request. The Contractor must provide coverage for such requests where coverage can range from one (1) to twenty-four (24) hours coverage, at one (1) to several posts/locations at a time, seven (7) days per week, lasting over a prescribed time period. Security services will be billed at the contracted hourly rate. No additional cost will be allowed and/or incurred.

1.19 Emergency Response Team (ERT) 1.19.1 The Contractor shall maintain an emergency response team (ERT)

of not fewer than fifteen (15) security guards separate from the security guards already working on the day of the request. The ERT must be available to support from one (1) to twenty-four (24) hours post coverage at one to several posts or locations at a time, seven (7) days per week, lasting over a prescribed time period.



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1.19.2 The ERT may be used to address requests as described in Sections 1.17 and 1.18 above, provided there is no conflict in the allocation of staff and impact to staffing existing posts. The Contractor’s employees must meet all contractual requirements regarding conduct, demeanor, personal appearance, airport badging requirements, and uniform appearance. It is the Contractor’s responsibility to fulfill the request for security guard services requiring personnel in excess of the ERT staff. The Contractor must provide a current list of names for the ERT team with the monthly invoicing.

1.20 The Contractor will be responsive to all requests for security guard services


1.21 If an employee is removed from the job site for failure to meet the standards of conduct or performance, then the Contractor will have one (1) hour to have a replacement on duty at the vacated post, replacing with staff not on shift already working a post, supervisors or management in the one (1) hour interim. The Contractor must inform the ADR immediately verbally and in writing providing all details regarding the removal of the employee from the job site when the vacant post has been staffed.

1.22 If a vacant post exists as a result of failure to show by security personnel, inability of the Contractor to staff accordingly or any actions or inactions of either employee or the Contractor resulting in the vacancy, the Contractor must inform the ADR immediately verbally, and in writing providing all details surrounding the vacancy. The Contractor must have one (1) hour to have a replacement placed on duty at the vacated post, backfilling with available officers (not on shift already working a post), supervisors and management in the one (1) hour interim. The Contractor must inform ADR when the vacant post has been staffed.

1.23 Eight- (8) hour or ten- (10) hour shifts are desirable. The Contractor shall not assign any person to perform security guard services hereunder who has worked in excess of twelve (12) hours in any twenty-four (24) hour period for more than five (5) consecutive days without a full twenty-four (24) hours off duty. Exceptions are for those instances when the ERT has been activated.



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1.24 Staffing Request for Construction Activities, Special Events, Etc. 1.24.1 Construction projects, special events and other activities as

determined by the Aviation Department may also require contract security services.

1.24.2 As it would apply to other post requests in support of additional Aviation-related activities and as only approved and applicable as deemed by the ADR, the following may be applicable: a. Guard Request Cancellation. If security guard services are not

needed (cancellation of request for guard services) for: (1) anytime within the first eight- (8) hour period after the start of the shift, or (2) within sixteen (16) hours leading up to and before the start of the shift, the security guard services will still be billed for a minimum of eight (8) hours per the number of guards requested. For example, if two (2) guards were requested and canceled before or after the shift and within the time constraints for the scenario mentioned, billing will be for a total of sixteen (16) hours. One security guard will equal to eight (8) hours.


c. Adding guard(s) within sixteen (16) hours leading up to and



e. Adding guards within the first eight- (8) hour period after the start time: an additional and total of four (4) hours will be added to



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the total hours worked towards each additional guard requested.



1.25 Hours and Posts (Regulatory - External)

The hours and posts listed below are subject to change depending on operational requirements and are approximations. This Contract does not guarantee that these same posts and hours will remain constant for the entire term of this Contract whether at the start, middle, or end. The ADR or designee reserves the right at any time with or without a prescribed notification period to increase or decrease the number of posts and/or hours, without cause, by notifying the Contractor in writing.

HOURS

SECURITY GUARDS


9 varies varies 1568

SUPERVISION


1 24 7 168

GENERAL MANAGER


1 8:00am - 5:00pm 5 (M-F) 40

VEHICLES


2 24 7 336



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PROPOSED POSTS

AIRPORT SECURITY GUARD (REGULATORY-EXTERNAL)


Day Hours / per

Week

Gate 220 40 280

Gate 141 40 280

Gate 116 24 168

Gate 248 24 168

Perimeter Patrol 24 168

Vehicle (Perimeter Patrol) 24 168

Terminal 4 E. Loading Dock 24 168

Terminal 4 S2 Loading Dock 24 168

MANAGEMENT STAFF (REGULATORY-EXTERNAL)

Supervisor 24 168



2. EMPLOYEE REQUIREMENTS (General Qualifications of the Contractor’s Employees)


age.


States. 2.5. Possess at least a high school diploma or general education development

(GED) equivalent.




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2.7. Be able to compose precise short paragraphs, written reports, violations, and other security related incidents in English.

2.8. Be able to communicate fluently in English to properly and clearly

communicate with co-workers, Aviation Department representatives, and the public.




directed by the ADR) and carry their certification identification card at the job site.



2.14. Able to work in various climates and environment. 2.15. Able to obtain an airport identification badge and pass a mandatory criminal





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3.1. Security guards are not allowed to apprehend individuals who are in the process of committing a crime, or act as law enforcement agents. If a violation is observed, then the security guard will immediately notify the Sky Harbor Airport Communications Center emergency number at 602-273-3311 or use the Airport’s two-way radio system. Violation of this Section may result in Contract termination. 3.1.1. After the security guard notifies the Aviation Department

Communication’s Center, the security guard will standby to assist investigating City staff as requested. If violations occur at DVT or GYR, the security guard must dial 9-1-1 for police, fire, and medical emergencies. Failure to follow these requirements may result in the immediate removal of the security guard and violation of this Section may result in Contract termination.



3.1.4. Security guards shall not possess or carry any weapons, including firearms, knives, impact weapons, mace, pepper spray, or Tasers.

3.1.5. Ant security guard that possesses a weapon while on duty will be removed permanently from the post.

3.1.6. Security guards must maintain compliance with all post duties specified within applicable post orders. Specific duties and post orders will vary based on the unique needs of the assignment, post, and location. It is the ADR's expectation that the Contractor will consult and work with the ADR for the Contractor to formulate post orders. However, for some locations, the post orders will be provided to the Contractor by the ADR. In all cases, the ADR will have final approval over all post orders prior to implementation. In general, duties may include, but are not limited to the following:



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a) Summoning medical assistance, as appropriate. b) Monitoring building occupants and visitors, reporting non-





f) Providing patrols for monitoring security, safety and building and facility maintenance.


and employees as needed. i) Permitting only authorized persons to enter a restricted area. j) Screening employees or special event attendees using



other personal identifying information. o) Conducting inspections of personal belongings such as bags,







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ii) Maintaining an activity log that documents both routine (e.g., time reporting for duty, relief guards, supervisory visits, guard tour tracking, patrol completion, opening and securing of



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building) and non-routine (e.g., persons denied access to the facility, weapons detected, first aid emergencies) events.




mm) Reporting any attempted thefts, entries and vandalism. nn) Performing additional duties as required or requested. Other



4.1. Security guards must maintain continual high standards of professional conduct while on duty and may include, but are not limited to, the following: 4.1.1. Security guards must be courteous, polite, and professional in



other animals on the site. 4.1.4. Security guards must remain available and in continuous contact


4.1.5. Security guards must be awake and alert at all times. Sleeping during a shift is prohibited and liquidated damages will be assessed, as well as removal of the security guard from the contract assignment.





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4.1.12. Security guards must remain on active patrol, or in an approved location throughout their shifts.


4.1.14. The Contractor’s security guards must be trained to respond appropriately with both firmness and politeness in the case of aggressive or belligerent behavior by an occupant or visitor. If such action does not result in neutralization of the situation, security guards shall calmly refer the occupant or visitor to a supervisor for assistance. In the event of menacing conduct or threats, security guards shall contact the Sky Harbor Airport Communications Center at 602-273-3311 or 911, as applicable to the post location.

4.1.15. Prior to assignment, security guards must be educated with building and facility layout, equipment at their assignment or post, locations of access control devices and other emergency equipment. a) Security guards must be familiar with all emergency routes,





Although employees of the Contractor are not employees of the City, the perception of the public at large is that the Contractor’s employees are representatives of the City.




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f) The Contractor must comply with each facility’s policies related to tobacco usage by its employees as directed by the ADR.

5. APPEARANCE

5.1. Security guards may not enter duty until he/she has a complete set of

approved uniforms and accessories.




5.5. Clothing must be appropriately sized and worn as designed. Uniforms must be clean, free of wrinkles, and must be worn and maintained in a military manner, with buttons secured at all times.




5.8.1 The ADR will notify the Contractor when an employee is unacceptable because of personal hygiene, abusive behavior, or reasonable suspicion of substance abuse.



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5.8.2 The Contractor has one (1) hour to have a replacement placed on duty for the vacated post, backfilling with available officers (not on shift working a post), supervisors or management in the one (1) hour interim.

5.8.3 The Contractor must inform the ADR when the vacant post has been staffed.

6. SECURITY GUARD QUALIFICATIONS The Contractor’s security guards must be







7. LITERACY

7.1. Security guards must be literate and fluent in English to the extent of reading, comprehending and demonstrating their understanding (through actions and behavior) of printed regulations, written orders and instructions, and be able to draft reports that convey complete information in English.

7.2. Security guards must be able to speak clearly in English. Active bilingual capability is a “plus” in dealing with and assisting the public.

8. JOB KNOWLEDGE/COGNITION

8.1. Security guards must possess the capacity to acquire a good working knowledge of all duty requirements stated in this Contract.

8.2. Prior to assignment, security guards must be trained to perform their duties related to the facility their assigned to. Cross-training for multiple posts is acceptable.



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8.3. Security guards must successfully complete Federal Emergency Management Agency (FEMA) sponsored training course: ICS 100 - Introduction to Incident Command System (ICS) within thirty (30) days of their hire date. If a security guard has already completed the courses, it must not be more than thirty (30) days from the hire date under this Contract.


9.1 The Contractor must have supervisory coverage twenty-four (24) hours a day seven (7) days a week for the term of this Contract. 9.1.1 The response time from any point of origination on the Airports for


9.1.2 The supervisor must have supervisory capacity on behalf of the general manager, capable of enforcing the Contractor’s rules and regulations and any directives of the ADR.

9.1.3 The supervisor must have direct oversight of security guard performance and conduct and may interact with the ADR on as needed basis.

9.2 Supervisor Minimum Qualifications:

9.2.1 The supervisor must meet and comply with Employee Requirements

(General Qualifications). 9.2.2 The supervisor must have a minimum of two (2) years of successful

experience in security or law enforcement. 9.2.3 The supervisor must have already or must successfully complete the

FEMA-sponsored, training course ICS 100 - Introduction to Incident Command System. If the supervisor has already completed the courses, it must not be more than thirty (30) days from the hire date under this Contract.

9.2.4 Notwithstanding the above requirements, the supervisor must complete the courses within thirty (30) days of hire date of this Contract or in accordance with the ADR’s direction.

9.3 Supervisor duties and responsibilities must include, but not be limited to the

following: 9.3.1 Be directly available to and/or able to communicate with the

Airside Supervisor, Landside Supervisor, Terminal Supervisor, and/or Communication Center twenty–four (24) hours per day, seven (7) days per week including weekends and holidays.



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9.3.2 Be individuals of integrity who display a mature attitude and exercise good judgment.

9.3.3 Set the example for security guards and must foster an environment in which guards feel valued and part of an effective and important team.

9.3.4 Be fully capable of performing security guard duties and will possess all established security guard requirements.

9.3.5 Enforcing the Contractor’s rules, regulations, and any directives issued by Airport personnel.

9.3.6 Handling customer service issues. 9.3.7 Providing the highest level of supervision. 9.3.8 Providing fully trained and qualified replacement personnel to


9.3.9 Maintaining excellent communication with staff and disseminate accurate procedural information regarding post order compliance and short notice security changes.

9.3.10 Evaluating the performance of assigned security guards on a continuous basis.

9.4 Monitoring the radio transmissions between security guards and the Communications Center and take the appropriate action to correct unsatisfactory performance.

9.5 Monitoring and ensuring employee compliance with all applicable rules and regulations, including, but not limited to, Aviation Department Rules and Regulations.

9.6 Planning and conducting daily scheduled and unscheduled post inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards and job performance, etc.

9.7 Conducting performance evaluation of employees.

9.8 In cases where immediate correction is required and as to not negatively affect Airport operations, the City representative, the Airside, Terminal or Landside supervisors may require the movement of guard personnel to affected vacant posts or in support of airport activity only as an interim measure until the Contractor provides the required personnel.



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9.9 If the Contractor’s supervisor is permanently replaced, regardless of the reason, then the Contractor’s general manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.

9.10 In the event a permanent replacement supervisor is not immediately identified, the general manager or an existing supervisor must assume all responsibilities to fulfill the requirements of the contract.

9.11 Provide on-site supervision serving as the liaison to Airport personnel.



10.2. Must reside in Maricopa County throughout the duration of this Contract and any option periods.

10.3. Must have at least two (2) continuous years of experience within the last five (5) consecutive years at a TSA 49 C.F.R. Part 1542 regulated airport or other federally-regulated facility where a staff of sixty (60) or more full-time security guards were maintained.


10.5. Within forty-five (45) days after Contract award and before Contract start date, the GM must successfully complete FEMA-sponsored training courses: ICS 100 - Introduction to Incident Command System (ICS), ICS 200 - ICS for single resource and initial action incidents, and IS 700 - Introduction to the National Incident Management Systems (NIMS). If the GM has already completed the courses, it must not be greater than forty-five (45) days from the Contract award date. All subsequent pre-approved GMs must comply with this requirement. Contractor will be responsible for incurring all training expenses.

10.6. The Contractor must have one full-time GM assigned to the Airports and tasked with overall responsibility for the Airport operation. Unless otherwise approved by the ADR in writing, the GM must work a minimum of forty (40) hours per week (Monday through Friday from 8:00 a.m. to 5:00 p.m.).



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10.6.1 The response time from any point of origination for the GM to be physically at the Airports must be no more than forty-five (45) minutes.


10.8. The GM or designated alternate will be responsible for staffing the security management operation facilitating performance of the contract and coordinating with the ADR.

10.8.1 In the event the Contractor’s GM is permanently replaced, regardless of the reason, GM’s supervisor or manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.

10.8.2 In the event a permanent replacement and the GM is not immediately identified, the GM’s supervisor or manager must assume all responsibilities to fulfill the requirements of this Contract

10.9. In the absence of the GM, less than thirty (30) consecutive calendar days, the GM’s supervisor or manager must assume the responsibilities of the GM.

10.9.1 The GM cannot be the supervisor on shift.

10.10. If absence is to exceed greater than thirty (30) consecutive calendar days, the Contractor must provide a GM meeting the minimum qualifications not more than forty-five (45) calendar days from the first date of absence of the incumbent GM. The ADR will have full discretion in the length of absence and approval of the GM.

10.10.1 In such an event, the GM’s supervisor or manager must assume the responsibilities of the GM until such time a GM is identified.

10.11. The GM will work cooperatively with the ADR to assure quality service,

provide operational data, respond to comments from customers and the public and respond to specific requests for other assistance as needs arise.

10.12. The GM must administer all phases of the security operation related to the Airports as directed by the ADR or designee. The Contractor must not



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assign the GM any duties other than those directly related to the fulfillment of the requirements of this Contract without prior written consent of the ADR.

10.13. The GM must be subject to the approval of the ADR and must have cleared

the required background check before assignment to this Contract.

10.14. The GM as identified in the Contractor’s submitted proposal during the RFP process must remain assigned to this Contract a minimum of six (6) months from the start date of this Contract unless otherwise directed by the ADR.

10.14.1 The ADR may require the Contractor to remove and replace the GM at any time without cause if the performance of the GM is deemed unacceptable by the ADR.

10.15. Accidents, labor issues, non-compliance with post orders and other critical

issues affecting security operations must receive an immediate response from the GM to the ADR regardless of the time or day such an event occurs.

10.16. Each Offeror must identify a GM who will serve as the ADR’s primary

contact and be responsible for ensuring the Offeror’s obligations of this Contract are met.

10.16.1 1The Offeror’s identified GM must not be changed during the course of the City’s RFP process, including the time up to the Contract award and/or up to a minimum of six (6) months from Contract start date.

10.17. The proposed GM must pass an Aviation Department security background

check prior to start date of this Contract.

11. GENERAL MANAGER DUTIES AND RESPONSIBILITIES MUST INCLUDE, BUT NOT BE LIMITED TO THE FOLLOWING AND ARE SUBJECT TO CHANGE BY THE ADR: 11.1 Planning and conducting daily, scheduled and unscheduled post

inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards, and job performance etc.

11.2 Reviewing, distributing and maintaining all written orders, bound and in good condition all operational and procedural instructions. These orders must be based on established policy, law, security procedures and requirements of the scope of work or as directed by the ADR or designee.



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All orders must be kept current to reflect changes in procedures, policies, and regulations.

11.3 Maintaining a twenty-four- (24) hour duty log of activities or incidents that require action at a station or post. Separate, additional reports must be prepared on accidents, injuries, fires, bomb threats and all other unlawful acts, security violations, or any other unusual incidents or events using the prescribed format.

11.4 Ensuring all reports and other documents (i.e., event reports, logs, accident reports and reports of investigations) are written clearly, legibly and accurately. All reports and documents must be collected, distributed, filed, and stored in accordance with the records retention schedules and other City requirements.

11.5 Responsible for ensuring all staff members are trained in accordance with this RFP and this Contract.

11.6 Providing effective oversight of staff to include performance evaluations and corrective actions.

11.7 Ensuring employee Airport badges are deactivated and/or returned within one (1) business day of employee leaving the Contractor.


12.1 Within thirty days (30) of the start of services and throughout the term of this Contract, the Contractor must submit to the ADR, current unexpired copies of all applicable permits and licenses required in order to perform the security services.

12.2 The Contractor is responsible for incurred charges related to renewal of such licenses and permits.

12.3 Throughout the term of this Contract, the Contractor must provide renewed documents to the ADR not later than the expiration date of the licenses and permits being renewed.

13. DUTY ASSIGNMENTS

13.1 The recording of all duty assignments for the purposes of invoicing must be established by the Contractor, in a format approved by the ADR or designee ensuring that the following information is captured:



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13.1.1 Employee name 13.1.2 Post assignment 13.1.3 Start and end date and time 13.1.4 Supervisory review/inspections 13.1.5 Signature and print of subject employee 13.1.6 Signature and print of certifying official

13.2 The ADR must, at any time during the term of this Contract, determine uncovered hours by the assigned security guards by one or combination of the following methods: 13.2.1 ADR must conduct on-site inspections to see if posts are staffed. 13.2.2 ADR must monitor daily activity reports. 13.2.3 ADR must review and audit Contractor’s field supervisor reports. 13.2.4 ADR must review and audit billing invoices.

13.3 Hours and positions listed are based on the existing requirements.

13.3.1 These hours and posts are subject to change depending on

operational requirements. 13.3.2 This Contract does not guarantee that these same posts and

hours will remain for the term of this Contract whether at the start, middle, or end.

13.3.3 The ADR reserves the right at any time, with or without a prescribed notification period, to increase or decrease the number of posts and hours, without cause, by notifying the Contractor in writing.

13.4 The Contractor must provide all other support staff and equipment at no

direct cost and line item to the Aviation Department and contract to support the Contractual needs for the term of this Contract. 13.4.1 Support staff must assist with daily operations in addition to the

staff necessary to fulfill the post requirements. 13.4.2 Support staff may be defined and or used as supervisors, rovers,

trainers, administrative aide, assistant manager, break staff, etc. 13.4.3 This cost will be incurred in the Contractor’s proposed hourly rate. 13.4.4 Support equipment may be defined as radio communication,

uniforms, vehicles, heaters, fans and items necessary at the post, etc. This cost will be incurred in the Contractor’s proposed hourly rate.



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14.1 The ADR may require modifications to the procedures set forth in all plans, manuals, programs, post orders, and job requirements as needed. Contractor must also recommend changes to the plans, manuals, programs, post orders, and job requirements as needed. All changes are subject to approval from the ADR. The changes will become effective when approved by the ADR. Contractor must provide all plans and manuals as described below.

14.2 All plans, manuals, post orders, programs and job requirements must be kept current and on file with the Contractor and ADR.

14.3 The Contractor must provide all detailed plans and manuals to the ADR


14.3.1 Phase-In Staffing Plan 14.3.2 Recruitment and Retention Plans 14.3.3 Program Management Plan 14.3.4 Employee Handbook 14.3.5 Operations Plan 14.3.6 Staffing Contingency Plan 14.3.7 Training Manual 14.3.8 Quality Control Program 14.3.9 Phase Out and Transition Plan


15.1 The Contractor must provide and comply with its proposed phase-in and

staffing plan (PISP) summary and methodology. The PISP may be amended by mutual agreement of the parties to include staff necessary to fulfill the services required.

15.2 The Contractor must describe in detail, in its PISP, the methodology and schedule to provide a successful and seamless transition. The following must be included: 15.2.1 Thirty (30) days prior to Contract start date, the Contractor must

implement its PISP at the Contractor’s expense. 15.2.2 The Contractor must meet with the ADR fourteen (14) days prior

to Contract start date to assess the progress of the PISP. 15.2.3 Topics outlined separately and detailed, but not be limited to

transition time period from start to completion date.



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15.2.4 Identify milestones within the transition period. 15.2.5 Identify and describe the requirements of each post under the

responsibility of the Contractor. 15.2.6 Include details of contingency plans if milestones are not met. 15.2.7 Include training of incoming staff. 15.2.8 Include staffing requirements to fulfill obligations. 15.2.9 Identify, list, and provide equipment, tools and uniforms to support

the specific duties and assignments, etc. 15.2.10 The PISP must be specific and unique to address and fulfill the


16. RECRUITMENT AND RETENTION PLANS 16.1 The Contractor must provide the ADR with a Recruitment and Retention

Plan. 16.1.1 The Contractor must maintain an active staff screening,


16.1.2 The Contractor must maintain a viable incentive program to deter employee attrition and promote stability in the workforce. a) The program must be sufficient to keep abreast of attrition and

be an adjunct to the management and training programs.

16.2 The Recruitment and Retention Plan must include, but not be limited to the following: 16.2.1 Provide types of advertising or other methods and list of criteria

for identifying potential candidates. 16.2.2 Plans to describe how and when to interview predecessor contract

staff. 16.2.3 Plans to describe how/when to employ predecessor contract staff. 16.2.4 Planned commencement and completion dates for recruitment in

support of the PISP. 16.2.5 Be specific and unique to address and fulfill the Contractor’s





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17. PROGRAM MANAGEMENT PLAN 17.1 The Contractor must provide the ADR with its proposed program

management plan (Plan). The Plan must be specific and unique to address and fulfill the contract obligations at PHX.

17.2 The final approved Plan must include at a minimum, but not be limited to, the following:

17.2.1 Names, assignments and duties of all key staff. 17.2.2 A list of all employees who will be working at PHX, DVT and GYR

and their status in the certification process. 17.2.3 Timekeeping, billing and accounting procedures. 17.2.4 A description of how THE Contractor will ensure the full


17.2.5 A detailed schedule ensuring relief for meals for staff, breaks, identifying the number of staff required to perform as relief, clearance levels, routes of deployment and vehicle requirements if necessary.


The Contractor must provide the ADR with a copy of its proposed employee handbook and make available upon request to all of the Contractor’s employees. The employee handbook must include the following: a) Introduction to Employer b) Mission Statement c) Recruitment practices (job postings and internal promotions) d) Job Evaluation Methods e) Performance Reviews-Probationary and Annual f) Hours of Work g) Attendance h) Overtime i) Training j) Code of Conduct (including confidentiality, dress, language, smoking, non-

fraternization) k) Parking l) Human Resources m) Complaint and Grievance Procedures n) Pay Delivery and other Payroll Services



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o) Vacation p) Insurance Benefit Plan q) Sick Leave Provisions r) Other leave, i.e., Jury Duty, Bereavement Leave, Personal Leave,



manual and (2) a Staffing Contingency Plan, which must describe the detailed procedures for the general manager, supervisor and security guards. The duties assigned for each position may be modified or reassigned through the operations manual.

19.2 The Operations Manual must describe separately and in detail the procedures to be followed for the following: (a) Radio communications. (b) Facility and site inspections as it relates to the assignment. (c) Vehicle inspections. (d) Employee badge and credential checks. (e) Resolving customer service concerns. (f) Employee communication process to include disseminating short

notice security procedures for immediate implementation. (g) Generating and disseminating daily activity reports, incident reports,

and like reports detailing the shift events for the assignment and the officer assigned to the assignment.

(h) Dissemination of time sensitive training and procedural information. (i) Releasing information protocols (public or media requests). (j) Preventing the release of security sensitive information. (k) Emergency contingency plans. (l) Significant and or unforeseen reduction in staff (continuity of

operations). (m) Use of technology to track labor hours and prepare invoices for

services provided. (n) Use of technology to automate timekeeping as a method to track and

record employees work schedules at their onsite assigned posts. (o) Check-in and check-out at the assigned post. (p) Other operations-related matters.





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19.3.1 Means through the use of a technological tool (platform, equipment, etc.) that allows for twenty-four (24) hours, seven (7) days per week web-based real time reporting and accessibility to files and documents of employees and of activities and incidents associated with the assignment.

19.3.2 At a minimum, capability and accessibility to web based, real time reporting and accessibility to files and documents (view, upload, download) which includes generating, modifying, categorizing, saving, sending the following report types: (a) Daily activity reports, incident reports, shift logs. (b) Access to employee training records. (c) Automated timekeeping for employees to check in/check

out of assigned posts. (d) Use of GPS to track and/or locate employees while in the

performance of assignments. (e) Accessibility to essential documents such as post orders,

contingency plans. (f) Accessibility to daily and weekly shift schedules. (g) Ability to take pictures (minimum of three (3)), record video,

save, view, and send. (h) Ability for any user within the local network to disseminate,

send and receive information, instructions, procedures to all employees simultaneously.

19.4 The Contractor will ensure that use of technological tool(s) and accessibility is restricted to those identified in this Contract such as the Contractor, the Contractor’s employees and the ADR.

19.5 The Contractor must provide to the ADR, security information describing level of or type of security to protect and keep secure any transaction as a result of any work or action that originates through the use of or which has originated from the use of the technological tool(s) and any ancillary hardware or software used to support, operate and maintain the technological tool(s). The Contractor must maintain security of technological tools throughout the term of this Contract and any extension periods.

19.6 The Contractor must incur all charges to operate and maintain the web based service; procure, repair, upgrade, supplement and replace the technological tools. The Contractor must make available this technological tool at (1) the start of the Contract period to the ADR, (2) at each post assignment identified by the ADR, and (3) for each subsequent future post assignments for the entire term of this Contract and any extension periods.



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20. STAFFING CONTINGENCY PLAN 20.1 The staffing contingency plan must describe separately and in detail, the

procedures to be utilized for the following:

20.1.1 Emergency response plan as identified within Staffing Requirements.

20.1.2 Timeframe for deploying or redeploying staff. 20.1.3 Plan for allocating additional coverage hours to minimize overtime

pay. 20.1.4 Compliance with the Arizona Department of Public Safety State



required coverage. 20.1.7 Employee communication process to include disseminating short

notice security procedures for immediate implementation. 20.1.8 Other contingency related matters.

20.2 If an employee is removed from the job site for failure to meet the standards of conduct or performance, the Contractor has one (1) hour to have a replacement on duty at the vacated post, backfilling with available guards (not on shift working a post), supervisors or management in the one (1) hour interim. The Contractor must inform the ADR when post has been filled.



21.1 The Contractor must provide a training manual to the ADR. The Contractor must describe separately and in detail, plans for initial training, monthly and recurrent and on-going training. The Contractor at its own expense, must provide initial training, monthly, recurrent and on-going training, and any specialized training that would enhance, reinforce, benefit the knowledge and performance of its employees. 21.1.1 The Contractor will incur all charges associated with employee

training. The Contractor must develop lesson plans for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.

21.2 The Contractor must provide a means to measure and record the

employee's comprehension of each taught subject matter with the



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employee passing satisfactorily. Initial, monthly, recurrent and on-going, and supplemental training may occur in environments by on-the-job training, instructor led classroom, video, or web based learning management systems, site training and other methods that would assist with the understanding and application of the subject matter. All subjects related to training must be specific, measurable, achievable, results orientated and time sensitive.

21.3 In addition to the currently existing, all subsequent subjects for each initial,

monthly and recurrent and on-going and supplemental training will require a lesson plan addressing each specific subject to be presented and provide policy, objectives and procedures associated with the subject. 21.3.1 The Contractor is responsible for the creation of lesson plans that

are approved by the ADR.

21.4 The ADR reserves the right to require the Contractor’s employees to repeat any training if they fail to exercise the basic levels of knowledge required by the City-approved training manual and the Contractor’s training.

21.5 The Contractor is solely responsible for all costs associated with employee training (initial, monthly, recurrent and on-going, and supplemental) and/or travel expenses associated with the training.

21.6 The Contractor is solely responsible for all costs associated with employee

training (initial, monthly, recurrent and on-going, and supplemental) and/or travel expenses associated with the training.

Initial Training: The Contractor must describe in detail each subject below in separate and distinctive lesson plans. The policy, objectives and procedures for each lesson plan must include, but not be limited to, the following subject matters:

a) Customer service skills for internal and external customers. b) Company sponsored training. c) Communication skills. d) Passenger assistance and public relations. e) Vehicle safety procedures. f) Policies, procedures, rules and regulations for external and internal

post orders. g) A minimum of twelve (12) hours of airport orientation and

familiarization.



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h) On-the-job training specific to the post(s) the employee will be assigned.

i) Policies related to confrontational situations and self-defense. j) Methods of patrolling offices, terminals, concourses, outlying








q) Responding to and dealing with security access alarms and the various types of alarms (to include procedures for assisting first responders with securing the event).

r) Inspection procedures for products and goods being delivered into a sterile area in support of all federal regulations.

s) Procedures including all aspects of the access control system, escort program, emergency response plans, vehicle inspection program, etc.




and suspicious items within the airport operating environment. x) Uniform, personal hygiene and appearance standards.



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y) Hand-wand metal detectors, conducting stadium style bag and purse inspections, the use of portable badge readers and the visual recognition of weapons, drugs and other illegal items.

z) Applicable FEMA training courses to include ICS 200 - ICS for single resource and initial action incidents and IS 700 - Introduction to the National Incident Management System (NIMS). This training must be completed within one hundred eighty (180) days from hire date or in accordance with the ADR's direction



21.8 The Contractor must maintain records for the completion of training of each

staff for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.


and/or receive initial training. A. Monthly Training: The Contractor must provide monthly training in

response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Monthly training is at the expense of the Contractor and must include one (1) company sponsored training subject and at least one (1) of the subjects listed in the initial training. (a) Subject matter must be related to safety, security and Airport-

specific topics. A minimum of no less than thirty (30) (minutes of monthly training is required for each employee assigned to this Contract. The Contractor must provide to the ADR, the subject matter to be presented for the respective month. The Contractor is responsible for any costs incurred for employees to attend and receive monthly training. Monthly training is separate from the quarterly staff meetings as identified in Section 25.

B. Recurrent/Ongoing Training: The Contractor must provide on-

going training in response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Recurrent and on-going training is at the expense of the Contractor and may include one (1) past subject company sponsored training or one (1) of the subjects listed in the initial training.



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a) The intent of the recurrent and on-going training is to address those most recent incidences, activities and events that have occurred to ensure employees comprehend the impact and effect towards the Airports’ security.

b) The ADR may provide subject matter to be presented for recurrent and on-going training.

c) A minimum of fifteen (15) minutes of recurrent and on-going training is required for each employee assigned to this Contract.

d) Recurrent and on-going training is required twice per month within the same month and to occur no more than fourteen (14) days apart.

e) The Contractor is responsible for any costs incurred for employees to attend and receive recurrent and on-going training.


C. Supplemental Training: The ADR reserves the right to require

supplemental training provided by the ADR and at the ADR's discretion to address increased or modified security requirements. Supplemental Training may be incorporated as part of the monthly or recurrent and on-going training or separate from the two altogether. The Contractor must arrange and coordinate with the ADR, the Contractor's employee participation. The Contractor is responsible for any costs incurred for employees to attend and receive supplemental training. Subject matter under the supplemental training may also be covered during the quarterly staff meetings as identified in Section 25.

D. Training Record: The Contractor will be required to keep and maintain training records of each employee's entire training history, achievements, certificates, etc. from the date of hire through termination. Training record will be in a format that is audit presentable and immediately or readily retrievable within twenty-four (24) hours from date and time of request. Training records must reflect the varying subject matter types of training employees received in the accepted and approved lesson plan format and be categorized into the types of training (initial, monthly, recurrent and on-going, and supplemental) to include any associated supporting documents indicating receiving and completing the training. The Contractor must provide standardized training material and



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documentation of completion results to the ADR upon request for any completed training.

The Training Manual and Training Record Plan must be specific and unique to address and fulfill the contract obligations at PHX.

22. QUALITY CONTROL PROGRAM 22.1 The Contractor must establish an internal Quality Control Program to

ensure that Contract requirements are met. 22.1.1 The Quality Control Program must include live and on-site

assignment testing completed at least once a week on a random basis.

22.2 The Quality Control Program must include the following:

22.2.1 Identifying and describing the responsibilities and positions of the

staff responsible for the Quality Control Program and the relationship to other staff being inspected.

22.2.2 Describing the types and methods of testing. 22.2.3 Noting the dates and times of occurrences for quality control

compliance and outcome.


unannounced f) Attendance (sign-in and sign-out checks) g) Procedures for correcting deficiencies and the timeframes for

correction. h) Procedures for follow-up with Airport tenant or customer to ensure

that the appropriate people have been informed and the situation has been documented and resolved.





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23.3.1 The Contractor must maintain complete responsibility for

providing the security guard services during its phase-out period.

23.4 The Contractor agrees to the following: 23.4.1 To cooperate with its successor in allowing as many staff as

practical to remain on the job in order to enhance the continuity and consistency of the security guard services.

23.4.2 To disclose necessary staff records. 23.4.3 To allow successor to conduct on-site interviews with contract


23.4.4 To conduct interviews and provide disclosures that interviews are conducted in accordance with applicable laws, statutes, rules, regulations, and ordinances that have been passed, enacted or promulgated by any governmental body having jurisdiction over these matters.



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24. SERVICE ORDERS 24.1 Service orders may be oral and followed by a written order from the ADR.










25.1 The Contractor must hold quarterly staff meetings for all employees.

Meeting content must include the following: a) Dissemination of company and airport information b) Company training c) Airport facilitated training d) Employee recognition e) Guest presentations

25.2 The Contractor will be allowed to hold no more than a total of three (3)

meetings within the same quarter to accommodate shift employees. a) Employees must attend one (1) of three (3) scheduled meetings

based on their availability and work schedule. b) Meeting length must be no more than two (2) hours.



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c) A formal agenda must be prepared by the Contractor and pre-approved by the ADR.

d) The Contractor must provide an attendee list to be submitted in the monthly invoice.

e) Attendee list must include date of event, names of employees attending and signature.

25.3 The Contractor must bill the City at the security guard hourly rate for all

attendees regardless of position or title at a maximum of two (2) hours per off-duty employee in attendance of the quarterly staff meetings. a) Excess of the maximum two (2) hours must be approved on a case-

by-case basis by the ADR. 25.4 Quarterly staff meetings are not substitutes for or to be credited toward

compliance with the other types of training: initial, monthly or recurrent and on-going, each of which must remain separate and non-billable.




ADR.


27. REPORTS AND DAILY REPORTING 27.1 All daily, periodic, and special reports must be submitted by the Contractor

as required.




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30. VEHICLES:

30.1 The Contractor must provide all vehicles required to effectively and efficiently operate, manage, and support the services necessary to fulfill the requirements of this Contract.



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30.2 All vehicles must be in good condition and serviceable. The Contractor is responsible for all costs associated with repairs, preventative maintenance, etc., necessary for the upkeep of the vehicles.




31. VEHICLE MARKINGS: Vehicles must be marked with the identification of the Contractor. The Contractor must submit to the ADR, a description (either photographic or otherwise) adequate to identify the color scheme and markings common to the Contractor’s vehicles. The proposed vehicle markings are due thirty (30) days after Council award of this Contract.

32. UNIFORMS 32.1 The Contractor must submit to the ADR a description and photo of its

uniform for ADR approval.

32.2 The Contractor is responsible for obtaining required approvals from the Arizona Department of Public Safety as it relates to security guard attire and uniforms and badge type. a) The proposed uniforms are due thirty (30) days after Council award

of this Contract. b) The Contractor must provide uniforms appropriate to the post, or as

requested by the City, at no cost to the City, for summer and winter attire.

c) Uniforms must include safety or security vests, hats, sunglasses, shoes, pants, slacks, shorts, blouse, dress shirts, sports blazer, etc., and other articles of clothing as worn to enhance the presence of an authority figure and pertinent to the weather conditions.




regarding the services provided, the Contractor must forward the complaints immediately and no greater than twenty-four (24) hours of



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incident occurring to the ADR for review. The Contractor must report immediately and no greater than twenty-four (24) hours of incident, infractions of airport security rules and regulations and procedures pertaining the involvement of any specific security guard employee towards airport staff, customers, and the general public using airport facilities.


33.3 The Contractor has forty-eight (48) hours to respond in writing from the date of the submitted written complaint or date and time the Contractor was notified of the complaint. The response must include, but not be limited to, the following:






34.1 The Contractor must remove any employee upon a determination that the

individual has been assigned a duty for which he or she is not qualified, for either suitability or security reasons, or is found to be unfit in the performance of duties.




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35. LIQUIDATED DAMAGES 35.1 In addition to any other remedy available to the City at law or in equity, the

Contractor will be liable for and must pay to the City the amounts listed below for each violation by the Contractor of this Contract. The parties further agree that the amounts are reasonable and approximate the actual or anticipated loss to the City at the time and making of this Contract in the event that the Contractor commits a breach of this Section V. The parties acknowledge and agree to the fixed amounts set forth below because of the difficulty of proving the City’s actual damages in the event that the Contractor commits a breach of this Contract. The City may impose liquidated damages as follows:

1


$275 per violation




$275 per violation



$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation




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35.2 Prior to the imposition of liquidated damages, the Contractor will be notified in writing by the City. The City’s notice will include a brief narrative apprising the Contractor of the time, place, and nature of the violation(s). The notice will set forth those facts substantiating the violation. The Contractor will be afforded an opportunity to respond, in writing, within twenty-four (24) hours from date and time of the notice. The response will be evaluated by the Aviation Director.




A performance surety in the amount of $200,000.00 must be provided by the Contractor immediately after notice of Contract award. The City will not issue a written purchase order or give notice to proceed in any form until the surety is received by the Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A certificate of deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City and the Contractor, and the Contractor endorses the CD over to the City at the beginning of the Contract term. Interest earned on the CD may be retained by the Contractor.

SECTION XII – SUBMITTALS AIRPORT SECURITY GUARD SERVICES


CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

Rev. 09/2017 (JMK)


REGULATORY- EXTERNAL

PRICING




invoices.


1. Security Guard $

2. Supervisor $


4. Vehicle $



CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

Rev. 09/2017 (JMK)

1. Please submit only the Submittal Section. Do not submit a copy of the entire solicitation document.

Offeror must submit the following:

1.1 One (1) original single-sided proposal (marked original) 1.2 Six (6) hard copies (double-sided) of the proposal

1.3 One (1) electronic copy of the proposal on a USB drive, using Microsoft Word, Excel, or unlocked pdf format and in the same page order as the hard copy.

2. OFFER SUBMITTAL FORMAT: The written Offer must be signed by an individual

authorized to bind Offeror and should provide the name, title, e-mail address and telephone number of individuals with authority to contractually bind Offeror and who may be contacted during the evaluation period. Offers should be:








major sections:










to Scope of Work

Tab 7 Pricing





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6. COSTS AND PAYMENTS:

PAYMENT TERMS & OPTIONS: Offerors must choose an option. If a box is not checked, the City will default to 0% - net 45 days:


Offeror may be paid immediately upon invoice approval, if enrollment is made to the Contractor may be paid immediately upon invoice approval, if enrollment is made to the Single Use Account (SUA) Program, administered by the City’s servicing bank (“Bank”). By checking this box, Offeror accepts transaction costs charged by its merchant bank and agrees not to transfer to the City those extra charges. The City will not pay an increase in our services for the SUA charges; if an audit uncovers an upcharge for the SUA charges, then Offeror will owe the City all costs. Offeror may opt-out of the SUA program once, but then may not rejoin during the same Contract term.



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7. BUSINESS REFERENCES: Offeror will furnish the names, addresses, and telephone numbers of firms or government organizations for which Offeror is currently furnishing or has furnished, completed service for security guard services. Company Name Address Reference





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___________________________





CITY OF PHOENIX


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ACCEPTANCE OF OFFER





This contract shall henceforth be referred to as Contract No. . The




CITY OF PHOENIX






__________________________________

City Clerk






CITY OF PHOENIX


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the contract)






indicate N/A.


submission.







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Sections 38-501 to 38-511.





CITY OF PHOENIX


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9. Acknowledgements





posted.












OATH


PRINT NAME TITLE

SIGNATURE DATE




SECTION XIII – ATTACHMENTS AIRPORT SECURITY GUARD SERVICES

(REGULATORY EXTERNAL)

CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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ATTACHMENT A

Airport Security Guard Services (Regulatory-External)

Company Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Company overview and organizational chart. 2. Information on company's background and qualifications. 3. Industry or governmental agency designations and certifications. 4. Summary of company's management team, key staff assigned to the contract and

qualifications. 5. Description of team members to include description of experience, qualifications,

educational background, and resumes. 6. Summary of company’s past and current security guard contract experience at a

government regulated or commercial facility where a staff of sixty (60) or fewer full-time security guards were maintained.

7. Identify at least two (2) continuous years of relevant experience within the last five

(5) years in successfully providing security services commensurate with the scope and scale indicated in this RFP.



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ATTACHMENT B


General Manager Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Resume of the general manager. 2. Summary of general manager security guard services management experience at






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ATTACHMENT C

Summary Page


Business and Operations Plan and Method of Approach to Scope of Work Offerors must carefully consider the business requirements, associated costs, and lead times necessary to develop, at a minimum, the areas defined in Attachment C-1 through C- 7: 1. Phase-In Staffing Plan (Attachment C-1) 2. Recruitment and Retention Plans (Attachment C-2)








CITY OF PHOENIX


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ATTACHMENT C-1








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ATTACHMENT C-2





contract staff.





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ATTACHMENT C-3

Airport Security Guard Services (Regulatory External)








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ATTACHMENT C-4


Operations Manual Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Describe how Offeror will resolve customer service concerns.

2. Describe employee communication process, to include disseminating short

notice security procedures for immediate implementation.


4. Describe the use of technology to automate timekeeping as a method to track and record employees work schedules at their on-site assigned posts, i.e., “Check-in and check-out” at the assigned post.

5. Describe the use of a technological tool (platform, equipment, etc.) that allows for twenty-four hours, seven days per week (24/7) web-based real time reporting and accessibility to files and documents (view, upload, download) which includes, but is not limited to, generating, modifying, categorizing, saving, and sending the following type of reports: a. Daily activity reports, incident reports and shift logs. b. Access to employee training records. c. Automated timekeeping for employees to check in and check out of assigned







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ATTACHMENT C-5



Requirements.






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ATTACHMENT C-6









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ATTACHMENT C-7





1.1 Describe how Offeror will cooperate with its successor in allowing as many staff as practical to remain on the job in order to enhance the continuity and consistency of these services.

1.2 Describe how Offeror will allow successor to conduct on-site interviews with contract employees provided Contractor obtains the consent of said employees to disclose their records.

2. OFFEROR MUST ACKNOWLEDGE AND CONFIRM FULL COOPERATION

WITH THE FOLLOWING:

2.1. Offeror recognizes that upon completion, termination, or expiration of this Contract that a successor may continue these services and said successor will need phase-in training.





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1. Definitions












color, national origin, sex, age or disability, be excluded from participating in any activity conducted on or from the Premises, or otherwise be excluded from the benefits offered by Contractor to the general public. Contractor further warrants that it will comply with all pertinent statutes, Executive Rev 04/2017 (JMK)



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Orders, and rules promulgated thereunder, to assure that no person is excluded on the grounds of race, creed, color, national origin, sex, age, or disability, including, without limitation, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.











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2.18. Contractor is encouraged to use fuel and energy conservation practices. 3. City of Phoenix Equal Employment Opportunity Requirement




3.5 Documentation. Suppliers and lessees may be required to provide

additional documentation to the Equal Opportunity Department affirming that a nondiscriminatory policy is being utilized.



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1290643 Rev. 07/26/17

SECTION XIV – EXHIBIT A AIRPORT SECURITY GUARD SERVICES


CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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SAMPLE



Hours Actual Hours

Billed Variance in



Contracted Hours

Actual Hours Billed

Variance in Hours


Manager xxx xxx xxx

Supervisor

Post Name xxx xxx






TOTAL

SECTION XV – SOLICITATION INSTRUCTIONS AIRPORT SECURITY GUARD SERVICES

(REGULATORY-INTERNAL)

CITY OF PHOENIX


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REGULATORY - INTERNAL



CITY OF PHOENIX


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□ 12. The mailing envelope clearly shows your company name and address, this RFP number, and the Offer opening date.




CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

Rev. 09/2017 (JMK)

1. MINIMUM QUALIFICATIONS (REGULATORY-INTERNAL):

1.1. Offerors must submit an executive summary that does not to exceed five (5) pages and addresses the following items:

1.1.1. Offeror’s employees must be employed directly by the Offeror. 1.1.2. Demonstrate and identify that it possesses at least three (3)

continuous years of relevant experience within the last ten (10) years in successfully providing security guard services commensurate with the scope and scale indicated in this RFP.

1.1.3. Describe Offeror’s current or previous security guard contract experience at a 49 C.F.R. Part 1542 regulated airport or other federally regulated facility where a staff of sixty (60) or more full time security guards were successfully maintained.

1.1.4. Briefly describe Offeror’s financial capability to perform and provide security guard services under the contract.

1.2. Offerors must also provide a list of current contracts.

1.3. Offerors must provide three (3) verifiable references, excluding PHX.

1.4. At the time of the Offer Submittal, Offerors shall possess as well as maintain

a Designation under the Federal Support Anti-Terrorism by Fostering Effective Technologies Act of 2002, also known as the “SAFETY Act”. Offeror must provide proof of the Designation by submitting a copy of the Department of Homeland Security (DHS) Certificate of SAFETY Act Designation Letter describing the approved technologies included in the Designation, the Designation termination date and the liability insurance required to be maintained by Offeror.

1.5. The SAFETY Act Designation must include all important tasks and

anticipated tasks required in this Contract to include:

1.5.1 The recruitment, selection and training of personnel to prevent the introduction of explosives, weapons, and unauthorized personnel into the secured facilities

1.5.2 Vehicle inspections

1.5.3 Screening and inspecting airport employees and their belongings 1.6. Any Offer that does not meet all the above minimum qualifications will be




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2. PREPARATION OF OFFER:



However, no Offeror, entity, or person affiliated with an Offeror may submit

multiple Offers. If multiple Offers are received from an Offeror or affiliated

entities or persons, ALL proposals from that Offeror and those affiliated

entities or persons will be deemed non-responsive and rejected.




2.3. Offeror may copy Submittal forms if necessary. Erasures, interlineations, or other

modifications of an Offer must be initialed in original ink by the authorized person

signing the Offer. No Offer will be altered, amended or withdrawn after the

specified Offer due date and time. The City is not responsible for Offeror’s errors

or omissions.



requirement that may not be clear and to check all responses for accuracy before

submitting an Offer. Negligence in preparing an Offer confers no right to withdraw

its Offer after due date and time. Offerors are strongly encouraged to:

2.5.1. Consider applicable laws and economic conditions that may affect cost,

progress, performance, or furnishing of the products or services.

2.5.2. Study and carefully correlate Offeror’s knowledge and observations with

this RFP and other related data.

2.5.3. Promptly notify the City of all conflicts, errors, ambiguities, or

discrepancies that Offeror has discovered in or between this RFP and

other related documents.

2.5.4. The City will not reimburse any Offeror for the cost of developing,

presenting or providing any response to this RFP. Offers submitted for

consideration should be prepared simply and economically, providing

adequate information in a straightforward and concise manner. The



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Offeror are responsible for all costs incurred in responding to this RFP. All

materials and documents submitted in response to this RFP are the

property of the City and will not be returned.




this RFP. Offers that offer less than any minimum specifications or criteria

specified are not responsive and should not be submitted.





Offers submitted without this product information may be considered non-



2.5.7. Prices must be submitted on a per unit basis by line item, when applicable.

If a disparity arises between the unit price and extended price, the unit

price will prevail unless obviously in error.

3. EXCEPTIONS: Offerors must comply with all of the requirements specified in this

RFP. The City encourages Offerors to send inquiries to the Procurement Officer

rather than including exceptions in their Offer.

3.1. If an Offeror has exceptions based on the Scope of Work, then Offeror must include a list of exceptions to the requirements of this RFP and attachment documents, if any, stated on a separate page labeled “Exceptions Statement.” Offeror must identify the reason for the requested change, provide alternate language and provide an explanation.

3.2. It is the intent of the City to award a Contract on a fair, competitive basis.

For this reason, the City may view any “exception” to any material conditions or requirement of this RFP, as an attempt by the Offeror to vary the terms of this RFP that may result in giving the Offeror an unfair advantage. For this reason, the City will, in its sole discretion, prohibit any exception to any condition or requirement of this RFP if the City determines that the exception alters the overall intent of this RFP, unless the exception would materially benefit the City. Additionally, the City may, in its sole discretion, deem any Offer non-responsive based on an exception by the Offeror.



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5. ADDENDA: The City is not responsible for any oral instructions made by any employee or officer of the City regarding this RFP instructions, plans, drawings, specifications, or Contract documents. Any change to the plans, drawings and specifications will be in the form of an addendum. Offerors must acknowledge receipt of any addendum by signing and returning the addendum with the Offer.



the State of Arizona, with the Arizona Corporation Commission.


its Offer, Offeror must possess all valid certifications and/or licenses as required

by federal, state or local laws, rule, and regulation at the time of submittal.



The Offeror will not discriminate against any employee, or applicant for employment in violation of federal or state law.

The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Offer.







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Offeror’s Name


Solicitation Number

Solicitation Title





request in writing and signed by Offeror or a duly authorized representative.

11. OFFER RESULTS: Offers will be opened on the Offer due date, time and location

indicated in the Schedule of Events at which time the name of each Offeror will be

read. Offers and other information received in response to this RFP will be shown

only to authorized City personnel having a legitimate interest in them or persons

assisting the City in the evaluation. Offers are not available for public inspection

until after the City has posted the award recommendation on the City’s website.


https://www.phoenix.gov/solicitations within five (5) days of opening the Offers.

The City will post the information on the preliminary tabulation as it was read during

the Offer opening. The City makes no guarantee as to the accuracy of any

information on the preliminary tabulation. After the City has evaluated the Offers,

the City will post an award recommendation on the City’s website. The City will not

provide any further notification to unsuccessful Offerors.


Upon notification of an award the Offeror will have thirty (30) days to submit a

complete certificate of insurance in the minimum amounts and the coverages as

required in the Insurance Requirements of this RFP. Insurance requirements are

non-negotiable.



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13. AWARD OF CONTRACT: Unless otherwise indicated, award of a Contract will be made to the highest scored responsive, responsible Offeror(s) who are regularly established in the service contained in this RFP and that have demonstrated the ability to perform the required service in an acceptable manner.

13.1. An Offeror may submit up to three (3) proposals under this RFP. An Offeror

meeting the minimum qualifications may submit Offers for Internal and External within the Airport Security Guard Services (Regulatory) category. Offerors may submit an Offer for the Security Guard Services (Non-Regulatory) category. However, only one (1) Contract will be awarded to an Offeror in the Airport Security Guard Services (Regulatory) category. Offerors in that category who submit an Offer for Airport Security Guard Services (Non-Regulatory) category will only be evaluated and considered IF no proposal is received under the Airport Security Guard Services (Non-Regulatory) category or the Offers received are considered non-responsive and non-responsible.

13.2. One (1) Contract will be awarded to the highest score in each category.

13.3. If an Offeror submits Offers for both the Internal and External categories in the Airport Security Guard Services (Regulatory) category and receives the highest score in both categories (No. 1 Offeror), then the City will award the No. 1 Offeror the Contract to that Offeror if it best meets the City’s needs.

For illustration purposes only, see the following example:

External Internal

No. 1 Offeror 950 980

Offeror 2 900 850

Offeror 3 750 700

Offeror 4 650 -

13.4. Notwithstanding any other provision of this RFP, the City reserves the right to (1) waive any immaterial defect or informality or (2) reject any or all Offers or portions thereof, and (3) reissue this RFP.

13.5. A response to this RFP is an Offer to enter into a Contract with the City based upon the terms, conditions, and specifications contained in this RFP. An Offer does not become a Contract until it is accepted and executed by the Aviation Department Director. A Contract has its inception in the Contract award, eliminating the need to sign a separate Contract. For that reason, all of the terms, conditions and specifications of the procurement



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Contract are contained in this RFP, and in any addendum or Contract amendment.


14.1. Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents(including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting Contract(s) are awarded to all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar solicitation.


14.3. Offerors may discuss their Offer or the solicitation with the Mayor or one or

more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.


14.5. This policy is intended to create a level playing field for all Offerors, assure that Contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for



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disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

14.6. “To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy shall be disqualified until the resulting Contract(s) are awarded, or all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the Contract, as long as the City cancels with a statement that the City will rebid the solicitation.


15.1. Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend this RFP, cancel or re-bid.

15.2. Therefore, unless otherwise notified by a formal amendment, the protester

must adhere to all solicitation dates and deadlines, including timely filing of an Offer, regardless of filing a protest.




that it had a substantial chance of being awarded the Contract and will be harmed by the recommended award. The City will post recommendations to award the Contract(s) to a particular Offeror on the City’s website. Offeror must submit award protests within seven (7) days after the posting of the award recommendation, with exceptions only for good cause shown, in the City’s sole discretion.



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15.5. All protests must be in writing, filed with the Procurement Officer identified in this RFP and include the following: 15.5.1 The solicitation number. 15.5.2 The name, address and telephone number of the protester. 15.5.3 A detailed statement describing the legal and factual grounds for the

protest, including copies of relevant documents. 15.5.4 The form of relief requested; and 15.5.5 The signature of the protester or its authorized representative.

15.6. The Procurement Officer will render a written decision within a reasonable

period of time after the protest is filed. The City will not request City Council authorization to award this Contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, Phoenix City Code, Ch. 43, and Administrative Regulation 3.10 and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.


property of the City and become a matter of public record available for review pursuant to Arizona law. If an Offeror believes that a specific section of its Offer is confidential, then Offeror must isolate the pages marked confidential in a specific and clearly labeled section of its Offer. An Offeror may request specific information contained within its Offer is treated by the Procurement Officer as confidential provided the Offeror clearly labels the information “confidential.” To the extent necessary for the evaluation process, information marked as “confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the Offeror in writing of any request to view any portion of its Offer marked “confidential.” The Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

17. LATE OFFERS: Late Offers must be rejected, except for good cause. If a late

Offer is submitted, the Aviation Department will document the date and time of the

submittal of the late Offer, keep the Offer and notify the Offeror that its Offer was

disqualified for being a late Offer.



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fails to provide information or data requested or who provides materially inaccurate

or misleading information or data. The City further reserves the right to disqualify

any Offeror on the basis of any real or apparent conflict of interest that is disclosed

by the Offeror submitted or any other data or information available to the City. This

disqualification is at the sole discretion of the City. By submitting an Offer, the

Offeror waives any right to object now or at any future time, before any agency or

body including the Phoenix City Council or any court as to the exercise by the City

of such right to disqualify or as to any disqualification by reason of real or apparent

conflict of interest determined by the City. The City reserves the right to replace

the disqualified Offeror.

19. SITE INSPECTION: A one-time walk-through site inspection tour will be conducted

if indicated in the Schedule of Events. Submission of an Offer will be prima facie


conditions affecting performance and offer prices. If a site inspection is not

scheduled, offerors should familiarize themselves with any conditions that may

affect performance and submittal prices. Submission of an Offer will be prima facie

evidence that the Offeror is aware of all conditions affecting performance and

submittal prices. Please contact the Procurement Officer listed on the front page

to request a site inspection.




20.2. Proposal guarantees of all unsuccessful Offerors will be returned, without


20.3. The proposal guarantee of the successful Offeror will be returned, without interest after the successful Offeror has provided the City with any guarantee and/or insurance policies required by this RFP. If the successful Offeror fails to execute this Contract or provide the proposal guarantee instruments and insurance within thirty (30) days after Contract award, the Offeror’s proposal guarantee may be forfeited as liquidated damages.



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unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as non-responsive. Alternatively, the City, in its sole discretion, may instruct in writing that an Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the offer to be non-responsive.

22.4. Responsibility: To obtain true economy, the City must conduct solicitations

to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the successful Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.


Offer to determine if the Offeror is responsible. The City’s determination as to whether an Offeror is responsible will be based on the information furnished by the Offeror, interviews (if any), any information at the City’s request, information in any best and final offer, and information received from Offeror’s references, including information about Offeror’s past history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from this RFP will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to Contract award.



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22.6. The Offeror’s failure to promptly supply information in connection with an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to the Offeror.






when appropriate.





made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.



reservations or understandings to or about any Contract or RFP requirement, then the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. The City, in its sole discretion, may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is non-responsive and the City may revoke its determination that the Offer is in the competitive range.



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25.4. To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this RFP. During discussions with Offerors in the competitive range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration. The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.




identified in the BAFO. The City will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The City will adjust appropriately the initial scores for criteria that have been affected by Offer modifications made by a BAFO. Based on the criteria defined in this RFP, as weighted, the City will then perform final scoring and prepare final rankings.




A. Compiling Your Proposal

The following information is provided to Offerors to assist in the preparation of their Offers: Tab 1 – Table of Contents - Page numbers must be included on entire proposal.



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Tab 2 – General Information (a) Proposal guarantee as specified in the RFP Instructions.


(c) Business References - Offeror must provide three (3) professional

business references excluding PHX and the City. Each Offeror must complete the Business References in Submittals Section.

NOTE: The City is only allowed as a reference if Offeror does not have a contract with other firms.

Tab 3 – Minimum Qualifications (Regulatory Internal)

(a) Executive Summary, not to exceed five (5) pages must describe how the Offeror is meeting the minimum qualification of this RFP.

(b) A list of current contracts. (c) Proof of the Designation: Submit a copy of the Department

Homeland Security (DHS) Certificate of SAFETY Act Designation Letter.

Tab 4 – Company Qualifications and Experience (Attachment A)

This Section gives each Offeror the opportunity to clearly demonstrate its qualifications and experience to provide unarmed security guard services.

Tab 5 – General Manager Qualifications and Experience.

(a) This Section gives each Offeror the opportunity to clearly demonstrate that its proposed General Manager has the qualifications and experience and meets the minimum qualifications of this RFP.

(b) Offeror must provide:

i. Qualifications and Experience of Proposed General Manager (Attachment B).

ii. Proposed General Manager's resume.



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Tab 6 – Business and Operations Plan and Method of Approach to Scope of Work. Offeror must provide an Executive Summary including any required documents for each of the plans listed below:

i. Phase-In/Staffing Plan (Attachment C-1) ii. Recruitment and Retention Plans (Attachment C-2). iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) vii. Phase-Out/Transition Plan (Attachment C-7)

Tab 7 – Pricing Tab 8 – Submittal Section Tab 9 – Signed Addenda (if applicable)

SECTION XVI – IDEMNIFICATION AND INSURANCE AIRPORT SECURITY GUARD SERVICES

(REGULATORY - INTERNAL)

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SECTION XVI – INDEMNIFICATION AND INSURANCE 1. INDEMNIFICATION - PATENT, COPYRIGHT AND TRADEMARK


2. GENERAL INDEMNIFICATION The Contractor (Indemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents, and employees ( “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) ( “Claims”) caused, or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors arising out of or related to this Contract. This indemnity includes any Claims arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. The Contractor must indemnify Indemnitee from and against any and all Claims, except those arising solely from Indemnitee’s own negligent or willful acts or omissions. The Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Contract, the Contractor waives all rights of subrogation against Indemnitee for losses arising from the work performed by the Contractor for the City. The obligations of the Contractor under this provision survive the termination or expiration of this Contract.



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The Contractor and its subcontractors must procure insurance against claims that may arise from or relate to performance of the work under this Contract by the Contractor and its agents, representatives, employees and subcontractors. The Contractor and its subcontractors must maintain the required insurance until all of their obligations have been discharged, including any warranty periods under this Contract.

These insurance requirements are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The City in no way warrants that the minimum limits stated in this section are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor and its agents, representatives, employees or subcontractors and the Contractor is free to purchase additional insurance it may determine is necessary.




Policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury and liability assumed under an insured contract. Policy must include bodily injury, property damage and broad form contractual liability coverage.






b. The policy must be endorsed to include errors and omissions coverage.

c. Policy must be endorsed to include master key coverage.



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d. Policy must be endorsed to include coverage for “care-custody-control” of property of others.



a. The policy must be endorsed to include the following additional insured

language: “The City of Phoenix is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor.”

b. Policies must not contain any restrictions of coverage with regard to operations on or near airport premises.




exempt under A.R.S. § 23-902(E), AND when the Contractor or its subcontractor executes the appropriate sole proprietor waiver form.




If the professional liability insurance required by this Contract is written on a claims-made basis, then the Contractor warrants that any retroactive date under the policy must precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for



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a period of two (2) years beginning at the time work under this Contract is completed.


Bond or Policy Limit $1,000,000 a. The bond or policy must be issued with limits of fifty percent (50%) of the


b. The bond or policy must include coverage for all directors, officers, agents and employees of the Contractor.




6. Terrorism Insurance

a. The policy or policy endorsement must provide coverage for third party claims arising out of, relating to, or resulting from an act of terrorism as required by Contractor’s SAFETY Act Designation.

b. Liability limits must be in an amount equal to the limits of liability determined by

the Department of Homeland Security. c. The policy and endorsement must include the following additional insured

language; “The City of Phoenix is named as an additional insured.”



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B. ADDITIONAL INSURANCE REQUIREMENTS: The policies must include, or be endorsed to include, the following provisions:

1. On insurance policies where the City is named as an additional insured, the City

is an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.



provisions of this Contract, the Contractor must provide to the City, within two (2) business days of receipt, a notice if a policy is suspended, voided or cancelled for any reason. Such notice must be mailed, emailed, hand delivered or sent by facsimile transmission to:

City of Phoenix, Aviation Department

ATTN: Contracts and Services Division




licensed or authorized to do business in the State of Arizona and with an “A.M. Best” rating of not less than B+ VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.




City before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the entire term of this Contract. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract.

The City project or Contract number and project description must be noted on the certificate of insurance. The City reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time.



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DO NOT SEND CERTIFICATES OF INSURANCE TO THE CITY’S RISK MANAGEMENT DIVISION.

The initial certificates required by this Contract shall be sent directly to: City of Phoenix, Aviation Department

Contracts and Services Division



ATTN: Ivy Silva / Procurement Manager

Email: [email protected]


sent directly to: City of Phoenix Aviation Department c/o EXIGIS Insurance Compliance Services P.O. Box 4668 – ECM #35050 New York, NY 10163-4668 Email: [email protected]



G. APPROVAL: Any modification or variation from the insurance requirements in this

Contract must be made by the City’s Law Department, whose decision is final. Such action will not require a formal Contract amendment, but may be made by administrative action.



SECTION XVII – EVALUATION CRITERIA AND SCOPE OF WORK

AIRPORT SECURITY GUARD SERVICES (REGULATORY - INTERNAL)

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SECTION XVII – EVALUATION CRITERIA; AND SCOPE OF WORK Airport Security Guard Services (Regulatory - Internal)

This is a best-value-to-the-City procurement Responsive and responsible Offers will be evaluated based on the following criteria: 1. EVALUATION CRITERIA: In accordance with Administrative Regulation 3.10,

competitive sealed proposal awards shall be made to the responsive and responsible Offerors whose written Offer is determined to be the most advantageous to the City based upon the evaluation criteria listed below. The evaluation factors are listed in the relative order of importance. Business and Operations Plan and 0 - 350 POINTS Method of Approach to Scope of Work Company Qualifications/Experience 0 - 200 POINTS General Manager Qualifications/Experience 0 - 150 POINTS Price 0 - 300 POINTS TOTAL AVAILABLE POINTS: 0 - 1000 MAXIMUM



i. Phase-In Staffing Plan (Attachment C-1) ii. Recruitment and Retention Plans (Attachment C-2) iii. Program Management Plan (Attachment C-3) iv. Operations Manual (Attachment C-4) v. Staffing Contingency Plan (Attachment C-5) vi. Quality Control Program (Attachment C-6) Phase-Out and

Transition Plan (Attachment C-7) 3. Company Qualifications and Experience (0-200 points) (Attachment A)


B)



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1.1 The Contractor must hire from the pool of current security guard employees

who are employed by the current Contractor and retain those employees for at least ninety (90) days:

1.1.1 The Contractor may only interview employee candidates outside the current security guard staff when there are no longer any employees of the current Contractor available to hire.

1.1.2 Existing employees, who have worked at PHX, have developed

valuable knowledge and experience regarding PHX operations and the professional handling of conditions peculiar to an airport, such as sudden influxes of customers at odd hours and intervals.

1.1.3 The Contractor’s obligation to hire from the current security guard employees under this Section shall not prevent the Contractor from terminating any employee for cause prior to the expiration of the ninety- (90) day period.

1.2 All security guards tasked with performing duties under this Contract must

be employed directly with the Contractor.

1.3 The Contractor must provide all other support staff, security guards, equipment, etc. at no direct cost to the City throughout the term of this Contract.

1.3.1 Support staff must assist with daily operations in addition to the staff


1.3.2 Support staff may be defined or used as supervisors, rovers, trainers, administrative aides, assistant managers, break personnel, etc. with cost incurred in the Contractor’s proposed hourly rate.

1.3.3 Support equipment is defined as radio communications, uniforms,


1.3.4 Security guards performing a post assignment cannot perform functions outside of their defined scope of work, i.e., supervisor, cannot serve as break personnel, etc.



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a. The Contractor must provide break personnel or support staff to

perform these functions with cost incurred in the Contractor’s proposed hourly rate.

1.4 The Contractor must provide security guards, on-site field supervision, and a general manager dedicated to this Contract only and will respond to the ADR as required.

1.5 The Contractor hereby agrees that employees assigned to satisfy the Contractor’s obligations under this Contract must be used exclusively for that purpose during the hours when they are working in areas covered by this Contract and must perform no work at other City facilities.

1.6 By assigning staff to perform work under this Contract, the Contractor agrees to be fully responsible and accountable for staff behavior during performance under this Contract.

1.7 The Contractor must comply with the City’s policy of equal employment opportunity and diversity at all levels of the operation, including management.

1.8 The Contractor is directly responsible for the conduct of all employees notwithstanding the legal relationship entered into by and between the Contractor and its employees. The Contractor’s responsibility also applies to its independent contractors.

1.9 The Contractor’s employees must be able to read, write, and communicate in English. The ability to communicate effectively with City staff as well as Airport customers is a vital component to the City’s customer service expectations.

1.10 The Contractor must ensure that its employees in driving positions maintain a valid Arizona driver’s license. Contractor must verify the status of the license and provide a report when requested by the ADR.

1.11 The Contractor must maintain all schedules to meet the requirements of this Contract. The ADR reserves the right to modify the schedule as needed.

1.12 The Contractor must provide continuous daily supervision of its personnel and include the monitoring of schedule adherence.



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1.13 The Contractor must have a representative attend meetings and/or events as necessary or requested by the ADR. Representative(s) must attend meetings on time, and be prepared with all necessary documentation for the meeting. Representative must not leave before the meeting is adjourned.

1.14 The ADR reserves the right to require that the Contractor remove from service to the City any employee that has performed in an unsatisfactory manner under the terms of this Contract. Any employee that has been removed at the City’s direction may be employed by the Contractor for other work not involving the City. The Contractor agrees that it is not entitled to any additional costs it may incur as a result of the removal of the employee.

1.15 The Contractor is required to hire a sufficient number of trained and highly qualified unarmed security officers to staff any scheduled post. The Contractor will maintain a level of not fewer than fifty percent (50%) full-time employees.

1.16 The Contractor must have contingency plans for supplying additional cleared and badged security guard resources as dictated by heightened security levels or unplanned events as identified herein.

1.17 New Scheduled Post Requests/Existing Post Changes 1.17.1 The ADR will provide written notice for new post requests within the


1.17.2 The Contractor will provide the required security guard services for the new post requested on the start date when security guard services are required.


b. The City will notify the Contractor if there are changes affecting an existing post and make every effort to notify the Contractor within twenty-four (24) hours from effective date



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of changes affecting an existing post when possible. The request may be oral and followed by a written order from the ADR. The change order will delineate the post location, number of position(s) required, description of duties, total hours, points of contact, work schedule, etc.

c. The Contractor must provide coverage for such requests, new post and existing post changes where coverage may range from one (1) to twenty-four (24) hours coverage at one (1) to several posts or locations at a time seven (7) days per week lasting over a prescribed time period.

1.18 Unplanned/Unscheduled New Posts, Heightened Security Levels and/or Emergency Response and Staffing 1.18.1 The ADR may require unplanned or unscheduled new posts or

emergency changes in staffing levels in response to heightened threat conditions, airport operations matters, special events, construction activities and/or increases in the National Threat Advisory System (NTAS). The changes may be in the form of a verbal notice, less than a twenty-four (24) hour notification and may require immediate resource re-allocations from existing posts at the time of the request and/or moderate to substantial requests to increase guard resources (from one up to fifteen (15) officers) and staff posts within three (3) hours from the time of verbal notice.

1.18.2 The verbal notice will be followed by written notice. ADR will have discretion to re-allocate existing resources if operationally conducive at the time of request or require additional officers to respond to support the request. The Contractor must provide coverage for such requests where coverage can range from one (1) to twenty-four (24) hours coverage, at one (1) to several posts/locations at a time, seven (7) days per week, lasting over a prescribed time period. Security services will be billed at the contracted hourly rate. No additional cost will be allowed and/or incurred.

1.19 Emergency Response Team (ERT)

1.19.1 The Contractor shall maintain an emergency response team (ERT)

of not fewer than fifteen (15) security guards separate from the security guards already working on the day of the request. The ERT must be available to support from one (1) to twenty-four (24) hours



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post coverage at one to several posts or locations at a time, seven (7) days per week, lasting over a prescribed time period.

1.19.2 The ERT may be used to address requests as described in Sections 1.17 and 1.18 above, provided there is no conflict in the allocation of staff and impact to staffing existing posts. The Contractor’s employees must meet all contractual requirements regarding conduct, demeanor, personal appearance, airport badging requirements, and uniform appearance. It is the Contractor’s responsibility to fulfill the request for security guard services requiring personnel in excess of the ERT staff. The Contractor must provide a current list of names for the ERT team with the monthly invoicing.

1.20 The Contractor will be responsive to all requests for security guard services


1.21 If an employee is removed from the job site for failure to meet the standards of conduct or performance, then the Contractor will have one (1) hour to have a replacement on duty at the vacated post, replacing with staff not on shift already working a post, supervisors or management in the one (1) hour interim. The Contractor must inform the ADR immediately verbally and in writing providing all details regarding the removal of the employee from the job site when the vacant post has been staffed.

1.22 If a vacant post exists as a result of failure to show by security personnel, inability of the Contractor to staff accordingly or any actions or inactions of either employee or the Contractor resulting in the vacancy, the Contractor must inform the ADR immediately verbally, and in writing providing all details surrounding the vacancy. The Contractor must have one (1) hour to have a replacement placed on duty at the vacated post, backfilling with available officers (not on shift already working a post), supervisors and management in the one (1) hour interim. The Contractor must inform ADR when the vacant post has been staffed.

1.23 Eight- (8) hour or ten- (10) hour shifts are desirable. The Contractor shall not assign any person to perform security guard services hereunder who has worked in excess of twelve (12) hours in any twenty-four (24) hour period for more than five (5) consecutive days without a full twenty-four (24) hours off duty. Exceptions are for those instances when the ERT has been activated.



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1.24 Staffing Request for Construction Activities, Special Events, Etc. 1.24.1 Construction projects, special events and other activities as

determined by the Aviation Department may also require contract security services.

1.24.2 As it would apply to other post requests in support of additional Aviation-related activities and as only approved and applicable as deemed by the ADR, the following may be applicable: a. Guard Request Cancellation. If security guard services are not

needed (cancellation of request for guard services) for: (1) anytime within the first eight- (8) hour period after the start of the shift, or (2) within sixteen (16) hours leading up to and before the start of the shift, the security guard services will still be billed for a minimum of eight (8) hours per the number of guards requested. For example, if two (2) guards were requested and canceled before or after the shift and within the time constraints for the scenario mentioned, billing will be for a total of sixteen (16) hours. One security guard will equal to eight (8) hours.


c. Adding guard(s) within sixteen (16) hours leading up to and





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e. Adding guards within the first eight- (8) hour period after the start time: an additional and total of four (4) hours will be added to the total hours worked towards each additional guard requested.



1.25 Hours and Posts (Regulatory - Internal)

The hours and posts listed below are subject to change depending on operational requirements and are approximations. This Contract does not guarantee that these same posts and hours will remain constant for the entire term of this Contract whether at the start, middle, or end. The ADR or designee reserves the right at any time with or without a prescribed notification period to increase or decrease the number of posts and/or hours, without cause, by notifying the Contractor in writing.

HOURS

SECURITY GUARDS


11 varies varies 1383

SUPERVISION


1 varies 7 168

GENERAL MANAGER


1 8:00am - 5:00pm 5 (M-F) 40

VEHICLES


1 24 7 168



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PROPOSED POSTS

AIRPORT SECURITY GUARD (REGULATORY-INTERNAL)


Day Hours / per

Week

Terminal 4 ROVER 40 280

Terminal 2 & 3 ROVER 24 168

OPS SIDA Training 9 45

OPS Lobby 10 50

Terminal ITT (T3 CHKPT RIP) 24 168

Checkpoint Management (6 posts each 16 hours/day) 96 672

MANAGEMENT STAFF (REGULATORY-EXTERNAL)

Supervisor 24 168



2. EMPLOYEE REQUIREMENTS (General Qualifications of the Contractor’s

Employees)


age.


States. 2.5. Possess at least a high school diploma or general education development

(GED) equivalent.


2.7. Be able to compose precise short paragraphs, written reports, violations, and other security related incidents in English.



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2.8. Be able to communicate fluently in English to properly and clearly communicate with co-workers, Aviation Department representatives, and the public.




directed by the ADR) and carry their certification identification card at the job site.



2.14. Able to work in various climates and environment. 2.15. Able to obtain an airport identification badge and pass a mandatory criminal




3.1. Security guards are not allowed to apprehend individuals who are in the

process of committing a crime, or act as law enforcement agents. If a violation is observed, then the security guard will immediately notify the Sky Harbor Airport Communications Center emergency number at 602-273-



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3311 or use the Airport’s two-way radio system. Violation of this Section may result in Contract termination. 3.1.1. After the security guard notifies the Aviation Department

Communication’s Center, the security guard will standby to assist investigating City staff as requested. If violations occur at DVT or GYR, the security guard must dial 9-1-1 for police, fire, and medical emergencies. Failure to follow these requirements may result in the immediate removal of the security guard and violation of this Section may result in Contract termination.



3.1.4. Security guards shall not possess or carry any weapons, including firearms, knives, impact weapons, mace, pepper spray or Tasers.

3.1.5. Any security guard that possesses a weapon while on duty will be removed permanently from the post.

3.1.6. Security guards must maintain compliance with all post duties specified within applicable post orders. Specific duties and post orders will vary based on the unique needs of the assignment, post, and location. It is the ADR's expectation that the Contractor will consult and work with the ADR for the Contractor to formulate post orders. However, for some locations, the post orders will be provided to the Contractor by the ADR. In all cases, the ADR will have final approval over all post orders prior to implementation. In general, duties may include, but are not limited to the following:

a) Summoning medical assistance, as appropriate. b) Monitoring building occupants and visitors, reporting non-





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f) Providing patrols for monitoring security, safety and building and facility maintenance.


and employees as needed. i) Permitting only authorized persons to enter a restricted area. j) Screening employees or special event attendees using



other personal identifying information. o) Conducting inspections of personal belongings such as bags,










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ii) Maintaining an activity log that documents both routine (e.g., time reporting for duty, relief guards, supervisory visits, guard tour tracking, patrol completion, opening and securing of building) and non-routine (e.g., persons denied access to the facility, weapons detected, first aid emergencies) events.





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mm) Reporting any attempted thefts, entries and vandalism. nn) Performing additional duties as required or requested. Other



4.1. Security guards must maintain continual high standards of professional

conduct while on duty and may include, but are not limited to, the following: 4.1.1. Security guards must be courteous, polite, and professional in



other animals on the site. 4.1.4. Security guards must remain available and in continuous contact


4.1.5. Security guards must be awake and alert at all times. Sleeping during a shift is prohibited and liquidated damages will be assessed, as well as removal of the security guard from the contract assignment.








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4.1.12. Security guards must remain on active patrol, or in an approved location throughout their shifts.


4.1.14. The Contractor’s security guards must be trained to respond appropriately with both firmness and politeness in the case of aggressive or belligerent behavior by an occupant or visitor. If such action does not result in neutralization of the situation, security guards shall calmly refer the occupant or visitor to a supervisor for assistance. In the event of menacing conduct or threats, security guards shall contact the Sky Harbor Airport Communications Center at 602-273-3311 or 911, as applicable to the post location.

4.1.15. Prior to assignment, security guards must be educated with building and facility layout, equipment at their assignment or post, locations of access control devices and other emergency equipment. b) Security guards must be familiar with all emergency routes,





Although employees of the Contractor are not employees of the City, the perception of the public at large is that the Contractor’s employees are representatives of the City.






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f) The Contractor must comply with each facility’s policies related to tobacco usage by its employees as directed by the ADR.

5. APPEARANCE

5.1. Security guards may not enter duty until he/she has a complete set of

approved uniforms and accessories.




5.5. Clothing must be appropriately sized and worn as designed. Uniforms must be clean, free of wrinkles, and must be worn and maintained in a military manner, with buttons secured at all times.




5.8.1 The ADR will notify the Contractor when an employee is unacceptable because of personal hygiene, abusive behavior, or reasonable suspicion of substance abuse.

5.8.2 The Contractor has one (1) hour to have a replacement placed on duty for the vacated post, backfilling with available officers (not on shift working a post), supervisors or management in the one (1) hour interim.



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5.8.3 The Contractor must inform the ADR when the vacant post has been staffed.

6. SECURITY GUARD QUALIFICATIONS The Contractor’s security guards must be







7. LITERACY

7.1. Security guards must be literate and fluent in English to the extent of reading, comprehending and demonstrating their understanding (through actions and behavior) of printed regulations, written orders and instructions, and be able to draft reports that convey complete information in English.

7.2. Security guards must be able to speak clearly in English. Active bilingual capability is a “plus” in dealing with and assisting the public.

8. JOB KNOWLEDGE/COGNITION

8.1. Security guards must possess the capacity to acquire a good working knowledge of all duty requirements stated in this Contract.

8.2. Prior to assignment, security guards must be trained to perform their duties related to the facility their assigned to. Cross-training for multiple posts is acceptable.

8.3. Security guards must successfully complete Federal Emergency Management Agency (FEMA) sponsored training course: ICS 100 - Introduction to Incident Command System (ICS) within thirty (30) days of their hire date. If a security guard has already completed the courses, it



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must not be more than thirty (30) days from the hire date under this Contract.


9.1 The Contractor must have supervisory coverage twenty-four (24) hours a day seven (7) days a week for the term of this Contract. 9.1.1 The response time from any point of origination on the Airports for


9.1.2 The supervisor must have supervisory capacity on behalf of the general manager, capable of enforcing the Contractor’s rules and regulations and any directives of the ADR.

9.1.3 The supervisor must have direct oversight of security guard performance and conduct and may interact with the ADR on as needed basis.

9.2 Supervisor Minimum Qualifications:

9.2.1 The supervisor must meet and comply with Employee Requirements (General Qualifications).

9.2.2 The supervisor must have a minimum of two (2) years of successful experience in security or law enforcement.

9.2.3 The supervisor must have already or must successfully complete the FEMA-sponsored, training course ICS 100 - Introduction to Incident Command System. If the supervisor has already completed the courses, it must not be more than thirty (30) days from the hire date under this Contract.

9.2.4 Notwithstanding the above requirements, the supervisor must complete the courses within thirty (30) days of hire date of this Contract or in accordance with the ADR’s direction.

9.3 Supervisor duties and responsibilities must include, but not be limited to the

following: 9.3.1 Be directly available to and/or able to communicate with the

Airside Supervisor, Landside Supervisor, Terminal Supervisor, and/or Communication Center twenty–four (24) hours per day, seven (7) days per week including weekends and holidays.

9.3.2 Be individuals of integrity who display a mature attitude and exercise good judgment.

9.3.3 Set the example for security guards and must foster an environment in which guards feel valued and part of an effective and important team.



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9.3.4 Be fully capable of performing security guard duties and will possess all established security guard requirements.

9.3.5 Enforcing the Contractor’s rules, regulations, and any directives issued by Airport personnel.

9.3.6 Handling customer service issues. 9.3.7 Providing the highest level of supervision. 9.3.8 Providing fully trained and qualified replacement personnel to


9.3.9 Maintaining excellent communication with staff and disseminate accurate procedural information regarding post order compliance and short notice security changes.

9.3.10 Evaluating the performance of assigned security guards on a continuous basis.

9.4 Monitoring the radio transmissions between security guards and the Communications Center and take the appropriate action to correct unsatisfactory performance.

9.5 Monitoring and ensuring employee compliance with all applicable rules and regulations, including, but not limited to, Aviation Department Rules and Regulations.

9.6 Planning and conducting daily scheduled and unscheduled post inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards and job performance, etc.

9.7 Conducting performance evaluation of employees.

9.8 In cases where immediate correction is required and as to not negatively affect Airport operations, the City representative, the Airside, Terminal or Landside supervisors may require the movement of guard personnel to affected vacant posts or in support of airport activity only as an interim measure until the Contractor provides the required personnel.

9.9 If the Contractor’s supervisor is permanently replaced, regardless of the reason, then the Contractor’s general manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.



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9.10 In the event a permanent replacement supervisor is not immediately identified, the general manager or an existing supervisor must assume all responsibilities to fulfill the requirements of the contract.

9.11 Provide on-site supervision serving as the liaison to Airport personnel.



10.2. Must reside in Maricopa County throughout the duration of this Contract and any option periods.

10.3. Must have at least two (2) continuous years of experience within the last five (5) consecutive years at a TSA 49 C.F.R. Part 1542 regulated airport or other federally-regulated facility where a staff of sixty (60) or more full-time security guards were maintained.


10.5. Within forty-five (45) days after Contract award and before Contract start date, the GM must successfully complete FEMA-sponsored training courses: ICS 100 - Introduction to Incident Command System (ICS), ICS 200 - ICS for single resource and initial action incidents, and IS 700 - Introduction to the National Incident Management Systems (NIMS). If the GM has already completed the courses, it must not be greater than forty-five (45) days from the Contract award date. All subsequent pre-approved GMs must comply with this requirement. Contractor will be responsible for incurring all training expenses.

10.6. The Contractor must have one full-time GM assigned to the Airports and tasked with overall responsibility for the Airport operation. Unless otherwise approved by the ADR in writing, the GM must work a minimum of forty (40) hours per week (Monday through Friday from 8:00 a.m. to 5:00 p.m.).

10.6.2 The response time from any point of origination for the GM to be physically at the Airports must be no more than forty-five (45) minutes.



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10.8. The GM or designated alternate will be responsible for staffing the security management operation facilitating performance of the contract and coordinating with the ADR.

10.8.1 In the event the Contractor’s GM is permanently replaced, regardless of the reason, GM’s supervisor or manager must notify the ADR or designee within twenty-four (24) hours of the replacement date and time.

10.8.2 In the event a permanent replacement and the GM is not

immediately identified, the GM’s supervisor or manager must assume all responsibilities to fulfill the requirements of this Contract.

10.9. In the absence of the GM, less than thirty (30) consecutive calendar days, the GM’s supervisor or manager must assume the responsibilities of the GM.

10.9.1 The GM cannot be the supervisor on shift.

10.10. If absence is to exceed greater than thirty (30) consecutive calendar days, the Contractor must provide a GM meeting the minimum qualifications not more than forty-five (45) calendar days from the first date of absence of the incumbent GM. The ADR will have full discretion in the length of absence and approval of the GM.

10.10.1 In such an event, the GM’s supervisor or manager must assume the responsibilities of the GM until such time a GM is identified.

10.11. The GM will work cooperatively with the ADR to assure quality service,

provide operational data, respond to comments from customers and the public and respond to specific requests for other assistance as needs arise.

10.12. The GM must administer all phases of the security operation related to the Airports as directed by the ADR or designee. The Contractor must not assign the GM any duties other than those directly related to the fulfillment of the requirements of this Contract without prior written consent of the ADR.



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10.13. The GM must be subject to the approval of the ADR and must have cleared the required background check before assignment to this Contract.

10.14. The GM as identified in the Contractor’s submitted proposal during the RFP process must remain assigned to this Contract a minimum of six (6) months from the start date of this Contract unless otherwise directed by the ADR.

10.14.1 The ADR may require the Contractor to remove and replace the GM at any time without cause if the performance of the GM is deemed unacceptable by the ADR.

10.15. Accidents, labor issues, non-compliance with post orders and other critical

issues affecting security operations must receive an immediate response from the GM to the ADR regardless of the time or day such an event occurs.

10.16. Each Offeror must identify a GM who will serve as the ADR’s primary

contact and be responsible for ensuring the Offeror’s obligations of this Contract are met.

10.16.1 The Offeror’s identified GM must not be changed during the course of the City’s RFP process, including the time up to the Contract award and/or up to a minimum of six (6) months from Contract start date.

10.17. The proposed GM must pass an Aviation Department security background

check prior to start date of this Contract.

11. GENERAL MANAGER DUTIES AND RESPONSIBILITIES MUST INCLUDE, BUT NOT BE LIMITED TO THE FOLLOWING AND ARE SUBJECT TO CHANGE BY THE ADR 11.1 Planning and conducting daily, scheduled and unscheduled post

inspections to evaluate the effectiveness of employee training efforts, security guard appearance standards, and job performance etc.

11.2 Reviewing, distributing and maintaining all written orders, bound and in good condition all operational and procedural instructions. These orders must be based on established policy, law, security procedures and requirements of the scope of work or as directed by the ADR or designee. All orders must be kept current to reflect changes in procedures, policies, and regulations.



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11.3 Maintaining a twenty-four- (24) hour duty log of activities or incidents that require action at a station or post. Separate, additional reports must be prepared on accidents, injuries, fires, bomb threats and all other unlawful acts, security violations, or any other unusual incidents or events using the prescribed format.

11.4 Ensuring all reports and other documents (i.e., event reports, logs, accident reports and reports of investigations) are written clearly, legibly and accurately. All reports and documents must be collected, distributed, filed, and stored in accordance with the records retention schedules and other City requirements.

11.5 Responsible for ensuring all staff members are trained in accordance with this RFP and this Contract.

11.6 Providing effective oversight of staff to include performance evaluations and corrective actions.

11.7 Ensuring employee Airport badges are deactivated and/or returned within one (1) business day of employee leaving the Contractor.


12.1 Within thirty days (30) of the start of services and throughout the term of this

Contract, the Contractor must submit to the ADR, current unexpired copies of all applicable permits and licenses required in order to perform the security services.

12.2 The Contractor is responsible for incurred charges related to renewal of such licenses and permits.

12.3 Throughout the term of this Contract, the Contractor must provide renewed documents to the ADR not later than the expiration date of the licenses and permits being renewed.

13. DUTY ASSIGNMENTS

13.1 The recording of all duty assignments for the purposes of invoicing must be established by the Contractor, in a format approved by the ADR or designee ensuring that the following information is captured: 13.1.1 Employee name 13.1.2 Post assignment



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13.1.3 Start and end date and time 13.1.4 Supervisory review/inspections 13.1.5 Signature and print of subject employee 13.1.6 Signature and print of certifying official

13.2 The ADR must, at any time during the term of this Contract, determine uncovered hours by the assigned security guards by one or combination of the following methods: 13.2.1 ADR must conduct on-site inspections to see if posts are staffed. 13.2.2 ADR must monitor daily activity reports. 13.2.3 ADR must review and audit Contractor’s field supervisor reports. 13.2.4 ADR must review and audit billing invoices.

13.3 Hours and positions listed are based on the existing requirements.

13.3.1 These hours and posts are subject to change depending on

operational requirements. 13.3.2 This Contract does not guarantee that these same posts and

hours will remain for the term of this Contract whether at the start, middle, or end.

13.3.3 The ADR reserves the right at any time, with or without a prescribed notification period, to increase or decrease the number of posts and hours, without cause, by notifying the Contractor in writing.

13.4 The Contractor must provide all other support staff and equipment at no

direct cost and line item to the Aviation Department and contract to support the Contractual needs for the term of this Contract. 13.4.1 Support staff must assist with daily operations in addition to the

staff necessary to fulfill the post requirements. 13.4.2 Support staff may be defined and or used as supervisors, rovers,

trainers, administrative aide, assistant manager, break staff, etc. 13.4.3 This cost will be incurred in the Contractor’s proposed hourly rate. 13.4.4 Support equipment may be defined as radio communication,

uniforms, vehicles, heaters, fans and items necessary at the post, etc. This cost will be incurred in the Contractor’s proposed hourly rate.



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14.1 The ADR may require modifications to the procedures set forth in all plans, manuals, programs, post orders, and job requirements as needed. Contractor must also recommend changes to the plans, manuals, programs, post orders, and job requirements as needed. All changes are subject to approval from the ADR. The changes will become effective when approved by the ADR. Contractor must provide all plans and manuals as described below.

14.2 All plans, manuals, post orders, programs and job requirements must be kept current and on file with the Contractor and ADR.

14.3 The Contractor must provide all detailed plans and manuals to the ADR


14.3.1 Phase-In Staffing Plan 14.3.2 Recruitment and Retention Plans 14.3.3 Program Management Plan 14.3.4 Employee Handbook 14.3.5 Operations Plan 14.3.6 Staffing Contingency Plan 14.3.7 Training Manual 14.3.8 Quality Control Program 14.3.9 Phase Out and Transition Plan


15.1 The Contractor must provide and comply with its proposed phase-in and

staffing plan (PISP) summary and methodology. The PISP may be amended by mutual agreement of the parties to include staff necessary to fulfill the services required.

15.2 The Contractor must describe in detail, in its PISP, the methodology and schedule to provide a successful and seamless transition. The following must be included: 15.2.1 Thirty (30) days prior to Contract start date, the Contractor must

implement its PISP at the Contractor’s expense. 15.2.2 The Contractor must meet with the ADR fourteen (14) days prior

to Contract start date to assess the progress of the PISP. 15.2.3 Topics outlined separately and detailed, but not be limited to

transition time period from start to completion date.



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15.2.4 Identify milestones within the transition period. 15.2.5 Identify and describe the requirements of each post under the

responsibility of the Contractor. 15.2.6 Include details of contingency plans if milestones are not met. 15.2.7 Include training of incoming staff. 15.2.8 Include staffing requirements to fulfill obligations. 15.2.9 Identify, list, and provide equipment, tools and uniforms to support

the specific duties and assignments, etc. 15.2.10 The PISP must be specific and unique to address and fulfill the


16. RECRUITMENT AND RETENTION PLANS 16.1 The Contractor must provide the ADR with a Recruitment and Retention

Plan. 16.1.1 The Contractor must maintain an active staff screening,


16.1.2 The Contractor must maintain a viable incentive program to deter employee attrition and promote stability in the workforce. a) The program must be sufficient to keep abreast of attrition and

be an adjunct to the management and training programs.

16.2 The Recruitment and Retention Plan must include, but not be limited to the following: 16.2.1 Provide types of advertising or other methods and list of criteria

for identifying potential candidates. 16.2.2 Plans to describe how and when to interview predecessor contract

staff. 16.2.3 Plans to describe how/when to employ predecessor contract staff. 16.2.4 Planned commencement and completion dates for recruitment in

support of the PISP. 16.2.5 Be specific and unique to address and fulfill the Contractor’s





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17. PROGRAM MANAGEMENT PLAN 17.1 The Contractor must provide the ADR with its proposed program

management plan (Plan). The Plan must be specific and unique to address and fulfill the contract obligations at PHX.

17.2 The final approved Plan must include at a minimum, but not be limited to, the following:

17.2.1 Names, assignments and duties of all key staff. 17.2.2 A list of all employees who will be working at PHX, DVT and GYR

and their status in the certification process. 17.2.3 Timekeeping, billing and accounting procedures. 17.2.4 A description of how THE Contractor will ensure the full


17.2.5 A detailed schedule ensuring relief for meals for staff, breaks, identifying the number of staff required to perform as relief, clearance levels, routes of deployment and vehicle requirements if necessary.


The Contractor must provide the ADR with a copy of its proposed employee handbook and make available upon request to all of the Contractor’s employees. The employee handbook must include the following: a) Introduction to Employer b) Mission Statement c) Recruitment practices (job postings and internal promotions) d) Job Evaluation Methods e) Performance Reviews-Probationary and Annual f) Hours of Work g) Attendance h) Overtime i) Training j) Code of Conduct (including confidentiality, dress, language, smoking, non-

fraternization) k) Parking l) Human Resources m) Complaint and Grievance Procedures n) Pay Delivery and other Payroll Services



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o) Vacation p) Insurance Benefit Plan q) Sick Leave Provisions r) Other leave, i.e., Jury Duty, Bereavement Leave, Personal Leave,



manual and (2) a Staffing Contingency Plan, which must describe the detailed procedures for the general manager, supervisor and security guards. The duties assigned for each position may be modified or reassigned through the operations manual.

19.2 The Operations Manual must describe separately and in detail the procedures to be followed for the following: (a) Radio communications. (b) Facility and site inspections as it relates to the assignment. (c) Vehicle inspections. (d) Employee badge and credential checks. (e) Resolving customer service concerns. (f) Employee communication process to include disseminating short

notice security procedures for immediate implementation. (g) Generating and disseminating daily activity reports, incident reports,

and like reports detailing the shift events for the assignment and the officer assigned to the assignment.

(h) Dissemination of time sensitive training and procedural information. (i) Releasing information protocols (public or media requests). (j) Preventing the release of security sensitive information. (k) Emergency contingency plans. (l) Significant and or unforeseen reduction in staff (continuity of

operations). (m) Use of technology to track labor hours and prepare invoices for

services provided. (n) Use of technology to automate timekeeping as a method to track and

record employees work schedules at their onsite assigned posts. (o) Check-in and check-out at the assigned post. (p) Other operations-related matters.





CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

19.3.1 Means through the use of a technological tool (platform, equipment, etc.) that allows for twenty-four (24) hours, seven (7) days per week web-based real time reporting and accessibility to files and documents of employees and of activities and incidents associated with the assignment.

19.3.2 At a minimum, capability and accessibility to web based, real time reporting and accessibility to files and documents (view, upload, download) which includes generating, modifying, categorizing, saving, sending the following report types: (a) Daily activity reports, incident reports, shift logs. (b) Access to employee training records. (c) Automated timekeeping for employees to check in/check

out of assigned posts. (d) Use of GPS to track and/or locate employees while in the

performance of assignments. (e) Accessibility to essential documents such as post orders,

contingency plans. (f) Accessibility to daily and weekly shift schedules. (g) Ability to take pictures (minimum of three (3)), record video,

save, view, and send. (h) Ability for any user within the local network to disseminate,

send and receive information, instructions, procedures to all employees simultaneously.

19.4 The Contractor will ensure that use of technological tool(s) and accessibility is restricted to those identified in this Contract such as the Contractor, the Contractor’s employees and the ADR.

19.5 The Contractor must provide to the ADR, security information describing level of or type of security to protect and keep secure any transaction as a result of any work or action that originates through the use of or which has originated from the use of the technological tool(s) and any ancillary hardware or software used to support, operate and maintain the technological tool(s). The Contractor must maintain security of technological tools throughout the term of this Contract and any extension periods.

19.6 The Contractor must incur all charges to operate and maintain the web based service; procure, repair, upgrade, supplement and replace the technological tools. The Contractor must make available this technological tool at (1) the start of the Contract period to the ADR, (2) at each post assignment identified by the ADR, and (3) for each subsequent future post assignments for the entire term of this Contract and any extension periods.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

20. STAFFING CONTINGENCY PLAN 20.1 The staffing contingency plan must describe separately and in detail, the

procedures to be utilized for the following: 20.1.1 Emergency response plan as identified within Staffing

Requirements. 20.1.2 Timeframe for deploying or redeploying staff. 20.1.3 Plan for allocating additional coverage hours to minimize

overtime pay. 20.1.4 Compliance with the Arizona Department of Public Safety State



required coverage. 20.1.7 Employee communication process to include disseminating

short notice security procedures for immediate implementation. 20.1.8 Other contingency related matters.

20.2 If an employee is removed from the job site for failure to meet the standards of conduct or performance, the Contractor has one (1) hour to have a replacement on duty at the vacated post, backfilling with available guards (not on shift working a post), supervisors or management in the one (1) hour interim. The Contractor must inform the ADR when post has been filled.



21.1 The Contractor must provide a training manual to the ADR. The Contractor must describe separately and in detail, plans for initial training, monthly and recurrent and on-going training. The Contractor at its own expense, must provide initial training, monthly, recurrent and on-going training, and any specialized training that would enhance, reinforce, benefit the knowledge and performance of its employees. 21.1.1 The Contractor will incur all charges associated with employee

training. The Contractor must develop lesson plans for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

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21.2 The Contractor must provide a means to measure and record the employee's comprehension of each taught subject matter with the employee passing satisfactorily. Initial, monthly, recurrent and on-going, and supplemental training may occur in environments by on-the-job training, instructor led classroom, video, or web based learning management systems, site training and other methods that would assist with the understanding and application of the subject matter. All subjects related to training must be specific, measurable, achievable, results orientated and time sensitive.

21.3 In addition to the currently existing, all subsequent subjects for each initial,

monthly and recurrent and on-going and supplemental training will require a lesson plan addressing each specific subject to be presented and provide policy, objectives and procedures associated with the subject. 21.3.1 The Contractor is responsible for the creation of lesson plans that

are approved by the ADR.

21.4 The ADR reserves the right to require the Contractor’s employees to repeat any training if they fail to exercise the basic levels of knowledge required by the City-approved training manual and the Contractor’s training.

21.5 The Contractor is solely responsible for all costs associated with employee training (initial, monthly, recurrent and on-going, and supplemental) and/or travel expenses associated with the training.

21.6 The Contractor is solely responsible for all costs associated with employee

training (initial, monthly, recurrent and on-going, and supplemental) and/or travel expenses associated with the training.

Initial Training: The Contractor must describe in detail each subject below in separate and distinctive lesson plans. The policy, objectives and procedures for each lesson plan must include, but not be limited to, the following subject matters:

a) Customer service skills for internal and external customers. b) Company sponsored training. c) Communication skills. d) Passenger assistance and public relations. e) Vehicle safety procedures. f) Policies, procedures, rules and regulations for external and internal

post orders.



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g) A minimum of twelve (12) hours of airport orientation and familiarization.

h) On-the-job training specific to the post(s) the employee will be assigned.

i) Policies related to confrontational situations and self-defense. j) Methods of patrolling offices, terminals, concourses, outlying








q) Responding to and dealing with security access alarms and the various types of alarms (to include procedures for assisting first responders with securing the event).

r) Inspection procedures for products and goods being delivered into a sterile area in support of all federal regulations.

s) Procedures including all aspects of the access control system, escort program, emergency response plans, vehicle inspection program, etc.




and suspicious items within the airport operating environment. x) Uniform, personal hygiene and appearance standards.



CITY OF PHOENIX


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y) Hand-wand metal detectors, conducting stadium style bag and purse inspections, the use of portable badge readers and the visual recognition of weapons, drugs and other illegal items.

z) Applicable FEMA training courses to include ICS 200 - ICS for single resource and initial action incidents and IS 700 - Introduction to the National Incident Management System (NIMS). This training must be completed within one hundred eighty (180) days from hire date or in accordance with the ADR's direction



21.8 The Contractor must maintain records for the completion of training of each

staff for each subject matter associated with initial and recurrent training detailing policy, objectives and procedures on the subject.


and/or receive initial training. A. Monthly Training: The Contractor must provide monthly training in

response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Monthly training is at the expense of the Contractor and must include one (1) company sponsored training subject and at least one (1) of the subjects listed in the initial training. (a) Subject matter must be related to safety, security and Airport-

specific topics. A minimum of no less than thirty (30) (minutes of monthly training is required for each employee assigned to this Contract. The Contractor must provide to the ADR, the subject matter to be presented for the respective month. The Contractor is responsible for any costs incurred for employees to attend and receive monthly training. Monthly training is separate from the quarterly staff meetings as identified in Section 25.

B. Recurrent/Ongoing Training: The Contractor must provide on-

going training in response to security needs and changing conditions to ensure all employees are performing to the satisfaction of the City. Recurrent and on-going training is at the expense of the Contractor and may include one (1) past subject company sponsored training or one (1) of the subjects listed in the initial training.



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of 325

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a) The intent of the recurrent and on-going training is to address those most recent incidences, activities and events that have occurred to ensure employees comprehend the impact and effect towards the Airports’ security.

b) The ADR may provide subject matter to be presented for recurrent and on-going training.

c) A minimum of fifteen (15) minutes of recurrent and on-going training is required for each employee assigned to this Contract.

d) Recurrent and on-going training is required twice per month within the same month and to occur no more than fourteen (14) days apart.

e) The Contractor is responsible for any costs incurred for employees to attend and receive recurrent and on-going training.


C. Supplemental Training: The ADR reserves the right to require

supplemental training provided by the ADR and at the ADR's discretion to address increased or modified security requirements. Supplemental Training may be incorporated as part of the monthly or recurrent and on-going training or separate from the two altogether. The Contractor must arrange and coordinate with the ADR, the Contractor's employee participation. The Contractor is responsible for any costs incurred for employees to attend and receive supplemental training. Subject matter under the supplemental training may also be covered during the quarterly staff meetings as identified in Section 25.

D. Training Record: The Contractor will be required to keep and maintain training records of each employee's entire training history, achievements, certificates, etc. from the date of hire through termination. Training record will be in a format that is audit presentable and immediately or readily retrievable within twenty-four (24) hours from date and time of request. Training records must reflect the varying subject matter types of training employees received in the accepted and approved lesson plan format and be categorized into the types of training (initial, monthly, recurrent and on-going, and supplemental) to include any associated supporting documents indicating receiving and completing the training. The Contractor must provide standardized training material and



CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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documentation of completion results to the ADR upon request for any completed training.

The Training Manual and Training Record Plan must be specific and unique to address and fulfill the contract obligations at PHX.

22. QUALITY CONTROL PROGRAM 22.1 The Contractor must establish an internal Quality Control Program to

ensure that Contract requirements are met. 22.1.1 The Quality Control Program must include live and on-site

assignment testing completed at least once a week on a random basis.

22.2 The Quality Control Program must include the following:

22.2.1 Identifying and describing the responsibilities and positions of the

staff responsible for the Quality Control Program and the relationship to other staff being inspected.

22.2.2 Describing the types and methods of testing. 22.2.3 Noting the dates and times of occurrences for quality control

compliance and outcome.


unannounced f) Attendance (sign-in and sign-out checks) g) Procedures for correcting deficiencies and the timeframes for

correction. h) Procedures for follow-up with Airport tenant or customer to ensure

that the appropriate people have been informed and the situation has been documented and resolved.





CITY OF PHOENIX


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23.3.1 The Contractor must maintain complete responsibility for

providing the security guard services during its phase-out period.

23.4 The Contractor agrees to the following: 23.4.1 To cooperate with its successor in allowing as many staff as

practical to remain on the job in order to enhance the continuity and consistency of the security guard services.

23.4.2 To disclose necessary staff records. 23.4.3 To allow successor to conduct on-site interviews with contract


23.4.4 To conduct interviews and provide disclosures that interviews are conducted in accordance with applicable laws, statutes, rules, regulations, and ordinances that have been passed, enacted or promulgated by any governmental body having jurisdiction over these matters.



CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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24. SERVICE ORDERS 24.1 Service orders may be oral and followed by a written order from the ADR.










25.1 The Contractor must hold quarterly staff meetings for all employees.

Meeting content must include the following: a) Dissemination of company and airport information b) Company training c) Airport facilitated training d) Employee recognition e) Guest presentations

25.2 The Contractor will be allowed to hold no more than a total of three (3)

meetings within the same quarter to accommodate shift employees. a) Employees must attend one (1) of three (3) scheduled meetings

based on their availability and work schedule. b) Meeting length must be no more than two (2) hours.



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c) A formal agenda must be prepared by the Contractor and pre-approved by the ADR.

d) The Contractor must provide an attendee list to be submitted in the monthly invoice.

e) Attendee list must include date of event, names of employees attending and signature.

25.3 The Contractor must bill the City at the security guard hourly rate for all

attendees regardless of position or title at a maximum of two (2) hours per off-duty employee in attendance of the quarterly staff meetings. a) Excess of the maximum two (2) hours must be approved on a case-

by-case basis by the ADR.

25.4 Quarterly staff meetings are not substitutes for or to be credited toward compliance with the other types of training: initial, monthly or recurrent and on-going, each of which must remain separate and non-billable.




ADR.


27. REPORTS AND DAILY REPORTING 27.1 All daily, periodic, and special reports must be submitted by the Contractor

as required.




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CITY OF PHOENIX


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30. VEHICLES: 30.1 The Contractor must provide all vehicles required to effectively and

efficiently operate, manage, and support the services necessary to fulfill the requirements of this Contract.



CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

Rev. 09/2017 (JMK)

30.2 All vehicles must be in good condition and serviceable. Contractor is responsible for all costs associated with repairs, preventative maintenance, etc., necessary for the upkeep of the vehicles.




31. VEHICLE MARKINGS: Vehicles must be marked with the identification of the Contractor. The Contractor must submit to the ADR, a description (either photographic or otherwise) adequate to identify the color scheme and markings common to the Contractor’s vehicles. The proposed vehicle markings are due thirty (30) days after Council award of this Contract.

32. UNIFORMS 32.1 The Contractor must submit to the ADR a description and photo of its

uniform for ADR approval.

32.2 The Contractor is responsible for obtaining required approvals from the Arizona Department of Public Safety as it relates to security guard attire and uniforms and badge type. a) The proposed uniforms are due thirty (30) days after Council award

of this Contract. b) The Contractor must provide uniforms appropriate to the post, or as

requested by the City, at no cost to the City, for summer and winter attire.

c) Uniforms must include safety or security vests, hats, sunglasses, shoes, pants, slacks, shorts, blouse, dress shirts, sports blazer, etc., and other articles of clothing as worn to enhance the presence of an authority figure and pertinent to the weather conditions.




regarding the services provided, the Contractor must forward the complaints immediately and no greater than twenty-four (24) hours of



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incident occurring to the ADR for review. The Contractor must report immediately and no greater than twenty-four (24) hours of incident, infractions of airport security rules and regulations and procedures pertaining the involvement of any specific security guard employee towards airport staff, customers, and the general public using airport facilities.


33.3 The Contractor has forty-eight (48) hours to respond in writing from the date of the submitted written complaint or date and time the Contractor was notified of the complaint. The response must include, but not be limited to, the following:






34.1 The Contractor must remove any employee upon a determination that the

individual has been assigned a duty for which he or she is not qualified, for either suitability or security reasons, or is found to be unfit in the performance of duties.




CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

Rev. 09/2017 (JMK)

35. LIQUIDATED DAMAGES 35.1 In addition to any other remedy available to the City at law or in equity, the

Contractor will be liable for and must pay to the City the amounts listed below for each violation by the Contractor of this Contract. The parties further agree that the amounts are reasonable and approximate the actual or anticipated loss to the City at the time and making of this Contract in the event that the Contractor commits a breach of this Contract. The parties acknowledge and agree to the fixed amounts set forth below because of the difficulty of proving the City’s actual damages in the event that the Contractor commits a breach of this Contract. The City may impose liquidated damages as follows:

1


$275 per violation




$275 per violation



$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation


$275 per violation




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Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

35.2 Prior to the imposition of liquidated damages, the Contractor will be notified in writing by the City. The City’s notice will include a brief narrative apprising the Contractor of the time, place, and nature of the violation(s). The notice will set forth those facts substantiating the violation. The Contractor will be afforded an opportunity to respond, in writing, within twenty-four (24) hours from date and time of the notice. The response will be evaluated by the Aviation Director.




A performance surety in the amount of $200,000.00 must be provided by the Contractor immediately after notice of Contract award. The City will not issue a written purchase order or give notice to proceed in any form until the surety is received by the Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A certificate of deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City and the Contractor, and the Contractor endorses the CD over to the City at the beginning of the Contract term. Interest earned on the CD may be retained by the Contractor. .

SECTION XVIII – SUBMITTALS AIRPORT SECURITY GUARD SERVICES


CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

Airport Security Guard Services

REGULATORY - INTERNAL

PRICING




invoices.


1. Security Guard $

2. Supervisor $


4. Vehicle $



CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

1. Please submit only the Submittal Section. Do not submit a copy of the entire solicitation document.

Offeror must submit the following:

1.1 One (1) original single-sided proposal (marked original) 1.2 Six (6) hard copies (double-sided) of the proposal.

1.3 One (1) electronic copy of the proposal on a USB drive, using Microsoft Word, Excel, or unlocked pdf format and in the same page order as the hard copy.

2. OFFER SUBMITTAL FORMAT: The written Offer must be signed by an individual authorized to bind Offeror and should provide the name, title, e-mail address and telephone number of individuals with authority to contractually bind Offeror and who may be contacted during the evaluation period. Offers should be:








major sections:










to Scope of Work

Tab 7 Pricing





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Phoenix, AZ 85034


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6. COSTS AND PAYMENTS:

PAYMENT TERMS & OPTIONS: Offerors must choose an option. If a box is not checked, the City will default to 0% - net 45 days:


Offeror may be paid immediately upon invoice approval, if enrollment is made to the Contractor may be paid immediately upon invoice approval, if enrollment is made to the Single Use Account (SUA) Program, administered by the City’s servicing bank (“Bank”). By checking this box, Offeror accepts transaction costs charged by its merchant bank and agrees not to transfer to the City those extra charges. The City will not pay an increase in our services for the SUA charges; if an audit uncovers an upcharge for the SUA charges, then Offeror will owe the City all costs. Offeror may opt-out of the SUA program once, but then may not rejoin during the same Contract term.



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Phoenix, AZ 85034


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7. BUSINESS REFERENCES: Offeror will furnish the names, addresses, and telephone numbers of firms or government organizations for which Offeror is currently furnishing or has furnished, completed service for security guard services. Company Name Address Reference





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___________________________





CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

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ACCEPTANCE OF OFFER





This contract shall henceforth be referred to as Contract No. . The




CITY OF PHOENIX






__________________________________

City Clerk






CITY OF PHOENIX


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the contract)






indicate N/A.


submission.







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Sections 38-501 to 38-511.





CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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9. Acknowledgements





posted.












OATH


PRINT NAME TITLE

SIGNATURE DATE




SECTION XIX – ATTACHMENTS AIRPORT SECURITY GUARD SERVICES


CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT A

Airport Security Guard Services (Regulatory - Internal)

Company Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Company overview and organizational chart. 2. Information on company's background and qualifications. 3. Industry or governmental agency designations and certifications. 4. Summary of company's management team, key staff assigned to the contract and

qualifications. 5. Description of team members to include description of experience, qualifications,

educational background, and resumes. 6. Summary of company’s past and current security guard contract experience at a

government regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained.

7. Identify at least two (2) continuous years of relevant experience within the last five

(5) years in successfully providing security services commensurate with the scope and scale indicated in this RFP.



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Phoenix, AZ 85034


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of 325

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ATTACHMENT B


General Manager Qualifications and Experience Offerors must demonstrate that their experience meets the Minimum Qualifications and addresses the following items, at a minimum: 1. Resume of the general manager. 2. Summary of general manager security guard services management experience at






CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C

Summary Page


Business and Operations Plan and Method of Approach to Scope of Work Offerors must carefully consider the business requirements, associated costs, and lead times necessary to develop, at a minimum, the areas defined in Attachment C-1 through C- 7: 1. Phase-In Staffing Plan (Attachment C-1) 2. Recruitment and Retention Plans (Attachment C-2)








CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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ATTACHMENT C-1








CITY OF PHOENIX


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ATTACHMENT C-2





contract staff.





CITY OF PHOENIX


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ATTACHMENT C-3









CITY OF PHOENIX


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ATTACHMENT C-4


Operations Manual Offerors must provide an executive summary that addresses the following items, at a minimum: 1. Describe how Offeror will resolve customer service concerns.

2. Describe employee communication process, to include disseminating short

notice security procedures for immediate implementation.


4. Describe the use of technology to automate timekeeping as a method to track and record employees work schedules at their on-site assigned posts, i.e., “Check-in and check-out” at the assigned post.

5. Describe the use of a technological tool (platform, equipment, etc.) that allows for twenty-four hours, seven days per week (24/7) web-based real time reporting and accessibility to files and documents (view, upload, download) which includes, but is not limited to, generating, modifying, categorizing, saving, and sending the following type of reports: a. Daily activity reports, incident reports and shift logs. b. Access to employee training records. c. Automated timekeeping for employees to check in and check out of assigned







CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

ATTACHMENT C-5



Requirements.






CITY OF PHOENIX


Phoenix, AZ 85034


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of 325

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ATTACHMENT C-6









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ATTACHMENT C-7





1.3 Describe how Offeror will cooperate with its successor in allowing as many staff as practical to remain on the job in order to enhance the continuity and consistency of these services.

1.4 Describe how Offeror will allow successor to conduct on-site interviews with contract employees provided Contractor obtains the consent of said employees to disclose their records.

2. OFFEROR MUST ACKNOWLEDGE AND CONFIRM FULL COOPERATION WITH THE FOLLOWING:

2.1. Offeror recognizes that upon completion, termination, or expiration of the

contract that a successor may continue these services and said successor will need phase-in training.




(REGULATORY- INTERNAL)

CITY OF PHOENIX


Phoenix, AZ 85034


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1. Definitions












color, national origin, sex, age or disability, be excluded from participating in any activity conducted on or from the Premises, or otherwise be excluded from the benefits offered by Contractor to the general public. Contractor further warrants that it will comply with all pertinent

Rev 04/2017 (JMK)



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statutes, Executive Orders, and rules promulgated thereunder, to assure that no person is excluded on the grounds of race, creed, color, national origin, sex, age, or disability, including, without limitation, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.











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CITY OF PHOENIX


Phoenix, AZ 85034


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2.18. Contractor is encouraged to use fuel and energy conservation practices.

3. City of Phoenix Equal Employment Opportunity Requirement




3.8 Documentation. Suppliers and lessees may be required to provide

additional documentation to the Equal Opportunity Department affirming that a nondiscriminatory policy is being utilized.



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1290643 Rev. 07/26/17

SECTION XX – EXHIBIT A AIRPORT SECURITY GUARD SERVICES


CITY OF PHOENIX


Phoenix, AZ 85034


Offeror Name _________________________________

of 325

Rev. 09/2017 (JMK)

SAMPLE



Hours Actual Hours

Billed Variance in



Contracted Hours

Actual Hours Billed

Variance in Hours


Manager xxx xxx xxx

Supervisor

Post Name xxx xxx






TOTAL