request for proposals security guard … for proposals for security guard services for hulen place...

REQUEST FOR PROPOSALS

for

SECURITY GUARD SERVICES for Hulen Place properties owned by the City of Riverside

RFP No. 18 RFP Issued: August 7, 2017

Proposal Due: August 15, 2017 (Unless otherwise notified)

Issued by:

CITY OF RIVERSIDE Community and Economic Development Housing Authority & Homeless Services

3900 Main Street, 5th Floor Riverside, CA 92522

Phone: (951) 826-5469 Fax: (951) 826-2591

Security Services Request For Proposal

Table of Contents

Section Page

1. Background 1 2. Prerequisites 1 3. RFP Schedule of Events 1 4. Term of Service 1 5. General Terms and Conditions 1 6. Scope of Work 2 7. Proposal Content 2 8. Instructions and Schedule for Submittal of Proposals 4 9. Public Records 4 10. Evaluation Process and Criteria 5 EXHIBIT 1 --- Insurance Requirements EXHIBIT 2 - Sample Professional Consultant Service Agreement

Request for Proposals Security Guard Services

1

1. Background The City of Riverside provides homeless individuals with a variety of services, at their homeless service campus, at Hulen place (cross street: Massachuestts). The City would like to ensure the safety of the employee’s, volunteers, and guests by employing security guard services during the most active times on Hulen Place. The City is seeking to hire a security agency to provide an unarmed security guard for 8 hours a day, 7 days a week, for 6 months. The 8 hours a day would vary day to day, as to maintain a safe and secure site (i.e. a first shift - 5 a.m. – 9 a.m. and a second shift from 5 p.m. – 9 p.m.). The security guard would patrol Hulen place sites, the Access Center, as well as the parking lot to ensure safety. They would also guide guest to appropriate location, as well as, keep site clear of squatters and trespassers. The security guard will not be providing on site administration services, that is the sole responsibility of the City. 2. Prerequisites Proposals will only be considered from Organizations that meet the following prerequisites:

• Must meet the City of Riverside’s insurance requirements listed in detail in the sample professional services agreement (Exhibit 2) below and provide a copy of all relevant insurance certificates when submitting their Proposals for verification.

3. RFP Schedule of Events The City of Riverside reserves the right to: amend, withdraw and cancel this RFP; reject any or all responses to this RFP at any time prior to contract execution; request or obtain additional information about any and all submittals. It is the goal of the City of Riverside to select and retain the Organization by September 8, 2017. In preparation for that action, the following schedule of events has been prepared: Proposals due August 15, 2017 before 3:00 p.m. Notification of security agency selected for interview: August 18, 2017

All requests for clarifications or interpretations of the Scope of Work or Terms and Conditions set forth in this RFP should be submitted in writing and emailed to: [email protected]. All questions and requests for clarifications or interpretations must be received in writing on or before August 15, 2017 before 12:00 p.m. 4. Term of Service The initial term of the contract is anticipated to be six months. At the option of the City of Riverside, two extensions of up to six months each may be executed following satisfactory performance of the initial term.


2

5. General Terms and Conditions The successful respondents will be required to sign a Professional Consultant Service Agreement (”Agreement”). The respondents must meet all insurance requirements in the Sample Agreement (Exhibit 1). All terms and conditions of the Agreement are non-negotiable. Payment of the City of Riverside Business Tax is required during the term of the Agreement. Failure to execute the Agreement and furnish the required insurance within the required time period shall be just cause for the rescission of the award. If a selected Organization refuses or fails to execute the Agreement, the City of Riverside may award the Agreement to the next qualified organization. 6. Scope of Work The City of Riverside is seeking a qualified Organization to furnish the City with all necessary expertise, labor, management, materials, uniforms, equipment uniformed personal, vehicles, supplies, training, licenses, permits and insurance to perform security service at Hulen Place. Security guards would report daily to 2880 Hulen Place, Riverside Monday – Friday and 2840 Hulen Place, Riverside Saturday and Sunday conducting 8 hours of necessary visual presence, surveillance and control access to Hulen Place properties by excluding individuals who threaten the security and environment on Hulen Place. Security guards shifts will begin with a first shift from 5 a.m. – 9 a.m. and a second shift from 5 p.m. – 9 p.m. to maintain a secure and safe environment. Security guards must be fluent in English and all written reports will be submitted in English. General Security Services Tasks

• Ensure that all properties are secure and safe for staff, volunteers, and staff; • Identify and address emergency situations immediately and provide follow-up to City of Riverside

staff as soon as possible there-after; • Ensure that all guest, staff, and volunteers of the City of Riverside’s Homeless Service Campus

adhere to the Hulen Place Social Service Agencies Joint Code of Conduct; • Provide the City with weekly, updated logs of security detail and activity during patrol; and • Patrol Hulen Place properties, as well as the Access Center and Emergency Shelter parking lot off

Massachusetts to ensure safety. 7. Proposal Content Proposals shall be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Emphasis should be placed on completeness and clarity of content.


3

Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation:

7.1. Cover Letter

The cover letter shall: 1) confirm that all elements of this RFP have been reviewed and understood; 2) include a statement of intent to perform the services as outlined; 3) express Organization’s willingness to enter into an Agreement under the terms and conditions prescribed by this RFP and in the Sample Agreement; 4) include a brief summary of Organization’s qualifications; and 5) identify a single person (and their contact information) for possible contact during the RFP review process. The cover letter shall be limited to two (2) pages.

7.2. Statement of Understanding and Approach This section should demonstrate an understanding of the scope of services. Respondents should describe the general approach, organization and staffing required for the services requested and/or proposed.

7.3. Organization Information

This section shall include relevant Organization/Agency information including the address and telephone number for the Organization’s main office and any branch offices and the following information.

7.3.1 Each Organization/Agency shall identify itself as to the type of organizational entity

(corporation, sole proprietorship, partnership, joint venture, etc.), date of founding, number and location of offices, principal lines of business, number of employees, days/hours of operation and other pertinent data. Disclose any conditions (e.g. bankruptcy, pending litigation, planned office closures, impending merger) and organizational conflicts of interest that may affect the Organization’s ability to perform contractually. Members of the Organization’s professional team (Managers, contact person, etc.) should be identified by name and title and should include contact phone numbers.

7.3.2 Certify that the firm is not debarred, suspended or otherwise declared ineligible to contract

by any federal, state or local public agency.

7.4. Qualifications and Experience

Organization shall provide at least three (3) current references, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided. Organization shall also provide the number of years in business within its specific field and under the current business name and/or license.


4

Describe your organization’s most noteworthy qualifications for providing services to the City. Specifically highlight those qualifications that distinguish you from your competitors.

7.5 Proposed Staffing

Identify the key personnel from your organization that would be assigned to Hulen Place. Include a brief description of their qualifications, job functions and office locations. Designate a project manager who would provide day-to-day direction of the required work and become the City’s primary contact person. Furnish brief resumes (not more than two pages long) for all key personnel.

7.6 Evidence of Insurance

In addition, the Organization shall provide evidence of possession of insurance. These items should be included in the proposal and clearly identified as Exhibit “A”, Evidence of Insurance and Permits.

7.7 Cost of Services

This section should disclose all charges to be assesses to the City for the required services and declare the Organization’s preference for method and timing of payment. Quote a total fixed price for completing all requirements outlined in the Scope of Work.

8. Instructions and Schedule for Submittal of Proposals All Proposals shall be signed and sealed by a duly authorized representative of the Organization. The name, mailing and e-mail address of the individual executing the proposal must be provided.

The City of Riverside shall not be liable for any pre-contractual expenses incurred by any Organization in relation to the preparation or submittal of a proposal. Pre-contractual expenses include, but are not limited to, expenses by Organization in: preparing a proposal or related information in response to RFP; negotiations with City of Riverside on any matter related to this RFP; and costs associated with interviews, meetings, travel or presentations. Additionally, City of Riverside shall not be liable for expenses incurred as a result of City of Riverside’s rejection of any proposals made in response to this RFP. Two (2) copies of the Organization’s Proposal (each sealed), must be received before 3:00 pm on August 15, 2017

Proposal must be submitted to: City of Riverside Community and Economic Development Department 3900 Main Street, 5th Floor


5

Riverside, CA 92522 Re: RFP#HA: 17-01 – Security Guard Services ATTN: Michelle Davis, Housing Authorizing Manager

Late proposals will not be accepted. The City of Riverside reserves the right to reject any and all proposals and to waive information and minor irregularities in any proposal received. 9. Public Records All Proposals submitted in response to this RFP become the property of the City of Riverside and under the Public Records Act (Government Code § 6250 et. seq.) are public records, and as such may be subject to public review at least 10 days before selection and award.

If an Organization claims a privilege against public disclosure for trade secret or other proprietary information, such information must be clearly identified in the proposal.

Note that under California law, price proposal to a public agency is not a trade secret.

10. Evaluation Process and Criteria The City of Riverside, Community Development staff will conduct the selection process and the final decision-maker regarding this selection, and it reserves the right to reject any or all responses or to terminate negotiations at any time. Proposals will be reviewed and scored on a competitive basis relative to the evaluation criteria below:

Organization Qualifications 50% Cost 40% Remaining Proposal Content 10% Total Possible: 100%

The most qualified Organization(s) may be asked to participate in an oral interview to discuss in greater detail the content of their proposal. The most highly qualified Organization(s) shall then enter into exclusive negotiations with the City of Riverside to formalize the Agreement, Scope of Work, and Compensation. These negotiations will address a fair and reasonable price for services and the terms of the Scope of Work. If the City of Riverside are unable to obtain a fair and reasonable price or cannot reach agreement regarding the terms for the Scope of Work, then the City of Riverside will end negotiations with that Organization and begin negotiations with the next Organization which best meets the needs of the City of Riverside, and so on until the City of Riverside and the Organization reach agreement.


6

EXHIBIT 1 INSURANCE REQUIREMENTS

The selected Organization will be required to furnish to the City of Riverside proper evidence of the following forms of insurance coverage:

i. Vendor shall maintain workers’ compensation insurance as required by the state of California and employer’s liability insurance in the amount of $1,000,000.00 per accident for bodily injury or disease.

ii. Commercial General Liability insurance with limits not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) general aggregate for bodily injury and property damage, including coverages for contractual liability, personal injury, broad form property damage, products and completed operations.

iii. Property insurance covering all real and personal (non-expendable) property leased or purchased in connection with the Project in a form appropriate for the nature of such property, covering all risks of loss, excluding earthquake and flood, for 100% of the replacement value, with deductible, if any, acceptable to Authority and City, naming Authority and City as loss payee.

iv. Organization shall cause any general contractor or agent working on the Project under direct contract with the Organization to maintain insurance of the types and in at least the minimum amounts described in subsections i. and ii. above, and shall require that such insurance shall meet all of the general requirements of subsections v., vi. and vii. below. Subcontractors working on the Project under indirect contract with Developer shall be required to maintain the insurance described in subsections i. and ii. above. Unless waived by Authority and City, liability insurance to be maintained by such contractors and agents pursuant to this subsection shall name as additional insured Authority and City, and its officers, agents, employees and representatives.

v. The required insurance shall be provided under an occurrence form, and Organization shall maintain such coverage continuously throughout the term of this agreement. Should any of the required insurance be provided under a form of coverage that includes an annual aggregate limit or provides that claims investigation or legal defense costs be included in such annual aggregate limit, such annual aggregate limit shall be three times the occurrence limits specified above.

vi. Each insurance policy required by this agreement shall contain the following clauses:

(1) “This insurance shall not be canceled, limited in scope or coverage, or non-renewed until after thirty (30) days prior written notice has been given to the City Riverside.”

(2) “It is agreed that the City of Riverside is self-insured and any insurance maintained by it shall apply in excess of and not contribute with insurance provided by this policy.”

(3) “The City of Riverside and its officers, agents, employees, representatives and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Riverside.”


7

EXHIBIT 2 Sample Professional Services Agreement

request for proposals security guard … for proposals for security guard services for hulen place...

Documents