HomeMy WebLinkAboutAgenda Report - January 18, 2012 C-03AGENDA ITEM 00S
tat CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Authorize Requestfor Proposal for Security Services for Hutchins Street Square
Community Center
MEETING DATE: January 18,2012
PREPARED BY: Parks, Rec & Cultural Services Director
RECOMMENDED ACTION: Authorize Requestfor Proposal for security services for Hutchins
Street Square Community Center.
BACKGROUND INFORMATION: The Requestfor Proposal is being submitted for approval to secure
a permanent contracted security company to oversee events at
Hutchins Street Square. The scope of work will border Rose,
Walnut, Hutchins and Oak Streets including the parking lots and
interior of Hutchins Street Square. The guards are used for events. Currently the security company
utilized is under an old agreement via the previous City Manager. The agreement does not meet the
current contract requirements. Outside security is required to help protect premises and patrons.
Charges for the service are the responsibility of and charged to the renter. The estimated direct cost of
fees to the City of Lodi will not exceed $10,000
FISCAL IMPACT: None at this time
FUNDING AVAILABLE: Not applicable at this time
JM/dkb
Attachments
APPROVED:
aures M. Rode C--.-,
Parks, Rec and Cultura Services Director
Bartlam, City Manager
REQUEST FOR PROPOSALS
FOR
SECURITY SERVICES
AT
HUTCHINS STREET SQUARE COMMUNITY CENTER
CITY OF LODI, CALIFORNIA
Notice is hereby given that sealed proposals will be received by the Director of Parks &
Recreation and Cultural Services, Hutchins Street Square, 125 S. Hutchins Street,
Lodi, California, 95240 until (-We will determine after City Council has approved). At
that time, the proposals will be publicly opened and read in the Green Room at Hutchins
Street Square Community Center, 125 S. Hutchins Street, Lodi, CA 95240 and provided
to the Hutchins Street Square Community Center Division for evaluation.
Electronic or faxed proposals will not be considered. Each proposal shall be submitted
in a sealed envelope plainly marked as follows:
Proposal: Security Services -
Hutchins Street Square Community Center
125 S. Hutchins Street
Lodi, CA 95240
City of Lodi
Attn: Director
Proposals received after determined date, will be returned to the Proposer unopened.
This Request for Proposals (RFP) is intended to be used to qualify and select a firm to
provide contracted security services for Hutchins Street Square Community Center
located at 125 S. Hutchins Street in Lodi, California.
Individuals or firms submitting proposals must demonstrate knowledge and experience
with providing security guard services.
The City of Lodi reserves the right to accept such proposal as may be deemed most
advantageous to the City, the right to waive any informality in a proposal and the further
right to reject any and all proposals.
Technical questions regarding this RFP may be directed to Deanie Bridewell, Hutchins
Street Square Community Center Manager, (209) 333-6800, extension 2469.
Sincerely,
James M. Rodems
Director of Parks & Recreation and Cultural Services
REQUEST FOR PROPOSALS
FOR
SECURITY SERVICES
AT
HUTCHINS STREET SQUARE COMMUNITY CENTER
CITY OF LODI, CALIFORNIA
I. General Information
A. Introduction
The City of Lodi will receive sealed proposals to qualify and select a firm to
provide security services for Hutchins Street Square Community Center located
at 125 South Hutchins Street in Lodi, California.
The City of Lodi anticipates work to commence on, or about July 1, 2011. The
duration of the contract shall be for three (3) years with the option for two (2) one-
year extensions.
Sealed proposals will be received by the Director of Parks & Recreation and
Cultural Services„ Hutchins Street Square, 125 S. Hutchins Street Lodi,
California, 95240, until to be determined. At that time, the proposals will be
publicly opened and read in the Green Room, Hutchins Street Square
Community Center, 125 South Hutchins Street, Lodi, CA, and provided to the
Hutchins Street square Community Center Division for evaluation.
Electronic or faxed proposals will not be considered. Each proposal shall be
submitted in a sealed envelope plainly marked as follows:
Proposal: Security Services -
Hutchins Street Square Community Center
City of Lodi
125 S. Hutchins Street
Lodi, CA 95240
Attn: Director
Proposals received after 3:00 p.m., on to be determined will be returned to the
Proposer unopened.
Proposer must read and understand the information and instructions for
responding to this Request for Proposals (RFP).
Proposer must comply with all Federal, State and local laws, statutes, ordinances,
regulations, and other applicable laws which in any manner affect the services to
be provided to the City under this RFP.
Security RFP 201 With track changes(2).doc I 1/6/2012
Upon evaluation of qualifications and proposals, the City of Lodi may select a firm
to provide security guard services as specified in Section III, Specifications, and
"Scope of Services". Upon selection, the City of Lodi may enter into negotiations
with proposer for determination of final contract terms and pricing.
Failure to respond to any requirements outlined in this RFP, or failure to enclose
copies of the required documents, may disqualify the proposal, Firms declining to
submit a proposal in response to this request should so advise the Director, in
writing, to preclude the exclusion from future proposal requests.
11
131131MITIM11 IMMIT! III I I
Proposal shall be submitted bound or in booklet form, corn p ute r -gene rated
typewritten, with the information presented in the following order: I
1 Letter of Introduction on company letterhead to include company background,
office location and mailing address, telephone, email address, and FAX
numbers, company principals, Private Patrol Operator (PPO) number, and
primary contact(s).
2 Size of staff and their license credentials.
3 Description of equipment proposed to be used in the performance of security
services.
4 Staff training and cercation programs.
5 Description of similar services provided to other entities, along with contact
information for each.
6 A detailed outline of services to be provided.
7 Cost of services on a per hour basis.
8 A minimum of four (4) references. Reference must include (at a minimum)
contract time frame, contact person for contract and telephone number,
number of staff on site and type of service performed.
9. Sample of Incident Report which would be provided to the local law
enforcement and the Hutchins Street Square Community Center Division.
10 Statement of Insurance Coverage in the types and amounts previously set
forth in Section II.H of this RFP.
Security RFP 201 Iwith track changes (2).doc 11612012
11. Signature page, with State License number.
Three (3) copies of the Proposal shall be submitted.
D. Interpretation
If any person contemplating submittal of a proposal is in doubt as to the proposal
procedures, such person shall contact the Hutchins Street Square Community
Center Managerfor clarification. Any interpretation or correction of this RFP will be
made only by addendum sent to those who have received this RFP. The City of
Lodi will not be responsible for any other explanation or interpretations of the RFP.
Any questions received will be responded to in writing via an addendum at least
three (3) working days prior to the Proposal opening date. Questions received
after date to be determined will not be addressed.
E. Withdrawal of Proposal
Any Proposer may withdraw a proposal, either personally or by written request, at
any time prior to the scheduled closing time for receipt of proposals in response to
this RFP. No Proposer may withdraw a proposal after the time and date set for the
opening thereof.
F. Multiple Proposals
No person, firm or corporation shall be allowed to file or be interested in submitting
multiple proposals for the same work or services.
G. Addenda
Acknowledgement of receipt of any addendum issued during this RFP process
shall be indicated in the RFP response and shall be made a part of any contract
made between the City of Lodi and the service provider pursuant to this RFP.
H. Opening of Proposals
All proposals, regardless of any irregularities or informalities, will be opened and
only the name of the Proposer (individual, firm or corporation) shall be read into the
public record at the time and place set forth in the RFP. Late (delivered) proposals
will not be accepted.
Proposers or their authorized representatives may be present at the opening of the
response to the RFP.
I. Disputes
In case of discrepancy between words and figures, words shall prevail during the
evaluation; however, the City reserves the right to construe any proposal according
to its true intent where it contains a patent mistake.
Security RFP 2011with track changes (2).doc 3 1/6/2012
J. Evaluation of Pronosals
Proposals will be evaluated on content and presentation with emphasis on
verifiable experience in providing similar services and on extent of proposed
services. Consideration will also be given to size of staff, training programs,
equipment provided, proposed costs and references.
K. Decision to Relect
The City reserves the right to reject any and all proposals for any reason or for no
reason, to re -advertise for proposals, or to cancel a proposal listing and elect to
perform the project or work it. The City reserves the right to reject as non-
responsive any proposal which is incomplete, modified, unsigned, or illegible or
which is not otherwise submitted in accordance with the requirements of this RFP.
Proposer shall be deemed an independent contractor and not an agent,
subcontractor or employee of the City. Proposer shall not enter into a subcontract
agreement without the City's prior written consent, The Scope of Services required
is set forth in Section III, "Specifications" of this RFP.
Properly documented invoices for Hutchins Street Square Community Center
Security Services shall be submitted to:
City of Lodi — Hutchins Street Square Community Center
Attention: Rental Consultant
125 S. Hutchins Street
Lodi, CA 95240
Proposer shall hold a valid State of California Private Patrol Operator's license at
the time the proposal is submitted, and if awarded a contract for services
subsequent to this RFP, shall ensure that such license remains in full force and
effect during the period of the contract. In addition, the proposer shall provide a
current City of Lodi business license as required by Lodi Municipal Code Section
3.01.020 at the time of the issuance of the proposal to City.
Performance of the required services shall be pursued with due diligence in all
requirements hereof; however, neither party shall be liable for any delay or
nonperformance due to causes not reasonably within its control. In the event of
any delay resulting from such causes, the time for performance and payment
Security RFP 201(with track changes (2).doc 1/6/2012
hereunder shall be extended for a period of time reasonably necessary to
overcome the effect of such delays. In the event of any delay or nonperformance
caused by such nature, the cause, date of commencement thereof and the
anticipated extent of such delay, shall indicate whether it is anticipated that the
completion dates would be affected thereby.
C. Records and Audits
-AT-go-M
The Hutchins Street Square Community Center Rental Consultant shall provide
required service times. In most cases, notice of one (1) week will be given prior t*
any change for security services.
fflvm��F
Should any Proposer contemplate subcontracting any part of the work or services
under the contract, it shall submit with its proposal the name of the proposed
subcontractor who shall perform any part of the work. It shall be understood that
the service provider to whom the contract is awarded shall be fully and solely
responsible for the named sub -contractor and for the work done by the sub-
contractor in any service contract scheduled by the City of Lodi with the selected
service provider. All applicable terms and condons arising from the contract will
apply to the sub -contractor.
The contract shall not be subcontracted, assigned or transferred without the prior
written consent of the City. No changes or variations of any kind are authorized
without a written and signed amendment r contract. The proposed work or
services all be diligently performed in accordance with the contract.
G. Standard of Performance
The selected service provider shall be required to unconditionally warrant that it
shall use sound and professional principles and practices in accordance with
the highest degree of skill and care as those observed by national firms of
established good reputation, as well as the current normally accepted industry
standards, in the performance of services required herein. The performance of
the selected service provider's personnel shall also reflect their best
professional knowledge, skill and judgment.
Security RFP 201 (with track changes (2).doc 5 1/6/2012
2. If any failure to meet the foregoing warranty appears during the term of the
contract, the City may terminate the contract and require the reimbursement of
all expenses necessary to replace or restore such services.
H. Indemnity and Insurance
Service provider shall defend, indemnify and hold harmless the City, its elected
and appointed officials, directors, officers, employees, and volunteers from and
against any and all claims, demands, damages, losses, and expenses (including
reasonable attorney's fees), arising out of performance of the services to be
performed under the contract made pursuant to this RFP, provided that any such
claim, damage, loss, or expense is caused by negligent acts, errors or omissions
of the service provider, anyone directly or indirectly employed by the service
provider, acting under the direction of the service provider, or anyone for whose
acts service provider may be liable, during the performance of services under the
terms of the contract.
. , • * 4th C�
Atall times, the service provider r., be deemed • be aindependent oo
and ♦f;• not r authorized to bi • the City by contract or other
obligation. Under the contracta••' pursuant o this RFP, the service provider
shall certify that no one who has or will have any financial interest under the
contract is an officer or employee of the City.
J. Entire Contract
The contract between the City and the service provider will constitute the entird
agreement of the parties thereto and will supersede any previous contract,
'.
agreement or understanding, either oral or written, between the City and tht
selected " provider.The contract shallmodified
executed by both parties.
K. Governina Law
The lawsof the
State Californiaha govern b.._A process and e contract.
All services provided to the City shall comply with all policies, rules and regulations
which may be in effect during the term of the contract, including all Federal, State
and Mcal statutes, ordinances, s • regulations applicable • the contractand the
services to be provided thereunder... of r actions, • • e., or claims
Security RFP 201 1with track changes (2).doc 6 1/6/2012
brought thereunder shail be sot uated in or transferred to the Superior Court of the
County of San Joaq0n, State of California.
Ill. Specifications
1 . Guard arrival times are 1/2 hour before events, except for theatre events which
arrival time is 1 hour before event. Guards are expected to display a
professional image and manner at all times while on duty. Consistent with
this is the expectation that guards will be alert to their surroundings at all
times while on duty and will not be engaged in any actives that distract
them (i.e. reading, eating, smoking, etc.) from the performance of their
assigned duties. The guards are expected to remain onsite during meal
breaks or be relieved by another guard during his or her meal break. Breaks
ghall be reported to HSS event attendant prior to onset. Eating and smoking
Qhall occur in designated areas only.
2 Security guards, as required by the CITY, are to act in the best interests of the
CITY to protect its patrons, contract employees, facilities, vehicles and guests.
The security guards shall be present to monitor persons and activities in and
around the designated facilities to ensure a safe environment for all individuals.
The guard(s) will be required to act on behalf of the City of Lodi in an efficient,
courteous, and professional manner at all times, to monitor and notify The
event attendant on duty of improper or destructive behavior, and to insist that
appropriate behavior prevail. Security personnel powers of arrest are no
greater than that of a private citizen. The security company shall assume full
liability for any of their employees in the exercising of any police authority.
When necessary, the proper police authority shall be summoned. Security
personnel, shall use no force unless absolutely necessary for self-defense.
Security personnel shall always be cooperative with authorized emergency
personnel, by providing assistance, while not interfering in the performance o?
their duties.
3. Hutchins Street Square will be patrolled on foot. The guard(s) will be required
to perform security sweeps of the parking lots and perimeters of Hutchins
Street Square Community Center as directed for the event. In addition to the
security sweeps, it arrival to Hutchins Street Square Community Center, the
guard(s) will report for check in with the event attendant for site placement,
depending on events requirements.
Security RFP 201 1with track changes (2).doc 1/6/2012
4. Guards shall make available, at any time while on duty, their security guard
cards. Guards shall be expected to present cards to members of the Lodi
Police Departmentor designated City of Lodi employees on demand. Failureto
produce a valid security guard card shall be grounds for termination of the
contract.
5. All guards must be neat, clean and properly uniformed and have a clear
command of the English language. The security guards must possess and
exercise strong personal interactive skills in dealing with the HSS Event Staff
and the public. Uniforms shall not be similar to those of the Lodi Police
Department. All shirts shall be tucked in. Head covers, if wore, shall be a part
of the uniform. Service provider will provide photo identification badges for all
security guards assigned to work at HSS facilities.
6. All guards will be equipped with City issued radios or phones capable of
communicating with other guards and their dispatch site. In addition to the
radios, guards must have a cellular phone for communication with Lodi Police
or other departments/individuals provided by the service provider. No personal
media players will be allowed to be used by any security personnel while on
duty.
7. Security guards shall arrive at Hutchins Street Square Community Center
properly uniformed, with all necessary equipment to perform job satisfactorily.
Additionally, guards shall refrain from socializing with any one group for any
period of time unless necessitated as part of their patrol duties. Guards shall
refrain from onsite visitors at all times while on duty.
8. Area of security service shall include back of sidewalk encompassed by 4
streets surrounding Hutchins Street Square: Hutchins, Rose, Walnut and
Oak Streets. See Addendum B — Map.
9. Security guards will serve as a visual deterrent to criminal and disruptive
behavior for inside and outside the HSS facility.
10. Security guard(s) will patrol all parking lots as required by onsite manager or
event attendant.
11. Service provider will contact onsite manager or event attendant immediately on
issues that arise during supervision.
12. Security personnel are to follow specific direction of Hutchins Street
Square/City of Lodi Staff at all times while on duty at the HSS facility.
13. Security guard(s)will patrol areas as specified by on site manager or event
attendant via radio issued by HSS facility staff.
14 B. Addendum — Map of HSS facilities.
Security RFP 201 With track changes (2).doc a 1/6/2012
license at the time the proposalsubmitted, and if awarded contract for
services subsequent to this RFP, ensure that such license remains in full
force aeffect nd the term of the contract.di
provider shall provide a current City of Lodi business license as required by
Lodi Municipal Code Section 3.01.020.
2. Firm must have a minimum of three () years experience in providing security
services
3. All guards assigned to Hutchins Street Square Community Center facilities
must be bonded and employed by a company holding a valid California Private
Patrol Operator license that provides 24-hour dispatch. Additionally, all guards
shall be licensed and carry their Individual State Guard License card with them
whenever on duty. At the request of Lodi Police, guards shall immediately
present their card for viewing.
4. All guards must be equippecr with radios or phones capable of communicating
with other guards are on site, if applicable, and the
provider's dispatch
5. Possession of lethal weapons by guards is prohibited. Guards carrying batons
or chemical agents must have a valid certification issued by the State of
California and have the certification in their possession at all times while on
duty and provide the same to the event attendant or site manager prior to
starting a shift.
6. The service provider must have a good working relationship with local law
enforcement agencies.
7. The service provider shall investigate the background and references of each
security guard that would be assigned to the City and confirm each guard's past
record of honest and law abiding behavior. Advise the City of the results of
these investigations as they relate to security guards that are or could be
assigned to the City. City retains the right to disqualify any security guard
proposed to work at the HSS facilities by the service provider.
Security RFP 201(with track changes (2).doc 9 1/6/2012
CqP 3
a.- Addendum A
Insurance Reauirementsfor Contractor The Contractor shall takeout and maintain during the life of this contract,
insurance coverage as listed below. These insurance policies shall protect the Contractor and any subcontractor
performing work covered by this contract from claims for damages for personal injury, including accidental death, as
well as from claims for property damages, which may arise from Contractor's operations under this contract, whether
such operations be by Contractor or by any subcontractor or by anyone directly or indirectly employed by either of
them, and the amount of such insurance shall be as follows:
COMPREHENSIVE GENERAL LIABILITY
2 COMPREHENSIVEALITOMOBILE LIABILITY
$3,000,000 Ea. Occurrence $1,000,000 combined single limit
NOTE: Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a
claims period following termination of coverage which is at least consistent with the claims period or statutes of
limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.).
NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West Pine
Street, Lodi, California, 95241-1910; (2) The insurance certificate must state, on its face or as an endorsement, a
description of the proiectthat it is insuring.
A copy of the certificatecf insurance with the following endorsements shall be furnished to the City:
(a) Additional Named Insured Endorsement
Such insurance as is afforded by this aolicv shall also apply to the Citv cf Lodi, its elected and appointed
Boards, Commissions, Officers, Agents, Employees, and Volunteers as additional named insureds.
(This endorsement shall be on a form furnished to the City and shall be includedwith Contractor's policies.)
(b) Primary Insurance Endorsement
Such insurance as is afforded by the endorsement for the Additional Insureds shall apply as primary insurance.
Any other insurance maintained by the City of Lodi or its officers and employees shall be excess only and not
contributing with the insurance afforded by this endorsement.
(c) Severabilitvof Interest Clause
The term "insured" is used severally and not collectively. but the inclusion herein of more than one insured shall
not operate to increase the limit of the company's liability.
(d) Notice of Cancellation or Change in Coverage Endorsement
This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice
of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 W. Pine St., Lodi, CA
95240.
Compensation insurance The Contractor shall take out and maintain during the life of this contract, Worker's
Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any worts is
sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the
latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any
class of employees engaged in hazardouswork underthis contract at the site of the project is not protected underthe
Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide
insurance for the protection of said employees. This policy may not be canceled nor the coverage reduced by the
company without 30 days' priorwritten notice of such cancellation or reduction in coverage to the Risk Manager, City
of Lodi, 221 W. Pine St., Lodi, CA 95240.
NOTE: No contract agreementwill be signed nor will any work begin on a project until the proper insurance certificate
is received by the City.
Addendum B
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