Finance Department General Services Division REQUEST FOR PROPOSALS (RFP) Specification No. 14-10839-C FOR PROJECT NAME: CITYWIDE SECURITY GUARD SERVICES PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: The City of Berkeley is soliciting written proposals from qualified firms or individuals for Citywide unarmed Security Services. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration. The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 pm, on Thursday, April 17, 2014. All responses must be in a sealed envelope and have “Citywide Security Guard Services” and Specification No.14-10839-C clearly marked on the outer most mailing envelope. Please submit one original and five (5) unbound copies of the proposal as follows: Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA 94704 Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. The City will conduct a walk- through of all facilities on Monday, March 24, 2014. All interested vendors are requested to meet promptly at 9:00 am at 1947 Center Street, Berkeley, on the sidewalk in front of the building. Please limit attendees to 2 per company to minimize disruption to City staff. While the walk through is NOT mandatory it is highly recommended. Questions will not be answered during the walk through; rather you can email questions to the Project Manager for each Scope of Work at the email addresses below (p.2). Each Scope walk through will take approximately 20 minutes or less. Meet promptly at 9:00am on Monday, March 24 at the first location, 1947 Center Street, Berkeley. After the brief walk through from there you will visit two (2) more downtown locations which are within walking distance. Perry Fletcher will be conducting the site visits at the first two sites, and then a representative from the Library will meet you on the steps in front of the Main Library. After the Library, Mr. Fletcher will meet you at 1326 Allston Way at the City’s Corp Yard. 2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 E-mail: [email protected] Website: http://www.ci.berkeley.ca.us/finance City of Berkeley Specification No. 14-10839-C Page 2 of 28 Citywide Security Services Release Date 03/12/14 Walk through Schedule 9:00am 1947 Center Street (approximately 20 minutes) 2180 Milvia Street (approximately 20 minutes or less) 2090 Kittredge Street (approximately 20 minutes) From the Library you will need to drive to each of the next three locations. Plan to meet at the 1326 Allston Way site at approximately 10:45am. If the site visits take longer than anticipated the Project Manager will be notified and wait for you. Approximately 10:45am 1326 Allston Way (Corp Yard) park in the parking lot and meet at the front office drive to 1201 Second Street (Zero Waste or Transfer Station) park in the lot and meet at the office drive to 201 University Avenue (Marina Office) Park in Lot J, near Hanna Japan Restaurant and walk west to the Marina office Remember that no questions will be answered during the site visits as this is not a mandatory walk through. For questions concerning the anticipated work, or scope of the project, please contact the following, no later than Thursday, April 3, 2014 via email at SCOPE OF WORK #1(locations A, B, &C) --- Perry Fletcher [email protected] SCOPE OF WORK #1(location D)--------- Wayne Anderson [email protected] SCOPE OF WORK #2 (Marina)------------- Ann Hardinger [email protected] SCOPE OF WORK #3 (Library) ------- Jason Dickinson [email protected] PLEASE NOTE: Answers to questions will not be provided by telephone. Rather, answers to all questions or any addenda will be posted on the City of Berkeley’s site at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. It is the vendor’s responsibility to check this site. For general questions concerning the submittal process, contact purchasing at 510-981-7320. We look forward to receiving and reviewing your proposal. Sincerely, Henry Oyekanmi General Services Manager 2 City of Berkeley Specification No. 14-10839-C Page 3 of 28 Citywide Security Services Release Date 03/12/14 I. SUMMARY The City of Berkeley is soliciting proposals for citywide Professional Security Services. There are three separate Scopes of Work (SOW) which will result in 2 contracts. The City would prefer to enter into the contracts with one (1) vendor who can give the best proposal based on economies of scale, however, the City retains the right to select more than one vendor; whatever best meets the needs of the City. One contract will be managed by the Public Works Department and consists of Scope of Works #1 and #2 for all locations and the other contract will be managed by the Library and is Scope of Work #3. A sample copy of the City’s Professional Services Contract can be found on the City’s website at http://www.cityofberkeley.info/Finance/Home/Current_Bid_and_Proposal_Opportunities.aspx The initial term of the contract(s) will be three years and begin on July 1, 2014, and end on June 30, 2017. The City has the option to extend the contracts for two additional 12 month periods for a total of five (5) years providing the contractor satisfactorily meets the City’s requirements. Each location regardless of the Scope will need to be billed separately. After the award of contract all contact information for the PMs will be provided to the successful proposer. For the purposes of this RFP the contacts for the Scopes are the same as listed on page 2. SOW #1 - Public Works: Locations A, B, C Perry Fletcher-PM Location D 1201 Second Street (Transfer Station) Wayne Anderson- PM SOW #2 - Parks, Recreation and Waterfront: 201 University-- City of Berkeley Marina Ann Hardinger- PM SOW #3 – Berkeley Library: 2090 Kittredge Street, Berkeley, California (Jason Dickinson- PM) PLEASE BE MINDFUL THAT EACH SCOPE OF WORK HAS DIFFERENT REQUIREMENTS/HOURS AND YOUR PRICING SHOULD BE BASED ON THOSE SPECIFIC REQUIREMENTS FOR EACH SPECIFIC SCOPE OF WORK. II. SCOPE OF SERVICES (See details for each individual Scope of Services beginning on page21) GENERAL FOR ALL SCOPES OF SERVICE Contractor must have all necessary licenses to operate in the State of California Contractor shall provide all labor, transportation, materials and equipment to perform the Security Services described herein. Equipment shall include but not be limited to uniforms, visitors log, daily activity forms, vehicles, cell phones, accident forms and any other equipment necessary to perform the scope in this RFP including additional services of the same general nature as requested by the City of Berkeley. At the time of this Agreement’s execution the Contractor shall provide to the Project Manager, or assigned designee, the names of security officers to be assigned to each location, and shall provide ongoing notice of any assignment changes throughout the life of this Agreement prior to the change going into effect. All security officers must be fully trained and have passed a background check by the contractor. Revised August 2013 City of Berkeley Specification No. 14-10839-C Page 4 of 28 Citywide Security Services Release Date 03/12/14 Contractor shall conduct regular systematic inspection of his/her work crew, and shall be responsible for providing adequate supervision to assure competent and satisfactory performance of the services required under this contract. Work performance shall also be subject to the observation and evaluation of the City’s Project Managers, or assigned designees, who shall periodically inspect Contractor work performance and notify the Contractor of any discrepancies, concerns, or unsatisfactory work performance. The Contractor shall respond to all received written unsatisfactory performance notifications and correct such notified actions within five (5) days of receipt of such written notification, failure to do so may be grounds for termination of this Agreement. The City reserves the right to remove a security officer from any City of Berkeley location if that officer is deemed unable to perform the duties of a security officer as determined by the City’s Project Manager or assigned designee. For each Scope of Work the Security Guard shall have the proper back ground clearance, have proper training, must be professional in nature, and have good communication skills and be able to direct visitors and the public in a courteous manner. Each Scope may have different requirements so please read each Scope carefully. Hours differ for each location. There are 12 recognized City holidays (12) and on one Friday a month, some City offices are closed as a cost saving measure. These days are called VTO days. These days will be announced sometime in June of each calendar year. The successful Contractor will be notified in advance of these days.