HomeMy WebLinkAbout03-20-2018 Item 08 Authorize RFP for Parking Security Guard Services
Meeting Date: 3/20/2018
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Scott Lee, Parking Services Manager
SUBJECT: AUTHORIZE REQUEST FOR PROPOSAL FOR PARKING SECURITY
GUARD SERVICES, SPECIFICATION NO 91625
RECOMMENDATION
1. Authorize the issuance of a Request for Proposal (RFP) for Parking Security Guard Services,
Specification No. 91625; and
2. Authorize the City Manager to enter into a contract with the successful bidder within the
approved budget of $48,000, and
3. Authorize the City Attorney to approve modifications to the form of the contract with the
successful bidder.
DISCUSSION
The purpose of this proposal is to continue to contract with a vendor to furnish security guard
services at each of the three existing parking structures. Parking Services has utilized outside
contracted security services since 2010. This approach is part of an ongoing crime prevention
strategy for the parking structures and provides benefit to both the parking customers and the
staff who work there during the evening and weekend shifts.
The current contract with In House Security expired on October 31, 2017 and is operating on a
month-to-month extension basis. The new contract shall be for a period of four (4) years, with
two (2) additional two-year extensions available to the City at their sole discretion.
CONCURRENCES
The police department concurs with this service as a strategy to reduce calls for service for the
parking structures and as an overall crime deterrent measure.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines sec. 15278.
NEXT STEPS
Solicitation for proposals will be done by publicizing the RFP on the BidSync.com website
utilized by the City, in addition to local notification required by the City’s Municipal and Public
Resource Codes.
The RFP is scheduled to be released to the public upon approval by Council. After proposals are
received and accepted by the City in April 2018, a team of City staff will review each proposal
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for conformity and “best value”. The top ranked firm(s) will be interviewed to highlight their
capabilities and services and to make recommendations to staff to ensure the vendor selected
meets the city’s needs now and in the future. Negotiations will then begin with the top ranked
firm. The new contract will become effective shortly after approval and award.
FISCAL IMPACT
As part of the approved 2017-19 Financial Plan, the Parking Division’s FY17-18 operating
budget includes $48,000 for these services. The project will be fully funded by the Parking Fund.
The contracted hours may be amended once the new Parking Access and Revenue Control
System (PARCS) is installed as the City’s needs may change with the new equipment.
ALTERNATIVES
The City Council may choose to not approve the RFP for the Security Guard Services and
instruct Staff to discontinue the services and seek other alternatives. Staff does not recommend
this alternative because it may pose public safety issues at the three parking garages and increase
the calls for service to the Police Department.
Attachments:
a - Security Guard Services RFP (91625)
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Page 1 Parking Security Guard Services RFP – specification no. 91625
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
PARKING SECURITY GUARD SERVICES
Specification No. 91625
The City of San Luis Obispo is soliciting proposals from qualified vendors to furnish Parking
Security Guard Services pursuant to Specification No. 91625. All proposers must register with
BidSync at www.BidSync.com, where proposers can obtain RFP packages and submit questions
regarding the RFP.
The City will accept both electronic proposals submitted on BidSync and paper proposals
submitted to the Finance Department office at 990 Palm Street, San Luis Obispo, CA 93401. To
guard against premature opening, paper proposals must be submitted to the Finance
Department in a sealed envelope plainly marked with the proposer’s name, specification
number, proposal title and due date of proposal opening.
All proposals must be submitted no later than 3:30pm Pacific Daylight Time, April 9, 2018. The
proposals will be publicly opened at that time in the Council Hearing Room (Main Floor) at City
Hall: 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said date and time will not be considered. Proposals shall be submitted
along with the required forms provided in the specification package and following instructions
contained herein. Proposals submitted in forms other than that described above will not be
accepted.
Please contact Purchasing Analyst Kristin Eriksson at KEriksso@slocity.org with any questions.
For Public Records requests see Section 1.13
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Specification No. 91625
TABLE OF CONTENTS
1. NOTICE TO PROPOSERS – PROPOSAL REQUIREMENTS .................................................. 5
1.1. Summary and Requirement to Meet All Provisions ......................................................................... 5
1.2. Contract Term and Optional Extensions .......................................................................................... 5
1.3. Important Dates ............................................................................................................................... 5
1.4. Proposal Submittal and Format ....................................................................................................... 5
1.5. Insurance Certificate ........................................................................................................................ 5
1.6. Submittal of References ................................................................................................................... 6
1.7. Statement of Contract Disqualifications .......................................................................................... 6
1.8. Withdrawal or Revision of Proposals ............................................................................................... 6
1.9. Multiple Proposals ........................................................................................................................... 6
1.10. Procuring Agency/Personnel ............................................................................................................ 6
1.11. Inquiries and Clarifications ............................................................................................................... 7
1.12. Addenda ........................................................................................................................................... 7
1.13. Public Records .................................................................................................................................. 7
2. CONTRACT AWARD AND EXECUTION ................................................................................... 7
2.1. Proposal Retention and Award ........................................................................................................ 7
2.2. Competency and Responsibility of Proposer ................................................................................... 7
2.3. Form of Agreement .......................................................................................................................... 7
2.4. Insurance .......................................................................................................................................... 8
2.5. Business License and Tax .................................................................................................................. 8
2.6. Failure to Accept Contract ................................................................................................................ 8
2.7. Oral Presentations / Site Visits / Meetings ....................................................................................... 8
2.8. Proposer’s Responsibility ................................................................................................................. 8
3. CONTRACT PERFORMANCE...................................................................................................... 8
3.1. Ability to Perform ............................................................................................................................. 8
3.2. Laws to be Observed ........................................................................................................................ 8
3.3. Payment of Taxes ............................................................................................................................. 8
3.4. Permits and Licenses ........................................................................................................................ 9
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3.5. Safety Provisions .............................................................................................................................. 9
3.6. Public and Employee Safety ............................................................................................................. 9
3.7. Preservation of City Property ........................................................................................................... 9
3.8. Immigration Act of 1986 .................................................................................................................. 9
3.9. Proposer Non-Discrimination .......................................................................................................... 9
3.10. Work Delays ..................................................................................................................................... 9
3.11. Payment Terms .............................................................................................................................. 10
3.12. Inspection ....................................................................................................................................... 10
3.13. Audit ............................................................................................................................................... 10
3.14. Interests of Proposer ...................................................................................................................... 10
3.15. Hold Harmless and Indemnification ............................................................................................... 10
3.16. Contract Assignment ...................................................................................................................... 10
3.17. Termination for Convenience ......................................................................................................... 10
3.18. Termination for Cause .................................................................................................................... 11
4. PROPOSAL CONTENT AND SELECTION PROCESS ............................................................. 11
4.1. Overview ........................................................................................................................................ 11
4.2. Calendar of Events ......................................................................................................................... 12
4.3. Background and Objectives ............................................................................................................ 12
4.4. Description / Scope of Work .......................................................................................................... 12
4.5. Selection Process ............................................................................................................................ 13
5. REQUIRED SUBMITTALS AND CONTENT OF PROPOSALS .............................................. 13
Chapter 1: Title Page ...................................................................................................................... 13
Chapter 2: Organizational Summary .............................................................................................. 13
Chapter 3: References ......................................................................................................................... 14
Chapter 4: Sub Proposers ............................................................................................................... 14
Chapter 5: Disclosure of Past Contract Failures and Litigation ...................................................... 14
Chapter 6: Fee Proposal ................................................................................................................. 14
Chapter 7: Additional Required Forms ........................................................................................... 15
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REQUIRED FORMS ................................................................................................ 16
FORM A: SIGNATURE AFFIDAVIT ......................................................................................................... 16
FORM B: VENDOR PROFILE ............................................................................................................ 17
FORM C: REFERENCES .................................................................................................................... 18
FORM D: STATEMENT OF PAST CONTRACT DISQUALIFICATIONS ................................................ 19
FORM E: COST PROPOSAL SUBMITTAL FORM .............................................................................. 20
APPENDICES ...................................................................................................... 21
APPENDIX A: SAMPLE AGREEMENT ............................................................................................... 21
APPENDIX B: INSURANCE REQUIREMENTS .................................................................................... 23
APPENDIX C: DESCRIPTION OF WORK, SCHEDULE AND DUTIES ................................................... 25
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1 NOTICE TO PROPOSERS – PROPOSAL REQUIREMENTS
1.1 Summary and Requirement to Meet All Provisions
The City of San Luis Obispo (“City”) is soliciting proposals from qualified vendors to furnish
security officers who will perform general guard duties and traffic control duties at the
City’s three parking structures as described in this RFP at the locations and frequencies
listed. Vendors submitting proposals (“Proposers”) are required to read this Request for
Proposals (“RFP”) in its entirety and follow the instructions contained herein and shall meet
all of the terms, and conditions of the RFP specifications package. By virtue of its proposal
submittal, the Proposer acknowledges agreement with and acceptance of all provisions of
the RFP specifications.
1.2 Contract Term and Optional Extensions
This shall be a Contract for Purchase of Services (Appendix A) for the provision of Security
Guard Services related to the RFP Specification No. 91625 for a term of four (4) years with
two (2) additional two-years extensions available to the City at their sole discretion, if the
services are deemed satisfactory, by written notification to the Contractor.
1.3 Important Dates
Deliver proposals no later than the due date and time indicated below. The City will reject
late proposals:
Issue Date: March 26, 2018
Due Date: April 9, 2018, 3:30PM, PDT
1.4 Proposal Submittal and Format
Each proposal must be submitted in one of two ways: 1) electronically on the City’s BidSync
website; or 2) in hard copy form in a sealed envelope, plainly marked with the proposer’s
name, specification number, proposal title and due date of proposal opening. Proposals
must be submitted as provided in the specifications and accompanied by any other required
submittals or supplemental materials.
1.5 Insurance Certificate
If awarded a contract, each proposal will be required to provide a certificate of insurance
showing:
A. The insurance carrier and its A.M. Best rating.
B. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The insurance requirements are detailed in Section 2.4.
1.6 Submittal of References
Each proposer shall submit a minimum of three (3) references on the form provide in the
RFP package as Form C.
1.7 Statement of Contract Disqualifications
Each Proposer shall submit a statement regarding any past government disqualifications on
the form provide in the RFP package as Form D.
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1.8 Withdrawal or Revision of Proposals
Proposers may, without prejudice, withdraw proposals by requesting such withdrawal prior
to the time specified for the proposal opening, by submitting a written request to the Bid
Administrator for its withdrawal, in which event the proposal will be returned to the
Proposer unopened. All proposals will be opened and declared publicly. Proposers may
modify their proposal at any time prior to the due date and time of submission for
proposals.
1.9 Multiple Proposals
Multiple proposals from Proposers are NOT permitted. Any vendor responding to this RFP
shall incorporate their entire bid in one submission regardless of whether the bid is for one
or more components of this RFP. The proposed costs should be broken down into sufficient
detail to allow for the separate evaluation of each component being bid.
1.10 Procuring Agency/ Personnel
The City of San Luis Obispo is the procuring agency:
Scott Lee, Parking Manager
City of San Luis Obispo
(805) 781-7234
slee@SLOCity.org
The City of San Luis Obispo Finance Department administers the procurement function:
Kristin Eriksson (Bid Administrator)
Finance Department
990 Palm Street
San Luis Obispo, CA 93401
(805) 781-7435
KEriksso@SLOCity.org
1.11 Inquiries and Clarifications
Proposers are to raise any questions they have about the RFP document on the City’s
BidSync website no later than Friday March 30, 2018 at 2:00pm PDT.
Furthermore, Proposers finding any significant ambiguity, error, conflict, discrepancy,
omission, or other deficiency in this RFP document shall immediately notify the procuring
agency and request clarification.
1.12 Addenda
In the event it is necessary to provide additional clarification or revision to the RFP, the
City will post addenda to the City’s BidSync website. It is Proposer’s sole responsibility to
regularly monitor the websites for any such postings. Failure to retrieve addenda and
include their provisions may result in disqualification.
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1.13 Public Records
Proposers are hereby notified that all information submitted in response to this RFP may
be made available for public inspection according to the Public Records Act of the State of
California and the California Constitution. Information qualifying as a “trade secret” –
defined in California Public Records Act of 2004 – may be held confidential. Proposers shall
seal separately and clearly identify all information they deem to be “trade secrets,” as
defined by the State of California Statutes. Do not duplicate or comingle information,
deemed confidential and sealed, elsewhere in your response.
The City cannot ensure that information will not be subject to release if a request is made
under applicable public records laws. The City cannot consider the following confidential:
a bid in its entirety, price bid information, or the entire contents of any resulting contract.
The City will not provide advanced notice to Proposers prior to release of any requested
record.
To the extent permitted by such laws, it is the intention of the City to withhold the contents
of proposals from public view – until such time as competitive or bargaining reasons no
longer require non-disclosure, in the City’s opinion. At that time, all proposals will be
available for review in accordance with such laws.
2 CONTRACT AWARD AND EXECUTION
2.1 Proposal Retention and Award
The City reserves the right to retain all proposals for a period of 180 days for examination
and comparison. The City also reserves the right to waive non-substantial irregularities in
any proposal, to reject any or all proposals, to reject or delete one part of a proposal and
accept the other, except to the extent that proposals are qualified by speci fic limitations.
2.2 Competency and Responsibility of Proposer
The City reserves full discretion to determine the competence and responsibility,
professionally and/or financial stability, of Proposer. Proposer will provide, in a timely
manner, all information that the City deems necessary to make such a decision.
2.3 Form of Agreement
Proposers are responsible for reviewing this Form of Agreement prior to submission of their
proposal. The Form of Agreement shall serve as the basis for the contract resulting from
this RFP. The terms of this template contract shall become contractual obligations following
award of the RFP. By submitting a proposal, the contract shall become contractual
obligations following award of the RFP. By submitting a proposal, Proposers affirm their
willingness to enter into a contract containing these terms.
2.4 Insurance
Proposers shall provide proof of insurance in the form, coverages and amounts specified in
Appendix B of these specifications within ten (10) calendar days after notice of contract
award as a precondition to contract execution.
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2.5 Business License and Tax
The Proposer must have a valid City of San Luis Obispo business license and tax certificate
before execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling (805) 781-7134.
2.6 Failure to Accept Contract
The following will occur if the Consultant to whom the award is made (Consultant) fails to
enter into the contract: the award will be annulled; any bid security will be forfeited in
accordance with the special terms and conditions if a Consultant's bond or security is
required; and an award may be made to the next highest ranked Consultant with whom a
responsible compensation is negotiated, who shall fulfill every stipulation as if it were the
party to whom the first award was made.
2.7 Oral Presentations / Site Visits / Meetings
Proposers may be asked to attend meetings, make oral presentations, inspect City locations
or make their facilities, or those of existing clients with similar operations, available for site
inspection as part of the RFP process. Such presentations, meetings, or site visits will be at
the Proposer’s expense.
2.8 Proposer’s Responsibility
Proposers shall examine this RFP and shall exercise their judgment as to the nature and
scope of the work required. No plea of ignorance concerning conditions or difficulties that
exist or may hereafter arise in the execution of the work under the resulting contract, as a
consequence of failure to make necessary examinations and investigations, shall be
accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the
requirements of the resulting contract.
3 CONTRACT PERFORMANCE
3.1 Ability to Perform
The Proposer warrants that it possesses, or has arranged through subcontracts, all capital
and other equipment, labor, materials, and licenses necessary to carry out and complete
the work hereunder in compliance with any and all federal, state, county, cit y, and special
district laws, ordinances, and regulations.
3.2 Laws to be Observed
The Proposer shall keep itself fully informed of and shall observe and comply with all
applicable state and federal laws and county and City of San Luis Obispo ordinances,
regulations and adopted codes during its performance of the work.
3.3 Payment of Taxes
The contract prices shall include full compensation for all taxes that the Proposer is required
to pay.
3.4 Permits and Licenses
The Proposer shall procure all permits and licenses, pay all charges and fees, and give all
notices necessary.
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3.5 Safety Provisions
The Proposer shall conform to the rules and regulations pertaining to safety established by
OSHA and the California Division of Industrial Safety.
3.6 Public and Employee Safety
Whenever the Proposer's operations create a condition hazardous to the public or City
employees, it shall, at its expense and without cost to the City, furnish, erect and maintain
such fences, temporary railings, barricades, lights, signs and other devices and take such
other protective measures as are necessary to prevent accidents or damage or injury to the
public and employees.
3.7 Preservation of City Property
The Proposer shall provide and install suitable safeguards, approved by the City, to protect
City property from injury or damage. If City property is injured or damaged resulting from
the Proposer's operations, it shall be replaced or restored at the Proposer's expense. The
facilities shall be replaced or restored to a condition as good as when the Propose r began
work.
3.8 Immigration Act of 1986
The Proposer warrants on behalf of itself and all sub Proposers engaged for the
performance of this work that only persons authorized to work in the United States
pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall
be employed in the performance of the work hereunder.
3.9 Proposer Non-Discrimination
In the performance of this work, the Proposer agrees that it will not engage in, nor permit
such sub Proposers as it may employ, to engage in discrimination in employment of persons
because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion
of such persons.
3.10 Work Delays
Should the Proposer be obstructed or delayed in the work required to be done hereunder
by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then
the time of completion may, at the City's sole option, be extended for such periods as may
be agreed upon by the City and the Proposer. In the event that there is insufficient time to
grant such extensions prior to the completion date of the contract, the City may, at the time
of acceptance of the work, waive liquidated damages that may have accrued for failure to
complete on time, due to any of the above, after hearing evidence as to the reasons for
such delay, and making a finding as to the causes of same.
3.11 Payment Terms
Payments will be made consistent with the Agreement. The City's standard payment terms
are 30 days from the receipt of an original invoice and acceptance by the City of the
materials, supplies, equipment or services provided by the Proposer (Net 30).
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3.12 Inspection
The Proposer shall furnish City with every reasonable opportunity for City to ascertain that
the services of the Proposer are being performed in accordance with the requirements and
intentions of this contract. All work done and all materials furnished, if any, shall be subject
to the City's inspection and approval. The inspection of such work shall not relieve Proposer
of any of its obligations to fulfill its contract requirements.
3.13 Audit
The City shall have the option of inspecting and/or auditing all records and other written
materials used by Proposer in preparing its invoices to City as a condition precedent to any
payment to Proposer.
3.14 Interests of Proposer
The Proposer covenants that it presently has no inte rest, and shall not acquire any
interest—direct, indirect or otherwise—that would conflict in any manner or degree with
the performance of the work hereunder. The Proposer further covenants that, in the
performance of this work, no sub Proposer or person having such an interest shall be
employed. The Proposer certifies that no one who has or will have any financial interest in
performing this work is an officer or employee of the City. It is hereby expressly agreed
that, in the performance of the work hereunder, the Proposer shall at all times be deemed
an independent Proposer and not an agent or employee of the City.
3.15 Hold Harmless and Indemnification
The Proposer agrees to defend, indemnify, protect and hold the City and its agents, officers
and employees harmless from and against any and all claims asserted or liability established
for damages or injuries to any person or property, including injury to the Proposer's
employees, agents or officers that arise from or are connected with or are caused or claimed
to be caused by the acts or omissions of the Proposer, and its agents, officers or employees,
in performing the work or services herein, and all expenses of investigating and defending
against same; provided, however, that the Proposer's duty to indemnify and hold harmless
shall not include any claims or liability arising from the established sole negligence or willful
misconduct of the City, its agents, officers or employees.
3.16 Contract Assignment
The Proposer shall not assign, transfer, convey or otherwise dispose of the contract, or its
right, title or interest, or its power to execute such a contract to any individual or business
entity of any kind without the previous written consent of the City.
3.17 Termination for Convenience
The City may terminate all or part of this Agreement for any or no reason at any time by
giving 30 days written notice to Contractor. Should the City terminate this Agreement for
convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products, a
reasonable restocking charge not to exceed ten (10) percent of the total purchase price; or
(b) for custom products, the lesser of a reasonable price for the raw materials, components,
work in progress and any finished units on hand or the price per unit reflected in this
Agreement. For termination of any services pursuant to this Agreement, the City’s liability
will be the lesser of a reasonable price for the services rendered prior to termination, or
the price for the services reflected in this Agreement. Upon termination notice from the
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City, Contractor must, unless otherwise directed, cease work and follow the City’s
directions as to work in progress and finished goods.
3.18 Termination for Cause
If, during the term of the contract, the City determines that the Proposer is not faithfully
abiding by any term or condition contained herein, the City may notify the Proposer in
writing of such defect or failure to perform. This notice must give the Proposer a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Proposer has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Proposer to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights
under the contract except, however, any and all obligations of the Proposer's surety shall
remain in full force and effect, and shall not be extinguished, reduced, or in any manner
waived by the termination thereof.
In said event, the Proposer shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received the
City's Notice of Termination, minus any offset from such payment representing the City's
damages from such breach. "Reasonable value" includes fees or charges for goods or
services as of the last milestone or task satisfactorily delivered or completed by the
Proposer as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Proposer shall be based solely
on the City's assessment of the value of the work-in-progress in completing the overall work
scope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to
permit a full and complete accounting of costs. In no event, however, shall the Proposer
be entitled to receive any amount in excess of the compensation quoted in its proposal.
4 PROPOSAL CONTENT AND SELECTION PROCESS
4.1 Overview
The City of San Luis Obispo (“City”) is soliciting proposals from qualified vendors
(“Proposers”) for provision of Security Guard services as specified in this RFP – Specification
No. 91625. City is seeking Proposer’s to contract for the service components of this RFP as
stated in the RFP Appendix C.
The City requires well-managed and professional Proposers with demonstrated skills, and
high levels of customer service and satisfaction, to fulfill the requirements outlined in this
RFP.
4.2 Calendar of Events
Listed below are specific and estimated dates and times of RFP events, all of which are
subject to change. Proposers must complete events by specific dates as indicated unless
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revised by the City. The City may or may not issue a formal notification for changes in
estimated dates and times.
Figure 4-2: Calendar of Events
Date Event
Monday March 26, 2018 Issue date of RFP
Friday March 30, 2018 Questions from Proposers Due
Wednesday April 4, 2018 Answers to Questions posted
Monday April 9, 2018 3:30pm PDT
T
Proposals due
April 2018 Evaluation of proposals
April 2018 Negotiation and award contract
May 2018 Contract Routing to City Manager
May 2018 Contract Award
June 2018
Contract begins
4.3 Background & Objective
The City of San Luis Obispo operates three parking structures in the downtown area. The
City wishes to have Proposers bid on the work defined and with the frequency defined on
Appendix C.
The objective of this RFP is to select a vendor to provide the Security services at the
locations and on the frequency and the level detailed in this RFP .
4.4 Description/Scope of Work
The Contractor shall perform the tasks described in Appendix C at the locations and
frequencies specified. The intent of Specification No. 91625 is to procure a high level of
service that will present a professional and clean appearance at all times. The City’s
representative shall be sole judge of the adequacy of the Contractor’s professionalism,
performance and effectiveness at these sites.
Proposer shall meet all requirements of the specifications contained herein, as well as all
legislated mandates by the State of California, California Vehicle Code, San Luis Obispo
Municipal Code, and the City of San Luis Obispo. For any portion of this proposal that is
performed by Sub-Proposers, see Section 5, Chapter 9 (Required Submittals - Sub
Proposers) of this proposal.
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4.5 Selection Process
The City may shortlist up to four (4) Proposers based on the submitted proposals and invite
them to an interview process. In addition, the City may request that Proposers
demonstrate their service either as part of the interview process or separately from it. The
City, at its discretion, may make site visits to locations where the Proposers currently
provide service.
Contract award will not be based solely on price, but on a combination of the factors
determined to be in the best interest of the City. After evaluating the proposals and
discussing them further with the finalists or the tentatively selected Proposer s, the City
reserves the right to further negotiate the proposed work and/or method and amo unt of
compensation. Once prospective Proposers have been evaluated by the evaluation panel,
negotiations shall begin. If negotiations are unsuccessful, talks with that Proposer will be
abandoned and negotiations will then commence with the next qualified Proposer, and so
on, until a final agreement has been reached and a contract prepared. Staff will present
their findings to the City Council, which, at its discretion, will award a contact.
5. REQUIRED SUBMITTALS AND CONTENT OF PROPOSALS
Proposing Vendors desiring to respond to this Request for Proposal (RFP) shall submit their
proposal in sufficient detail to allow for a thorough evaluation and comparative analysis. The
City shall use the responses as the basis of its evaluation. The proposals should be as brief and
concise as possible without sacrificing clarity. Proposals containing irrelevant material or an
abundance of excessively vague language may be penalized in the screening process.
Arrange proposals to match the following outline. Respond to each and every question and/or
statement. In the context of this section “you” and “your” is the same as “Proposer” and
“Proposer’s”, respectively.
Chapter 1: Title Page
The title page shall contain at a minimum the name of the Proposer, RFP Title, and Due Date.
Chapter 2: Organizational Summary – Description of Organization
Provide a brief summary introducing your firm. Limit your response to one page. At a
minimum, include the information briefly describing your firm’s organization and size and your
experience including the number of years in business.
Chapter 3: References
Provide three references from similar projects and clients. Limit your response to one page.
Chapter 4: Sub Proposers (if any)
Identify any sub-Proposers that would be used. Give a detailed description of their involvement,
scope of work, background, and responsibilities. The price proposed shall include any and all work
to be done by sub-Proposers, and the City will only process claims and payments to the Proposer.
A list of sub-Proposers to be hired shall be submitted as a part of the proposal. Also disclose
whether or not the sub Proposer is a subsidiary or is financially tied to the Proposer in any other
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Page 14 Parking Security Guard Services RFP – specification no. 91625
manner. Use of sub-Proposer does not relieve the Proposer of overall responsibility. City reserves
the right to approve all proposed sub-Proposers.
Chapter 5: Disclosure of Contract Failures and Litigation
Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or
criminal litigation or investigation pending which involves your firm or in which your firm has
been judged guilty or liable, or which may affect the performance of the services to be rendered
herein, in which your firm, any of its employees, sub-Proposers, or sub consultants is or has been
involved in within the last three (3) years.
Chapter 6: Fee Proposal
Include detailed pricing information for the services described in this RFP.
Quote fees as all inclusive, not-to-exceed, fixed fees for each relevant aspect of the RFP
proposal. The fee could be a one-time fee, fee per use, fee per year or fee per contract period.
Also, identify all other costs beyond the usage cost such as a fee for system maintenance, etc.
As noted above, prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:
o All Inclusive – Covers all direct and indirect expenses incurred by the Proposer including but
not limited to; travel, telephone, copying and other out-of-pocket expenses.
o Not-To-Exceed – The actual fees shall not exceed the amount specified in fee proposal.
o Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain
fixed and valid for the entire length of the contract and any/all renewals.
Provide exact fees - not a range. Take advantage of the opportunity to ask questions and receive
answers to gain clarification. Furthermore, document any significant assumptions for arriving at
fee estimates. You are responsible for verifying the correctness of calculations in your fee
proposal.
The City reserves the right to make an award without further discussion of the fee proposal
submitted. Therefore, the Proposer should submit the fee proposal on the most favorable terms
they can offer. However, this does not limit the City from negotiating with the selected Proposer.
A finalization of the specifications and scope of services is expected as a part of final contract
negotiation or through a Best and Final Offer (BAFO) process. By the BAFO the Proposer(s)
remaining in the process will have met with the City and or demonstrated their product /service
giving them the opportunity to obtain a complete understanding of all requirements.
Chapter 7: Additional Required Forms and/or Attachments
Include the following required forms and/or attachments to your Proposal. Forms are included
in the RFP.
o Form A – Signature Affidavit – A company representative with authority to bind the
Proposer to the City by contract shall sign the form, attesting the proposal has been
submitted in conformance to stated requirements.
o Form B – Vendor Profile – complete the information about your firm.
o Form C – References
o Form D – Statement of Past Contract Disqualifications
o Form E – Cost Proposal Submittal Form
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FORM A: SIGNATURE AFFIDAVIT
Note: This form must be returned with your response.
In signing proposals, we certify that we have not, either directly or indirectly, entered into any
agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or
not to submit proposals, that proposals have been independently arrived at, without collusion
with any other Proposers, competitor or potential competitor; that proposals have not been
knowingly disclosed prior to the opening of proposals to any other Proposers or competitor;
that the above statement is accurate under penalty of perjury.
The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and
specifications required by the City in this Request for Proposal, declares that the attached
proposal and pricing are in conformity therewith, and attests to the truthfulness of all
submissions in response to this solicitation.
Proposers shall provide the information requested below. Include the legal name of the
Proposer and signature of the person(s) legally authorized to bind the Proposers to a contract.
SIGNATURE AND DATE OF AUTHORIZE REPRESENTATIVE
PRINT NAME: __________________________________________________
FIRM (PROPOSER) NAME: ________________________________________
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FORM B: VENDOR PROFILE
Company Information
Company Name (Proposer)
FEIN: (If FEIN is not applicable, SSN collected
upon award)
Contact Name Title
Telephone (
)
Fax
(
)
Email
Address City State Zip
Primary Individual Contact Information
Contact Name Title
Telephone
( )
Fax
(
)
Email
Address City State Zip
Secondary Individual Contact Information
Contact Name Title
Telephone
( )
Fax
(
)
Email
Address City State Zip
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FORM C: REFERENCES
Describe fully three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. The City reserves the right to contact
references listed for additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
Reference No. 2
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
Reference No. 3
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
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Page 18 Parking Security Guard Services RFP – specification no. 91625
FORM D: STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Proposer shall state whether it or any of its officers or employees who have a proprietary
interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or
completing a federal, state, or local government project because of the violation of law, a safety
regulation, or for any other reason, including but not limited to financial difficulties, project
delays, or disputes regarding work or product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under
penalty of perjury of the laws of the State of California, that the foregoing is true and correct.
___________________________________________
Signature of Authorized Representative of Proposer
___________________________________________
Print name of Authorized Representative of Proposer
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Page 19 Parking Security Guard Services RFP – specification no. 91625
FORM E: COST PROPOSAL SUBMITTAL FORM
The City is requesting proposals for the provision of Security Guard Services at each of the City
owned parking structures. Incomplete cost proposals will not be accepted, and the submitted
proposal will be deemed incomplete. If there are any additional costs not included in this Cost
Proposal, those costs must be identified on a separate sheet of paper and included in this
Request for Proposal.
The undersigned, who is authorized to represent the proposing firm and has carefully examined
Specification No 91625, proposes to furnish the services described in Appendix C of Specification
No. 91625 for the prices quoted below in full.
842 & 919 PALM
STRUCTURES
(COMBINED
HOURS)
MARSH
STRUCTURE
19 hours weekly 23 hours weekly
Parking Security Guard Services
TOTAL FOR ALL STRUCTURES
$__________________
Fully Burdened Hourly Labor Rate for Additional hour (per hr.) __________________
Signature of Authorized Representative Date:
Print Name of Vendor:
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Appendix A: FORM OF AGREEMENT (SAMPLE)
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [date],
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter
referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter
referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for provision of maintenance
services pursuant to Specification No. 91625 – Parking Security Guard Services.
WHEREAS, pursuant to said request, Contractor submitted a proposal which
was accepted by City for said [supplies, equipment, services, project, whatever].
NOW THEREFORE, in consideration of their mutual promises, obligations,
and covenants hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made
and entered, as first written above, until acceptance or completion of said [supplies, equipment, services,
project, whatever].
2. INCORPORATION BY REFERENCE. City Specification No. 91625 and
Contractor's proposal dated [date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing [supplies, equipment, services, project,
whatever] as specified in this Agreement, City will pay and Contractor shall receive therefor
compensation in a total sum not to exceed [$ .00].
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
do everything required by this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the Council [or other official]
of the City.
2.
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Page 21 Parking Security Guard Services RFP – specification no. 91625
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto.
No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding,
or representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid
by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered
to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and
year first above written.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By:____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ___________________________________
City Attorney
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Appendix B: INSURANCE REQUIREMENTS
The Proposer shall procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the Proposer, its agents, representatives, employees or
sub Proposers.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20
10 Prior to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as
determined by the City).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability,
code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general aggregate
limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce
or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of
losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain,
or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Consultant; products and completed operations of the Consultant; premises owned,
occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by
the Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Consultant's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
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Page 23 Parking Security Guard Services RFP – specification no. 91625
employees, agents or volunteers shall be excess of the Consultant's insurance and shall
not contribute with it.
3. The Consultant's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days prior written notice by certified mail, return receipt
requested, has been given to the City. The Consultant agrees to notify the City in the
event that the policy is suspended, voided or reduced in coverage or limits. A minimum of
30 days prior written notice by certified mail, return receipt requested, will be provided.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating
of no less than A:VII.
Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general
liability and automobile liability coverage required by this clause must also be provided. The
endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
Sub-consultants. Consultant shall include all sub-consultants as insured under its policies
or shall furnish separate certificates and endorsements for each sub-consultant. All
coverages for sub-consultants shall be subject to all of the requirements stated herein.
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Appendix C: Description of Work, Schedule and Duties
1. General Description of Work.
The Contractor shall furnish security officers who perform general duties and traffic
control duties at the City’s three parking structures. The intent of this specification is to
procure a high level of security and service for the staff and visitors using these facilities.
The City’s representative shall be sole judge of the adequacy of the Contractor’s provision
of services at each of these sites.
2. Regular Schedule
Location
Day
Starting
Time
Ending
Time
Marsh Street Parking Structure Mon-Wed 1830 2300
842 Palm & 919 Palm Structures Thursday 1700 2300
842 Palm & 919 Palm Structures Friday 1830 2300
842 Palm & 919 Palm Structures Saturday 1300 2300
842 Palm & 919 Palm Structures Sunday 1300 1900
Marsh Street Parking Structure Thursday 1700 2400
Marsh Street Parking Structure Friday 1830 2400
Marsh Street Parking Structure Saturday 1200 2400
Marsh Street Parking Structure Sunday 1300 1900
3. General Contractor Duties
a. Train new security officers to familiarize them with general guard duties and traffic
control duties.
b. Provide log book so officers can log in their time of arrival and record their hourly
rounds.
c. Provide background checks, photos and names of guards who will be working
security at the City’s three facilities prior to their assignments.
d. Provide hand-held radios or other approved communication devices for all parking
attendants and security officers on duty.
e. Weekly inspection of security officers to ensure they present a professional
appearance and manner.
f. Maintain a pager or mobile phone number for immediate response to problems
such as a security officer not reporting at the scheduled time.
4. General Contractor Duties
a. Wear a complete company uniform as approved by the City.
b. Do not carry firearms, clubs, nightsticks, or other unapproved equipment.
c. Report for duty no later than the scheduled starting time.
d. Check in with the parking attendant on duty at the beginning of the shift and at least
twice an hour thereafter.
e. Enter your shift start and end times in the log book located in the attendant’s booth.
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Page 25 Parking Security Guard Services RFP – specification no. 91625
f. Confirm that radios are synced to same channel for guard and attendant and the
radios are working properly.
g. Direct any questions you may have to the parking attendant on duty.
h. Remember the radio call sign for the Marsh Street Parking Structure is “Security 1”.
i. Remember the radio call sign for the Palm Street Parking Structure is “Security 2”.
j. Remember the radio call sign for the 919 Palm St. Parking Structure is “Security 3”.
k. Ask the parking attendant on duty for any special instructions.
l. Patrol all levels of the parking Structure including stairwells, elevators and exterior
perimeter.
m. Stay visible to the public at all times.
n. Report to the parking attendant on duty any activity that may pose a threat to public
safety or City property, particularly vandalism, unusual loitering, skateboarding, in-
line skating, biking, unlawful drinking, and unlawful drug use.
o. Report to the Parking Attendant on duty all potential hazards to the public. These
would include: Spills in elevators or stairs, lack of light ing and elevators not working.
p. Do not intervene in a potentially dangerous situation; summon the Police
immediately; inform the parking attendant on duty of the situation.
q. Answer questions from the public.
r. Assist Structure users as needed to enter and exit parking spaces.
s. Report to the attendant on duty How full the Structure is on an hourly basis.
t. Report to the attendant on duty any back-ups in the Structures that exceed one level
of cars.
u. From 2230 to 2330 (depending on structure hours) adjust the patrol route in order
to keep the parking attendant booth in continuous view. This time range is the time
that the Structure is closing or at the Marsh Structure one of the two shifts is closing.
It is imperative that the guard is highly visible and in continuous view of the closing
booth.
Note: To prevent long waiting periods at the exit booth during peak periods, the parking attendant
on duty may initiate free exit periods. These free exit periods always occur during Farmers
Market on Thursday evenings at the Palm Street Parking Structure. They occasionally
occur during special events on Saturdays at the Palm Street Parking Structure. They rarely
occur at the Marsh Street Parking Structure. At the Palm Street Parking Structure eligible
traffic leaves through the Morro Street exit. At the Marsh Street Parking Structure eligible
traffic leaves through the auxiliary lane adjacent to the lane used by paying customers.
5. Traffic Control Duties for Security Officers During Free Exit Periods at the
842 Palm Street Parking Structure
a. Confirm the gate door is unlocked.
b. If the gate door is locked, obtain the key from the parking attendant on duty.
c. Raise the exit gate to the vertical position using the manual/auto switch.
d. Place the “60 Minutes Free” exit sign at the back exit ramp.
e. As a vehicle approaches the “60 Minutes Free” sign, examine the Structure ticket to
determine if the vehicle has been parked less than 60 minutes.
f. If the vehicle has been parked less than 60 minutes, direct the driver to the Morro Street
exit.
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g. If the vehicle has been parking more than 60 minutes, direct the driver to the attendant
booth at the Palm Street exit.
h. If directed by the parking attendant on duty in order to further ease traffic, allow vehicles
parked less than two hours to use the Morro Street exit.
i. Never collect money from customers.
j. When the free exit period is over, turn the “60 Minutes Free” sign around, lower
the exit to the horizontal position, lock the gate door, return collected Structure
tickets to the parking attendant on duty, and resume patrol duties.
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