RFB-23-24-41 Specialized Security Guard Services
EXHIBIT D-1
ITEM 1: SCOPE OF SERVICES FOR VISALIA TRANSIT
Provide specialized security guard staffing at the Visalia Transit Center. The Transit Center requires the services of Security Guards daily to patrol the facility which includes the Transit Center building located at 425 E Oak Avenue the surrounding bus slips and concession area, two parking lots located at the southwest corner of Oak Avenue/Bridge Street and the northeast corner of Oak Avenue/Santa Fe Street, and the Administration Building and accompanying parking lot located at 220 N Santa Fe Street.
A. Responsibilities & Services of Contractor:
1. Contractor shall provide specialized security guard staffing at the Transit Center per the specifications of this RFB and attachments.
2. Contractor shall be responsible for recruiting, screening and hiring employees for assignment in accordance with the job requirements of the City of Visalia (outlined in this RFB). Copies of State License Guard Cards, issued by the State of California sha ll be presented to the Transit Manager, or designee, at least two (2) weekdays prior to the Guards’ initial inclusion on the work schedule. Temporarily issued state ID cards are acceptable after the employee has passed background.
3. Contractor shall provide background checks on all personnel and update on an annual basis.
Contractor will provide written confirmation to the City that the individual has passed a background check at least two (2) weekdays prior to the Guards’ initial in clusion on the work schedule. Written confirmation that guard(s) have passed the annual background checks, including individual guard name(s), will be provided to the City within 2 weeks of the anniversary date of the last background check completed for e ach guard. Guards whose updated background check confirmations have not been received by the City within the time frame stated above may not be scheduled to work at the Transit Center until two (2) weekdays after confirmation of a background check being passed is received by the City.
4. Contractor shall provide pre -employment drug screening of employees and drug screening on an annual basis. Contractor will provide written confirmation to the City that the individual has passed a drug screening at least two (2) weekdays prior to the Guar ds’ initial inclusion on the work schedule. Written confirmation that guard(s) have passed the annual drug screening, including individual guard name(s), will be provided to the City within 2 weeks of the anniversary date of the last background check comp leted for each guard. Guards whose updated drug screening confirmations have not been received by the City within the time frame stated above may not be scheduled to work at the Transit Center until two (2) weekdays after confirmation of a drug screening being passed is received by the City.
5. The Contractor will schedule each new guard for a minimum of 4 hours orientation/training alongside an experienced guard or supervisor before scheduling a guard to work their first solo shift on the Transit Center property. Training will include a review of all Transit policies and procedures Attachment C, as updated during the course of the contract, and the shadowing of an experienced guard or supervisor. Before working a solo shift, a guard must be trained on the following:
• The scope of the agreement between the Contractor and the City • All current and updated Transit Policies and Procedures • Proper use of Contractor and City radios
• Locking and Unlocking facility doors
• Arming/Disarming of alarms
RFB-23-24-41 Specialized Security Guard Services
• Lost and Found procedures
• Preparation of daily logs
• Emergency evacuation procedures/exits/contact information • Contractor procedures and work rules
• Use of the City issued RFID Probe device and functions
6. The Contractor will assign a security supervisor or designee to respond to building alarms at the Transit Center property during the hours the building is left unattended. Contractor will be designated as the first call out on the alarm company’s list. Contractor will be paid a minimum of two hours service for any alarm call back. Alarm call backs will be investigated by the City to determine their cause and minimize their occurrence.
7. The Contractor will respond in writing within one (1) week of the receipt of any complaints which relate to or name Contractor guard staff. The response will include the details of any investigation conducted and any actions taken to resolve the complaint . Any Title VI or ADA complaint resolutions shall be provided in the form of a letter or memo to the Visalia Transit Manager upon resolution. When necessary, Contractor may submit a written request for additional time to respond which must include an exp lanation of the delay, and the length of delay requested. The maximum complaint response time will be 30 days and no extension past 30 days will be allowed. Upon the request of the Transit Manager, Contractor will remove any employee named in a complaint until the complaint has been resolved in writing.
8. Contractor will establish proper procedures for shift change and break coverage to ensure calls for security are promptly answered at all times a guard is scheduled to be available on -site.
9. Contractor designated security supervisor will meet with Transit Manager or designee weekly during their assigned shift to discuss any changes to schedules or procedures, as well as to address any outstanding issues.
10. The City reserves the right to require the Contractor to remove ANY employee(s) whom the City considers unsuitable to provide services under this agreement, by giving 24 hours of notice to Contractor. The City of Visalia will not pay for services for any guard who has been scheduled to work once we the Contractor has been asked to remove that guard.
B. Equipment and Materials:
1. Contractor shall be responsible for providing all equipment necessary, unless otherwise addressed in this RFB, to provide the required services. All materials and equipment shall be maintained in good working order. In the event any equipment fails to func tion, the Contractor shall arrange for immediate replacement. The Contractor shall be responsible for supplying batteries for all equipment.
2. Contractor shall provide radios, flashlights and any other equipment necessary to adequately satisfy the Contractor’s duties and responsibilities as outlined in the scope of work.
Security Guards reporting to work for a scheduled shift at the Transit Center must have the following equipment/materials:
• A two-way radio or mobile (cellular) phone to communicate with the Contractor’s office. • A heavy duty, police type, water resistant flashlight. • City provided radio. (City will provide to Awarded Bidder) • City provided RFID device. (City will provide to Awarded Bidder)
In the event that the City has agreed to furnish a piece of equipment to the Contractor for the purpose of performing the job, the Contractor shall be responsible for paying for repairs to said equipment and any damage which is not a result of normal wear and tear.
RFB-23-24-41 Specialized Security Guard Services
C. Uniforms:
Contractor shall be responsible for providing all uniforms and/or items of clothing worn by Security Staff. Examples of clothing and or uniform items include, but are not limited to: shirts, ties, jackets, vests, polo-type shirts, uniforms, hats etc. All u niform items worn shall be identified as such. All uniforms must be kept clean and professional at all times. Failure to maintain a neat, clean and professional appearance and uniform may result in removal from the work site by the City Contract Administrator or City designee. Non -approved uniform attire may also result in removal from the work site.
D. Qualifications of Security Guard Staff:
Contractor shall ensure that all Security Guard Staff meet the following qualifications:
• Possess permanent State License Guard Card, issued by the State of California. Temporary or provisional cards will be accepted while waiting for the original one to be received. • Possess a valid California Driver’s License or Identification Card. • Have basic log and reporting skills.
• Possess basic telephone etiquette.
• Possess fundamental customer service skills.
• Have knowledge of common and acceptable patrol techniques. • Have familiarity with fire protection and alarm systems. • Be proficient in operation of two (2) way radios.
• Possess fundamental skills for interaction with City of Visalia Police Department Officers and City Personnel.
• Guards shall possess an acceptable level of agility, stamina, and overall good physical health.
• All Guards shall be capable of lifting up to fifty (50) pounds. • All Guards shall be able to stand and walk for prolonged periods – up to eight (8) hours each. • Guards shall be proficient in English, both written and oral communication. • Guards shall be capable of operating and responding to radios, pagers, telephones, alarm systems, alarms and surveillance equipment.
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E. Responsibilities/duties to be performed by Security Guard Staff:
• Enforce City and Transit Policies as they apply to the Transit Center and all buses while present at the Transit Center facility.
• Protect the integrity of facility and ensure the safety of clients and guests. • Guards shall act in a professional manner with public and staff at all times treating all members of City staff and the public with respect. City is not responsible for any action taken by Guard.
• Lock/Unlock and Arm/Disarm the facility alarm at the close of business hours and at the opening of business hours each day.
• A complete patrol of the main Transit Center property located at 425 E Oak Avenue and the Administration Building located at 220 N Santa Fe Street, will be completed once per hour while security is on-site. When 2 guards are scheduled, this patrol will also include all parking lots. Guards will use an RFID based guard patrolling system to be provided by the City, with City designated touchpoints to be visited once per hour. • When 2 guards are scheduled, guards will patrol separately and communicate by radio.
Guards shall not stand or walk together while on duty unless addressing a critical situation. • Provide general direction for transit customers in a courteous manner. • Exhibit a strong customer service attitude.
RFB-23-24-41 Specialized Security Guard Services
• Monitor and Patrol parking lots as requested.
• Escort transit passengers to their vehicles as requested. • Guards must be on site at the scheduled post hours. Failure to appear on time without prior approval shall result in removal from the post. If a Guard is unable to arrive on site at the designated time, the Guard is responsible for contacting their supervisor immediately in order to assure all scheduled shifts are staffed according to the post hours. • Complete a daily log report Attachment B noting any significant events which occurred during their shift including damage to the facility, repairs needed and any events requiring emergency response (Police, Fire, or Ambulance). These logs will be left in the place designated by the Transit Manager at the end of each shift. • Remove small amounts of graffiti from Transit Center surfaces as soon as possible, using cleaning solution provided by the City. When graffiti is large or not easily removable, note the location of graffiti in the daily log report for Transit staff to follow up.
F. Prohibited Actions for Security Guard Staff:
• Guards will not socialize with visitors, friends, or family members while on duty. • Guards will not smoke while on duty, or on Transit property while in uniform. • The use of radios, cassette/CD players, i -Pods, personal cell phones, TV’s or ear plugs is prohibited while Guard is on duty.
• Sleeping on duty is prohibited. If it is determined that a Guard is unaware of their surroundings or appears to be sleeping on duty, their supervisor shall be immediately notified and the Guard shall be relieved of their post.
G. Security Staffing Hours:
1. Contractor is to provide specialized security guard staffing for the Transit Center during all hours as requested. A summary of the current hours regularly staffed at the Transit Center is below.
These hours are to be considered an estimate and may be changed.
Monday - Friday Saturday - Sunday
Start End # of Guards Start End # of Guards
3:30a 6:00a 1 3:30a 3:30a 1
6:00a 10:00p 2 6:00a 6:30p 2
10:00p 3:30a 1
2. Contractor will be paid time and a half for all hours worked on the following Holidays :
i. New Year’s Day (January 1)*
ii. Presidents’ Day (3rd Monday in February)
iii. Memorial Day (Last Monday in May)*
iv. Independence Day (July 4)*
v. Labor Day (1st Monday in September)
vi. Thanksgiving Day (Designated Thursday in November)* vii. Christmas Day (December 25)*
* There is no Transit Fixed Route service on days indicated by “*”, however, special transit services may require the presence of security on these days and Contractor will provide service as requested.
The following definitions and rules will apply to Security Guard Staffing at Transit Center:
Overtime Hours: Hours requested with less than 48 hours’ notice will be calculated at Contractor’s Regular Hourly Rate X 1.5*
Holidays: Hours worked on designated Holidays are paid at the Hourly Rate X 1.5* Alarm Call Back: Security staff will be paid a minimum of 2 hours call back (at the overtime rate) for response to building alarms at the Transit Center Property. Overtime Rate X 2 RFB-23-24-41 Specialized Security Guard Services
3. The City of Visalia Transit Center serves as a cooling center under extreme heat conditions.
Contractor will provide additional staffing as requested for the cooling center at this location with a minimum of 24 hours’ notice. Cooling center hours requested with less than 48 hours’ notice will be paid at time and a half.
H. Billing/Invoicing Procedures:
A final guard roster will be provided to the Transit Manager with each monthly invoice showing the name(s) of the guard(s) scheduled for each shift being billed, in a format agreed upon between the contractor and the City. Guards scheduled to work without the proper training, or provision of Guard cards, background check and drug testing confirmations in accordance with the scope of services will not be paid for by the City.
I. Responsibilities/duties to be performed by the City of Visalia:
• Provide copies of all current and updated City and Transit Center policies applicable to this contract.
• Provide and maintain RFID based guard patrolling system for use by Contractor staff. • Provide Daily Log forms for use by Contractor staff.