RFB-23-24-41 Specialized Security Guard Services
EXHIBIT D-2
BID ITEM 2: SECURITY GUARD SERVICES FOR PARKING STRUCTURES
A. General Requirements
1. Awarded Contractor shall provide security guard staffing at the City owned parking structures per the specifications of this RFB and attachments according to the following Schedule:
Winter Hours: October 1 - March 31, from the hours of 5:00pm - 1:00am every day including holidays.
Summer Hours : April 1 - September 30, from the hours of 7:00pm - 3:00am every day including Holidays
The Schedule is subject to change due to City of Visalia's needs. More information on recognized Holidays is listed in Section G of this Scope of Services.
Contractor shall provide one (1) guard for each parking structure and ensure that security guard coverage is maintained for eight (8) hours at each parking structure . Contractor will ensure that in the event that one of the scheduled guards calls in sick or otherwise cannot work, Contractor must send replacement guard to fill in, thus ensuring that the City’s services is not interrupted.
The City of Visalia will award to the bidder with the lowest TOTAL BID AMOUNT. and reserves the option to contract for the low bidder’s alternate pricing for one or both parking structures, based on available funding.
ALTERNATE BID ITEMS: There are two (2) alternate bid items for additional security guard coverage at the parking structures. Bidders are required to provide hourly rates for the following alternate items (as indicated on the bid form) which reflect alternate periods of security coverage.
Alternate Bid No. 1 (reflects 10 hour periods of coverage) Winter Hours (October 1 - March 31) from the hours of 5:00pm - 3:00am every day including holidays.
Summer Hours (April 1 - September 30) from the hours of 6:00pm - 4:00am every day including Holidays
Alternate Bid No. 2 (reflects 12 hour periods of coverage) Winter Hours (October 1 - March 31) from the hours of 5:00pm - 5:00am every day including holidays.
Summer Hours (April 1 - September 30) from the hours of 6:00pm - 6:00am every day including Holidays
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 shall be presented to the Facilities Superintendent, or designee, at least two (2) weekdays prior to the Guards' initial incl usion 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 inclusion 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 each 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 for the City until two (2) weekdays after confirmation of a background check being passed is received by the City.
RFB-23-24-41 Specialized Security Guard Services
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 G uards' 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 completed 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 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 Parking Structure property. Training will include a r eview of policies and procedures 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 • Calling proper contact numbers when fire alarms sound • Lost and Found procedures
• Preparation of daily logs
• Emergency evacuation procedures/exits/contact information • Contractor's procedures and work rules
6. 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 Facilities Superintendent upon resolution. When necessary, Contractor may submit a written request for additional time to respond which must include an explanation 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 all owed. Upon the request of the Facilities Superintendent, Contractor will remove any employee named in a complaint until the complaint has been resolved in writing.
7. Contractor will establish proper procedures for shift change (if any) and break coverage to ensure calls for security are promptly answered at all times a guard is scheduled to be available on -site.
8. Contractor’s designated security supervisor will meet with City’s Facilities Superintendent (or ) quarterly to discuss any changes to schedules or procedures, as well as to address any outstanding issues. The Awarded Contractor is responsible for sched uling these meetings at least one week in advance of meeting date.
9. 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 the Contractor has been asked to remove that guard.
B. Equipment and Materials:
1. Contractor shall be responsible for providing all equipment necessary to provide the required services (unless otherwise addressed in this RFB). All materials and equipment shall be maintained in good working order. In the event any equipment fails to function, the Contractor shall arrange for immediate replacement. The Contractor shall be responsible for supplying batteries for all equipment such as flashlights and radios.
RFB-23-24-41 Specialized Security Guard Services
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 Parking Structures must have the following equipment/materials:
• A two-way radio or mobile (cellular) phone to communicate with the Contractor's office. • A camera (or cell phone camera) to photograph and/or video incidents of property defacement and/or destruction, and general criminal activity. These photos and or videos may be used in the event of criminal prosecution. • A heavy duty, police type, water resistant flashlight.
• Guards will utilize City -provided RFID based guard patrolling system with City designated touchpoints to be visited a minimum of once per hour.
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 uniform 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 Administra tor or City designee. Non- approved uniform attire may also result in removal from the work site. The uniform/jacket/attire must clearly identify the wearer as a Security person.
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 writing 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, telephones and alarm systems.
E. Responsibilities/duties to be performed by Security Guard Staff:
• 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. • A complete patrol of all parking levels of the Parking structures at 222 West Acequia and 300 East Acequia (including the breezeway at Visalia Convention Center across the street from 300 E.
RFB-23-24-41 Specialized Security Guard Services
Acequia) will be conducted using RFID based guard patrolling system provided by the City, with City designated touchpoints to be visited once per hour. • Enforce no smoking and other regulatory signs within the parking structures. • Provide general direction for citizens in a courteous manner. • Exhibit a strong customer service attitude.
• Monitor and Patrol parking structure as requested.
• Guards must be on site at the scheduled post hours.
• Guards shall immediately contact law enforcement to report suspected and/or observed criminal activities.
• 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 shi fts are staffed according to the post hours.
• Complete a daily log report 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 sent to the Facility S uperintendent within 24 hours after an incident has been discovered either electronically or in paper form.
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 City property while in uniform. • The use of radios, cassette/CD players, I -Pods, I-Pads or similar devices, personal cell phones, TV's or ear pods are 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 security guard staffing for the City of Visalia Parking structures during all hours as requested (unless any alternate hours are awarded under this contract).
Winter Hours (October 1 - March 31) from the hours of 5:00pm - 1:00am every day including holidays.
Summer Hours (April 1 - September 30) from the hours of 7:00pm - 3:00am every day including Holidays
2. Contractor will be paid time and a half for all hours worked on the following Holidays :
New Year's Day (January 1)
Presidents' Day (3rd Monday in February)
Memorial Day (Last Monday in May)
Independence Day (July 4)
Labor Day (1st Monday in September)
Thanksgiving Day (Designated Thursday in November)
Christmas Day (December 25)
The following definitions and rules shall apply to Security Guard Services at :
Overtime Hours: Calculated at Contractor’s Regular Hourly Rate x 1.5 Holidays: Hours worked on designated Holidays will be paid at the Hourly Rate X 1.5 Alarm Call Back: - Does not apply
RFB-23-24-41 Specialized Security Guard Services
H. Reports/Meetings
• Contractor shall provide daily security report logs at the end of each work week to the Facilities Superintendent.
• Contractor shall provide a monthly summary report of incidents, which shall include but not be limited to, monthly incident statistics and monthly graffiti incident totals to the Facilities Superintendent.
• Contractor shall have a supervisor or representative schedule to meet bi-weekly with the Facilities Superintendent .
• Contractor shall provide copies of shift schedules weekly to the Facilities Superintendent. • Contractor shall upload and provide RFID reports and other reports as requested by the Facilities Superintendent , or other individuals directed by Facilities Superintendent .
I. Billing/Invoicing Procedures:
A final guard roster will be provided to the Facility Superintendent 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.
BID ITEM 3: Additional Security Guard Services at other City Facilities or special events .
The City may require additional security services for special events, parking lot enforcement, and other City facilities. These services will only be applicable only when authorized by the City’s Project Manager .
The project manager will request the additional security from the vendor with a minimum of a twenty -four (24) hour notice. The project manager will provide the vendor with the scope of the event and the number of guards needed.
The Contractor will be responsible for the same scope of services requirements as listed in Bid Item 2, however most of the work under Bid Item No. 3 will not include the RFID security checkpoints as this work will be primarily for special events and other locations.