12630P_Re-BidArmedSecurityGuardSvc_Final.pdf

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City of Yakima

NOTICE TO PROPOSERS

RFP NO. 12630P

Notice is hereby given by the undersigned that electronic sealed Requests for Proposals will be accepted via PublicPurchase.com until the hour of 2:00:00 PM PDT on October 1, 2026, RFPs will be publicly opened in Yakima City Hall, Council Chambers, 129 N. 2nd Street, Yakima, Washington 98901. At such time, Proposers’ names will be publicly read for: Re-Bid Armed Security Guard and Other Services.

Instructions to register with PublicPurchase.com are available at www.yakimawa.gov/services/purchasing.

A pre-proposal site visit of the Richard A. Zais, Jr. Law and Justice Center, 200 South 3rd Street, Yakima, WA 98901, will be held on September 15, 2026, at 9:00 AM Washington State time.

The City of Yakima reserves the right to reject any & all RFPs. The City hereby notifies all Proposers that it will affirmatively ensure compliance with WA State Law Against Discrimination (RCW chapter 49.60) & the Americans with Disabilities Act (42 USC 12101 et set.)

Dated September 3, 2026. Publish on September 3 & 5, 2026 Susan Knotts, NIGP-CPP, CPPB, CPPO Buyer II http://www.yakimawa.gov/services/purchasing

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CITY OF YAKIMA REQUEST FOR PROPOSAL # 12630P

SIGNATURE SHEET

THIS IS NOT AN ORDER

RFP Release Date: September 3, 2026

Proposal Receipt: Proposers must first register with PublicPurchase.com and Proposal shall be completely uploaded into PublicPurchase.com no later than the date and time listed below. Register as early as possible and do not wait until the due date to upload your documents, as this may take some time. Late Proposals will not be accepted or evaluated. If you try to submit a Proposal late, the electronic system will not receive it. Proposal openings are public. Proposals shall be firm for acceptance for ninety (90) days from date of Proposal opening, unless otherwise noted.

RFP’s ARE ONLY RECEIVED THROUGH PUBLICPURCHASE.COM

Purchasing For:

City of Yakima 129 N. 2nd Street Yakima, WA 98901

Buyer in charge of this procurement (Contact for further information):

Susan Knotts, NIGP-CPP, CPPB, CPPO Buyer II

Proposals Must be completely uploaded by: Public Opening

October 1, 2026, at 2:00:00 AM PDT Phone

(509) 575-6095 E-Mail Address

Susan.Knotts@YakimaWA.Gov

PROJECT DESCRIPTION SUMMARY

Armed Security Guard and Other Services

Enter Prompt Payment Discount: _____%net____days We/I can start services within ______ calendar days after receipt of Notice of Award.

I hereby acknowledge receiving addendum(a) _____, _____, _____, _____, _____, (use as many spaces as addenda received)

In signing this Proposal we also 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 a Proposal;

that this Proposal has been independently arrived at without collusion with any other Proposer, competitor or potential competitor; that this Proposal has not been knowingly disclosed prior to the opening of Proposals to any other Proposer or competitor; that the above statement is accurate under penalty of perjury.

Furthermore, the Washington State Interlocal Cooperative Act (RCW 39.34) provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree. The City does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies.

We will comply with all terms, conditions and specifications required by the City of Yakima in this Request for Proposal and all terms of our Proposal.

Company Name

Company Address

Name of Authorized Company Representative (Type or Print)

Title

Phone ( )

Fax ( )

Signature of Above

Date

Email Address

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TABLE OF CONTENTS

I. DEFINITIONS 5

The following definitions of terms shall apply, unless otherwise indicated:

II. GENERAL INFORMATION 6

1. Introduction

2. Scope and Objectives

3. Background and Current Operations

4. Contracting Agency and Point of Contact

5. Provisions of Services

6. Contractor Compliance and Responsibility for Actions

7. Public Records Access

8. Proprietary Information

9. Requests for Public Disclosure

10. Retention of Rights

11. Clarifications and/or Revisions to Specification and Requirements

12. News Releases

13. Pre-Proposer Site Visit

14. Examining Documents & Facilities

15. Calendar of Events

16. Contract Term

17. Incurring Costs

18. No Obligation to Contract

19. Best Modern Practices

20. More or Less

21. Other City Departments/Like Items and/or Services Added

III. PREPARING AND SUBMITTING A PROPOSAL 10

1. General Instructions

2. Organization and Format of Required Proposal Elements

3. Deviations and Exceptions

4. Prohibition of Proposer Terms & Conditions

5. Submitting a Proposal

6. Multiple Proposals

7. Withdrawal of Proposals

IV. PROPOSAL REQUIREMENTS 12

1. Mandatory Proposer Qualifications - SUBMIT WITH PROPOSAL

2. Mandatory Contract Performance Requirements - SUBMIT WITH PROPOSAL

3. General Requirements

4. References - SUBMIT WITH PROPOSAL

5. Questionnaire - SUBMIT WITH PROPOSAL

V. COST PROPOSAL 19

1. General Instructions for Preparing Cost Proposals

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2. Total Project Cost

3. Pricing and Discount

4. Pricing Clarification

5. Prompt Payment

VI. EVALUATION AND CONTRACT AWARD 20

1. Preliminary Evaluation

2. Proposer Presentations/Scoring

3. Evaluation Criteria

4. RFP Evaluation

5. Award / Best and Final Offers

6. Tied Score

7. Tax Revenues

8. Offer in Effect for Ninety (90) Days

9. Notification of Intent to Negotiate/Intent to Award

10. Right to Reject Proposals and Negotiate Contract Terms

11. Protest Procedure

VII. COST PROPOSAL FORM - SUBMIT WITH PROPOSAL 23

VIII. PROPOSER QUESTIONNAIRE - SUBMIT WITH PROPOSAL 26

VIII. PROPOSERS REFERENCES - SUBMIT WITH PROPOSAL 30

IX. SAMPLE CONTRACT 31

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I. DEFINITIONS

The following definitions of terms shall apply, unless otherwise indicated:

“Buyer” means the contact person listed on page 2 of this document.

“City” means the City of Yakima, Washington. Also referred to as “Owner”.

“Contract” means written agreement between the “Owner” and the “Contractor” (or “Successful Proposer”) that covers the delivery of work to be performed subsequent to this RFP.

“Contract Manager” means the individual in the City of Yakima Purchasing Division (Buyer) responsible for managing this RFP and subsequent contractual issues.

“Contractor” means a proposer that is awarded a Contract under this RFP and its employees or other personnel (including officers, agents and subcontractors) provided by the Contractor to perform work under this Contract.

“Department” means the City of Yakima, Department/Division.

“Executive” means the City of Yakima City Manager

“Owner” also referred to as City of Yakima.

“Project Manager” means the individual in City of Yakima Departments/Divisions and/or an assigned individual from the Contractor responsible for administering day-to-day operational matters of the Contract.

“Proposal” means the complete response of a proposer submitted on the approved forms and setting forth the proposer’s prices for providing the services described in the RFP.

“Proposer” means any individual, company, corporation, or other entity that responds to this RFP.

“RFP” means Request for Proposal.

“SOW” means Statement of Work.

“Subcontractor” means any entity that enters into any agreement with the Contractor to fulfill the requirements and performance obligations of the Contract.

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RFP #12630P

Armed Security Guard and Other Services

II. GENERAL INFORMATION

1. Introduction The purpose of this Request for Proposal (RFP) is to provide interested parties with information to enable them to prepare and submit a proposal for Armed Security Guard and Other Services. The City of Yakima (referred to as “Owner” throughout this document), Law and Justice Center and Parks Division, as represented by City Purchasing, intends to use the results of this solicitation to award a contract for such services.

2. Scope and Objectives The City of Yakima is requesting Armed Security Guard Services at the Richard A. Zais, Jr. Law and Justice Center:

Yakima Police Department, Municipal Court, Legal Department (“Law and Justice Center”). Security guards will operate the security screening post when entering the Law and Justice Center’s front lobby area. The screening post equipment may include an x-ray machine, a magnetometer, and a hand-held metal detector. Additionally, screening staff will provide physical “hand checks” of purses, briefcases, and other containers. All individuals entering the Law and Justice Center must pass through the security screening post.

Additional services included in this solicitation are as-needed, prisoner watch for the Yakima Police Department, event security, unlock/lockup services of facilities at City owned parks, and dedicated site patrol as requested on an as-needed basis.

3. Background and Current Operations

ABOUT THE CITY

The City of Yakima, county seat of Yakima County, was incorporated in 1886 and is located in central Washington State. It encompasses 28.7 square miles in an area of rich volcanic soil. The City is 145 miles southeast of Seattle, and 200 miles southwest of Spokane, Washington. The region is served by rail, highway and air transportation facilities, which have helped develop the City as the commercial and business center of Central Washington.

With a population of 97,390 in 2024 Yakima is the ninth largest city in the State of Washington.

BACKGROUND

The Dick Zais Law and Justice Center located at 200 South Third Street, houses the Yakima Police Department, the City Jail, Yakima Municipal Courts and the City Legal Department. This building has one public entrance located on the east side of the building which requires secured entry by the public. It houses approximately 200 employees and hosts daily courtroom activities such as hearings, jury selection, and trials. This building is also where the public comes to report a crime, inquire about a current investigation, and to pay any tickets, fines or court fees.

The Yakima Police Department, on occasion, requires armed prisoner watch services when an inmate needs medical care beyond what the City jail can provide.

The City of Yakima Parks and Recreation Division has thirty-four (34) parks throughout the City.

On a seasonal basis the City of Yakima Parks & Recreation division has used unarmed uniform security officers to lock the access gates to the Kiwanis and Gateway park and fields after that last game of the night has been played.

In the past, Yakima Parks & Recreation division also used unarmed uniformed security officers for lock/unlock services for the restroom facilities at eleven (11) different City parks. These parks range in location from 1323 S. 80th Avenue in Yakima’s West Valley area to 1501 E. Maple Street in East Yakima. These services were performed seven (7) days a week and include: performing a thorough walk through of each unlocked Facility when the parks close at night, ensuring restroom facilities are vacant before properly securing any and all

12630P Re-Bid Armed Security Guard & Other Services Page 7 of 54 entrances to the restroom facilities; while deterring any loitering, trespassing and other vagrancy; officers unlocking and open the restroom facilities when the park opens. During opening and closing of the restroom facilities, officers would detect and deter any criminal activity, document any graffiti, vandalism and/or damages(s) by preparing a complete incident report, including photographs. Currently, for 2026, the City will not be opening park restrooms except for special events in which City staff will unlock and lock the restroom at that particular park for the event, but this could change mid-season 2026 or for 2027.

Also, in the past, Yakima Parks and Recreation Division, during a normal summer, has used event security services, consisting of one to two officers for their Summer Concert Series. Past Summer Concert Series has consisted of approximately nine (9) live music concerts. These concerts are typically held at Franklin Park at 2101 Tieton Dr., Miller Park at 502 N. 4th Ave., and MLK Jr. at South 8th Street and Beech, on Fridays from approximately 6:00 PM to 9:00 PM, and Saturdays and Sundays from approximately 2:30 PM to 8:30 PM.

CURRENT OPERATIONS

The Law and Justice center has two-armed uniform security guards on duty during the hours the facility is open to the public. As part of their duties, the security guards do a sweep of the courtrooms and bathrooms 15 minutes prior to opening the building to the public. After the building opens, the security guards screen all pedestrians as they enter the facility. One security guard monitors all pedestrians who are physically able to pass through the metal detector and/or uses the hand-held metal detector. This security guard may also do a physical check, if needed, while the other security guard does a physical hand check of all purses, briefcases, and other containers and items. At the end of the day, after the building is closed to the public, the security guards do another sweep of all courtrooms and bathrooms for any pedestrians that might still be in the building or items left behind.

The City of Yakima Police Department also uses prisoner watch from time to time. This service is rarely needed and is only needed on a local basis, within Yakima County, when a prisoner requires medical care within a local medical facility for two or more days.

Currently on a seasonal basis, April through the end of October, the City of Yakima Parks & Recreation division uses unarmed uniform security officers to lock the access gates at the Kawanis and Gate Way parks and fields, generally Monday through Thursday, after that last game of the night has been played. This can be as early as 5:00 PM or as late as mid-night.

4. Contracting Agency and Point of Contact This RFP is issued by the City of Yakima Purchasing Division. The person responsible for managing this RFP process from beginning to end is the Buyer listed on page 2 of this solicitation. From the date of release of this RFP until a Notice of Intent to Award the Contract is issued, all contacts with Owners employees, and other personnel performing official business for the Owner regarding this RFP shall be made through the Buyer listed on page 2. Contact with other Owner personnel regarding this RFP is not permitted during the procurement process and violation of these conditions may be considered sufficient cause for rejection of a Proposal and disqualification of the Proposer.

5. Provisions of Services

The Contractor shall provide the services set forth herein with all due skill, care, and diligence, in accordance with accepted industry practices, standards and legal requirements, and to the City‘s satisfaction; the City’s decision in that regard shall be final and conclusive. The City may inspect, observe and examine the performance of the services performed on the City premises at any time. The City may inspect, observe and examine the performance of Contractor’s services at reasonable times, without notice, at any other premises.

If the City notifies the Contractor that any part of the services rendered are inadequate or in any way differ from the Contract requirements for any reason, other than as a result of the City‘s default or negligence, the Contractor shall, at its own expense, address and correct service issues or deficiencies to City’s approval within such reasonable time as the City specifies. This remedy shall be in addition to any other remedies available to the City by law or in equity.

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The Contractor agrees to abide by and shall be solely responsible for controlling the manner and means by which it and its Contracted Personnel perform the services, and the Contractor shall observe, abide by, and perform all of its obligations in accordance with all legal requirements, rules and regulations as prescribed herein and as prescribed by the City as the same now exists or may hereafter from time to time be changed in writing.

6. Contractor Compliance and Responsibility for Actions

The Contractor shall at all times comply with and observe all federal, state and local laws, ordinances, and regulations that are in effect during the term of this Contract that may affect the Contractor’s work or obligations hereunder.

The Contractor shall be solely responsible for its actions and those of its agents, and employees under this Contract, and neither the Contractor nor any of the foregoing parties has authority to act or speak on behalf of the City.

The Contractor shall:

a. Perform those tasks and deliver the services identified in this RFP and its response thereto.

b. Comply with all security and safety regulations in effect.

c. Assign, as needed, qualified personnel, agents or representatives to assist in fulfilling its performance under the Contract.

d. Appoint a Project Manager (the “Project Manager”) for liaison and consultation with the City. The Project

Manager shall have authority to make managerial and technical decisions concerning the services deliverable under the Contract.

e. Correct any errors in the services found by the City or the Contractor.

f. Perform work assignments at alternate locations as the need arises. These situations may include, but are not limited to, a pandemic, natural disaster or closings of City buildings. Under such circumstances, the City shall be required to promptly contact the Contracted Personnel involved and provide the detail of the communication and instructions in a timely manner.

7. Public Records Access

It is the intention of the Owner to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities. Proposal openings are public.

8. Proprietary Information Any consideration of proprietary information is the responsibility of the Proposer to object to through the courts following third party notice, not the Owner (City).

All information submitted in response to a request for public disclosure will be handled in accordance with applicable Owner procurement regulations and the Washington State Public Records Act (RCW 42.56 et seq.). It is the Proposer’s responsibility to defend the determination in the event of an appeal or litigation.

Unless otherwise noted, data contained in a proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the Owner.

9. Requests for Public Disclosure

Washington State Public Disclosure Act (RCW 42.56 et seq.) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the Act or are otherwise privileged. All documents submitted in relation to this Specification shall be considered public records and, with limited exceptions, will be made available for inspection and copying by the public. It is the intent of the Owner (City) to post all RFP responses online and be available to the public after the contract is signed.

Marking the entire submittal as “confidential” or “proprietary” is not acceptable and is grounds to reject such submittal. If, in the Owner’s opinion, the material is subject to disclosure, the Owner will notify Proposer of the request and impending release which will allow the Proposer 10 days from notice to take whatever action it deems necessary to protect its interests. All expense of such action shall be borne solely by the Proposer, 12630P Re-Bid Armed Security Guard & Other Services Page 9 of 54 including any damages, attorney’s fees or costs awarded by reason of having opposed disclosure and Proposer shall indemnify Owner against same. If the Proposer fails or neglects to take such action within said period, the Owner will release all materials deemed subject to disclosure. Submission of materials in response to this solicitation shall constitute assent by the Proposer to the foregoing procedure and the Proposer shall have no claim against the Owner on account of actions taken pursuant to such procedure.

10. Retention of Rights

The Owner retains the right to accept or reject any or all proposals if deemed to be in its best interests.

All proposals become the property of Owner upon receipt. All rights, title and interest in all materials and ideas prepared by the proposer for the proposal to Owner shall be the exclusive property of Owner and may be used by the Owner at its option.

11. Clarifications and/or Revisions to Specification and Requirements

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the Proposer has an affirmative duty to immediately notify the Buyer of such concern and request modification or clarification of the RFP document.

Unless instructions are specifically provided elsewhere in this document, any questions, exceptions, or additions concerning the subject matter of the RFP document(s) shall not be considered unless submitted via e-mail (no phone calls) to the Buyer listed on page 2, a minimum of five business (5) days prior to the submittal due date.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be provided to all known Proposers in the form of an Addendum. All Addenda are posted on www.yakimawa.gov/services/purchasing and www.publicpurchase.com and/or sent directly to interested parties who have registered for updates to this RFP.

If any requirements of the RFP are unacceptable to any prospective Proposer, they may choose not to submit a proposal.

12. News Releases

News releases pertaining to the RFP or to the acceptance, rejection, or evaluation of Proposals shall not be made without the prior written approval of the Buyer listed on page 2.

13. Pre-Proposer Site Visit

A pre-proposal site visit of the Richard A. Zais, Jr. Law and Justice Center, 200 South Third Street, may be requested between March 26, 2026, and April 14, 2026. To schedule an appointment, please contact Susan Knotts at Susan.Knotts@YakimaWA.Gov or 509-575-6095, or Martin Cueva-Ramirez at Martin.Cueva- Ramirez@YakimaWA.Gov or 509-728-6289.

14. Examining Documents & Facilities

The Proposer is hereby advised that by submitting a Proposal, he/she is deemed to have studied and examined all facilities and all relevant documents and acknowledged all requirements contained herein before proposing.

15. Calendar of Events

Listed below are important dates and times by which actions related to this RFP may be completed. In the event that the Owner finds it necessary to change any of these dates and times it will do so by issuing an addendum to this RFP.

DATE EVENT

September 3, 2026 RFP Issuance September 15, 2026, at 9:00 AM Site Visit September 24, 2026 Due date for written questions September 25, 2026 Addenda -Written answers provided (target) October 1, 2026, at 2:00:00 AM Washington State time. Proposals Due http://www.yakimawa.gov/services/purchasing mailto:Susan.Knotts@YakimaWA.Gov mailto:Martin.Cueva-Ramirez@YakimaWA.Gov mailto:Martin.Cueva-Ramirez@YakimaWA.Gov

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The schedule of events after the Proposal due date will be handled as expeditiously as possible, but there is not a set schedule. An Evaluation Team will be formed to evaluate proposals and may choose to interview Proposers or make site visits. Every effort will be made to notify short-listed proposers of important post-opening dates.

16. Contract Term

See Section 3 of Contract.

17. Incurring Costs The Owner is not liable for any cost incurred by a Proposer in the process of responding to this RFP including but not limited to the cost of preparing and submitting a response, in the conduct of a presentation, in facilitating site visits or any other activities related to responding to this RFP.

18. No Obligation to Contract This RFP does not obligate the Owner to contract for service(s), or product(s) specified herein. Owner reserves the right to cancel or reissue this RFP in whole or in part, for any reason prior to the issuance of a Notice of Intent to Award. The Owner does not guarantee to purchase any specific quantity or dollar amount. Proposals that stipulate that the Owner shall guarantee a specific quantity or dollar amount will be disqualified (e.g. “all-or-none”.)

19. Best Modern Practices

All work, including design, shall be performed and completed in accordance with the best modern practices, further, no detail necessary for safe and regular operation shall be omitted, although specific mention thereof may not be made in these specifications.

20. More or Less

Services and quantities, referring to the number of security guards, armed security guards, days and hours worked, are based on estimated needs and shall be bid on a MORE OR LESS basis. For the purpose of comparison, proposals shall be made for the services in the quantities listed in this specification. Listed services and quantities shall not be considered firm estimates of requirements for the year, nor shall the City be bound or limited to the services and quantities listed. The City reserves the right to increase or decrease quantities and services to meet actual needs. Payment will be made only for the services and in the quantities actually requested/ordered, performed/delivered, and accepted, whether greater or less than the stated amounts.

21. Other City Departments/Like Items and/or Services Added

At any time during the term of this contract, or any extension thereof, other City departments may be served under these same terms and conditions. Additional services like these may be added at the request of the Purchasing Manager.

III. PREPARING AND SUBMITTING A PROPOSAL

1. General Instructions The evaluation and selection of a Contractor will be based on the information submitted in the Proposal plus references, and any on-site visits or best and final offers (BAFOs) where requested. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a Proposal.

2. Organization and Format of Required Proposal Elements

Proposers responding to this RFP must comply with the following format requirements. The Owner reserves the right to exclude any responses from consideration that do not follow the required format as instructed below.

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Proposals shall be organized and presented in the order and by the numbers assigned in the RFP with each heading and subheading should be separated by tabs or otherwise clearly marked.

Tab 1 – Table of Contents Provide a table of contents for the Proposal.

Tab 2 – RFP Signature Sheet Complete and sign the Signature Sheet, which is page 2 of this RFP solicitation.

Tab 3 – Transmittal Letter The transmittal letter must be written on the Proposer’s official business stationery and signed by an official authorized to legally bind the Proposer. Include in the letter:

1) Name and title of Proposer’s representative.

2) Name, physical and mailing address of company.

3) Telephone number, fax number, and email address.

4) RFP number and title.

5) A statement that the Proposer believes its Proposal meets all the requirements set forth in the

RFP.

6) A statement acknowledging the Proposal conforms to all procurement rules and procedures articulated in this RFP, all rights terms and conditions specified in this RFP.

7) A statement that the individual signing the Proposal is authorized to make decisions as to the prices quoted and that they have not participated and will not participate in any action contrary to the RFP,

8) A statement that the Proposer will be making a number of representations outside of its formal Proposal document in, possibly, discussions, presentations, negotiations, demonstrations, sales or reference material and other information-providing interactions and as such hereby warrants that the Owner can rely on these as inducements into any subsequent contract and be made a part thereof.

Tab 4 - Response to Mandatory Technical Requirements Response to each requirement specified in Section IV, No’s 1 & 2 of this RFP by checking “Have”, “Do NOT Have” or “Agree”, “Do NOT Agree” or “Acknowledge”. Responses that fail to meet the mandatory requirements shall be deemed non-responsive

Tab 5 – Response to General Requirements Provide a written point-by-point response to each requirement specified in Section IV, No. 3 of this RFP. Responses to requirements must be organized in the same fashion, sequence, numbering and labeled as they appear in the RFP document below.

Tab 6 – Sample Contract and Terms and Conditions The Sample Contract provided with this RFP represents the terms and conditions which the Owner expects to execute in a contract with the successful Proposer. Proposers must accept or submit point-by-point exceptions along with proposed alternative or additional language for each point. The Owner may or may not consider any of the Proposer’s suggested revisions. Any changes or amendment to any of the Contract Terms and Conditions will occur only if the change is in the best interest of the Owner.

Tab 7 – Required Forms Include here any forms required by this RFP that are not to be included in any Tab above. Failure to complete and/or provide any required forms may result in disqualification of proposal, including, but not limited to:

• Questionnaire

• Financial Review or Compilation Report by a CPA firm, which is not to be older than one (1) year.

Tab 8 - Cost Proposal as identified in Section V.

Provide all cost information according to the instructions provided. Include all costs for furnishing the service(s) and/or product(s) included in this proposal. Identify all assumptions. Failure to provide any

12630P Re-Bid Armed Security Guard & Other Services Page 12 of 54 requested information in the prescribed format may result in disqualification of the Proposal. Also include on a separate sheet under this tab a list of all Optional Services and the price for each service.

If service is not provided, please state so.

3. Deviations and Exceptions Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the proposer's letterhead, signed, and attached to the request. In the absence of such statement, the proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the proposers shall be held liable.

4. Prohibition of Proposer Terms & Conditions

Proposer may not submit the Proposer’s own contract terms and conditions in response to this RFP. If a proposal contains such terms and conditions, the City, at its sole discretion, may determine the proposal to be a non-responsive counteroffer, and the proposal may be rejected.

5. Submitting a Proposal

Proposals shall be completely uploaded into Public Purchase.com no later than the date and time listed on Page 2 of this RFP. Late Proposals will not be accepted or evaluated. If you try to submit a Proposal Late, the electronic system will not receive it.

If City Hall is closed for business at the time scheduled for opening, for whatever reasons, Proposer’s response will be accepted and opened on the next business day of the City, at the originally scheduled hour.

Proposers must submit their response electronically through PublicPurchase.com where they will be kept in an electronic lockbox until date and time of opening. To register as a Vendor/Proposer with Public Purchase, go to www.publicpurchase.com or the City of Yakima website at www.YakimaWA.Gov/Services/Purchasing. The City is not responsible for late proposals due to operator error, electronic malfunction, system errors or interruptions affecting the Public Purchase site and the processing of any proposals. The Purchasing Manager reserves the right to make exceptions for extenuating circumstances.

Any sections deemed by proposer to be confidential per Washington State Public Disclosure Act (RCW 42.56 et seq.) shall be separated from the main document and uploaded to Public Purchase in a separate file marked “confidential”. All other sections of the response shall be made available to the public immediately after contract signing. All materials required for acceptance of the Proposal by the deadline must be uploaded to Public Purchase.

6. Multiple Proposals

Multiple Proposals from a Proposer will be permissible; however, each Proposal must conform fully to the requirements for proposal submission. Each such Proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on the first page of their response.

7. Withdrawal of Proposals

Proposers may withdraw or supplement a proposal at any time up to the proposal closing date and time. If a previously submitted proposal is withdrawn before the proposal due date and time, the Proposer may submit another proposal at any time up to the proposal closing date and time. After proposal closing date and time, all submitted Proposals shall be irrevocable until contract award.

IV. PROPOSAL REQUIREMENTS

In selecting a Security Guard Service company, studied consideration will be given to the contents of Proposals. Proposers should describe in great detail how they propose to meet the requirements attached herein. The qualifications set forth herein are designed to establish experience criteria with which the Proposer demonstrates their capability to provide Armed and Unarmed Security Guard Services to the City. All proposal submissions are based upon an understanding http://www.publicpurchase.com/ http://www.yakimawa.gov/Services/Purchasing

12630P Re-Bid Armed Security Guard & Other Services Page 13 of 54 and commitment to the goals and objectives below. Further, the decision of the City and the staff as to the acceptable qualifications of the Proposer shall be final and binding without any right of appeal.

The following requirements in Sections IV. 1 & 2 are mandatory and the Proposer must satisfy them at no additional cost to the City. Responses to each requirement must indicate that the Proposer either “does comply” with the requirement or “does not comply”. No explanation is required, as non-compliance with any of the following requirements will result in proposal rejection and removal from further consideration.

Each Proposer shall complete the Mandatory Proposer Qualifications and the Mandatory Contract Performance Requirements section of the RFP below and shall return it with the Proposers’ submittal. Failure to do so will be cause for rejection of said proposal.

If Proposer feels the Mandatory Proposal Requirements are proprietary, contact the Buyer listed on the Signature Sheet to determine if requirements should be changed.

1. Mandatory Proposer Qualifications - SUBMIT WITH PROPOSAL

a. Proposer must have at least three (3) years of experience with current or recent verifiable contractual experience, which requires armed security guard services or similar security screening services.

Have Do NOT have

b. Security officers working in the Law & Justice Center must have at least one (1) year of verifiable experience in security screening and related equipment operations within a court or similar security screening environment.

Have Do NOT have

c. Contractor must have a Washington State Armed Security Guard License and supply proof of licensing and renewals.

Have Do NOT have

d. Contractor must supply proof of bonding, and all renews for itself and its employees.

Agree Do NOT Agree

e. Security Guards must have a Washington State Security Guard Certification. Security Guards providing armed services must have a Washington State Armed Security Guard Certification. All Security Guards, armed and unarmed, must provide proof when asked. Contractor must provide a copy with RFP response documents and proof of renewals.

Agree Do NOT Agree

f. Security officers providing armed services must be able to lawfully possess a firearm in Washington State with a current firearm certificate and have at least two (2) years current and verifiable firearm training and handling experience. Contractor must supply proof of firearm certificate and training/qualifications, permits, and certifications with their proposal and provide proof of renewals.

Agree Do NOT Agree

g. All armed guards must participate in continuing firearm education.

Agree Do NOT Agree

h. All guards must investigate and report all incidents involving the use or threat of use of firearms.

Agree Do NOT Agree

i. Security officers must have verifiable training in conflict de-escalation.

Agree Do NOT Agree

j. Security Guards must have training with certificate in Blood-borne pathogens/infectious disease/sharps handling and awareness.

Agree Do NOT Agree

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k. Security Guards must be able to perceive color used for visual alarm by a metal detector or on/off switch and for other visual recognition purposes.

Agree Do NOT Agree

l. Security Guards must have adequate reading skills in English, being able to read labels, identification badges, credentials and etc.

Agree Do NOT Agree

m. Security Guards must have the ability to communicate effectively, verbally and in writing, in English.

Agree Do NOT Agree

n. Security Guards preferred bilingual, with reading and writing in Spanish.

Agree Do NOT Agree

o. Security Guards must be able to reach all parts of a person’s body with one hand.

Agree Do NOT Agree

p. Security Guards must pass a drug test within fifteen (15) days of commencement of work for the City, at contractor’s expense, with proof supplied to the City.

Agree Do NOT Agree

q. Security Guards must be able to lift fifteen (15) pounds.

Agree Do NOT Agree

r. Security Guards must be able to open latches, zippers, screw caps, and be able to feel contents of a bag.

Agree Do NOT Agree

s. Security Guards must be able to demonstrate ability to operate equipment in a safe and proper manner prior to being assigned to the Court.

Agree Do NOT Agree

t. Security Guards must be able to move quickly if necessary.

Agree Do NOT Agree

u. Security Guards must be able to stay on their feet for the majority of the shift.

Agree Do NOT Agree

v. Security Guards must have the ability to positively interact with the public.

Agree Do NOT Agree

w. Uniforms: Security Guards shall look uniform in appearance by wearing Contractor’s distinctive uniform.

While on duty and working for the City, Security Guards shall wear a clean, neat uniform. Uniforms shall be provided by the Contractor and consist of, but are not limited to, approved uniform slacks, shirts, shoes, hats, jackets, badges, whistles, name tags and related supplies. All shirts, jackets, or coats shall display the Contractor's name and logo. Uniforms shall be distinctly different from those worn by Yakima Police Officers.

Agree Do NOT Agree

x. Employees shall wear an identification tag or bar pin displaying his/her name, at all times. This tag or bar pin shall be provided and paid for by the Contractor.

Agree Do NOT Agree

y. Firearms: For armed security guard services, weapons will be provided by the Contractor. Weapons shall be police duty-type semiautomatic pistols carried on a black leather or nylon police style duty belt.

Firearms shall be secured in a Level III holster.

Agree Do NOT Agree

z. Radios: The Contractor will supply their own hand-held radios to security officers for communication as required, to adequately perform their duties.

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aa. Background Checks: Personnel must undergo a 5-year criminal history background check, initiated and paid for by Contractor. Initial background checks must be performed within thirty (30) days of award of contract and reports given to the City Representative at that time. Checks on any new employees hired during the term of this contract must be performed immediately and reports given to the City Representative as soon as they are available.

Agree Do NOT Agree

i. Security guard must not have been convicted of any crimes against any vulnerable population in any degree in the preceding ten (10) year period. Convictions prior to this period will be reviewed on a case-by-case basis.

Agree Do NOT Agree

ii. Security guard must not have been convicted of the crime of larceny or theft to any degree in the preceding five (5) year period.

Agree Do NOT Agree

iii. No Proposer will be awarded or remain as the Contractor for Armed Security Guard and Other Service who have been convicted of any crime relating to the security guard business and no security guard will work for the City if convicted of any crime relating to the security guard business.

Acknowledged

iv. Contractor and security guards must be clear of any domestic violence, sexual or drug related convictions. Contractor and security guards shall be free from any pending felony actions or convictions.

Agree Do NOT Agree

v. Contractor shall maintain a drug free workplace and have in effect a drug and alcohol policy.

No security guards may be under the influence or exhibit any signs of either alcohol, drug use, or both.

Agree Do NOT Agree

vi. Annually, during contract renewal, Contractor will provide the same background check for each employee working on this contract that was required when the contract was awarded.

Agree Do NOT Agree

vii. Violation of, or failure to adhere to any of the above requirements shall be deemed sufficient cause for termination.

Acknowledged

bb. Special Conditions for Yakima Police Department (YPD) Facilities: YPD receives grant funding from Washington State Patrol (WSP), therefore all Contractors, employees, and Subcontractors who will be working on site must participate in a Washington State and National fingerprint and background check process. This process must be completed no less than five (5) days prior to start of work in order to work in YPD facilities. Contractors must also complete a Criminal Justice Information Services (CJIS) Security Awareness training every two (2) years and sign a (CJIS) Security Addendum. Washington State Patrol (WSP) also requires that all employees working on site must watch a 10-15 minute video. The YPD Police Services Manager will coordinate with Contractor to ensure compliance. Failure to undergo this process may result in loss of contract. If any person does not pass the background check, they must be replaced and will not be allowed on site. There may be few instances where a Contractor may be supervised directly by the Facilities Manager, and this requirement may be waived on a case-by-case basis.

2. Mandatory Contract Performance Requirements - SUBMIT WITH PROPOSAL

Proposer must agree to provide all deliverables identified in this section.

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a. Security Guards must understand that they are representing the City of Yakima while at their post and on duty and, as such.

Agree Do NOT Agree

i. Conduct themselves in a courteous and professional manner while performing their duties.

Agree Do NOT Agree

ii. Are responsible for acting in accordance with City’s security guidelines and operating procedures set forth by the City while on the premises and/or during duty. The City retains the right to remove any guard(s) who in the opinion of the City Representative does not meet the proper standards for customer service and performance.

Acknowledged

iii. The City retains the right to remove any guard(s) who in the opinion of the City Representative does not meet the proper standards for customer service and performance.

Acknowledged

b. Staffing Requirements: Contractor is to make sure that the personnel performing the duties possess the qualifications needed to perform the duties assigned.

Acknowledged

i. General

• Upon award of contract, selected Proposer must provide written post orders within five

(5) working days to the Court Administrator and building Manager of the Law and Justice Center for approval. Post orders must provide detailed instructions to assigned security officers and on-site supervisor as to their duties, responsibilities and hours to be worked.

Agree Do NOT Comply

• Contractor must provide back-up and break support and coordinate with the Court Administrator to ensure proper coverage is maintained.

Agree Do NOT Comply

• Replacement personnel must be provided by Contractor to cover vacations and sick days.

There must be no less than two individuals on duty at all times during the Court’s normal business hours.

Agree Do NOT Comply

• Submit any incident reports including photographs, it warranted, after each shift.

Agree Do NOT Comply

ii. Law and Justice Center

• Assigned security officers will unlock/lock appropriate doors at 8 a.m. and 5 p.m.

Agree Do NOT Agree

• Contractor must provide two uniform armed security officers to staff the security screening station in the front lobby area. Security guards are to screen all pedestrians as they enter the facility. Security guards are to monitor all pedestrians who are physically able to pass through the metal detector, use a hand-held metal detector or do a physical check if needed. Security guards are also to do a physical hand check of all purses, briefcases, bags, containers, and items. The City shall determine what items are not authorized and will provide awarded Contractor with a list and/or training after Award.

The screening station must be staffed for the hours of 8 AM to 5 PM, Monday through Friday, excluding City of Yakima recognized holidays: New Year’s Day; Martin Luther King Jr. Day; President’s day; Memorial Day; Independence Day; Labor Day; Veteran’s Day;

Thanksgiving Day and Thanksgiving Holiday (day following Thanksgiving); and Christmas Day.

Agree Do NOT Comply

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• The Contractor must also provide coverage to test all security equipment prior to the start of the business day and to sweep the bathrooms, Court and lobby area after the building closes. Sometimes a trail will go into the evening, and the building will need to remain open until the session is concluded, in which overtime will be necessary on an as needed basis to provide coverage until courtrooms and lobby area is clear at the close of business.

Agree Do NOT Agree

iii. Lock/Unlock - Park Security

• Restrooms: Unarmed officers unlock restroom facilities when parks open and lock restroom facilities when parks close (dusk), seven days a week.

Officer(s) to perform a thorough walk through of each facility when opening and closing to detect and deter any criminal activity, and document any graffiti, vandalism and/or damage(s) with photos, if possible. During closing and locking of the park facilities, officer(s) are to ensure restrooms are vacant before properly securing all entrances to the facilities and deter any loitering, trespassing and other vagrancy.

• Ball Fields: At the end of the last game of the evening, officer secures gates with lock.

iv. Event Security

• Provide crowd control by monitoring and defusing disturbances and unexpected situations, prevent injury and damage to venue & property.

Agree Do NOT Agree

• Within the event perimeter, monitor crowd for suspicious behavior and activity and make sure there are no unattended bags, luggage or containers.

Agree Do NOT Agree

• Ensure exits are not blocked, including stage exits, and guests stay out of “Staff Only” or reserved areas.

Agree Do NOT Agree

v. Prisoner Watch In addition to the requirements for security guards and armed security guards above:

• Contractor must provide two (2) armed security guards for 24 hours around the clock watch while prisoner is in medical care at a local provider within the Yakima County.

3. General Requirements

The purpose of this section is to provide the City with a basis for determining a Proposer’s capability to undertake this Contract. Provide a written point-by-point response to each requirement specified below.

Responses to requirements must be organized in the same fashion, sequence, numbering and labeled as they appear below. Responses to this Section will be scored.

a. Experience - SUBMIT WITH PROPOSAL Describe background and operational expertise in security guard and armed security guard services.

Evidence supporting that the Proposer has this experience in providing security guard and armed security guard services, citing the number of years and the locations at which such operations have been conducted.

b. Organizational Capabilities - SUBMIT WITH PROPOSAL Describe your company’s experience providing these services and/or services similar to those required by this RFP to customers of comparable size, scope and circumstance. Explain how your company is

12630P Re-Bid Armed Security Guard & Other Services Page 18 of 54 structured. Provide an organizational chart for your company and include an issue escalation process used to resolve any potential issues between the City and the Contractor during the Contract term.

c. Staff Key Personnel - SUBMIT WITH PROPOSAL Of critical importance in the evaluation of proposers will be the ability to provide resident experienced, security guard and armed security guards to ensure a quality program satisfactory to the City.

Identify and provide a resume for the Project Manager that will be assigned to this project. The Project Manager will be the primary point of contact for City and must be available on an as-needed basis.

Describe how the Project Manager will guarantee availability to City during…