2-Muni Court Bailiff Solicitation.docx

CITY OF BEND

INFORMAL REQUEST FOR PROPOSALS

Municipal Court Bailiff and Related Security Services

SOLICITATION NO. 26-12907

The City of Bend is requesting informal proposals for Municipal Court Bailiff and related security services. The scope of services can be found in more detail in Exhibit A.

Presentation of Response to Request for Proposal

· Please propose on your own letterhead

· Response must include company contact information (name, title, phone, email and authorized signatory).

· The response should describe the proposed approach to the project outlined in Exhibit A.

· A cost proposal to perform the scope of work including any estimated expenses must be included. Clearly describe any deviation from the included scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of the services requested. List hourly rate and overtime rate, as well as any other applicable rates.

· Please respond (agree or disagree) to the terms of agreement outlined in the sample City of Bend Personal Services Contract, Exhibit B. If requesting changes to the terms, please include them in your response.

Additional Submittal Requirements

1. Please provide a letter stating the firm’s interest, qualifications and experience with similar engagements

2. List of three references of similar work within the last five years including contact name and phone number.

Proposal Evaluation Criteria and Scoring

The evaluation and scoring will be based on technical and administrative capabilities in relation to the needs of the project. The Proposer with the highest total score shall be selected assuming all other applicable criteria are met. If interviews are conducted, there will be an additional 100 points available. The following criteria will be used in scoring the proposals:

· Project Understanding and Approach Max. Points: 100

Evaluate the consultant’s project understanding and approach to accomplish the objectives and tasks set forth in the Scope of Work. Consider methodologies proposed to accomplish the work, including the types of information or data required. Review the proposed schedule for compliance with stated milestone dates and/or suggested schedule enhancements or deviations.

· Project Team, Experience and Quality of Service Max. Points: 100

Evaluate the proposed team’s qualifications, experience, skills and commitment to perform the work. Evaluate the firm’s recent projects experience, specifically for this type of work, level of complexity, and comparable size with the proposed project. Were proposed team members actively involved in many of the referenced projects? Consider the quality of the firm’s completed projects and the quality of service the firm provided on previous projects for the City of Bend.

· Cost Max. Points: 100

The proposal that accomplishes the stated objectives and tasks at the lowest cost will receive the highest points for this criterion.

· Interview Score _____

If an interview is held, the City will recalculate the entire proposal and add points for interview performance (100 points available, if held).

Governing Laws This procurement and any resulting contract are governed by Oregon Law (ORS 279A and 279B) and the City of Bend Code. The City’s contract terms are included as Exhibit B.

Issuing Officer The Senior Procurement Analyst is the issuing officer for this Informal Request for Proposal (IRFP) and the point of contact for the City for all process and contract questions as well as protests.

City of Bend Name: Mitch Calhoun Title: Senior Procurement Analyst 709 NW Wall St Bend, Oregon 97703

Phone: 541-385-6677

Submission for Questions Any questions including technical questions must be directed to the Issuing Officer and are encouraged to be submitted via the Portal by clicking on the Messages, Vendor Discussions tab of the desired solicitation. The City’s written response to Questions and/or Requests for Clarification will be posted on the Portal. Responses to questions received less than five business days prior to the deadline for submitting Proposals will be at the discretion of the City. Please contact the Issuing Officer for accessibility options.

Submission Date and Location The deadline for submitting Proposals is: May 7, 2025 @ 2:30 PM. One (1) copy shall be submitted in electronic form through the City of Bend eProcurement Bonfire Portal (Portal). The City’s Portal can be found at (https://bendoregon.bonfirehub.com)). If technical assistance is needed, please contact Bonfire at 800-354- 8010 ext. 2, email support@GoBonfire.com or visit Bonfire’s help forum at https://bonfirehub.zendesk.com/hc.

Proposals will be received online as instructed on the City Portal. Proposals may also be submitted to the City, via mail, email, or in person, by contacting the Issuing Officer no later than two (2) business days prior to Proposal due date to make arrangements ahead of time for an in-person submission. Hard copies will not be accepted unless the Proposer has made arrangements ahead of time. If a hard copy of the Proposal is submitted without prior coordination with the Issuing Officer, the Proposal will be returned (unopened) to the Proposer without consideration. No faxed or emailed submissions will be accepted.

Obtaining Solicitation Documents and Addenda The solicitation documents are available for download on the Portal (https://bendoregon.bonfirehub.com). In order to download and respond to posted solicitations, Bidders will need to register as a vendor by visiting: (https://bendoregon.bonfirehub.com). Once registered, follow the instructions to download the documents:

1) Log in to the Portal.

2) Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Any clarifications or revisions will be addressed and issued in addenda; City must receive requests for changes, via the Portal, a minimum of five working days prior to the deadline for submitting Bids. Responses to questions received after this date will be at the discretion of the City.

Only documents issued as Addenda by the City of Bend serve to change the RFP in any way. No other direction received by the Bidder, written or verbal, serves to change the RFP document. Note: If you intend to submit a Bid, the Bidder should consult the Portal to assure that you have not missed any Addenda announcements.

Municipal Court Bailiff and Related Security Services, Solicitation No. 26-12907 Page 1 of 5

EXHIBIT A

SCOPE OF WORK

Contractor shall be familiar with the lobby, parking areas, courtroom layout, exits, AED location and other emergency resources. Contractor will establish an agreed upon exit/evacuation plan for the judge and staff in the event of an emergency. Contractor shall provide consistent, trained, designated personnel at each court session. In the event that the designated person is unavailable, the Contractor shall supply personnel of the same certification, training and knowledge of court procedures. Contractor will communicate with staff to confirm roles and responsibilities prior to court session. Contractor will immediately notify law enforcement when an individual becomes disruptive or aggressive and isolate the judge and staff from said person.

Prior to court sessions, Contractor shall:

· Check in with court staff upon arrival to confirm any special situations or judge specific issues.

· Ensure all defendants complete mandatory check-in with clerks before court room entry.

· Ensure that the bag and weapon policy is enforced, ensuring no weapons or backpacks enter the courtroom. Conduct visual checks as defendants arrive and leave.

· Ensure headwear policy is followed, requiring removal of hats before entering the courtroom.

· Notify court administrator promptly of security concerns, observed trends, or repeat issues.

During court sessions, the Contractor shall:

· Maintain a professional, neutral, and impartial demeanor at all times.

· Provide assistance for individuals with hearing difficulties and offer hearing assistance devices as needed.

· Announce the judge’s entry and exit from the courtroom.

· Control and monitor entry and exit from the courtroom to prevent unauthorized access.

· Continuously monitor behavior of court attendees for suspicious or disruptive behavior and address issues promptly.

· Should defendants present documents or evidence, accept materials at the podium and deliver them to the judge. Do not allow anyone to approach the bench unless expressly directed by the judge.

· Assist with orderly evacuation during fire alarms or other emergencies.

· Bailiff shall maintain strict confidentiality regarding court proceedings and personally identifiable information.

Contractor shall respond to incidents and criminal activity as follows:

· Contractor shall address incidents as directed by the Judge, except in cases of emergencies when immediate action is necessary.

· The municipal court judge has authority to order a person to be removed from the courtroom. If a person refuses to leave the courtroom, summon law enforcement for removal.

· Sworn peace officers have authority to trespass persons from the premises. If Contractor reasonably believes a person should be trespassed from the premises, summon law enforcement for removal.

· For criminal acts which are not an emergency and do not immediately disrupt the court, the Contractor will request Bend Police to respond and handle the matter through standard call for service procedures.

· For immediate threats, if behavior poses an immediate danger to the Judge, court staff, or others, the Contractor may intervene using reasonable force consistent with Contractor’s policies, training, and within compliance of Oregon and Federal laws; prioritizing de-escalation, appropriate use of force application, and the safety of the staff and the public.

· In the event that an incident occurs, Contractor shall document the event in writing, notify court administration and coordinate with law enforcement for follow up as needed.

EXHIBIT B – See EUNA for Sample Agreement