3-SP-2026-0004 RFP for Unarmed Security Services for Sutter Court.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF SUTTER

REQUEST FOR PROPOSALS

(Non-IT Services)

RFP NUMBER SP-2026-0004

UNARMED PERIMETER SECURITY SERVICES

RFP SP-2026-0004 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Sutter (“Court”) is requesting proposals from well-qualified Proposers to provide unarmed perimeter security services. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (“RFP”) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (“Bonfire”). See the attached Court Online Procurement Procedures document for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks unarmed perimeter security services meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Onsite Pre-Bid Conference See Bonfire for exact date

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations Process Month of April, 2026 (estimated)

Notice of Intent to Award Month of May, 2026 (estimated)

Project Target Start Date Month of July, 2026 (estimated)

D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Cost Proposal

Proposer must complete and submit the Cost Proposal form where indicated on Bonfire.

https://lacourt.bonfirehub.com/

RFP SP-2026-0004 p. 2

3. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

4. Terms and Conditions

Proposers are encouraged to carefully review the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change.

Proposers are not required to sign the Model Agreement at this time. The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

5. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire. The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration. The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court will not accept proposals submitted by email, unless otherwise specified.

2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

3. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below.

The Court Standard Business Terms and Conditions 4.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 4.0, Section 20.2 Insurance Requirements – Specific Coverages

☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate ☒ Commercial Automobile Liability

RFP SP-2026-0004 p. 3

4. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

5. Required Forms. Proposer must complete and submit all Required Forms as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high‐level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Business License and Certification. Proposer must submit a copy of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License).

5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer must complete the Cost Proposal form and upload the form where indicated on Bonfire.

2. The Cost Proposal shall include Proposer’s pricing for the services described in the Statement of Work.

3. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing this service.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below. An award, if any, will ultimately be made to the highest scoring proposal.

2. If a contract will be awarded, an Intent to Award Notification will be posted on the Court’s website at http://www.suttercourts.com/general-info/procurements.

http://www.suttercourts.com/general-info/procurements

RFP SP-2026-0004 p. 4

EVALUATION CRITERIA PERCENT WEIGHTED

Experience on Similar Assignments 30%

Credentials of Proposer’s Personnel to be Assigned to the Project 10%

Quality of Work Plan Submitted 20%

Cost 40%

Disabled Veteran Business Enterprise 3%

I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (“DVBE”) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased (for evaluation purposes only) by an amount equal to 3% the total possible available points.

3. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under such contracts executed under this RFP.

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

RFP SP-2026-0004 p. 5

ATTACHMENT A – STATEMENT OF WORK (SOW)

1. Background and Purpose. To provide Unarmed Weapon Screening and Perimeter Security Services (the “Services”), as defined more fully in this Statement of Work, in and around the courthouse located at 1175 Civic Center Boulevard, Yuba City, California (“Courthouse”).

2. Facility Profile. The Superior Court of California, County of Sutter, is located at 1175 Civic Center Blvd, Yuba City, California. The Courthouse is a three-story building with a basement. There are six (6) courtrooms, a jury assembly room, and other Court associated offices. The Courthouse has a single public point of entry on the first floor which leads to security screening. Security screening equipment consists of two (2) X-ray machines, two (2) magnetometers, hand-held wands, and additional security systems; in particular, closed-circuit television (CCTV) monitors and a wireless duress alarm system.

3. Services.

3.1 Description of Services. Contractor shall perform the following Services:

A. Overview. The Contractor shall furnish all labor and equipment necessary, except for Court owned screening equipment, to provide unarmed weapon screening services in accordance with the reasonable directives that are issued, from time to time, by the Presiding Judge, Court Executive Officer (hereafter “CEO”), or the CEO’s designee. The unarmed weapon screening services shall be managed by Contractor’s designated personnel, as liaison between the Contractor's local office and the CEO, or the CEO’s designee.

B. Duties. The Contractor will provide two (2) civilian guard personnel, including weapons screeners, (“Guard(s)”) who shall perform the Duties as outlined in Sections 4 through 10 to the satisfaction of the Court.

C. Guard Requirements. The Contractor shall provide Guards who meet the following requirements

1. Review. Contractor shall perform background checks on all persons considered for Guard duty, including relief staff. The Contractor shall verify each license and obtain a complaint history from the Department of Consumer Affairs, Bureau of Collection and Investigative Services. The names, applications, and results of the background checks of persons considered for Guard duty, including relief staff, shall be submitted to the CEO, or the CEO’s designee for review and approval, or anytime upon request. The Court reserves the right to review the personal background and to conduct security clearances on all personnel assigned.

2. Experience. Guards must have adequate experience to perform their assignments under this Agreement.

3. Bonding. Guards must be covered under an employee fidelity bond with a limit of at least

$1,000,000.00.

4. Current Permanent Registration Card. Guards must have at the time of assignment, guard registration cards issued by the California Department of Consumer Affairs. Such licenses and permits are to be presented to the Court on demand. Guards shall be registered and shall have a current and valid guard registration card in their possession while on duty. If a Guard is unable to present his/her guard registration card upon demand, he/she will be relieved

RFP SP-2026-0004 p. 6 from duty and Contractor shall, within four (4) hours or sooner, provide a Guard who has appropriate cards in his/her possession, at no additional cost to the Court. This Agreement is subject to immediate termination if the Contractor is unable to provide Guards that conform to the Agreement’s requirements. The Contractor shall also maintain all other business and professional licenses that may be required by Federal, State, Court, and local codes.

5. Physical Qualifications. All Guards assigned to work under this Agreement must be in good physical condition for the work they are to perform. The Contractor shall provide Guards that are fully capable of performing work, requiring moderate to arduous physical exertion under either normal or emergency conditions.

6. Mental Qualifications. Guards must be mentally alert and capable of exercising good judgment, implementing instructions, and assimilating necessary specialized training. Each Guard provided by the Contractor shall have the ability to read and write the English language;

understand and carry out oral and written directions; think and act quickly and effectively in emergencies; write accurate and clear reports; provide good customer service; and monitor environmental and electronic security systems.

7. Training. In addition to any Department of Consumer Affairs required training and prior to a Guard’s initial assignment, the Contractor shall provide evidence of the following trainings:

i. First Aid and CPR, with current certification.

ii. Security and emergency procedures and crowd control.

iii. American Disabilities Act (ADA).

iv. California Code of Regulations, Title 17, which governs the use of radiation-emitting devices and the requirements for an effective Radiation Protection Program.

v. On-going, in-service training updates for all guards assigned to Court security duty, including customer service training, public relations, and de-escalating difficult situations. Such training shall either meet or exceed industry standards for unarmed guards.

After initial assignment, Contractor shall provide evidence of the above trainings on an annual basis, upon renewal or expiration, or upon request.

8. Post Instructions. The Guard(s) will, at all times, be familiar with, but not limited to, the following specific post instructions:

i. Emergency telephone numbers.

ii. Emergency fire and fire alarm procedures.

iii. Emergency intrusion alarm procedures.

iv. Floor plans (location of alarms and alarmed doors).

v. Medical emergencies.

vi. Elevator emergencies/malfunctions.

vii. Bomb threats.

vii. Earthquakes.

ix. Access control.

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x. Deliveries.

xi. Equipment removal policy and procedures.

xii. Building patrol procedures.

xiii. Life/safety systems.

9. Uniform. All Guards assigned to the Court will be uniformed. Uniforms shall be free from stains, fading, fraying, and wrinkles. Shoes shall be black, clean, and in good repair. In addition to latex or nitrile gloves, tactical, needles stick or cut resistance gloves may be worn while on duty. Any ballistic or tactical vests shall be worn inside the uniform. Exterior jacket worn over the uniform shirt shall be identifiable as a uniform jacket with appropriate visible insignia. All uniform and auxiliary equipment must be approved by the CEO or the CEO’s designee. Any changes in the uniform style or color shall be approved by the CEO or the CEO’s designee and provided by the Contractor to their employees at no additional cost to the Court.

10. Grooming. Appearance shall be professional and neat. No visible tattoos, no jewelry on any part of the head or face with the exception of one earring in each ear lobe not larger than one

(1) inch in diameter. Hair shall be worn clean and neat in appearance, of a natural color, and worn off the collar so as not to obstruct vision or interfere with the wearing of an earpiece or equipment. Facial hair shall be trimmed, neat and of a natural color. Nails shall be clean and trimmed.

11. Conditions. Guards may be required to stand for eight (8) hours a day and be subject to wide variations of indoor temperatures seasonally and glare from the sun.

D. Standards and Prohibited Activities. The Contractor shall ensure that all assigned Guards meet the following standards of conduct and appearance, and do not engage in prohibited activities.

1. Standards. While on duty in the Court facility, the Guards shall at all times:

i. Maintain clean and neat appearance and a courteous attitude.

ii. Keep their uniforms in good condition, cleaned and pressed, and shall wear a complete uniform while on duty.

iii. Keep all equipment clean and in good condition.

iv. Maintain high visibility, answer routine questions for directions and handle minor problems.

v. Advise the Court of any facilities issues brought to their attention and any security issues to Sheriff personnel as directed.

2. Prohibited Activities. While on duty in the Court facility, the Guards shall not:

i. Listen to radios or any other audio medium that is not job related.

ii. Watch any non-court-related video device.

iii. Read any materials that are not job related.

iv. Use Court or their personal telephones other than for security purposes.

v. Leave their area of responsibility unless directed

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vi. Entertain personal visitors.

vii. Use, posses, or be under the influence of illegal drugs, State or Federal, or alcohol.

viii. Be under the influence of prescribed medications which may affect job performance.

ix. Display a discourteous, abrupt, abrasive, or belligerent attitude.

x. Sleep.

E. Reporting. Guards shall complete all required security reports that are requested by the CEO or the CEO’s designee.

1. Written Reports. Written reports are required weekly, plus a monthly report of activities.

Reports are to be sent to the CEO or the CEO’s designee. The Contractor will complete all reports dealing with security, law violation, injury, and appropriate incident reports as required. These reports shall include, but are not limited to the following items:

i. Any incidents affecting the safety or security of the building or occupants.

ii. Any defective exterior lights.

iii. Unusual circumstances, suspicious persons and any other problems encountered to the appropriate law enforcement agency.

iv. Assault, burglary, robbery, vandalism, or any suspicious activities shall be reported to the appropriate law enforcement agency. If an emergency, the Guard shall dial 911.

v. A seriously injured or ill person, i.e., heart attack, stroke, or seizure, should be reported by dialing 911.

vi. If fire or smoke is detected, the guard shall dial 911 and alert building occupants.

2. Immediate Reports. Contact information for the CEO or CEO’s designee shall be provided to the Contractor in writing. The Area Supervisor shall contact the CEO or CEO’s designee for any of the following occurrences:

i. Any major security/safety conditions occurring in the facility i.e. fire, felony crimes, threats against the Court’s employees or staff, homicides on Court property and/or any physical confrontations occurring between any Court Security Officer and visitor on Court property.

ii. Any employee of the Contractor assigned to Court security is arrested or otherwise becomes the focus of a criminal investigation.

iii. Any complaints made about an employee of the Contractor assigned to Court security by the Court clerk or any Justice of the Court.

iv. Any criminal, observed safety, or observed health hazard occurs at the facility that could affect the Court’s operations.

v. Any maintenance or operational issues with the screening equipment.

F. Cooperation. The Contractor and assigned Contractor personnel will cooperate with the Sutter

County Sheriff’s Department, Yuba City Police Department California Highway Patrol, and Court personnel. In the event of any major conflict or disturbance, the Contractor’s personnel shall

RFP SP-2026-0004 p. 9 promptly contact the Court personnel or Sheriff personnel assigned to the courthouse for assistance via radio or phone list as provided.

3.2. Performance.

A. Unsatisfactory Performance. The Court may reject or require the replacement of any Guard who, in its sole judgment, has demonstrated unsatisfactory job performance or does not meet the standards of the Court. The Court may permanently declare the Guard unqualified or it may permit the Guard to perform after completing additional training or meeting other specified conditions. Continued unsatisfactory job performance by assigned Guards shall justify Court termination for cause.

B. Replacement. If the replacement of a Guard is required by the Court or Contractor, due to sickness, emergency leave, or termination of employment, the Contractor shall provide such replacement personnel, who conform to the requirements specified above, within no more than four (4) hours and at no additional cost to the Court.

C. Interruption of Service. No interruption of service to the Court will be realized because of Contractor personnel's scheduled vacations, and at no additional cost to the Court.

D. Holidays. Unless expressly required, no work will be performed on Court holidays. The holidays listed below are subject to change. The Court will not pay for days in which the Court is closed.

Court holidays are as follows:

1. New Year’s Day

2. Martin Luther King Jr. Day

3. Lincoln’s Birthday

4. Presidents’ Birthday

5. Cesar Chavez Day

6. Memorial Day

7. Juneteenth

8. Independence Day

9. Labor Day

10. Native American Day

11. Veterans Day

12. Thanksgiving Day

13. Day after Thanksgiving

14. Christmas Day

3.3 Service Warranties. Contractor warrants that: (i) the Services will be rendered with promptness and diligence and will be executed in a workmanlike manner, in accordance with the practices and professional standards used in well-managed operations performing services similar to the Services;

and (ii) Contractor will perform the Services in the most cost-effective manner consistent with the required level of quality and performance

3.4 Resources. Contractor is responsible for providing any and all administrative facilities, materials and resources (including personnel, equipment and software) necessary and appropriate for performance of the Services and to meet Contractor's obligations under this Agreement.

RFP SP-2026-0004 p. 10

3.5 Additional and/or Reduction in Service. From time to time and as circumstances require, the Guards may be reassigned by written direction of the CEO or the CEO’s designee, without further cost to the Court. If additional Guard(s) are required, the additional cost to the Court will be based on the hourly rates set forth in the Cost Proposal. Overtime rates will not apply if the CEO or CEO’s designee provides the Contractor with thirty (30) calendar days advanced written notice if the assignment will be an on-going established position. If circumstances require, the Court may reduce services of Guard(s) required herein. In any event, the Court will pay for only those services received.

3.6 Quarterly Meetings. Court and Contractor shall meet quarterly to discuss services, reporting, performance, and scheduling. The Court reserves the right to request the vendor to meet more frequently to address any immediate issues in services, reporting, performance, and scheduling.

Failure to comply with the request shall justify Court termination for cause. A review of staffing levels shall occur 90 days after a contract is awarded. In addition, staffing levels are to be reviewed, between Court and Contractor, when a position is vacated.

4. Duties and Responsibilities

A. Definition Under direction of designated Court staff or Sheriff personnel, Guards perform a variety of security functions such as electronic security/weapons screening, safety, security, controlling and monitoring access of employees, patrons, and the general public at the Courthouse. Guards will ensure the safety and security of the Courthouse, and all who appear and work in it.

5. Typical Duties

A. Performs electronic and manual security/weapons screening at the court facility consistent with California law, Local Rules, and local security policies at the Court’s discretion.

B. Monitors access to the Courthouse, controls access to the Courthouse by evidence of proper authorization and identification; requests assistance from law enforcement when personal restraint is appropriate for the safety of themselves and the protection of others; confiscates contraband and other unallowable items from persons desiring to enter the courthouse.

C. Deny access to the Courthouse to those individuals, not specifically authorized in Section 6 who possess or who they have reason to suspect they possess, the following items:

All firearms, stun guns, tasers, knives, box knives, scissors, nunchakus, metal knuckles, billy club, sap, explosives, ice pick, screwdriver, pointed metal comb, knitting needles, or anything else that can be used as a weapon. Also prohibited are any ignition devices or flammable items, and any topical or inhalation irritants.

D. Performs periodic perimeter checks of the Courthouse to ensure the safety and security of those who work or have business at the Courthouse.

E. Serves at a fixed post at the main entrance of the Courthouse during the normal hours of operation

(8:00am – 5:00pm), unless performing periodic perimeter checks and until properly relieved for breaks, lunch and end of shift.

F. Responsible for security and safety of courthouse and its contents; protects persons and property to prevent the concealment of any goods, weapons, or property of any kind, and theft, unlawful

RFP SP-2026-0004 p. 11 taking, or loss of goods or property.

G. Prepares written incident reports for any security or safety incidents.

H. Perform a final sweep of the facility after doors are closed to determine that all public members have left the facility.

I. Maintains equipment and adheres to the requirements of the Radiation Protection Plan, including any and all documentation, including training, utilization, maintenance, and inspection logs.

6. Exceptions to Weapons Restrictions

A. Weapons possessed or in transport to be used as evidence in a court of law in the possession of a peace officer with picture identification and appropriate proof.

B. Weapons possessed by individuals carrying out official duties who are either; (1) a duly authorized peace officer, or (2) District Attorney or Probation personnel with peace officer status and appropriate picture identification.

C. Weapons possessed by full-time paid peace officers of another state, or Federal Government, carrying out official duties with appropriate picture identification.

D. On duty fire department or emergency personnel responding to request for assistance.

7. Weapons Screeners SHALL NOT:

A. Make arrests or issue citations.

B. Carry firearms inside the Courthouse.

C. Detain individuals.

D. Exercise peace officer powers while on duty as a weapons screener/security guard.

8. Lost and Found

A. All items left by the public (i.e. watches, purses, keys, knives, money, etc.), will be handled in accordance with the instructions of the Court.

9. Emergency Procedures

A. Guards will notify law enforcement and the Court’s CEO or CEO designee:

1. Of any incident that may endanger the public.

2. Of any potential security or safety hazard.

10. Public Relations

A. Be kind and courteous to the public at all times.

B. Answer all questions to the best of his/her knowledge.

C. Patiently enforce security procedures when appropriate.

D. Assists citizens with general information and direct them to appropriate departments.