DEPARTMENT OF GENERAL SERVICES

Central Services Division

REQUEST FOR PROPOSAL (RFP)

NUMBER: 990-1009-24

FOR

ARMED SECURITY SERVICE FOR INMATES

HOSPITALIZED IN MEDICAL FACILITIES

RELEASE DATE: October 11, 2023

RESPONSE DUE: November 3, 2023, 5:00 pm

SUBMIT PROPOSAL TO: RFP COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Umiika Wright

Phone: (707) 784-3236 uwright@solanocounty.com

Any proposer participating in this solicitation is required to have a vendor application on file with the County.

This application may be downloaded from the Solano County website at www.solanocounty.com . Include the application with your proposal. The County will post any changes and information relating to this RFP digitally via OpenGov. Proposers are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this

RFP.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

Tom Ferrara

Sheriff

MMGreve@SolanoCounty.com

(707) 784-7900

DUSTIN D. LENO

Assistant Director ddleno@solanocounty.com

LORRAINE TANG

Support Services Manager lctang@solanocounty.com

(707) 784-3426

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.com https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.com/ mailto:MMGreve@SolanoCounty.com mailto:ddleno@solanocounty.com mailto:lctang@solanocounty.com http://www.solanocounty.com/

TABLE OF CONTENTS

1. Introduction

2. Scope of Service/Project

3. Pricing Proposal

4. Evaluation of Proposals

5. Award Notice and Acceptance Period

6. Protest and Appeal

7. Terms and Conditions

8. Electronic Proposal

Attachments:

A - County Standard Contract

B - EXHIBIT D1 HIPAA

C - Affirmation of Understanding

RFP NO.990-1009-24

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1. Introduction

The purpose of this Request for Proposals ("RFP") is to define the County of Solano's minimum requirements, solicit proposals, and gain adequate information by which the County of Solano may evaluate the services offered by Proposers that fall within the Scope of Service/Project as further described in this RFP.

1.1. Summary

Proposers shall provide fully trained and certified armed inmate security services (Guards) responsible for the safe and secure monitoring and containment of inmates from Solano County jails that are hospitalized in off-site medical facilities, as requested by the Sheriff's Office on an as-needed basis and in accordance with the terms and conditions identified in this procurement request.

1.2. Background

The Sheriff under authority of California Government Code 26605 and the Penal Code has the authority and responsibility for safe keeping of inmates in the County’s jails. If a county inmate requires medical treatment necessitating hospitalization in an off-site medical facility the Sheriff continues to bear responsibility for the safe keeping of that inmate and also the safety of the public. Providing hospital detail security using Sheriff deputies is difficult and these off-site instances create substantial staffing issues that can best be immediately remedied by contracting with a private security service.

1.3. Contact Information

Umiika Wright Senior Buyer 675 Texas Street Ste 2500 Fairfield, CA 94533 Email: uwright@solanocounty.com Phone: (707) 784-3236

Department:

Sheriff's Office

Department Head:

Tom Ferrara Sheriff

1.4. Timeline

The County reserves the right to adjust this schedule as it deems necessary. Notifications of any adjustments to the schedule will be posted here on OpenGov and Proposers will be emailed directly regarding any such updates or Addenda posted to this procurement.

To receive electronic notifications regarding this opportunity with the County, click the follow button while viewing this solicitation on the County's bidding website.

RFP Issued October 11, 2023

Question Submission Deadline October 20, 2023, 5:00pm mailto:uwright@solanocounty.com tel:(707)784-3236

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County's Responses to Questions October 25, 2023

Proposal Submission Deadline November 3, 2023, 5:00pm

Interviews and Presentations if required

November 13, 2023

Contractor Selection Date November 16, 2023

Desired Contract Start Date January 1, 2024

2. Scope of Service/Project

2.1. Contractor shall provide fully trained and certified armed security to monitor inmates housed in off-site medical facilities:

Contractor shall provide trained and certified Guards as required by the Sheriff's Office on an as-needed basis for an as-needed length of time to include holidays and weekends anywhere within

California. County designated staff, at the time of the request, shall provide full details of location and potential time length.

2.2. Contractor shall:

A. Ensure all Guards reporting for assignment possess all certifications, business and professional licenses as required by Federal, State and local codes, including but not limited to a Security Guard Permit and Firearms Permit from the California Department of Consumer

Affairs, Bureau of Security and Investigative Services at all times during their assignment.

B. Provide upon request a copy of each Guards current valid Security Guard permit and Firearms

Permit.

C. Maintain CPR certification including AED training and pass Tuberculosis Test for each assigned Guard.

D. Ensure all Guards are thoroughly trained in their capacity as Guards for the requirements of and procedures as outlined in this solicitation.

E. Certify that all Guards maintain good mental qualifications, have sound judgement and a physical condition enabling the successful performance of all contractual duties in both routine and stressful situations.

F. Ensure that all Guards display a clean, neat appearance and courteous attitude.

G. Ensure all Guards arrive to sites wearing a standard Contractor issued uniform and apparel that identifies Contractor and at no time represent themselves as an employee of the County or Sheriff.

https://www.bsis.ca.gov/ https://www.bsis.ca.gov/

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H. Communicate with Sheriff staff and other authorized personnel at all times as identified during the assignments.

I. Ensure all assigned staff remain on duty and perform the assigned task at the highest level.

J. Ensure that all Guards arrive on time and are not absent, late arrivals and absences are unacceptable.

K. Contractor shall certify that all arriving Guards are equipped with:

• Appropriate weapons and ammunition;

• Handcuffs;

• Oleoresin capsicum spray/foam;

• Expandable baton;

• Taser;

• Tourniquet; and

• Body camera where permitted.

L. Ensure that all Guards are trained in and perform the following:

Safety Assessment Protocol. During the transition of duties during an inmate watch, adherence to the following meticulous safety assessment "Post Orders" shall be followed to ensure the safety of everyone involved.

Post Orders:

• The current Guard must remain present while the incoming Guard conducts the safety check.

• The incoming Guard must ensure that all restraints are securely fastened to the inmate and anchored to a stable and sturdy point.

• The current Guard will provide a comprehensive briefing to the incoming Guard, outlining the current status and any noteworthy incidents from the preceding shift.

• No visitors shall be allowed without special permission from the jail Commander or on duty

Watch Commander.

• No inmate phone calls shall be allowed without special permission from jail Commander or on duty Watch Commander.

M. Notifications: Contact information for the County shall be provided to the Contractor upon

Contract Award. The Contractor's Account Manager shall contact the County or County designee for any of the following occurrences:

• Any major security/safety condition occurring in the area, including but not limited to fire, felony crimes, threats, homicides, and/or any physical confrontations involving the

Guard.

• Any Guard who is arrested or otherwise becomes the focus of a criminal investigations.

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• Any complaints made about the Contractor's employees.

• Any criminal, observed safety, or health hazard that occurs which could impact operations.

• Security Reports: Guards will complete security reports as required by County. Security reports must include details of weapons found or located, any unusual circumstances, any suspicious persons, every emergency or criminal situations and, any other problems encountered while on post.

N. Prohibited Activities: The following list includes, but is not limited to, activities Guards must not engage in while assigned to their post:

• Leave their area of responsibility;

• Entertain personal visitors;

• Be under the influence of illegal drugs or alcohol;

• Be under the influence of prescribed medications which may affect job performance negatively;

• Display a discourteous, abrupt, abrasive or belligerent attitude; and

• Sleep.

Should County become aware of any Guards engaging in any of the above activities a Notice to Cure will be issued.

O. Contractor may not make public statements related to County business without first consulting with County. County shall initiate all press releases.

2.3. Ensure service

A. In the event a Guard is unable to report on time for a work shift, Contractor shall notify Sheriff four (4) to eight (8) hours prior to the scheduled starting time and provide a replacement Guard which meets the Contract requirements immediately so there is no lapse in service.

B. Due to the nature of the services being requested, no lapse in Contractor’s performance will be permitted. Failure to provide the outlined Guard services, for any period of time, as required, shall constitute a material breach. The County may immediately cure such material breach by performing the services required under the Contract by employing County staff or by a separate contract, at County’s sole discretion.

C. Contractor will be responsible for all costs incurred by County in providing services as a result of Contractor's breach.

2.4. Training, materials, equipment

Contractor shall provide all labor, training, materials, and equipment needed to perform the security services.

3. Pricing Proposal

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COST FOR ARMED GUARD SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Armed Guard for Inmate Watch -

Unit cost to include all fees affiliated with providing services outlined in this solicitation.

1 Hourly Rate

TOTAL

4. Evaluation of Proposals

Evaluation Committee: A County Evaluation Committee (CEC) will evaluate all proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth below. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

If desired by the County, the top-rated firms scoring highest on the first round of evaluations will be invited for an interview and further rated. The County reserves the right to determine the number of proposers to be interviewed. The same evaluation criteria used for the proposal evaluation process will be used to rate the firms during the interviews. At the end of the interview process, the CEC will re-rank the firms to determine the best evaluated firm. The project manager and any key team members should attend the interview. The determination as to the need for interviews, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all costs incurred to attend.

It is possible that Proposers may need to attend an interview. The project manager and any key team members should attend the interview. The determination as to the need for interviews, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all costs incurred to attend.

The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposer.

The evaluation criteria and their respective weights are as follows

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost

Armed Inmate Watch cost per Guard per hour.

Points Based 25 (25% of Total)

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2. References

Provide three references for recent work where your company has provided similar armed security services for inmates hospitalized in public medical facilities.

References should include Agency name, business address, contact person, telephone, email, brief description of the work situation and dates when the service was provided.

Points Based 25 (25% of Total)

3. Experience and Qualifications

Provide the qualifications, certifications, business and professional licenses your armed security guards are required to maintain and your company is required to maintain.

Provide experience working for law enforcement agencies in areas of inmate security in public and private locations.

Points Based 50 (50% of Total)

5. Award Notice and Acceptance Period

After the evaluation of proposals and final consideration of all pertinent information available, the County will either reject all proposals or issue a written notice of intent to award the Contract to the highest rated responsive Proposer. The notice shall identify the highest rated proposal. The notice shall not create rights, interests, or claims of entitlement for the highest rated Proposer and all proposals may still be rejected.

The highest rated Proposer should be prepared to enter into a Contract with the County which shall be substantially the same as the Standard Contract included as an attachment to this RFP. The Contract provided with this RFP is to be considered a sample and the County reserves the right to add terms and conditions, deemed to be in the best interest of the County based on the selected proposal, during final contract negotiations.

If a Proposer fails to sign and return the Contract drawn pursuant to this RFP and final Contract negotiations within 14 days of its delivery to the Proposer, the County may cancel the award and award the Contract to the next highest rated Proposer.

6. Protest and Appeal

Any actual Proposer who wishes to protest the notice of intent to award a Contract may submit a protest. The protest must be submitted in writing to the Director of the Sheriff's Office Department within 7 calendar days after such Proposer knows or should have known of the facts giving rise to the protest, but in no event later than 7 calendar days after the date of the notice of intent to award the Contract. All letters of protest shall clearly identity the reasons and basis for the protest. The protest must also state the law, rule, regulation, or policy upon which the protest is based. The Director of the Sheriff's Office Department will issue a written decision within 10 working days after receipt of the protest which shall include the reason for the action taken and the process for appealing the decision. Proposers shall frequently check the County website and https://procurement.opengov.com/portal/solanocounty for any updates related to this RFP.

7. Terms and Conditions https://procurement.opengov.com/portal/solanocounty

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A. The County’s Purchasing & Contracting Policy Manual, found at http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595, is fully incorporated into and made a part of this RFP by this reference and governs this RFP.

B. RFP Amendment, Cancellation and Right of Rejection.

1. The County reserves the unilateral right to amend this RFP in writing at any time by posting of an

Addendum to the County’s bidding website. Proposers are responsible for staying up to date on the project by reviewing all notifications and Addenda released through the bidding website. Proposers shall respond to the final written RFP and any Exhibits, Attachments, and Addenda to the RFP. The

County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

2. The County reserves the right, in its sole discretion, to waive variances in proposals provided such action is in the best interest of the County. Where the County waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP. Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

C. Confidentiality. The County will retain a master copy of each response to this RFP, which will become a public record after the award of a Contract unless the qualifications or specific parts of the qualifications can be shown to be exempt by law under Government Code section 7920.000 et seq. Proposers may clearly label part of a submittal as "CONFIDENTIAL" if the Proposer agrees to indemnify and defend the County for honoring such a designation. The failure to have so labeled any information shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the County, the County will notify the

Proposer of the request and delay access to the material until 7 working days after notification to the

Proposer. Within that time delay, it will be the Proposer’s duty to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

8. Electronic Proposal

8.1. Federal Tax ID Number*

Enter your Federal Tax ID Number

*Response required

8.2. Cover Letter*

The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must state that the proposal is valid for a period of 120 days and include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the

County must sign the cover letter.

Address the cover letter as follows:

Solano County General Services Department Purchasing Services 675 Texas Street Suite 2500 Fairfield, CA 94533 Attention: Umiika Wright, RFP Coordinator http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595

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*Response required

8.3. Agency References*

The Offeror shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years. Please use Provided Attachment, complete, and upload.

• Agency_Reference_Form.pdf

*Response required

8.4. Additional/Supplemental Information

Additional/supplemental information beyond what has been requested and required that the Proposer feels may be helpful is to be provided here.

8.5. Detailed Documentation of Financial Resources*

The Proposer shall provide the following documentation of sufficient financial strength and resources to provide the scope of services as required:

A. The Proposer’s most recent independent audited financial statements for a fiscal year ended within the last 36 months.

o In lieu of audited financial statements, the County may accept, on a case by case basis, a current written bank reference, in the form of a standard business letter, indicating that the Proposer’s business relationship with the financial institution is in positive standing.

B. Documentation disclosing the amount of cash flows from operating activities for the Proposer’s most current operating period. Said documentation must indicate whether the cash flows are positive or negative, and, if the cash flows for the most recent operating period are negative, the documentation must include a detailed explanation of the factors contributing to the negative cash flows.

*Response required

8.6. County Contract*

Proposers shall include a statement of acknowledgment that the Proposer has reviewed the County of Solano

Standard Contract and any Special Terms provided and has accepted it with or without qualification. If the

Proposer makes qualifications, those qualifications must be identified and listed along with suggested modifications to the contract and provided here. [Note: Scope of Work and Budget Detail and Payment

Provisions for the contract, will be finalized during the contract negotiation process.] If the proposer makes no qualifications to the Standard Contract or any additional Terms provided, including any additional attachments or exhibits, then it shall be deemed that the Proposer accepts all terms without reservation or any qualifications.

*Response required

8.7. Non-Collusion Declaration*

NON-COLLUSION DECLARATION PURSUANT TO PUBLIC CONTRACT CODE SEC. 7106

The undersigned declares: I am the authorized representative of the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any https://government-project.s3.us-west-2.amazonaws.com/49299/0be0caff-e324-4a3f-b71c-3d58aab132a0_Agency_Reference_Form.pdf?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1697135410&Signature=v%2BJvTvF4nwiYWtS6VnzNnTL2jHE%3D&response-content-disposition=attachment%3B%20filename%3D%22Agency_Reference_Form.pdf%22

SUBMISSION DATE: Friday, November 3, 2023 5:00 pm Page 11 of 13 overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed.

☐ Please confirm

*Response required

8.8. Certification of Compliance*

The proposer does hereby make certification and assurance of the Proposer’s compliance with:

The laws of the County of Solano:

http://www.codepublishing.com/CA/SolanoCounty/

Title VI of the federal Civil Rights Act of 1964:

https://www.justice.gov/crt/fcs/TitleVI-Overview

Title IX of the federal Education Amendments Act of 1972:

https://www.justice.gov/crt/title-ix-education-amendments-1972

The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:

https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity

The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:

https://www.ada.gov/pubs/adastatute08.htm

All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America, The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, The condition that no amount shall be paid directly or indirectly to an employee or official of the County of

Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP for Armed Security Service for Inmates Hospitalized in Medical Facilities.

☐ Please confirm

*Response required

8.9. Solano County Reservations*

COUNTY OF SOLANO HEREBY RESERVES THE FOLLOWING RIGHTS:

The County of Solano reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest

Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation Criteria stated within the RFP.

http://www.codepublishing.com/CA/SolanoCounty/ https://www.justice.gov/crt/fcs/TitleVI-Overview https://www.justice.gov/crt/title-ix-education-amendments-1972 https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity https://www.ada.gov/pubs/adastatute08.htm

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Right of Rejection

The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.

The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.

The County reserves the right to amend this RFP at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion.

Any proposal received which does not meet the stated pre-requisites of this RFP for Armed Security Service for Inmates Hospitalized in Medical Facilities, may be considered to be non-responsive, and may be rejected.

The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFP..

To cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.

To cancel any award and re-solicit bids in the event services cannot commence with ten (10) days after the specified date for start of work.

To reject any and all proposals considered not to be in the best interest of the County.

To waive any and all minor irregularities in proposals.

To reduce or increase any specification, in whole or in part due to changes in budget allocations.

I declare under penalty of perjury under the laws of the State of California that I have read the above

Reservations as stated by the County of Solano.

☐ Please confirm

*Response required

8.10. Disclosure of Criminal and Civil Proceedings*

Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.

Note: if no civil and criminal proceedings within the last 10 years, indicate here.

*Response required

8.11. Debarment Certification*

By submitting a bid/offer/proposal/quote to the County of Solano, under penalty of perjury, I, the Proposer, hereby certify that the Prospective Contractor and/or its officers, directors, and employees:

A. Are not currently excluded, debarred, or otherwise ineligible to participate in a federally funded program

B. Have not been convicted of a criminal offense related to the provision of federally funded items or services nor has been previously excluded, debarred, or otherwise declared ineligible to participate in any federally funded programs, and

C. Are not, to the best of its knowledge, under investigation or otherwise aware of any circumstances which may result in contractor being excluded from participation in federally funded programs.

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This representation shall be an ongoing representation during the term of any contract awarded to the

Prospective Contractor. If awarded a contract, Prospective Contractor hereby commits to immediately notify the County of any change in the status of the representations set forth in this Form.

Prospective Contractor authorizes the County to independently verify its suspension and debarment status.

Prospective Contractors are cautioned that making a false certification may subject the certifier to criminal prosecution or administrative sanctions.

I certify that I am authorized by the company named above to respond to this request.

☐ Please confirm

*Response required