Bid Notice-Security Services.pdf

CITY OF LODI - REQUEST FOR PROPOSAL - SECURITY SERVICES

REQUEST FOR PROPOSAL

SECURITY SERVICES AT THE CITY-OWNED PROPERTIES AT:

CITY HALL CAMPUS (CITY HALL, CARNEGIE FORUM, PARKS, RECREATIONAL

& CULTURAL SERVICES AND FINANCE SERVICES/CUSTOMER SERVICE)

HUTCHINS STREET SQUARE

LODI PUBLIC LIBRARY

LODI TRANSIT STATION & PARKING STRUCTURE

LODI ACCESS CENTER

Date Issued: Thursday, June 18, 2026 Date Due: Thursday, July 23, 2026

Responses Received and Opened at the Finance Office, City of Lodi 310 W. Elm St Lodi, CA 95240

TABLE OF CONTENTS

A. Nature of Services Required

1. Background 2

2. Scope of Work to be Performed 2

B. General Terms and Conditions

1. Proposal Requirements 21

2. Contract Award and Execution 23

3. Contract Performance 23

C. Special Terms and Conditions

1. Contract Term 25

2. Proposal Content 25

3. Proposal Review and Award Schedule 27

4. Ownership of Materials 27

5. Release of Reports and Information 27

6. Copies of Reports and Information 27

D. Agreement 27

E. Insurance Requirements 27

F. Federal Requirements 27

G. References 28

A. NATURE OF SERVICES REQUIRED

1. Background

The CITY of Lodi (CITY) is a municipality located in San Joaquin County, approximately 16 miles north of Stockton and 36 miles south of Sacramento. An estimated population of 69,743 resides within the CITY’s approximately 12 square miles.

The City oversees and operates the buildings at the City Hall Campus comprised of 221 W. Pine Street (City Hall), 305 W. Pine Street (Carnegie Forum), 230 W. Elm Street (Parks & Recreation Services) and 310 W. Elm Street (Finance Services/Customer Service); 24 S. Sacramento Street (Transit Station); 50 N. Sacramento Street (Transit Parking Structure); 201 W. Locust Street (Lodi Public Library); 125 S. Hutchins Street (Hutchins Street Square); and 710 N. Sacramento Street (Lodi Access Center). The City seeks unarmed security guard services to patrol and protect City-owned properties at the above locations.

2. Scope of Work

The Scope of Services as set forth in this RFP, represents an outline of the services which the CITY anticipates the successful proposer to perform, and is presented for the primary purpose of describing the CITY’s expectations for security services without necessarily describing each individual task in all-inclusive detail. A more precise scope of services in the contract for security services may be negotiated between the CITY and the successful proposer. For the purposes of this section, the term “CONTRACTOR” represents the successful proposer. The CITY’s Contract Representative is the City of Lodi Administrative Services Director and her designees.

As a minimum, the CONTRACTOR responsibilities are anticipated to be, but not limited to the following:

City Hall Campus Provide one (1) certified security guard to provide a quick security check of the City Hall Campus (221 W Pine Street, Lodi, CA) Monday through Friday mornings prior to 7:30 a.m., except when the city offices are closed on Fridays and major holidays in which City Hall and the Finance Department are closed. Guards scheduled to provide security at the Transit Station and/or Parking Structure may be assigned to provide the City Hall Campus morning security check as the Transit Station and Parking Structure are within close proximity to City Hall.

City Hall Campus includes City Hall, Carnegie Forum, Parks, Recreation and Cultural Services and Finance Services/Customer Services.

City Hall Campus

Hutchins Street Square Provide certified security guard(s) for coverage of the Hutchins Street Square (HSS) (125 S. Hutchins Street, Lodi, CA) as needed for special events in which those hours will be requested in advance:

1. Guard arrival times are 30 minutes before events, except for theatre events in which arrival time shall be one (1) hour before House Doors open. Guards are expected to display a professional image and manner at all times while on duty.

Consistent with this is the expectation that guards will be alert to their surroundings at all times while on duty and will not be engaged in any activities that distract them (i.e., reading, eating, smoking, etc.) from the performance of their assigned duties. The guards are expected to remain onsite during meal breaks or be relieved by another guard during his or her meal break. Breaks shall be reported to HSS onsite manager or event attendant prior to onset. Eating and smoking shall occur in designated areas only.

2. Area of security service shall include back of sidewalk encompassed by four (4) streets surrounding HSS: Hutchins, Rose, Walnut and Oak Streets. HSS will be patrolled on foot. The guard(s) will be required to perform security sweeps of the parking lots and perimeters of HSS Community Center as directed for the event. In addition to the security sweeps, upon arrival to HSS Community Center, the guard(s) will report to check in with the HSS onsite manager or event attendant for site placement, depending on event requirements. Security guard(s) will patrol all parking lots as required by onsite manager or event attendant.

3. Guards shall make available, at any time while on duty, their security guard cards.

Guards shall be expected to present cards to members of the Lodi Police Department or designated City of Lodi employees on demand. Failure to produce a valid security guard card shall be grounds for termination of the contract. Service provider will contact HSS onsite manager or event attendant immediately on issues that arise during supervision, and must advise HSS employee if/when Lodi Police Department and/or Lodi Fire Department is onsite. An incident report must be completed and submitted.

Guards must have a cellular phone for communication with the Lodi Police or other departments/individuals provided by the service provider. No personal media players will be allowed to be used by any security personnel while on duty. Security guard(s) will patrol areas as specified by HSS onsite manager or event attendant via radio issued by HSS facility staff.

Lodi Public Library Provide one (1) certified security guard equipped with a cellular phone for coverage of the Lodi Public Library (201 W Locust Street, Lodi, CA) during the following business hours and as needed for special events in which those additional hours will be requested in advance:

Monday: 10:00 a.m. – 6:00 p.m.

Tuesday: 10:00 a.m. – 6:00 p.m.

Wednesday: 10:00 a.m. – 6:00 p.m.

Thursday: 12:00 p.m. – 8:00 p.m.

Saturday: 10:00 a.m. – 5:00 p.m.

Sunday: 10:00 a.m. – 2:00 p.m.

The security guard shall enforce the Library Behavior Policy; shall patrol the complex grounds by foot during contracted hours; shall protect against vandalism, theft or any acts of aggression toward the buildings and surrounding property, the personal property of the tenants and employees, and the tenants’ and employees’ physical well-being; and shall challenge any intruder suspected of the above acts and notify the local authorities for assistance.

Security personnel assigned to the Library shall demonstrate experience working in public-facing civic environments with vulnerable populations, including libraries, shelters, community centers, or transit facilities. Library management retains authority over operational decisions, patron service determinations, and enforcement direction related to the Library Behavior Policy.

Transit Station and Parking Structures The Lodi Transit Station (24 S. Sacramento Street, Lodi, CA) functions as a central hub for passenger boarding and transit operations. The Station includes three (3) main buildings: the North Annex (training room, office, and break room), Transit Station Lobby (ticketing window, public seating, and public bathrooms), and the Clock Tower (bus driver breakroom). The station additionally includes an island-style bus stop area, gated bus parking area, passenger rail platform, and a small public parking lot.

The Lodi Transit Station Parking Structure (50 N. Sacramento Street), located adjacent to the Lodi Transit Station, is a three level, 330-space structure that provides free parking for the public, transit users, shoppers, tourists, and other visitors to the downtown area. These facilities are monitored by a camera surveillance system viewable from the guardroom computer as well as live streamed to the police department.

Service shall include security coverage at CITY transit sites 24 hours per day, 365 days per year (366 when applicable), including weekends and holidays. A security officer shall be on duty at all times and remain onsite during meal periods unless relieved by another officer.

Contractor shall provide routing patrols, monitor for suspicious activity, enforce no-loitering and no-camping policies, secure restricted areas, respond to incidents and calls for service, and provide incident reporting to the City.

Contractor shall be required to follow City-issued post orders specific to Transit facilities. These post orders provide detailed operational procedures and expectations and shall be considered an extension of the scope of services. Post orders may be updated by the City as operational needs change.

Contractor shall provide all equipment, including communication devices and body-worn cameras. Contractor shall provide a City-approved patrol transportation method, such as an electric golf cart, bicycle, or other approved patrol device, to allow security personnel to effectively patrol the Transit Station and Parking Structure facilities.

Contractor shall be solely responsible for all costs associated with the operation, maintenance, repair, charging, and fueling of security equipment and patrol vehicles.

The City shall not be responsible for repairs, maintenance, charging, or fuel costs associated with Contractor-provided equipment or vehicles.

This Agreement will be funded, in whole or part, with federal funds. Accordingly, the Contractor shall comply with all applicable federal requirements, including Federal Transit Administration (FTA) clauses, certifications, and other requirements incorporated into this Agreement (see attached Federal Requirements and Clauses).

The Contractor shall remain eligible to participate in federally funded contracts throughout the term of this Agreement and shall not be suspended, debarred, or otherwise excluded from participation in federal assistance programs.

The Contractor’s price proposal shall include all labor, supervision, equipment, overtime, holiday pay, benefits, insurance, taxes, and all other costs necessary to provide continuous 24-hour security coverage.

Safety Ambassador Services – Near and Around Lodi Access Center Provide Safety Ambassador services to support public safety, visibility, and community engagement within designated service areas, with a focus on the Lodi Access Center and surrounding neighborhoods.

Staffing & Coverage

• Provide one (1) unarmed security guard (Ambassador) assigned to the Lodi Access

Center and surrounding area (see map below) for sixteen (16) hours per day, between 6:00 a.m. and 10:00 p.m., seven (7) days per week.

Patrol & Presence

• Maintain a visible, uniformed presence to promote safety and deter disruptive or unlawful behavior.

• The primary patrol route (see map below) shall consist of Sacramento Street between Daisy Avenue and Louie Avenue.

• Conduct continuous, active foot patrols within the designated service area at intervals of approximately every thirty (30) to forty (40) minutes.

• When not actively patrolling, Ambassadors shall remain observant and maintain active visual monitoring of Sacramento Street and surrounding areas, consistently scanning up and down the corridor. Personal phone use shall be limited and shall not interfere with situational awareness or assigned duties. During shifts, Ambassadors shall not play music, watch videos, play video games, or use earbuds/headphones, as these activities may impede effective observation, communication, and responsiveness.

• During each patrol pass, Ambassadors shall visually assess Daisy Avenue, Forest Avenue, and Louie Avenue. As they approach Louie Avenue, Ambassadors shall also visually assess Sacramento Street toward Turner Road; as they approach Daisy Avenue, Ambassadors shall visually assess Sacramento Street toward Lockeford Street.

• If activity is observed that warrants attention, Ambassadors shall walk down the respective street to assess and engage as appropriate or contact the Lodi Police Department via the non-emergency or emergency line, based on the nature of the situation.

• At a minimum of three (3) times per shift, Ambassadors shall inspect the alleyway between Sacramento Street and School Street (can be from the edge of the alleyway). If any activity requiring intervention is observed, Ambassadors shall contact the Lodi Police Department via the non-emergency or emergency line, as appropriate.

• Respond to calls for assistance at the request of Access Center staff and provide de-escalation support within the public right-of-way, including requests made on behalf of surrounding businesses or residents.

Engagement & Response Expectations

• Ambassadors shall proactively engage with individuals who are loitering, camping in vehicles, or remaining in the area for extended periods without clear purpose within the designated patrol area.

• Engagements shall be conducted in a respectful, professional, and service-oriented manner, with an emphasis on voluntary compliance and connection to services when appropriate.

• If an individual refuses to comply with reasonable requests, or if Ambassadors determine a situation presents a safety concern, Ambassadors shall contact the Lodi Police Department non-emergency line. Emergency situations shall be reported via 911 in accordance with standard emergency protocols.

• Ambassadors shall exercise sound judgment and prioritize de-escalation whenever feasible.

Facility Interaction Protocol

• Ambassadors shall remain outside of the Access Center facility during routine operations.

• Ambassadors shall only enter the facility or tent areas at the request of Access

Center staff or City staff for the purpose of assisting with de-escalation.

• Ambassadors may utilize the intake area (not within the main gate) for breaks and shall remain at the designated bench. Ambassadors shall not enter the tent or other interior program areas during breaks.

• During inclement weather, including rain, Ambassadors may utilize the designated bench within the intake area for temporary relief; however, Ambassadors are still expected to maintain regular patrol intervals and continue foot patrol duties using appropriate weather gear.

• Access Center staff may also request Ambassador assistance within the public right-of-way along the established patrol route to support de-escalation efforts.

Coordination & Compliance

• Operate in compliance with all applicable City of Lodi municipal codes and regulations.

• Coordinate effectively with Access Center Staff and the Lodi Police Department, maintaining the ability to work both independently and collaboratively as appropriate.

• When invited, participate in relevant trainings provided by the Lodi Police Department and Access Center staff to support ongoing coordination, knowledge, and rapport.

Professional Conduct

• Maintain a professional, courteous, and service-oriented demeanor at all times.

• Demonstrate sound judgment, self-control, and the ability to effectively interact with individuals who may be distressed, experiencing disabilities, or under the influence of substances.

• Manage high-stress situations calmly and appropriately, prioritizing safety and de-escalation.

Lodi Access Center and Nearby Patrol Area

Additional Requirements CONTRACTOR represents that it is familiar with the nature and extent of this contract, the services, and any conditions that may affect its performance under this contract.

CONTRACTOR further represents that it is fully experienced and properly qualified, complies with all applicable license requirements, and is equipped, organized, and financed to perform such services. CONTRACTOR will provide copies of CONTRACTOR’s license to do business as a security guard provider and copies of individual guard licenses as requested by the CITY.

Services provided by CONTRACTOR will be performed in a manner consistent with the level of care and skill ordinarily exercised by members of CONTRACTOR’s profession currently practicing in the same industry under similar conditions. Acceptance or approval by the CITY of CONTRACTOR’s work will in no way relieve CONTRACTOR of liability to the CITY for damages suffered or incurred arising from the failure of

CONTRACTOR.

1. Pre-Start Up Conference

A start-up meeting will be held within thirty (30) days prior to the start of this contract.

1. Post Orders (Duties) and Operating Procedures:

Prior to commencement of the contract, Contractor shall provide the following at no additional expense to the CITY:

a. Meet with the CITY to review current security guard post orders (duties) and operating procedures.

b. Amend current post orders and develop operating procedures, as necessary, to the mutual agreement of both parties; in writing.

c. Hold an orientation/training meeting with assigned personnel, at which time they shall be given operating instructions and written post orders.

2. Locations & Service The area of assignment is the City location sites, as stated above, and their perimeters, as described in “Scope of Work.”

The CITY reserves the right to modify the patrolled boundaries of each site, positions required, and operational hours at its discretion. This may include adding a security guard position, modifying hours, posts, and/or areas patrolled. The contract does not guarantee that these same posts and hours will remain for the length of the contract. The CITY reserves the right, at the discretion of the CITY, to increase or decrease the number of posts and/or hours, as needed, by notifying CONTRACTOR in writing.

Two (2) week written notice will be given for planned changes; verbal notice may be given for immediate unplanned changes (for example, in response to emergency conditions). The CITY will immediately follow verbal notices with written notices within two (2) hours.

3. Staffing Requirements

CONTRACTOR shall provide security guards and an account manager that will be dedicated to this contract and will respond to the CITY Contract Representatives, as applicable. CONTRACTOR hereby agrees that any of its employees assigned to satisfy CONTRACTOR’s obligations under this contract shall be used exclusively for that purpose during the hours when they are working in areas covered by this contract. The ability of this staff to successfully maintain this contract will have a direct bearing on the optional extension of the agreement.

CONTRACTOR is required to hire a sufficient number of employees to staff all service locations/posts on a daily basis, including weekends and CITY-recognized holidays. (CITY-recognized holidays are New Year’s Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving (Thursday and Friday), Christmas Eve, and Christmas Day). CONTRACTOR will have contingency plans for supplying additional cleared and badged security guard resources as dictated by heightened security levels or unplanned events.

I. Security Guards:

CONTRACTOR shall provide a sufficient number of guards to staff all shifts on a daily basis, including weekends and CITY-recognized holidays.

CONTRACTOR shall be directly responsible for the conduct of all employees under the authority of this agreement at the CITY facilities; notwithstanding the legal relationship entered into by and between CONTRACTOR and their employees, even independent contractors.

II. Account Manager:

CONTRACTOR shall maintain an Account Manager sufficient to manage the needs of the contract and the selected individual shall be approved by the CITY Contract Representatives. The Account Manager’s function shall be to facilitate the administration of the agreement and to coordinate said operation. The Account Manager shall provide oversight, guidance, and direction to all security guard personnel assigned to work under this contract. The Account Manager will brief with assigned personnel, report on performance, act as necessary to guide and direct low performing employees toward improved productivity and correct inappropriate or poor behavior immediately. Additionally, the Account Manager will receive all Daily Activity Reports and Security Incident Reports from security guard personnel during their shifts and will review each report for completeness and readability.

CONTRACTOR shall keep the CITY Contract Representatives informed, in writing, of the name and telephone number of the Account Manager who can be contacted at any time and who is authorized to represent

CONTRACTOR in all matters pertaining to the agreement. The Account Manager shall have a reasonable level of authority to act on behalf of CONTRACTOR on all operational, personnel and contractual matters (i.e.

post order modifications, conduct or personnel issues, and notification of security changes). The Account Manager is the CITY’s first line of contact for any issue.

III. Field Supervisor:

CONTRACTOR shall provide a Field Supervisor dedicated to this Contract.

The Field Supervisor will be responsible for inspecting each site at minimum, monthly. Field Supervisor will be responsible for the following:

• Provide daily, constant and consistent supervision, guidance and direction to all security guard personnel assigned to work under this contract. The Field Supervisor will brief regularly with assigned personnel, report on performance, act as necessary to guide and direct low performing employees toward improved productivity and correct inappropriate or poor behavior immediately. The Field Supervisor is key to the development and continual oversight for field personnel. The Field Supervisor is the first line of contact for personnel for issues observed, low productivity, policy or post order violations and in addition, to recognize excellent performance, support and acknowledge employee initiative, guide and direct and report up the chain of command.

• Receive all Security Incident Reports from security guard personnel during their shifts. Supervisors will also submit Security Incident Reports detailing their involvement in any incidents. Supervisors will review each report for completeness and readability.

• Make random security checks on security personnel to monitor performance and appearance, and on sites to ensure contract performance.

• Monitor the performance and appearance of all staff members.

• The Field Supervisor and Account Manager may be the same person.

4. Removal / Replacement of Contractor Employees CITY reserves the right to require that CONTRACTOR remove any employee from service to the CITY under this contract upon a determination that the individual is not qualified for either suitability or security reasons, or is found to be unfit for the performance of duties. Any employee that has been removed at the CITY’s direction may still be employed by CONTRACTOR for other work not involving the

CITY. CONTRACTOR shall bear full financial responsibility for costs when removal/replacement is necessary as determined by the CITY.

5. Required Equipment All expenses relating to the supply, maintenance, upkeep, and repair/replacement of the equipment are CONTRACTOR’s responsibility. CONTRACTOR shall furnish all labor, equipment, materials, and supplies to satisfactorily perform protection and patrol services.

I. Identification Badge: Picture identification badge with pertinent employee and CONTRACTOR information shall be provided. Each guard must have an authorized Identification Badge before being admitted to the premises.

II. Personal Equipment: Flashlights, batteries, and replacement parts, and inclement weather clothing shall be provided as required.

III. Communication Equipment: All guards must be equipped with radios or phones capable of communicating with other guards who are elsewhere on site, if applicable, the service provider’s dispatch center, and CITY representatives.

IV. Sweep Verification Equipment: The CITY shall receive daily verification of hourly sweeps performed by CONTRACTOR employees. A key and clock or magnetic card technology system, or equivalent system (i.e. mobile phone app with location scanning), must be provided in order to verify the hourly sweeps.

V. Digital Cameras: All guards must be equipped with devices capable of producing acceptable-quality photographs for incident reporting purposes.

VI. Body Cameras: All guards must be equipped with a device capable of video recording guard interactions; the device will be mounted to their chest while patrolling, and should be turned on during incident investigation and/or security guard interactions.

VII. Non-permitted Weapons: Possession of lethal weapons by guards is prohibited. Guards carrying batons or chemical agents must have a valid certification issued by the State of California and have the certification in their possession at all times while on duty and provide the same to the event attendant or site manager prior to starting a shift.

CONTRACTOR shall repair and/or replace broken, defective or malfunctioning equipment, whether such equipment is in active use or is being used as a backup, within a reasonable time after the need for such repair and/or replacement is discovered.

6. Training Requirements

I. Contractor Provided

CONTRACTOR must provide appropriate training to employees prior to the start of service and must maintain its on-going training program throughout the term of the agreement to ensure competent work performance. CONTRACTOR must submit training documentation for each employee, upon request. To ensure that the employee can carry out required duties, examples of training may include:

• Legal Aspects of Security

• First Aid

• Fire prevention, control and suppression; use of fire extinguisher

• Hygiene practices

• Hazard communication

• Patrol Techniques

• Security guard safety

• Crime Prevention

• Traffic control

• Non-confrontational/ “de-escalation” communication techniques.

Security personnel assigned to the Lodi Public Library shall demonstrate experience and/or training in public-facing community environments serving diverse populations, including de-escalation techniques, trauma-informed practices, mental health awareness, customer service, and interactions with youth and vulnerable populations.

As a part of its proposal, CONTRACTOR shall identify the training courses given to security guards. The CITY reserves the right to audit CONTRACTOR’s training records.

7. Contractor Requirements The CITY Contract Representatives will decide all questions which may arise as to the quality and acceptability of any work performed under the agreement. If, in the reasonable opinion of the Contract Representatives, performance becomes unsatisfactory, the CITY shall notify the CONTRACTOR.

I. General Responsibilities CONTRACTOR shall:

• Maintain files/reports for security-related documentation.

• Assist CITY personnel and transit operations staff in emergency situations to include, but not be limited to: special events, crowd control, service interruptions, collisions, fire/life safety incidents, etc.

• Provide data and/or reporting of incident events for programs, events or plans that support CITY safety and security objectives.

• Provide information as required for reports, criminal trending, calls for service and actions taken on any electronic citation device (devices provided).

• Maintain standards of conduct, which includes but is not limited to:

discipline, excellent professional appearance, professional demeanor, integrity, and attention to duty among CONTRACTOR employees.

• Require the security personnel to proactively practice CITY expected conduct, CITY security policies, procedures and orders.

• Act as the agent for the CITY to enforce their published policies and rules.

CONTRACTOR will request the assistance of local law enforcement for removal of individuals from the properties when they fail to abide by CITY policies and rules as well as civil and criminal code violations.

• Notify law enforcement of any illegal or unauthorized activity as observed.

• Provide documented account of all activity witnessed and assist law enforcement as required. Ensure that prompt action is taken to address security incidents and, to the extent observed, accidents, fire, property damage and safety hazards.

II. Reporting CONTRACTOR will provide comprehensive reports and data to the Contract Representatives for the purpose of evaluating the quality and appropriate deployment of security services. Such reports include:

• Daily Activity Report – Detailing notable security-related occurrences, including verification of hourly sweeps.

• Incident Report – Detailing significant security-related occurrences;

including security and criminal activities, abandoned vehicle information, homeless graffiti, homeless incidents. Provide photographs when appropriate.

• Maintenance Issue Report – Detailing observed facility issues including vandalism to structure or facilities, abandoned property, tampering with facility controls, utilities, and any other appurtenances; including photographs when appropriate. May be included in Daily Activity Reports.

• Once monthly, CONTRACTOR will submit a comprehensive report on the previous month’s activities. This report will contain field supervisor’s weekly inspection reports, supervisory review reports, alarm response incidents, a complete listing of incident reports, a complete listing of facilities maintenance issues reported, staff training, staff turn-over statistics, and emerging or continuing challenges or issues.

The Account Manager will be available to meet and discuss incident reports, employee performance, billing questions, and other security issues on an as needed, or regularly scheduled, basis as requested by the CITY.

Reports shall be provided to the CITY in a timely manner; no later than 24 hours from day’s end daily activity reports, and within a business day for security incident reports.

III. Duty Assignments Contractor shall record all duty assignments, in a format approved by the CITY ensuring that the following information is captured:

• Employee start/end date and time

• Post/duty performance

• Employee brief/relief periods

• Supervisory review/inspections

• Signature/print of subject employee

• Signature/print of certifying official

IV. Personnel Changes and Substitute Personnel Substitute personnel shall be equal in qualifications to regularly assigned personnel.

CONTRACTOR shall provide guards at fixed posts with fully trained and qualified replacements to allow for comfort, personal needs, stress, meals, or other required or requested absences from post. CONTRACTOR shall provide break relief personnel at no additional charge. All costs associated with this requirement shall be included in the contracted unit rates.

CONTRACTOR shall have the ability to respond to both permanent and temporary changes in staffing or number of posts in the time frame required by the CITY.

Verbal notice may be given, when necessary, but will be followed with written notice (see section “3. Locations & Service”).

8. Recruitment Responsibilities

CONTRACTOR shall maintain an active personnel screening, recruitment, selection, and retention program to provide sufficient personnel to fill the positions at all posts identified. This program shall aim to deter employee attrition and promote stability in the work force, being sufficient to keep abreast of attrition and shall be an adjunct to the management and training programs.

I. Minimum Qualifications of Assigned Guards:

Qualifications include:

• Must be 21 years of age or older.

• May have no felony convictions.

• Must clear background check.

• Must be fluent in English and be able to communicate with the general public in a face-to-face setting or by telephone.

• Must be literate in the English language to the extent of reading and understanding printed regulations, written orders and instructions, training instructions, and be able to compose reports which convey complete information.

• Must be physically capable of operating motor vehicles safely, and possess a valid driver’s license.

• Must be mentally alert and capable of making decisions in accordance with rules, regulations and policies.

• Must be able to observe behaviors and report details accurately.

• Must be able to remain in a standing or sitting position for extended periods of time and be able to travel on foot across rough, uneven or rocky surfaces.

• Must be able to work in a variety of weather conditions with exposure to the elements.

• Must maintain a level of physical fitness necessary to climb stairs or ladders, and lift and/or move objects weighing up to 50 pounds. Must be physically capable of performing foot patrols and remaining vigilant and active while on duty.

II. Security Guard Duties and Responsibilities The duties below are subject to change and shall be enumerated in full detail post-contract award, during orientation, and through post orders:

III. General Duty Requirements Security Guards shall:

• Carry their certification identification card at the job site.

• Ensure compliance with post order procedures and guidelines.

• Keep the work area free of obstacles and debris.

• Observe and report suspicious activities/persons by contacting 911 in emergencies or for crimes in progress or Lodi Police Department non-emergency line for non-emergencies. In the event of a violation, the guard shall call the appropriate law enforcement agency and, if appropriate, notify the Contract Representative and/or complete necessary reports.

• Summon medical assistance as appropriate.

• Account for all security badges, keys and locks. Keys shall not be duplicated.

o If a security guard employee loses or duplicates a key without authority, the CITY may require suspension or removal of the individual from the contract.

o If the security of keys or lock system has been compromised by the actions of the security guard, the lock or system shall be replaced in total or in part by the CITY, and all costs for such replacements shall be borne by CONTRACTOR.

• Provide security during special events and emergency situations to protect facilities, employees, properties, and visitors. Security support shall also be provided during investigations of violations of Federal, State, and local laws that appear to pose threats to the security and safety of any facility or personnel.

• Follow any CITY provided specific protocols.

• Follow CONTRACTOR provided site-specific protocols.

• Perform other specific duties as assigned by the Contract Representatives.

• Have a general understanding of counter-terrorism measures and behavior assessment. Report any and all incidents relating to possible or suspected threats to CITY.

• Know how to operate a radio, telephone, or equivalent communication device to dispatch and respond to security incidents and alarms.

• Conduct preliminary and follow-up investigations on incidents or complaints.

IV. Patrols and Sweeps

• Walk, bike, or use a motorized cart in the supervision of the CITY sites as needed or permitted.

• Monitor building security parameters and report non-compliance of rules and regulations, taking appropriate actions in accordance to post orders.

• Conduct security inspections to ensure the protection of property, building security and fire and safety hazards.

• Conduct hourly scheduled and/or unscheduled security inspections of property and facilities within the purview of this contract.

• Utilize the surveillance system described in ‘Scope of Work,’ to proactively search for suspicious activity and/or people, and act on surveilled instances when necessary.

• Deviate from prescribed schedules covering patrol routes whenever unusual conditions or circumstances so demand. Such deviations and the reasons therefore are to be recorded in the daily reports.

V. Customer Service Requirements

• Demonstrate a professional attitude at all times and be fully prepared to work at designated times in assigned post areas. Guards must appear professional and must be approachable, calm, energetic, pleasant and polite. Provide personalized service when appropriate to meet customer needs.

• Communicate effectively and maintain eye contact and check for the customer’s understanding; i.e., ask questions. The guard must be able to assist any special needs customers and CITY employees.

• The guard should be discrete, offer a solution, and follow through when problems arise. The guard should remain calm, show an understanding for the customer’s situation, and notify a supervisor or management personnel when necessary to keep a situation from escalating.

• All security guard personnel must be fully trained to provide customer assistance and provide clear and accurate information on request.

• Be courteous, professional and informative when interacting with the public, CITY personnel, contractors and vendors.

• Not accept gratuities and/or gifts, such as money, lunches, or free items.

• Speak clearly and concisely when reporting situations on the radio.

VI. Reporting Requirements.

• Immediately report any confrontations, security-related issues, or safety concerns.

• Report potentially hazardous conditions in buildings or areas and items in need of repair, e.g., inoperative locks, broken fences, barrier damage, lighting and landscaping deficiencies, and any other potentially dangerous situation. CONTRACTOR shall immediately follow up with written reports and log entries.

• Create written incident reports, independent from the police report, of intrusion, fire, theft, vandalism, disruptive behavior, criminal behavior, persons requiring emergency assistance, security breaches, unauthorized entry by any persons known or unknown, conditions which may be a hazard to the health or safety of employees or visitors, surveillance being conducted, or suspicious activity. Incident reports shall list all pertinent facts, including damage to property (with photographs), or the observation of any unusual or suspicious activities, and immediate appropriate action taken to address the issue. Incident reports must be submitted to CITY project representatives within 12 hours after incident occurrence.

• Maintain a written record of all checks performed; include time, date, and name of the guard performing the checks.

• Maintain a duty log of activities or incidents that require action at a station or post. Separate additional reports shall be prepared on accidents, injuries, fires, bomb threats, and all other unlawful acts, security violations, or any other unusual incidents or events using the prescribed paperwork.

• Ensure that all reports and other documents (i.e., event reports, logs, accident reports, and report of investigations), are written clearly, legibly and accurately. All reports and documents are the property of the

CITY.

VII. Security Guard Appearance A professional appearance is required of all security guards and considered a major asset of any private security company. The CITY prides itself in having a highly motivated, customer service-oriented and professional staff to maintain security at its public transit locations. Any contracted entity must provide this quality of seamless service and will be highly scrutinized.

Guards shall not be permitted to read unauthorized material in public view. No personal phone calls will be permitted except in an emergency.

VIII. Attire

• A CONTRACTOR-issued uniform is required; uniforms are to be of good fit, clean pressed, and kept in good repair and condition.

• The CITY will have authority to approve all guard uniforms prior to wear.

No unauthorized uniforms or accessories are permitted. Uniform items that resemble any component of Lodi Police Department uniforms will not be approved.

• Shirts/blouses shall be of solid color with shoulder or breast pocket identification patches not less than two (2) inches that include company logo and name.

• All outer uniform shirts will be worn with a corresponding crew or V-neck t-shirt so as not to contrast with the outer shirt (i.e., no black or navy blue undershirts under a white uniform shirt).

• All shirts shall be tucked in.

• All guard personnel performing under this contract shall wear the same color and style uniform.

• No guard may enter on duty until he/she has a complete uniform which meets the requirements stated above.

• Any necklaces worn will be conservative and will not be worn on the outside of the uniform shirt.

• Full-length slacks shall be of a solid color.

• Hats are not required, but may be worn if provided by CONTRACTOR and consistent in color, style and logo design of CONTRACTOR. Such hats will be worn appropriately on the head, facing forward. No personally owned hats will be worn. Footwear will be black, laced or zipped, shined and in good repair/condition. Sandals are not allowed. Socks will be color appropriate with the uniform but not white.

• Rain gear and/or jackets with the designated logo may be worn but must match existing uniform.

IX. Hygiene

• All guard personnel shall, at all times while on duty, be neat in dress and use proper hygiene. No smoking, chewing tobacco, or uses of any tobacco products of any kind are permitted while on duty.

• Facial hair if kept in a clean and trimmed manner acceptable to the CITY.

• Body odor shall be controlled so as not to be offensive.

• Proper oral hygiene shall be used.

• Face and body shall be clean and kept free or dirt.

• Make up and nails shall be kept neat and conservative.

X. Professional Conduct CONTRACTOR shall ensure the highest standards of employee competency, conduct, cleanliness, appearance, and integrity are maintained. Assignments shall be performed in accordance with prescribed regulations as well as in a safe and secure manner. Contract personnel are subject to all Federal, State, and local laws in the jurisdiction in which they are performing services. The CITY reserves the right to direct the removal of any security guard determined to be in non-compliance with requirements and CONTRACTOR shall bear full financial responsibility. A determination to remove may be made as a result of violations of post orders, delinquency, or any of the following acts of misconduct with the provisions of section “5. Removal / Replacement of Contractor Employees.”

• Failing to demonstrate courtesy and good manners.

• Unauthorized use of CITY property inclusive of computers, communication equipment, telephones or radios, automobiles, or any other CITY property.

• Unauthorized reproduction or recording of CITY property inclusive, but not limited to, surveillance camera footage and security reports.

• Falsifying or unlawfully concealing, removing, mutilating or destroying any official documents, records, badges, keys, or concealing material facts by intentional omission from official documents or records.

Entertaining, socializing or entering into business arrangements with, or giving legal advice to persons while on CITY property.

• Recommending an attorney or medical practitioner for any matter or incident involving actions occurring on CITY property.

• Disclosing any official information to include duties or responsibilities under this contract, or writing, or distributing any news or press releases without expressed written permission from the CITY.

• Engaging in inappropriate discussions concerning internal matters, policies, grievances, legal issues, or personalities, or financial, personal, or family matters with CITY employees, the public, or any known associate of the above, except as authorized by law.

• Disclosure of duty assignment(s) or security related issues without the express approval of the CITY.

• Neglecting duties by sleeping while on duty, failing to devote full time and attention to assigned duties, unreasonably delaying or failing to carry out assigned task, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the work site security, or any other act, that constitutes neglect of duties.

• Failing to remain on duty until properly relieved or deserting a duty post.

• Displaying disorderly or immoral conduct, e.g., using abusive or offensive language, quarreling, intimidating by words or actions, fighting or participating in disruptive activities.

• Gambling or unlawfully wagering or promoting gambling.

• Accepting gratuities and/or gifts, such as money, lunches, or free items.

• Using uniform, uniform or security badge and/or other identification for other than official business while on or off duty.

• Unethical or improper use of official authority identification or credentials e.g., badges, passes and other document providing special access or privileges.

• Knowingly giving false or misleading statements or concealing material facts in connection with official reports, records, investigations, or about other contract employees/officials, the general public and CITY employees.

• Involvement in any form of discrimination or sexual harassment.

• Failing or delaying (without justifiable cause) to carry out a proper order of a Contract Representative.

• Eating, smoking, drinking, or taking breaks in any location except those designated as authorized break areas.

• Possession of a weapon while on duty, unless carrying valid certification issued by the State of California.

XI. Liquidated Damages

If CONTRACTOR fails to perform the services within the time specified in this Contract, or any extension thereof, the actual damages to the CITY for the delay will be difficult or impossible to determine. Therefore, in lieu of actual damages, CONTRACTOR shall pay to the CITY as fixed, agreed upon liquidated damages based on the amounts listed below. After being contacted by the CITY, CONTRACTOR shall immediately respond to the complaint and take corrective action at no cost to the CITY. Additionally, the CITY may impose the following liquidated damages on a per observed violation basis:

Posting security-sensitive CITY-related comments or photos on any website to include, but not be limited to, social media websites.

$250 per occurrence

Sleeping while on duty. $250 per occurrence

Unauthorized use of CITY property to include but not be limited to, official documents, badges, keys or equipment.

$250 per occurrence

Falsifying official reports, documents. $250 per occurrence

Failure to prepare and/or submit Incident Report to CITY within one business day of occurrence.

$250 per occurrence

Allowing unauthorized individuals to accompany, visit, or shadow employee while on duty.

$250 per occurrence

Falsifying patrol verification. $250 per occurrence

Accepting or soliciting anything of value in connection with official duties.

$250 per occurrence

Using uniforms or other official identification media for other than official business while on or off duty.

$250 per occurrence

Violation of established post orders. $250 per occurrence

Violation of uniform/appearance standards. $250 per occurrence

Absent from site while on duty or abandonment of post.

$500 per occurrence

Excessive socializing so as to interfere with duty. $250 per occurrence

Locking themselves out of site facilities. $250 per occurrence

B. GENERAL TERMS AND CONDITIONS

1. Proposal Requirements

a. Requirement to Meet All Provisions - Each individual or firm submitting a proposal (bidder) will meet all of the terms and conditions of the specifications in the Request for Proposals (RFP). By submitting a proposal, the bidder acknowledges agreement with and accepts all provisions in the specifications of the Request for Proposal.

b. Proposal Submittal - Each proposal must be submitted in the form provided in the specifications and accompanied by any other required information or supplemental materials. Proposal documents shall be submitted in hard copy and enclosed in a sealed envelope addressed to:

City of Lodi

Administrative Services Director 310 W. Elm St.

P.0. Box 3006

Lodi, CA, 95241-1910

In order to guard against premature opening, the proposal should be clearly labeled with the RFP title, name of bidder, and date and time of proposal opening. No FAX submittals will be accepted.

c. Proposal Withdrawal and Opening - A bidder may withdraw a proposal, without prejudice prior to the time specified for opening by submitting a written request to the Administrative Services Director for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will be considered.

d. Submittal of One Proposal Only - No individual or business entity of any kind will be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals.

e. Vendor Questions - Any questions about this RFP shall be submitted in writing to Jamie Bandy at jbandy@lodi.gov on or before July 9, 2026, at 3:00 P.M. PST. City will post written responses to questions no later than July 16, 2026 at 5:00 P.M. PST. Any addenda necessary as a result of questions or clarifications will be posted no later than July 16, 2026.

2. Contract Award and Execution

a. Proposal Retention and Award - The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations as the interest of the City may require.