biddoc.pdf

Weld County Finance Department Purchasing Division

1301 North 17th Avenue Greeley, Colorado 80631

Professional Services – Request for Proposal (RFP) Cover Sheet

Bid Number: B2600101

Title: Armed Security Guard Professional Services for the Weld County

Department of Human Services Offices in Greeley, Fort Lupton, and Longmont, Colorado

Advertisement Date: October 6, 2026

Mandatory Pre-Proposal October 8, 2026, at 10:00 A.M.

Conference: Virtually Via Microsoft TEAMS or by Phone

Questions Due: October 13, 2026, by 4:00 P.M.

Questions Posted: October 14, 2026, by 4:00 P.M.

Questions email: bids@weld.gov

Bid Due Date: October 20, 2026, by 2:00 P.M. MST, Weld County Purchasing’s Time Clock

Bid Delivery: Preferred email to bids@weld.gov or option to hand delivery to 1301

North 17th Avenue, Greeley, CO 80631

For additional information: bids@weld.gov

Documents Included in this Solicitation Package

RFP Schedules

Schedule A: Proposal Instructions Schedule B: Scope of Work Schedule C: Project Schedule Schedule D: RFP Response - Criteria Schedule E: Proposal Form Schedule F: Insurance

Schedule G: Weld County Contract

Form Revision 6-2025 mailto:bids@weld.gov mailto:bids@weld.gov

1301 North 17th Avenue Greeley, Colorado 80631

Form Revision 6-2025

Table of Contents

Professional Services – Request for Proposal (RFP) Cover Sheet 1 Documents Included in this Solicitation Package 1

RFP Schedules 1 Table of Contents 3 Schedule A - Proposal Instructions 6

Purpose/Background 6 Proposal Advertisement 6 Proposal Submission 6 Introductory Information 7 Cooperative Purchasing 8

Schedule B - Scope of Work 9 Project Overview 9 Method of Procurement 9 Pricing Method 9 Locations Covered 9 Hours of Coverage 9 Payment Eligibility for Billable Hours 10 Contractor Responsibilities 10 Guard Conduct and Performance Standards 11 Guard Qualifications 12 Guard Training Requirements 13 Contractor Minimum Qualifications 13 Incumbent Personnel Transition and Retention 14 Supervision and Coordination 15 Grounds for Removal 15 Contract Specifications 16 Work Schedule (Table 1) 17 Contract Term and Pricing 17

Schedule C - Procurement Schedule 19 Schedule D – RFP Response Criteria 20

RFP Response Submittal 20

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Response Format 21 Grading Criteria 21

Schedule E - Proposal Response Form 25 Proposal Submittal Instructions 25 Fees 25

Schedule F – Insurance 27 Insurance 27 Insurance Mailing Information 31

Schedule G - Weld County Contract 33 Contractual Obligations 33 Weld County Standard Contract 34

Solicitation # B2600101 Page 4

1301 North 17th Avenue Greeley, Colorado 80601

Solicitation # B2600101 Page 5

Schedule A - Proposal Instructions

Purpose/Background

The Board of County Commissioners of Weld County, Colorado, by and through its Purchasing Office (collectively referred to herein as, “Weld County”), wishes to purchase the following:

Weld County (“The County”) through the Weld County Department of Human Services (WCDHS) is seeking Proposals from qualified companies, agencies, or organizations to provide Armed Security Guard Services for DHS offices located in Greeley, Fort Lupton, and Longmont, Colorado.

A Mandatory pre-bid conference will be held on October 8, 2026 , at 10:00 A.M via TEAMS or a Teams Conference Call:

Bidders must participate and record their presence at the pre-bid conference to be eligible to submit bids.

Bids will be received until: October 20, 2026 at 2:00 P.M. (Weld County Purchasing Time Clock). The submitted bids will be read over a Teams Conference Call at 3:00 P.M. To join, call the phone number and enter the Conference ID provided below or you are invited to attend the bid opening in person at the Weld County Purchasing Conference Room, 1301 N. 17th Avenue, Greeley, CO 80631.

Proposal Advertisement

You can find information concerning this request on the BidNet Direct website at https:// www.bidnetdirect.com/ Weld County Government is a member of BidNet Direct. BidNet Direct is an on-line notification system which is being utilized by multiple non-profit and governmental entities. Participating entities post their Proposals, quotes, addendums, and awards on this one centralized system.

Proposal Submission

Microsoft Teams By Phone

Join Teams Now Meeting ID: 261 323 148 655 963

Passcode: js9qr6pN 720-439-5261,,358104766

Microsoft Teams By Phone

Join: Teams Meeting Meeting ID: 269 362 855 518 244

Passcode: ET7tx2aP

+1 720-439-5261,376337352# United States, Denver

Phone conference ID: 376 337 352#

Solicitation # B2600101 Page 6 https://teams.microsoft.com/meet/261323148655963?p=w7uqXB1X9D1z1VofnD https://teams.microsoft.com/meet/269362855518244?p=bpqlmAxYj5rMHRHxJE https://www.bidnetdirect.com/

1. PREFERRED: email Proposals to bids@weld.gov If your Proposal exceeds 25MB please upload your Proposal to https://www.bidnetdirect.com/ The maximum file size to upload to BidNet Direct is 500 MB. If vendor does not desire email submission, sealed Proposals will be received at the Office of the Weld County Purchasing in the Weld County Building located at 1301 North 17th Avenue, Greeley, CO 80631 by the Proposal due date and time.

2. PDF format is required. Emailed Proposals must include the following statement on the email: “I hereby waive my right to a sealed Proposal”. An email confirmation will be sent when your Proposal has been received. Please call Purchasing at 970-400-4222 or 4223 with any questions.

Introductory Information

1. Proposals shall be typewritten or written in ink on forms prepared by the Weld County Purchasing Division. Each Proposal must give the full business address of Proposer and be signed by authorized person. Proposals by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and title of the person signing. Proposals by corporations must be signed with the legal name of the corporation, followed by the name of the state of the incorporation and by the signature and title of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A Proposal by a person who affixes to his signature the word "president," "secretary," "agent," or other title without disclosing his principal, may be held to be the Proposal of the individual signing. When requested by the Weld County Procurement Manager satisfactory evidence of the authority of the officer signing on behalf of a corporation shall be furnished. A power of attorney must accompany the signature of anyone not otherwise authorized to bind the Proposer. All corrections or erasures shall be initialed by the person signing the Proposal.

All Proposers shall agree to comply with all of the conditions, requirements, specifications, and/or instructions of this Proposal as stated or implied herein. All designations and prices shall be fully and clearly set forth. All blank spaces in the Proposal forms shall be suitably filled in. Proposers are required to use the Proposal Forms which are included in this package and on the basis indicated in the Proposal Forms. The Proposal must be filled out completely, in detail, and signed by the Proposer.

2. Late or unsigned Proposals shall not be accepted or considered. It is the responsibility of the Proposer to ensure that the Proposal arrives in the Weld County Purchasing Division on or prior to the time indicated in Section 1, entitled, "Notice to Proposers." Hard copy Proposals received prior to the time of opening will be kept unopened in a secure place.

No responsibility will attach to the Weld County Procurement Manager for the premature opening of a Proposal not properly addressed and identified. Proposals may be withdrawn upon written request to and approval of the Weld County Procurement Manager; said request being received from the withdrawing Proposer prior to the time fixed for award.

Negligence on the part of a Proposer in preparing the Proposal confers no right for the withdrawal of the Proposal after it has been awarded. Proposers are expected to examine the conditions, specifications, and all instructions contained herein, failure to do so will be at the Proposers’ risk.

3. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld County will give preference to resident Weld County Proposers in all cases where said Proposals

Solicitation # B2600101 Page 7 are competitive in price and quality. It is also understood that Weld County will give preference to suppliers from the State of Colorado, in accordance with C.R.S. § 30-11-110 (when it is accepting Proposals for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County). Weld County reserves the right to reject any and all Proposals, to waive any informality in the Proposals, to award the Proposal to multiple vendors, and to accept the Proposal that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The Proposal(s) may be awarded to more than one vendor.

Cooperative Purchasing

Weld County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of solicitations and to make better use of taxpayer dollars through volume purchasing.

Vendor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Weld County in the current term or in any future terms.

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Schedule B - Scope of Work

Project Overview

Weld County is seeking proposals from qualified vendors to provide Armed Security Guard Services for DHS offices located in Greeley, Fort Lupton, and Longmont, Colorado.

Method of Procurement

Best Value: Best Value refers to a project procurement method where price and other key factors, such as quality and expertise, are considered in the evaluation and selection process. Best Value is typically achieved through a two-step process using a Request for Qualifications (RFQ) and Request for Proposal (RFP) to evaluate proposers.

Pricing Method

Lump Sum Price: The lump sum price is the simplest and easiest price. Based on specifications, the Contractor estimates their cost to provide the work, adds a profit margin, then proposes the sum as a price of the project. Lump Sum requires the proposals to include a fixed, not-to-exceed lump sum, which shall include all costs that may be paid to the Contractor. The solicitation may include an itemized list of costs, in which case the proposals shall include itemized costs.

Locations Covered The Contractor will provide practical, effective, and responsive security services to help maintain a safe, professional, and secure environment for staff, clients, and visitors at the following locations:

• Greeley Main Campus: 315 North 11th Avenue (3 buildings)

• Greeley Family Time Center: 810 9th Street, Suites 150 & 200 (1 office)

• Greeley Downtown Chase Campus: Child Welfare: 822 7th Street (2 buildings) Child Support – 6th Floor

• Fort Lupton Campus: 2950 9th Street (1 building)

• Del Camino Campus (Southwest Weld/Longmont): 4209 Weld County Road 24 ½ (1 building, 2 areas)

Hours of Coverage

The Contractor shall provide 216 hours of armed security coverage per week including:

1. Weekday and weekend coverage based on operational needs at each location.

2. A dedicated Security Supervisor, staffed 40 hours per week, providing leadership, oversight, coordination, and support.

3. Additional after-hours or weekend (overtime) coverage shall be met upon request using hourly rates identified in Schedule E – Proposal Response Form.

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Payment Eligibility for Billable Hours

The County shall compensate the Contractor only for hours actually worked and delivered onsite. Billable hours must correspond to staffed, active security coverage performed in accordance with contract requirements. The following conditions apply:

1. NonBillable Hours. The County will not pay for any hours in which security personnel are not actively providing contracted services, including:

a. Holidays observed by the Contractor or County, unless personnel are physically working onsite.

b. Facility closures, reduced operating schedules, or access restrictions where services cannot be performed.

c. Periods of shortstaffing, missed shifts, late arrivals, early departures, or any failure to meet minimum staffing levels.

d. Any scheduled hours in which the Contractor fails to provide the required personnel.

2. Minimum Staffing Compliance.

a. Minimum staffing requirements identified in the contract are mandatory and will be paid at normal business hour rates.

3. Verification of Hours Worked. All invoiced hours must be supported by accurate timekeeping records, including signin/signout logs and supervisor verification. Hours not validated shall be disallowed.

4. Overtime or Additional Coverage. Additional afterhours or weekend coverage must be preapproved by the County and will be compensated only for hours actually worked, in accordance with rates listed in Schedule E.

5. The Contractor shall submit monthly invoices no later than the 10th day of the month following the month of service. Each invoice must itemize the hours worked and any additional hours requested by WCDHS.

Contractor Responsibilities

The Contractor shall:

1. Provide qualified, trained, reliable armed guards.

2. Provide a dedicated Security Supervisor.

3. Maintain required staffing levels and fill schedules as directed by WCDHS.

4. Respond promptly to operational changes and coverage needs.

5. Supply communication-capable cellphones, uniforms, firearms, OC spray, and all duty equipment and ensure such equipment meets all applicable legal and safety standards.

6. Ensure guards maintain vigilance, situational awareness, and professionalism, at all times.

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7. Ensure all guards follow all WCDHS agency policies, procedures, and sitespecific rules.

8. Ensure guards understand their authority is limited to that of a private citizen and that guards may not detain individuals except under legally permitted circumstances.

Guard Conduct and Performance Standards

Guards must:

1. Maintain a professional security presence that is clearly visible to clients, visitors, and staff.

2. Observe work, visitation, and public areas on a rotating pattern to ensure regular and proactive monitoring.

3. Monitor client appointments or interviews upon request.

4. Increase oversight in areas showing heightened risk, using sound judgment.

5. Monitor parking lots, facility entrances, and exits during staff arrival and departure, and routinely walk through parking lots throughout the day to observe activity and ensure safety.

6. Regulate public movement through WCDHS facilities when needed.

7. Protect county property, confidential materials, and equipment.

8. Suggest preventative security measures when appropriate.

9. Ensure orderly conduct of clients, visitors and staff.

10.Take reasonable and lawful action to address security threats and disturbances, consistent with applicable law, the Contractor’s policies, WCDHS procedures, and established use-of-force requirements.

11. Identify and report safety hazards, suspicious activity, vandalism, theft, or security concerns.

12.Respond appropriately to emergencies, including medical incidents, fire, bomb threats, flooding, elevator malfunctions, severe weather, or similar events.

13.Enforce WCDHS rules, regulations, and procedures related to safety, security, and crime prevention.

14.Complete logs, incident reports, and documentation accurately.

15.Stagger breaks and lunches to ensure proper coverage at all times.

16.Maintain professional behavior and effective relationships with clients, staff, and law enforcement.

17.Demonstrate integrity, sound judgment, and composure under stress.

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18.Uphold expectations related to conduct, readiness, appearance, and WCDHS policy compliance.

19.Remain alert, focused, and available to intercede; avoid activities or extended conversations that interfere with monitoring responsibilities.

20.Wear clean, neat security uniforms and maintain a professional appearance.

21.Use only prescription or over-the-counter medication that does not impair the ability to perform duties safely.

22.Do not use alcohol, illegal drugs, or narcotics while on duty or report for duty under the influence; violation constitutes grounds for termination or material breach of contract.

23.Recognize behavioral health indicators, signs of distress, and escalating emotional states and respond using calm, respectful, non-provocative communication.

24.Use trauma-informed, culturally aware, and non-escalatory techniques when interacting with individuals experiencing mental health crises, homelessness, or substance-related impairment.

25.Apply appropriate deescalation techniques to reduce the likelihood of escalating or hostile behavior, prioritizing stabilization, safety, and risk reduction at all times.

Guard Qualifications

All guards assigned to WCDHS must meet the following minimum qualifications:

1. Be 21 years of age or older.

2. Possess a high school diploma or equivalent.

3. Communicate effectively in English as required for position duties.

4. Have no felony convictions or disqualifying misdemeanors.

5. Possess a valid Colorado Driver’s License.

6. Successfully pass a Colorado Bureau of Investigation (CBI) background check.

7. Demonstrate the ability to interact effectively with the public.

8. Maintain composure in stressful situations.

9. Be able to sit, stand, and walk for extended periods.

10.Be able to lift and/or move up to 25 pounds.

11. Have a minimum of one (1) year of experience performing armed security duties, unless WCDHS approves an exception based on documentation submitted to the Contract Administrator.

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12.Maintain current firearms training and qualification relevant to armed security duties.

13.Be fully trained and certified in the safe and appropriate use of OC spray.

Guard Training Requirements

All training costs are the responsibility of the Contractor. Before assignment, each armed guard must complete:

1. Firearm qualification.

2. Use of Force Continuum training.

3. OC spray competency and certification.

4. Crisis recognition and response.

5. De-escalation techniques.

6. Trauma-informed, culturally aware communication with individuals experiencing mental health symptoms, homelessness, or substance use challenges.

7. WCDHS site-specific procedures, post orders, and operational expectations.

8. Demonstrated proficiency in all site-specific procedures confirmed in writing by the Contractor.

9. Participation in scenario-based training and security drills to ensure proficiency with emergency and operational protocols.

10.On-site training is encouraged; trainees may shadow but cannot count toward required staffing until fully trained and able to perform duties independently.

11. Contractor-provided orientation for new employees, including written job descriptions and site-specific post orders.

Contractor Minimum Qualifications

The bidder must affirm through written statements and supporting documentation that it meets the following minimum qualifications:

1. At least three (3) consecutive years of experience delivering armed security services in settings with comparable security requirements.

2. At least one (1) current or recent contract providing armed security services in a similar operational environment.

3. Demonstrated experience delivering security or protective services in environments serving vulnerable or high-needs populations (e.g., individuals experiencing mental illness, homelessness, trauma, or substance use challenges), including the use of de-escalation, crisis intervention, and trauma-informed approaches.

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4. Be a legally established business entity authorized to conduct business in the State of Colorado and be able to provide evidence upon request.

5. Be licensed by the City of Greeley in accordance with Greeley Municipal Code - Chapter

6.12.020. Proof of licensing must be provided for all guards assigned to WCDHS offices.

Licensing costs are the responsibility of the Contractor.

6. Affirm that it will assign guards who have demonstrated proficiency in all training required under this contract.

7. Affirm that all guards assigned have at least one (1) year of armed security experience, unless WCDHS approves an exception supported by documentation.

8. Demonstrate current capacity to transition to full operational status within thirty (30) days, including established systems for recruiting, staffing, supervision, and administrative support within Weld County.

9. Provide a written transition plan outlining organizational structure, recruitment processes, supervision methods, and internal monitoring procedures.

10.Affirm organizational stability and staffing capacity sufficient to hire, train, and sustain a reliable armed security workforce for the duration of the contract.

Incumbent Personnel Transition and Retention

1. To support continuity of operations and minimize disruption at WCDHS facilities, the awarded Contractor shall implement a structured process for reviewing incumbent security personnel currently assigned to WCDHS locations.

2. The Contractor shall provide priority consideration to qualified incumbent security personnel who express interest in continued employment. Priority consideration includes reviewing qualifications, conducting interviews, and assessing compatibility with the Contractor’s hiring standards and organizational policies. WCDHS does not guarantee employment for any incumbent personnel; all hiring decisions remain solely at the Contractor’s discretion.

3. The Contractor shall interview each incumbent security guard who applies and meets minimum eligibility requirements, including all licensing, registration, background screening, training, and other qualification standards required under federal, state, and local law, including the Greeley Municipal Code and WCDHS requirements.

4. The Contractor’s transition plan must include:

a. A defined process for evaluating incumbent personnel for potential retention.

b. Steps to ensure uninterrupted security coverage during the transition period.

c. Anticipated retention or continuity goals.

d. Identification of supervisory personnel responsible for executing the transition plan.

5. The Contractor shall document all outreach, interviews, and retention decisions related to incumbent personnel and provide confirmation to WCDHS upon completion of the transition process. All communications regarding the evaluation, interview, or employment of

Solicitation # B2600101 Page 14 incumbent personnel must be coordinated through the WCDHS Organizational Integrity Division Director.

6. Nothing in this section requires the Contractor to hire or retain any specific individual. All hiring decisions remain solely with the Contractor, subject to appliable law and the requirements of this Agreement. These provisions are intended solely to promote continuity of operations, stabilize workforce transition, and maintain effective security coverage at WCDHS facilities.

Supervision and Coordination

1. The Contractor shall designate a Security Supervisor responsible for overseeing all guard personnel and coordinating scheduling and operational needs directly with the WCDHS Organizational Integrity Division Director.

2. All communication regarding guard performance, concerns, or personnel matters shall be routed through the WCDHS Organizational Integrity Division Director.

3. WCDHS may request schedule adjustments, expanded coverage, or additional staffing as operational needs arise.

Grounds for Removal

WCDHS may request the contractor immediately remove and replace contractor personnel assigned to WCDHS locations when WCDHS reasonably determines that the individual:

1. Has been convicted of a felony, or a disqualifying misdemeanor relevant to armed security duties.

2. Has a suspended, revoked, or otherwise invalid Colorado Driver’s License.

3. Has engaged in neglect of duty, including sleeping on duty, failing to complete assigned tasks, conducting unauthorized personal business during work hours, or refusing to cooperate with WCDHS staff or security protocols.

4. Has falsified, altered, or concealed records or material information related to the performance of security services or the individual’s qualifications.

5. Has engaged in disorderly, abusive, threatening, intimidating, violent or otherwise inappropriate conduct.

6. Has engaged behavior that disrupts County operations or interferes with safe and effective performance of duties.

7. Has engaged in theft, vandalism, or any other criminal behavior.

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8. Is under the influence of alcohol, illegal substances, or any medication that impairs safe and effective job performance.

9. Has improperly used security authority, credentials, access privileges, or County property, equipment or resources.

10.Has used communication equipment or other County resources for unauthorized purposes.

11. Has violated WCDHS security procedures, regulations, or other rules applicable to contractor personnel.

12.Has engaged in conduct determined by WCDHS to be improper or inconsistent with the responsibilities of armed security personnel.

WCDHS will notify the Contractor of the basis for a removal request. The Contractor shall promptly remove and, when required, replace personnel upon WCDHS’s request. Removal under this section does not relieve the Contractor of its obligation to provide continuous security services in accordance with contract requirements.

Contract Specifications

1. The Organizational Integrity Division Director serves as Contract County Representative.

All operational communication between WCDHS and the Contractor shall be directed through this role.

2. Guards shall work on all days that WCDHS offices are open and adjust schedules to match each location’s specific holiday observance.

3. Security coverage must support both weekday and weekend operations. WCDHS may request schedule adjustments, expanded coverage, off-site coverage, or extended hours as needed.

4. Guards may be subpoenaed to testify in court. Any associated overtime or costs are the responsibility of the Contractor.

5. All pre-employment activities including applications, interviews, testing, and background checks are Contractor-funded and conducted off WCDHS property.

6. WCDHS may request personnel replacement in accordance with the Grounds for Removal section.

7. The Contractor shall obtain approval from the Organizational Integrity Division Director before assigning or replacing a Security Supervisor.

8. Failure to provide qualified staff for required posts may result in contract termination.

9. The Contractor is responsible for all costs associated with equipment and supplies, including uniforms, cell phones, transportation, training, licensing, and related expenses.

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10.Minimum staffing levels includes five (5) armed guards and one (1) Security Supervisor.

Work Schedule (Table 1)

Contract Term and Pricing

1. The initial contract term will begin on January 1, 2027, and continue through December 31, 2027. Pending satisfactory performance and mutual agreement, the contract may be renewed annually for up to three (3) additional terms.

2. Pricing shall remain firm for the initial contract term. Upon each annual renewal, the Contractor may request a price adjustment based on the Consumer Price Index (Denver- Boulder-Greeley). Any requested adjustment shall not exceed the applicable CPI percentage and must be submitted to WCDHS for review and approval as part of the annual renewal process.

Location/Hours Expected Coverage Hours/Week

Downtown Chase Campus & Main Campus Security Supervisor 40

• 6:30a-7:00a Chase, Mon-Fri

• 7:1a-3:00p Main Campus, Mon-Fri

Main Campus Guard 1 40

• 9:00a-5:30p, Mon-Fri

Family Time Center Guard 2 40

• 10:00a-7:00p, Mon-Thu

• 8:00a-5:00p, Fri

Family Time Center (Weekend) Guard 3 16

• 8:00a-5:00p, Sat & Sun

Downtown Chase Campus Guard 4 40

• 8:00a-5:00p, Mon-Fri

Ft Lupton & Del Camino Campus Guard 5 40

• Ft Lupton: 9:00a-1:00p Mon-Thu

• Del Camino: 2:00p-7:00p Mon-Thu

• Del Camino: 1:00p-5:00p Fri

Total Hours 216

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Schedule C - Procurement Schedule

Below is the anticipated schedule for procurement of this solicitation:

Advertisement Date October 6, 2026

Pre-Proposal Meeting (Mandatory) October 8, 2026, at 10:00 AM

Pre-Proposal Conference Virtually Via Microsoft TEAMS or by Phone Technical Questions Due October 13, 2026, by 4:00 PM

Technical Questions email

Questions Answered via Addendum October 14, 2026, by 4:00PM

Proposals Are Due October 20, 2026, by 2:00 PM Purchasing’s Clock

Solicitation Notice of Award (Anticipated) November 9, 2026

Contract Execution (Anticipated) November 23, 2026

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Schedule D – RFP Response Criteria

RFP Response Submittal

Weld County seeks the proposer offering the best overall value. To support evaluation, bidder shall draft a professional response document that addresses all items listed below and must be organized in the same order as the evaluation criteria presented in the RFP Review Scoring Table.

This response document along with Schedule E – Proposal Response Form will be submitted and used for scoring the best value.

1. Demonstrated Understanding of the Scope Responses must demonstrate a clear understanding of project’s requirements and objectives.

a. Addresses the full Scope of Work in Schedule B.

b. Adheres to the Work Schedule in Schedule B.

c. Demonstrates understanding WCDHS operational expectations.

d. Includes a brief description of comparable projects performed within the last five

(5) years.

e. Highlights experience providing similar security services in comparable environments.

f. Provides a clear mobilization schedule showing how full operations will be achieved.

2. Understanding of Critical Issues Responses must demonstrate understanding of key operational issues, including:

a. The nature of WCDHS services and the sensitive environments being secured.

b. The specific locations, functions, and security needs WCDHS properties.

c. How an effective security program supports WCDHS operations and Weld County government as a whole.

3. Staffing Strategy Responses must describe how the Contractor will hire, train, manage, and retain qualified staff dedicated to WCDHS.

a. Explains current retention practices.

b. Describes the approach to recruiting staff for WCDHS posts.

c. Details training methods used to meet Weld County requirements.

d. Provides the number of dedicated employees.

e. Provide the associated fees for normal hours and for overtime hours in Schedule E – proposal response form.

f. Weld County seeks to incentivize proposals that offer both competitive billing rates and strong market-competitive pay for security personnel. Accordingly, the Proposed Employee Pay Rate in Schedule E will be evaluated using the TLV Score to ensure that cost efficiency and employee wage quality are both reflected in the Cost Proposal Score.

TLV Score = (PW ÷ MW) × Max TLV

b. PW = Proposed Wage

c. MW = Market Median Wage

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d. MaxTLV = Maximum points available for TLV (capped at 10 points)

4. Quality Control and Organizational Information Responses must include:

a. A description of how quality control will be implemented and monitored.

b. An explanation of supervisory methods used to ensure County goals are met.

c. A description of communication processes for feedback, issue resolution, and performance management.

d. An explanation of how compliance with Federal, State, and local requirements will be maintained.

e. Clear identification of the Contractor’s organizational structure and communication pathways with Weld County.

f. Disclosure of any judgements, claims, or suits pending or resolved.

g. Disclosure of any ownership changes within the last five (5) years.

h. References from at least three similar projects; Weld County may contact references.

Response Format

The following defines the response format:

1. Responses are limited to fifteen (15) pages. The County will reject RFP responses received that are longer than 15 pages in length.

a. The front and back cover do not count toward the page limit.

b. Section dividers count only if they contain text or images.

c. The Proposal document forms included in this request which are mandatory to submit with your Proposal will not be included in the page count for your proposal.

2. RFP Responses shall be mainly made up of 8 ½” x 11” paper.

a. 11” x 17” paper can only be used for presenting large schedules, or example planning sheets.

b. Text sizes shall be 10 point or larger.

3. Failure to follow these instructions may result in the RFP Response being rejected.

Grading Criteria

The RFP Responses will be evaluated using the following criteria. NOTE: Each RFP Response will be individually evaluated by a team of reviewers. Each reviewer will score each of the RFP Responses following the criteria outlined in Table 1. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating.

After the individual reviewers have scored each RFP Response, the individual reviewer scores will be totaled. Each reviewer’s scores will be ranked by score from highest to lowest. The RFP response with the highest score will be ranked first place, second highest score will be ranked second place, and so on until all proposals have been ranked.

The 2 to 3 highest ranked RFP Responses may be invited to participate in interviews (if required) to help the reviewers determine which proposer represents the best value to the County. If

Solicitation # B2600101 Page 21 interviews are determined to be necessary for the selection process, Proposers will be evaluated on the criteria shown below in Table 2.

After all scorer rankings have been determined from the RFP Response and the interview (if required), each ranking will be totaled for each RFP Response based on their respective rankings (1st, 2nd, 3rd, etc.) from the scorers. The highest point score will be considered the best value for the County. NOTE: The first ranked proposal may not be the lowest overall cost.

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Table 1 – RFP Response Scoring Criteria

Evaluation Criteria Evaluation Standard Scoring Weightin g Factors Scoring Range

Understanding of Scope and Work Requirements

Evaluates the proposer’s understanding of WCDHS security needs, patrol expectations, behavioral-health considerations, and operational demands.

1 to 5 3 3 to 15

Critical Issues and Risk Mitigation

Evaluates understanding of safety risks, public-facing environments, escalation triggers, secure areas, and potential critical incidents. Proposal provides realistic, practical solutions.

1 to 5 2 2 to 10

Staffing Strategy and Capacity

Evaluates hiring, retention practices, supervision structure, turnover management, recruiting capability, and staffing depth for WCDHS posts.

1 to 5 3 3 to 15

Training Program and Qualifications

Evaluates firearms training, OC spray training, traumainformed engagement, crisis intervention skills, de-escalation methods, and sitespecific training plans.

1 to 5 3 3 to 15

Transition Plan Evaluates readiness to fully staff and begin operations within required timelines;

including clarity and feasibility of transition steps.

1 to 5 2 2 to 10

Billing Rates Evaluates the proposer’s ability to provide clear, reasonable, and competitive billing rates that align with RFP instructions and support cost-effective service delivery.

1 to 5 2 2 to 10

Wage Competitiveness

Evaluates the proposer’s ability to offer competitive wages for security staff. 1 to 5 3 3 to 15

Organizational Stability and Past Performance

Evaluates company history, litigation disclosures, ownership stability, references, demonstrated reliability in similar environments.

1 to 5 2 2 to 10

Total 20 to 100

Solicitation # B2600101 Page 23

Table 2 – RFP Interview Scoring Criteria

Evaluation Criteria Evaluation Standard Scorin g Weightin g Factors

Scoring Range

Understanding of WCDHS Security Needs

How well does the proposer understand WCDHS operations, publicfacing client interactions, behavioralhealth considerations, and the unique risks associated with Human Services facilities.

High scores reflect a clear and accurate grasp of the environment the guards will be working in.

1 to 5 1 1 - 5

Supervisor Leadership and Oversight Approach

How effectively will the proposer manage guard performance, maintain coverage and alertness, ensure adherence to protocols, and communicate with WCDHS. High scores reflect a structured, proactive, and reliable supervision plan.

1 to 5 1 1 - 5

Quality Control and Communication

Evaluates the Contractor’s system for monitoring guard performance, handling documentation and incident reports, addressing performance issues, and communicating with WCDHS in a timely and consistent manner. High scores reflect strong, organized, and responsive quality control practices.

1 to 5 1 1 - 5

Staffing Capacity & Reliability

Considers whether the proposer can reliably staff the contract, maintain sufficient backup personnel, manage turnover effectively, and ensure continuous coverage. High scores reflect strong staffing depth and wellestablished recruitment and retention practices.

1 to 5 1 1 - 5

Response to Interview Questions

Evaluates how clearly and accurately the proposer answers interview questions, demonstrates situational judgment, understands contract requirements, and communicates professionalism and competence. High scores reflect confident, wellreasoned responses that demonstrate operational readiness.

1 to 5 1 1 - 5

Total 5 to 25

Solicitation # B2600101 Page 24

Schedule E - Proposal Response Form

Proposal Submittal Instructions

The following items must be completed and submitted with your proposal on or before the proposal opening deadline.

1) Vendor’s Proposal – Outlined in Schedule D

2) Schedule E – Proposal Response Form

3) Any potential or future Addenda must be completed/acknowledged.

4) All other items as requested in the Bid Specifications and/or Scope of Work.

Failure to include any of the above items upon submittal of your Proposal may result in your Proposal being incomplete, non-responsive, and your Proposal being rejected. If there are any exclusions or contingencies submitted with your Proposal it may be disqualified.

Fees

Provide fees for this project below.

The Base Bid will be used for determining total annual pricing. As stated in the specifications above, there will be adjustments based on holidays, closures, etc. The contingency line item is for additional work that may be requested by the Department and is included in the bid total as a working allowance for additional work that may or may not be requested. Contingency usage and balance must be shown on billing statements.

Base Bid

Officer Proposed

Employee Pay Rate

Proposed Bill Rate # Required Weekly Total

Site Supervisor $ $ 1 $

Guards $ $ 5 $

Total number of Weeks 52

Sub-Total of Base Bid

Contingency (Add) $ 10,000

Bid Total $

Solicitation # B2600101 Page 25

Overtime Rate

The overtime and holiday fees below will be used for additional work that is requested by the department. When billed, the contractor shall deduct the associated fees from the contingency line item in the base bid and provide a remaining total during each billing period.

Attestation

The undersigned, by his or her signature, hereby acknowledges and represents that:

1. The Proposal proposed herein meets all the conditions, specifications and special provisions set forth in the Invitation for Proposal for Request B2600101

2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes.

3. He or she is authorized to bind the below-named Proposer for the amount shown on the accompanying Proposal sheets.

4. Acknowledgement that bidder is required to submit a current IRS Form W9 upon award and prior to contracting.

5. Acknowledgement of Schedule F – Insurance

6. Acknowledgment of Schedule G – Weld County Contract

7. By submitting a responsive Proposal or proposal, the supplier agrees to be bound by all terms and conditions of the solicitation as established by Weld County. Weld County reserves the right to reject any and all Proposals, to waive any informality in the Proposals, and to accept the Proposal that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County.

CONTRACTOR:

By: ____________________________ ______________

Officer Proposed OT/ Holiday Pay

Rate

Proposed OT/ Holiday Bill

Rate

Site Supervisor $ $

Guards $ $

Item Entry

Company Name:

Address:

Phone

Email:

FEIN/Federal Tax ID #:

Solicitation # B2600101 Page 26

Date of Signature Name: __________________________

Title: ___________________________ Schedule F – Insurance

Insurance

Contractor shall provide coverage with limits of liability no less than those stated below:

Required Types of Insurance

Workers’ Compensation and Employer's Liability Insurance as required by state statute, covering all of the Contractor’s employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers’ Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form.

Minimum Limits:

Statutory Coverage A (Workers' Compensation) $ 100,000 Coverage B (Employers Liability) $ 100,000 $ 500,000

Commercial General Liability Insurance - Occurrence Form

Policy shall include bodily injury, property damage, liability assumed under an Insured Contract. The policy shall be endorsed to include the following “Additional Insured” language: "Board of County Commissioners of Weld County and its Officer/Employees and Volunteers” shall be named as additional Insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor."

Such policy shall include Minimum Limits as follows:

General Aggregate $ 1,000,000 Products/Completed Operations Aggregate $ 1,000,000 Each Occurrence Limit $ 1,000,000 Personal/Advertising Injury $ 1,000,000

Automobile Liability Insurance

Bodily Injury and Property Damage for any owned, hired, and non-owned vehicles used in the performance of this Contract.

Such policy shall maintain Minimum Limits as follows:

Solicitation # B2600101 Page 27

Bodily Injury/Property Damage (Each Accident) $ 1,000,000

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Professional Liability (Errors and Omissions Liability)

The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract. Contractor shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services. In the event that the professional liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

Minimum Limits:

Per Loss $ 1,000,000 Aggregate $ 2,000,000

Proof of Insurance. Upon County’s request, Contractor shall provide to County, for examination, a policy, endorsement, or other proof of insurance as determined in County’s sole discretion. Provided information for examination shall be considered confidential, and as such, shall be deemed not subject to Colorado Open Records Act (CORA) disclosure.

All insurers must be licensed or approved to do business within the State of Colorado, and unless otherwise specified, all policies must be written on a per occurrence basis.

The Contractor shall provide the County with a Certificate of Insurance evidencing all required coverages, before commencing work or entering the County premises.

The Contractor shall furnish the County with certificates of insurance (ACCORD) form or equivalent approved by the County as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Contractor shall name on the Certificate of Insurance for the Commercial General Liability coverage and for the Automobile Liability coverage, "Board of County Commissioners of Weld County and its Officers/Employees and Volunteers” as “Additional Insured” with respect to liability arising out of the activities performed by or on behalf of the Contractor”.

On insurance policies where Weld County is named as an additional insured, the County shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.

Each insurance policy required by this Agreement must be in effect at or prior to commencement of work under this Agreement and remain in effect for the duration of the project, and for a longer period of time if required by other provisions in this Agreement.

Failure to maintain the insurance policies as required by this Agreement or to provide evidence of renewal is a material breach of contract.

All certificates and any required endorsement(s) shall be sent directly to the County Department Representative’s Name and Address. The project/contract number and project description shall be noted on the Certificate of Insurance. The County reserves the right to

Solicitation # B2600101 Page 29 require complete, certified copies of all insurance policies required by this Agreement at any time, and such shall also be deemed confidential.

Any modification or variation from the insurance requirements in this Agreement shall be made by the County Attorney’s Office, whose decision shall be final. Such action will not require a formal contract amendment but may be made by administrative action.

Additional Insurance Related Requirements. The County requires that all policies of insurance be written on a primary basis, non-contributory with any other insurance coverages and/or self-insurance carried by the County.

The Contractor shall advise the County in the event any general aggregate or other aggregate limits are reduced below the required per occurrence limit. At their own expense, the Contractor will reinstate the aggregate limits to comply with the minimum requirements and shall furnish the County with a new certificate of insurance showing such coverage is in force.

Commercial General Liability Completed Operations coverage must be kept in effect for up to three (3) years after completion of the project. Contractors Professional Liability (Errors and Omissions) policy must be kept in effect for up to three (3) years after completion of the project.

Certificates of insurance shall state that on the policies that the County is required to be named as an “Additional Insured”, the insurance carrier shall provide a minimum of 30 days advance written notice to the County for cancellation, non-renewal, suspension, voided, or material changes to policies required under this Agreement. On all other policies, it is the Contractor’s responsibility to give the County 30 days’ notice if policies are reduced in coverage or limits, cancelled or non-renewed. However, in those situations where the insurance carrier refuses to provide notice to County, the Contractor shall notify County of any cancellation, or reduction in coverage or limits of any insurance within seven (7) days or receipt of insurer’s notification to that effect.

The Contractor agrees that the insurance requirements specified in this Agreement do not reduce the liability Contractor has assumed in the indemnification/hold harmless section of this Agreement.

Failure of the Contractor to fully comply with these requirements during the term of this Agreement may be considered a material breach of contract and may be cause for immediate termination of the Agreement at the option of the County. The County reserves the right to negotiate additional specific insurance requirements at the time of the contract award.

Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above-described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor’s policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County.

No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors. The

Solicitation # B2600101 Page 30

Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.