county of mchenry 26-9301 general security services.pdf

McHenry County Procurement Division 2200 N Seminary Avenue, Woodstock, IL 60098

REQUEST FOR PROPOSAL

RFP 26-9301

GENERAL SECURITY SERVICES FOR MCHENRY COUNTY ADMINISTRATION BUILDING

The County of McHenry seeks qualified firms to provide General Security Services for the Administration Building, located at 667 Ware Road, Woodstock, IL. All requirements are according to specifications enclosed herein.

Contact Information:

Geoffrey Bauernfeind, Procurement Specialist; email: gwbauernfeind@mchenrycountyil.gov

The attention of bidders is directed to the McHenry County Purchasing Ordinance, revised March 30, 2026. This Ordinance is incorporated by reference into this bid as if it were contained herein.

Should there be a conflict between any instruction or information and the Purchasing Ordinance, the Purchasing Ordinance will take precedence.

All communication regarding this solicitation between the date of issue and date of award is required to go through the County Procurement contact specified. Unauthorized contact with other McHenry County staff, officers, or consultants is strictly forbidden. ELECTRONIC

COMMUNICATIONS REQUIRED.

Bids/Proposals/Qualifications shall be SUBMITTED ELECTRONICALLY (scan your bid file-Upload PDF and (if requested) separate Excel file) using the menu link, titled "Submit Your RFP, RFQ, or Bid". All RFP, RFQ and Bids must clearly include the Bidder Name, Bid Number & Title.

SCHEDULE OF EVENTS

July 22, 2026 Solicitation Available on County Website

July 29, 2026 Questions regarding this RFP are due no later than 12:00PM CST Submit by email of listed contact.

August 05, Questions answered and Addendum posted to County Website no later than 4:00PM CST

August 12, 2026 Submissions due no later than 9:00AM CST.

August 12, 2026 Bid Opening

GENERAL INFORMATION:

Digital Materials: All digital and printed public-facing materials and engagement events produced for this project must meet the requirements of Title II of the Americans with Disabilities Act and the Web Content Accessibility Guide (WCAG) 2.1, Level AA.

Freedom of Information Act: Individuals or firms are to submit one ELECTRONIC submission.

All data and documentation submitted as part of this request shall become the property of McHenry County. After a contract is executed, all submissions, responses, and documents/materials shall be considered public information and will be made available for inspection in accordance with the Illinois Freedom of Information Act.

Your company may provide a redacted version of your submission, which will be used for FOIA purposes.

Absolutely no submissions will be accepted after the time specified. Late submissions shall be rejected and returned unopened to the sender. The County of McHenry cannot be held responsible for any delay, regardless of reason, in the transmission of submissions.

DESCRIPTION OF WORK AND SPECIFICATIONS

The County of McHenry seeks qualified firms to provide General Security Services for the Administration Building, located at 667 Ware Road, Woodstock, IL. The contractor shall be responsible for determining the processes needed and determining the sufficient work force needed to provide thorough and comprehensive security services performed by unarmed security personnel. The contractor assumes all legal responsibility as the employer including insurance, workers’ compensation, payment of wages, other compensation due to said people, and compliance with all applicable federal, state, and local tax requirements. Unless otherwise stated, all times provided in this bid are CST (Central Standard Time).

This is a multi-year bid. Years 1 and 2 from 12/1/26-11/30/28; Year 3, optional, from 12/1/28- 11/30/29; and Year 4, optional, from 12/1/29-11/30/30.

Penalty for lack of coverage: Once the account is set up, the County will not permit the post to operate with fewer officers than proposed and accepted by the County including post coverage during breaks, lunches, absences, etc. If this situation occurs, County will notify contractor that the post is not adequately staffed. The contractor shall immediately take action to staff the post within two (2) hours. In the event the contractor cannot staff the post within two (2) hours, the County will take action to staff the post, and the contractor will be charged an hourly rate of $200.00/person for the County to cover the post.

Minimum Qualification of Security Officer and Supervisor:

A high school education or G.E.D. equivalency;

Hold a current Permanent Employee Registration Card (PERC) issued by the State of

Illinois;

Ability to read ENGLISH, understand ENGLISH, and write ENGLISH legibly;

Ability to communication verbally in ENGLISH in person, telephone, and e-mail; and Be trained in general security procedures prior to assignment.

Personnel: The contractor shall perform background screening on all employees assigned to work under this contract. The contractor shall notify the County prior to any change of personnel before the change occurs. There should be both male and female guards available in the event of body searches with wands needing to be done. The contractor shall provide names of all substitute workers which may be used to perform work under this contract for advanced approval. The County reserves the right to reject or request replacement of any employee without cause. The Contractor shall designate a site supervisor who has the authority to address immediate personnel issues that may arise and serve as an immediate point of contact for the County.

Recruitment/Retention: Contractor shall provide detailed information on their recruitment and retention program, including their plan to hire staff, their employee benefit program, the pay rate(s), and other factors that will impact the contractor’s ability to attract and retain staff for this contract.

Contractor shall pay prevailing wage as outlined by the State of Illinois. The County encourages contractors to incorporate an annual hourly wage increase for officers as a way to retain seasoned trained officers. The County requests the retention of the current staff, if possible.

Staffing Plan: Contractor must submit a proposed staffing schedule for all designated hours. This must include specific reference to coverage during breaks, lunches, absences, etc. In addition, this plan shall include an explanation of the experience of the site-supervisor. The team lead will be responsible for notifying the County of any changes to scheduled personnel or disciplinary actions.

County Staffing Needs:

Base service to be bid:

1. The County requires coverage at the Administration Building Monday through Friday from 7:00am to 5:00pm with additional coverage needed for early morning, evening, weekend meetings, and special events.

a. Two Officers required to man the front desk during business hours

i. One Officer required to man the front desk Monday through Friday 7:00a to 4:30p.

ii. One Officer required to man the front desk Monday through Friday 8:00a to 5:00p

b. Evening meetings average 1-2 per week. Coverage is required until all members of the public have exited the building. Meetings generally conclude by 10:00p.

Extended / Extraordinary hours: Those hours beyond the hours included in the base service:

c. Weekend meetings average 6-10 per year. Coverage is required until all members of the public have exited the building. Meetings generally do not extend past 4:30pm.

d. During Primary, Consolidated, and general elections the County Clerk is required to offer extended voting and voter registration hours. The Administration Building is required to be opened several weekday evenings and several weekend days.

e. Several times each year two (2) officers are required for an after-hour evening meeting due to a large number of participants. An officer is required on both floors of the Administration Building for those meetings.

County optional service: Ala carte service bid on a per hour, per security guard basis

f. There may be occasions when the County determines that increased security measures are required. To meet this possible need, the contractor shall provide additional security personnel trained, qualified and equipped to perform security and weapons screening via hand wanding at the County' request with 24 hours advance notice. This will be an optional or 'a la carte' service for which a separate hourly rate is to be indicated on the bid response sheet. The contractor shall provide the equipment (technical description of the hand wand) required to perform this service if requested.

The quantity of personnel required shall be determined at the time of the request but would typically be two (one of each gender).

2. Officers are required to remain on duty until all members of the public have exited the building and a final building round has been performed.

3. The contractor pays overtime for officers working overtime greater than forty (40) hours per work week due to staffing issues or issues outside of the County’s control.

4. In the event the County determines that additional security personnel shall be required beyond the regular staffing required stated above due to a special event or function, the contractor shall be able to provide up to two (2) additional personnel with 24 hours advance notice.

Transition Plan: Contractor shall develop a process that ensures a smooth transition. The transition process shall be a seamless process for County. The transition plan may consist of conducting a comprehensive review of security procedures to determine what changes, if any, should be implemented. Risk Management will coordinate all requests from the selected contractors to determine their operational needs. The transition plan must include a training program and time frame for a smooth transition.

Liaison: The contractor shall assign a liaison to monitor officers’ performance and be available to the County during working hours. The liaison shall be a member of the contractor’s management team and must return phone calls within one (1) hour to discuss time-sensitive issues such as personnel or emergencies. The liaison must have the authority to make discussions quickly with the authority to remove personnel from the assignment, when necessary.

Training: All officers must be trained and tested in general security techniques prior to placement.

The contractor shall provide recurrent training and testing at least four (4) times each year or as required by the federal or state requirements. They also must possess a valid PERC Card.

Contractors shall include, with their bid, information on their training program addressing initial training and testing, on-the-job training and testing, recurrent training and testing in general training areas. McHenry County reserves the right to review and approve the training procedures utilized by the contractor. McHenry County reserves the right to require or request specific training related to potentially interacting with law enforcement as well as specific operations and emergency procedures at the Administration Building. The Contractor shall participate in Administration Building drills, exercises, and emergency plan/procedure review sessions as required by the County.

Officer Specifications:

Officers assigned to the County are NOT an employee of the County and are not eligible for any benefits, including Workers’ Compensation.

Contractor shall ensure that all local, state, or federal regulations for the security industry are followed.

Contractor shall provide body armor as requested by officers. Contractor is responsible for body armor policy as to when body armor is worn and is responsible for replacement of body armor as recommended by the manufacturer.

Contractor shall supply and maintain portable communications for each on-duty officer.

The portable communications devices allow for immediate and quick communications between officers without having to leave their post in an emergency situation.

Contractor shall issue a photo ID badge to all officers prior to assignment with the County.

A County Photo ID badge will be issued, with Administration Building access, when an officer presents with a valid driver’s license, a State of Illinois Department of Financial and Professional Regulation card AND contractor issued company photo ID.

County photo ID badges remain the property of the County and shall be returned to Risk Management upon officer leaving their County assignment.

Once the account is established, no less than one (1) week of training is required for new officers. The County reserves the right to determine when or if a County Photo ID will be issued.

Officers shall have the ability to interact courteously and tactfully with the public.

Professional conduct is expected at all times.

If assigned for County-optional services, Officer shall be knowledgeable and capable of using a magnetic wand and conducting a proper search.

Officer shall have the ability to interact with the emotionally disturbed, the inebriated and the belligerent, without a show of force.

Officer shall have the ability to observe and report suspicious activities and evidence of loss or damage to property and equipment.

Officer shall have the ability to stand for extend periods of time, walk a distance, go up and down stairs as required in the building rounds.

Officers shall ensure that all vendors sign in and out of the building. They shall assist vendors, when needed, by opening and standing at the basement loading dock. Officers are not required to assist vendors moving or carrying objects.

Officers are NOT required to make deliveries of goods to departments or employees;

including deliveries such as flowers or food. Officers can call the department to ask an employee to come to the front desk to retrieve delivered items.

Officers SHALL NOT take possession of paperwork or money for departments including paying for food deliveries during or after business hours.

Officer shall not remove or purposely remove keys or other County property from the building.

Officer shall be responsible for raising and lowering United States, State of Illinois, and County flags as directed.

Officers shall be familiar of Administration Building security system. They should know the system well enough to pull requested data. Video surveillance is used to monitor exterior and interiors areas of Administration Building where there is no reasonable expectation of privacy.

Officers are not required to watch cameras 100% of the time and employees should not have an expectation that they are under continuous surveillance when they are in the range of a camera.

The County Holidays are as follows. The holiday schedule changes annually and is approved by the County Board in November of the previous year. Since these days are already factored into the base price, the County encourages regularly assigned staff to be paid for these days:

New Year’s Day Labor Day Martin Luther King, Jr Day Columbus/Indigenous Peoples Day President’s Day Veterans Day Spring Holiday Thanksgiving Memorial Day Day Following Thanksgiving Juneteenth Christmas Independence Day

Please Note: The holiday schedule will be provided yearly after its adoption by the McHenry County Board.

Uniform:

Officers are required to maintain a neat clean, well-groomed appearance and to look professional at all times while on duty.

Contractor shall ensure officers have sufficient correctly fitting uniforms for Officers’ work week.

The County reserves the right to select standard uniforms. Ill-fitting uniforms are not considered appropriate dress.

Contractor shall furnish Officers’ complete County approved uniforms including name tag.

Sweaters, jackets, or fleece vests may be worn as long as the contractor’s name and/or logo is visible and does not distract from the professional appearance of the officer.

The County suggested seasonal uniforms as:

o October 1 through April 30 = long sleeve shirt with tie, black turtleneck, or dickey.

o May 1 through September 30 = short sleeve shirt with an open collar and color appropriate tee-shirt.

o We encourage officers to dress uniformly when working in pairs.

County Photo ID badges shall be worn at all times while on duty. The County ID shall be visible, worn on the Officer’s outermost layer of clothing, and shall be worn above the belt line.

Hats shall not be worn while indoors. Winter hats may be worn while making exterior building checks.

Hair shall be no longer than touching collar. Females are to wear their hair in a singular braid, bun, twist, or bob haircut, so as long as hair is neat and orderly. Un-natural hair colors for both male and female are not authorized. If deemed to create a distraction, the officer will have 1 week to correct before receiving penalty.

Facial hair shall be well trimmed and well groomed.

Nails are to be clean & well maintained.

Officers shall come to work prepared with all necessary equipment and/or supplies to complete their daily work assignment.

Duties and Responsibilities:

One (1) officer shall make internal and external Administration Building walking rounds every half-hour leaving on (1) officer to man the front desk and remain in contact with other officer using portable communications.

An emergency is an interruption to normal County operations. Officers must be familiar with County’s emergency action plans.

o Officers are asked to act as guides to the public during an emergency evacuation by directing everyone to the nearest stairway and/or exist and out of the building.

o Do not use elevator.

o Officers are not required to fight fires, provide medical aid, or perform life safety activities.

Officers must by well-versed in County policies and procedures and must document their review of the policies and procedures annually or when changes occur in policies and procedures.

Officers do not investigate auto mishaps in the parking lot. If requested, they may contact Woodstock City Police Department to investigate.

Officers will track (count) the number of people entering the Administration Building any time the building is open including after-hour meetings.

For all incidents or accidents, officers are required to complete a County Government Facility Incident report and submit the original to Risk Management before logging off their shift.

NO weapons of any kind are allowed in the Administration Building except for those carried by sworn law enforcement personnel with proper identification. Proper identification shall be on their person.

Woodstock City Police is the responding 9-1-1 agency. Officers shall make every effort to secure positive identification of people in violation.

Call 9-1-1 for the following, but not limited to:

i. Disruption of the normal operation of the County. If a person is asked to leave the facility and refuses to leave his refusal will be treated as disruptive behavior.

ii. Obstructing access to County offices or willful demonstrations within the interior of a facility.

iii. Threat of physical harm to persons or damage to County property. Violence is behavior that causes harm to a person, damage to property, or causes fear for one’s safety or the safety of others. Such behavior is unacceptable at County facilities.

iv. Unauthorized entry into County rooms or areas, entry at unauthorized time, or unauthorized or improper use of any County property, equipment, or building.

v. When notified of a theft or missing property.

MANDATORY PAGE (1/8)

The following detailed information must be included in bid. The County requires use of this form but may accept additional documentation as long as it is CLEARLY IDENTIFIED.

Staffing Plans

1. Please describe the benefits offered or provided to full time and part time employees.

2. How much notification does your firm need to effectively respond to changes in staffing needs? What kind of notification do you require?

3. Please describe your plan to address staffing contingencies such as an employ calling in sick or unable to report for an assigned shift.

4. Please describe any additional services or qualifications offered by your firm that would benefit McHenry County and would be incorporated into the base fee that if a guard is sick; what is the staffing plan to replace that individual until they are better?

5. Please feel free to provide any additional information the County should consider.

MANDATORY PAGE (2/8)

The following detailed information must be included in bid. The County requires use of this form but may accept additional documentation as long as it is CLEARLY IDENTIFIED.

6. Recruitment and Retention program

7. Proposed Staffing Schedule

8. Training Program(s)

9. Testing Program(s)

10. What is the salary rate paid to the employee?

11. This bid requests two regular employees, describe how would it affect the Bid and Rates to have a one supervisor and one regular employee four days a week?

MANDATORY PAGE (3/8)

Review, initial the following, and include with bid:

Minimum qualification of security officer and supervisor are provided Please Initial: _________

Our company will provide background screening on all employees assigned under this contract Please Initial: _________

Our company has provided detailed information on their recruitment and retention program with submittal. Please Initial: _________

We have provided a proposed staffing schedule for all designated hours with our submittal. Please Initial: _________

We have developed a process that ensures a smooth transition for McHenry County, and mention of that content are found here within. Please Initial: _________

Our company has assigned a qualified liaison to monitor officers’ performance and be available to the County during working hours. Please Initial: _________

We have provided recurrent training and testing at least four (4) times each year or as required by the federal or state requirements. Please Initial: _________

All employees will possess a valid PERC Card. Please Initial: _________

All staffing questions are filled out. Please Initial: _________

Staffing plan is provided here within. Please Initial: _________

MANDATORY PAGE (4/8)

Bid Page:

Services:

HOURLY

RATE

Year 1 12/1/26- 11/30/27

HOURLY

RATE

Year 2 12/1/27- 11/30/28

HOURLY

RATE

Year 3, optional 12/1/28- 11/30/29

HOURLY

RATE

Year 4, optional 12/1/29- 11/30/30

Daytime Shift Base Price *per hour, per person rate

Range is between 95 to 105 hours per week

Bid Rate Based upon

105 HOURS $ $ $ $

Fixed Hourly Rate *per hour, per person rate

This is beyond the 105 hours/week of the regular daytime shift $ $ $ $

Optional Services Rate *per hour, per person rate

Extraordinary or unexpected circumstances $ $ $ $

Exceptions to this RFQ, Standard T&C, and Purchasing Ordinance (If none, write “none”):

MANDATORY PAGE (5/8)

REFERENCES & EXCEPTIONS

List three (3) references, other than McHenry County, you have done similar work, service or supplied similar products to within the last twelve (12) months. Email addresses are required. It is the responsibility of the submitter to ensure references respond to the County in a timely manner.

Entity: ___________________________________________________________________

Contact Person: ___________________________________________________________

City, State, Zip Code: _______________________________________________________

Telephone Number: ____________Email Address: ________________________________

Entity: ___________________________________________________________________

Contact Person: ___________________________________________________________

Entity: ___________________________________________________________________

Contact Person: ___________________________________________________________

MANDATORY PAGE (6/8)

CERTIFICATIONS

I acknowledge there to be EIGHT (8) Mandatory Pages for my submission to be considered in addition to information requested with the Scope and Specifications: Staffing Plans (two pages), Acknowledgements, Bid/Pricing Page, References Page, Certifications Page, Signature Page, and W-9. Yes

Vendor certifies it has not been barred from contracting with a unit of State or Local Government because of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961, as amended [720 ILCS 5/33E-3 or 720 ILCS 5/33E-4].

A contractor who knowingly makes a false statement, material to the certification, commits a Class 3 felony. Yes

Vendor certifies it is aware that all contracts for the Construction of Public Works are subject to the Illinois Prevailing Wage Act (820 ILCS 130/1-12) and this Solicitation

Is Subject to, Is not Subject to the Illinois Prevailing Wage Act. Yes

Vendor acknowledges this Solicitation Is Subject to, Is not Subject to the Employment of Illinois Workers in Public Works Act (30 ILCS 570/3) and will comply with the requirements set forth in this Act. Yes

I acknowledge this Solicitation Requires, Does not Require a Bid Bond Yes Bid Security shall be in an amount equal to at least ten percent (10%)of the amount of the Bid except for the Division of Transportation, which should be at least five percent (5%). Bid Security shall be a bond provided by a surety company authorized to do business in the State of Illinois, or a certified check, bank draft, or cashier’s check.

I acknowledge this Solicitation Requires, Does not Require Performance & Payment Bonds Yes

Vendor understands that, in submitting this bid/proposal, it waives all right to Plead any misunderstandings regarding the foregoing information presented in the Solicitation Documents, including but not limited to, the McHenry County Purchasing Ordinance, Standard Terms and Conditions, and All Addendums. Yes

MANDATORY PAGE (7/8)

SIGNATURE PAGE – AUTHORIZED NEGOTIATORS

State full names, titles and addresses of all responsible principles and/or partners below:

Authorized Negotiators:

Name and Title:

Telephone Number: __________________ Email: ___________________________________

Name and Title:

Contact Person for Solicitation Questions/Clarification:

Name and Title:

I have carefully examined the Bid or Request, Scope of Work, Specifications, and any other documents accompanying or made a part of this Bid or Request. I hereby propose to furnish the goods or services specified. I agree my proposal will remain firm for a period of up to 120 days from Due Date in order to allow the County time to evaluate the qualifications submitted. I verify all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify I am duly authorized to submit on behalf of the firm as its act and deed, and the firm is ready, willing, and able to perform if awarded the contract. I further certify, under oath, this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service. No officer, employee or agent of the County of McHenry or any other proposer is interested in said proposal and the Undersigned executed this Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

Individual/Company/Corporation:

Business Address:

City, State, Zip Code:

Printed Name and Title:

Authorized Signature: ________________________________________________________

Date: _________________________ End of Document