Department_of_Water_and_Power_Security_Services.pdf

REQUEST FOR PROPOSALS

DEPARTMENT OF WATER AND POWER SECURITY

SERVICES

FOR THE

WATER & POWER DEPARTMENT, POWER SUPPLY

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Department of Water and Power Security Services Release Date: Monday, April 21, 2025

Attachments:

A - Master Services Contract B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

I - RELEVANT EXPERIENCE FORM

J - Insurance Requirements - PWP Security Services 2020.1

1. Introduction

1. Summary

The City of Pasadena ("City") Water and Power Department ("PWP") is seeking professional services for Security Services as outlined in this Request for Proposal ("RFP") to monitor and ensure security and safety for several PWP properties. Prospective service providers must have a State of California Private Patrol Operator license from the Bureau of Security and Investigative Services ("BSIS") and be fully bonded, licensed, and insured to submit a proposal for this RFP.

PWP will award a contract to a single vendor. Proposals shall include pricing for all sites and potential additional sites to be added at a later time by PWP. PWP may choose contract with one or more of the sites listed in this RFP during the duration of the contract award.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

Pasadena Water and Power ("PWP") is a municipally owned water and electric utility governed by Pasadena's elected Mayor and seven-member City Council. PWP's electric service area encompasses approximately 23 square miles. PWP is under the management and control of the City Manager, subject to the power and duties vested in the City Council and is supervised by the General Manager who is responsible for design, construction, maintenance and operation of the water and electric utilities. PWP is responsible for the Electric System and the City's Water System. Within the Electric System and the Water System divisions, PWP is organized into six separate business units. The structure allows for a higher level of accountability as well as the creation of individual cost centers and profit centers.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, April 28, 2025, prior to 12:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Project Contact:

Arturo Silva Power Plant Manager Email: asilva@cityofpasadena.net Phone: (626) 744-4568 Procurement Contact:

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Water & Power Department, Power Supply

4. Timeline

Release Project Date April 21, 2025

Question Submission Deadline April 28, 2025, 12:00pm

Proposal Submission Deadline May 5, 2025, 4:00pm mailto:asilva@cityofpasadena.net tel:(626)744-4568 mailto:awatson@cityofpasadena.net tel:(626)744-8382

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

State of California Private Patrol Operator license from the Bureau of Security and Investigative Services ("BSIS") and be fully bonded, licensed, and insured

3. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 4:00 pm on Monday, May 5, 2025. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293921 https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293927 https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293921

4. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293921 https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293927 https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293921

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

5. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

6. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

https://procurement.opengov.com/portal/pasadena/projects/143081/document?section=1293920

3. Scope of Work

1. Location of Services

Location of the services covered by this Request for Proposal are listed below:

• Broadway/Glenarm Plant - 85 East State Street, Pasadena, CA ("Glenarm Plant") o The project site is bordered by Glenarm Street, State Street and the Metro Gold Line, South Fair Oaks Avenue, and the Arroyo Seco Parkway (SR 110). The City’s Power Plant consists of two power generating facilities flanking the Metro Gold Line tracks:

the Glenarm site to the west and the Broadway site to the east. The Glenarm facility is approximately 6.52 acres and is developed with the Glenarm Steam Plant Building and Electric Fountain, a City-designated local historic monument; Pacific Electric Railway Company (PERC) Substation No. 2, a City designated local historic landmark;

and five natural gas turbine generators (GT-1 through GT-5). See Figure 1.

• Azusa Plant - 1850 Ranch Road, Azusa, CA ("Azusa Plant") o The City of Pasadena owns and operates an existing hydroelectric plant located in the City of Azusa, approximately three miles northeast of the intersection of Interstate (I) 605 and I-210. Access to the site is from I-210, via North Azusa Drive to Ranch Road.

See Figure 2.

• Santa Anita Receiving Station and Wadsworth Treatment Facility - 160 North Altadena Drive and 129 North Vinedo Avenue, Pasadena, CA ("Santa Anita/Wadsworth") o The City of Pasadena operates two adjoining Water and Power facilities. The project site is bordered by Altadena Drive to the west, Walnut Street to the south, Vinedo Street to the east and Bersa Street to the north. The combined acreage of these sites is approximately 4.5 acres and is developed with electric and water-related infrastructure. See Figure 3.

The Power Plant Manager or designated Division Representative for these sites will serve as the primary contact(s) for each of their respective location(s).

2. Security Services

The City of Pasadena requires the following security services each site:

Glenarm Plant

1. Patrolling exterior areas immediately adjacent to designated buildings structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting.

2. Patrolling interior areas of the patrol perimeter, as depicted in Figure 1, including grounds and fence lines of designated buildings, and structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting.

3. Checking locks on individual windows, doors, and gates.

4. Guarding selected entrances, exits, corridors, and courtyards and permitting only authorized personnel to enter city-owned buildings, structures, and restricted areas.

5. Immediately responding to protective alarm signals or other indications of suspicious activities.

6. Immediately reporting to the Power Plant Manager and to the designated Division Representative and monitor any unusual problem or occurrence such as the presence of unauthorized or illegally parked motor vehicles on the premise or driveway.

7. Reporting to the Power Plant Manager and to the designated Division Representative any inoperative, malfunctioning, or damaged equipment, including inoperable lighting, faulty alarms, damaged locks, and windows, utilizing appropriate routine and emergency response procedures.

8. Upon request, presenting to the Power Plant Manager and to the designated Division Representative a summary of all attempted and actual incidents, actions taken in response to these events by the service provider and recommendations to prevent future similar incidents.

9. When required, assisting in the prosecution of any unlawful action by fully cooperating with the City Attorney in preparation and presentation of evidence in court involving the specified properties.

Azusa Plant

1. Patrolling interior areas of the patrol perimeter, as depicted in Figure 2, including grounds and fence lines of designated buildings, and structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting.

2. Checking locks on individual windows, doors, and gates.

3. Immediately reporting to the Power Plant Manager and to the designated Division Representative any possible, attempted, or actual criminal activity including, but not limited to loitering, assault, burglary, theft, and vandalism.

4. Immediately reporting to the Power Plant Manager and to the designated Division Representative and monitor any unusual problem or occurrence such as the presence of unauthorized or illegally parked motor vehicles on the premise or driveway.

5. Reporting to the Power Plant Manager and to the designated Division Representative any inoperative, malfunctioning, or damaged equipment, including inoperable lighting, faulty alarms, damaged locks, and windows, utilizing appropriate routine and emergency response procedures.

6. Upon request, presenting to the Power Plant Manager and to the designated Division Representative a summary of all attempted and actual incidents, actions taken in response to these events by the service provider and recommendations to prevent future similar incidents.

7. When required, assisting in the prosecution of any unlawful action by fully cooperating with the City Attorney in preparation and presentation of evidence in court involving the

Santa Anita/Wadsworth

1. Patrolling exterior areas immediately adjacent to designated buildings structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting.

2. Patrolling interior areas of the patrol perimeter, as depicted in Figure 3, including grounds and fence lines of designated buildings, and structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting.

3. Checking and locking individual doors and gates.

4. Guarding selected entrances, exits, corridors, and courtyards and permitting only authorized personnel to enter city-operated buildings, structures, and restricted areas.

5. Immediately responding to protective alarm signals or other indications of suspicious activities.

6. Immediately reporting to the designated Division Representative and monitor any unusual problem or occurrence such as the presence of unauthorized or illegally parked motor vehicles on the premise or driveway.

7. Reporting to the designated Division Representative any inoperative, malfunctioning, or damaged equipment, including inoperable lighting, faulty alarms, damaged locks, and windows, utilizing appropriate routine and emergency response procedures.

8. Upon request, presenting to the designated Division Representative a summary of all attempted and actual incidents, actions taken in response to these events by the service provider and recommendations to prevent future similar incidents.

9. When required, assisting in the prosecution of any unlawful action by fully cooperating with the City Attorney in preparation and presentation of evidence in court involving the

3. Location and Hours

NOTE: Locations and hours are based on typical service hours and are provided as a sample and are subject to change.

General Patrol Services - Glenarm Plant 8,760 estimated hours annually

• Require one to two security guards to provide 24 hour, seven days a week security.

Security, crime prevention and safety services to include but not limited to foot patrol, standing security services, clear and secure perimeter and enforce rules and regulations of the Glenarm Plant. Verify access authorization for non-badged visitors. Services include but not limited to patrol, clear and secure all locations at the set time as directed. Security, crime prevention and safety services to include but not limited to patrol, record license plates, if applicable, enforce parking regulations at all times, identify, record, and report unauthorized parking violations and activities. Security, crime prevention and safety services to include but not limited to patrol, monitor visitor entry/exit; assist employees and visitors with building access and evacuation;

assist City's police and fire personnel upon arrival.

General Patrol Services - Azusa Plant 1,460 estimated hours annually

• Require (2) two visits per day, for approximately (2) hours each visit, seven days a week, including holidays.

Security, crime prevention, and safety services to include but not limited to foot patrol, standing security services, clear, secure, and lock entry gate and enforce rules and regulations provided by the Power Plant Manager and/or designated Division Representative.

General Patrol Services – Santa Anita/Wadsworth

8,760 estimated hours annually

• Require one to two security guards to provide 24 hour, seven days a week security.

Security, crime prevention and safety services to include but not limited to foot patrol, standing security services, clear, secure, and lock floors, offices and enforce rules and regulations of city-operated facilities. Guard main entrance, monitor, stop and verify access authorization for all non-city owned vehicles and visitors. services include but not limited to patrol, clear, secure and/or lock all locations at the set time as directed. Security, crime prevention and safety services to include but not limited to patrol, record license plates, if applicable, enforce parking regulations at all times, identify, record, and report unauthorized parking violations and activities. Security, crime prevention and safety services to include but not limited to patrol, monitor and record visitor entry/exit; assist employees and visitors with building access and evacuation; assist City's police and fire personnel upon arrival.

4. Security Requirements

The proposed solution must address the following requirements for minimum qualifications for security personnel:

1. Within Federal, State, County, and City affirmative action, equal opportunity, and other nondiscrimination statutes, laws, ordinances, and regulations, the service provider shall provide security personnel who meet the following minimum criteria:

• Possess a high school diploma or GED.

• Must possess the physical strength to lift up to 50 lbs.

• Have the legal right to work in the United States.

• Pass a background check conducted by the California Department of Justice (using Live Scan) as part of their State Licensing.

• Completed and passed a drug screening, a finger printing process, and a medical examination to determine fitness to perform assigned duties.

• Must be able to read, write, and speak English at a High School level.

• Must be able to write legible and intelligible reports.

• Possess and maintain at least a valid Class C – California Driver’s License;

• Must have the ability to give and follow oral and written instructions in English.

• Security personnel must possess a valid Security Guard License issued by the State of California, Department of Consumer Affairs, Bureau of Security, and Investigative Service.

2. The city desires a favorable image and considers it to be a major asset of a security service. The service provider’s employees’ appearance, personal hygiene, attitude, and job knowledge shall present a favorable image. Smoking, reading unauthorized material, eating, or grooming shall be prohibited while guards are in public view. No personal phone calls, texting, or web surfing will be permitted, except in an emergency.

3. Security personnel shall have reasonable concern for their own physical safety and shall take reasonable precautions not to place themselves or others in situations that would encourage violence.

4. The city prohibits the use of arrest powers by security personnel. Security personnel powers of arrest are no greater than that of a private citizen. In cases of self-defense or a citizen’s arrest, security personnel shall use only the force necessary to affect an arrest or defend oneself. When necessary, the proper police authority shall be summoned. Security personnel shall always be cooperative with authorized emergency personnel, by providing assistance, while not interfering in the performance of their duties.

5. Security personnel shall use excellent discretion in dealing with situations that do not readily fall into specific categories.

6. The quality and experience of the security personnel and the services provided will be critical elements of the contract. The service provider shall maintain copies of each assigned security personnel’s current State of California Security Guard license and copy of current State of California driver’s license for the duration of the contract. The city reserves the right to request proof of these documents at any time. Security personnel shall carry their license at all times and may be subject to periodic inspection by City Staff.

7. Security personnel shall be adequately trained and experienced in their specific duties and for each piece of security equipment carried or used. They shall also be trained in the use of all-purpose fire extinguishers, drug/narcotics identification, bomb threat situations, and the avoidance of violent situations.

8. Security personnel must possess and exercise strong personal interactive skills when dealing with the public.

9. Security personnel’s personal appearance must be exemplary. Security personnel are expected to have their clothing neat, clean, and well pressed at all times. Uniforms shall not have rips, tears, visible repairs, missing buttons, excessive tightness, or bagginess. Shirts must be tucked in at all times.

10. All security personnel on shift shall carry two-way radios, cellphones and/or other communication devices that enable the guards to immediately contact, or be contacted by other guards, the service provider, city, or emergency personnel when necessary. The primary mode of communication between the Power Plant Manager, the designated Division Representative(s), and security personnel on shift shall be by cell phone.

11. Security personnel shall monitor the PWP designated locations for any unusual or suspicious activity and investigate, as necessary.

12. Security personnel shall enforce the city’s adopted security policies when exercising their screening functions.

13. Security personnel shall maintain daily activity reports for each guard on shift and shall submit it to the Power Plant Manager and to the designated Division Representative upon request.

14. Security guards shall comply with all reasonable directives from the Pasadena Police Department and/or the Power Plant Manager and the designated Division Representative

15. Exceptions to these requirements may be considered and must be approved by the city in advance of any personnel hiring. Exceptions may include licensing requirements or grace period to attain them.

16. Security personnel shall follow all instructions and instructional materials provided by the Power Plant Manager and/or designated Division Representative to operate duties at all PWP sites.

5. Account Management

The service provider's personnel will be crucial to the success of the program. On behalf of the service provider, the Account Manager and other identified service provider personnel will have the authority and responsibility to direct the daily fulfillment of security, crime prevention, safety-related activities.

The city considers a highly qualified Account Manager to be the service provider's dedicated employee who is exclusively assigned to the city and whose sole purpose is to fulfill a specific function or responsibility as described in this document. This dedicated employee shall not be assigned alternate functions or responsibilities within the scope of the contract or be assigned to a location outside of the contract.

It shall be the responsibility of the service provider and the Account Manager to ensure compliance with all applicable Cal/OSHA, OSHA and other federal, state and local laws and regulations regarding personnel, their tasks and equipment.

The proposed solution must include Account Management services. The service provider shall assign an experienced, dedicated Account Manager with an understanding of the following minimum qualifications and expectations:

1. Exclusively serve the city contract as dedicated personnel.

2. Serve as the primary contact for the Power Plant Manager and the designated Division Representative and shall not at any time be working any of the shifts. In his or her absence, an alternate Account Manager shall fulfill the duties of the Account Manager.

When acting in the capacity of the Account Manager, the alternate Account Manager must comply with all expectations of the contract.

3. Shall not delegate his/her responsibilities other than when on vacation or sick leave. If the Account Manager does not fulfill duties as described, a new Account Manager will be requested. If the duties and responsibilities of the Account Manager are altered in a manner inconsistent with this document, then liquidated damages will be assessed, up to and including, termination of contract.

4. Have full authority to act for the service provider at all times, and to carry out the provisions of the contract.

5. Make himself or herself available to the Power Plant Manager and to the designated Division Representative to discuss performance of the services or other provisions of the contract at any time.

6. Provide direct contact information to be reached twenty-four (24) hours a day seven (7) days a week 365 days per year, including holidays.

7. Respond to the Power Plant Manager and to the designated Division Representative within ten (10) minutes of receiving a call or text. The Account Manager shall respond immediately to serious security or emergency incidents. When required, the Account Manager must respond in person to a site within one (1) hour, unless the Power Plant Manager and/or the designated Division Representative determines a different time frame. In the event the Account Manager is temporarily unavailable, the service provider shall provide advance notice by way of email and provide information for an alternate management representative who is authorized to make staffing and other critical decisions on behalf of the service provider.

8. To attend regular meetings with the Power Plant Manager and the designated Division Representative to determine the City’s service needs and ensure that the contract services are performed as expected.

9. Provide service improvement recommendations to Power Plant Manager and/or the designated Division Representative when requested.

Additionally, the service provider shall designate a full-time 100% dedicated experienced Account Manager and shall possess the following minimum qualifications.

1. Two (2) or more years of previous experience managing and supervising a security guard services team for multiple tasks and locations for a municipality or other large public agency.

2. Account Manager is required to be locally based and be available 24/7/365 by phone/or in-person and be able to respond to emergency situations relating to security related services following the Notice to Proceed being issued.

3. General knowledge of the laws and ordinances pertaining to security and safety as it relates to security services.

4. Ability to interpret and disseminate policy, new procedures or techniques and other types of information; customer service and public relations techniques.

5. Ability to understand for enforcement purposes specific laws and ordinances related to security and safety services.

6. Superior communication skills which include:

a. Ability to interpret and disseminate policy, new procedures or techniques and other types of information; customer service and public relations techniques.

b. Writing skills necessary to complete status and incident reports.

7. Ability to clearly convey information to city management or staff.

8. Successful completion of a developed reference check, a drug screening test and medical examination to determine fitness to perform duties as assigned.

9. The Account Manager shall meet regularly with the Power Plant Manager and/or with the designated Division Representative to determine the city’s safety, security needs and ensure that the requested services are performed as desired.

10. The Account Manager will serve as the primary contact for the city and shall not at any time be working any of the shifts. In his or her absence, a 100% dedicated temporary Account Manager shall fulfill the duties of the permanent Account Manager. When acting in the capacity of the Account Manager, the temporary Account Manager must comply with all expectations of the Account Manager as described in this RFP, including not working any of the shifts.

11. The Account Manager shall not delegate his/her responsibilities to other service provider personnel except when on vacation or sick leave. If the Account Manager does not fulfill duties as described, a new Account Manager will be requested. If the duties and responsibilities of the Account Manager are altered in a manner inconsistent with this RFP at the corporate level, then liquidated damages will be assessed, up to and including, termination of contract.

12. The service provider’s assigned Account Manager and temporary Account Manager when applicable, must provide twenty-four (24) hours a day seven (7) days a week direct contact information.

13. The service provider’s assigned Account Manager and Temporary Account Manager must respond to the Power Plant Manager and to the designated Division Representative within ten (10) minutes by calling via telephone or cell phone and must respond immediately for serious security or emergency incidents. When required, the Account Manager must respond to a site within one (1) hour, unless the Power Plant Manager and/or the designated Division Representative determine(s) a different time frame. In the event that the Account Manager or the Temporary Account manager is unavailable, the service provider shall notify the city’s designated Division Representatives in advance via email and provide information for an alternate management representative who is authorized to make staffing and other critical decisions on behalf of the service provider.

This shall be at no additional cost to the City.

14. Account Manager shall provide safety improvements or recommendations to city staff when requested or when recognized by the Account Manager or service provider’s staff

NOTE: The Power Plant Manager and/or the designated Division Representative may ask for replacement security related personnel at any time for any reason.

6. Work Program and Implementation

1. The service provider shall provide security, crime prevention, safety-related services on a continuous and uninterrupted daily basis, including Saturdays, Sundays, and holidays, as well as, on a special or an emergency basis, when necessary, throughout the term of the contract, unless expressly suspended or prohibited by PWP. All work schedules shall be arranged and approved by the Power Plant Manager and/or the designated Division Representative . The service provider shall be responsible for the provision and quality of all security services.

2. The service provider shall schedule sufficient personnel to perform security, crime prevention, safety services at the Glenarm, Azusa, Santa Anita/Wadsworth locations or locations where services are provided by the PWP. Moreover, PWP has the authority to specify services at specific times and locations.

3. The service provider shall detail prevention, protection, detection techniques, and implementation strategies prior to contract award. Please include all available resources that are used for crime prevention and safety services. In addition to personnel, detail any equipment or technology used to provide these services.

4. The service provider must demonstrate efficient and effective communications during this contract. A vital component to a successful relationship between PWP and the service provider is the reporting and documentation capability of the service provider.

PWP will require submission of the service provider policies and procedures for documenting incidents and for providing PWP with a summary report prior to the contract award. The submission shall include sample reports and a list of any computer software programs that are used for incident documents and tracking.

7. Implement Security, Crime Prevention and Safety Procedures and Techniques

The service provider shall implement and document results of traditional and/or innovative security and safety procedures and techniques. Failure to consistently implement and enforce these efforts, resulting in non-performance or non-compliance, will be subject to liquidated damages. These efforts may include the following:

1. Monitoring field personnel to ensure the best performance from staff.

2. Ensuring staff are informed of activities and events which may impact duties.

3. Ensuring staff are trained in new procedures.

4. Ensuring staff uses proper communication techniques and can clearly define security, crime prevention and safety elements involved in a situation.

5. Ensuring staff are knowledgeable of conflict mitigation and customer service techniques.

6. Ensuring staff provides minimal response time of fifteen (15) minutes to any alarm or other security, criminal or safety related incident; if a guard’s post is onsite, response time should be no more than fifteen (15) minutes.

7. Ensuring staff knows how to coordinate with other city agencies when necessary.

8. Emergency Situations

The service provider shall be responsible for security and crime prevention services during any emergency. Emergencies include, but are not limited to, power outages, earthquakes and other natural disasters, civil unrest, bomb threats and robbery. Emergencies may also include staff and services requests within forty-eight (48) hours' notice. During an emergency, the service provider shall take immediate and all necessary and reasonable actions to protect the facility, its occupants, and its contents. During an emergency, the service provider shall immediately contact the Power Plant Manager and designated Division Representative and, if appropriate, Pasadena Police Department, Pasadena Fire Department, Paramedics, and other agencies.

In the event of an emergency, PWP reserves the right to require up to two (2) additional security officers per property.

NOTE: In the event of an emergency where the awarded service provider is unable to provide the necessary services, PWP reserves the right to solicit the needed services from another security service provider.

9. Training

The service provider shall provide job-related training and any necessary re-training or continuing education for each contract employee performing security, crime prevention, safety services. In addition, the service provider shall provide site-specific training. NOTE: The city will not compensate for training.

The proposal must include at a minimum the following training. Potential service providers may propose additional types of training that will be scored according to the evaluation section in this

RFP:

• Duties and Responsibilities on Post

• Communication Procedures

• Blood borne Pathogens

• CPR (Cardiopulmonary Resuscitation)

• Automated External Defibrillator

• Professional Behavior and Public Relations (Customer Service)

• OSHA Regulations

• Key/Security Alarm Control

• Evidence and Found Property

• Sexual Harassment

• Physical Security and Crime Prevention

• Emergency Situations

• Security Firm’s Disciplinary Policy

• Security Firm’s Chain of Command

• Notification of Incidents

• Report Writing

• Annual Retraining

• Robbery Prevention

Other than in special or emergency situations, all job-related training shall be provided by the service provider prior to personnel assignment. In special or emergency situations that are pre-determined and pre-approved by the Power Plant Manager or the designated Division Representative, training may be given on-site and at the time of assignment.

10. Equipment

1. The service provider shall be responsible for providing personnel all equipment, and its associated costs, necessary in the provision of the designated security services; including, but not limited to uniforms, flashlights, flashlight batteries, bicycles, bicycle helmets, motor vehicles, communication devices, two-way radios, and cell phones.

2. Security staff assigned to the Glenarm Plant must be equipped with proper personal protective equipment including Class G hard hats and steel toe or puncture-resistant safety work books or shoes.

3. All motor vehicles necessary for personnel to perform their security service duties shall be appropriately identifiable with the company’s logo.

4. All uniforms must be visibly identifiable (see below). Service Provider must submit head to toe and front to back pictures of company uniforms with RFP.

5. The service provider shall not issue, directly or indirectly, to its security personnel any firearms or similar devices, unless specifically requested by the city.

11. Uniforms and Identification

Design - Other than the Account Manager, all personnel shall wear uniforms while on duty. The service provider shall be responsible for providing personnel with proper, complete, and acceptable uniforms. Uniforms must include a name badge. No personal garments or items that cover or attach to the uniform may be worn while on duty. Uniforms shall be distinct enough from those of peace officers and other sworn personnel, so that members of the public will not mistake personnel for peace officers or other sworn personnel, yet the uniforms must be distinct in appearance to denote they are security personnel. The service provider shall not issue any uniform without approval by the city. The Account Manager shall wear appropriate business attire while on site.

1. Issuance and Maintenance - The service provider is responsible for providing a sufficient number of uniforms for each contract employee at no expense to the City or PWP. The service provider shall be responsible for making sure uniforms are complete, clean, in good repair and worn by all service provider's employees while on duty.

2. Appearance – All personnel shall maintain a presentable appearance in clothing and grooming.

3. Identification - All personnel shall wear identification badges in plain sight while on duty.

The badges shall have the service provider's employee's last name prominently displayed to allow for easy identification. All outerwear, such as jackets, coats, and hats, shall have the company name, logo, and identify the wearer as security personnel.

4. Identification - All personnel of the service provider are not employees of the City of Pasadena and shall not represent themselves as city employees.

12. Vehicle Requirements

1. Some mode of transportation is expected for the type of service requested and Account Manager site visits. The service provider will need to assess the appropriate mode of transportation for the guard(s) that are tasked to fully and promptly perform the services for each location within the period specified.

2. The service provider will be responsible for providing transportation services for personnel. There is no vehicle bill rate for the city or PWP, as vehicle use is a function of the performance of the services provided by the service provider.

3. Vehicles used in the performance of service duties shall be registered, insured, reliable, and professional in appearance. Security personnel shall use a company vehicle with the company logo while performing official duties. There are no specifications on the type of vehicle used by the service provider’s employees.

4. For the Glenarm Plant and Santa Anita/Wadsworth locations, security personnel are prohibited from using motorized vehicles to patrol the interior location as denoted in Figure 1 and Figure 3. Exterior and public right-of-way may be patrolled by motorized vehicles at the Glenarm Plant and Santa Anita/Wadsworth locations.

13. Parking

1. The service provider and its personnel may park within any of the designated parking spaces at the Glenarm Plant and Santa Anita/Wadsworth locations. If the service provider uses a vehicle to patrol the exterior of the Glenarm Plant and Santa Anita/Wadsworth locations, the service provider is subject to posted parking rules/regulations and will be fully responsible for any applicable parking charges, meter fees, or violations.

2. Guards are prohibited to use metered parking at any facility as it will require guards to leave patrol to pay the meter.

14. Personnel Schedules

All personnel schedules for all locations shall be subject to the following provisions:

1. All staffing levels shall be reviewed and approved by the Power Plant Manager and/or designed Division Representative for each site prior to the commencement of the contract and at the beginning of each contract year.

2. The service provider shall remove or replace any contract employee within the time frame of immediate to an otherwise specified time frame as designated by the Power Plant Manager and/or the designated Division Representative.

3. The service provider shall be given written notice of when any or all services are to be suspended on a temporary or permanent basis.

15. Open Posts, Non-Performance, and Non-Compliance

The service provider shall make every effort to keep all posts filled at all times. Any unfilled posts without approval from the Power Plant Manager and/or the designated Division Representative will be subject to liquidated damages. The service provider is not allowed to compensate for an unfilled post by assigning more personnel at other posts and at other shifts.

Open posts are unacceptable to PWP and are defined as any post absent of a guard during a paid shift. Liquidated damages will be incurred for any post left open without the specific knowledge and PRIOR written approval of the Power Plant Manager and/or the designated Division Representative.

1. In the event of non-performance of security service duties, the Power Plant Manager and/or the designated Division Representative shall have the right to exercise one of the following options:

1. The service provider shall correct such an item of non-performance within twenty-four

(24) hours upon notification by the Power Plant Manager and/or the designated Division Representative, and the city shall make no deductions for such item of non-performance.

2. The city shall correct the item of non-performance by using another service provider, or by any means it deems necessary and reasonable. The direct cost imposed by the city for the correction of the item of non-performance including a reasonable amount for the cost of the time of city employees involved in such correction shall be deducted from payments made to the service provider.

3. The city shall allow the non-performance to remain uncorrected and shall make a deduction from payments to the service provider. Liquidated damages, as outlined in this document, will be subtracted from the amount due on the invoice immediately following written notification of non-performance by the Power Plant Manager and/or the designated Division Representative.

Examples of non-performance of routine and assigned services or service provider’s non-compliance include, but are not limited to:

• Tardiness.

• Not wearing uniforms with identification while providing services on City property.

• Not reporting to work.

• Leaving the premises before the allotted post/work schedule ends.

• Not securing, locking doors, setting alarms as directed per location.

• Not monitoring cameras and/or responding to alarms.

• Loss of a building key, an entry card, or any other entry device.

• Loss of materials or any other items.

• Engaging in personal or non-work-related activities during post service or in public view such as sleeping, smoking, eating, grooming, non-emergency texting or phone use, web-surfing, socializing with peers, etc.

• The service provider’s failure to implement and enforce procedures and techniques with security staff.

• The service provider’s failure to provide required and requested activity logs and reports.

• Untrained personnel on shifts.

• Personnel on shift without proper equipment.

• Non-compliance with uniform guidelines and identification.

• Failure to carry valid security guard and/or driver’s license.

Such incidents of non-performance will be considered unresponsive and unacceptable. Continued incidences of non-performance may result in the contract being cancelled by PWP.

16. Risk Mitigation Plan (7 pages maximum)

Based on experience, the city has identified specific areas of risk that will need to be mitigated by the service provider. While illustrative, these risks are not comprehensive of all current and future concerns. Please read carefully each identified area of risk below and provide responses to each question, limiting your responses to a combined seven (7) pages in total.

1. RISK SCENARIO: Without adequate training, guards may not be prepared to successfully fill a post, resulting in procedural errors and complaints.

o Example: the guard who regularly performs services has called in sick and will be out of work for a few days.

▪ Using this example, describe how you will mitigate this risk. Discuss standard company training, as well as training specific to the post.

▪ How will you ensure that the personnel covering for the regular guard is prepared for the route, and can operate the route as efficiently and accurately as the regular guard?

2. RISK SCENARIO: A guard on duty is not performing duties as required. Please respond to each example.

o Example 2A: A guard is required to perform hourly patrols at a facility. City Staff are doubtful the guard is performing these duties.

▪ How can you ensure the guard is doing patrols and provide proof to the city?

o Example 2B: City staff have received complaints that the guard is not unlocking doors or areas properly at a second facility during their normal opening…