GreyStone Amp_ Security RFP 2024_013.pdf

REQUEST FOR PROPOSAL

FOR

UNIFORMED SECURITY SERVICE FOR THE GREYSTONE

AMPHITHEATER

RFP 2024-013

ISSUE DATE: August 23, 2024

DUE DATE: September 24, 2024

INTRODUCTION

The City of Douglasville (the “City”) is seeking proposals from well-qualified vendors to provide uniformed security service for the GreyStone Amphitheater facility at the Douglasville Town Green. The Town Green is located at 6840 Church Street, Douglasville, GA 30134 and offers several exciting amenities including a splash pad, boulder area and event space. The GreyStone Amphitheater is an outdoor venue designed to accommodate over 3,500 people for entertainment and events.

This document is a Request for Proposal (RFP) and establishes minimum requirements a bidder must meet to be eligible for consideration as well as information to be included in the bidder’s response.

Carefully examine the specifications, conditions, and limitations.

The selection of the bidder will be made based on the City’s evaluation and determination of the relative ability of each bidder to deliver quality service in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

• Company History and Organization

• Management Approach

• Personnel Selection Process

• Total Quality Management Program

• Cost Proposal and Invoicing

• Training Programs

• Value Added Features

• Insurance

• Transition Plan

• References

The City is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All the bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

SCHEDULE

RFP ESTIMATED TIMELINE

Owner issues public advertisement of RFP August 23, 2024

Deadline for written questions/requests for information (see 3.c) September 02, 2024 4:00 PM EDT

Deadline for submission of Proposals Sept 24, 2024 4:00 PM EDT

Interviews by Selection Committee TBD

Shortlist of firms will be Interviewed by City Council TBD

City Council will vote on selection of firm TBD

REQUESTS FOR INFORMATION

All requests for information and clarifications regarding this project shall reference RFP 2024-013 Uniformed Security Service for the GreyStone Amphitheater and be submitted via Bidnet Direct (www.bidnetdirect.com) no later than September 02, 2024 at 4:00 pm EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct at www.bidnetdirect.com.

Please contact Alyssa Gordon, Senior Accounting Specialist at gordona@douglasvillega.gov if further assistance is needed. All firms are responsible for checking the Bidnet Direct at www.bidnetdirect.com, or Georgia Procurement https://ssl.doas.state.ga.us/gpr/on a regular basis for updates, clarifications, and announcements. The City of Douglasville reserves the right to communicate via electronic mail with the primary contact listed in the proposer’s response to the RFP.

SUBMISSION OF PROPOSALS

Responses to this RFP are due by 4:00 PM on September 24, 2024. All proposals are to be completed and submitted in PDF format to Bidnet.com. The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately. Submissions must be received no later than September 24, 2024 at 4:00 PM EDT. Any proposal received after that time will not be considered for award. It is the sole responsibility of the proposer to ensure delivery by specific deadlines. No submittals will be accepted after the date and time stipulated above.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/ https://ssl.doas.state.ga.us/gpr/

Any questions regarding this RFP should be addressed to the direct contact located on Bidnet Direct. Bidders may not contact other executives, managers, elected officials, or employees of the City without permission of the direct contact of the RFP process, except for submission of questions as instructed in the RFP, or during the pre− proposal conference (if applicable), or as provided by any existing work agreement(s).

For violation of this provision, the City reserves the right to reject the proposal of the offending proposer.

PRE-PROPOSAL CONFERENCE

There will not be a pre-proposal meeting for this RFP.

CONTRACT TERM

The term of this contract shall be for a 3-year period unless terminated by either party with ninety

(90) days’ written notice.

SCOPE OF SERVICES

This project includes approximately 9 hours of uniformed security service per event. The 2024- 2025 event dates are as follows:

• October 5th, 2024

• April 5th, 2025

• May 3rd, 2025

• June 7th, 2025

• September 6th, 2025

• October 11th, 2025

The bidder shall provide armed (must have valid Georgia Blue card) and/or unarmed uniformed security services at the Douglasville Town Green or as indicated per site specifications. Contract security personnel will provide a variety of services, implementing the City’s security objectives according to policies and procedures which may include, but are not limited to the following general tasks: ingress and egress access control, roving patrols of interior and exterior building areas, visitor and building employee identification verification, incident and daily operating reports, monitoring and responding to base building intrusion detection systems, alarms and fire detection equipment, container searches, parking lot control and security, crowd control, responding as necessary to support other life safety duties as identified in post orders and standard operating procedures. Standard operating procedures and post orders shall be approved by the Chief of Police or his/her designee.

Bidder shall provide appropriate and necessary management and supervision for all bidder’s employees and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance with bidder’s rules and regulations, as well as any other policy established by the contracting parties.

Bidder shall develop a comprehensive set of Post Orders documenting both general procedures as well as site-specific responsibilities. Post Orders shall be prepared prior to the commencement of the contract and must be reviewed and approved by the City within thirty (30) days from commencement of bidder’s services to the Douglasville Town Green. All security officers will be required to read and verify that they understand the Post Orders and at minimum, shall be tested during the On-The-Job Training (OJT) period, annually or more frequently during site inspections.

Bidder shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both bidder’s and the City’s standards.

Bidder is responsible for the daily personal appearance of security personnel. Bidder shall provide seasonal uniforms and weather-appropriate protective clothing necessary to support continuous performance of contract requirements. Security officers are prohibited from carrying weapons of any kind, unless they have a valid Georgia Blue card, including but not limited to firearms, nightsticks, martial arts weapons or equipment, batons or any chemical agent spray or liquid.

Security officers must have current and valid training for any weapons carried on their person, including use of force procedures. The City may request or deny the bidder's carrying of particular weapons.

Bidder shall agree to remove from the site, whenever required to do so by the City, any person considered by the City to be unsatisfactory or outside the limits of any applicable laws.

Bidder shall administer all cost accounting and billing relative to this contract. Bidder shall respond as necessary to accommodate additional duty hours as may be requested by the City.

EVALUATION OF BID PROPOSALS

Criteria Description Point(s)

Qualifications and Experience - Applicable Training

- 3 references

- Experience with similar venues

35 points

Staffing - Available personnel to perform requested services

- Supervision Procedures

25 points

Understanding of RFP - Overall understanding of the scope

15 points

- Submitted all required documents

Equipment - Available equipment for use and/or rental as needed

15 points

Fee Proposal - Reasonable expenses 10 points TOTAL 100 points

INSTRUCTIONS TO BIDDERS

Bidder is to address the following subjects in the response:

a) Company History and Organization

Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.

b) Management Approach

Describe in detail how your firm will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the private security at the Douglasville Town Green. Indicate the support staff available to the project manager by function. Bidder must supply an organization chart depicting the structure of the local servicing office and regional support.

c) Personnel Selection Process

Describe how recruitment and selection of security officers is accomplished. All personnel and supervision provided under this RFP must be thoroughly trained, experienced and qualified to perform the work to which they are assigned. Bidder shall have a documented employment process which shall include application, interview, drug testing and background check phases. A written description of the bidder’s employment process and qualifications is to be included in the response.

d) Total Quality Management Program

Outline administrative controls, plans and processes to monitor and assure contract compliance of security services. Include methods of quality control, contract administration, audits, management inspection programs, conduct and job performance standards, corrective action planning and follow-up reporting.

e) Cost Proposal and Invoicing

Provide billing rates for individual officers and include overtime policies and holiday policies.

Propose invoicing frequency, procedures and applicable discounts. All invoices will clearly identify applicable event coding in order to associate bidder’s actual costs with the City job site or job codes. Explain how discounts will be applied for different payment terms.

f) Training Programs

Describe in detail the training programs in place to support this project. Include the following:

• Pre-Assignment Training

• Job and Task Specific Training (OJT) o De-escalation/conflict resolution training is mandatory

• Formal Continuous Training

• Annual Retraining and Recertification

• Supervisory Development Training – Describe the program that your company utilizes that leads to a professional credential for supervisors.

g) Value Added Features

Indicate features or programs not covered elsewhere in the response which are offered to enhance your company’s ability to effectively manage this project.

h) Insurance

The successful bidder shall carry and maintain, with respect to any work or service to be performed at the City’s facilities, insurance written by a responsible insurance company with at least an AM Best A- rating, to provide for the following:

• Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance o $1,000,000 each accident o $1,000,000 disease each employee o $1,000,000 disease policy limit

• Commercial General Liability Insurance o $1,000,000 each occurrence o $2,000,000 general aggregate o $2,000,000 products/completed operations aggregate o $1,000,000 personal and advertising injury

• Automobile Liability o $1,000,000 combined single limit for bodily injury and property damage

• Excess-umbrella Insurance, including terrorism coverage o $5,000,000 each occurrence o $5,000,000 aggregate

The City shall be named as an additional insured on all policies. Include a sample Certificate of Insurance including limits with the response. All policies and certificates shall provide for thirty

(30) days notification to the City in the event of cancellation, reduction in limits or changes in coverage. The policies should provide for venue and jurisdiction in the Superior Court of Douglas County in the event of a dispute.

i) Transition Plan

Submit a projected Transition Plan for implementation if awarded the contract to include tasks and time frames. Include a list of all individuals assigned to your transition team with current contact information, telephone numbers and email addresses.

j) References

Provide at least three (3) client references whose facilities are comparable in size, profile, and security service hours to the Douglasville Town Green. Include the company’s name, address, contact person and contact number.

k) Litigation

If your firm has been a party to any litigation in the past five (5) years, please provide the case number, jurisdiction of case, disposition of case, and a brief summary of the facts of the case. If the substance of the case is governed by a confidential settlement, please indicate as such.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License Number:

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10- 1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE.

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFP for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

List of Similar Projects:

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Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ___________________________________ Project Contract Amount: ___________________________________________ Description of Project: ______________________________________________

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Exhibit A. Map of the Venue