HIGH_LEVEL_SECURITY_UNARMED_GUARD_SERVICES.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

HIGH LEVEL SECURITY UNARMED GUARD SERVICES

RFP NO. IFB #017-2722105-RT

County of Orange RFP

County Executive Office - CPO - HIGH LEVEL SECURITY UNARMED GUARD SERVICES, IFB #017-2722105-RT

County of Orange

County Executive Office - CPO

Procurement Services

400 W Civic Center Drive

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date December 18, 2024

Question Submission Deadline January 6, 2025, 2:00pm

Proposal Submission Deadline January 21, 2025, 2:00pm

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Tuesday, January 21, 2025

2:00 pm https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL: See Attachment B in the attached Model Contract for additional information on Compensation, Rates, & Deduction

SECTION 6. PROPOSAL RESPONSE REQUIREMENTS

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RFP - Model Contract - High Level Security Unarmed Guard Services FINAL

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, County Procurement Office (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for High

Level Security Unarmed Guard Services . Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Monday, January 6, 2025, https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ before 2:00 pm as specified in the solicitation. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this

RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and

Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any

Respondent.

http://www.dnb.com/ http://www.usfcr.com/

1.3 PROTEST PROCEDURES:

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent, Rick Tran,no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five

(5) business-day deadline will not be considered by the County.

In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

H. Protest Process

1. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

3. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

4. If the protestor disagrees with the decision of the, DPA the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

I. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

2. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

mailto:CPOAppeals@ocgov.com

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. Complete all required sections of the RFP, i.e., provide all required information and complete all required Exhibits.

B. Have five (5) years experience in providing unarmed security guard services. Experience in providing high level security unarmed security guard services working with governmental agencies or public facilities is preferred.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION

The County is comprised of 22 departments and over 18,000 employees located throughout the

County. The County’s core businesses are public safety, public health, environmental protection, regional planning, public assistance, social services and aviation. The County of Orange may have over 100+ locations/facilities that may require servicing throughout the County.

The County of Orange is seeking proposals from qualified security guard services companies to provide highly qualified and trained unarmed security guards, who possess strong conflict management skills to perform at high level of professionalism and customer service to the highest expectations and standards of the County at various departments located throughout the

County of Orange. The goal is to enhance the security infrastructure through professional, well-trained, and reliable unarmed security personnel. This service is essential to ensure the safety of

County employees, visitors, and property, while maintaining a welcoming environment.

High level security unarmed guard services, include but not limited to, help to de-escalate situations, interact with individuals who may have mental health issues, protect patrons and staff against acts of violence, safeguard County property from theft/vandalism, enforce location specific Code of Conduct and other behavior expectations, and provide guidance in a professional demeanor to bring all relevant situations to a resolution.

Usage of this Contract will be on an as needed basis. Usage is not guaranteed.

2.2 DEFINITIONS

1. Standing Guard: A guard is stationed at a fixed location, such as a building entrance or exit, to monitor activity and deter crime.

2. Foot Patrol (is on foot): Involves security guards walking around a designated area on foot to monitor for suspicious activity. This shall include walking (not driving) and coving “guard tour system” (Detex) routes as indicated in individual site post orders.

3. Mobile Patrol (is by vehicle): A guard uses a vehicle to cover larger areas more quickly at larger sites with multiple buildings and situations requiring a rapid response to incidents.

4. “Guard Tour System” (Detex) Routes: A designated route as identified by the

County’s Project Manager that will require the security guard to walk and scan all

“Guard Tour System” (Detex) pucks in an area, facility, or campus at designated intervals as indicated in individual site post orders.

5. Daily Activity Report (DAR): A record of all activity throughout the shift including routine patrols, and any unusual activity.

6. Patrolling Field Supervisors: Provide oversight to the Contractor’s personnel to ensure quality of service and contract compliance.

2.3 CONTRACTOR REQUIREMENTS

Contractor shall meet the following minimum requirements:

1. Contractor(s) must possess five (5) years of experience in providing unarmed security guard services. Experience in providing high level security unarmed security guard services working with governmental agencies or public facilities is preferred.

2. Contractor(s) must be licensed by the State of California Department of Consumer

Affairs (SCDCA), and the unarmed security guards assigned must be registered with the SCDCA.

3. All guards must have completed a comprehensive training program that includes customer services, conflict de-escalation, and emergency response procedures.

4. Contractor must provide all necessary labor, supplies, supervision, tools, equipment, transportation and all effort required to provide the services under this Contract. All

Contractor’s personnel must be adequately trained and possess all the necessary licenses and/or certifications as required.

5. Contractor must comply with all the applicable provisions of the Federal Fair Labor

Law Standards Act regarding payment of over the overtime laws and regulations of the State of California. Overtime must be authorized by the County department

Project Manager or designee.

6. Unarmed security guards must be a legal resident of the United States.

7. Unarmed security guards must be pleasant and courteous to clients and staff at all times.

8. Unarmed security guards must be self-motivated and can work independently, with minimal supervision.

9. Unarmed security guards must be sensitive to the wide range of ethnic diversity of patrons and staff.

10. Unarmed security guards must be reliable and customer service oriented.

11. Contractor shall provide, at the request of County, the following for each unarmed security guard:

I. Employee name

II. Employer name

III. Initial hire date

IV. Total employment time with employer in months and/or years

V. Job title or position

VI. Unarmed Security Guard’s License Number, issued by California

Department of Consumer Affairs

VII. Rate of pay

12. Unarmed security guards assigned to the County must be able to adapt quickly to the daily operations and feel empowered to enforce the rules as outlined in the contract and/or provided by the County.

13. The County, at its option, may adjust the schedule at any given location at any time during the term of the Contract upon written notice to the Contractor. Charges will be adjusted, as necessary, based on the hourly rates provided.

14. The County, at its option, may adjust the designated tasks at any time during the term of the contract upon written notice to the Contractor.

15. Contractor shall be able to deploy a uniformed, unarmed security guard, within twenty-four (24) hours’ notice, Monday through Sunday, including holidays, and/or any working shift.

16. Contractor must supply unarmed security guards to all areas of the County.

17. Contractor must supply unarmed security guards that can work part-time and full-time shifts.

18. Contractor personnel shall direct all inquiries and/or requests to the corresponding

County department Project Manager or designee.

19. All work shall be subject to the approval of the County either by the County department Project Manager or designee.

20. Contractor shall, without additional cost to the County, enforce Zero Tolerance Drug and Alcohol Testing on security guard personnel assigned to perform services.

21. Contractor shall provide experienced unarmed security guards and supervisors, who are capable of exercising sound judgment under both routine and stress conditions.

22. Contractor shall ensure that all unarmed security guards assigned to County, can complete standard reports and other performance reports as directed and as necessary for measuring productivity and quality of security services.

23. Contractor shall ensure unarmed security guards assigned to County have and are trained in all necessary equipment, including transportation that is required to complete their assignment(s).

24. Contractor shall administer a strict uniform enforcement code that ensures each unarmed security guard will wear clean, pressed, un-torn, and properly fitted uniforms at all times; consisting minimally of the following items, unless otherwise further noted under the terms of this contract or at the request of County:

I. Trousers

II. Shirt/Blouse

III. Socks

IV. Shoes

V. Shoulder patch on both arms or clothing with insignia that easily and visibly identifies the security guard

VI. Rain gear during inclement weather

VII. Picture Identification

VIII. Name Tags

IX. Jacket with Company insignia (as needed)

X. Operational Security Flashlight

XI. Communication equipment, e.g., mobile radios, with batteries and back-up batteries, if provided by County, shall be stored at the assigned location

25. Contractor shall have a fully functional staffed and operational command center available twenty-four (24) hours a day, 365 days a year for the purpose of monitoring services under this contract.

26. Contractor shall provide Patrolling Field Supervisor(s) for assigned personnel to

County. Contractors’ Field Supervisor(s) shall be made available to attend any scheduled security meetings or briefings as scheduled by the County department

Project Manager or designee.

27. Contractor’s Patrolling Field Supervisor(s) shall provide direct oversight to the

Contractor’s personnel by going into the field to verify work is being completed and to the established standards. Patrolling Field Supervisor(s) shall be required to perform pursuant to the specific post orders provided by the different departments, approve all reports, review logs and wand analysis reports to verify guard performance and ensure appropriate follow-up. County reserves the right to request copies of these or any report related to unarmed security services.

28. Contractor shall utilize a guard tour patrol (Detex-type) system or other monitoring system for deployed personnel when required by the assigned location.

i. At Contractor’s expense, Contractor(s) shall provide, install, maintain, and utilize a guard tour patrol (Detex-type) system or other monitoring system for deployed personnel and conduct foot patrols of guard tour system (Detex) routes at designated intervals as indicated in individual site post orders.

ii. The “guard tour system” shall be capable of providing daily log records electronically and have the ability for designated County department Project

Manager or designee to retrieve data/information directly from the “guard tour system” when needed.

iii. The “guard tour system” must be in good operating order at all times, with back up equipment available when and if system fails. Back up equipment must be installed and working properly within 24 hours of failed equipment.

iv. The “guard tour system” will have a feature that will allow the Contractor to download the Patrolling Field supervisor’s and security guard’s wand information Contractor’s laptop at the County site, while ensuring that the post is covered at all times. The downloaded information is then sent to

County department Project Manager or designee. County shall have access to the “guard tour system” to download the reported information daily or as needed without waiting for the Contractor to provide the information.

v. Contractor will produce and maintain coverage reports that will be made available to the County Contact within 24 hours upon request. The County department Project Manager or designee representative must approve the

“guard tour system”.

2.4 CONTRACTOR RESPONSIBILITIES

Contractor shall provide unarmed security guard(s) to perform the tasks listed below:

1. Respond to and de-escalate any type of incident involving the safety of staff, guests, assets, or property.

2. Exhibit strong customer service skills during any situation, including responding to inquires from guests, visitors, and vendors.

3. Ensure compliance with all policies and procedures when exercising control over people, vehicles, and property by all persons on County property.

4. May monitor the security of County premises via computerized security systems.

5. May need to firmly advise known-unwelcome visitors that they are trespassing or being banned from certain County premises.

6. Interact in a professional manner with the public.

7. Screen individuals who enter the County’s properties.

8. Maintain a safe and secure environment for customers, patrons, and employees.

9. Patrol designated areas to detect and deter potential security threats.

10. Monitor surveillance equipment and alarms.

11. Respond to emergencies and security incidents.

12. Enforce property regulations and County ordinances.

13. Record the date and time for each patrol in the Daily Activity Report (DAR). The forms are provided by the Contractor. County reserves the right to customize the form depending on the needs of the County department using the unarmed security guard services.

14. Prepare a Daily Activity Report (DAR) recording all patrols, incidents, damages, and other pertinent data.

15. Immediately report security problems to the corresponding law enforcement agency under whichever jurisdiction the services are bring performed.

16. Request the assistance of the law enforcement agency under whichever jurisdiction the services are bring performed under, if any individual becomes abusive or unmanageable.

17. Report security problems to the County department Project Manager or a designated

County representative after contacting the law enforcement agency.

18. Provide replacement unarmed security guards who are trained and knowledgeable on assigned tasks and responsibilities. To the best of the Contractor's ability, last-minute call outs by guards should be extremely rare due to the impact of facilities without coverage. Contractor shall make every effort to find replacement coverage in a timely manner. If no replacement can be found, advanced notification to the County Project

Manager shall be made.

19. Secure written approval from County department Project Manager or designee before changing assigned unarmed security guard. County does not have to provide a reason regarding approval or disapproval of assigned staff.

20. Contractor shall notify County of any changes in staffing. When a guard is replaced, Contractor shall inform County Project Manager of staff changes.

2.5 CONTRACTOR EMPLOYEES MUST NOT

1. Carry batons, mace, or pepper spray while working on County property at any time.

2. Wear headphones, listen to music, smoke, groom, or read unauthorized materials while on duty and on County property.

3. Enter any area designated “off limits/restricted” by the County department Project

Manager or a designee except as instructed or needed to respond to an emergency.

4. Bring any type of electronic equipment, device, machine, or appliance for personal use onto County property without prior approval from the County department Project

Manager or designee.

5. Bring visitors (including children and relatives) onto the work site.

6. Use any County equipment for personal use (copy machines, faxes, computers, kitchen appliances, etc.).

7. Use any County telephone.

8. Attempt to force or enforce corrective action (other than escort individuals from the premises).

9. Have any felony convictions, outstanding warrants, crimes of moral turpitude, and crimes involving domestic violence during the term of the Contract.

10. Be under the influence of drugs or alcohol while on duty.

11. Accept any gratuities.

2.6 KEYS OR ACCESS CONTROL CARDS TO COUNTY FACILITIES

1. Contractor shall be issued a set of County keys or access control cards and shall assume all responsibilities for the use, safekeeping and return of the keys or access control cards at the request of County authorized personnel.

2. The keys or access control cards to County facilities are to be used for the purpose of allowing Contractor’s staff access to the facilities for the performance of contracted services only.

3. All keys or access control cards issued to the Contractor shall remain the property of the County and shall be returned upon demand or the termination/expiration of the

Contract. The Contractor shall be billed one hundred dollars ($100.00) for each key not returned and may be further assessed the actual cost to re-key the facility and three (3) sets of keys.

4. If any County keys are lost or stolen, Contractor shall notify County department

Project Manager or designee via phone or email within 24 hours of the loss and identify the facility for which the keys or access control cards were lost and submit a report.

5. County will provide, install, maintain, and utilize a key lock box/key safe or other apparatus allowing keys for County gates and doors to be securely stored outside and access by Contractor’s personnel.

2.7 GUARD POST ORDERS

1. Contractor shall work with each County department that wishes to issue a subordinate contract and utilize the High Level Security Unarmed Guard Services listed under

Contract.

2. Contractor to provide the following at no additional expense to the County:

I. Meet with County department Project Manager or designee at each facility and review current guard post orders and operating procedures.

II. Issue modifications in writing to current post orders and operating procedures, as necessary and upon mutual agreement of both parties.

III. Contractor’s subordinate shall have a copy of the Guard Post Orders included as an Attachment by the County’s departments utilizing this contract. Contractor is responsible to share any revisions to attachment/s with Contractor’s personnel whenever this is updated by each County

Department.

3. Content of Guard Post Orders, may include as minimum, but not limited to:

I. Guard Duties

II. Emergency Notification Telephone Numbers and Procedures

III. Department Emergency Notification Telephone Numbers and Procedures

IV. Hours of Operation

V. Listing of Individual Authorized Access

VI. Security System Operating Instructions

VII. Fire Alarm System Instructions

VIII. Facility Maps (fire equipment locations, utility locations)

IX. Door Lock and Door Unlock Instructions

X. Specific Action Items that relate to the Guard Post Orders

4. County department Project Manager or designee reserves the right to include additional requirements/special instructions on a daily basis in addition to General

Post Orders to address specific conditions (e.g., access to a designated contractor for after-hours work, etc.)

2.8 SECURED COUNTY FACILITY REQUIREMENTS

1. The County operates several secured facilities: most notable are several Probation, Sheriff, Airport, and District Attorney operated sites. Contractors and their employees who perform services at these facilities will be subjected to strict operation policies and may be required to pass a background check prior to their employment due to security requirements. During performance of the work, especially at detention facilities, workers shall closely monitor all tools, equipment and other materials at all times. Workers shall have no contact verbal or physical, with any inmate of these facilities. These policies have been designed with the primary purpose of ensuring a safe and secure environment for all involved.

2. The Contractor shall provide a list of all personnel/employees who will be directly performing tasks associated with the Contract. Contractor’s personnel/employees providing services in a secured detention facility (a Probation facility or a Sheriff’s facility) and the District Attorney’s secured facilities will be expected to pass separate background checks performed by the Orange County Sheriff’s Department, the

Orange County Probation Department, and the Office of the District Attorney. No changes shall be authorized to the approved list without a request in writing submitted by the Contractor and approved by the County Site Coordinator. At no time will unauthorized Contractor employees perform any task associated with this Contract. If this occurs, the Contractor will be notified that they have not complied with the terms of this Contract and are subject to Contract termination. The list of all

Personnel/Employees working on County projects shall be submitted prior to award of this Contract.

I. Contractor shall prepare and submit a Security Clearance form to the

County department Project Manager or designee for all persons who will be working on or who will need access to secured facilities.

II. Security Clearance forms shall be submitted at least five (5) working days prior to the start of work or prior to the use of any person subsequent to the start of work.

III. Said Security Clearance forms shall be thoroughly and accurately complete. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance.

IV. Prior clearance from the Probation Department, Sheriff’s Department, John Wayne Airport (JWA), or Office of the District Attorney (DA) is required to work in these secured facilities.

V. Office of the District Attorney (DA), John Wayne Airport (JWA), the

Probation Department, and Sheriff’s Department are not under any obligation to give a reason clearance is denied.

3. The Contractor shall be responsible to sign in with the County department Project

Manager or designee, as required. Contractor personnel shall have no contact, either verbal or physical, with internees in secured detention facilities. Specifically (Failure to comply with these requirements is a criminal act and can result in prosecution):

I. Do not give names or addresses to internees.

II. Do not receive any names or addresses from internees.

III. Do not disclose the identity of any internee to anyone outside the facility.

IV. Do not give any materials to internees.

V. Do not receive any materials from internees (including materials to be passed to another individual or internee).

4. Any Contractor personnel/employee(s) engaged in the performance of work under this Contract shall be required to pass the screening requirements and abide by all of the security requirements set forth by the County of Orange.

5. Contractor’s personnel/employees providing service at JWA will be required to have an authorized JWA escort to remain with the Contractor at all times through completion of the project.

6. All equipment and materials shall remain in the Contractor possession at all times and shall never be left unattended. All lost or misplaced equipment or materials shall be reported immediately to the (a) security staff or Control in secured detention facilities or (b) the escort or Control in Sheriff’s facilities.

7. Personnel shall not smoke or use profanity or other inappropriate language while on-site.

8. Personnel shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession.

9. Personnel shall plan their activities to minimize the number of times they must enter and exit a facility, i.e., transport all equipment and materials needed for the day at the start of work and restrict all breaks to the absolute minimum.

10. Contractor employee(s) shall be well-disposed to the public and County-staff utilizing the facilities but shall be responsive only to the requests of the County Site

Coordinator unless otherwise directed and shall direct all inquiries or requests to the

County Site Coordinator.

2.9 SECURITY BADGE REQUIREMENTS

1. Some departments may require specific issuance of security badge prior to performance of work agreement in a restricted facility. All personnel engaged in the performance of work under this proposed agreement shall be expected to pass the screening requirements which may include a F.B.I. background investigation and finger printing. Contractor employees are made aware of their responsibilities regarding the privilege of access to restricted areas of certain agencies such as but not limited to John Wayne Airport, Youth Detention Facilities, Sheriff’s Department, and etc.

2. County department is responsible for all costs related to security badge requirements.

2.10 CONTRACTOR’S VEHICLES

1. Contractor must have a fleet of vehicles that will conform to the various County facilities and terrain, such as regular automobiles, SUV’s, golf carts etc. The vehicles shall meet or exceed all Federal, State, Local Department of Transportation (DOT), and any governmental regulations for the services described. Contractor shall be fully responsible to meet the County needs, including insurance requirements.

2. All vehicles shall be clearly marked identifying the Contractor’s name, insignia, and when required by department, equipped with light-bars.

2.11 DEFICIENT PERFORMANCE

1. County’s Project Manager or designee shall decide any and all questions which may arise as to the acceptability of the work performed, the manner and rate of performance, interpretation of the specifications, and/or the acceptable fulfillment of the Contract by the Contractor. County’s Project Manager or designee shall inspect and judge the performance of Contractor’s work. County reserves the right to deduct from payments due or to become due to Contract for deficient performance when the

Contract work is incomplete, unsatisfactory, or a lesser number of hours is provided as agreed to under the Contract. The amount of such deductions will be based on the extent of the unsatisfactory work and the deduction factors included in the bid. A copy of the inspection record with associated deduction calculation(s) will be furnished to Contractor.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. FIRM’S BACKGROUND,

QUALIFICATIONS, EXPERIENCE,

PERSONNEL QUALIFICATIONS, AND

REFERENCES

1. Company Background and

Qualifications

a. Include an overview of firm and brief description of the firm’s history including:

i. Length of time in business;

ii. Services provided relevant to the RFP;

iii. Describe the

Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

iv. List certifications, credentials, and/or affiliations that may be relevant to this RFP.

b. Provide the following information:

i. Name and title of person(s) authorized to bind the Respondent;

ii. Main office address;

and

iii. Telephone number

c. List any previous or current contracts with the County of Orange within the last five (5) years. Include:

i. Agency/Department name, address and contact person;

ii. Contract Number;

Points Based 275 (45.8% of Total)

iii. Contract Amount

d. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions

(e.g., bankruptcy, pending litigation, planned office closures, or impending merger) that may impede

Respondent’s ability to complete the services.

2. Experience

a. Descriptions of at least three (3) recent similar projects that the firm has completed (public sector experience preferred).

i. Include project name, date, and location,

ii. Include client name and describe the scope of work,

iii. Describe any obstacles encountered and outcome

b. Describe quality assurance procedures, e.g., regular performance evaluations, supervision checks, and ongoing training to maintain competency.

c. Describe comprehensive guard training programs in the following areas:

i. Ability to de-escalate tense situations without unnecessary confrontation

ii. Ability to interact with individuals who may have mental health issues

d. Describe additional relevant information…