ITB-21-2025_Transit_Center_Security_Services_Final_Legal_approved_1.13.25_-_4915-7835-8031_1.pdf

INVITATION TO BID

This Invitation to Bid (ITB) is subject to the instructions, conditions, specifications, addenda, and any other elements of this ITB, including those incorporated by reference.

DATE ISSUED: January 14, 2025

BID TITLE: ITB-21-2025 – Transit Center Security Services

CITY CONTACT PERSON: Cathy Smith, Purchasing Director

TELEPHONE NUMBER: 615-849-2629

EMAIL: purchasing@murfreesborotn.gov

All bid responses must be received and acknowledged by the Purchasing Department on or before the day and time listed below, at which time all bids will be publicly opened and read aloud via Zoom. A link will be provided to all those registered as following this bid. Only electronic bids will be accepted. All bids must be submitted electronically via OpenGov.

Bid must include the bid title, bid opening date, and the bidder’s name. Failure to provide this information may result in the bid not being considered.

BID OPENING DATE: February 4, 2025

BID OPENING TIME: 2:00 pm, Central Time mailto:purchasing@murfreesborotn.gov

1. Instructions and Conditions

1.1 Bid Submission to the City of Murfreesboro. The City is seeking bids for “ITB-21-2025 – Transit Center Security Services.” The scope of work is set forth in the specifications in Section 2 of this ITB. Electronic bids will be received by the City of Murfreesboro until 2:00 p.m. local time on February 4, 2025 at which time the bids will be opened via Zoom. A Zoom link will be provided to all those proposers on file as following this ITB.

1.2 Deadline and Late Responses. No bids received after bid opening date and time will be accepted.

Bids received by the Purchasing Department after the specified time will be considered late. The City will accept bids submitted via our procurement portal, OpenGov. The City will not accept bids submitted by fax, mail or electronic mail.

1.3 Organization of Bid and Completeness. Please submit one electronic copy to the Purchasing

Department office via the City’s e-procurement portal, OpenGov . Bidders must allow sufficient time to ensure receipt of the bid. It shall be the sole responsibility of the bidder to have the bid submitted electronically via OpenGov before the bid deadline. Partial or incomplete bids will be rejected. All bid responses should be typewritten. If not typewritten, they must be written in ink and clearly legible. Bidders are cautioned to verify their bid response prior to submission.

1.4 Signature. All bids must be signed by a duly authorized officer of the company empowered with the legal right to bind the company. A typed name will not be acceptable without the person’s written signature as well. Signatures are required where indicated; failure to comply with this requirement shall be cause for rejection of bid. All submitted bids must be binding for a period of one (1) year from the bid submission deadline.

1.5 Reponses to Terms and Conditions. Unless an exception is taken, the awarded contract will contain the requirements of this Invitation to Bid. In its sole discretion, the City reserves the right to either consider or reject any bid which takes exception to the specifications or attached contract.

1.6 Completeness of Invitation to Bid (“ITB”). These documents, and those listed on OpenGov constitute the complete set of specification requirements and ITB. The bidder is responsible for ensuring that all pages and all addenda are received. The City advises all bidders to closely examine this ITB package and immediately direct any questions regarding the completeness of this ITB package and any addenda to the City’s Contact Person via the Question/Answer tab on OpenGov. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website: https://procurement.opengov.com/portal/murfreesborotn

1.7 Bid Interpretation. Communication with the Purchasing Department. Cathy Smith is the City’s contact for coordinating communications between the department and firms submitting bids. If additional information is required in order to make an interpretation of items in this ITB, written questions will be accepted until five (5) business days prior (1/28/2025) to the bid opening date.

All questions regarding the ITB should be addressed via OpenGov Question/Answer Tab or to purchasing@murfreesborotn.gov.

https://procurement.opengov.com/portal/murfreesborotn mailto:purchasing@murfreesborotn.gov

The City specifically requests that no contact concerning this ITB be made with any other City personnel until the selection process has been completed. Failure to honor this requirement will be viewed negatively in the selection process and may result in the disqualification of a bid.

1.8 Discrepancies, Errors, and Omissions. Any discrepancies, errors, omissions, or ambiguities in this

ITB, the specifications or addenda (if any) should be reported to the contact person for the City.

If necessary, a written addendum will be issued on OpenGov, notification made to firms on record, and the addendum will be incorporated into the ITB and will become part of the contract. The City will NOT be responsible for any oral instructions, clarifications, or other communications and no such oral communication may be relied on by any bidder.

The City of Murfreesboro is not responsible for technical errors or omissions made by prospective bidders during the bid submission process that may result in a bid not being submitted, being submitted incompletely, or being submitted incorrectly. In the case of technical issues that are verified to be a City error, the Purchasing Department will take reasonable steps to resolve the issue so that the process remains fair to all bidders.

1.9 Errors. Certain mistakes may be corrected so long as the intended correct bid response is clearly evident. In the event of a disagreement between unit price and extended price, the unit price will control.

1.10 Further Negotiation. The City reserves the right to further negotiate, after the ITBs are opened, with any potential vendor if such is deemed necessary at the discretion of the City.

1.11 Economy of Preparation. ITB should be prepared simply and economically, providing a straightforward, concise description of bidder’s capabilities to satisfy the requirements of the ITB.

Emphasis should be on completeness and clarity of content.

1.12 Subcontracting. If any part of the work is, or is to be, subcontracted, the bidder shall provide within the ITB response submittal a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors will be subject to approval by the City. The successful bidder will also furnish, at the request of the City, the corporate or company name and the names of the officers or principals of said companies proposed as subcontractors by the bidder.

1.13 Bid Modification. Bids may be modified, withdrawn, and/or resubmitted in writing to the City prior to the deadline for bid submission via the procurement portal. After this deadline, no withdrawals or resubmissions may be made for any reason. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website:

1.14 Tax Exempt. The City is exempt from federal and state taxes. Upon request, the City will provide a sales tax exemption certificate to the awarded firm. Contractors doing business with the City shall not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations to the City, nor shall any vendor be authorized to use the City’s Tax Exemption Number in securing such materials.

1.15 Award. If an award is made, any contract resulting from this ITB will be effective on the date the contract is signed. A sample contract is provided in the ITB. The contract shall not be effective until approved by the City Council and signed by all required parties. The City reserves the right to award more than one contract for this bid.

1.16 Pricing Effective for one (1) year. The successful bidder shall provide in the bid price the cost for the goods or services rendered. Pricing shall be effective for one year from date of contract. If, in the bidder’s opinion, additional goods or services are necessary, this shall be included with explanation in the bid. It is requested that bidders raise any such questions in advance of submitting a bid to the City. To submit a bid implies consent to the terms set forth in this ITB.

1.17 Approval Required. No award or acquisition can be made until approved by the City Council. The

City will not be obligated to bidders for goods and/or services until the completion of a signed contract approved by authorized officials of the City. This solicitation in no manner obligates the City to the eventual rental, lease, or purchase of any goods or services described, implied, or which may be proposed, until confirmed by a written contract. Progress towards this end is solely at the discretion of the City and may be terminated at any time prior to the signing of a contract.

1.18 Terms and Conditions. The City reserves the right to reject any and all bids, to waive any irregularities in a bid, to make awards to more than one bidder, to accept any part or all of a bid, or to accept the bid (or bids) which, in the judgment of the governing body, is in the best interest of the City. The City also reserves the right to make revisions to any quantity shown on the bid form dependent upon bid prices and available funding. Prices bid on each item shall be firm regardless of the actual quantity of item(s) purchased.

1.19 Withdrawal of Bid. No bidder may withdraw its bid for a period of ninety (90) calendar days after the date and time set for the opening of the responses. In the event the City awards a contract to a bidder and during such ninety (90) day period determines that such bidder will be unable to properly perform the contract, the City reserves the right to terminate the contract and award the contract to the next best offer without being required to re-advertise the project.

1.20 Cost of Response. The City will not be liable for any costs incurred by the bidders in preparing a response to this solicitation. Bidders will submit responses at their own risk and expense. The City makes no guarantee that any equipment or services will be purchased as a result of the solicitation and reserves the right to reject any and all responses. All responses and their accompanying documentation will become the record of the City.

1.21 Contract. The successful bidder’s responses to this ITB shall be included as an addendum to the contract. Should any conflict or discrepancy arise between the ITB and the contract, the contract shall control. All bidders who are awarded contracts pursuant to this ITB agree to be bound by the terms and conditions set forth in the attached sample City Contract, including all Federal and State clauses included in Exhibit A of the sample contract document provided. If the bidder objects to any contract terms or proposes any additional terms such objections and terms must be set forth in the bid. Rejection of any proposed City Contract terms may be a basis for rejection of the bid.

1.22 Contract Approval. If an award is made, any contract resulting from this ITB will be effective from the date the contract is signed. The contract shall not be effective until approved by the City Council and signed by all required parties.

1.23 Contract Term. The initial term of this contract will be one (1) year from the effective date of the contract. City reserves the right, at its sole option, to renew the contract for four (4) additional one-year optional renewals upon mutual written agreement between Contractor and City. The entire contract cannot exceed five (5) years. Renewals shall not be effective until approved by the City Council.

1.24 Contract Termination. The City reserves the right to cancel the contract for the work without cost or penalty to the City if, in the City’s opinion, there is a failure at any time by the contractor to adequately perform the contract, or if there is any attempt to willfully impose upon the City a material or product or workmanship which is, in the opinion of the City, of an unacceptable quality. Cancellation of the contract shall not impair any rights or claim of the City to damages for the breach of any covenants of the contract by the contractor. The contract awarded may be terminated upon any of, but not limited to, the following occurrences:

1) Bankruptcy or insolvency of the bidder or one or more of the bidder’s principal owners;

2) Failure of the bidder to provide satisfactory services or failure to comply with the specifications;

3) Unauthorized substitution of products other than those identified in the specifications or specifically approved by the City as a substitute prior to award of the contract;

4) Unsatisfactory performance of products supplied by the bidder or services provided by the bidder;

5) Fraud; or

6) Any other breach of the terms of the ITB specifications or contract.

1.25 Contract Modification. The contract may be modified only by written amendment executed by all parties and their signatories hereto.

1.26 Replacement or Repair. No waiver of any provision of the contract shall affect the right of any party thereafter to enforce such provision or to exercise any right or remedy available to it in the event of any other default. The City, at its option and in lieu of immediate termination, may request the awarded bidder replace any defective goods or correct performance by written notice to the contractor. In that event, the contractor shall take correct action within the amount of time specified by the City in the written notice. Exercise of this option shall not relieve the contractor of any liability to the City for damages for the breach of any covenants of the contract by the contractor.

1.27 Expense of Legal Action. Awarded bidder agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the contract, and in the event the City prevails, awarded bidder shall pay all expenses of such action including the City’s attorney fees and costs at all stages of the legal action.

1.28 Governing Laws. The validity, construction, and effect of the contract, and any and all extensions and/or modifications thereof shall be governed by the laws of the State of Tennessee.

1.29 Severability. Should any provision of the contract be declared to be invalid by any court of competent jurisdiction, such provision shall be severed and shall not affect the validity of the remaining provisions of the contract. Any action between the parties arising from this agreement shall be maintained in the courts of Rutherford County, Tennessee.

1.30 Indemnification and Hold Harmless.

1) Contractor must indemnify, defend, and hold harmless the City, its officers, agents and employees from any claims, penalties, damages, costs and attorney fees (“Expenses”) arising from injuries or damages resulting from, in part or in whole, the negligent or intentional acts or omissions of contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, in connection with the performance of this Agreement, and, Expenses arising from any failure of Contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

2) Pursuant to Tennessee Attorney General Opinion 93-01, the City will not indemnify, defend or hold harmless in any fashion Contractor from any claims arising from any failure, regardless of any language in any attachment or other document that Contractor may provide.

1.31 Statutory Disqualification. By submitting a response, it is represented that neither Contractor nor any of its officers, directors, shareholders, member, or partners has been convicted or plead guilty or nolo contender to any violation of the Sherman Anti-Trust Act, mail fraud, or other state or federal criminal violation in connection with a contract let by the City of Murfreesboro or any political subdivision of the State of Tennessee.

1.32 Contractor’s Employment Practices. Bidder, after being first duly sworn, affirms that by its employment policy, standards and practices, it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.33 City’s Employment Practices. It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this contract, Bidder certifies and warrants it will comply with this policy. Bidder must affirm that under its employment policies, standards and practices, it does not subscribe to any personal policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.34 Non-Discrimination. It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, veteran status, disability, or other status or class protected under federal or state law in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this Agreement, Contractor certifies and warrants it will comply with this policy. No person may be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the City’s contracted programs or activities, on the grounds of handicap and/or disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or Tennessee State Constitutional or statutory law; nor may they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the City or in the employment practices of the City’s Contractors. Accordingly, all proposers entering into contracts with the City may upon request be required to show proof of such nondiscrimination and to post in conspicuous places that are available to all employees and applicants, notices of nondiscrimination.

Contractor further acknowledges that the City is a federal government contractor, and that by virtue of this Contract, Contractor is a federal government subcontractor. Therefore, in accordance with federal law, Contractor specifically acknowledges and agrees as follows:

1) The City and Contractor shall abide by the requirements of 41 CFR 60-1.4(a). This regulation prohibits discrimination against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin, and requires federal government contractors and sub-contractors to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin.

2) The City and Contractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered prime contractors and sub-contractors to employ and advance in employment qualified protected veterans.

3) The City and Contractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability and requires affirmative action by covered prime contractors and sub-contractors to employ and advance in employment qualified individuals with disabilities.

1.35 Conflict of Interest. By submitting a response, it is represented that no officer, committee member, or director of the City or other persons whose duty is to vote for, let out, overlook, or in any manner supervise any work on any contract for the City has a “direct interest”, as defined by T.C.A. §12-4-101, in the bidder or in the work which is subject to this ITB.

1.36 Ethical Standards. Bidder understands that is shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity of an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter, pertaining to any program requirement of a contract or subcontract or to any solicitation or bid therefore.

1.37 Breach of Ethical Standards. A breach of ethical standards could result in civil/or criminal sanctions and/or debarment or suspension from being a contractor or subcontractor under City contracts.

1.38 Payments.

1) Payments will be made by the City after goods and/or services have been received, accepted, and properly invoiced as indicated in the contract and/or purchase order. Invoices must bear the purchase order number.

2) Performance of services of all items shall be made as stated in the bid specifications.

Deliveries resulting from this ITB are to be made during the normal working hours of the City, unless otherwise permitted and/or requested by the City when the order is placed with the Contractor. Time is of the essence. Should the awarded bidder fail to deliver items on or before its stated date, the City reserves the right to cancel the order or contract. The awarded bidder(s) shall be responsible for making any and all claims against carriers for missing or damaged items.

3) All performance of services made pursuant to this ITB, and the contract award, must be made pursuant to written purchase order of the City. The City assumes no liability for goods and/or services provided without a written purchase order from the City. Unless otherwise specified in this ITB, delivery and freight charges are to be prepaid and included in the bid price.

1.39 Codes & Regulation. All services and work to be done must comply with City, county, state, and federal laws, rules, codes and regulations. All services and work shall be in accordance with the specifications as described in Section 2.

1.40 Iran Divestment Act of Tennessee. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to T.C.A. § 12-12-106. Bids not conforming with this provision shall not be opened. Failure of any bidder to comply therewith shall void such bid and such bid shall not be considered.

1.41 Non-Boycott of Israel. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to T.C.A. § 12-4-119, and will not boycott Israel during the term of contract. This applies to contracts of $250,000 or more and to contractors with ten

(10) or more employees.

1.42 Evaluation of Bid. Any contract awarded pursuant to this ITB shall be awarded to the lowest responsive and responsible bidder whose bid response meets the requirements and criteria set forth in this ITB. A “responsive bidder” means a person who has submitted a bid response, which conforms in all material respects to the ITB. A “responsible” bidder means a person who has the capacity, reputation, and experience in all respects to perform fully the contract requirements and the integrity and reliability, which will assure good faith performance within the time specified without delay or interference. The City may make such investigations as deemed necessary to determine the ability of the bidder to provide the products and services required by the bid package. Any items proposed deemed not of equal and/or better and of comparable quality as that specified shall be cause for rejection of a bid. The City will evaluate bid based on lowest cost which fully conforms to specifications and whether the proposed costs and terms are, in the City’s judgment, consistent with current market pricing, appropriate for the services provided, and commensurate with the level of quality expected. In addition to the price, the following aspects will be considered in the award of a contract:

a. The ability of the bidder to perform the contract or to provide the goods and/or services required;

b. Whether the bidder can perform the contract and provide the goods and/or services promptly or within the time specified without delay or interference;

c. The character, integrity, reputation, experience, and efficiency of the bidder;

d. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;

e. The ability of the bidder to provide future goods and/or services of the subject contract;

f. Terms and conditions stated in the bid;

g. Compliance with specifications or the ITB;

h. Utilization of the format set forth in this ITB for submittal of a bid; and,

i. Bidder’s past performance with the City.

1.43 Bidder’s Compliance. The City will evaluate proposals for compliance and completeness. All forms listed in OpenGov as required must be completed and uploaded with the bid. Failure to submit any of the required forms will make the bid non-responsive and therefore disqualified.

1.44 Insurance. During the term of this bid and subsequent contract, the successful bidder must maintain comprehensive general liability insurance with limits of not less than $1,000,000, as well as automotive and workers’ compensation insurance policies. Contractor will provide to the City:

(i) a standard certificate of insurance evidencing this coverage prior to commencement of work and upon renewal or expiration of the policies reflected thereupon, (ii) upon request, an endorsement naming the City as additional insured under the terms of the policy as follows: “The City of Murfreesboro, Tennessee, its officers, employees, contractors, consultants, and agents.”

2. SPECIFICATIONS – Transit Center Security Services

2.1 General Specifications

The successful proposer must have been in the business of providing the services described in this ITB for at least five (5) years. This ITB requests references from other government and non-government agencies or districts where similar services have been or are currently being performed; such agencies should provide references for work performance. Contractor shall furnish all necessary labor (personnel), supervision, training, uniforms, vehicles and equipment necessary to provide appropriate security guard services for Facilities. The Contractor’s personnel are employees of Contractor and shall not, for any purpose, be considered employees or agents of the City.

2.2 Scope of Work:

1) The Contractor must develop post orders and have them approved by the City Manager and

Assistant Transportation Director prior to the contract start date. The Contractor shall make post orders available to all guards.

2) Security Guard Services: Duties and general performance criteria shall include, but not be limited to, providing security guard services as listed.

2.3 Patrol the transit facility property to include building interior, exterior, and parking lot located at 324 New Salem Hwy, Murfreesboro, TN 37129 to:

1) Serve as a uniformed presence to deter disturbances, theft, vandalism, trespassing, and any criminal or unauthorized activity;

2) Report unusual or suspicious individuals or conditions to Transit employees or to Murfreesboro Police Department as warranted under the circumstances;

3) Recognize and respond promptly to emergency situations and safety hazards, such as, but not limited to, fire alarms, power outages, medical emergencies, and calling for assistance if needed;

4) Report any accidents, emergencies, property issues, potential threats, or potential criminal activity to Transit employees immediately and to contact the Murfreesboro Police Department when the situation warrants;

5) Track and log any maintenance issues and safety hazards;

6) Monitor employee parking areas and escort employees as requested; and

7) Monitor electronic security equipment and cameras.

2.4 Provide security services Monday through Friday beginning at 5:00 AM through 7:00 PM, Saturdays beginning at 8:00 AM through 5:00 PM. No services required on Sundays and City observed holidays. Occasional hours beyond the scheduled end time may occur.

2.5 Provide security guards. Guards shall be unarmed, excluding non-lethal means such as pepper spray, and/or batons, and adhere to all relevant laws, regulations and industry standards governing security services.

2.6 Assist staff in enforcing the Transit Center Rules of Conduct, a copy of which will be provided to Contractor.

2.7 Be familiar with and implement emergency procedures when necessary.

2.8 All breaks must be taken at the site, and guards will remain alert and available to respond to requests for assistance.

2.9 Respond with both firmness and politeness in situations involving aggressive or belligerent behavior by an occupant/visitor. If such an action does not result in neutralization or de-escalation of the situation, the Guard is to calmly refer the occupant/visitor to a Transit supervisor for assistance. In the event of a menacing or threatening situation, the Guard is to call 911.

2.10 Lost and Found: It is the responsibility of the Contractor to instruct its employees that all articles of personal or monetary value found and not belonging to any Contractor or employee are to be turned into the designated City contact person(s) at the earliest appropriate time.

2.11 When required, assist 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.

2.12 City facilities may occasionally be the subject of media attention and newsworthy events. All requests for statements from news media personnel regarding the Department or City policy or any matter under the control or direct interest thereof, must be referred to the Assistant Transportation Director or designee.

2.13 Contractor Requirements:

1) Contractor must ensure that all guards are properly supervised and are performing their duties as stated in the post orders.

2) Contractor must verify Guard is at the designated post at the required time. Contractor must have a plan to replace a Guard who cannot report for work. The replacement Guard must be on duty within one (1) hour of notification by the City that a Guard has not reported for duty.

Contractor must ensure that posts are not left unmanned during contracted hours.

3) Contractor shall not charge overtime to the City for additional post coverage, provided the City gave Contractor at least 72 hours advance notice.

4) Staffing Level Guarantee: it is mandatory that the Contractor always have one guard available on site. Realizing that employees, including security guards, will have vacations, training days, sick days, etc. ITB Response shall describe in detail breaks allowed during shifts and the procedure for ensuring a security guard is available at all required times.

5) Contractors security guards shall be capable of performing duties independently, receiving general operational direction, and should not require ongoing supervision by the City.

6) Contractor shall ensure that security guards present a neat and business-like appearance.

Security guards must conduct themselves with courteous professionalism at all times.

7) Contractor agrees to provide the City with primary contact person for the general administration of this Agreement.

8) Upon receiving Notice of Award, Contractor shall provide the City with a list of security guards who will be assigned to provide services. For each security guard listed the Contractors shall provide the following information:

a. Security guard’s date of birth

b. Applicable security license number

c. Full Name: First, Middle, Last

d. Photo: Current, face

e. Address: Residence

f. Phone Numbers: Personal and Contractor-furnished

g. TN Driver’s License

9) Contractor shall update the City list for security guards as personnel changes are made. The Contractor will not place any guards at the Transit Facility unless that guard is on the approved security guard list.

10) Contractor shall not transfer to another City assigned security guards who were removed from an assignment for cause, without notification to and prior approval from, the receiving agency.

11) Contractor shall perform, at its cost, annual criminal history checks and driver’s license checks on each guard.

12) Contractor shall notify the appropriate City security director/designee when an assigned guard is arrested and charged with any criminal offense.

13) Contractor shall perform, at its cost, pre-hire drug screenings on all applicants and random drug screenings on at least 25% of the guards working on City property annually.

14) Contractor shall perform, at its cost, pre-hire alcohol screenings on all applicants and random alcohol screenings on at least 10% of the guards working on City property annually.

15) Except as otherwise provided in this agreement, Contractor will not ask for nor receive reimbursement for: training hours, regardless of whether on-the-job training (OJT) or classroom training; and leave time such as vacation or holidays.

2.14 Guard Requirements:

1) All guards utilized for this service shall meet the requirements stated in the Tennessee State Law Regulating Private Protection Services (Ref. Tennessee Code Annotated, Chapter 35, Title 62, “Private Protective Services Licensing and Regulatory Act”) and meet other requirements stated in this bid prior to being assigned duties under this contract. Temporary or pending certification licenses are not acceptable.

2) Contractor shall provide the City with documentation demonstrating that each guard assigned under this contract meets eligibility and training requirements before the guard begins their duties and upon request of the City.

3) Contractor shall ensure all certifications are kept current throughout the contract.

4) Guards must possess a high school or equivalent diploma.

5) Guards must possess a valid Tennessee driver’s license.

6) Guards must be physically, mentally, and emotionally capable of performing all duties required. This shall include performing physical exertion and the ability to lift 25 pounds.

Physical limitations which would inhibit or preclude the individual from performing the job duties include: not having binocular vision, which is correctable to 20/20 vision; being unable to distinguish shades of color; being unable to hear ordinary conversation at a distance of 20 feet; or having an infectious or communicable disease that presents a direct threat—i.e., a significant risk of substantial harm—to the health or safety of the individual or to the health or safety of others, if that risk cannot be eliminated or reduced below the level of a “direct threat” by reasonable accommodation.

7) Guards must pass a formal pre-employment screening and background check prior to being assigned, including:

a. FBI fingerprint check;

b. Employment history for prior seven years, with references;

c. Residency history for prior seven years;

d. TCIC/NCIC criminal record check showing no felony convictions or pending felony charges, or other criminal offense conviction that, in the City’s sole determination, would inhibit the Guard’s ability to perform duties in a reliable, competent, and trustworthy manner;

e. Drivers’ license check;

f. Three personal references who are unrelated to the applicant but known for at least five years;

g. Social security verification.

8) Guards must be able to read, write, and speak English at a high school level. Contractor shall identify guards who are bilingual and what second language is spoken by said guard.

9) Guards must be able to write legibly and intelligible reports.

10) Guards must have the ability to give and follow oral and written instructions in English.

11) Guards must have at least one (1) year of security work experience.

12) The City desires a favorable image and considers it to be a major asset of a security service.

Contractor’s staff’s 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. Use of personal phones will only be allowed in emergency situations.

13) Guards 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.

14) Guards must possess and exercise strong personal interactive skills when dealing with the public.

15) 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, Contractor, the City, or emergency personnel when necessary. The primary mode of communication between the City’s Site Supervisor representative and security personnel on shift shall be by Contractor issued cell phone.

16) Security personnel shall be adequately trained for each piece of security and/or courier equipment carried or used.

17) Contractor shall not issue, directly or indirectly, to its security personnel used at City facilities, any firearms or similar devices, unless specifically requested by the City of Murfreesboro. The parameters of this bid contemplate guards NOT being armed with firearms on City property and while working pursuant to the contract, unless later requested by the City in writing as an addendum to the original contract and signed by both the City and Contractor.

18) Key Control: Contract security guards are required to receive, account for, and be responsible for the safekeeping of all keys issued to them for access to buildings, offices, and gates. Keys are to be handed over to the next Security Guard or stored away at the change or end of each watch/shift. Any lost or misplaced keys shall immediately be brought to the attention of the Site Supervisor or Assistant Transportation Director. Any re-keying of locks shall be paid for or reimbursed by the Contractor.

2.15 Guard Training Requirements:

1) All guards, regardless of guard type or assigned agency/site, shall receive forty (40) hours of general training prior to assignment. These general training requirements are based, in part, on the American Society of Industrial Security’s Private Security Officer Selection and Training Guidelines. This general training must include:

a. Nature and Role of Private Security Officers

1. Security Awareness A. Private Security Officers and the Criminal Justice System B. Information Sharing C. Crime and Loss Prevention

2. Legal Aspects of Private Security A. Evidence Preservation B. Use of Force and Force Continuum C. Court Testimony D. Incident Scene Preservation E. Equal Employment Opportunity (EEO) and Diversity G. State and Local Laws H. Powers of Arrest

3. Security Officer Conduct A. Ethics B. Honesty C. Professional Image D. Appearance

b. Observation and Incident Reporting

1. Observation Techniques

2. Note Taking

3. Report Writing

4. Patrol Techniques

c. Principles of Communications

1. Interpersonal Skills

2. Verbal Communication Skills

3. Customer Service and Public Relations

4. Dealing with Conflict

5. Dealing with Media

d. Emergency Response Procedures

1. Critical Incident Response for situations such as natural disasters, accidents, and/or human caused events

2. Disaster Preparedness

3. Procedures for various emergencies including, but not limited to, evacuations, bomb threats, power failures, and active killers

e. Life Safety Awareness

1. Safety Hazards in the Workplace/Surroundings

2. Occupational Safety and Health Requirements including OSHA related training and training about blood borne pathogens

3. Workplace Violence

4. Procedures for First Aid, Cardiopulmonary Resuscitation (CPR), and Automated

External Defibrillators (AEDs)

f. Job Assignment and Post Orders

g. Employer Orientation and Policies

1. Substance Abuse, Sexual Harassment, and Diversity

2. Communications Modes, System Use and Procedures for devices such as telephones, pagers, radios, computers)

h. Conflict Resolution Awareness

i. Traffic Control and Parking Lot Security

j. Use of Vehicles

2) All guards shall receive twenty-four (24) hours of site-specific on-the-job training prior to being permanently assigned to a post.

3) All guards shall receive eight (8) hours of in-service training annually.

2.16 Uniforms and Gear:

1) Security guards assigned to perform work shall wear uniforms at all times. These uniforms must clearly identify the name of Contractor and the name of the individual security guard.

This identification may be accomplished through the use of shoulder patches, silk screening, or stitched company emblems, insignias or logos.

2) Contractor shall be responsible for providing personnel all equipment 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.

3) All uniforms must be visibly identifiable.

Uniforms and Gear include:

a. Security badge

b. Uniform shirt (with shoulder patches and embroidered badge) and trousers

c. Uniform hat (optional) with SECURITY printed on the front and include Contractor’s logo

d. Heavy jacket and windbreaker marked with “Security” in the back with shoulder patches displaying Contractor’s logo

e. Rain gear clearly marked “Security”

f. Uniform belt

g. Flashlight holder and durable flashlight

h. Portable Communication Device

i. Yellow Safety Vest- ANSI, Class II, with Security on the back

j. Pepper spray (optional)

k. Baton (optional)

2.17 Equipment and Vehicles:

Contractor shall furnish all equipment necessary to perform the work as described herein. All equipment shall be kept in good repair and shall conform to all federal, state and local requirements.

2.18 Reporting Security Guard Verification System and Reports:

1) Contractor personnel shall file incident reports according to Contractor’s policy. Contractor shall provide the City access to such reports upon request.

2) Daily Activity Reports (DAR) shall be generated by each Security Guard which includes all activity during the patrol or shift. The Daily Activity Report will be completed each day, at the end of the patrol or shift, and emailed to the City’s Site Supervisor no later than the following day.

3) Photographs: Guards are to photograph damage, graffiti, vandalism, and any areas of concern as directed, and submit as part of the DAR on a daily basis.

4) Written Incident Reports are to be submitted to the City’s Site Supervisor or designee within 24 hours of the incident. Incidents to be reported include, but are not limited to: Injuries, acts of violence, threats, criminal activity, bomb threats, vandalism, theft, evacuation of facility, trespassers, and conflicts with employees. All calls to the appropriate emergency responder (Murfreesboro Fire Department, Murfreesboro Police Department, 911, etc.), and the reason for the call, must be documented in a written incident report.

5) Contractor shall provide daily (DAR), weekly, and monthly reports as requested by the City.

Such reports shall include, not are not limited to: daily shift logs (DAR) and tour logs; weekly site-specific parking violators reports; and, monthly reports on total billed hours and compliance with requirements for drugs and alcohol screenings.

2.19 Experience and Licensing:

1) Contractor must have a minimum of five (5) years in business as a security firm with relevant experience in the public sector working with similar projects.

2) Contractor must also maintain all required business and professional licenses and permits required by law for accomplishing any work required in connection with this Contract, at no cost to the City.

3) Contractor will certify in writing that it conducts background checks, medical (physical) examinations, and initial drug and alcohol screening on all of its prospective employees, which indicates that employees are acceptable and qualified prior to being assigned to City premises.

All background checks will include a fingerprint check and a minimum inquiry of all previous employers during the past five (5) years, driving record history, local, state, and federal criminal history, and military discharge records (if applicable).

2.20 References:

List a minimum of three (3) references for whom comparable services were provided in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

The City reserves the right to reject the service of any personnel used, if in the City’s opinion, said personnel is not fit or properly uniformed for duty. In the addition, The City reserves the right to require the replacement of any personnel deemed detrimental to the intent of the contract.

3.0 BID FORM

MURFREESBORO PURCHASING DEPARTMENT

BID FORM

ITB- 21-2025

Transit Center Security Services

Name of Contractor/Company:

Date:

All prices must include all costs for services required in accordance with the Specifications and general requirements as listed in this ITB. Pricing shall be effective for one (1) year from date of bid award. The City is not subject to sales tax.

Hourly Rate

$____________/hr.

Annual Price

TOTAL COST PER YEAR BASED ON HOURS PROVIDED IN ITB $

Alternate: Unit Price for additional hours, if needed $

Sample Agreement for Transit Center Secur ity Services

This Agreement is entered into and effective as of the ________________ 2025, by and between the City of Murfreesboro, a municipal corporation of the State of Tennessee (the "City"), and __________________, a ___________________ of the State of ___________(“Contractor”).

This Agreement consists of the following documents:

⋅ This document ⋅ Invitation to Bid, issued ______ (the “Solicitation”);

⋅ Contractor’s Bid Proposal, dated ______________ (“Contractor’s Proposal”);

⋅ Any properly executed amendments to this Agreement.

In the event of conflicting provisions, all documents will be construed according to the following priorities:

⋅ First, any properly executed amendment or change order to this Agreement (most recent amendment or change order given first priority);

⋅ Second, this Agreement;

⋅ Third, the Invitation to Bid and Bid Specifications; and ⋅ Lastly, Contractor’s Proposal.

1. Duties and Responsibilities of Contractor.

Contractor agrees to provide Transit Center Security Services based on “ITB-21-2025 – Transit Center Security Services” listed under the “Specifications” of the ITB.

2. Term.

A. The contract shall be in effect commencing on the Effective Date for one (1) year from the Effective date of the contract with four (4) one-year optional renewals upon mutual written agreement by the Contractor and City with the entire contract not exceeding five (5) years.

Renewals shall not be effective until approved by the City Council, if applicable.

B. Contractor's services may be terminated in whole or in part:

1) Upon 30-day prior notice, for the convenience of the City.

2) For the convenience of Contractor, provided that Contractor notifies the City in writing of its intent to terminate under this paragraph at least 30 days prior to the effective date of the termination.

3) For cause, by either party where the other party fails in any material way to perform its obligations under this Agreement. Termination under this subsection is subject to the condition that the terminating party notifies the other party of its intent to terminate, stating with reasonable specificity the grounds therefore, and the other party fails to remedy the problem within 15 days after receiving the notice.

4) Should Contractor fail to fulfill in a timely and proper manner its obligations under this Agreement or if it should violate any of the terms of this Agreement, the City has the right to immediately terminate the Agreement. Such termination does not relieve Contractor of any liability to the City for damages sustained by virtue of any breach by Contractor.

5) Should the appropriation for Contractor’s work be withdrawn or modified, the City has the right to terminate the Agreement immediately upon written notice to Contractor.

3. Price; Compensation; Method of Payment.

The price for…