REQUEST FOR PROPOSALS

Library Security Services

PROPOSAL # LS-26-27-07

TABLE OF CONTENTS

Library Security Services

City of Santa Clarita, California

SECTION A

NOTICE INVITING PROPOSALS

PROPOSAL INSTRUCTIONS

DOCUMENT CHECKLIST

SECTION B

SCOPE OF WORK

RESPONSE FORMAT AND SELECTION CRITERIA

SECTION C

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

REFERENCES

ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK

CITY OF SANTA CLARITA DISCLOSURE STATEMENT

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

SECTION D

SAMPLE PROFESSIONAL SERVICES AGREEMENT – STANDARD

SECTION A

RFP Information & Instructions

CITY OF SANTA CLARITA REQUEST FOR PROPOSALS

Project Name: Library Security Services

Proposal #: LS-26-27-07

Dates Published: August 13, 2026

Last Day for Questions: September 2, 2026, before 11:00 AM (PT)

Proposal Closing: September 11, 2026, before 11:00 AM (PT)

License(s) Required: Private Patrol Operator's License

Project Description: The City of Santa Clarita (City) is seeking unarmed security guard services for its public library facilities, which include Jo Anne Darcy Canyon Country, Valencia, and Old Town Newhall, collectively “the Libraries”.

Contact Information: Jaclyn Abston | jabston@santaclarita.gov

Specifications for this request for proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.

RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.

Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non-responsive and rejected.

mailto:jabston@santaclarita.gov

PROPOSAL INSTRUCTIONS

City of Santa Clarita, California

1. SUBMITTING PROPOSALS.

1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, and must be uploaded via BidNet.

Proposals submitted by any other method, including paper delivery, email, or fax, will be deemed non-responsive and will not be considered for award.

1.2. All pricing schedules, unit prices, and cost breakdowns required by this Request for Proposals must be completed and submitted in support of the total proposed price.

1.3. Proposals or proposal corrections received after the proposal due date and time will not be accepted. The City is not responsible for proposals not properly or timely uploaded through BidNet. Upon award, all submissions become a matter of public record.

2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non-responsive and rejected.

3. REQUEST FOR PROPOSAL QUESTIONS. Questions shall be submitted and responses provided electronically through the BidNet platform in accordance with the date and time shown on the “CITY

OF SANTA CLARITA NOTICE INVITING PROPOSALS.”

4. AWARDS.

4.1. The City reserves the right to waive any irregularity in any proposal.

4.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.

The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.

4.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in-house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.

4.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.

4.5. Proposals and subsequent offers shall be effective/valid for a period of 120 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.

5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-back" procurements.

6. INVOICES. Invoices will be forwarded to:

City of Santa Clarita HR - Library Attn: Laura Aguilar 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196

Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.

7. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.

8. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.

9. PROPOSAL VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period of 120 calendar days after the date of RFP closing. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period.

10. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP may be renewed annually, up to three times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area-Riverside-Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by Purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year’s rates will apply. Proposer shall honor proposal prices for One-Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer.

11. LITIGATION WARRANTY. The bidding vendor, by bidding, warrants that the vendor is not currently involved in litigation or arbitration concerning the vendor’s performance concerning the same or similar service to be supplied pursuant to this RFP and that no judgments or awards have been made against bidding vendor on the basis of vendor’s performance in supplying the same or similar service, unless such fact is disclosed to the City in the responding proposal. Disclosure may not disqualify the bidding vendor. The City reserves the right to evaluate proposals on the basis of the facts surrounding such litigation or arbitration and to require the selected vendor to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Santa Clarita in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by selected vendor of the contract in the event the contract is awarded to selected vendor, notwithstanding the litigation or arbitration.

12. BEST AND FINAL OFFER. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Work. Based on the initial proposals, the pre-proposal meeting, and Best and Final offers, if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that seller to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process.

13. CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California Public Contract Code Section 3300, the successful vendor shall submit proof of a Private Patrol Operator's License with proposal response. Failure to possess the specified license shall render the proposal as non-responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.

14. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.

The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.

DOCUMENTS CHECKLIST

Library Security Services

City of Santa Clarita, California

In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.

The following documents must be provided by ALL proposers:

Uploaded via BidNet (see Section C) ❑ Response File ❑ Cost File (to be submitted separately from Response File) ❑ Notice to Proposers Regarding Contractual Requirements ❑ References ❑ Acknowledgement and Acceptance of Scope of Work ❑ City of Santa Clarita Disclosure Statement ❑ Equal Opportunity/Affirmative Action Statement ❑ All signed addendums (if any)

The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Gina Roberson

❑ Professional Services Agreement ❑ Insurance Required by Contract ❑ W-9 Form

SECTION B

Solicitation Information

SCOPE OF WORK

EVENT DATE

Solicitation advertisement August 13, 2026 Last day for questions September 2, 2026 Return of proposals September 11, 2026 Evaluations of proposals Beginning September 11, 2026 Contract award September 22, 2026

*Dates are subject to change at the City’s discretion*

1. BACKGROUND

1.1. The City of Santa Clarita (City) is seeking unarmed security guard services for its public library facilities, which include Jo Anne Darcy Canyon Country, Valencia, and Old Town Newhall, collectively “the Libraries”. Proposers must be able to provide all services, as required per these specifications, and must meet any other requirements included in this solicitation. It is expected that the presence of an appropriately uniformed security guard will serve as a visible deterrent and reduce the threat of injury to the public and prevent damage and loss of property within the parameters of each facility. Specific requirements of each facility demand appropriate staffing and patrol techniques to accomplish these goals.

The Libraries are comprised of the following facilities:

Jo Anne Darcy Canyon Country Library 18601 Soledad Canyon Road Santa Clarita, CA 91351 Square Footage: 17,000 Annual Patron Traffic: 100,026

Old Town Newhall Library 24500 Main Street Santa Clarita, CA 91321 Square Footage: 30,100 Annual Patron Traffic: 224,056

Valencia Library 23743 W. Valencia Blvd. Santa Clarita, CA 91355 Square Footage: 23,966 Annual Patron Traffic: 158,133

*Figures based on Fiscal Year 2025 - 2026

2. OBJECTIVES

2.1. The primary objective of the City is to provide a safe and welcoming environment for residents and patrons who visit the Libraries. Having security for these locations provides helpful information and direction to library patrons, allows for the observation and reporting of activities around the premises, and aids in the enforcement of the Library Code of Conduct (LCOC). Security guards shall monitor persons in and around the Libraries, provide routine patrol of the facilities and parking lot areas, complete daily activity logs for each location and submit reports, as required, while providing direct support to City staff for the enforcement of the LCOC and other duties as may be required from time to time.

3. DEFINITIONS

3.1. “City” means the municipal corporation of the City of Santa Clarita, California.

3.2. “Contract” means the agreement for the procurement of goods, equipment, materials, software, maintenance, contracted services, professional services, or concessions.

3.3. “Contractor” means an offeror responding to the Request for Proposal who is seeking a contract with the City. For the purposes of this solicitation, the term “Contractor” shall be interchangeable with “Respondent”, “Service Provider”, “Vendor”, and “Proposer”.

3.4. "The Libraries" shall be understood to refer to the three (3) library branches in Santa Clarita - Jo Anne Darcy Canyon Country, Valencia, and Old Town Newhall, collectively.

4. SUPPLIER RESPONSIBILITIES

4.1. Services - Contractor agrees to provide all services requested and shall have sufficient resources available to provide regular, consistent, and effective service to each library facility, concurrently.

4.1.1. Contractor must provide sufficient resources to ensure adequate coverage is available for watch and meal relief.

4.1.1.1. The Contractor shall provide appropriate relief coverage for required meal periods, rest periods, absences, and other temporary staffing needs so that required security coverage is maintained during scheduled service hours. Relief personnel shall meet all qualifications and requirements applicable to regularly assigned guards. The Contractor shall account for all costs associated with providing required relief coverage in its proposed pricing.

4.1.2. Contractor must be able to provide additional guard service, as may be requested from time to time, for special event security at the Libraries, or as may otherwise be required per this solicitation, with 72 hours' notice.

4.2. Staff - Contractor must use its own employees. No subcontractors or independent contractors are allowed to be used at any point, or for any reason, during the contract period.

4.3. Communication - Contractor must provide each security guard with a method of communication, such as a phone or tablet. Any guard without a company-issued communication device will be considered “unprepared for work” and may be released by staff. In the event this should occur, the contractor will be responsible for providing a replacement guard within one hour of such dismissal. The Libraries will not be liable for costs associated with an “unprepared” security guard and/or contractor staff.

4.4. Electronic Patrol Equipment - Contractor must provide and maintain an active personnel electronic monitoring system which is able to track and monitor security personnel in real time on the Libraries' premises.

4.4.1. The electronic monitoring system must combine GPS and RFID functionality, enabling security personnel to scan interior and exterior checkpoint tags, as well as facilitate real-time location reports.

4.4.2. The electronic monitoring system must be able to provide reports that include, but are not limited to, the security guard identification, missed checkpoints or ones that have been over checked, types of incidents (e.g., doors left unlocked, suspicious activity, etc.), an overall patrol summary, and any other related information that will ensure the contractor is in compliance with City standards.

4.4.3. Information shall be accessible for the Libraries to review at the end of each shift and sent to the City contract coordinator weekly. Any and all reports prepared during the term of this contract shall become the property of the City.

4.4.4. It is the Contractor's responsibility to replace missing or damaged checkpoint tags at no cost to the Libraries.

4.4.5. Substitutions to the electronic monitoring system may be proposed and will be evaluated as to whether they meet the City’s requirements.

5. MINIMUM QUALIFICATIONS

5.1. A successful respondent should meet the following criteria.

5.1.1. In operations for a minimum of five (5) years as a security services provider

5.1.2. All guards providing security services to the Libraries must:

5.1.2.1. Possess a valid Security Guard License issued by the State of California, Department of Consumer Affairs, Bureau of Security and Investigative Services.

5.1.2.2. Possess a high school diploma or GED;

5.1.2.3. Have the legal right to work in the United States;

5.1.2.4. Have completed and passed a drug screening, a fingerprinting process, and a medical examination to determine fitness to perform assigned duties;

5.1.2.5. Must have strong communication skills.

5.1.2.6. Must have the ability to give and follow instructions.

5.1.3. The Libraries desire a favorable image and consider it to be a major asset of a security service. Contractor's employees' appearance, personal hygiene, attitude, and job knowledge shall present a favorable image at all times while on duty.

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

5.1.5. Quality and experience of the security personnel and the services provided will be critical elements of the contract. Contractor shall maintain copies of each assigned security personnel’s current State of California Security Guard license for the duration of the contract. The City reserves the right to request proof of these documents at any time. In addition, security personnel shall carry their license at all times and may be subject to periodic inspection by City staff.

5.1.6. Security personnel shall be adequately trained and experienced in their specific duties and for each piece of security and/or courier equipment carried or used. It is highly desirable that all security personnel be trained in the use of all-purpose fire extinguishers, drug/narcotics identification, bomb threat situations, and the avoidance of violent situations.

5.1.6.1. For a guard to be “adequately trained”, a guard must have a minimum of eight hours of training conducted by their supervisor prior to assignment. It is essential that they show good communication skills and be able to de-escalate situations involving the public. All security personnel assigned to the Libraries must have proficient writing skills to complete thorough and accurate reports.

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

5.1.8. Contractor shall provide job-related training and any necessary re-training or continuing education for each contract employee performing security services for the Libraries. In addition, Contractor shall provide site-specific training. The City will not compensate in any form or be responsible for the time or cost of such training, but will make the necessary accommodations to facilitate the training, such as providing access to the building, offering a full review of key areas and duties, and making available other assistance, as appropriate.

5.1.8.1. At the Contractor’s expense, each security guard shall successfully complete a course in basic Security Guard training prior to assignment and shall complete an annual refresher course.

5.1.9. All uniforms must be visibly identifiable, and shall always be maintained in a clean and professional manner.

6. SUPPORT

6.1. The contractor will be required to assign one person as a dedicated point of contact for the City to ensure consistent and quality customer service. Proposer must indicate, in writing, the proposed team contacts with the proposal response.

6.2. If the Libraries determine any security guard is not qualified to perform the assigned work, not suitable for the assigned location, found guilty of improper conduct, or not performing to these contract specifications, such employee will be dismissed, and the contractor will be responsible for providing a replacement guard within one hour of such dismissal. The Libraries shall not be liable for any compensation to the contractor for such employee’s time.

6.3. The contractor will be required to supply weekly reports, upon request by Library staff.

A sample of the contractor’s potential or proposed report shall be included in the submission for this solicitation.

6.4. All guards will be required to complete a separate accident or incident report and submit it to the Branch Administrator for all safety incidents which merit such a report. The determination of merit shall lie with the Library staff.

6.4.1. If appropriate, Library staff can assist with notifying the police, paramedics, or other authorities and obtain a copy of their report to include with the incident report.

7. CODE OF CONDUCT

7.1. Guards must always be attentive and alert, and remain at their post or be readily available at all times while on duty.

7.2. Guards shall not use or view their cellphone or other electronic devices while in the view of the public; and the use of any iPod, tape player/radio, or similar device shall be prohibited while on duty.

7.3. Guards shall wear the uniform provided by the contractor while on duty and keep the uniform clean at all times.

7.3.1. Uniform shall include shirt, pants, jacket, and shoes. The company logo shall be clearly visible at all times.

7.4. Guards are not permitted to smoke while on duty, except while on break, and must stay a minimum of 20 feet away from any Library facility.

7.5. Guards shall remain nonpartisan and neutral in all matters; all comments, thoughts, and opinions related to non-essential work matters shall not be shared with the public and/or staff.

7.6. Guards are responsible for the cleanliness of the security desk and immediate surrounding area.

7.7. Guards shall not use Library computers except with pre-approval of the Branch Administrator or designee.

7.8. Guards will be responsible for all equipment assigned to them, such as keys and City-owned radio. Any costs incurred for the replacement of lost or damaged keys or equipment shall be the responsibility of the contractor.

7.9. Guards shall assist in the enforcement of LCOC and, therefore, shall be required to reasonably understand and interpret the LCOC.

7.10. Guards must make every effort to maintain a good working relationship with all Library staff.

7.11. Guards shall never use or be under the influence of drugs, prescribed or unprescribed, or alcohol while on duty or reporting for duty.

7.12. Failure to comply with any of the aforementioned codes of conduct may result in the immediate dismissal of personnel. In such event, the City shall not be liable for any costs associated with contractor personnel that are found to be in violation of any LCOC or code of conduct identified within this solicitation.

8. DELIVERABLES

8.1. Guards shall complete a routine check of all doors, hallways, stairwells, restrooms, and other predetermined areas each hour.

8.2. Guards shall patrol the interior and exterior areas of the Libraries facilities, including all of the parameters of the designated building and/or structures, regularly, with the primary purposes of surveillance and crime prevention, detection, and reporting.

8.3. Guards shall actively discourage individuals from participating in illegal activities through intervention techniques, such as physical and verbal presence or by notifying law enforcement, when appropriate.

8.4. Guards shall check, set, and monitor security alarms, as assigned and appropriate.

8.5. Guards shall notify the police, paramedics, or other authorities and obtain a copy of their report and submit a legible copy, with the incident report, to the Branch Administrator, when appropriate.

8.6. Guards shall actively monitor selected entrances, exits, corridors, and courtyards, permitting only authorized personnel to enter Library-owned facilities and restricted areas, as assigned and appropriate.

8.7. Guards shall immediately respond to protective alarm signals or other indications of suspicious activities.

8.8. Guards shall escort Library staff out of the building at closing, which is estimated to take 30 minutes after branch closure, each day of service.

9. HOURS OF OPERATION

9.1. To enforce the LCOC within the parameters of each location, the three Library branches require guard service for daily operation to monitor patron activity. In the event security service is required other than as specifically referenced per these specifications, the City will provide contractor with as much advance notice as possible, but no less than 72 hours.

9.2. The City is seeking cost proposals for two (2) different options for proposed hours of security services within the Libraries.

9.2.1. Cost Proposal Requirements. Proposers shall provide separate pricing for each staffing option identified below. Pricing shall clearly identify the total weekly hours proposed for each option, the regular hourly rate, overtime and holiday rates, special-event rates, relief-guard rates if different from the regular hourly rate, and any applicable minimum call-out charges. All proposed rates shall include all labor, supervision, equipment, administrative costs, and other expenses necessary to perform the services described in this Scope of Work.

Option 1:

All Libraries (one guard at each location):

9:00 a.m. - 8:30 p.m. Monday - Thursday;

10:00 a.m. - 6:30 p.m. on Friday; and 10:00 a.m. - 5:30 p.m. on Saturday.

Option 2:

All Libraries (one guard at each location):

11:30 a.m. - 8:30 p.m. Monday - Thursday;

10:00 a.m. - 5:30 p.m. Friday – Sunday

10. MEETINGS

10.1. Contractor personnel shall be required and be available to meet quarterly to discuss the performance of their operations and evaluate strategies for improvement. The City shall not be liable for any cost or compensation to the contractor for such meeting.

11. CITY RESPONSIBILITIES

11.1. The Libraries will provide various supplies, small tools, or other equipment for use by the security guard while on duty at any particular assigned post, as deemed appropriate by City staff. Equipment may include items such as a telephone, camera, or radio as well as any other supplies deemed necessary for a particular location.

11.1.1. All equipment shall remain at the assigned location at the end of every shift.

11.1.2. All equipment provided by the Libraries for use by the guard shall remain within the parameters of each service location, and in the event of loss or damage to any City owned equipment, the contractor shall replace or compensate City for such losses.

11.2. The Library will provide a key set or an appropriate electronic access device for the security guard to access all areas, during each shift. Under no circumstances, shall any building key leave the premises, or should any keys or access device be released to any person for any reason without approval of the Branch Administrator or designee.

12. ADDITIONAL REQUIREMENTS

12.1. Billing: Invoices shall be sent no more than 30 days after security service work has been completed.

12.2. Altercation Policy: If there is an altercation involving citizens, the guard shall take all measures to handle it diplomatically and calmly. The individual shall be quietly escorted from the building or encouraged to stop the altercation. If the situation cannot be handled in that manner or if the guard finds unauthorized individuals in the building or patrol area, the staff shall contact the Police/Fire department and await assistance to take further action. Under no circumstances should the guard attempt to physically stop fights or remove people from the building.

RESPONSE FORMAT AND SELECTION CRITERIA

1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of the

Request for Proposal (RFP). All respondents must follow this format for a proposal being submitted.

1.1. RESPONSE FILE:

1.1.1. Introduction - A general introduction and description of the proposing company shall be provided. The format of the introduction is at the discretion of the respondent.

1.1.2. References - Respondent must provide at least three references where the company has provided, or currently provides, onsite security services for similar facilities, preferably from public agencies.

1.1.3. Work History - List all recent and current contracts held by the proposing company that are similar in nature to the City’s Scope of Work for a period of no less than three years.

1.1.4. License - Respondent must submit a copy of a current Private Patrol Operator’s License issued by the California Department of Consumer Affairs with its proposal.

1.1.5. Guards and Field Supervisors - Respondent must submit photos and background, including a California Guard Card, on all employees who may provide security services to any Library branch with its proposal. Should staff have any concerns with prospective guards, all concerns will be discussed prior to award. The City reserves the right to regulate all guards submitted by the respondent.

1.1.6. Off-site Personnel - Describe the activities of the designated contract manager, support, and supervisor personnel.

1.1.7. Equipment - Respondent must provide a list of any and all proposed equipment, including but not limited to any communication devices, electronic patrol equipment, or other related items that may be used to perform required duties.

1.1.8. Training Plan - Respondent must provide an outline of the proposed training plan for all guards and field supervisors that will work at any Library branch.

1.1.9. Uniforms - Provide a photo or a mockup composite of the proposed uniforms.

1.2. COST FILE - The respondent shall complete the Price Schedule found in the RFP document. The Price Schedule page must be signed by an individual authorized to bind the respondent/company.

The quoted costs shall include all services and deliverables as laid out in the scope of work.

2. SELECTION CRITERIA - The overall criteria are listed below. As proposals are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical proposals are evaluated as essentially equal, cost or price may be the deciding factor.

Failing to provide any of the required information will reduce the overall respondent’s score and may be grounds for disqualification. Any statement which is proven to be false may be grounds for disqualification.

2.1. SCORING CRITERIA:

2.1.1. Respondents qualifications

2.1.2. Experience with similar services

2.1.3. Staff and equipment resources

2.1.4. Cost of services provided

2.1.5. Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards

During the selection process, the evaluation panel may wish to interview respondents with scores above a natural break. Should an interview process take place, the results of the interview will carry greater weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact.

SECTION C

Forms

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

1. SUMMARY OF CONTRACTUAL REQUIRMENTS

a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).

b. By submitting a proposal, you have reviewed the sample contract documents contained within this request for proposals and agree to be bound by the requirements set forth.

c. Questions and requests for modification of these terms must be negotiated and approved prior to proposal submission and are at the full discretion of the City.

2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS

a. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to

City of Santa Clarita (City). By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. If any additional Contract documents are executed, the actual Indemnity language and Insurance Requirements may include additional provisions as deemed appropriate by City’s Purchasing Agent.

b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor’s liability under this agreement. The full coverage and limits afforded under Contractor’s policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required.

The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City.

c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full-certified copies of all

Insurance coverage and endorsements.

3. INDEMNIFICATION

a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials, representatives and employees (collectively “Indemnitees”) from and against any and all claims, loss, cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee of

CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise from or relate to (including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole or in part, from: (1) CONSULTANT’s performance of Services under this Agreement, or any part thereof;

(2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights, copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or

Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement

(collectively “Liabilities”). Such obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such

Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of

California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and in particular the limitation on CONSULTANT’s duty to defend whereby such duty only arises for claims relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT’s proportionate percentage of fault (except as otherwise provided in section 2782.8).

b. The foregoing indemnification provisions will not reduce or affect other rights or obligations which would otherwise exist in favor of the CITY and other Indemnitees.

c. CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and substance of those contained in this Agreement.

4. INSURANCE

a. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits

Commercial general liability: $1,000,000/$2,000,000 aggregate

Professional liability $1,000,000

Business automobile liability $1,000,000

Workers compensation Statutory requirement

b. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG

00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO

Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY.

c. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a

“claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this

Agreement was in effect.

d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, including endorsements, and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with California-admitted insurers with (other than workers compensation) a current A.M. Best

Company Rating of at least “A:VII.”

e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by CONSULTANT for CITY.

f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this

Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to

TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under this Agreement, City may terminate this Agreement immediately with no penalty.

g. Should CONSULTANT’S insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.

Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer’s issuance of notice of cancellation. CONSULTANT must ensure that there is no lapse in coverage.

h. The CITY shall be entitled to any coverage in excess of the minimums required herein.

I have read and understand the above requirements and agree to be bound by them for any work performed for the City.

Authorized Signature: ______________________________ Date: ___________________

Printed Name: ____________________________________

REFERENCES

The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal.

1. __________________________________________________________________________________ Name and Address of Owner / Agency

Name and Telephone Number of Person Familiar with Project

Contract Amount Type of Work Date Completed

2. __________________________________________________________________________________

Name and Telephone Number of Person Familiar with Project

3. __________________________________________________________________________________

Name and Telephone Number of Person Familiar with Project

ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK

By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Scope of Work for the Library Security Services. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract.

*Supervisor’s Signature:___________________________________________Date:__________

*Estimator’s Signature:____________________________________________Date:__________

*Owner’s Signature:______________________________________________Date:__________

*All three signatures required

CITY OF SANTA CLARITA DISCLOSURE STATEMENT

City of Santa Clarita, California

The following information must be disclosed:

1. List the names of all persons having a financial interest in the Request for Proposals.

2. If any person identified pursuant to No. 1 above is a corporation or partnership, list the names of all individuals owning more than ten percent of the shares in the corporation or owning any partnership interest in the partnership.

3. If any person identified pursuant to No. 1 above is a non-profit organization or a trust, list the names of any persons serving as a director of the non-profit organization or as a trustee or beneficiary or trustor of the trust.

4. Has the offeror had more than $250.00 worth of business transacted with any member of the City of

Santa Clarita staff, boards, commissions, committees, and Council within the past twelve months? If yes, please indicate the person(s) with whom you have conducted business.

NOTE: Attach additional pages as necessary.

Signature of Offeror

Print or Type Name of Offeror

Date

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

The offeror hereafter described will not discriminate against any employee or applicant for employment because of race/color, national origin, sex, sexual preference, religion, age, or handicapped status in employment or the provisions of services.

Signature

Typed Name and Title

SECTION D

Sample Contract

STANDARD AGREEMENT – SAMPLE ONLY

CON-6

Council Approval Date:________

Agenda Item: ________

Contract Amount:________

PROFESSIONAL SERVICES AGREEMENT

BETWEEN

THE CITY OF SANTA CLARITA AND

FOR

This AGREEMENT by and between the CITY OF SANTA CLARITA, a municipal corporation and general law city (“CITY”) and _______________________________________, a ________________________________________________________ (“CONSULTANT”), and is dated ________________________.

CONSIDERATION.

As partial consideration, CONSULTANT agrees to perform the Services listed in the

SCOPE OF SERVICES, below; and

As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; and

As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed dollars ($ ) for

CONSULTANT’s Services. CITY may modify this amount as set forth below.

Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit(s) “ ” which is/are incorporated by reference.

SCOPE OF SERVICES.

CONSULTANT will perform Services listed in the attached Exhibit(s) “ ” which is/are incorporated by reference.

CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the Services and provide the professional Services required of CONSULTANT by this Agreement.

PERFORMANCE STANDARDS.

By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the

Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that

CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public

CITY.

CONSULTANT will perform its Services in a skillful manner, comply fully with all City established criteria, and with all applicable federal, state, and local laws, codes, and professional standards.

CONSULTANT agrees to comply with all applicable federal and state employment laws regulations and rules including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders.

CONSULTANT will staff this Agreement with personnel qualified to adequately and professionally perform the Services.

CONSULTANT will not subcontract any portion of these Services without the CITY’s prior written approval.

CITY’s approval of any payment, or conducting of any inspection, reviews, approvals, or oral statements, or any governmental entity’s certification, will in no way limit the

CONSULTANT’s obligations under this Agreement or CONSULTANT’s complete responsibility for all Services hereunder.

PAYMENTS.

For CITY to pay CONSULTANT as specified by this Agreement and as provided in attached Exhibit(s) “ ” , CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit(s) “ ” ) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that Services during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.

CITY may withhold all or a portion of payment otherwise due in the event that Services are either improperly or not performed.

PROJECT COORDINATION AND SUPERVISION.

CONSULTANT will assign as CONSULTANT’s

Project Manager and will be responsible for job performance, negotiations, contractual matters, and coordination with CITY’s Project Manager.

CONSULTANT may change its Project Manager only with CITY consent.

CITY will assign as CITY’s Project Manager, will be personally in charge of and personally supervise or perform the technical execution of the project on a day-to-day basis on behalf of CITY, and will maintain direct communication with CONSULTANT’s Project Manager. CITY may change its Project Manager at any time with notice to CONSULTANT.

NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for…