LOPL Security RFP 20260319.pdf

RFP # 2026-01

Request for Proposals for Security Services Date: March 27, 2026

TABLE OF CONTENTS

I. CALENDAR OF EVENTS

II. CONTACT INFORMATION

III. BACKGROUND

IV. SCOPE OF SERVICES

V. PROPOSAL REQUIREMENTS

a. Management & Qualification

b. Response to Scope of Services

c. Other

VI. EVALUATION AND SELECTION

a. Evaluation Criteria

b. Selection Process

VII. PROPOSAL CONDITIONS AND INSTRUCTIONS

a. Limitations

b. Proposal Submission

c. Administrative Specifications

d. Addenda: Errors and Omissions

e. Exhibit A- Statement of Service Provider’s Qualification

f. Exhibit B- Proposal Signature Page

g. Exhibit C – Contractor Affidavit

h. Exhibit D- W-9

The Live Oak Public Libraries (“LOPL”), hereby solicits proposals from experienced firms and individuals (hereinafter referred to as “Proposers”) in response to this Request for Proposals (“RFP”) for Security Services, as further described throughout this RFP. LOPL intends to award the purchase to one firm proposer.

I. CALENDAR OF EVENTS

Issuance of RFP March 27, 2026

Deadline for Questions April 3, 2026

Proposal Due Date April 6, 2026

Award At the conclusion of the RFP process

II. CONTACT INFORMATION

Any inquiries regarding this RFP must be in writing (email preferred) by the deadline April 3, 2026. LOPL will not respond to phone inquiries. Answers to questions as well as any amendments and clarifications will be posted on LOPL’s website at https://liveoakpl.org/about/business. No other communication of questions and/or answers will be made.

Shelia Fears Director of Human Resources

Live Oak Public Libraries 2002 Bull Street

Savannah, Georgia 31401 Phone: 912-652-3607

Email: hr@liveoakpl.org

One (1) electronic and/or two (2) hard copies of your technical and cost proposals and/or a flash drive or similar device that contains your proposals in either Microsoft Word or PDF format are due no later than 3:00 p.m. on April 6, 2026, via email and/or in a sealed package or packages.

Each submitted proposal should be marked clearly on its exterior packaging and/or email subject line that it is in response to Security Services RFP # 2026-01. All proposals should be emailed and/or delivered to:

Live Oak Public Libraries Attn: Shelia Fears 2002 Bull Street

Savannah, Georgia 31401

LOPL will not consider any proposals that are faxed, whenever received, and will not consider any proposal received after the Proposal Due Date. Failure to submit proposals on time will not be waived by LOPL under any circumstances (e.g., traffic conditions, mail or courier failure, etc.).

LOPL will not provide reimbursement for any costs or expenses incurred in connection with this RFP, including the costs of preparing and submitting a response, providing any additional information or attending an interview. All material that is submitted in response to this RFP will become the sole property of LOPL. LOPL expressly reserves the right to utilize any and all ideas submitted in the proposals received unless covered by legal patent or proprietary rights, any of which must be clearly indicated in the proposal submitted in response to the RFP.

Interviews and/or virtual product demonstrations of the top-qualifying Proposers may be conducted at LOPL’s discretion on a specific day or days to be disclosed later in the RFP process.

All top qualifying Proposers will be notified of the exact interview date(s) in advance.

III. BACKGROUND

The Live Oak Public Libraries is located in Savannah, Georgia and consists of a Central Library located at 2002 Bull Street, Savannah, GA 31401 and fifteen other libraries located throughout Chatham, Effingham, and Liberty Counties. For a complete listing of current libraries, please visit LOPL’s webpage: https://liveoakpl.org/locations/libraries

LOPL serves the three counties’ residents, with an extensive collection of books, reference materials, periodicals, compact discs, DVDs, and photographs and maps. LOPL utilizes the Evergreen PINES integrated library system, along with state-of-the-art computer equipment in all community libraries, and the ability to provide information through free Internet access to the public. LOPL offers a wide variety of reading, writing, and literacy programs, and functions as an integral part of the community.

LOPL is seeking qualified security service providers to furnish responsible, skilled, professional, unarmed security guard services for our library locations. The successful vendor will provide trained security personnel to maintain a safe, secure, and welcoming environment for library patrons, staff, and visitors while preserving the library's mission as an accessible public space.

IV. SCOPE OF SERVICES

LOPL is seeking a proposer to provide professional unarmed security guard services at LOPL locations as specified in this RFP. Services must be available during all specified operating hours and special events as requested.

Proposers to provide a response to all the requirements below and in the RFP section V.

PROPOSAL REQUIREMENTS.

SECTION 1 – Security Services

1.1 Proposed Solution

Proposer to provide a Statement of Work, that includes the following:

Primary Duties:

• Monitor library premises for safety and security concerns

• Provide a visible security presence to deter inappropriate behavior

• Respond to incidents using de-escalation techniques

• Assist with crowd control during events

• Monitor and control access to restricted areas

• Conduct regular inside and outside security rounds of facilities per site-specific post orders

• Follow detailed site-specific post orders, including patrol routes, and access control procedures (to be provided upon contract award)

• Maintain detailed incident reports and daily activity logs

• Coordinate with local law enforcement, when necessary

• Provide first aid assistance, when needed

• Assist library staff with security-related patron issues

• Escort staff to vehicles, as requested

• Escort patrons to vehicles, as requested

Customer Service Expectations:

• Maintain professional, courteous, and respectful interactions with all patrons and staff, ensuring that personal and professional boundaries are preserved

• Provide directions and basic information about library services

• Support the library's welcoming atmosphere while ensuring safety

• Respect patron privacy and confidentiality

Incident Reporting and Escalation:

• Initial incident reports must be submitted within 2 hours of occurrence

• Detailed written reports due within 24 hours using the library-provided reporting format

• Immediate notification to Library Management for incidents involving the following:

injury, police response, patron ejection, property damage, or threats o Points of contact: Primary - Library Manager; Secondary - Library Director of Public Services; Emergency - 911

A. Equipment and Supplies

Library Provided:

• Site-specific post orders and procedures

• Incident reporting forms

• Emergency contact information

• Radios

Contractor Provided:

• Uniforms meeting the standard guard protocol

• Flashlights and basic security equipment, please list in response

• Personal protective equipment (PPE) as needed

• Mobile communication devices

B. Contract Duration

• Initial Term: One (1) year from contract effective date

• Extension Options: One-year extensions thereafter, subject to mutual agreement and satisfactory performance within 60 days of the contract end.

• Contract Modifications: Any changes must be agreed upon in writing by both parties

Anticipated Contract Start Date: July 6, 2026

C. LOPL Locations and Hours

Location Address Operating Hours Security

Coverage

Bull Street Library

2002 Bull Street, Savannah, GA 31401

Mon-Tu: 10am-8pm Wed-Fr: 10am-6pm Sat: 10am-6pm Sun: Closed

All operating hours 15 minutes before opening and after closing

Hinesville Library

236 W. Memorial Dr., Hinesville, GA 31313

Mon-Tu: 10am-6pm Wed-Th: 10am-8pm Fr: 10am-6pm

All operating hours 15 minutes before opening and after closing

Islands Library

50 Johnny Mercer Blvd, Savannah, GA 31410

Fr: 10am-6pm

M-F: 2-6pm

Oglethorpe Mall Library

7 Mall Annex, Savannah, GA 31406

Fr: 10am-6pm

Southwest Chatham Library

14097 Abercorn St., Savannah, GA 31419

Mon-Tu: 10am-8pm Wed-Fr: 10am-6pm

SECTION 2 – COSTS

Proposers to provide its costs in a separate section labeled “Security Services Cost Information” with the optional items to be located in a sub-section labeled “Options.” Proposers are required to provide Maximum pricing for the purchase

On the information below and throughout this RFP, proposers provide pricing for Security Services. Identify any other possible fees and costs associated with the solution of implementation, operation, long-term maintenance, and all other fees, costs, and expenses. Failure to adhere to this RFP section for instruction and pricing, costs, fees and expenses not disclosed to LOPL in a proposer’s proposal will not be considered by LOPL and will result in a proposal being deemed nonresponsive.

At the sole discretion of LOPL, LOPL reserves the right to negotiate lower pricing and to request best and final offers.

SECTION 3 – Training Requirements

Mandatory Training for All Personnel:

Initial Certification Requirements:

• De-escalation Techniques: All security personnel must complete certified de-escalation training appropriate for library environments

• First Aid/CPR: Current First Aid and CPR administration certification required for all guards

• Customer Service: Training in public service and community engagement

• Library-Specific Training: Understanding of library policies, procedures, and mission

• Legal Requirements: Knowledge of applicable laws regarding public spaces and patron rights

• Professional Conduct: Maintain professional, courteous, and respectful interactions with all patrons and staff, ensuring that personal and professional boundaries are preserved

Ongoing Training:

• Annual refresher training for all certifications, including First Aid/CPR

• Quarterly training updates on library policies and procedures

• Crisis intervention training as applicable

• Professional conduct and boundary training (annual)

SECTION 4 – Contract Conditions

Insurance Requirements

• General Liability: $1,000,000 per occurrence

• Workers' Compensation: As required by law

• Professional Liability: $1,000,000 per claim

• All policies must name Live Oak Public Libraries as additional insured

Compliance Requirements

• Equal Employment Opportunity compliance

• Compliance with all applicable federal, state, and local laws

• Drug-free workplace policy

• Background check requirements for all personnel

Termination

The library reserves the right to terminate the contract for cause with 30 days’ written notice, or without cause with 60 days’ written notice.

LOPL Retains the right to request replacement officers as deemed necessary

SECTION 5 - PROPOSAL REQUIREMENTS

The following is a list of information that must be provided in the Proposal. A proposal that does not include all the information requested below may be deemed non-responsive and subject to rejection. Proposals should respond to all areas listed below, in the order listed.

Proposers shall indicate in their proposals what information, if any, is proprietary and confidential. Proposers are hereby advised that LOPL is subject to the Georgia Open Records Act. Material marked “Confidential and Proprietary” will be treated as such to the extent consistent with the obligations under the Georgia Open Records Act, other applicable law, regulation or legal process.

A. Management and Qualifications

In setting forth its qualifications, each firm shall provide the information requested below, as appropriate. Responses to this Section should be limited to twenty (20) single-sided pages in total (not including resumes) and shall be prepared on 8½ x 11-inch paper using at least 12-point type with standard margins no less than 1”.

Cover Letter (2-page limit)

A cover letter, which shall be considered an integral part of the submission, shall be bound with the submission and signed by the individual authorized to bind the firm contractually. In signing the cover letter, the firm agrees to be bound by the terms of this solicitation and its submission hereunder for no less than 180 days. The cover letter shall contain a statement that the firm’s work for LOPL will not create any conflict of interest. If your firm believes that a conflict may arise, the nature of the conflict should be described – see question 15.

General Information (20-page limit)

1. Provide the firm’s legal name, address, tax ID number, and state of incorporation for the contracting entity submitting the submission.

2. Brief history of the company and successful experience installing the products and services requested in this RFP, any similar past or current projects in which the proposer has been involved, and the proposed key staff in providing the work described in this RFP, with specific references to work for public sector, not-for-profit corporations, library systems or other like entities.

3. Provide the name, title, address, telephone, fax number and e-mail address of the individual

LOPL should contact with respect to your submission.

4. Attach for each key staff position a resume and/or description of their qualifications. In addition, provide a statement certifying that the proposed key staff will be available for the duration of the project.

5. Identify if your entire or partial solution is now or can be made available to LOPL through a government contract such as Omnia Partners Cooperative, GSA, etc.

6. Identify any additional services not covered in the Scope of Service sections that your firm believes may be of value to LOPL. Please describe why you believe these services to be relevant.

7. Identify any services listed in the Scope of Services your firm is not able to perform and explain why you are not able to perform these services.

8. Provide a minimum of three (3) recent clients as references from clients of similar size to that of the LOPL and this Scope of Services (a “Reference Client”). Provide the Reference Client’s name, contact person, title, address, and telephone number. Please provide details on the work performed for each Reference Client, including, the length of any contract, project costs, size of project, completion date and explanation of how the work performed is similar to the work required by LOPL, as well as any other pertinent information relevant to representing your qualifications to perform the work.

9. Explain how you will safeguard and keep confidential the data and information provided by

LOPL to you.

10. Discuss any past or present civil or criminal legal investigations, litigation or regulatory action involving your firm or any of its employees that could affect your role or ability to serve as a consultant to LOPL. If none, include a statement that there are no past or present civil or criminal legal investigations, or pertinent litigation and or regulatory actions that could impact your firm’s ability to serve in the required capacity.

11. Identify the nature of any potential conflict of interest your firm or any proposed sub consultants might have in providing consulting services under this solicitation to LOPL.

(a) Discuss fully any conflicts of interest, actual or potential, which might arise in connection with your firm's involvement with LOPL. If your firm believes that a conflict of interest might arise, please describe how such conflict would be resolved.

(b) State whether your firm represents any party that is or may be adverse to

LOPL.

12. You must certify in writing that your representation of LOPL will not create any conflict of interest involving that firm.

B. Response to RFP Section IV SCOPE OF SERVICES (Not counted towards page limit)

C. Other (Not counted towards page limit)

1. Firms must either provide a statement accepting the terms and conditions in LOPL’s General Terms and Conditions, Attachment 2, or must alternately identify any exceptions taken to the terms and conditions. Any supplemental contract language that a proposer requires is considered by LOPL as an exception and must be included in a proposer’s proposal. If exceptions are taken, the firm must clearly identify the language that is being taken exception to, and provide the suggested alternate language for each such exception. The nature and extent of exceptions, if any, taken by the firm to LOPL’s terms and conditions will be a factor considered in evaluating submissions.

Firms that demonstrate a willingness to accept LOPL’s terms and conditions will be given more favorable consideration by LOPL.

At any time during the RFP process, LOPL, in its sole discretion, may reject a proposal that has exceptions to LOPL’s terms and conditions.

2. Firms shall confirm that they will meet the insurance obligations.

3. Firms shall indicate in their submissions what information, if any, is proprietary and confidential.

Firms are hereby advised that LOPL is subject to the Georgia Open Records Act. Material marked “Confidential and Proprietary” will be treated as such to the extent consistent with LOPL’s obligations under Georgia Open Records Act or any other applicable laws, rules or regulations, and will not otherwise be disclosed by LOPL except as necessary for the evaluation of submissions

4. Firms to complete all forms–Exhibits A, B, C, and D

SECTION 6 - EVALUATION AND SELECTION

A. Evaluation Criteria

LOPL will evaluate the properly received proposals. LOPL staff will make its recommendations to LOPL purchasing authority for its determination as to its selection. LOPL will consider the following factors, though not necessarily listed in the order of importance, in considering submissions:

1. The firm’s previous experience in providing the proposed services to not-for-profit corporations, library systems, public sector and other similar clients.

2. The qualifications, experience and availability of the lead person(s) and team assigned to provide services to LOPL.

3. The firm’s response to RFP Section V including LOPL’s assessment of costs.

4. Overall organization, completeness, and quality of submission, including cohesiveness, conciseness, clarity of response, demonstrated understanding of LOPL, and degree of acceptance of LOPL’s terms and conditions in LOPL’s Standard Consulting Agreement;

and

5. Interviews and/or virtual product demonstrations for proposers selected by LOPL, if applicable.

B. Selection Process

LOPL will evaluate all respondents’ proposals based on the criteria enumerated in Section VI (A 1-5). LOPL may afford firms the opportunity to clarify submissions for assuring a full understanding of their responsiveness to the solicitation.

At the conclusion of the RFP process, LOPL anticipates awarding the contract upon Board approval to a responsive and responsible firm whose proposal is determined to be the highest quality and most advantageous to LOPL, taking into consideration the overall quality of the submission as measured against all the evaluation criteria above.

Prior to the award of any contract/purchase agreement(s) under this solicitation, LOPL will conduct a vendor responsibility assessment and may require eligible firms to answer questions and provide additional information to supplement the information provided in the Vendor Responsibility Questionnaire to assist LOPL in making such a determination.

All remaining proposers will be notified once a proposal has been selected.

SECTION 7 - PROPOSAL INSTRUCTIONS AND CONDITIONS

A. Limitations

1. This RFP does not commit LOPL to award a purchase agreement, pay any costs incurred in the preparation of a response, or procure or contract for services of any kind whatsoever. LOPL reserves the right, in its sole discretion, to accept or reject any or all proposals as a result of the RFP, to negotiate with any or all firms considered, and to cancel this RFP in whole or in part.

LOPL reserves the right to request additional information from all Proposers.

2. Proposers may be requested to clarify the contents of their proposals. Other than to provide such information as may be required by LOPL, no Proposer will be allowed to alter its proposal or to add new information after the RFP due date.

3. Proposers may be required to participate in negotiations and to submit any price, technical or other revisions to its proposal which may result from such negotiations.

4. Proposers must fully execute the forms contained in Exhibits A, B, C and submit them with its proposal.

5. All material submitted in response to this RFP will become the sole property of LOPL.

B. Proposal Submission

1. Proposals must include a cover letter indicating the mailing address of the office from which the proposal was submitted, the name and email address of the individual who will represent the firm as the primary contact person for the proposal, and the telephone and facsimile numbers of the primary contact person.

2. Non-responsive proposals include, but are not limited to, those that:

(a) Do not conform to the RFP requirements and instructions.

(b) Are conditional; or

(c) Contain any material omission(s).

LOPL may waive minor informalities or irregularities in a proposal that are merely a matter of form and not substance, the correction of which would not be prejudicial to other proposers.

C. Administrative Specifications

1. All proposals must be irrevocable for 180 days and signed by an authorized officer of the firm.

2. All Proposers are obligated to update any changes in their proposals prior to the proposal due date.

D. Addendum, Errors and Omissions

1. If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, it shall immediately notify Shelia Fears, in writing, of such error and request clarification or modification to the document.

2. Should LOPL find it necessary to modify this RFP, a notice of that modification will be made by way of an addendum that will be posted to the RFP website as referenced in “II. Contact Information” above.

3. If a Proposer fails to notify LOPL of a known error or an error that reasonably should have been known prior to the final filing date for submission, the Proposer shall assume the risk. If awarded the contract, the Proposer(s) shall not be entitled to additional compensation or time by reason of the error or its late correction.

Exhibit A

STATEMENT OF SERVICE PROVIDER’S QUALIFICATION

To accompany proposals submitted to the Live Oak Public Libraries.

Name of Vendors Firm:

Name of Company Representative:

Business Address:

Phone Number:

When / Where Organized?

Partnership Corporation

How many years have you been engaged in this business under the present firm name?

Please attach to this statement at least three references, including: (name, address, title, phone number and brief description of work performed, including dates of work).

Date:

Firm Name:

Signature: _____________________________________________________________

Title:

Exhibit B-PROPOSAL SIGNATURE PAGE

Date

TO: Live Oak Public Libraries

This bid is submitted in accordance with your RFP inviting bids to be received for the project identified as “Security Services” Having carefully examined the RFP, all Instructions, Specifications, all addenda, and being familiar with the various conditions affecting the work, the undersigned, hereby agrees to furnish all material, perform all labor, and do all else necessary to complete the work in strict accordance with the specifications for price as contained herein.

In the event this bid is accepted, the undersigned is hereby bound to commence and complete all of the work included in such time and such manner as designated for the various items he or she has contracted to supply or perform.

In submitting this bid, it is understood that the unrestricted right is reserved by the Live Oak Public Libraries in making the award to reject any and all bids or parts thereof, or to waive any informalities or technicalities in said bids.

The undersigned hereby certifies that this bid is genuine and made in the interest or in behalf of any person, firm or corporation not herein named; that the undersigned has not directly or indirectly induced or solicited any Provider to refrain from bidding, and that the undersigned has not, in any manner, sought by collusion to secure for himself or herself an advantage over any other Provider.

Bid must be signed for Consideration:

(Signature)

Exhibit C

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

CONTRACTOR AFFIDAVIT under O.C.G.A. § 13-10-91(b)(1)

Contract/Project Name:

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Live Oak Public Libraries has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned Vendor will continue to use the federal work authorization program throughout the contract period and the undersigned Service Provider will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Provider with the information required by O.C.G.A. § 13-10-91(b).

Provider hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization (E-Verify Number)

Legal Name of Provider or Entity Legal Address of Provider or Entity

Live Oak Public Libraries Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

My Commission Expires:

Notary Public