Parking_Facilities_Security_Program_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSALS

PARKING FACILITIES SECURITY PROGRAM

FOR THE

TRANSPORTATION DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Parking Facilities Security Program Release Date: Tuesday, April 8, 2025

Attachments:

A - Master Services Contract B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

I - RELEVANT EXPERIENCE FORM

J - Pasadena Security Project Locations and Expected Hours 2025-RFP-0022 K - Insurance Requirements - DoT Parking Facilities Security

1. Introduction

1. Summary

The City of Pasadena Department of Transportation’s Parking Division is seeking the services of a qualified contractor by requesting proposals from highly qualified and experienced vendors with the capacity, capability, responsibility, experience, and accountability to provide security and safety services to address the City’s parking facilities’ security, crime prevention, customer service, and safety needs in eight (8) public parking facilities. It is the intent of the City to enter into a management agreement with a security provider that can demonstrate the ability and willingness to partner with the City in all aspects of security operations, crime prevention, professionalism, and exemplary customer service. The contract between the City and the Contractor is intended to commence within six months of publishing this RFP, provided it has been approved by the City Council.

The selected Contractor is expected to work closely with City staff and report directly to the City.

In addition, the Contractor shall partner with the City's contracted parking facility operator to mitigate safety related concerns.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

Currently, the City's facilities are patrolled by several security companies. To maximize coverage, enhance service, and provide consistent levels of performance, the City is looking to consolidate the security to one company for all eight (8) facilities. Proposers are expected to furnish a self-sufficient program of security officers who will perform general guard duties as described in this RFP at the locations and schedules listed, appropriate supervision, and a dispatcher.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, April 24, 2025, prior to 3:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Dulce Gomez Assistant Parking Manager Email: dugomez@cityofpasadena.net Phone: (626) 744-7944 Department:

Transportation Department

4. Timeline

Release Project Date April 8, 2025

Pre-Proposal Meeting (Non-Mandatory) April 16, 2025, 8:30am

Paseo Subterranean Garage 300 East Colorado Blvd Pasadena, CA 91101

Question Submission Deadline April 24, 2025, 3:00pm

Proposal Submission Deadline May 8, 2025, 3:00pm mailto:dugomez@cityofpasadena.net tel:(626)744-7944

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

California Bureau of Security & Investigative Services License

3. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, May 8, 2025. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

4. Separation of Technical, and Price Proposals https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256869 https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256874 https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256869

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256869 https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256874 https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256869

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

5. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

6. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

https://procurement.opengov.com/portal/pasadena/projects/139215/document?section=1256868

3. Scope of Work

1. OVERVIEW

The City of Pasadena Department of Transportation’s Parking Division is soliciting proposals from highly qualified and experienced vendors with the capacity, capability, responsibility, experience, and accountability to provide security and safety services to address the City’s parking facilities’ security, crime prevention, customer service, and safety needs in eight (8) public parking facilities. The City will have the ability to increase or reduce the number of facilities and modify the patrol hours at any time during the contract.

The Contractor shall be responsible for the provision and quality of all services, including those provided by subcontractors and vendors. The Contractor shall ensure that the duties set forth in this section are fulfilled. The Contractor shall communicate with and receive directions from the City through the Director, or his/her designee, and from other entities as directed by the Director, or his/her designee.

2. Description of Parking Facilities

Below are the public parking facilities that would need to be patrolled. All facilities are open 24 hours a day, seven days a week, including all holidays.

Facility (Garage Name) Levels Address Approximate Spaces

DeLacey Five 45 South DeLacey Ave. 516

Del Mar Four 198 S. Raymond Ave. 600

Los Robles Four 400 East Green St. 515

Marengo Six 155 East Green St. 715

Marriott Three (Underground) 171 North Raymond Ave. 147

Paseo Subterranean Two (Underground) 300 East Colorado Blvd. 1186

Plaza Las Fuentes Three (Underground) 135 N Los Robles Ave. 834

Schoolhouse Six 33 East Green St. 901

3. SECURITY SERVICES

The Contractor shall deliver Security and Safety Services in the City's Parking Facilities and Public Properties by providing security, crime prevention, and safety services and shall include whenever appropriate the following:

A. Enforcing City Rules and/or Ordinances as they pertain to the parking facilities, including, but not limited to loitering and suspicious activity, as requested by the Parking Division;

B. Patrolling by motor vehicles, by manual or electric assisted bicycles or by foot at staggered time schedules, but at defined intervals, with primary responsibility of deterring, identifying and reporting security, crime or safety issues;

C. Patrolling interior areas, including grounds and fence line of designated buildings and/or structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection and reporting;

D. Patrolling exterior areas immediately adjacent to designated buildings and/or structures on staggered but regular time schedules with primary responsibility for premises surveillance and crime prevention, detection, and reporting;

E. Discouraging individuals from participating in illegal activities through intervention techniques, such as physical and verbal presence, or notifying law enforcement of suspicious activity;

F. Encouraging individuals to reduce their vulnerability to crime by reminding them to take certain safety precautions (e.g. keeping personal possessions at hand, locking car doors, etc.);

G. Checking and locking individual windows, doors, and gates;

H. Checking, setting and monitoring security alarms;

I. Guarding selected entrances, exits, corridors, and courtyards and permitting only authorized personnel to enter City-owned structures and restricted areas (when applicable);

J. Safeguarding City personnel against harm as well as City-owned buildings, structures, and parks, and safeguarding City-owned equipment and material against sabotage, vandalism, unauthorized access, loss, theft or damage;

K. Immediately responding to protective alarm signals or other indications of suspicious activities;

L. Immediately reporting to the City’s designated representative any possible, attempted or actual criminal activity including, but not limited to loitering, assault, burglary, theft, and vandalism;

M. Immediately reporting to the City’s designated representative and monitoring any unusual problem or occurrence such as the presence of unauthorized or illegally parked motor vehicles;

N. Reporting to the City’s designated representative any inoperative, malfunctioning, or damaged equipment, including inoperable lighting, faulty alarms, damaged locks and windows, utilizing appropriate routine and emergency response procedures;

O. Contractor is required to Log/track incidents, and upon request, presenting to the City’s designated representative a summary of all attempted and actual incidents, actions taken in response to these events by the Contractor and recommendations to prevent future similar incidents; attach a sample log to the proposal.

P. When required, assisting 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.

Q. Contractor shall provide and install a checkpoint/touchpoint system with reporting capabilities to ensure security is performed as required.

4. SECURITY PERSONNEL REQUIREMENTS

The proposed solution must address the following requirements for minimum qualifications for security personnel:

A. Within Federal, State, County, and City affirmative action, equal opportunity, and other nondiscrimination statutes, laws, ordinances, and regulations, the Contractor shall provide security and/or courier personnel who meet the following minimum criteria:

* Be at least 21 years of age;

* Possess a high school diploma or GED;

* Must possess the physical strength to lift up to 50 lbs;

* Have the legal right to work in the United States;

* Passed a background check conducted by the California Department of Justice (using Live Scan) as part of their State Licensing;

* Completed and passed a drug screening, a finger printing process, and a medical examination to determine fitness to perform assigned duties;

* Must be able to read, write, and speak English at a High School level;

* Must be able to write legible and intelligible reports;

* Possess and maintain at least a valid Class C – California Driver’s License (only if applicable for security personnel assigned to driving duties);

* Must have the ability to give and follow oral and written instructions in English;

* Security personnel must possess a valid Security Guard License issued by the State of California, Department of Consumer Affairs, Bureau of Security and Investigative Service.

B. The City expects the Contracting staff to maintain a professional image at all times and considers 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. Smoking, reading unauthorized material, eating, sleeping, or grooming shall be prohibited while guards are in public view. No personal phone calls, texting, or web surfing will be permitted, except in an emergency. All breaks shall be taken away from the assigned location as to not be perceived as unprofessional behavior.

C. Security and/or courier 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.

D. The City prohibits the use of arrest powers by security personnel. Security personnel powers of arrest are no greater than that of a private citizen. In cases of self-defense or citizen’s arrest, security personnel shall use only the force necessary to affect an arrest or defend oneself. When necessary, the proper police authority shall be summoned. Security personnel shall always be cooperative with authorized emergency personnel, by providing assistance, while not interfering in the performance of their duties.

E. Security personnel shall use excellent discretion in dealing with situations that do not readily fall into specific categories.

F. 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 and/or copies of each assigned courier personnel’s current State of California driver’s license for the duration of the contract. The City reserves the right to request for proof of these documents at any time. Security personnel shall carry their license at all times, and may be subject to periodic inspection by City Staff.

G. 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. They shall also be trained in the use of all-purpose fire extinguishers, drug/narcotics identification, bomb threat situations, and the avoidance of violent situations.

H. Security personnel must possess and exercise strong personal interactive skills and effective de-escalation skills when dealing with the public.

I. Security personnel’s personal appearance must be exemplary. Security personnel are expected to patrol in a uniform that is neat, clean, and well pressed at all times. Uniforms shall not have rips, tears, visible repairs, missing buttons, excessive tightness, or bagginess. Shirts must be tucked in at all times unless exceptions are made or approved by City’s designated Division Representative.

J. 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, City, or emergency personnel when necessary. The primary mode of communication between the City’s Designated Division representative and security/courier personnel on shift shall be by cell phone. Contractor to provide no less than nine (9) radios to the City's contracted parking garage operator to increase efficiency and keep an open line of communication for security related requests.

K. Security personnel shall monitor all City locations for any unusual or suspicious activity and investigate as necessary.

L. Security personnel shall maintain daily activity reports for each guard on shift in a digital form and Contractor is required to submit these logs to the City’s designated Division Representative DAILY via email. The System shall allow incident photos to be attached and an example should be submitted with the proposal.

M. Security guards shall comply with all reasonable directives from the Pasadena Police Department and/or the City’s designated representative.

N. Exceptions to these requirements may be considered and must be approved by the City in advance of any personnel hiring. Exceptions may include licensing requirements or grace period to attain them.

5. WORK PROGRAM AND IMPLEMENTATION

A. The Contractor shall provide security, crime prevention and safety-related services on a continuous and uninterrupted daily basis, including Saturdays, Sundays, and holidays, as well as, on a special or an emergency basis when necessary, throughout the term of the contract, unless expressly suspended or prohibited by the City. All work schedules shall be arranged and approved by the City’s designated representative. Contractor shall be responsible for the provision and quality of all services.

B. The Contractor shall schedule sufficient personnel to perform security, crime prevention and safety-related services at locations that are managed or maintained by the City of Pasadena, Parking Division or locations where services are provided by the City. Moreover, the City has the authority to specify services at specific times and locations.

C. The Contractor shall detail prevention, protection, detection techniques, and implementation strategies prior to contract award. Please include all of the available resources that are used for crime prevention and safety services. In addition to personnel, detail any equipment or technology used to provide these services including, and not limited to the checkpoint/touchpoint system.

D. The Contractor must demonstrate efficient and effective communications during this contract with City staff and City's contracted garage operator. A vital component to a successful relationship between the City and the Contractor is the reporting and documentation capability of the Contractor. The City will require submission of the security firm’s policies and procedures for documenting incidents and for providing the client with a summary report prior to contract award. Submission shall include sample reports and a list of any software programs that are used for incident reporting and security officer work tracking.

E. The Contractor shall have its Program Manager meet with the Director, or designee on a weekly basis to review operational performance, daily reports, and any other concerns. It is required that a Contractor executive overseeing the contract meet with the Director, or designee, no less than once a quarter.

6. IMPLEMENT SECURITY, CRIME PREVENTION AND SAFETY PROCEDURES AND

TECHNIQUES

Contractor shall provide and install a checkpoint/touchpoint system with reporting capabilities to ensure security is performed as required. City to have full access to the reporting system.

Contractor shall implement and document results of traditional and/or innovative security and safety procedures and techniques. Failure to consistently implement and enforce these efforts, resulting in non-performance or non-compliance, will be subject to Contract Penalties. These efforts may include the following:

A. Monitoring of field personnel to ensure best staff performance;

B. Ensuring staff is informed of activities and events which may impact duties and volume of work;

C. Ensuring staff is trained on new procedures;

D. Ensuring staff uses proper communication techniques and can clearly define security, crime prevention and safety elements involved in a situation;

E. Ensuring staff is knowledgeable of conflict mitigation and customer service techniques;

F. Ensuring staff has a maximum response time of fifteen (15) minutes to any alarm or other security, criminal or safety related incident; if guard’s post is onsite, response time should be no more than five

(5) minutes.

G. Ensuring staff knows how to coordinate with other City agencies when necessary.

7. EMERGENCY SITUATIONS

The Contractor shall be responsible for security and crime prevention services during any emergency. Emergencies include, but are not limited, to power outages, earthquakes and other natural disasters, civil unrest, bomb threats and robbery. Emergencies may also include staff and services requests within forty-eight (48) hour notice. During an emergency, the Contractor shall take immediate and all necessary and reasonable actions to protect the facility, its occupants, and its contents. During an emergency, the Contractor shall immediately contact the City’s designated representative and, if appropriate, Pasadena Police Department, Pasadena Fire Department, Paramedics, and other agencies, as appropriate.

An after hours number has to be available and provided for emergency responses.

In the event of an emergency, the City reserves the right to request up to two (2) additional security officers per property.

8. TRAINING

A. Contractor shall provide job-related training and any necessary re-training or continuing education for each contract employee performing security, crime prevention and safety. In addition, Contractor shall provide site-specific training. The City will not compensate for training and shall not be billed to the City.

B. Proposal must include at a minimum the following training. Proposers may propose additional types of training that will be scored according to the evaluation section in this RFP:

1. Duties and Responsibilities on Post

2. Communication Procedures

3. Blood borne Pathogens

4. CPR (Cardiopulmonary Resuscitation)

5. Automated External Defibrillator

6. Professional Behavior and Public Relations (Customer Service)

7. OSHA Regulations

8. Key/Security Alarm Control

9. Management of Evidence and Found Property

10. Sexual Harassment, as required by Law

11. Physical Security and Crime Prevention

12. Emergency Situations

13. Security and/or Courier Firm’s Disciplinary Policy

14. Security and/or Courier Firm’s Chain of Command

15, Notification of Incidents

16. Report Writing

17. Annual Retraining

18. Robbery Prevention

19. Code of Ethics

C. Other than in special or emergency situations, all job-related training shall be provided by the Contractor prior to personnel assignment. All Security Personnel assigned to the City's portfolio will have at least four (4) hours of site specific training with either the supervisor or a designated training officer. This four-hour site specific training before their first solo assignment will NOT be reimbursed by the City. In special or emergency situations that are pre-determined and pre-approved by the City’s designated representative, experienced officers may be assigned temporarily to the portfolio without the site specific training but all other mandatory training must already be completed.

9. EQUIPMENT

A. Contractor shall be responsible for providing all equipment and its associated costs necessary in the provision of the designated security services; including, but not limited to:

checkpoint/touchpoint system, uniforms, flashlights, flashlight batteries, bicycles, bicycle helmets, motor vehicles, communication devices, two-way radios, and cell phones.

B. All motor vehicles necessary for personnel to perform their security and/or courier service duties shall be appropriately identifiable with the company’s logo.

C. All uniforms must be visibly identifiable (see below).

D. Contractor shall not issue, directly or indirectly, to its security personnel any firearms or similar devices, unless specifically requested by the City of Pasadena.

10. UNIFORMS AND IDENTIFICATION

A. Design - Other than the Program Manager, all personnel shall wear uniforms while on duty.

The Contractor shall be responsible for providing personnel with proper, complete and acceptable uniforms. Uniforms shall include a name badge or name plate. No personal garments or items that cover or attach to the uniform may be worn while on duty. Uniforms shall be distinct enough from those of peace officers and other sworn personnel, so that members of the general public will not mistake personnel for peace officers or other sworn personnel yet the uniforms must be distinct in appearance to denote they are security personnel. The Contractor shall not issue any uniform without approval by the City. The Program Manager shall wear appropriate business attire while on site.

B. Issuance and Maintenance - The Contractor shall provide a sufficient number (determined below) of uniforms for each contract employee at no expense to its personnel, except in cases of negligence or abuse of the uniform by the contract employee. The Contractor shall be responsible for making sure uniforms are complete, clean, in good repair and worn by all contract employees while on duty.

Full -Time Employees shall receive at a minimum :

* 4 Shirts

* 4 Pants

* 1 Hat

* 1 Jacket

* Name Badge or Name Plate

Part Time Employees shall Receive at a minimum :

* 2 Shirts

* 2 Pants

* 1 Hat

*1 Jacket

* Name Badge or Name Plate

C. Appearance – All personnel shall maintain a presentable appearance in clothing and grooming.

Shirts must be tucked at all times, unless the City’s designated representative provides approval, such as during hot weather.

D. Identification - All personnel shall wear identification badges in plain sight while on site. The badges shall have the contract employee's last name prominently displayed to allow for easy identification. All outerwear, such as jackets and coats, shall have the company name, logo, and identify the wearer as security personnel.

11. VEHICLE / MOBILITY REQUIREMENTS

A. Two vehicles are required for this contract. The vehicles shall be utilized strictly for the assigned mobile security officer and the Program Manager / Supervisors to drive from facility to facility.

B. The Vehicle(s) should clearly identified as security vehicles, fully electric vehicles are preferred but, not required. The vehicles are required to be equipped with GPS monitors that are active at all times and viewable by the City. The vehicles should be registered and fully insured by the operator and this should be considered part of the management fee as the City will not reimburse these costs.

12. OFFICE EQUIPMENT & FURNISHINGS

The City will provide an office space in a City Garage to be used as the main office. The Contractor will need to supply a minimum of three (3) computers, one (1) of which should be a laptop) for report generation and emails. These computers will be provided under the Contractor’s management fee. The Contractor will also need to provide supplies for normal office operations, such as paper, pens, one (1) printer/copier etc., which are reimbursable.

13. LOCATIONS AND HOURS

See attachment Security Project Locations and Hours total desired hours and locations.

Proposers may submit any deviations from the schedule to maximize coverage and reduce costs.

14. SCHEDULING

All personnel schedules for all locations shall be subject to the following provisions:

A. All staffing levels shall be reviewed and approved by the City prior to a schedule being released to the staff, specifically when there will be changes due to events or seasonal changes.

B. No staffing shall allow for overtime unless the City’s designated representative provides approval, preapproval is preferred;

C. Under normal circumstances, the Contractor shall remove or replace any contract employee within four (4) hours of being notified by the City’s designated representative;

D. Under special or emergency circumstances, such as but not limited to, the possession of a weapon, sexual harassment, intoxication, or use of illegal drugs, the Contractor shall remove or replace any contract employee within one (1) hour of being notified by the City’s designated representative; The City’s designated representative will have sole authority to decide what constitutes an emergency or special circumstance.

E. The City reserves the right to temporarily pause services with twenty-four (24) hours notice to the contractor. A temporary pause is considered a pause in service of thirty-one (31) days or less.

F. Contractor shall provide to each of the City’s designated representatives, no less than seven

(7) calendar days in advance, a weekly schedule demonstrating coverage per location with the expectation that minimum staffing shall be met as required in Attachment J - City of Pasadena Staffing Schedule.

G. Contractor should maintain at least 55% of staff as Full-time staff. Full-time staff will be defined as more than 35 hours per week average over the previous rolling 8-week time period, for the purposes of this metric.

15. OPEN POSTS, NON-PERFORMANCE, AND NON-COMPLIANCE

A. Contractor shall make every effort to keep all posts filled at all times. Any unfilled posts without approval from the City’s designated representative will be subject to Contract Penalties.

Contractor is not allowed to compensate for an unfilled post by assigning more personnel at other posts and at other shifts or utilizing management or supervisory personnel as a temporary fill.

Open posts are unacceptable to the City, and are defined as any post absent of a guard during a paid shift. Contract Penalties will be imposed for any post left open without the specific knowledge and PRIOR written approval of the City’s designated representative.

A. In the event of non-performance of security service duties, the City’s designated representatives shall have the right to exercise one of the following options:

a) The Contractor shall correct such item of non-performance within twenty-four (24) hours upon notification by the City’s designated representative.

b) The City shall correct the item of non-performance by using another Contractor, or by any means it deems necessary and reasonable. Direct cost incurred by the City for the correction of the item of non-performance including a reasonable amount for the cost of the time of City employees involved in such correction shall be deducted from payments made to the Contractor.

c) The City shall allow the non-performance to remain uncorrected and shall make a deduction from payments to the Contractor. Contract penalties, as outlined in this document will be subtracted from the amount due on the invoice immediately following written notification of non-performance by the City’s designated representative.

Examples of non-performance of routine and assigned services or Contractor’s non-compliance include, but are not limited to:

• Tardiness.

• Wearing uniforms with NO identification while providing services on City property.

• Not reporting to work.

• Leaving the premises before allotted work schedule ends.

• Not securing, locking doors, setting alarms as directed per location.

• Loss of a building key, an entry card, or any other entry device.

• Loss of materials or any other items.

• Engaging in personal or non-work related activities during post service or in public view such as sleeping, smoking, eating, grooming, non-emergency texting or phone use, web-surfing, socializing with peers, etc.

• Contractor’s failure to implement and enforce procedures and techniques with security staff.

• Contractor’s failure to provide required and requested activity logs and reports.

• Untrained personnel at a shift.

• Personnel on shift without proper equipment.

• Non-compliance with uniform guidelines and identification.

• Failure to carry valid identification such as security guard ID, California ID, and/or driver’s license.

Such incidents of non-performance will be considered unacceptable. Continued incidences of non-performance may result in the contract being cancelled by the City. This will be at the sole discretion of the City's representative.

16. MANAGEMENT FEE (ANNUAL FEE)

This will be the Management Fee charged for managing the portfolio and include all costs not considered pass-through expenses such as Corporate Support, any Labor Agreements that exceed the City's stated employee benefits, Required Insurance and Profit.

17. PAYROLL EXPENSES

The City will only reimburse payroll related expenses that follow these guidelines, minimum wage requirements, AND all California Labor Laws:

1. On Site Personnel: Only payroll of employees who work on site at the City parking facilities may be invoiced to the City, unless approved in writing by the Director.

Specifically, the City will not pay for any allocation of the salaries or expenses of any Area, City, Regional, or Corporate executives of the contractor.

2. Payroll Related Expenses: The Contractor will invoice the City for all payroll related costs at rates not to exceed the following:

a. Payroll Taxes not to exceed 12%

b. Workers Compensation not to exceed 8%

c. Health Care costs not to exceed, $300 for employee only or $750 for employee plus dependents, on a monthly basis.

d. Vacation time will be accounted for on a monthly basis in a report sent to the City and paid out only as used. Any unused vacation will be paid out at the end of every calendar year. The salaried leadership team will be granted two weeks of vacation annually which will be accrued at a rate 3.077 hours per two week pay period. All other full time employees that qualify for vacation will start accruing one week of vacation after 90 days of employment at a rate of 1.538 hours per two week pay period. Employees will be capped at 80 hours.

e. Employees will be granted 40 Hours or 5 days of Sick Leave, to be available for use after 90 Days of employment. Employees will be capped at 80 hours or 10 days of sick leave once accrued.

f. No other payroll expenses including, but not limited to Private Vehicle Allowance, Uniform Allowance or Bonuses will be paid without express written consent from the Director or his or her designee.

3. Overtime Approval: Contractor will send the Director, or his or her designee, a document outlining all overtime hours each pay period at the close of that pay period.

The document will include an explanation for all overtime hours. The Director, or his or her designee, will approve or deny these overtime hours and any denied hours will be billed back to the Contractor. Scheduled overtime for special events must be approved by the Director, or his or her designee, two (2) weeks in advance.

18. SECURITY EMPLOYEE SALARY SUMMARY

All employees shall earn the minimum salary as shows below.

POSITION STARTING PAY INCREASE ANNUAL SICK

LEAVE

Program Manager $75,000/Annual Salary

2.75% YR 40 Hours

Field Supervisor $25/hour 2.5% YR 40 Hours

Dispatch $22/hour 2.5% YR 40 Hours

Security Ambassador

$22/hour 2.5% YR 40 Hours

19. PARKING

Parking access cards will be provided for all employees of the contractor assigned to this portfolio/project. The use of these cards are for business only and spot audits shall be performed on a monthly basis. Misuse of the employees parking card will result in immediate removal of the contract.

20. CONTRACT PENALTIES

Contract penalties for services or conduct not authorized, supplied, completed, or verified, as outlined in the OPEN POSTS, NON-PERFORMANCE, AND NON-COMPLIANCE section, and/or as determined by the Director, or designee, shall be deducted from money due to Contractor.

These penalties may be deducted from any unpaid invoice or from any subsequent invoice submitted by the Contractor. Penalty determinations will be based on audits conducted by the Department of Transportation.

The below items are designed to provide a basis for contract penalties to be imposed on the Contractor by the City. However, the below list is NOT designed to be all inclusive and the City's representative may impose penalties in a manner deemed reasonable for situations not called out on this list.

The items listed as contract penalties per occurrence unless otherwise noted:

Open posts are unacceptable to the CIty, and are defined as any posts which are left open for more than one hour. The Contractor is responsible for the shift scheduling and will not be allowed to make up the open post at a later time.

• Uncovered Post < 2 Hours = $50

• Uncovered Post Between 2-4 Hours = $100

• Uncovered Post > 4 Hours = $200

A Contractor may use a Security Officer in overtime to cover an unexpected uncovered post. In such instances, the City will reimburse the contractor for straight time only and the contractor will be responsible for paying the rate difference.

• Untrained personnel at a shift = $200

• Not wearing uniforms with identification while providing services on City property = $100

• Not securing, locking doors, setting alarms as directed per location = $500

• Loss of a building key, an building entry card, or any other entry device = $500

• Loss of a Parking Access Card = $50

• While on the clock, engaging in personal or non-work related activities during post service or in public view such as sleeping, smoking, eating, grooming, non-emergency texting or phone use, web-surfing, socializing with peers, etc. = $100

• Officer not following required Post Orders = $100

• Contractor’s failure to provide required and requested activity logs and reports = $500

• Misuse of Security Vehicles, to include but not limited to, driving to personal appointments, reckless driving, speeding, driving to a location outside Pasadena City limits = $500

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/139215/document?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City…