RCC RFP Campus Security Scope Final.docx

RANDOLPH COMMUNITY COLLEGE

REQUEST FOR PROPOSALS

CAMPUS SECURITY SERVICES

Scope of Services Hybrid Campus Safety Model Contract security officers will work in close coordination with Asheboro Police Department (APD), which provides sworn law-enforcement presence on campus each operational weekday.

Base contract security coverage: 107-127 estimated officer-hours per week, plus additional Sunday/special-event coverage as requested.

Contractors must provide pricing both WITH and WITHOUT a contractor-furnished security patrol vehicle.

1. Purpose

Randolph Community College ("RCC") is seeking proposals from qualified professional security firms to provide trained, reliable, and professional security officers as part of the RCC's hybrid campus safety and security program.

RCC's hybrid model combines sworn law-enforcement officers provided through the Asheboro Police Department ("APD") and contracted professional security officers provided by the Contractor. The Contractor will work closely with RCC Campus Safety personnel, RCC administration, the Director of Risk Management and Safety, and APD personnel assigned to the RCC.

The objective of the contract is to provide a highly visible, service-oriented security presence that promotes a safe and secure educational and working environment for students, employees, visitors, and guests while protecting RCC facilities, property, and assets.

Contracted security officers shall supplement, but shall not replace, sworn law-enforcement personnel.

2. Hybrid Campus Safety and Security Model

2.1 Asheboro Police Department

RCC utilizes sworn Asheboro Police Department officers as the law-enforcement component of the RCC's campus safety program. APD currently provides sworn law-enforcement presence on campus each operational weekday.

The specific scheduling, deployment, staffing, and duties of APD personnel are managed separately by RCC and APD and are not part of the services being procured through this RFP. RCC may modify the APD schedule without modifying the security services contract.

The Contractor shall recognize that its personnel will routinely operate alongside and in coordination with sworn APD officers and shall establish a cooperative working relationship that respects the distinct roles, responsibilities, and legal authority of contract security officers and sworn law-enforcement personnel.

2.2 Contract Security Officers

The Contractor shall provide professional security officers to complement RCC's sworn law-enforcement presence. Unless otherwise specifically authorized by RCC, contracted personnel shall be unarmed security officers and shall not represent themselves as possessing sworn law-enforcement authority.

Maintain a visible security presence throughout assigned RCC property;

Conduct building, grounds, parking, and perimeter patrols;

Support access control, visitor management, and facility opening/closing procedures;

Provide safety escorts and customer assistance;

Observe, identify, document, and promptly report safety and security concerns;

Assist with emergency response, evacuations, lockdowns, and special events;

Coordinate with APD and other first responders when incidents require sworn authority; and Perform other security-related duties established in RCC-approved Post Orders.

3. Required Contract Security Coverage

3.1 RCC Main Campus – Weekdays

The Contractor shall provide continuous security officer coverage at the RCC Main Campus during the following periods:

Estimated Main Campus weekday contract security coverage: 76 officer-hours per week. The contractor may determine the internal shift structure necessary to provide the required coverage; however, there shall be no interruption or gap in security coverage. Shift changes, meal periods, breaks, late arrivals, absenteeism, employee turnover, or other contractor personnel matters shall not result in an uncovered post.

3.2 RCC Main Campus – Saturday

The Contractor shall provide continuous security coverage on Saturday from 7:00 a.m. to 6:00 p.m., for an estimated 11 officer-hours per week.

3.3 Sunday and Special-Event Coverage

Routine Sunday security coverage is not currently anticipated. RCC may, however, require security services for Sunday activities, commencement, registration, facility rentals, conferences, community events, special programs, emergency operations, or other RCC-sponsored or RCC-approved activities.

The Contractor shall demonstrate the ability to provide additional qualified personnel when requested. Sunday, special-event, holiday, and short-notice staffing rates shall be separately identified in the Cost Proposal.

3.4 RCC Archdale Center

The Contractor shall provide security coverage at the RCC Archdale Center on an as-needed basis, as determined by RCC. Anticipated coverage may generally range from approximately 20 to 40 officer-hours per week; however, actual hours, days, and times of coverage may vary based on College operations, class schedules, events, holidays, and security needs. RCC does not guarantee any minimum number of hours, and the Contractor shall provide staffing in accordance with schedules or assignments authorized by RCC.

3.5 Estimated Base Contract Security Hours

The estimated hours are provided for proposal evaluation and planning purposes only and do not constitute a guaranteed minimum. RCC reserves the right to increase, decrease, relocate, suspend, or otherwise modify security coverage based upon academic schedules, holidays and breaks, summer operations, delayed openings or early closings, weather conditions, emergencies, special events, changes in campus operations, changes in law-enforcement coverage, identified security needs, or other operational requirements.

4. Coordination with Asheboro Police Department

Coordination with APD is a critical component of RCC's hybrid campus safety model. Contract security personnel shall maintain professional and cooperative working relationships with APD personnel and shall follow RCC-established communication and escalation procedures.

Contract security personnel shall not represent themselves as employees, agents, or officers of APD. Security uniforms, vehicles, badges, patches, markings, and identification shall be readily distinguishable from those used by sworn law-enforcement agencies.

5. Scope of Security Officer Duties

5.1 Campus Patrol and Visibility

Conduct routine and randomized foot and/or vehicle patrols of buildings, classrooms, offices, parking areas, roadways, walkways, entrances, common areas, and other RCC property.

Monitor locations identified by RCC as requiring increased attention.

Identify and report suspicious persons, vehicles, packages, activities, or circumstances.

Identify and report unsecured doors, windows, gates, or facilities.

Identify and report hazards, property damage, lighting issues, leaks, fire hazards, or other conditions requiring attention.

Maintain awareness of campus conditions and document patrol activity in a format approved by RCC.

5.2 Access Control and Facility Support

Monitor entrances and exits and assist with authorized access;

Verify identification when appropriate and consistent with RCC procedures;

Monitor restricted areas and support visitor management;

Report malfunctioning doors, locks, alarms, or access-control equipment;

Assist with opening and securing facilities when assigned; and Prevent unauthorized access consistent with the officer's lawful authority and RCC procedures.

5.3 Parking, Traffic, and Safety Escorts

Monitor parking areas and report improperly parked, suspicious, or abandoned vehicles;

Assist with traffic and pedestrian movement during normal operations and special events;

Report unsafe driving or vehicle-related hazards;

Provide reasonable safety escorts for students, employees, and visitors when requested and operationally feasible.

5.4 Emergency Response

Security officers shall be prepared to appropriately respond to and assist with medical emergencies, fire alarms, evacuations, severe weather, lockdowns, shelter-in-place events, suspicious persons, disturbances, threats, missing or vulnerable persons, vehicle accidents, utility failures, hazardous conditions, criminal activity, and other campus emergencies.

Security personnel shall promptly contact 911, APD, fire/EMS, RCC Campus Safety, or other appropriate emergency resources as circumstances require and shall follow RCC emergency procedures and the direction of responding public-safety officials.

6. Incident Reporting and Documentation

Security officers shall promptly document significant safety and security incidents occurring during their shifts. Reports shall be complete, factual, professional, timely, and submitted in a format acceptable to RCC.

Date and time;

Location;

Nature of incident;

Names of involved persons and witnesses, when known;

Officer observations;

Actions taken;

Emergency or law-enforcement agencies contacted;

Notifications made;

Disposition and follow-up.

Significant incidents shall be immediately reported to the Director of Risk Management and Safety and shall not be held until the end of the shift. The contractor shall provide RCC with copies of incident reports involving RCC property, students, employees, visitors, or other college operations.

7. Clery Act and Campus Security Reporting

Because RCC is subject to federal campus safety reporting requirements, the Contractor shall cooperate fully with RCC regarding Clery Act compliance and related campus safety reporting. Security personnel assigned to RCC are designated by RCC as Campus Security Authorities (CSAs) when appropriate based upon their responsibilities.

Complete RCC-required Clery/CSA orientation or training;

Promptly report crimes or alleged crimes brought to their attention;

Immediately notify RCC of incidents that may require an emergency notification or timely warning;

Preserve and transmit relevant information concerning reported incidents;

Cooperate with RCC in gathering information needed for required crime records and reports; and Maintain confidentiality consistent with applicable law and RCC policy.

The Contractor shall not independently withhold an incident on the basis that the contractor believes it is not reportable. Potentially reportable incidents shall be forwarded to the Director of Risk Management and Safety for review and classification.

8. Security Officer Qualifications

At a minimum, personnel assigned to RCC shall meet all qualifications required by applicable North Carolina law and regulation and shall:

RCC reserves the right to reject or request removal of any security officer from the assignment when it determines that removal is in the best interest of RCC. The contractor shall promptly provide a qualified replacement at no additional charge.

9. Training Requirements

The successful Contractor and RCC will share responsibility for ensuring that security personnel assigned to RCC receive training appropriate to their duties and responsibilities.

The successful Contractor shall be responsible for ensuring that all assigned personnel have completed all training required by applicable federal and state law, the North Carolina Private Protective Services Board, and the Contractor’s internal training requirements before assignment to RCC.

RCC will provide or coordinate college-specific orientation and training necessary for security personnel to perform their duties in accordance with RCC policies, procedures, compliance requirements, and Post Orders.

A. Contractor-Provided Training

The successful Contractor shall provide and document training, as applicable, in the following areas:

· Legal authority, responsibilities, and limitations of private security officers;

· De-escalation, conflict resolution, and appropriate interaction with disruptive or noncompliant individuals;

· Emergency response and active-threat/active-assailant awareness;

· General fire safety, evacuation, lockdown, and shelter procedures;

· First aid, CPR, and AED response;

· Bloodborne pathogens and exposure-control awareness;

· Campus and facility patrol techniques;

· Observation and security awareness;

· Professional conduct and customer service;

· Appropriate use of force, if applicable to the assignment and permitted by RCC;

· Security incident recognition and response; and

· Working effectively in an educational and public-service environment.

The Contractor shall ensure that all required licenses, registrations, certifications, and training remain current throughout the term of the contract.

B. RCC-Provided Training and Orientation

RCC will provide or coordinate training and orientation specific to RCC and the security officer’s assigned responsibilities, which may include:

· Clery Act and Campus Security Authority (CSA) responsibilities;

· Title IX reporting awareness;

· FERPA, student privacy, and confidentiality expectations;

· RCC incident reporting and documentation procedures;

· RCC radio communication procedures and protocols;

· RCC emergency notification and communication procedures;

· RCC emergency response procedures, including evacuation, lockdown, lockout, and shelter procedures;

· RCC campus-specific emergency contacts and notification requirements;

· RCC Smoking Policy;

· RCC Parking Policy and parking-enforcement procedures;

· RCC access-control procedures;

· RCC-specific safety and security policies;

· RCC Post Orders;

· Campus locations, buildings, patrol areas, and areas requiring special attention;

· Coordination and communication with Asheboro Police Department personnel assigned to RCC; and

· Other RCC-specific operational or compliance requirements applicable to the assignment.

RCC may provide refresher or supplemental training when policies, procedures, Post Orders, legal requirements, or operational needs change.

C. Training Documentation

The successful Contractor shall maintain documentation of all contractor-provided training, licenses, registrations, and certifications for security personnel assigned to RCC and shall make such records available to RCC upon request.

RCC will maintain or otherwise document completion of RCC-provided training and orientation as appropriate.

Security personnel shall participate in all required contractor and RCC training as a condition of continued assignment to RCC.

10. Supervision and Account Management

The contractor shall designate a qualified Account Manager/Contract Manager as RCC's primary contractor contact. The Account Manager shall be responsible for staffing, scheduling, quality assurance, employee performance, training, appearance standards, timekeeping, corrective action, replacement staffing, incident follow-up, and coordination with RCC.

The contractor shall provide field supervision sufficient to monitor performance and compliance with RCC Post Orders. RCC shall not be responsible for directly supervising contractor employees or resolving contractor personnel matters.

11. Staffing Reliability and Continuity

Continuous staffing is a critical requirement of this contract. The contractor shall maintain sufficient trained personnel to provide coverage for scheduled days off, illness, vacation, turnover, training, emergencies, no-call/no-show situations, and other absences.

A vacant post resulting from contractor staffing issues shall be considered a performance deficiency. The contractor shall immediately notify the Director of Risk Management and Safety whenever an assigned officer will be absent or late and shall promptly provide a qualified replacement.

RCC strongly prefers a consistent team of officers assigned to RCC. Familiarity with RCC facilities, normal operations, emergency procedures, access-control procedures, patrol routes, APD personnel, and RCC expectations is considered important to effective performance.

12. Uniforms, Appearance, and Equipment

Security officers shall wear professional uniforms approved by RCC. Uniforms shall clearly identify personnel as Security, display the Contractor's identity, be clean and professionally maintained, and be readily distinguishable from sworn law-enforcement uniforms.

The Contractor shall identify all routine equipment included in its hourly rate. Unless otherwise agreed, the Contractor shall provide uniforms, flashlights, appropriate communications equipment, personal protective equipment, reflective safety equipment, weather-appropriate uniform items, and other normal security equipment.

Any use of body-worn cameras, restraints, defensive equipment, chemical agents, firearms, or other specialized equipment must receive prior written approval from RCC and comply with applicable law and RCC requirements.

13. Security Patrol Vehicle - Required Alternate Pricing

RCC is evaluating whether the successful security contractor should furnish a dedicated security patrol vehicle for use in connection with services provided under this contract. Each Contractor shall therefore submit pricing under BOTH alternatives below.

13.1 Alternative A - Security Services Without Contractor-Furnished Vehicle

The Contractor shall provide its proposed hourly rates and estimated contract cost for providing all required security services without furnishing a security patrol vehicle.

13.2 Alternative B - Security Services with Contractor-Furnished Vehicle

The Contractor shall provide its proposed hourly rates and estimated contract cost for providing the required security services with a contractor-furnished security patrol vehicle available for RCC Main Campus security operations.

RCC reserves the right to award under either alternative based upon RCC's operational needs and the evaluation methodology established in the RFP.

14. Contractor-Furnished Vehicle Requirements

If RCC selects the contractor-furnished vehicle option, the vehicle shall:

10. Comply with applicable motor vehicle and insurance requirements.

RCC reserves the right to approve the vehicle type, appearance, markings, and equipment before deployment on RCC property.

15. Vehicle Cost Responsibilities

For the contractor-furnished vehicle option, the Contractor shall clearly identify whether the proposed charge includes the following:

Vehicle acquisition or lease;

Fuel;

Routine and preventive maintenance;

Tires and repairs;

Insurance;

Registration and inspection;

Cleaning;

Vehicle graphics/markings;

Roadside assistance;

Replacement vehicle during repairs;

Mileage; and Other vehicle-related expenses.

RCC prefers a fixed monthly vehicle charge or other fully inclusive vehicle rate rather than variable or undisclosed vehicle expenses. No mileage, fuel surcharge, maintenance fee, administrative vehicle charge, or similar cost may be assessed unless specifically identified in the Contractor's proposal and approved by RCC.

If the contractor-furnished vehicle becomes unavailable due to mechanical failure, accident, maintenance, or other reasons, the Contractor shall provide a comparable replacement vehicle within a reasonable period at no additional charge to RCC.

16. Vehicle Insurance and Use

If a contractor-furnished vehicle is utilized, the Contractor shall maintain automobile liability insurance at limits established by RCC in the final contract and shall be responsible for vehicle insurance, vehicle damage, deductibles, maintenance, repairs, driver qualification and authorization, accidents involving the vehicle, and compliance with applicable motor vehicle laws.

The vehicle may be used for parking lot and perimeter patrols, building checks, safety escorts, responding to security-related calls, transporting authorized equipment, checking remote portions of RCC property, special-event support, traffic observation, and other RCC-authorized campus security functions. The vehicle is intended to increase visibility and patrol effectiveness and shall not eliminate appropriate foot patrols and building checks.

17. Communications and Shift Transition

Security officers shall maintain reliable communication with RCC Campus Safety personnel and other designated RCC officials. RCC and the Contractor will establish procedures for routine communications, emergency communications, APD contact, supervisor notifications, shift transitions, incident notifications, and after-hours escalation.

Incoming officers shall receive appropriate information from outgoing officers regarding current campus conditions, open incidents, suspicious activity, facility issues, special events, persons of concern, access-control problems, and other information needed for continuity of operations. Shift changes shall not create gaps in coverage.

18. Post Orders

The Contractor shall work with RCC to develop and maintain site-specific written Post Orders. Post Orders may address reporting locations, patrol requirements, opening and closing responsibilities, building assignments, emergency contacts, communication protocols, access-control procedures, key-control requirements, emergency response, incident reporting, APD notification, special events, Clery reporting, and other RCC-specific expectations. Post Orders shall remain subject to RCC approval.

19. Professional Conduct

Security officers shall conduct themselves professionally at all times. While on duty, officers shall not sleep, abandon an assigned post, engage in excessive personal cellphone use, disclose confidential information, carry unauthorized weapons or equipment, or engage in conduct inconsistent with a professional educational environment.

Security personnel shall treat students, employees, visitors, and members of the public respectfully and professionally.

20. College Closings, Weather, and Emergencies

RCC reserves the right to modify security staffing during holidays, RCC breaks, weather closures, delayed openings, early dismissals, emergency closures, and other operational changes. RCC may also require continued or increased security coverage during certain emergency closures.

The Contractor shall describe its procedures for maintaining staffing during severe weather and other emergency conditions. RCC will pay only for hours actually authorized and worked unless otherwise expressly provided in the final contract.

21. Records and Reporting

The Contractor shall maintain accurate records of daily activity, schedules, time and attendance, patrol activity, incidents, supervisor inspections, training, officer credentials, and other information reasonably requested by RCC. Records concerning RCC activities shall be made available to authorized representatives upon request, subject to applicable law.

22. Required Contractor Qualifications

Contractors shall demonstrate the following minimum capabilities:

RCC may request verification of licenses, registrations, background-screening practices, training programs, insurance, references, and other qualifications before award.

23. References

Contractors shall provide a minimum of three current or recent client references for contracts of similar size and complexity. Preference may be given to experience providing security services to colleges and universities, public schools, government agencies, or other public-sector organizations.

References should include the organization, contact person, telephone number, email address, type of services provided, approximate staffing level, and contract duration.

24. Performance Standards

The Contractor will be evaluated on staffing reliability, punctuality, officer professionalism, compliance with Post Orders, quality and timeliness of reports, patrol completion, response to incidents, supervisor responsiveness, personnel continuity, training compliance, communication with RCC, cooperation with APD, complaint resolution, and overall quality of service.

RCC may require a written corrective-action plan when deficiencies are identified. Repeated or significant performance deficiencies may result in removal of personnel, financial adjustments, non-renewal, or termination in accordance with the contract.

25. Pricing Requirements

Contractors shall provide fully burdened hourly rates that include wages, payroll expenses, benefits, uniforms, routine equipment, supervision, administrative costs, overhead, profit, and all other ordinary expenses necessary to provide the proposed service. Charges not specifically identified in the proposal will not be permitted unless subsequently authorized in writing by RCC. For purposes of calculating the estimated annual costs under Alternatives A and B, Contractors shall use the evaluation quantities and calculation methodology established in Attachment A: Pricing of the RFP.

25.1 Proposal Alternative A - Without Contractor Vehicle

Estimated annual cost of required security staffing without a contractor-furnished vehicle: $________________

25.2 Proposal Alternative B - With Contractor Vehicle

Estimated annual cost of required security staffing plus contractor-furnished vehicle: $________________

The Contractor shall clearly identify all assumptions used in calculating each alternative, including minimum shift requirements, overtime requirements, holiday premiums, call-in premiums, cancellation requirements, vehicle charges, administrative charges, or other potential fees.

26. Billing and Time Verification

The successful Offeror shall submit invoices to RCC on a monthly basis for services provided during the preceding billing period.

Each monthly invoice shall itemize, at a minimum:

· Location where services were provided;

· Date of service;

· Employee name or unique officer identifier;

· Shift start time;

· Shift end time;

· Total hours worked;

· Applicable hourly rate;

· Any approved vehicle charge, if applicable;

· Any approved special-event, holiday, or other authorized rate; and

· Extended charge for each line item.

The invoice shall also include a summary of total hours and total charges by location for the billing period.

RCC reserves the right to require electronic timekeeping, electronic clock-in/clock-out records, supervisor verification, or another mutually approved method for independently verifying security officer arrival and departure times.

Invoices must correspond to actual authorized hours worked and shall be supported by timekeeping or other documentation upon request by RCC.

RCC shall not be charged for:

· Unfilled shifts or uncovered posts;

· Late-arrival time;

· Early-departure time;

· Unauthorized overtime;

· Unauthorized staffing overlap;

· Contractor-provided training time unless specifically approved in advance by RCC;

· Supervisory or administrative activities included in the contracted hourly rate;

· Unauthorized vehicle, mileage, fuel, or other charges; or

· Any service, staffing, or expense not authorized by RCC.

Any disputed billing item shall be subject to review and correction prior to payment. The Contractor shall promptly provide supporting documentation or a corrected invoice when requested by RCC.

27. RCC Right to Modify Staffing

RCC reserves the right during the contract term to increase or decrease security hours, add or eliminate shifts, change shift times, add or remove locations, add Sunday coverage, request additional special-event coverage, temporarily increase security due to an identified risk, reduce security during RCC closures, reassign security coverage between RCC locations, or otherwise modify the security deployment model. Changes shall be made at the contracted rates unless otherwise agreed to in writing.

28. Contractor Employment Responsibility

All contract security officers shall remain employees of the Contractor. The Contractor shall be solely responsible for recruitment, hiring, compensation, payroll, benefits, scheduling, training, background screening, licensing and registration, workers' compensation, performance management, discipline, supervision, and compliance with applicable employment laws. Nothing in the resulting contract shall create an employer-employee relationship between RCC and contractor personnel.

29. RCC Oversight

The Contract shall be administered through RCC. The Director of Risk Management and Safety may coordinate schedules, approve assignments, establish Post Orders, review performance and incident reports, request officer replacement, request additional staffing, coordinate services with APD, address performance issues, and approve operational changes that are authorized within the existing scope, rates, and terms of the Contract.

Operational changes may include adjustments to schedules, staffing hours, assignments, locations, special-event coverage, or other service needs permitted under the Contract. Any change that modifies the scope of the Contract, establishes new pricing or rates, changes the Contract term, or otherwise requires a formal Contract amendment shall be processed through the Contract Administrator in accordance with the RFP.

30. Overall Service Expectation

RCC is seeking more than a vendor capable of filling scheduled hours. RCC seeks a professional security partner that can become an effective component of RCC's hybrid campus safety program.

The Contractor must demonstrate reliable staffing, professional personnel, active supervision, effective patrol, consistent campus presence, timely reporting, responsive management, and close coordination with APD and RCC personnel.

RFP Scope of Services | Page 1