RFP 22-038 - Transit Security Services - Instructions For Proposers Part 1-4 With Exhibits - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Transit Security Services RFP No. 22-038

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-038

TRANSIT SECURITY SERVICES

Date Issued: November 30, 2022

Pre-Proposal Conference: December 12, 2022 1:00PM PST (Mill Creek Conf. Rm.)

• Non Mandatory

Requests for Question Deadline: December 14, 2022 4:00PM PST

Response to Questions: December 19, 2022 5:00PM PST

Proposal Closes & Responses Due: January 9, 2023 4:00PM PST

Project Manager: Karen Garcia, Security & Emergency Management Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301

TABLE OF CONTENTS

RFP 22-038

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 8

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..……

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...… 23

6. PART 4 – EVALUATION OF PROPOSALS …………………………………………….5

7. EXHIBIT B – FORM OF CONTRACT .…………………………………………………19

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 22-038

Issue Date: November 30, 2022 Proposal Due: January 9, 2023 Time: 4:00 PM PST

SAMTD OVERVIEW

SALEM AREA MASS TRANSIT DISTRICT (SAMTD) is the public transportation agency operating fixed route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (Paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local route buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven (7) days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

SAMTD is soliciting Proposals for services to provide unarmed security services at its facilities, transit centers and other assigned locations. The role of the security team is to provide a World Class Customer Experience, and act as a deterrent to unwanted behavior and criminal activity. Security officers will respond to a variety of incidents, offer customer assistance and assist in maintaining a safe, comfortable and convenient experience for our riders, staff and members of the public.

The Term of a resultant contract will be a four (4) year base term with three (3) additional one (1) year option periods.

A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For the complete Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – April 1, 2023 (estimate)

• Substantial contract completion by – March 31, 2027 (Base Term Estimate)

• Final contract completion by – March 31, 2030 (If All Options Years Are Exercised - Estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Response shall be submitted in a sealed envelope / container to the following address and clearly marked “RFP 22-038 TRANSIT SECURITY SERVICES”.

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the response and proposal documents. One (1) copy must be unbound for ease of photocopy reproduction.

* See Item #6 below for acceptable alternative methods.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 procurement@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

SAMTD will also accept an electronic formatted version (thumb drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Time, January 9, 2023.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Scope Specifications - Proposer may not take exception to, or modify any part of, the Drawings (if applicable), Sample Contract Terms or Specifications.

mailto:procurement@cherriots.org

D. Right of Rejection / Cancellation and Irregularities - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items.

SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest and is not liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein shall not be accepted without a prior extension of the closing date or time by SAMTD. Requests for extensions of the proposal closing date or time must be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the closing date and time for Proposal submittal. Proposals may be withdrawn by Proposer before closing date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with Section 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposers. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in Section 3, 1.A of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents within the time limits for Requests for Clarifications in Section 13.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for SAMTD review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

http://www.cherriots.org/en/about-us/procurement

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

C. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

D. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents will disqualify the proposal.

E. Proposer must submit the most recent two (2) years of audited financial statements. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability to perform determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, and disposal, handling, and storage of materials; (2) the availability of labor, material, equipment, water, electric power, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact on the site; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and

(7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered insofar as the information is reasonably ascertainable from an inspection of the site, as well as from the drawings, specifications and reports issued with this proposal package and to be made a part of this contract. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following the issuance of the Notice of Intent to Award for any resulting Contract, SAMTD will provide the following information to interested parties upon timely request:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. A summary of the evaluations;

D. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after Notice of Intent to Award.

SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

5. The proposal is accompanied by a proposal guarantee, if required.

6. Complies with the State of Oregon and Federal requirements as applicable.

7. Demonstrated ability to comply with schedule.

8. Demonstrates performance of similar projects relative to size, schedule, etc.

9. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, other requirements established in PART 4, and other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Intent to Award Contract. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposers must comply with the applicable Prompt Payment Act provisions, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

10. APPLICABILITY OF RESULTING CONTRACT

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings (if applicable), and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 22-038

TRANSIT SECURITY SERVICES:

Date Issued: November 30, 2022 Pre-Proposal Conference: December 12, 2022 1:00AM PST (Mill Creek Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: December 14, 2022 4:00PM PST Response to Questions: December 19, 2022 5:00PM PST Proposal Closes: January 9, 2023 4:00PM PST

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposer determined to be in the competitive range.

Proposer may submit questions, request clarification, or request a change to the RFP by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in Section 1.A (4) or via email procurement@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, and /or RFP change requests must be received by December 14, 2022 at 4:00 PM Pacific Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on December 12, 2022 at 1:00PM in person and via Teleconference. Suppliers who are considering proposing for this solicitation are strongly encouraged to attend. Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person:

Salem Area Mass Transit District Location: Mill Creek Conference Room 555 Court Street N.E., Suite 5230

• To participate via teleconference:

To access via video:

https://meet.google.com/pkp-yqhr-fnt

To access via telephone:

(US)+1 609-479-1360

PIN: 187 464 249#

15. SITE VISITATION & VIEWING

Proposers may view the site areas where work is to be performed.

Proposers may submit requests to view the site where work is to be performed. Viewing may take place between the hours of 9:00AM – 3:00PM, Monday – Friday. Proposer must have an appointment scheduled in advance. If a Proposer arrives to view the site without a prior appointment, SAMTD may not accommodate the request. To schedule an appointment to view the site please contact:

Karen Garcia, Project Manager ……………….………… 503-361-7511

END OF PART 1

mailto:procurement@cherriots.org https://meet.google.com/fgr-tjdk-dkh?hs=122&authuser=0 tel:%E2%80%AA+1%20636-373-8778%E2%80%AC

PART 2

SCOPE AND SPECIFICATIONS

2.A SECURITY SERVICES DESCRIPTION

Mission Statement and Security Services Objectives Salem Area Mass Transit District (SAMTD)

Vision We Deliver Valued Mobility Options that Inspire Community Pride

Mission Creating Community Connections

Values Communication, Humility, Excellence, Respect, Resourceful, Inclusive, Ownership, Transparency, Safety

Security Services Objectives Deliver high quality security services that enhance the customer experience and ensure the highest level of safety and security through:

An active security presence Courteous and professional assistance System safety and security Awareness of security needs of customers, staff, stakeholders, and the general public

Communicate effectively with customers by:

Listening to, valuing and using customer feedback Educating customers regarding optimal use of SAMTD services Clearly communicating rider behavior expectations

Be responsible to the community by:

Using public resources efficiently Continuous improvement of security services and processes

2.A.1 GENERAL INFORMATION

The Contractor shall provide on-site security officers seven (7) days per week for SAMTD transit centers, passenger facilities, operational facilities, bus lines and special event service locations, as directed by the SAMTD Project Manager. The SAMTD Project Manager and Contract Project Manager will develop monthly deployment plans outlining the locations and times to which the Contractor shall assign its security officers. Monthly deployment plans and assignment schedules shall be approved by SAMTD’s Project Manager.

2.A.2 DAYS AND HOURS OF OPERATION

SAMTD general services operate within the cities of Salem and Keizer. Presently, SAMTD provides weekday service, between the hours of 6:00 a.m. and 11:00 p.m., Saturday service between the hours of 7:00 a.m. and 9:00 p.m., and Sunday service between the hours of 8:00 a.m. and 8:00 p.m.

2.A.3 ORGANIZATIONAL STRUCTURE

Security Services is part of the Security and Emergency Management Department, which is part of the Deputy General Manager Division.

• The Security and Emergency Management Department is responsible for SAMTD’s bus system safety and security, as well as the emergency preparedness program.

2.A.4 SAMTD RESPONSIBILITIES

Summary The following are responsibilities of SAMTD:

Monitor and manage Security Services Contract Provide program and operations management and direction Establish service polices and standards, which are communicated to the Contractor Provide curriculum for site orientation and training Define performance criteria, and monitor Contract performance Provide necessary hardware and software Provide furniture, equipment and space for the Contractor to perform services

SAMTD monitors and manages all contracts, providing program and operations management and direction. SAMTD develops all program policies and, in cooperation with Security Services contractors, guides operating procedures that support SAMTD policies and service objectives.

SAMTD defines Security Services standards and performance criteria.

Facilities, Equipment and Supplies SAMTD provides all facilities, equipment and furnishings the Contractor will need to perform the work required for delivery of Security service. SAMTD supplies the building space, parking areas, and all building systems such as water, electricity, garbage, custodial service, recycling, building maintenance and grounds maintenance.

Facilities SAMTD provides facilities used in the Security Services Contract. The following is a list of the facilities and their functions:

Administration Office is located at 555 Court St. NE, Suite 5230, Salem, OR 97301, and houses all the administrative services and departments of SAMTD. This building is shared with Marion County.

Downtown Transit Center is located at 220 High St. NE, Salem, OR 97301, and houses the Customer Service and Security and Emergency Management Departments.

Keizer Transit Center is located at 5860 Keizer Station Blvd., Keizer, OR 97303, and serves as a transit center for SAMTD customers.

Del Webb Operations Building is located at 3140 Del Webb Ave. NE, Salem, OR 97301, and houses the Transportation and Contracted Services Departments.

• Del Webb Maintenance Building is located at 3170 Del Webb Ave. NE, Salem, OR 97301, and houses the Maintenance Department.

• West Salem Transit Center is located at 1135 Cornucopia St NW, Salem, OR 97304 and contains bus shelters and stops.

• Park and Ride Facilities are located at various location throughout the service area.

• Other facilities may be located throughout the Urban Growth Boundary of Salem-Keizer which may be of interest or hold assets belonging to SAMTD.

Location of Contractor Personnel The Contractor will be provided operations office space by SAMTD (for SAMTD operations only) at the 220 High St. NE facility in Salem and the 5860 Keizer Station Blvd. facility in Keizer. These offices shall be provided to the Contractor and shall be occupied by the Contractor personnel prior to assuming duties under this Contract. SAMTD shall provide computers that shall be used solely for performance of work under this Contract.

Although the Contractor is independent, the context of this Contract puts the Contractor in a shared space under SAMTD’s control, and as such, the Contractor must abide by the same rules of conduct and protocol as SAMTD staff. A commitment to coordination and creating a working relationship that promotes collaboration is essential to the success of all parties in this Contract. The Contractor also shares common space and services provided by SAMTD and must coordinate use in a manner not disruptive to the efficiency of daily work of other staff.

Office Furnishings SAMTD supplies and maintains all office furnishings and office equipment needed for Security Contract employees to conduct business, collect data, and produce documentation and reports.

Office furnishings include desks, chairs, tables, file cabinets and shelving units. Standard office equipment includes personal computers, printers, copiers, fax machines and telephones. SAMTD is responsible for maintaining SAMTD-owned office equipment in working order. All equipment, furniture and furnishings that are purchased by, or reimbursed by SAMTD shall remain SAMTD property after the Contract period expires. SAMTD supplies standard furnishings and office equipment. The Contractor is responsible for specialized furniture or equipment necessitated by employee needs.

SAMTD Technology Policy All Contractor personnel shall comply with the Information Technology policies established by SAMTD. SAMTD provides Contract Security staff with network login accounts and email accounts for use while performing SAMTD business.

Technology SAMTD provides all computer hardware and software necessary for the Contractor to conduct SAMTD business and accomplish Security Program objectives.

Communication SAMTD provides all communication devices and equipment necessary for performance of Security Services, which may include radios, cellular phones or other as required by SAMTD.

2.A.5 CONTRACTOR RESPONSIBILITIES

Summary The following are responsibilities of the Contractor:

Human resources management Monitor and manage performance of overall Contract and individual employees Collect and maintain data Complete and forward standard and ad hoc reports Follow SAMTD policies and procedures Report any office or facility equipment malfunction or failure to SAMTD

2.B GENERAL CONTRACTOR REQUIREMENTS

2.B.1 GENERAL REQUIREMENTS

The Contractor shall be a visible security presence on any and all SAMTD system buses, stations or facilities at the discretion of SAMTD. This service may at times require an on-bus presence, all under the general oversight of SAMTD. Services shall be provided on a regular basis up to seven

(7) days a week.

2.B.2 STAFFING REQUIREMENTS

Approximate full-time (FTE) staffing requirements (2,080 annual hours per duty position) are projected as follows:

Position FTEs Hours per week Est Hours per year Site Supervisor 1 40 2,080 Lead Security Officer 2 80 4,160 Security Officer 13 520 27,040

OPTIONAL SERVICES

Mobile Patrol Officer 1.5 60 3,120

SAMTD reserves the right to make adjustments to the staffing requirements as deemed necessary by business needs. The actual number of full-time duty positions, at any time during the term of the contract, may vary and shall be as approved by the SAMTD Project Manager. The monthly deployment plans will outline specific staffing needs throughout the term of the contract.

The Contractor shall provide for the management of this contract and that of the security officers, to include fixed post and mobile patrol positions. SAMTD requires a site supervisor to oversee the contract security operations specific to SAMTD.

The Contractor shall provide a set of operating procedures specific to delivery of their security services, including post orders at fixed post locations, roving foot and vehicle patrols and any other security services, specific to SAMTD. Post orders are subject to the approval of SAMTD.

SAMTD has fixed posts Monday – Friday at the following times and locations:

0545-2330 Downtown Transit Center

• 0545-2400 Keizer Transit Center

SAMTD has fixed posts Saturday at the following times and locations:

0645-2115 Downtown Transit Center

• 0615-2130 Keizer Transit Center

SAMTD has fixed posts Sunday at the following times and locations:

0745-2015 Downtown Transit Center

• 0745-2030 Keizer Transit Center

The number of fixed posts, staffing levels at the above referenced posts, and hours at posts may vary and shall be approved by the SAMTD Project Manager.

Optional Roving patrols staffing levels, location of patrols and hours of the roving patrols may vary and shall be approved by the SAMTD Project Manager. Staffing levels and hours of service are subject to change if it is in the best interest of SAMTD.

The maximum total billable hours per week shall be as follows:

• Site Supervisor = 40

• Lead Security Officer = 80

• Security Officer = 520

Optional Services

• Mobile Patrol Officer = 60

SAMTD may alter the shift hours and staffing levels as needed in response to emergencies and unforeseen circumstances, within the maximum limits of the contract. Notice of changes will be provided to onsite site supervisor with as much notice as is feasible for incorporation into the monthly deployment plan.

In accordance with the monthly deployment plan, Contractor shall provide a weekly assignment schedule, after consulting with the SAMTD Project Manager, that shows the names and duty positions of each contract security officer under this Contract for the coming week.

2.B.3 HUMAN RESOURCES

SAMTD regards this as a human resources management Contract. The primary role of the Contractor is to recruit, train, and motivate highly effective employees to meet the needs of the Security services daily delivery. The Contractor is responsible for ensuring there are sufficient numbers of employees to meet all service requirements and performance standards.

Failure to have sufficient security staff available is considered a material breach of this Contract.

2.B.4 STAFFING LEVELS

The Contractor shall maintain adequate staffing as necessary to meet SAMTD objectives. SAMTD requires the Contractor to maintain positions as proposed, unless approval is received in writing from SAMTD to increase or decrease staffing levels. Because of the critical role managers and supervisors have with regard to operations, the Contractor shall inform SAMTD when a key position becomes vacant or when the site supervisor or a lead security officer is absent for one week or longer.

2.C HUMAN RESOURCE MANAGEMENT AND SUPERVISION

2.C.1 Staff General Requirements The Contractor employees must be highly skilled in their assigned roles within the Security Services program. They are expected to sustain excellent performance that supports continual improvement of service operations and quality. Employees must be able to communicate clearly, process information with accuracy and speed, and be able to identify and resolve safety and security issues.

Contractor shall make all reasonable effort to recruit and retain a diverse workforce that is reflective of the diverse community in which SAMTD services.

2.C.2 Performance Monitoring The Contractor shall have strong and varied programs to monitor daily, monthly and annual performance data for the location and for individual employees. The Contractor is responsible for monitoring individual employee and location performance and correcting deficiencies.

The Contractor shall define, document, and submit for approval by SAMTD Project Manager how the site supervisor will manage both the fixed and mobile patrol security officers.

2.C.3 SAMTD Approval SAMTD will approve all site supervisor, lead security officer, security officer and mobile patrol officer positions under this Contract. The Contractor will not replace any site supervisor without written approval of SAMTD. Further, SAMTD will have the final approval of any proposed site supervisor, lead security officer, security officer or mobile patrol officer which the Contractor proposes.

2.C.4 Employee Suitability The Contractor employees must deliver service in a highly skilled and professional manner that reflects well on SAMTD and its security services. The Contractor’s staff represents SAMTD in the community and to the customers they serve. It is of great importance to SAMTD that the Contractor’s staff always represents SAMTD well in the community in all aspects of their service, appearance, communication and behavior. The Contractor shall take appropriate action whenever there is a pattern of complaints against an employee.

SAMTD reserves the right to determine the suitability of any employee to continue performing work for the Security Services program. Such a determination may be related to performance of service, customer complaints, incident reporting, communication, or other work-related performance issues. The Contractor will be notified in writing of any such determination.

The Contractor shall provide backup/replacement security officers to maintain full coverage of all duty positions at all times, at straight-time, notwithstanding absences (vacation, sick or other) of regular security officers. Backup/replacement security officers shall be SAMTD certified/trained as per provision 2.C., the same as regular security officers, and must be approved in advance by

SAMTD.

2.C.5 Site Supervisor The site supervisor has responsibility for employee conduct and performance, and for the overall performance of the Contract. The Contractor’s site supervisor shall be responsible for creating a supportive work environment that employs and retains highly qualified and motivated employees.

Strong human resource management programs are essential to ensure the quality service SAMTD is committed to delivering. The site supervisor shall hold employees accountable to high standards of professionalism and customer service excellence.

Assigned site supervisor shall be physically stationed at SAMTD during their assigned shift and be 100% dedicated to this Contract with no responsibilities to other Contractor locations, except by prior written approval of SAMTD. The site supervisor must maintain all certifications and training required of site security officers and shall have all responsibilities, workplace conduct and program support functions as listed for security officers in this solicitation.

Site supervisor (or designee) shall be available during all hours of operation to respond to significant events or emergencies.

Site Supervisor Responsibilities The Contractor’s site supervisor is responsible for the following:

Overall Performance of the Contract The serve as the daily liaison with the SAMTD Project Manager or designee. Will provide daily updates on the status of the account, any serious or unusual occurrence during the previous 24 hours; and inform of any safety or security issues that are emerging.

Supervise the day to day security operations. Responsible and accountable for overall con-tract performance and compliance.

Establishes with SAMTD Project Manager policies and procedures for security services, as requested

Ensures proper assignment coverage – if a security position cannot be covered, the Contrac-tor must notify SAMTD immediately upon discovery

Updates and explains post procedures Ensures an adequate security presence on any and all SAMTD system buses, stations or fa-cilities, and service area, as specified in the post orders and the monthly deployment plan Responsible for recruitment and staffing of the Contract Completes all necessary reports as specified by SAMTD Maintains log books and necessary reports Reviews and approves subordinates reports

Security Services Program Support

• Exercises leadership ability and maintains good personal appearance

• Conducts investigations

• Has knowledge of local jurisdictions and whom to call when incidents occur

• Establishes and maintains a working relationship with all local city/county law enforcement agencies serviced by the transit system

• Works with customers and their advocates to resolve problems with a high degree of professionalism and customer service

• Monitors the day-to-day exclusion process

• Responsible for reporting requirements and documentation generated by all Contract secu-rity officers and mobile security officers

• Is properly equipped, in proper uniform, and must be otherwise able and qualified to provide all duties of the security officer and mobile security officer positions

• Performs other duties as assigned by SAMTD within the scope of the Contract

Employee Conduct and Performance

• Manages all officers assigned to the Contract; provides fully-trained and highly-qualified personnel, sufficient in number to fully provide the service as described in the Contract and the monthly deployment plan.

• Monitor personnel performance and appearance; conduct quality control audits, to include on-site inspections and equipment checks; answers questions, and provides guidance when officers are on duty

• Provides technical and administrative assistance to each shift

• Ensures mobile patrol officers are monitored and held accountable to standard operating procedures and provide sufficient coverage of the entire service area

• Calls attention to subordinates of any deviations from acceptable practices and procedures, instructs security officers in proper methods, and explains conditions under which deviations are permissible – any deviations and corrective actions must be reported to SAMTD for approval

• Responds to requests of subordinates for assistance

• Ensures that officers have materials, uniforms, and equipment sufficient to perform required duties and that they meet Contract standards for completeness, condition, and appearance

• Conducts investigations of all use of force events. Makes a justification determination. Rec-ommends retraining or discipline when appropriate.

Employee Training

• Has a working knowledge of each assignment covered by the Contractor and trains all newly-assigned officers on new assignments

• Ensures all Contract personnel are properly trained prior to being assigned to their specific position

• Provides training to each officer until assignment is fully understood and prior to placing that individual on the assignment

• Provides directions, follow-up training, and instructions to officers by making rounds and observing personnel in the performance of their duty for each shift

• Ensures officers obtain and maintain contract required certifications and training

• Has working knowledge of radio procedures and is able to train security personnel in same

2.C.6 Lead Security Officer Lead security officers shall be 100% dedicated to this project with no responsibilities to other Contractor locations, except by prior written approval of SAMTD.

Lead Security Officer Responsibilities The lead security officer supports the site supervisor in overall responsibility for performance of the Contract. The lead security officer shall support the site supervisor by assisting with leadership duties and training of security officers and mobile security officers. Additionally, the lead security officer shall provide support to security officers in the absence of the site supervisor. Lead security officers shall have all responsibilities, workplace conduct and program support functions as listed for security officers in this solicitation.

Overall Performance of the Contract

• Ensures proper assignment coverage – if a security position cannot be covered, the Con-tractor must notify SAMTD immediately upon discovery

• Ensures an adequate security presence on any and all SAMTD system buses, service area, stations or facilities, as specified in the post orders and monthly deployment plans

• Provides oversight and support to on duty security officers and mobile security officers;

• Assists with the completion of necessary reports

• Assists with the review of officer reports

Security Services Program Support

• Provides leadership to officers and maintains a good personal appearance

• Has knowledge of local jurisdictions and who to call when incidents occur

• Is properly equipped, in proper uniform, and must be otherwise able and qualified to pro-vide all duties of the security officer and mobile security officer positions

• Works with customers and their advocates to resolve problems with a high degree of pro-fessionalism and customer service

• Performs other duties as assigned by SAMTD within the scope of the Contract

Employee Conduct and Performance

• Provides technical and administrative assistance to each shift

• Responds to requests of officers for assistance

Employee Training

• Has a working knowledge of each assignment covered by the Contractor and assists in the training of all newly-assigned officers

• Provides follow-up training and instruction to officers by making rounds and observing per-sonnel in the performance of their duty of each shift

• Has working knowledge of radio procedures and is able to train security personnel in same

2.C.7 Security Officer Security officers shall be 100% dedicated to this project with no responsibilities to other Contractor locations, except by prior written approval of SAMTD.

Security Officer Responsibilities The Contractor’s security officer is responsible for the following:

Professional Workplace Conduct

Reports to work on time and holds over on assigned duties until relieved as required Maintains good personal and uniform appearance and is courteous to the public and

SAMTD personnel at all times – shall not conduct any personal activity that detracts from a professional image

Covers an assignment at a fixed post, or patrols an area for the purpose of detecting and deterring unwanted behavior and violations of SAMTD Ordinances, local and state laws or codes.

Intervening to terminate actions potentially injurious to persons or property Provides exceptional customer service to SAMTD staff and customers

Security Services Program Support

Communicates effectively with the public and SAMTD personnel Notifies appropriate SAMTD personnel of any activity that is criminal in nature or suspected of being criminal in nature Makes patrols in accordance with routes and schedules established in the post orders or as directed by the site supervisor or designee

Responds to reports of ill or injured passengers and employees, renders first aid when necessary, and notifies emergency services as needed

Maintains order and uses good judgment and discretion in handling unruly passengers or trespassing public

Intervenes in minor infractions and disorderly conduct such as skateboarding, loitering or public drinking

In observed incidents of vandalism, theft or assaults, the security officer is expected to re-port the incident according to established orders and instructions, standard operating pro-cedures and emergency procedures.

Security officers will be expected to intervene…