RFP 26-999-05 Security Officers.pdf

Metropolitan Library System of Oklahoma County

Request for Proposal

Security Officers

RFP # 26-999-05

Proposal Due Date/Time:

November 6, 2025 2:00pm

Metropolitan Library System ATTN: John Rahhal

300 Park Avenue Oklahoma City, OK 73102

Mandatory Pre-Bid Conference

October 1, 2025 10:00am 3rd Floor Conference Room

Downtown Library 300 Park Ave Oklahoma City, OK 73102

Table of Contents Notice to Bidders General Terms and Conditions Specifications for Security Officers Bid Proposal Affidavit for Filing with A Competitive Bid References Form Questionnaire for Prospective Security Contract Bidders Bid Checklist

Notice to Bidders

The Metropolitan Library System requesting sealed bids for Security Officers.

Sealed bids will be accepted until November 6, 2025, at 2:00 PM in the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102. Bids may be dropped off at the 1st floor Security Desk or may be uploaded at https://www.bidnetdirect.com/oklahoma. Bids will be opened and read aloud at that time in the 3rd floor conference room.

Bids submitted in hard copy shall be in a sealed envelope, clearly marked “Sealed Bid – Security Officers” and shall have the name of the Vendor, Solicitation Number and the time and date of the bid opening. Hard copies are not required for bids uploaded to bidnetdirect.com/Oklahoma.

The specifications and bid documents may be obtained from the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102 or by calling John Rahhal at 405-606-3794 or Lisa Walker at 405-606-3792 or downloaded at https://www.bidnetdirect.com/oklahoma .

A mandatory pre-bid meeting will be held on October 1, 2025, at 10:00AM in the 3rd floor conference room at the Downtown Library, 300 Park Avenue, Oklahoma City, OK 73102.

Following the evaluation of bids, a recommendation will be made to the Metropolitan Library Commission for approval.

https://www.bidnetdirect.com/oklahoma https://www.bidnetdirect.com/

General Terms and Conditions

1. Definitions:

1.1 “Bid” or “proposal” means an offer to provide the goods and/or services by the bidder in response to a solicitation.

1.2 “Bidder” means an individual or legal entity that submits a bid or proposal in response to a solicitation.

1.3 “Solicitation” means a request or invitation by the Metropolitan Library System (MLS) for a supplier to sell goods and/or services to the MLS. A solicitation may be an Invitation to Bid, a Request for Proposal, or a Request for Quote.

1.4 “Supplier” or “vendor” means an individual or legal entity that sells or desires to sell goods and/or services to the

MLS.

2. Preparation and Submission of Bids

2.1 These General Terms and Conditions, any Special Provisions, and the provisions of the Solicitation Specifications and/or attachments apply to and become a part of the terms and provisions of the Bidder's Proposal. Bidders are expected to examine these general instructions and any special instructions and conditions prior to submitting the bid proposal. Failure to comply with any of the instructions contained herein may result in rejection of the bid.

2.2 Submitted proposals shall include the “Bidder Information Sheet”, a properly executed “Affidavit for Filing a Competitive Bid”, a completed W-9, and any other forms required by this solicitation.

2.3 Proposals may be submitted to the MLS Business Office in a sealed envelope or package or preferably uploaded to bidnetdirect.com/oklahoma. If a hard copy is submitted, the package shall be clearly marked with the solicitation number, title and response due date. The vendor name and address must also appear on the face of the envelope or package. Hard copy proposals must be submitted in ink or typewritten, and signed by the vendor.

2.4 Bidders are invited, prior to submitting any proposal, to visit the job site and to examine carefully all local conditions. The Bidders should inform themselves, by their independent research, of the difficulties to be encountered and the accessibility of the work. Bidders should take into all accounts the attending circumstances affecting the cost of doing the work or the time required for its completion. It is the responsibility of the Bidder to obtain all necessary information required to make an intelligent proposal. Bidders should rely exclusively upon their own measurements, estimates, investigations and other data that are necessary for full and complete information upon which the proposals are to be based.

2.5 The proposals received will be opened immediately after the time stated in the "Notice to Bidders" and read aloud. Proposals received after the response due date and time shall be considered nonresponsive and shall not be considered for any resulting award. Bidders are invited to attend at the time set for opening proposals.

2.6 Submitted proposals are rendered a legal offer and any bid, when accepted by the Metropolitan Library System

(MLS), shall constitute a contract upon acceptance by both parties.

3. Sales Tax and Incurred Expenses

3.1 The Library is qualified for exemption from State and Local Sales Tax. Bidders shall not include these taxes in price quotes.

3.2 All costs and time incurred by the Bidder in preparing the response to the bid requirements and specifications or that is required to finalize the bid award and/or contract, is at the sole expense of the Bidder. The MLS will not be held responsible or accountable for any costs incurred by the Bidder in preparing the bid proposal.

4. Insurance, Bonds, and Indemnification

4.1 At contractor’s expense, the contractor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work performed by the contractor. The minimum scope of such insurance is as follows:

4.1.1 General Liability: Including contractual limits of not less than:

$1,000,000 Per Occurrence $2,000,000 General Aggregate $1,000,000 Products/Completed Operations Aggregate

4.1.2 Workers Compensation: With Limits of not less than:

$1,000,000 Each Accident $1,000,000 Disease Policy $1,000,000 Disease Each Employee

4.1.3 Umbrella/Excess Liability: With limits of not less than:

$2,000,000 Limit all other Contractors/Subcontractors

4.1.4 On all policies the insurer shall agree to waive all rights of subrogation against the Metropolitan Library

System, its officers, officials, employees, Boards and Commissions. The MLS must be shown as an additional insured on all policies, except workers compensation coverage.

4.2 Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the MLS.

4.3 The contractor shall furnish MLS with certificates of insurance detailing the coverage required by this clause.

These shall be included with the bid. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on the insurer’s behalf. The requirements of waiver of subrogation and naming the MLS as an additional insured will only be required after the contract is awarded.

4.4 Contractor shall release, protect, defend, indemnify, and hold harmless MLS and its officers, officials, employees, Boards, and Commissions from and against any and all claims arising out of, or connected in any way to their Work or this Agreement, regardless of cause, in connection with the performance of work as outlined in this bid.

5. Delivery and Installation Requirements

5.1 All Prices quoted shall be F.O.B destination unless otherwise stated in the solicitation.

5.2 Bid proposals must show the number of days estimated for production, delivery and installation of the product, services, work and/or project under normal conditions. Unrealistically short or long completion dates may cause bids to be rejected. The Purchasing Officer must be kept advised at all times of the commencement date and the progress of the work being performed by the successful bidder.

5.3 Final inspection and acceptance shall be at destination.

6. Quantities and Measurements

6.1 All quantities and measurements indicated in the technical specifications shall be considered on a more or less basis. Contractors must rely on their own measurements and calculations for material and supplies. Invoices and claims will be processed for payment based upon the exact quantity of material delivered and/or work performed by the contractor.

7. Manufacturers’ Name/Approved Equivalents

7.1 Unless otherwise specified, manufacturers’ names, brand names, information and/or catalog numbers listed in specifications are for information and not intended to limit competition. Bidder may offer any brand for which they are an authorized representative, and which meets or exceeds the specification for any item(s). If bids are based on equivalent products, indicate on the bid form the manufacturer’s name and number. Bidder shall submit sketches, descriptive literature, and/or complete specifications with their bid. Reference to literature submitted with a previous bid will not satisfy this requirement. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.

8. Interpretation of Specifications

8.1 Any exceptions to these general instructions and any deviations from the specifications must be submitted in writing, attached and made a part of the bidder’s proposal. If the bidder does not indicate any exceptions, it will be construed to mean that the bidder proposes to comply with all instructions and all terms and conditions and specification contained in the solicitation the price quoted in the proposal.

8.2 A bidder requiring an interpretation of any documents included in the solicitation may submit a written (email) request to the Purchasing Officer twenty-four (24) hours prior to the pre-bid conference. The person submitting such a request will be responsible for its prompt delivery. An interpretation of the bid package documents will only be made by an Addendum. The Addendum will be duly issued and a copy of such Addendum will be mailed or delivered to each person receiving/requesting the solicitation. However, it is the responsibility of the bidder to contact the Purchasing Officer/Business Office to determine if there have been any addenda to the solicitation.

The MLS will not be responsible for any other explanations or interpretations of the proposed documents other than those described in official addenda to the solicitation.

9. Evaluation and Acceptance of Proposal

9.1 All bid proposals received at the published bid opening date and time will be opened and read aloud. Unless alternate criteria are included in any specifications, the criteria used to determine best and lowest bidder will be the Bidder's compliance with all requirements and technical specifications, completion dates, experience, qualifications, history of contract relations with the MLS, references if required, demonstrations if required, and pricing. MLS has no obligation to accept the lowest cost proposal. The library reserves the right to choose the proposal that best meets the needs of MLS or to accept no proposal at all.

9.2 Preferential Consideration of Local Vendors

9.2.1 The Metropolitan Library System, in accordance with its purchasing policy as amended by the Metropolitan

Library Commission on May 15,1986, will give preferential consideration when purchasing supplies, and/or services, through the competitive bidding process, to Oklahoma County residents, vendors and contractors whose property taxes directly support the Metropolitan Library System.

9.2.2 Preferential consideration will only be given when all other factors used in determining lowest and best bidder are equal, and when the differential between the local and non-local vendor's bid price does not exceed 5% or $1,000, whichever is less.

9.3 The Library reserves the right to; award by item, groups of items or all items of the bid; to reject any or all bids received, in whole or in part, and to waive any technical defects, irregularities and omissions, if found to be in the best interest of the Library.

9.4 The administration will submit to the Library Commission, a recommendation of contract award based on the evaluation of the successful Bidder's proposal.

10. Choice of Law & Venue

10.1 Any claims, disputes, or litigation relating to the solicitation, or the execution, interpretation, performance, or enforcement of the contract shall be governed by the laws of the State of Oklahoma.

10.2 Venue for any action, claim, dispute or litigation relating in any to the contract shall be in Oklahoma County, Oklahoma.

11. Termination for Cause

11.1 The MLS may terminate the contract for default or any other just cause upon notice to the supplier.

11.2 The Library may terminate the contract immediately, without notice to the supplier, when violations are found to be an impediment to the function of the Library and/or detrimental to its cause or when conditions preclude notice.

11.3 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

12. Termination for Convenience

12.1 The MLS may terminate the Contract, in whole or in part, for convenience if it is determined that termination is in the best interest of the MLS. The MLS will deliver a Notice of Termination for Convenience to the supplier specifying the effective date of the Contract termination. The Contract termination shall be a minimum of 60 days from the date of the Notice of Termination for Convenience.

12.2 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

13. Compliance with Applicable Laws

13.1 The products and services supplied under this contract shall comply with all applicable federal, state and local laws, ordinances, codes, and regulations including those of the Metropolitan Library System. The supplier shall maintain all applicable licenses and permit requirements.

14. Payment

14.1 Payment shall be made to the Contractor after products have been delivered and accepted or services have been provided and accepted. Payment will be made by ACH.

15. Special Provisions

Any Special Provisions set forth in a solicitation apply with the same force and affect as these General Terms and Conditions. However, conflicts or inconsistencies shall be resolved in favor of the Special Provisions

Specifications for Security Officers

The Metropolitan Library System is requesting bid proposals for providing armed and unarmed security officers at eight library locations January 2026-December 2026. There will be a mandatory pre-bid meeting on October 1st, 2025 at 10:00AM in the 3rd floor conference room. Bidders are to provide two (2) copies of their bid response.

Duration of Contract: This is an annual contract. The first years’ service will commence on or about January 1, 2026, and will terminate on December 31, 2026. This contract may be renewed for two additional years, at one-year intervals, if requested by the vendor, recommended by the administrative staff and approved by the Commission.

Insurance: The Contractor must provide all insurance as required by paragraph 4 of the General Requirements for Bidders.

Location and Hours: Security officers are required at eight locations to cover approximately 696.75 hours weekly either (1) prior to the arrival and after the departure of the library staff, or (2) when staff and the public are present. The eight locations and hours required are listed below.

Approx. 2026 Security Hours by Location

Location Hours per Week Annual Number of Hours

AL 80.25 4173

CH 75.25 3913

DN* (3 SO’s)

85.5 ea.SO

256.5 combined

4446 ea. SO 13,338 Combined

WA 45.0 2340

RE* 78.75 4095

SO* 73.5 3822

BI 45 2340

(SY*) 42.5 2210

Total Hours 696.75 36,231 *Denotes armed officer. The remaining locations are unarmed.

Note: Actual hours for each location may be updated at time of contract award. Additional facilities and/or hours may be added to this contract at any time; however, all locations would be within Oklahoma County. Facilities and/or hours may also be deleted from this contract at any time.

1. Requirements for Security Officer Selection:

1.1. Security officers are to perform those duties which are normal and customary to the security protection industry.

1.2. All officers must have a minimum of one year of experience in security, or military experience with an honorable discharge and a minimum of six months’ experience in security.

1.3. Possess, at a minimum, either a high school diploma or a GED equivalency certificate.

1.4. Be at least 21 years of age. While there is no limit as to the maximum age of security Officers, all security Officers must be able to withstand the physical demands of the job and must be capable of responding to emergencies.

1.5. Security officers are to be CLEET certified. Officers must meet CLEET continuous education requirements.

Conditional licensing is not acceptable. Officers whose license is suspended or terminated will be immediately removed from the contract until such time their license is valid and replaced by a CLEET certified Security Officer.

1.6. Security Officers must carry their issued CLEET license on their person at all times while on duty, and the Contractor will maintain a copy for their records. Failure by an armed security guard to carry a valid CLEET license while on duty shall result in the security guard being removed from the armed post until the certificate or permit is obtained.

1.7. Officers must have documented qualifications in use of any less-lethal weapons such as pepper spray, and retractable baton before carrying such items. The Officer must carry a copy of said certification and the contract company must maintain a copy of all certifications for the Officers assigned to the MLS contract.

1.8. Authorized less-lethal weapons will be discussed at implementation.

1.9. Officers will not be authorized to carry tasers, regardless of training.

1.10. The security officers must be in uniform, pressed, clean, and presentable. They will maintain a professional appearance at all times. Bluetooth devices or other items not issued with uniform will not be worn on the uniform.

1.11. Officers will not wear sunglasses or ball caps indoors at any location. Long-sleeved shirts will be worn with cuffs buttoned; sleeves will not be rolled.

1.12. All security Officers shall be in uniform and ready to begin work promptly at the start of their shift and shall remain on the job and in full uniform until the end of their full tour of duty.

a. All Armed Security Officers must wear a Threat Level III type pistol holster for their firearm and all magazine pouches must have a cover (No open mag pouches) to conceal and protect the magazines. The magazine pouch cover must be able to be secured over the top of the magazine.

1.13. The security officers must be able read, write, and speak English. Ability to speak another language is a plus.

1.14. Officers are expected to write legibly and read post orders and respond to written directives as needed.

2. Physical Requirements and Medical Standards:

2.1. The Contractor shall ensure all uniformed employees working under this contract meet the medical requirements described in the following sections. No waivers will be granted for not meeting medical standards. The Contractor is also responsible for ensuring that all uniformed employees are able to perform the essential functions described below, with or without reasonable accommodation. If one of the Contractor's employees alleges that s/he has a disability and requires a reasonable accommodation to perform the essential functions of the job, it is the Contractor's sole responsibility to discuss reasonable accommodation with its employee and to decide what accommodation, if any, to provide at its own expense.

2.2. While performing the essential functions of this job, the officer must be able to walk rounds, sit, use hands and fingers to handle, or feel, reach with hands and arms above their heads, and stand for long periods of time. The officer must be able speak and hear well enough to respond to normal speech, respond to alarms, and calls for assistance. The Officer will not have any medical issues which require additional break time (already established) away from the security post.

2.3. Officers will be disqualified for working any post if:

2.3.1. They have musculoskeletal system conditions that adversely affect their movement, agility, flexibility, strength, coordination and that those limitations will adversely affect the individual’s safe and efficient performance of duties.

2.3.2. Officers do not have the physical stamina to work long hours that may be greater than 12 hours, prolonged walking, sitting, responding to emergencies.

3. The Contractor will arrange assignments to avoid any officer working in excess of forty (40) hours per week at library expense, except as noted.

4. Contractor will ensure qualified replacement Officers are available if a scheduled officer calls in sick.

5. Should the library close due to adverse weather or power outages, Officers will be paid for hours worked not to exceed two hours from the time of the notification; however, if the contractor is notified prior to the opening time of the library, the contractor is responsible in making the notification to the guard(s) and they will not receive pay for the closure.

6. Officers will not be paid for the thirteen days a year the library is closed due to holiday/staff training. This schedule will be provided at the start of the contract.

7. The contractor will have 24-hour contact (not an answering service). Contact may be through, dedicated phone line, or cell phone. There must be a main contact and a backup for emergencies along with a listing of the numbers in contact order to include names and titles of the personnel to be contacted.

8. Failure to provide security coverage will result in penalties (see below).

3. General Duties and Conditions to be performed by the Security Officers:

3.1. All officers will be expected to learn and follow the issued Post Orders, Library Policies, Procedures, and familiarization of the library facility upon commencement of their duties at the library location.

Security Officers will date, print, and sign their name on the provided timesheet indicating their start and end time along with the total hours worked for their assigned shift. (This document will be utilized to confirm totals with Invoice amounts)

3.2. Security Officers will be provided an event log (Daily Log) and this will be maintained during all shifts. Document any unusual conditions or encounters with customers and notify library manager. Complete incident reports as required in post orders.

3.3. Security Officers shall perform all tasks in accordance with the duties outlined on the Security Guard Post Assignment Record (Post Orders), which are prepared by the Security Manager for each post. The Post Orders define the specific duties that the contract security Officers are to perform. The security Officers shall not deviate from the directions provided by the Post Orders except in emergencies or as directed by the Security Manager, library manager, or LIC.

3.3.1. Security Manager may amend, and/or revise the Post Orders to change shift duties, start and stop times, and post locations as needed. Security Manager, library manager, or LIC can also make verbal requests of the security guard as needed in relation to security for the post.

3.4. For some locations, assist the staff in entering the library and de-activate the intrusion alarms, and in exiting the library and activation of the intrusion alarm systems.

3.5. Observes the staff arrival and departure from the adjacent parking areas.

3.6. Assists in opening the library to the public and at closing ensure there are no unauthorized individuals remaining in the library.

3.7. Observes the loading and unloading of materials, supplies and equipment through the delivery doors and in the garage areas when asked by staff or when the loading doors are opened.

3.8. Patrols the interiors and exteriors of the libraries and libraries’ properties.

3.8.1 While conducting patrols, the Officers will ensure all emergency doors are clear of people and any other items which could hinder or prevent emergency egress of the building.

3.9. Observes the CCTV monitors and be proactive in addressing misbehavior.

3.10. Escorts visitors to non-public areas and uninvited customers out from non-public areas.

3.11. Assists the staff in enforcement of library policies.

3.12. Report damage to buildings, unusual incidents, dangerous or unsecured conditions, and safety hazards to the library employee in charge at the assigned location.

3.13. Behave courteously and appropriately to all staff and customers.

3.14. Complete incident reports for unusual incidents, customer accident reports, or other required documentation of specific situations.

3.15. Call police, fire or other emergency personnel in emergency situations in accordance with post orders instructions or guidance from library management.

3.16. Security Officers shall not be permitted to remove the keys and other access control devices from the facility premises unless specifically authorized by the Security Manager. Keys or access control devices that are missing, lost, unusable, and/or stolen shall be immediately reported to the Security Manager, and the security officer’s supervisor as soon as the security guard detects the loss or the problem.

3.16.1. The Contractor shall reimburse the Library System for costs associated with lost, stolen, or damaged keys and access control devices that were under the control of a contract security guard at the time of their disappearance.

3.16.2. Upon termination of employment, keys, access cards, or any other library property will be returned to the library Security Manager immediately.

3.17. Security Officers will not speak to media regarding library events or share video surveillance outside the library system.

*Some of these additional duties may not be performed at all locations. Specific “Post” instructions for each location will detail specific routines.

4. Minimum Hourly Wage and Overtime

4.1. Minimum hourly wage paid to the unarmed security officers will be $18.50 and for armed security officer will be $22.50 for the first contractual year. Continued first aid/CPR certification is the responsibility of the contractor and/or the security officer.

4.2. Contractor to compensate security Officers at an hourly rate of no less than that established for a guard contract and use of a training wage, or other such reduced wage will be grounds for termination for cause.

4.3. Library System will not bear the cost of overtime to officers assigned by the contractor to work more than 40 hours a week unless pre-approved by the Security Manager or the Senior Accountant. Overtime will not be paid to cover sickness, vacations, or deficiencies in scheduling not caused by the Library System.

5. Breaks:

5.1. Breaks for all library locations and/or shifts: Officers scheduled to work in excess of four continuous hours in any one day may take a rest break of 15 minutes duration for each four-hour work period. This break time is “on the clock” and considered as paid time. Officers are required to remain at the work site and are subject to interruptions during paid rest breaks as conditions or situations warrant. Rest break time is not cumulative within a workday or between workdays nor can it be used to allow for late arrival, early departure or to extend meal breaks. Officers scheduled to work in excess of six continuous hours (including rest break time) may take a meal break of no more than thirty (30) minutes, on-the-clock; however, if taken, officers must remain at the work site and are subject to interruptions during paid meal breaks as conditions or situations warrant. Meal break time is not cumulative, nor can it be used to allow for late arrival, early departure.

6. Experience and Background:

6.1. Provide an executive summary of the Bidder’s company (how it is organized), the number of years in business, the extent of qualifications and experience in providing security guard services to government and commercial entities.

6.2. Describe the qualifications in providing security guard services of the type and magnitude contained in this RFP.

6.3. Provide evidence that Bidder has been in the professional security guard business handling commercial and institutional accounts for at least five (5) years immediately prior to the submission of this bid proposal.

6.4. Submit the names of officers of the company responsible for this contract, their function, title number of years of service with the company, and contact information.

6.5. Please provide at least five (5) references (using the “Reference Form” provided) three (3) of which are commercial accounts similar in size and scope to the requirements in this solicitation. Include at least one (1) contract with a library or with a company whose needs are similar to a library (customer service, diplomacy, dealing with difficult customers). Each reference must contain the organization’s name and address with a contact person’s name, title, phone and fax number and e-mail address.

6.6. Briefly describe the assignment for each of these references along with the staffing levels involved, the annual dollar volume and the billable hours charged on a monthly basis.

7. Miscellaneous:

7.1. Parking at Downtown Library: The Contractor must provide paid parking for the three DN Security Officers at the same garage as the library employees (the officers escort staff to the garage in the evenings.). Library parking is not available at the Downtown Library. Library staff and security officer parking is available at all other locations.

7.2. Penalty Clause: All hours of the contract are expected to have guard coverage. Unless otherwise agreed with the Security Manager, any failure to provide coverage will result in the following penalties:

7.2.1. Penalty assessed against contractor for 1 ½ times the amount of hours not covered or filled by an unqualified officer. This penalty will be assessed on the next available invoice following the coverage failure.

7.2.2. Three such failures to provide qualified officers in a six-month period may result in contract termination.

7.3. Additional Questions for Bidders:

7.3.1. Additional questions are included on the “Questionnaire for Prospective Security Contract Bidders”. These questions must be answered and returned with the bid.

8. Evaluation Criteria:

A best value criteria will be used to evaluate the bid responses. The criteria for evaluation and selection will be based on the following:

8.1. Pricing Structure

8.2. Successful Past Performance and Experience

8.2.1. Reference Checks

8.2.2. Contracts of Similar Scope and Size

8.2.3. Years in Business

8.2.4. Responses to Questionnaire for Prospective Security Contract Bidders.

8.3. Ability to meet the security needs of the MLS.

8.3.1. Hiring and training practices

8.3.2. Scheduling practices/ability to replace officers that call in sick or are no shows

Bid Proposal

Security Officers

Bid Opening Date & Time: 2:00 PM, November 6, 2025.

FIRM/VENDOR:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE: FAX:

E-MAIL ADDRESS: TAX ID #:

Executive Director, Chair, and Members of the Commission:

The undersigned, as the Bidder, declares that, before preparing this bid, (s)he has read carefully the requirements for bidders, specifications, and affidavits, and that (s)he is familiar with all provisions of the same. Said Bidder proposes and agrees that if the proposal is accepted, (s)he will enter into a contract with the Library after acceptance of this proposal by the Commission.

BID PROPOSAL: Provide all security guard services in accordance with all specifications contained herein:

Item Jan 1, 2026 to Dec 31, 2026 Jan 1, 2027 to Dec 31, 2027 Jan 1, 2028 to Dec 31, Unarmed Security Guard $ Per Hour $ Per Hour $ Per Hour

Armed Security Guard $ Per Hour $ Per Hour $ Per Hour

BID SUMMARY:

The undersigned, of lawful age, being first duly sworn upon oath deposes and says: that (s)he has the lawful authority to execute the within and foregoing proposal; and that (s)he has executed the same by subscribing his/her name hereto under oath for and in behalf of said Bidder.

Subscribed and sworn to Before Me

This day of 2025

Signed By:

Print Name:

Notary Public

Title:

Commission Expires:

Date:

Affidavit for Filing with A Competitive Bid

State of

County of

, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to restrain from bidding; or with any official or employee of the Metropolitan Library Commission of Oklahoma County as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidder and any official or employee of the Metropolitan Library Commission of Oklahoma County concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Affiant is advised that under the Oklahoma State Law:

No person, firm, or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, corruption of sales to the state or to any of it political subdivisions, may make sale of real or personal property to the state or any political subdivision thereof.

Affiant further states that (s)he has not been convicted of or pleaded guilty to any such violation

Subscribed and sworn to Before Me

This day of 2025

Signed By:

Print Name:

Notary Public

Title:

Commission Expires:

Date:

References Form

(Please submit one form per reference)

Company Name

Address

Contact Person

Phone Email

Dates of Service / through / Month Year Month Year

Annual Dollar Value of Contract

Description of service provided, including number of Officers, level of Officers (armed/unarmed), number of billable hours per month, etc. If the customer’s needs were similar to that of a library, please explain.

Questionnaire for Prospective Security Contract Bidders (You may attach separate documents)

1. Please state why you believe libraries have security needs.

2. Please describe your hiring practices (recruiting, screening, etc.) and employee evaluation practices.

3. What is your turnover average for Officers? What are some reasons you see turnover for your company?

4. Besides the requirements of the bid contract, what other training do you provide the Officers who work for your company?

5. What is your company policy on less-lethal weapons qualifications?

a. Does your company provide training in self-defense and restraint tactics?

b. Can you specify what training they are given outside of CLEET training, specifically in the use of less-lethal weapons?

6. Officers who are assigned to the library must have good skills of common sense, customer service and dealing with difficult people (de-escalation). How will you ensure the Officers placed in the library meet this requirement?

7. Are the Officers drug tested on regular or irregular intervals?

8. We have had past Officers who had severe medical issues and physical limitations that severely impacted their ability to meet contract requirements and created safety issues for themselves and the library. How will you ensure the Officers assigned in this contract meet the medical/physical requirements?

9. Officers assigned to libraries tend to work alone under the guidance of library staff that may or may not understand security. How are the Officers monitored/evaluated by the company, especially nights and weekends?

• How often do Supervisors conduct post checks of their assigned Security Officers?

10. A common practice in the security industry is to remove officers from one contract to cover another more lucrative contract? How will we be assured this won’t happen?

11. We have implemented a penalty clause in the contract as a result of instances in which posts were not covered or covered by an officer that doesn’t meet contract specifications (because the contractor did not have enough qualified officers to cover posts).

• How will you ensure all posts are filled per contract even if an officer calls in sick or has an emergency?

• What systems do you have in place to ensure posts will only be filled with qualified officers?

• Please describe your scheduling practices.

12. Explain company billing practices:

• Do you bill weekly, biweekly, etc.…?

• How often are the Officers paid?

• Have you had instances in which the Officers did not get paid on time or there were problems with their pay?

Explain.

• What documents will you provide to verify that assigned Officers are receiving the proscribed contract wages?

• If there are invoice problems or accounting issues, how will those be handled?

13. What kind of benefits will the contract security officers have from your company? Is it based on the specific contract or what all Officers who work for your company receive regardless of the contract?

Bid Checklist

1. Bid is in a sealed envelope with the bid opening date, solicitation number, the bid identified and name of the bidder on the envelope.

2. Includes an executed Affidavit for Filing with a Competitive Bid.

3. Includes proof of insurance.

4. Includes a W-9.

5. Includes references as described in Sections 6 of the Specifications for Security Officers.

6. Includes all other information required by section 6 of the Specifications for Security Officers.

7. Includes responses to Questionnaire for Prospective Security Contract Bidders.

Library Scheduled Hours of Security Officer Coverage

Almonte Library (Unarmed)

(Shifts) Hrs. of Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1200-

6.25 1

(2) 0745-

13.5 2 2 2 2

(3) 0745-

10.5 3

(4) 0745-

9.5 4

Total Hours: 80.25 Weekly

Belle Isle Library (Unarmed)

(Shifts) Hrs. of Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1310-

5 1

(2) 1410-

7 2 2 2 2

(3) 1410-

4 3

(4) 0910-

8 4

Total Hours: 45 Weekly

Capitol Hill Library (Unarmed)

Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1230-

5.75 1

(2) 0830-

12.75 2 2 2 2

(3) 0830-

9.75 3

(4) 0830-

8.75 4

Total Hours: 75.25 Weekly

Downtown Library (Armed)

Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1200-

6.5 1

(2) 0700-

14.5 2 2 2 2

(3) 0700-

11.5 3

(4) 0800-

9.5 4

Total Hours: 85.5 per SO = 256.5 Weekly (Three (3) Security Officers (SO) assigned for each day of the week during the times listed.)

Ralph Ellison Library (Armed)

Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1200-

6.25 1

(2) 0800-

13.25 2 2 2 2

(3) 0800-

10.25 3

(4) 0800-

9.25 4

Total Hours: 78.75 Weekly

Southern Oaks Library (Armed)

Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 1245-

5.5 1

(2) 0845-

12.5 2 2 2 2

(3) 0845-

9.5 3

(4) 0845-

8.5 4

Total Hours: 73.5 Weekly

Warr Acres (Unarmed)

Shifts Hrs. of Services

Sun Mon Tue Wed Thurs Fri Sat

(1) 1315-

8 N/A 1 1 1 1

(2) 1315-

5 N/A 2

(3) 0915-

8 N/A 3

Total Hours: 45 Weekly

Stockyard City Library (Armed)

Services

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 0915-

8.5 Closed Closed 1 1 1

(2) 0845-

8.5 2 2

Total Hours: 42.5 Weekly

Total Hours for all Libraries Combined for the week is 696.75 hours.