RFP 3262.pdf

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CITY OF GREEN BAY, WISCONSIN

REQUEST FOR PROPOSAL #3262

GREEN BAY POLICE DEPARTMENT

Crossing Guard Services

Request for Proposal (RFP) Schedule of Events

CC: 96100;99000;95800

June 18, 2020 RFP issued to Vendors

June 24, 2020

Questions from Vendors due (written only)

June 25, 2020

Addendum issued (if required)

July 6, 2020 By 2:00 PM

DUE DATE FOR RFP (by 2:00 PM) Opened virtually via Zoom.

Sealed RFP Opening at 2:00 PM. Only the names of proposers will be read at the opening. This opening will be via Zoom. Directions on attending via Zoom are under Proposal Opening.

July

Evaluation team reviews responses, meetings, presentations, (if deemed necessary) to be held during the month.

Method of submittal SEALED envelope only, by mail delivery. No fax or email. Submit Four (4) complete sets of your RFP documents along with one electronic zip drive file.

Please label the lower left corner of your sealed submittal envelope:

RFP# 3262 Crossing Guard Services

Submit Proposals to Attn: Diane Kruse, C.P.M., CPIM City of Green Bay, Purchasing Department 100 N. Jefferson St., Room 101, Green Bay, WI 54301-5026

Purchasing Contact P:920-448-3047 Fax:920-448-3050 email: purchasingag@greenbaywi.gov

Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. All RFP’s are due by the time specified. Responses received after the deadline cannot be considered and will be returned unopened.

City of Green Bay Crossing Guard Services RFP 3262

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Table of Contents

1. INFORMATION AND INSTRUCTIONS

Contact with the City of Green Bay Schedule of Events Definitions Reasonable Accommodations Sealed Proposal Submission Questions Addenda Non-restrictive specifications and vendor alternates Proposal Opening Proposal Evaluation Process Award Notice Appeals Process Termination of Contract Termination for Cause Hold Harmless Rules, Regulations, Licensing Requirements Substance Abuse Prevention

6.025 City of Green Bay Citizen and Legal Immigrant Protection Act (Cr.GO23-07) References Right of Rejection and Clarification Right to award all or a portion Financial Commitments Incurring Costs Right to Cancel Fixed Price Period Statutory Information Nondiscrimination Assignment or subcontract Independent Contractor Status Non-compliance Patent Infringement Rights to Submitted Material

2. PREPARING AND SUBMITTING A PROPOSAL

General Instructions Proprietary Information Proposal Response Organization and Format Multiple Proposals Oral Presentations Preliminary Evaluation Proposal Scoring Right to Reject Proposals and Negotiate Contract Terms

3. PROPOSAL SUBMISSION REQUIREMENTS

Eligibility Required Elements of Proposals Vendor’s Responsibility

4. SCOPE OF WORK

5. EXAMINATION OF WORK LOCATIONS AND AREA

ATTACHMENT A – PROPOSAL FORMAT

Tab 1: General Information

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Tab 2: Firm Qualifications and Experience and Staff Tab 3: Training/Implementation Tab 4: Reports/Invoicing Tab 5: References Tab 6: Cost Proposal

ATTACHMENT B - INSURANCE/INDEMNIFICATION REQUIREMENTS FOR CITY OF GREEN BAY 25

ATTACHMENT C – COST PROPOSAL - RFP 3262 CROSSING GUARD SERVICES

ATTACHMENT D – SIGNATURE PAGE

ATTACHMENT E – Proprietary or Confidential Form ATTACHMENT F – Crossing Guard Locations with Detail ATTACHMENT F – Crossing Guard Locations with Details ATTACHMENT G – Crossing Guard Medical Questionnaire, Physical Exam and Vision

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1. INFORMATION AND INSTRUCTIONS

1.0 General Information/Overview of Project Scope

The City of Green Bay, WI is seeking proposals from qualified companies to provide school Crossing Guard Services as outlined in this Request for Proposal. The out-sourced Crossing Guard Program shall include the recruitment, pre-employment screening, training, coordination, and management of the entire Crossing Guard Program. The City has thirty-two (32) schools supported by thirty-eight (38) full time guards and twelve (12) part-time relief guards (City employed) during the school year. The crossing guard program shall be conducted in the City of Green Bay locations identified in Attachment F.

CONTRACT PERIOD

The initial contract period shall be three (3) years with the option for one (1) two-year extension. It is anticipated this new contract shall commence no later than August 3, 2020.

1.2 City Background

Green Bay is a major city in the northeast section of the State of Wisconsin. It is situated at the base of the Bay of Green Bay, which is an inland extension of Lake Michigan. The City is 212 miles north of Chicago, 115 miles from Milwaukee and 285 miles east of Minneapolis – St. Paul.

Green Bay is the county seat of Brown County. The City of Green Bay encompasses approximately 46.1 square miles and has a population of 104,057.

The City reserves the right to select, negotiate and subsequently award, the proposed service which best meets our required needs, quality levels, and budget constraints. The award may be in part or whole. To learn more about the City of Green Bay, please visit our website at http://www.greenbaywi.gov

Contact with the City of Green Bay This Request for Proposal (RFP) is issued by the City of Green Bay (City) Purchasing Division, which is the sole point of contact for the City during the selection process. During participation in this proposal, Vendors must arrange all contacts with the City through the individual listed.

Contact with the City must be for the sole purpose of clarifying issues related directly to this proposal. Contacts not arranged through the individual listed are deemed to be unacceptable.

The person responsible for managing the procurement process is Diane Kruse.

Submit RFP’s to: Diane Kruse, Buyer

Address 100 North Jefferson Street, Room 101, Green Bay, WI 54301-5026

Phone 920-448-3051 FAX: 920-448-3050

Email diane.kruse@greenbaywi.gov

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Schedule of Events Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. Proposals must be received in the above office by the specified time stated. Late submissions will be considered unresponsive and will not be evaluated. In the event the City finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing addenda to this RFP.

Definitions The following definitions are used throughout the Request for Proposal (RFP).

City means City of Green Bay Contractor means proposer awarded the contract.

Crossing Guards mean personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks.

Reasonable Accommodations The City will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference, contact the Purchasing Division contact listed in this proposal. City Hall is available by appointment only.

Sealed Proposal Submission This is a sealed proposal and only the names of proposers will be read at the virtual public opening. Proposals shall be in your envelope clearly marked with the Vendor’s name and return address and indicate “SEALED PROPOSAL number.” Facsimile or e-mail submitted proposals will not be accepted. The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other delivery method employed by the Vendor.

Questions Vendors are asked to examine this request for proposal (RFP) upon receipt. All questions or clarifications should only be directed in writing via fax or e-mail to the Purchasing Agent, before the designated deadline for written questions. Questions received after this date may not be responded to. Any contact or attempt to contact any other employee of City regarding this RFP may result in the immediate disqualification of the Vendor. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written addenda will be binding.

Addenda Questions will be responded to in the form of written addenda to all Vendors. It shall be the responsibility of each Vendor, prior to submitting their proposal, to determine if addenda were issued. Addenda will be issued on demandstar to registered vendors who will be notified electronically. All addenda issued shall become a part of the contract documents and shall be acknowledged and dated by the Vendor on the bottom of the Proposal Signature Page.

Non-restrictive specifications and vendor alternates Specifications are intended to define the level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features, however the City reserves the right to make its selection based on the best interest of

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Proposal Opening Proposals will be virtually opened via Zoom and read on the proposal due date at 2:00 PM. The main purpose of the proposal opening is to reveal the names only of the Vendors. To attend do so by Joining the Zoom Meeting below or dialing in by your location.

https://us02web.zoom.us/j/7528060116

Meeting ID: 752 806 0116

Password: 4KLQVK

OR Dial by your location

+1 929 205 6099 US (New York) +1 312 626 6799 US (Chicago)

+1 301 715 8592 US

+1 346 248 7799 US (Houston) +1 669 900 6833 US (San Jose)

+1 253 215 8782 US

Find your local number: https://zoom.us/u/ar8eimGum

You are a participant, so please press # again to continue

Proposal Evaluation Process After the closing date, the City’s evaluation and clarification process will commence. An evaluation team will review the proposals. Financial terms will not be the sole determining factor in this award. Other criteria described in this RFP will be considered, as well as any other factors the evaluation team determines may affect the suitability of the proposal for the City’s requirements. A supplier’s submission of a proposal constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in making a determination. One or more responsive and responsible vendor proposals may be selected and further negotiations and/or interviews may occur. Once the successful Vendor has been selected, an award notice will be issued.

Award Notice After an award is made, a proposal tabulation summary will be available through DemandStar.

Proposal results will not be given over the telephone. Award will be based on overall best value to the City and not based only on lowest price.

https://us02web.zoom.us/j/7528060116 https://zoom.us/u/ar8eimGum

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Appeals Process Protest of this award or recommendation of award shall be made in writing and received in the purchasing office within 72 hours after the posting of intent to award and evaluation tabulation.

Tabulations for interested parties are posted on the Demandstar service.

A written protest must contain a specific legal basis for appeal, precise statements of the relevant facts, an identification of the issue to be resolved, and authorities in support of the protest.

Appeals not containing the necessary information or not filed on a timely basis shall be rejected.

Appeals shall be addressed to the Procurement Manager.

Termination of Contract The City may terminate the resulting contract at any time by a notice in writing from the City Purchasing Agent to the Vendor. If the City terminates the contract with the Vendor, the Vendor shall be entitled to receive payment for work completed up to the date of notice.

Termination for Cause If the Proposer shall fail to fulfill any of its obligations under the contract resulting from this RFP in a timely and proper manner or otherwise violates any of the covenants, agreements, or stipulations material to the contract, the City shall thereupon have the right to immediately terminate the contract by giving written notice to the Proposer of such termination. In the event that the negotiated contract is terminated due to Proposer’s default, the City shall be entitled to purchase substitute services and/or items elsewhere and charge the Proposer with any or all losses incurred, including attorney’s fees and expenses.

Hold Harmless The Proposer shall hold and save the City of Green Bay, and its officers, agents, servants/employees harmless from liability of any patented, or un-patented invention, process, article, or appliance manufactured, or used in the performance of the contract, including its use by the City.

Rules, Regulations, Licensing Requirements The City of Green Bay is relying on the expertise of the Proposer in providing these professional services. The Proposer shall comply with all laws, ordinances, and regulations applicable to the services contemplated herein. Proposers are presumed to be familiar with all Federal, particularly Federal Transit Administration, State and local laws, ordinances, codes and regulations, including GASB that may in any way affect the services offered.

The Proposer understands that Federal laws, regulations, policies, and related administrative practices applicable to services described in this RFP on the date the services commence may be modified from time to time. Proposer agrees that the most recent of such Federal requirements will govern the administration of this service at any particular time, except if there is sufficient evidence in the RFP of a contrary intent. Such contrary intent might be evidenced by express language in this RFP, or a letter signed by an authorized Federal Administrator, the language of which modifies or otherwise conditions the text of a particular provision of this RFP. Likewise, new Federal laws, regulations, policies, and administrative practices may be established after the date any subsequent agreement that has been executed and may apply.

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Substance Abuse Prevention The owner recognizes and supports drug free workplace programs as an important element in the national strategy to reduce the devastating effects of drug and alcohol abuse in our society.

The owner urges contractors, subcontractors, suppliers, and vendors to establish and enforce drug free workplace policies and programs.

• Statement: The possession, use of, distribution or purchase of illegal drugs, or use of alcohol at work by any contractor employee, on City of Green Bay construction job sites, is strictly prohibited. The terms of this Substance Abuse Statement will cover all construction personnel who are working on City of Green Bay job sites.

6.025 City of Green Bay Citizen and Legal Immigrant Protection Act (Cr.GO23-07) The City of Green Bay expects that those who wish to contract with the City adhere to all State and Federal laws, including those proscribing employment of unauthorized aliens. In no way does the City intend or condone discriminatory practices or profiling but rather simply adherence to the law. No City contract shall be issued to unauthorized aliens or companies who employ unauthorized aliens. See sec. 6.025, Green Bay Municipal Code, and 8 USC sec. 1324a.

References Vendors are to include a list of municipalities or customers to be used as references. These references should be current customers utilizing services similar to those requested. The City may make such investigation as is necessary to determine the ability of the Vendor to fulfill service requirements.

Right of Rejection and Clarification The City reserves the right to accept or reject any or all proposals or to waive any technicality, and accept any proposal deemed to be in the best interests of the City.

Right to award all or a portion The City reserves the right to award all or a portion of this request to one or more Vendors on a location basis. Vendor to indicate any additional discount allowed for award of entire order.

Financial Commitments All financial commitments by the City are subject to the availability of funds approved by the Green Bay Common Council.

Incurring Costs The City is not liable for any cost incurred by proposers in replying to this RFP. This includes costs to determine the nature of the proposal, submitting, negotiating, presentations, or any other costs a vendor would incur in responding to the RFP.

Right to Cancel The City reserves the right to cancel any resulting agreement at any time with 30 days written notice.

Fixed Price Period All prices, costs, and conditions in the proposal shall remain firm and valid for acceptance for 90 days after the due date of this solicitation to allow evaluation and award determination, unless

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Prices MUST also be free of federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

Statutory Information Any purchase agreement resulting from this RFP shall be construed in accordance with the laws of the State of Wisconsin. Any litigation between the parties arising out of, or in connection with the contract shall be initiated either in the court system of the State of Wisconsin or the United States District Court for the Eastern District of Wisconsin.

All project participants, consultants, engineers, and vendors, must comply with all applicable Federal, State and local laws pertaining to contracts entered into by governmental agencies, including non-discriminating employment. Contracts entered into on the basis of submitted proposals are revocable if contrary to law.

Nondiscrimination In connection with the performance of work under this agreement, the Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, marital status, sexual orientation, sex, disability, national origin, or ancestry. This provision must be included in all subcontracts.

Assignment or subcontract Neither party shall assign any right or interest, nor delegate or subcontract any obligation owed without the written consent of the other.

Independent Contractor Status The Contractor agrees it is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties.

Non-compliance Submission of a proposal constitutes confirmation your firm is not presently on any lists maintained by the Wisconsin Department of Administration, or any other State or the Federal Government, for non-compliance with any requirements, including equal opportunity and/or affirmative action.

Patent Infringement The seller shall indemnify and hold harmless the City and all persons acting for or on their behalf from all suits and claims against them, or any of them, arising from or occasioned by the use of any material, equipment or apparatus, or any part thereof, which infringes or is alleged to infringe on any patent rights. In case such material, equipment, or apparatus, or any part thereof, in any such suit is held to constitute infringement, the Seller, within a reasonable time, will at its expense, and as the agencies may elect, replace such material, equipment or apparatus with non-infringing material, equipment, or apparatus, or remove the material, equipment, or apparatus, and refund the sums paid therefore.

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Rights to Submitted Material It shall be understood all proposals, responses, inquiries or correspondence relating to or in reference to this RFP, and all reports, charts, and proposal or referencing information submitted in response to this RRP shall become the property of the City, and will not be returned. The City will use discretion with regards to disclosure of proprietary information contained in any response, but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

2. PREPARING AND SUBMITTING A PROPOSAL

General Instructions The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. Elaborate proposals (e.g. expensive artwork) beyond what is sufficient to present a complete and effective proposal, are not necessary or desired.

Proprietary Information All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) and Wisconsin Open Records Law.

Proposal Response Organization and Format Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Each individual attachment should be separated by tabs or otherwise clearly marked. Submit the number of complete sets of documents as stated in the timeline on the cover page.

Multiple Proposals Multiple proposals from a vendor will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

Oral Presentations Selected vendors may be required to make oral presentations to supplement their proposals, if requested by the City. The City will make every reasonable attempt to schedule each presentation at a time which is agreeable to the proposer. Failure of a proposer to conduct a presentation to the City on the date scheduled may result in rejection of the vendor’s proposal.

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PROPOSAL SELECTION AND AWARD PROCESS

Preliminary Evaluation The proposals will first be reviewed to determine if requirements for the RFP are met and all requested documentation is present. Failure to meet requirements will result in the proposal being rejected. In the event all vendors do not meet one or more of the mandatory requirements, the City reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references or request oral presentations. The City’s intention is to procure the most functionally complete and cost-effective application which will provide the flexibility to meet our current and future needs. The total price proposal of the proposed solution for the City’s applications will be considered in the final analysis, but this will not be used as the primary consideration in the selection of the “best” solution. Ultimately, the City will award the contract to the responsive Vendor whose overall proposal offers the best value for the City. The City reserves the right to award in part or whole.

Description Maximum Points

Tab 2: Overall Firm Qualifications and experience along with Supervisory personnel’s qualifications and experiences. 20

Tab 3: Training Program/Implementation/General 20 Tab 4: Reports/Invoicing/Payment Terms 10 Tab 5: References for which school crossing guard services are currently being provided. 20

Tab 6: Cost Proposal 30 Maximum Total Points per Evaluator: 100

Right to Reject Proposals and Negotiate Contract Terms The City reserves the right to reject any and all proposals. The City reserves the right to negotiate the terms of the contract and request a Best and Final Offer (BAFO) with the highest scoring vendors, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the City may negotiate a contract with the next highest scoring proposer.

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3. PROPOSAL SUBMISSION REQUIREMENTS

SUBMISSION OF PROPOSALS

A. Proposals in response to this RFP shall be considered received at the time actually received by the addressee or designated agent. All proposals and other communications should be addressed as follows:

Diane Kruse, Buyer City of Green Bay 100 N. Jefferson St. Room 101 Green Bay, Wisconsin 54301 Phone: (920) 448-3047 Email: purchasingag@greenbaywi.gov

B. Sealed proposals, submit four (4) total along with one jump drive. These must be received at the office listed above by 2:00 p.m. local time on the date listed on the cover page.

C. Each proposal shall be in the form specified in this RFP, and in a sealed envelope with outside markings identifying (1) the name of the Proposer; and (2) the title of this RFP.

Eligibility To be eligible to respond to this RFP, the proposing firm must demonstrate that they, or the principals assigned to the project, have successfully completed services, similar to those specified in the Scope of Services section of this RFP, to at least one agency similar in size and complexity to the City of Green Bay.

Required Elements of Proposals Proposals shall provide a straightforward, concise delineation of the proposer's capability to satisfy all of the elements and requirements of the RFP both in content and in sequence. Each proposal shall be submitted in the requested format and provide all pertinent information. One original copy of each proposal shall be signed in ink by a duly authorized officer of the company.

A proposal will not be considered if it modifies or fails to conform to each of the requirements set forth in this Section. The proposal must conform to the following outline and contain all requested information in the same sequential order as outlined in this section. Proposals deviating from the proposal format and organization may be removed from further consideration.

Vendor’s Responsibility Responsibility refers to the Vendor's potential ability to perform successfully under the terms of the proposed contract. The following minimums of standards that a responsible Vendor should meet:

1) For a minimum of 3 years, has been in operation as a School Crossing Guard Company with personnel and equipment adequate to assure compliance with the requirements stated in this proposal;

mailto:purchasingag@greenbaywi.gov

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2) Be able to comply with the requirements of the City’s work, taking into consideration all existing business commitments;

3) Favorable references from firms with projects of similar scopes that indicate that the Vendor has the ability to carry out the services specified;

4) Have a satisfactory record of integrity and business ethics;

5) Be otherwise qualified, licensed and eligible to receive the contract award under applicable laws and regulations.

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4. SCOPE OF WORK

The Request for Proposal (RFP) is for an out-sourced Crossing Guard Program with a professional company. The successful company shall agree to perform school Crossing Guard Services for the City of Green Bay’s school district. The scope of work shall be as follows:

A. The Company shall monitor, supervise, and assure the safety of all school children who utilize intersections and crosswalk while moving to and from school zones.

B. The Company shall perform all work to the highest professional standards.

C. Scheduling / Staffing Requirements: Proposers shall provide qualified crossing guard(s) at 44 separate locations, which are identified on the Attachment F. It is anticipated that 44 school crossing guards will be required for each school day. However, this is an estimate based on history and the City is not guaranteeing any exact amounts. The proposers shall have the capacity to provide the staffing volumes needed for this agreement with the flexibility to modify up or down as each school year may have some variances.

The Proposer is required to staff the crossing guard positions whenever the schools modify their schedules to accommodate the academic needs of their students. The Proposer shall be compensated for and invoice the City only for the actual hours of crossing guard services provided, unless in certain cases and agreed upon by both parties, a minimum number of paid hours per day is found to be the best solution to staff a particular location.

All crossing guards are required to be at their assigned post ten (10) minutes prior to the start of school in the morning, and ten (10) minutes following dismissal in the afternoon. See staffing times on Attachment F, which includes this ten minute start and stop time coverage.

D. Locations: The City shall retain the right to determine the hours and locations when and where Crossing Guards shall be furnished by the Proposer. The Proposer shall notify the City in writing of any changes which may need to occur in hours of work or locations. The City further has power to add to, delete from, or revise the work schedule and/or locations at any time.

Attachment F lists our locations, the corner, school name, and times of coverage required.

E. Records: Proposer shall maintain detailed records and reports of the total number of hours of service provided by each crossing guard. These records shall list the names of individuals and numbers of hours worked at each location. These records shall be made available for inspection and audit by the City upon request. Retention of these records shall be kept @ least seven (7) years after expiration of Contract or as set forth by Federal, State or Municipal law.

F. Administrative Duties: Proposer shall provide all administrative duties associated with the Crossing Guard Program in the City of Green Bay school district. This shall include employment of a field supervisor to make random on-site visitations at crossing guard sites. The contractor shall provide the name and contact information of the Field Supervisor(s) to the City. The supervisor shall conduct on –site visitations to crossing guards’ sites daily.

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G. Staff: The Proposer shall utilize only its employees to provide the Crossing Guard Program.

The Proposer shall be required to provide for the supervision of all employees associated with conducting the Crossing Guard Program; including

Recruitment Selection Application Process Pre-employment screening Determining the suitability and qualifications of Guards Hiring Training Discipline and termination of employees Remove and replace any guard deemed unacceptable by the City Program Management or a program manager/supervisor as required ensuring competent and efficient management of the crossing guard program.

H. Crossing Guard Personnel: The Proposer shall provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall herein be referenced as Crossing Guards. In the performance of their duties the Proposer and Crossing Guards shall conduct themselves in accordance with the conditions of this Agreement.

MINIMUM STANDARDS FOR SCHOOL CROSSING GUARDS

Qualifications: Crossing guards provided by the contractor to provide services under this contract shall:

1. Be at least twenty-one (21) years of age.

2. Be physically and mentally capable of performing the duties of a crossing guard. (Attachment

G; Crossing Guard Medical Questionnaire, Physical Exam and Vision Screening Records).

These forms shall be completed annually for existing guards and prior to any pre-employment physical for new hires.

3. Have the ability to give and follow oral instructions.

4. Have the ability to establish and maintain effective working relationships with children, parents, school officials, and law enforcement officials.

5. Have the ability to remain calm and use judgment and initiative in an emergency situation.

6. Be of good moral character.

7. The Crossing Guards do not have to be licensed Security Officers through the State of

Wisconsin.

DUTIES OF CROSSING GUARDS

Crossing guards shall:

1. Halt vehicles when necessary by mechanical and hand signal to permit children to cross the road safely.

2. Maintain order among children assembled at street crossing points and permit them to cross only when they can do so safely.

3. Report to the City of Green Bay Police Department the license plate numbers of motor vehicles who violate traffic laws or crossing guard instructions.

4. Make children aware of the elements of traffic safety and operation of pedestrian controls.

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5. Report to school authorities the names of children who do not follow safety regulations.

6. Wear a reflective traffic safety vest at all times when on duty.

APPEARANCE OF CROSSING GUARDS

The contractor shall ensure that personnel are neatly groomed and shall have at minimum a company logo, contractor provided identification card or id badge visible on their reflective vest while on duty.

Proper dress and appearance shall consist of the below items.

1. Clean and tidy clothing

2. Trousers and or jeans without holes, torn or ragged

3. Shirt-short and or long sleeve

4. T-Shirts without any inappropriate wording or picture

5. Neatly groomed with no offensive or overwhelming odors from perfume, cologne, or body odor

6. Baseball style cap worn appropriately

7. Guards do not need to wear specific color pants, shirts or jackets. Uniforms are not required.

Wear a reflective traffic safety vest at all times when on duty, which shall have the full name of the Crossing Guard on duty.

I. Materials or Equipment: Proposer shall provide all facilities, vehicles and other associated equipment or apparel related to conducting the Crossing Guard Program. Equipment required shall comply with all applicable laws and established safety standards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times while performing said duties. This apparel must be appropriate for weather conditions. The Proposer shall also provide all Crossing Guards with handheld Stop signs and any other safety equipment which may be necessary. Apparel and equipment shall be pre-approved by the City contact for this agreement or the designee.

Materials to be supplied at a minimum to each crossing guard:

1. Identifiable patch or identification badge

2. Regulation-size, hand-held stop sign

3. Brass or plastic whistle

4. Reflectorized traffic safety vest

5. High visibility rain gear

J. Substitute Back-ups: The Proposer shall maintain adequate reserve personnel to be able to furnish alternate Crossing Guards in the event that any person fails to report to work. The Proposer shall arrange for and provide all substitute employees, ensuring that all locations are staffed during the required time periods. The Proposer shall contact the Police Department Crossing Guard Administrator immediately if a position cannot be filled by the Proposer. If the Proposer cannot provide a substitute in a timely fashion and the City Police Department staffs that position, the City will bill the Proposer for the period of time spent covering that post in accordance with the City Police Department’s existing staff cost recovery procedures. If this should happen, the rate the City of Green Bay Police Department would charge the contractor

I:\DeptData\Finance\Purchase\CONTRACTS\Crossing Guard Services\RFP 3262 Crossing Guard Services.doc Page 17 would be a range of $50.00 to $75.00. This can be discussed in more detail with the awarded contractor.

K. Modified School Schedules: The Proposer shall be responsible to coordinate with the affected schools and school district to ensure coverage is provided at designated locations when school schedules are modified and/or changed for any reason that requires children to arrive or depart at a time that is different than the norm. As an example during a snow storm, crossing guards would be expected to listen to the radio for any school closing notifications.

L. Training Program: The Proposer shall provide all of the required training for employees selected to be crossing guards before assigning a guard to any post. The training program shall include (but not limited to):

1. General indoctrination concerning rules and regulations of employment.

2. Instructions on the proper handling of required reports.

3. Crossing guard techniques appropriate to the guard post.

4. Telephone numbers, and addresses, of the schools served by the crossing guards and local law enforcement.

5. Public relations instructions, including the importance of image, dress and appearance, attitude, and general demeanor of a crossing guard.

6. Diversity training.

7. Safety training

8. Documentation the individual received such training.

CURRENT BUDGET FOR CROSSING GUARD PROGRAM

Summary of Expenses Annual Estimate Minimum Days/Year

Crossing Guards $ 400,458 183

Program Administrator $ 14,112 202

Operations Lieutenant $ 5,000 Ave 2 hrs a wk all year

Supplies $ 1,500

Annual Estimate $ 421,070

The salary range for Crossing Guards is $14.28/hour - $14.47/hour (after sixteen (16) years of service. However, this is not the rate we are suggesting the contractor pays their employees.

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M. Crossing Guard Criteria: The Proposer shall certify that all employees selected to perform the duties of a crossing guard in the City of Green Bay have never been convicted of any felony, misdemeanor or other offense the circumstances of which substantially relate to:

• Children

• The use of force or violence against another person

• Theft, fraud, dishonesty or deceit

• The manufacture, sales, possession, or use of a controlled substance

• Conspiracy or attempt to commit any of the aforementioned offenses

In addition, the recruitment process shall incorporate a Pre-Employment Screening Program that includes:

• An employment reference check;

• A criminal background check ;

• Social Security verification; and

• Only documented, authorized Proposer employees are eligible to work or permitted on or in City facilities (Verification of the INS-9 forms must be provided to the City upon request).

Annually, the City requires a fit-for-duty physical.

N. Removal of Crossing Guard: Any employee whose conduct is not satisfactory, as determined by the City, shall be removed from providing crossing guard services in the City.

O. Public Complaints: The Proposer shall investigate all public complaints concerning crossing guard services. In the event of a complaint, the Proposer shall contact the appropriate contact at the City Police Department within two (2) hours to advise the nature of the complaint and the course of action/remedy/resolution of said complaint. Proposer shall furnish a written report of the incident to the City Police Department within five (5) business days after the occurrence.

P. Insurance: Proposer shall obtain, and maintain, proper Workers’ Compensation Insurance and minimum insurance levels as identified by the City in this RFP.

Q. REPORTS: Proposer shall provide the following reports to the Police Department Contract Administrator in the frequencies specified:

a. Time Sheets:

Weekly Group Time Sheet: This report shall include each post location, by school name in alphabetical order, identification of the guard assigned to each post location, number of hours per day worked at each location during the week and other pertinent information to document that all crossing guard posts were properly staffed during the week.

Each report shall be signed by the Proposer certifying that the Proposer’s employees worked the hours listed on the timesheet. This report shall be emailed to the Police Department Crossing Guard Administrator not later than the Wednesday following each week worked. The report shall be sent via electronic mail, in Microsoft Excel format.

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Daily Time Sheets: Proposer shall maintain at its offices, and make available for inspection by City personnel, daily time sheets for all crossing guards and supervisors assigned to this contract.

b. Master Crossing Guard List: This report shall include all crossing guards and their assigned posts, back-up guards and supervisors assigned to the contract. This report is to be provided at commencement of the school year and updated periodically as changes occur. This report shall be via electronic mail to the Police Department Crossing Guard Administrator in Microsoft Excel format.

c. Student Count Report: A "student count report" may be conducted, upon request of the Police Department Crossing Guard Administrator. This report will contain the following information: Guard name, location and the number of students crossed A.M. and P.M. This report, when requested, shall be emailed to the Police Department Crossing Guard Administrator.

d. Complaint Report: Proposer shall have an established procedure for handling, responding to, and documenting actions regarding all complaints received. A report of all complaints shall be provided to the Police Department Crossing Guard Administrator. This report shall include the following minimum information: Date of complaint, post location, guard identification, type of complaint, action taken, total number of complaints for the reporting period. This report shall be sent via electronic mail in Microsoft Excel format.

R. CONTRACTOR/CITY MEETINGS: The City may request periodic meetings with the Proposer to review performance, address specific issues, etc. Proposer agrees to attend these meetings, at no charge to the City, as necessary during the Contract term. Additionally, the Proposer may be requested to attend various meetings involving the school principals, parents, and similar entities regarding contract and/or safety-related issues. Proposer agrees to do so at no charge to the City.

S. The City contact for the administration of this service will be the City of Green Bay Department Administrator – (Traffic Lt.)

5. EXAMINATION OF WORK LOCATIONS AND AREA

Prior to submitting a proposal, Proposers are responsible for familiarizing themselves with the applicable schools and Crossing Guard locations.

Submissions of a proposal shall be deemed conclusive evidence that such a tour has been made by each Proposer and shall constitute a waiver by each of all claims of error in the proposal, withdrawal of the proposal, or combination thereof, under the executed agreement, or any revision thereof. As part of its specifications, the City shall provide upon request all available information which it deems may be of assistance to Proposers.

Street intersections and other locations that are to receive school crossing guard services shall be determined at the sole discretion of the City; however any changes will be communicated with sufficient notice.

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ATTACHMENT A – PROPOSAL FORMAT

Tab 1: General Information

1. Cover Letter. Each proposer shall submit a maximum two-page letter including the name and address of the organization submitting the proposal, whether the organization is an individual, partnership, corporation or joint venture, and the name, address, and telephone number of the contact person who will be authorized to make representations for the organization.

2. Table of Contents. Each proposer shall include an outline of the proposal, identified by sequential page number and by section reference number and section title as described herein.

3. Proposal Costs. Proposal costs must be submitted on a separate form in a separate sealed envelope.

Tab 2: Firm Qualifications and Experience and Staff

1. Provide an overview and history of the firm including the length of time is has been providing crossing guard services and the key project personnel’s qualifications.

2. Include information about your company so the City can evaluate the Proposer’s stability and ability to support the commitments set forth in response to the RFP.

3. List the company’s complete legal name, full address, headquarter location and if applicable, all satellite offices.

4. List the main location/address serving the City of Green Bay. Include the complete address, hours of operation, number of employees in the office location and availability of staff after normal working hours.

5. List the contact person for this RFP, name, title, email, and phone.

6. How many years has the company has been in business?

7. Total number of current employees.

8. Indicate the capability of your firm to hold harmless, indemnify and defend the City for losses, costs and expense arising from liability claims resulting from alleged negligence of your firm, its officers, employees and subcontractors; describe the liability insurance coverage carried by your firm.

9. Provide a statement of assurance that your firm is not presently in violation of any statutes or regulatory rules that might have an impact on your firm’s operations.

Describe any controversies and lawsuits in which your firm is or has been involved during the past five (5) years relating to governmental practices.

10. Project Staffing - Identify the person to be designated as the project manager and

I:\DeptData\Finance\Purchase\CONTRACTS\Crossing Guard Services\RFP 3262 Crossing Guard Services.doc Page 21 the person designated as the field supervisor.

11. Include a listing, with qualifications, of personnel who have had experience in supervising school crossing guards, and other employees shall be associated with this service.

12. Also provide resumes of key personnel involved with this service.

13. For the project manager, include relevant information regarding the recent management of three similar programs.

14. The City expects that the field supervisor shall be available by telephone on all occasions for discussion with City staff, and to be locally available for meetings in person upon 24-hour written or telephonic notice.

15. Submit an organizational chart showing the name of the project manager, field supervisor and other key personnel, and all staff assigned to the project.

The City reserves the right to approve the final staffing plan. Submit a plan to ensure all positions are properly staffed during the times designated by the City. The plan shall include any policies dealing with the staffing of alternate Crossing Guards should an assigned Crossing Guard fail to report for duty.

Tab 3: Training/Implementation

TRANINING:

1. Training - Provide a complete description of your crossing guard and safety training programs.

2. Include the type of training, materials used, testing, and the total of training hours required prior to assigning a crossing guard to a school location.

3. In addition, indicate the period of time for re-testing and re-evaluation of your existing crossing guards.

4. Include a copy or samples of your training manuals with your proposal (if any).

5. Include your company’s complete description of “diversity” training along with your process of the training records.

IMPLEMENTATION:

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Should your company be awarded this proposal, discuss your implementation process, to include interviewing and hiring current crossing guards. What is your timeline to be fully staffed and prepared to transition into the September 4, 2020 school year?

GENERAL: Discuss each area:

1. Pre-assignment training

2. On the Job Training

3. Apparel, name tags your company will provide and if any cost to the employee

4. Benefits (Medical/Vacation/Paid Time Off)

5. Background Screening you normally require

6. Equipment your company will provide and any costs to the employee

Tab 4: Reports/Invoicing

1. Describe your reporting to include details listed in the Scope of Work.

2.…