RFP_AR23006_Commencement_Event_Security_Pkg.pdf

THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy

Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcos / Sonoma / Stanislaus

Division of Administration and Finance

Contracts and Procurement

2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

REQUEST FOR PROPOSAL

PROPOSAL DATA

RFP Number: RFP No. AR23006

Title: Security Event Services (unarmed)

Issue Date: Thursday, February 29, 2024

CSUF Contact: Alex Rosales, Director, Phone: (657) 278-4503

Email: alexrosales@fullerton.edu

PROPOSAL DUE DATE

Date/Time: Monday, March 25, 2024, at 3:00 p.m.

Mailing Address: Contracts and Procurement

Attn: Alex Rosales, Director

California State University, Fullerton

2600 Nutwood Avenue, Suite 300

Fullerton, CA 92831

MANDATORY JOB WALK: Monday, March 11, 2024, at 2:00 p.m.

California State University, Fullerton

800 North State College Blvd.

QUESTIONS DEADLINE: Friday, March 15, 2024 no later than 5:00 p.m.

PROPOSAL CONTENT

Section I Introduction and General Provisions

Section II Schedule of Events

Section III Scope of Work

Section IV Cost Proposal

Section V Cost Proposal Signature Page

Section VI 2024 - Commencement Map

Section VII Evaluation and Selection Criteria

Section VIII Proposal Instructions and Format

ATTACHMENTS

Exhibit A CSU General Provisions for Service Acquisitions

Exhibit B Small Business Preference and Certification

Exhibit C Disabled Veteran Business Enterprise (DVBE)

Exhibit D 2024 - Commencement Published Schedule

Exhibit E 2024 - Intramural Plan-Schematic

Exhibit F 2024 - Stadium Plan-Schematic

Exhibit G 2024 - Pre-Bid Meeting and Parking Map mailto:alexrosales@fullerton.edu

CALIFORNIA STATE UNIVERSITY, FULLERTON

REQUEST FOR PROPOSAL AR23006

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 1 of 10

1.1 INTRODUCTION AND BACKGROUND

California State University Fullerton (CSUF) seeks an experienced unarmed Secuirty Services Provider for Commencement services. The proposer’s staff will be assigned to crowd control positions, as designated by CSUF, throughout the Fullerton campus. The main focus will be to provide a professional presence while monitoring the commencement crowds and communicating with the CSUF staff.

1.2 DEFINITIONS

a. The Trustees of the California State University are referred to as “California State University, Fullerton,” “University,” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and mean an offer made in response to a solicitation to perform a contract/agreement for work and labor or to supply goods at a specified price, whether or not it is considered a “seal bid” or results in award of a contract/agreement to a single or sole source.

c. “Bidder” or “Proposer”, or “Contractor” is used interchangeably, and each shall apply to the business entity which submits a bid/proposal or is awarded a contract/agreement.

1.3 CALIFORNIA STATE UNIVERSITY, FULLERTON

California State University, Fullerton (CSUF) is a comprehensive university located in Orange County and serves as an intellectual and cultural center for the entire region. The university offers 110 degree programs in nine colleges, boasts over 300,000 alumni, and enrolled more than 41,000 students in Spring 2024. Accredited by the Western Association of Schools and Colleges, Cal State Fullerton is ranked fifth among "Top Public Regional Universities" in the West (by U.S. News and World Report); eighth in the nation for the number of bachelor’s degrees awarded to underrepresented students (by Diverse: Issues in Higher Education); and 14th in the nation among master's-level universities contributing to the public good (by Washington Monthly).

1.4 TERM OF SERVICES

The term of services shall be three (3) years upon receipt of executed contract, with the option of two (2) additional one-year extensions at the University’s sole discretion.

1.5 COOPERATIVE PURCHASING

The awarded Proposer (“Contractor”) agrees that any of the other twenty-two campuses within the CSU system may contract identical services at the same price and upon the same terms and conditions of the Contract which results from this solicitation, if any.

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 2 of 10

1.6 QUESTIONS

Any questions, interpretations, or requests for clarifications, of either an administrative or technical nature regarding this RFP must be submitted to alexrosales@fullerton.edu and lskoug@fullerton.edu with a reference to “RFP AR23006 in the subject header and be received prior to the Question Deadline as noted in Section II, Schedule of Events, to be considered. Questions received before the Question Deadline, which do not reference “RFP AR23006” in the subject line, may not receive a response. Questions received after the Question Deadline will not receive a response.

If a question contains the appropriate header reference, is received before the Question Deadline, and is deemed to require a response that is more than simply a reference to an item contained in the RFP, it will be addressed publicly in writing via written addendum,/a and posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Any oral statement concerning the meaning or intent of the contents of this RFP by any person is both unauthorized and invalid.

1.7 MANDATORY JOB-WALK

A mandatory pre-proposal job-walk will be conducted on Monday, March 11, 2024, at 800 N.

State College Blvd, Fullerton, CA 92831, at 2:00 p.m. Pacific Standard Time. Please arrive on time, as late arrivals will not be allowed to participate. All prospective Proposers must attend to meet with the principals of the University and familiarize themselves with the site and conditions set forth in this document. Proposers shall park on the first floor of the State College Parking Structure Lot and will need to pay for a parking pass. Meet CSUF staff at the North entrance of the Kinesiology/Gym Building. See Exhibit H for location and parking.

1.8 SUBMITTAL OF PROPOSALS

University will receive proposals until the time and date indicated in this RFP solicitation in Section II, Schedule of Events (“RFP Deadline”). It is each Proposer’s sole responsibility to ensure its proposal is received at the correct location before the RFP Deadline. Further instructions for RFP submission can be found in Section VIII, Proposal Instructions and Format. Mistakes or delays in either U.S. Mail, internal campus mail delivery, or any other means of delivery employed by the Proposer are the sole responsibility of the Proposer. Submissions received after the RFP

Deadline will neither be accepted nor considered.

1.9 WITHDRAWAL OF PROPOSALS

A Proposer may request withdrawal of its submission by either written or email request and shall be signed or submitted by its authorized representative, depending on delivery method, prior to the RFP Deadline. A proposal may be withdrawn and resubmitted if both actions are performed in sequence, i.e. withdrawal prior to resubmittal, and prior to the RFP Deadline. Any request for withdrawal or modification that is received in any other manner will have no effect. In addition, in the event that two submissions have been received from one Proposer without a compliant request for withdrawal in between will void both proposal submissions.

mailto:alexrosales@fullerton.edu mailto:lskoug@fullerton.edu https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

Section I, Page 3 of 10

1.10 COMPLETION OF PROPOSAL

Proposals shall be completed in all respects as required by the RFP provisions. A proposal may be rejected if it is conditional and will be rejected if it is materially incomplete. Any proposal that contains false or misleading statements or provides references that do not support an attribute(s) or condition(s) claimed by the Proposer will likely be rejected. All statements made by a Proposer shall also be without ambiguity and with adequate elaboration where necessary to ensure clear understanding.

1.11 ADDENDA

The University may modify this Request for Proposal or any of its contents or Exhibits prior to the date fixed for submission of proposals by issuance of an addendum posted on fiscal.

The addenda will be numbered consecutively.

1.12 ALTERNATIVE PROPOSALS

Only one proposal submission is allowed per Proposer. Multiple proposals received from one Proposer without following instructions for proposal withdrawal in Section 1.8 will result in the rejection of all proposals received by that Proposer.

1.13 COST OF PROPOSAL

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to the University.

1.14 REJECTION OF PROPOSALS

The University reserves the right to reject any or all proposals received as well as the right to waive informalities and minor irregularities contained in those proposals. The University's waiver of an immaterial defect shall in no way modify the RFP documents nor excuse the Proposer from full compliance with the specifications if Proposer is awarded a Contract. Proposals which include terms and conditions other than the University's terms and conditions, or which take exception to the University’s terms and conditions, may be rejected as being non-responsive.

The University may make investigations as deemed necessary to determine the ability of a Proposer to perform the work as described, and the Proposer shall furnish all such information and data for this purpose as requested by the University if Proposer wishes for its proposal to remain eligible for consideration. The University reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the University that such Proposer is properly qualified to carry out the work and obligations of the pending Agreement.

Section I, Page 4 of 10

1.15 CANCELLATION OF RFP

This solicitation does not obligate California State University, Fullerton, to enter into an Agreement. The University reserves the right to cancel this RFP at any time, for any reason deemed in the best interests of the University. No obligation, either expressed or implied, exists on the part of the University to make an award or to pay any cost incurred in the preparation or submission of a proposal.

1.16 CONFIDENTIALITY AND DISPOSITION OF PROPOSALS

Proposers are advised that the University is a public agency subject to public disclosure laws. A bid document becomes a public record once it is opened and a determination of the lowest responsible and responsive bidder has been made. (Pub. Cont. Code § 10780).

Proposals received in response to this RFP shall be held in the strictest confidence until a Contract is authorized. Once an Agreement has been authorized, the University reserves the right to make use of any information and/or ideas contained in the submitted proposal(s) except that which would legally qualify as confidential or proprietary data.

In the event that this RFP is canceled, the University may elect either to return all proposals or to destroy all proposal documents, at its sole discretion.

1.17 NON-ENDORSEMENT

Once a proposal is accepted and an award is made, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement which state or imply CSU endorsement of Proposer’s services.

1.18 NON-COLLUSION AFFIDAVIT

By signing the proposal Cover Letter, Proposer hereby certifies that: 1) the proposal is not made in the interest of, or on behalf of, any undisclosed party; 2) the proposal is genuine and not collusive, false, or a sham; 3) the Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal and has not directly or indirectly agreed with any Proposer or anyone else to submit a false or sham proposal, or to refrain from bidding; and 4) the Proposer has not in any manner, directly or indirectly, sought to fix any overhead, profit, or cost element of the RFP, or that of any other Proposer, or to secure any advantage against the public body awarding the Agreement.

1.19 REMEDIES FOR NON-PERFORMANCE

If, in the opinion of the University, the awarded Proposer is non-compliant with agreement specifications or demonstrates non-performance of a specific assignment or assignments as described in Section III, Scope of Work, the Proposer shall immediately remedy such non-performance upon notification by the University or be subject to termination.

Section I, Page 5 of 10

1.20 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference when awarding agreements to small businesses or a non-small business that commits twenty-five percent (25%) of the agreement value to a certified small business. The five percent (5%) certified small business preference shall not exceed $50,000.00 in accordance with G.C. 14835 et seq. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS are eligible to receive the preference).

In solicitations where an award is to be made to the lowest responsive bidder, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

Proposers wishing to claim the Small Business Preference must comply with and complete the Small Business Preference Form (Exhibit B).

1.21 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

California state law requires that state agencies achieve a minimum of three p e r c e n t (3%) participation for disabled veteran business enterprises (DVBE) in state agreements. For this RFP solicitation, the minimum three p e r c e n t (3%) requirement i s w a i v e d .

Proposer is referred to Exhibit C, Disabled Veteran Business Enterprise documentation package.

The following DVBE incentives are offered.

Proposed DVBE Participation

Level DVBE Incentive %

4% to 4.99% 1%

5% to 5.99% 2%

6% to 6.99% 3%

The minimum incentive a qualifying Proposer can receive is one percent ( 1%). The combination of preferences with a DVBE incentive cannot exceed ten percent (10%) or $100,000, whichever is less. A non- small business cannot displace a California certified small business from the top-ranked position due to application of preferences or incentive.

1.22 CSU GENERAL PROVISIONS AND INSURANCE

Proposer agrees to provide services in accordance with the CSU General Provisions for Service Acquisitions, attached herein as Exhibit A. Receipt of documentation of compliant insurance coverage in the amounts and of the types indicated in Exhibit A #18 will be required prior to authorization of any Contract that results from this RFP.

Section I, Page 6 of 10

1.23 ACCOMMODATIONS FOR THE DISABLED

It is the policy of California State University, Fullerton, to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

Persons with a disability needing a reasonable modification to participate in the procurement process or persons having questions regarding reasonable modifications for the procurement process may contact the buyer listed elsewhere in this solicitation.

1.24 PUBLIC CONTRACTS CODE RESTRICTIONS FOR CALIFORNIA STATE

UNIVERSITY, FULLERTON EMPLOYEES

California State University, Fullerton employees, and immediate past employees must comply with restrictions regarding contracting with the University. Proposer needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Proposer certifies that the Proposer is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current California State University, Fullerton Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Proposer with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former California State University, Fullerton Employees (PCC Section 10832):

i. For the two-year period from the date he or she left California State

University, Fullerton employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve-month period from the date he or she left state employment, no former California State University, Fullerton officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving California State University, Fullerton service.

Section I, Page 7 of 10

1.25 DISPUTES, FAIR COMPETITION, ERRORS, AND OMISSIONS

The University encourages all Proposers to resolve issues regarding the requirements of this RFP or the procurement process through written correspondence and discussions. The University strives to foster cooperative relationships and to reach fair and objective resolutions in a timely manner.

In the event a Proposer believes this RFP solicitation is either unfairly restrictive, ambiguous, or contains conflicting provisions, discrepancies, omissions, or other errors, Proposer is required to immediately notify the University of such concern in writing, including email, prior to the RFP Deadline. As previously noted, modifications to RFP requirements and responses to valid questions, if any, will be issued via written addendum/a and publicly posted at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

A failure of the Proposer to notify the University of any concerns relating to the RFP requirements or any addendum/a prior to the RFP Deadline will be deemed a waiver of the Proposer’s right to protest the requirements of the RFP and Proposer shall submit a proposal at its own risk. Upon finalization of an Agreement, no Proposer shall be entitled to either additional compensation or time by reason of any error or its later correction.

1.26 PROTESTS

A Proposer wishing to submit a protest after the Notice of Intent to Award has been posted shall express its intent to do so within five (5) business days upon issuance and posting of such notice on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Within ten (10) calendar days after expressing its intent to protest the award of a contract, the protesting Proposer must submit a full and complete written statement specifying the grounds for the protest and the facts in support thereof. Protest must be sent by certified or registered mail or delivered in person to the Director of Contracts and Procurement, or designee, California State University, Fullerton, 2600 Nutwood Ave., Ste. 300, Fullerton, CA 92831. Authority to protest is limited to Proposers who have submitted a qualified proposal.

The Director of Contracts and Procurement or designee shall perform a complete review of the protest and render a decision in writing to the protesting Proposer within a reasonable period following receipt of the detailed statement of protest. THE DECISION OF THE UNIVERSITY

IS FINAL.

1.27 FAILURE TO ENTER INTO AGREEMENT

Once issued and forwarded by University, failure to return the appropriately authorized Agreement package within the period agreed upon shall be sufficient cause for voiding the award by University. Failure of Awarded Proposer to comply with other requirements within the set time shall constitute failure to enter into the Agreement. If the Awarded Proposer refuses or fails to enter into the Agreement, the University may award to the subsequently ranked Proposer.

Section I, Page 8 of 10

1.28 UNFAIR PRACTICES ACT

Proposer warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.).

1.29 VIOLATION OF AIR OR WATER POLLUTION LAWS

Unless the contract is less than $25,000.00 or with a sole-source provider, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any State or federal air or water pollution control law. By a proposal the Proposer warrants that the Proposer has not been found to be in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution district, or is subject to a cease and desist order not subject to review issued pursuant to Section 13310 of the Water Code for violation of waste discharge requirements or discharge prohibitions, or is finally determined to be in violation of provisions of federal laws relating to air or water pollution. By submitting a bid, the Proposer certifies that it has not been identified either by published notices or by Board notification as a person in violation of State or federal air or water pollution control laws.

1.30 ASSIGNMENT OF ANTITRUST ACTIONS

The Proposer's attention is directed to the following provisions of Government Code Sections 4552, 4553, and 4554, which shall be applicable to the Proposer:

In submitting a bid to a public purchasing body, the Proposer offers and agrees that if the bid is accepted, it will assign to the procurement body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Proposer for sale to the procurement body pursuant to the bid. Such assignment shall be made and become effective at the time the procurement body tenders final payment to the Proposer (Government Code Section 4552).

If an awarding body or public procurement body receives, either through judgment or settlement, monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery (Government Code Section 4553). Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (Government Code Section 4554).

Section I, Page 9 of 10

1.31 SAFEGAURDS FOR PROTECTION OF CALIFORNIA STATE UNIVERSITY,

FULLERTON INFORMATION ASSETS

By submitting a bid, Proposer acknowledges Federal privacy laws such as Gramm-Leach-Bliley Act (Title 15, United States Code, Sections 6801(b) and 6805(b) (2)) applicable to financial transactions and Family Educational Rights and Privacy Act (Title 20, United States Code, Section 1232g) applicable to student records and information from student records. In the event that such information is required for the performance of the work specified, the Proposer hereby certifies that it has the appropriate safeguards in place as required by Title 16 Code of Federal Regulation Chapter 1 Section 314.

1.32 TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

It is the policy of the CSU to grant preference to California-based companies submitting bids or proposals to the State for goods to be produced or services performed at worksites in distressed (as defined in Government Code 4532) areas by persons with a high risk of unemployment when the contract is for goods or services in excess of $100,000. The 5% preference is applicable only to contracts awarded on the basis of lowest responsible bidder meeting specifications.

1.33 THE CONGO – SERCURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. California State University, Fullerton will not accept bids or proposals or contract for goods or services related to products or services from companies designated as a “scrutinized company” by the Federal Government. By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.34 SECURITIES EXCHANGE ACT COMPLIANCE - SCRUTINIZED COMPANY

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The University will not accept proposals from nor will it contract with any company designated as a “scrutinized company,” as defined under this statute and any related statues, by the Federal Government for goods or services. By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.35 CERTIFICATION OF COMPLIANCE WITH IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with any Proposer that provides/d specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. If Proposer is submitting a proposal in excess of $1 million, Proposer certifies that it is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site:

Section I, Page 10 of 10 http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf (PCC § 2204). The Act includes certain exceptions (PCC § 2203(c)).

1.36 DARFUR CONTRACTING ACT – SCRUTINIZED COMPANY

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, established restrictions against contracting with any Proposer conducting certain types of business in Sudan. The Act sets forth criteria to determine if a Proposer is a “scrutinized company” as defined therein and any such company would then be ineligible to bid on or submit a proposal for State contracts.

By submitting a proposal, a Proposer that has conducted business activities outside of the United States within the previous three (3) years certifies either that Proposer is not a scrutinized company, as defined, or that Proposer has demonstrated that Proposer obtained permission under the statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.37 AWARD OF AGREEMENT

An award, if any, will be made to the Proposer whose submittal best complies with all the requirements of this RFP, any Addenda, and the highest number of points awarded at the end of the evaluation. Evaluation methodology and basis for award are outlined in Section VIII, Evaluation and Selection Criteria.

A Notice of Intent to Award will be publicly posted for five (5) consecutive business days on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx prior to initiation of Agreement. Individual written notification may not be made to unsuccessful Proposers.

An Agreement, if issued, shall be signed by an authorized agent of the Awarded Proposer and returned, along with the required Exhibits, to the University within ten (10) calendar days from receipt of the Agreement package. The period for return of the appropriately authorized Agreement package may be modified by mutual agreement of the University and Awarded Proposer. Agreements are not effective until approved by the appropriate University official(s).

Any billable work performed by Awarded Proposer prior to receipt of a fully authorized Contract shall be at the Awarded Proposer’s own risk.

SECTION II

SCHEDULE OF EVENTS

Section II, Page 1 of 1

ACTION OR DEADLINE Date

Release of Request for Proposal (RFP) Thursday, February 29, 2024

Mandatory Job Walk Monday, March 11, 2024 2:00 PM Pacific Standard Time

Last Day to Submit Questions Friday, March 15, 2024, at

5:00 p.m., Pacific Standard Time

Last Day for Addendum Wednesday, March 20, 2024

RFP Due Date Monday, March 25, 2024 at 3:00 p.m., Pacific Standard Time

Notice of Intent to Award Friday, March 29, 2024

Contract Award Friday, April 5, 2024

Commencement of Services Friday, May 17, 2024

Notes:

Dates up to and including the RFP Deadline may be adjusted upon advance written notice posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

Any adjustment to Dates listed after the RFP Deadline may occur without written or posted notice.

Division of Administration and Finance

2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

Section III SCHEDULE of EVENTS AND SCOPE OF WORK

SCOPE OF WORK

The proposer’s staff will be assigned to crowd control positions, as designated by CSUF, throughout the Fullerton campus. The main focus will be to provide a professional presence while monitoring the commencement crowds and communicating with the CSUF staff.

CROWD CONTROL STAFFING / SCOPE OF WORK

Monday – Thursday

Ticketing area- Titan Stadium 12 people

Ensure guests have their tickets ready to be scanned

Ensure guests are not carrying prohibited items inside the venue

Direct guests to the appropriate locations

Staff the bag check locations for each of the 3 points of ingress

Work with the University Police and Commencement staff with emergency situations

18 people

6 people stationed at each of the 3 Evolv metal detector stations

Monitor guests as they pass through

Monitor screens for any flagged items

Run secondary checks when needed

Ticketing area- Intramural Field 12 people

Ensure guests have their tickets ready to be scanned

Ensure guests are not carrying prohibited items inside the venue

Direct guests to the appropriate locations

Staff the bag check locations for each of the 3 points of ingress

Work with the University Police and Commencement staff with emergency situations

18 people

6 people stationed at each of the 3 Evolv metal detector stations

Monitor guests as they pass through

Monitor screens for any flagged items

Run secondary checks when needed

Command Center Chief Supervisor to attend daily briefings and remain in the Command Center to monitor radio and phone calls.

Section III

2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

Guest seating areas

Titan Stadium 12 people

Direct guests to the appropriate locations

Manage crowds during seating

Manage crowds during egress

Ensure only those with wristbands are in the ADA seating sections

Assist University Police and Commencement staff with emergency situations

Guest seating areas

Intramural Field 6 people

Direct guests to the appropriate locations

Manage crowds during seating

Manage crowds during egress

Ensure only those with wristbands are in the ADA seating sections

Assist University Police and Commencement staff with emergency situations

Faculty and student 4 people entrance Direct faculty and students to the appropriate locations

Ensure that all staff have proper credentials

Assist University Police and Commencement staff with emergency situations

12 people

6 people stationed at each of the 2 Evolv metal detector stations

Monitor guests as they pass through

Monitor screens for any flagged items

Run secondary checks when needed

Staff entrance 2 people

Direct staff to the appropriate locations

Ensure that all staff have proper credentials

Assist University Police and Commencement staff with emergency situations

Backstage 2 people

Direct staff to the appropriate locations

Ensure that all staff have proper credentials

Assist University Police and Commencement staff with emergency situations

Parking Support 15 people

Provide support for Parking & Transportation

Take instruction directly from Parking & Transportation representatives

In-between ceremonies 6 people – Existing or New

11 a.m. – 12:15 p.m. Secure venue

Ensure that all staff are wearing the proper uniforms, i.d. tags, etc.

Assist University Police and Commencement staff with emergency situations

CROWD CONTROL SCHEDULE

Monday – Thursday

6:00 a.m. All agents at post

6:30 a.m. Gates open

8:00 a.m. Ceremony starts

10:00 a.m. Estimated end time of ceremony

10:00 a.m. – 11:15 p.m. Secure venue (limited crowd control staff)

3:00 p.m. All agents at post

3:45 p.m. Gates open

5:00 p.m. Ceremony starts

7:00 p.m. Estimated end time of ceremony

7:00 – 8:00 p.m. Secure venue

CROWD CONTROL QUALIFICATIONS

Safety protocol strategy

Communication plan

Emergency response plan

Project management (this includes staffing strategy and alternate plans)

Supervisor training and accountability

Staff training and accountability

Customer service approach

Nondiscrimination policy

Sexual harassment policy

Higher education event experience

Large and multiday events experience

Complaint management experience

Resolution management experience

Favorability rating

2024 COMMENCEMENT - May 20, 2024 - May 23, 2024

To provide general crowd control for 12 separate ceremonies at two venues (Titan Stadium, and Intramural

Field) over Commencement week (5/20/24 Through 5/23/24) as well as overnight watch during equipment installation (5/17 Through 5/20)

FRIDAY MAY 17, 2024 THROUGH SUNDAY MAY 19,2024

Overnight watch during equipment installation 10 p.m. – 6 a.m.

MONDAY, MAY 20, 2024

CEREMONY 1 | 5 p.m.

COMMUNICATIONS AND COLLEGE OF THE ARTS

Graduate and Undergraduate Ceremony

Estimated number of graduates participating (Based on 2023 + 3%): 1,520

Estimated number of guests (8 tickets per graduate): 12,160

▪ Titan Stadium - maximum 928 graduates and 7,424 guests

▪ Intramural Field – maximum 592 graduates and 4,736 guests

• Overnight Watch Monday 5/20/24 10 p.m. – 6 a.m.

TUESDAY, MAY 21, 2024

CEREMONY 1 | 8 a.m.

HHD 1 and ECS

Estimated number of graduates participating (based on 2023 + 3%): 1,790

Estimated number of guests (8 tickets per graduate): 14,320

▪ Titan Stadium – maximum 980 graduates, 7,840 guests

▪ Intramural Field – maximum 810 graduates, 6,480 guests

CEREMONY 2 | 5 p.m.

HHD2 and EDUCATION

Estimated number of graduates (based on 2023 + 3%): 1,780

Estimated number of guests (4 tickets per graduate): 14,240

▪ Titan Stadium – maximum 980 graduates, 7,840 guests

2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

▪ Intramural Field – maximum 800 graduates, 6,400 guests

• Overnight Watch Tuesday 5/21/24 10 p.m. – 6 a.m.

WEDNESDAY, MAY 22, 2024

CEREMONY 1 | 8 a.m.

COLLEGE OF BUSINESS AND ECONOMICS and HSS1

Graduate and Undergraduate Ceremony

Estimated number of graduates (based on 2023 + 3%): 1640

Estimated number of guests (8 tickets per graduate): 13,120

▪ Titan Stadium – maximum 1020 graduates, 8,160 guests

▪ Intramural Field – maximum 620 graduates, 4,960 guests

CEREMONY 2 | 5 p.m.

COLLEGE OF BUSINESS AND ECONOMICS 2 and HHS2

Graduate and Undergraduate Ceremony

Estimated number of graduates (based on 2022 + 3%): 1,740

Estimated number of guests (8 tickets per graduate): 13,920

▪ Titan Stadium – maximum 1035 graduates, 8,280 guests

▪ Intramural Field – maximum 705 graduates, 5,640 guests

• Overnight Watch Wednesday 5/22/24 10:00 p.m. – 6:00 a.m.

THURSDAY, MAY 23, 2024

CEREMONY 1 | 8 a.m.

NSM and HSS3

Graduate and Undergraduate Ceremony

Estimated number of graduates (based on 2022 + 3%): 1357

Estimated number of guests (4 tickets per graduate): 10,856

▪ Titan Stadium – maximum 417 grads, 3,336 guests

▪ Intramural Field – maximum 940 grads, 7,520 guests

THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy

Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcos / Sonoma / Stanislaus

BID COST SHEET

To: California State University, Fullerton Date: _______________

In compliance with your Request for Proposal, our bid to provide Commencement Security

Services as specified is:

Required Services (Lump Sum) $ _________________________

*Optional Service (Lump Sum) $ _________________________

Total $ _________________________

(Lump Sum)

*NOTE: Optional Services may not be awarded.

Authorized Company Representative:

Company Name

Street

City and State

Signed (Authorized Representative)

Phone: (___) __________________ Email: ____________________________

Section IV

Section IV

2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

Section V

Cost Sheet Signature Page

The undersigned bidder hereby offers, in the amount stated below, to furnish all services for this Request for Quotation, Security Event Services (unarmed), f o r t h e 2024 Commencement Ceremony and hereby agrees to enter into a contract if this offer is accepted by California State University, Fullerton.

TOTAL AMOUNT OF BID: $

Bid Total amount must be valid for ninety (90) calendar days.

Company Name Address

Print Name Signature and Date

The above amount is to be stated in figures only and is the total amount of Exhibit D, Cost Sheet including any and all applicable taxes. Any alterations, erasures, or changes are prohibited. Bidder agrees that if there are any discrepancies or questions in the figures, the University will use the lower figure despite the bidder's intent. California

State University, Fullerton reserves the right to reject any and all bids and waive any irregularities.

Section V

F U L L E R TO N A R B O R E T U M

STATE

COLLEGE

PARKING

STRUCTURE

G

PARKING

A

PARKING

A SOUTH

F

R E

E W

A Y

S T

A T

E

C O

L L

E G

E

B L

V D

N U T W O O D A V E

Y O R B A L I N D A B L V D

A S

S O

C

IA

T E

D

T

IT

A N

F O

L

IN

O D

R

IV

E

W E

S T

C A

M P

U S

D R

S O U T H C A M P U S D R I V E

S T U D E N T U N I O N W AY s

D O R OT H Y

L A N E s

A R T S D R I V E

CBE

GY M N A S I U M D R I V E

E A S T C A M P U S D R I V E

C O R P O R AT I O N D R I V E

GRADUATE LINE UP (TS)

COLLEGE PARK

PARKING

PL

BTSU

UP

N

S

EW

ENPS

QUAD

GRADUATE LINE UP (IF)

COMMENCEMENT

CEREMONY SITES

Titan Stadium (Orange Venue) Graduate line up: Parking Lot A South General Parking: Lot A ADA Parking: Lot G

Intramural Field (Blue Venue) Graduate line up: Titan Track (TT) General Parking: Eastside North Parking Structure (ENPS) ADA Parking: State College Parking Structure

TS

IF

L

TS

Titan

Stadium

Road Closure

MAP LEGEND

B Bookstore/Titan Shops

ENPS Eastside North Parking Structure

IF Intramural Field

PL Pollak Library

TS Titan Stadium

TSU Titan Student Union

TT Titan Track

UP University Police

Information

Solutions Tent

ADA Parking Only

First Aid

Food/Beverage

Bottled Water

Lost and Found

Gift

Cooling Center/Stations

Restroom

Uber/Lyft Zones

ADA Shuttle Stop

ADA Shuttle Route

L

GENERAL PARKING (TS)

GENERAL PARKING (TS)

ADA PARKING (TS)

ADA PARKING (IF)

GENERAL PARKING (IF)

TT

IF

Intramural Field

Section VI

SECTION VII

EVALUATION AND SELECTION CRITERIA

7.1 GENERAL

All proposals shall be reviewed to verify that the Proposer has met the minimum qualifications and proposal submission requirements. Proposals that have not followed the format, do not meet minimum content and quality standards, or take unacceptable exceptions to the CSU General Provisions for Service Acquisitions (Exhibit A) shall be eliminated from further consideration. Proposal responses will be reviewed and evaluated by an evaluation committee comprised of University personnel who will assign points according to the selection criteria listed below.

7.2 EVALUATION AND SCORING

Proposals will be reviewed, evaluated and scored in accordance with the following points schedule for each evaluation criterion listed. The award shall be made to the Proposer receiving the highest total number of awarded points.

A maximum total of 100 points is available for each proposal as detailed below.

7.3 EVALUATION CRITERIA

7.3.1 Qualifications/Experience 35 Points

Points awarded in this category will consider Proposer’s overall financial condition and company profile including number of years in business and professional qualifications. Proposer shall provide annual reports and/or financial statements for the past three (3) years.

Proposer must provide evidence of an accomplished record of event planning services spanning a minimum of five (5) years for events of similar size and scope. Emphasis will be placed on the firm’s resources and expertise with prior experience in security and event management services, in particular, prior events within the last two

(2) years where Proposer performed security event management services with attendance of 20,000 or greater.

7.3.2 Work Plan/Methodology 25 Points

Points awarded in this category will consider Proposer’s overall work plan and methodologies for achieving expected outcomes, and meeting all deliverables. Proposer’s documentation should clearly demonstrate an overall understanding of the University’s needs and requirements involving large multi-faceted events with numerous venues, and skillful management of a large volume of people. Information shall include:

• List types of communication systems utilized by firm to ensure on-site event coordination

• Provide brief description of legal, fire code and other safety concerns addressed when coordinating an event comparable to a University commencement event

• List specific security measures employed to protect venue resources; list should be comprehensive

SECTION VII

EVALUATION AND SELECTION CRITERIA

7.3.3 Personnel 10 Points

Points awarded in this category will consider professional and technical qualifications of the project management team assigned. Resumes/bios are required for the Project Manager and all project leads (“key” personnel) assigned to this event reflecting prior successful involvement with projects of similar scope and magnitude. An on-site management strategy plan must be included which outlines available individuals leading up to the event and a team of managers on site during ingress and egress.

7.3.4 Cost 20 Points

Points awarded in this category will be based on the Lump Sum Amount indicated in Tab 6 of the Cost Sheet (Section IV and V). The proposal with the lowest cost shall receive the maximum number of points in this category, all other proposals will be scored using the following formula:

Lowest Proposal X 20 = Points Awarded

Proposal

7.3.5 References 10 Points

Three (3) prior references for similar projects listing company name, address, phone, contact information, title, and general description of project are required.

7.4 AWARD

The award, if any, will be made to the Proposal receiving the highest overall score by the University at its sole discretion. THE DECISION OF THE UNIVERSITY IS FINAL.

SECTION VIII

PROPOSAL INSTRUCTIONS AND FORMAT

8.1 GENERAL

To be considered responsive to this Request for Proposal, Proposer shall submit proposal in the format identified in this section. Proposer must respond completely to all information requested and proposal should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. All requirements and questions of the RFP shall be addressed and all requested information shall be supplied.

8.2 NUMBER OF COPIES

Proposer shall provide one (1) original hard copy proposal (marked as such), four (4) additional hard copies, and one (1) electronic USB copy. USB copy must be the same as the original proposal.

8.3 DELIVERY OF PROPOSALS

Sealed proposals must be received in the Contracts and Procurement Office no later than the date and time specified on the cover page. LATE PROPOSALS WILL NOT BE

ACCEPTED.

Alex Rosales, Director, Contracts and Procurement California State University, Fullerton 2600 Nutwood Avenue, Suite 300

Proposals must be received in the Contracts and Procurement Office no later than the date and time specified on the cover page. LATE PROPOSALS WILL NOT BE ACCEPTED.

Proposals shall be labeled:

2024 Commencement – Security Services, RFP AR23006

Delays due to the various methods used to transmit the proposal including delays by the internal mailing system at the University will be the responsibility of the Proposer. Delays due to inaccurate directions given, even if by University staff, shall also be the responsibility of the Proposer. The proposal must be completed and delivered in sufficient time to avoid disqualification for lateness due to any and all difficulties in delivery.

8.4 PREPARATION

Proposals should be prepared in such a way as to provide a straightforward, concise, delineation of capabilities to satisfy all requirements. Responses should emphasize the Proposers demonstrated capability to perform the work. Expensive bindings, promotional materials, etc., are not necessary or desired, emphasis should be concentrated on the completeness and clarity of content.

8.5 PROPOSAL FORMAT

Proposals shall adhere to the format identified in this Section. Proposals must be divided into the individual sections listed below, indexed and tabbed.

SECTION VIII

PROPOSAL INSTRUCTIONS AND FORMAT

8.5.1 Cover Letter

The Cover Letter shall include a brief statement of intent to perform the services, qualifications for selection and signature of an authorized officer of the firm who has legal authority in such transactions.

The cover letter must, at a minimum, contain the following:

• Identification of Proposer firm including name, address, telephone, email address, fax number and Federal ID number

• Acknowledgement of receipt of any RFP addenda

• Name, title, address, email address and telephone number of contact person during period of proposal evaluation

• A statement to the effect that the offer shall remain valid for a period of not less than 120 days from the date of submittal

• Ink signature of a person authorized to make the proposal offer on behalf of the Proposer and in accordance with CSU General Provisions for Service Acquisition (Attachment A). Unsigned proposals shall be rejected.

8.5.2 Table of Contents (Tab 1)

Provide a table of contents in a format consistent with the proposal requirements and format set forth herein.

8.5.3 Exceptions to RFP Terms and Conditions (Tab 2)

Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. Proposals which include terms and conditions other than the University’s terms and conditions may be rejected as being non-responsive. If there are no exceptions, Proposer must expressly state that no exceptions are taken.

8.5.4 Qualifications/Experience (Tab 3)

Response shall include a general overview of company’s history, financial documentation, qualifications and expertise necessary to perform all work. This section should clearly demonstrate company’s experience and ability to meet all requirements for commencement ceremonies that include large scale audio/visual, event and rental set-up and crowd management.

8.5.5 Work Plan/Methodology (Tab 4)

Responses shall clearly describe the proposed methodology and resources to be used by the Proposer to successfully manage the event. Include a detailed and complete narrative that addresses all requirements and deliverables.

SECTION VIII

PROPOSAL INSTRUCTIONS AND FORMAT

8.5.6 Personnel (Tab 5)

Responses shall provide description of the professional experience, background, qualifications and expertise of Proposer’s staff that will be involved in this project and provide brief resume(s) or bios for “key” personnel.

Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without prior written concurrence of the University. Every effort shall be made to have the key personnel who will be working on this project attend the optional interviews. Furnish list of proposed subcontractors who may be assigned to this project.

8.5.7 Cost (Tab 6)

The Cost Sheets (Section IV and V) must be completed and printed out in its entirety and submitted in a separate envelope or package along with an electronic copy (USB). Make a note on Tab 6 that Cost proposal has been submitted separately.

8.5.8 References (Tab 7)

For each project cited as related experience, provide the name, title, address and telephone number of person(s) at the client organization most knowledgeable about the work performed. A minimum of three (3) references should be given. Proposer may also supply references from other work not cited as related experience.

8.5.9 Small Business and DVBE Documentation (Tab 8)

Proposer’s Small Business and DVBE Documentation shall be inserted under this Tab.

8.5.10 Appendices (Tab 9)

Additional information considered by the Proposer to be pertinent to this project which has not been specifically solicited in any previous sections may be placed in a separate appendix for possible consideration.

EXHIBIT A

CSU GENERAL PROVISIONS FOR SERVICE ACQUISITIONS

Revised 5/15/20 Page 1 of 16

1. Commencement of Work

Contractor shall not commence work under the Contract until Contractor has received a fully executed Contract and been given written approval to proceed. Any work performed by Contractor prior to the date of approval shall be considered as having been performed at Contractor’s own risk and as a volunteer.

2. Contract Alterations & Integration

No alteration or variation of the Contract shall be valid unless made in writing and signed by the Parties hereto, and no oral understanding or…