OFFICE OF THE CITY ADMINISTRATOR

Elizabeth Lake, Acting City Administrator

REQUEST FOR PROPOSAL (RFP)

For

Citywide Security Services

Due Date: Friday, August 14, 2026 – 2:00 p.m., Pacific Time (PT))

Mandatory in-person Pre-Proposal Meeting:

WEDNESDAY, AUGUST 05, 2026, at 10:30 a.m., PT

Location: Dalziel Building at 250 Frank H. Ogawa Plaza, Oakland, Ca 94612 Register here: https://forms.office.com/g/R5jWJyW19b Please check in at security desk.

https://forms.office.com/g/R5jWJyW19b

REQUEST FOR PROPOSAL (RFP) – CITYWIDE SECURITY SERVICES

Table of Contents

I. INTRODUCTION 1

II. SCOPE OF SERVICES 3

III. THE PROPOSAL 21

A. GENERAL INFORMATION 21

B. SUBMITTAL REQUIREMENTS 32

C. REQUIRED PROPOSAL ELEMENTS AND FORMAT 33

D. REJECTION OF PROPOSAL ELEMENTS 36

E. EVALUATION OF PROPOSALS – SUBJECT TO CHANGE 36

F. INTERVIEWS OF SHORT-LISTED FIRMS 37

G. CONTRACT NEGOTIATIONS AND AWARD 38

IV. ATTACHMENTS 40

A. SAMPLE PROFESSIONAL SERVICE AGREEMENT

B. STAND ALONE SCHEDULES

C. CITY SCHEDULES AND POLICIES

The Combined Contract Schedules will be collected from the successful Proposer before a final decision is made and up to full contract execution. It may be viewed at: https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf or you may request a copy by email from isupplier@oaklandca.gov.

https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf mailto:isupplier@oaklandca.gov

REV 05-2024

Finance Department | Contract Administration 1

I. INTRODUCTION

The City of Oakland (“City”), Department of Public Works is soliciting proposals from qualified, licensed, and insured security service firms for a Citywide Security Services contract. The selected firm will be responsible for delivering both armed and unarmed security services for specified City facilities for the purpose of maintaining a higher level of security at these selected facilities.

Security guards will be expected to serve as a customer service role by greeting clients and vendors, signing them in, and ensuring that they get to their respective locations to obtain the best level of service possible. Guards shall also perform periodic checks on and about the assigned facilities and report criminal, or disorderly conduct to the appropriate authority, including contacting and providing updates to the Oakland Police Department. The resulting contract may result in multiple awards with a term of three (3) years with an option to extend for two (2) additional one (1) year options.

The Citywide Security Services Contract may be awarded to an individual security service firm/company, or may be awarded to multiple security services firms/companies. If multiple firms/companies are selected and awarded, the contract may be divided into two sets of facilities and locations:

1. Downtown and Oakland Public Works Department Facilities & Locations

2. Human Services Department, Oakland Parks, Recreation and Youth Development, and Oakland Public Library Facilities & Locations There may be a different distribution of facilities and locations dependent on the proposals received and evaluated.

If a multiple contract award is made, the City may award the Downtown and Oakland Public Works Department Facilities & Locations to the top ranked proposal, and the next qualified security services firm(s) as scored and ranked will be assigned to other City Facilities & Locations.

The selected firm(s) shall be required to comply with all applicable City programs and policies outlined in Attachment C. Details are presented in the project documents and will be discussed at the pre-proposal meeting. Discussions will include, but may not be limited to: ¨Equal Benefits for Registered Domestic Partners ¨Campaign Contribution ¨Post-project Contractor Evaluation ¨Prompt Payment ¨Arizona Boycott ¨ 50% L/SLBE ¨ Dispute Disclosure ¨Living Wage ¨Minimum Wage ¨ Border Wall Prohibition¨ Sanctuary City Contracting and Investment Ordinance

MANDATORY ATTENDANCE Pre-proposal Meeting Date and Time:

Wednesday, August 05, 2026, at 10:30 a.m., Dalziel Building located at 250 Frank H.

Ogawa Plaza in Oakland, California 94612. Check-in required at the security desk on the 1st floor.

You must register to attend using this link: https://forms.office.com/g/R5jWJyW19b https://forms.office.com/g/R5jWJyW19b

Deadline for Questions: Thursday, August 06, 2026, by 5:00 p.m., PT via email to the Contract & Procurement Specialist, ContractAdmin@oaklandca.gov.

Proposal Submittal Deadline Date and Time: Friday, August 14, 2026, no later than 2:00 p.m., PT.

Submit Proposals electronically to iSupplier: Please log on to iSupplier to submit your proposal before identified deadline. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov with RFP- CITYWIDE SECURITY SERVICES in subject line. [iSupplier User Guides | City of Oakland, CA].

Proposals Must Be Received in iSupplier portal by Finance, Contract Administration no later than the deadline identified. iSupplier will not allow late submittals and therefore please allow time to log in, create a response, and upload your Proposal.

Email submittals will not be accepted.

Contractors who wish to participate in the RFP/RFQ process are required to register in iSupplier to receive addenda, updates, announcements, and notifications of contracting opportunities. We recommend updating your firm’s primary email address regularly and periodically confirming that the “Products and Services” section fully represents the scope of products and services provided. If you have any questions, please email isupplier@oaklandca.gov.

For further information and detailed iSupplier registration instructions, please visit the following link https://www.oaklandca.gov/Business/Doing-Business-with-the- City/Doing-Business-With-The-City-Register-with-iSupplier

Free copies of the RFP/RFQ documents and Addenda are available in iSupplier. Hard copies will NOT be available for purchase from the City. Please consult the City website for the Plan Holder list.

1. iSupplier Registration/Login:

https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business- With-The-City-Register-with-iSupplier New registrants can email isupplier@oaklandca.gov for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier

2. iSupplier user guides: https://www.oaklandca.gov/Business/Doing-Business-with-the- City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides

Contact Information: The following City staff are available to answer questions regarding this RFP.

1. Contract Admin: contractadmin@oaklandca.gov

Restricted and Prohibited Communications:

mailto:

mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides mailto:isupplier@oaklandnet.com https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier mailto:isupplier@oaklandnet.com https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides mailto:

During the period between the date the City of Oakland issues this RFP and the selection of the vendor who is awarded a contract by City of Oakland, if any, proposers shall restrict all contact, and direct all questions regarding this RFP, including questions regarding terms and conditions, only to Contract Administration via ContractAdmin@oaklandca.gov.

Prohibited communications include direct contact, discussion, or promotion of any proposer’s response with any City Staff or City Official with the exception of Contract Administration.

This prohibition is intended to create a level playing field for all potential proposers, to ensure that decisions are made in public, and to protect the integrity of the RFP process.

INTRODUCTION TO SCOPE OF SERVICES

The City of Oakland (“City”) is soliciting proposals from qualified, licensed, and insured security service firms for a Citywide Security Services contract. The general scope of work is to provide all labor, materials, equipment, supplies and uniformed guards necessary to maintain security of property, the public, patrons and personnel visiting or working at City buildings, maintenance and storage yards, public libraries, recreation center, parking lots, fueling docks, driveways and walkways located in Oakland. In addition, the firm selected should have expertise in providing security services with similar clients, and demonstrate the ability to manage schedules, train staff, and establish emergency/specialized protocols for the public and City staff. Based on the selected firm’s past experience, the City expects the selected firm to provide recommendations and have the ability to implement potential alternate methods of security across City facilities.

II. SCOPE OF SERVICES

General performance criteria 1- Unarmed Security Services:

The general performance criteria shall include, but are not limited to, providing unarmed security services to:

1. Routinely patrol through the confines of City facilities and properties, including areas between all buildings, structures, and gated field and park areas.

2. Supervise and control access to the City facilities and grounds.

3. Routinely check in with designated City staff at the designated location(s) during operating hours of City facilities.

4. Periodic inspection of outside property which shall include parking lots, office buildings, and ensure proper use of handicapped parking and fire zones.

5. Periodically inspect all exits, including fire stairwells and respond to alarms indicating unauthorized use.

mailto:ContractAdmin@oaklandca.gov

6. Investigate fire, burglar and pull-cord alarms for entire patrol area.

7. Provide security inspections, scheduled rounds to tracking system location as designated, detection and investigation of buildings, ground and appurtenances of City facilities.

8. Ensure City owned building exteriors, structures, and gates are locked during after-hours, non-operation, and closures.

9. Perform inspection, detection, and investigation of all security– related incidents, violations of regulations and matters of public safety and report same to appropriate authorities and to City Project Manager.

10. Assisting City staff with ensuring the City’s municipal codes are not being violated.

11. Informing the public of the City’s municipal codes applicable to City facilities.

12. Contact appropriate personnel and police in case of unauthorized door openings or closings within City facilities.

13. Screen visitors of facilities within the patrol perimeter outlined in Attachment A

14. Question and check ID of anyone who enters the premises during and after normal working hours and record said entry on daily report document.

15. Be observant of behavior in common areas such as smoking and/or vaping in non-smoking areas, loitering and urinating in and around the designated patrol perimeter, lodging/sleeping on City property;

and take appropriate action.

16. Security personnel must investigate all credible reports of suspicious, illegal activity from members of the public within the confines of the designated patrol perimeter and report all evidence of vandalism.

17. Observe and report any suspicious, illicit, or illegal activity or evidence of vandalism to the Oakland Police Department, designated City staff responsible for the contract including the designated Project Manager.

18. Report inoperative interior and exterior lighting.

19. Report any observed safety concerns.

20. Medical aid administered by the security officer shall be only to the extent that the officer is qualified to administer in accordance with the officer’s level of certification.

21. Notify the appropriate law enforcement agency immediately of any unlawful activity.

22. Report any action taken by the security guard regarding any ordinance and/or rule enforcement, or emergency, in writing toany designated City staff responsible for the contract or the City Project Manager.

23. Security officers shall always remain within the patrol perimeter throughout the duration of the shift.

24. Document all reports of suspicious, illegal activity and/or vandalism.

Include the nature, precise location, and outcome of all incidents in addition to any other pertinent details.

25. Any keys issued to security personnel must be responsibly maintained and securely stored. Keys and combination lock codes are only to be exchanged between security personnel at designated shift rotations and to City staff upon request. Security personnel will not open any facility, structure, or gate for any member of the public without direction from City staff with the exception of emergencies.

• NOTE - Vendor will be responsible for expenses incurred from lost keys or from vandalism directly caused from inappropriate use of City issues keys or combination locks.

26. Provide directions and information to visitors regarding City Offices. Screen, redirect and report inappropriate visitors according to the post instructions.

Guards will refer facilities services and operational questions from the public, vendors, visitors to the Contract Administrator, City staff designated at each fixed guard station/facility or the City Project Manager.

27. Guards may be directed to use City provided equipment to conduct screening of visitors and/or the public to determine if individuals are permitted to access the specific City location/facility. Guards will be provided with instructions on how to use the City provided equipment and will be informed whether the information is to be documented and/or recorded.

28. Guards will be responsible for all phases of building protection, including but not limited to: guarding the premises against theft, fire, pilferage, malicious injury, damage and destruction; reporting violations of fire and safety regulations; and making tours of the premises.

29. Guards will regularly inspect all designated areas and buildings during working hours to determine that they are properly locked, secured and otherwise in order.

Guards may be responsible for the enforcement of "No Trespassing" and "No Parking" in applicable areas, as associated with specific building assignments.

30. During certain Council Meetings and other public meetings at the direction of the

City Administrator, the City will exercise enhanced security screening measures which will require the guards to inspect the bags, backpacks and purses of visitors entering City Hall or other buildings to ensure that prohibited items are not brought inside of the buildings. In addition, guards may be positioned in the City Council Chambers or hearing rooms to maintain order. At the direction of the Council President, Board Chair or City Administrator Guards may be directed to keep the order. If someone is not cooperative the Guards will be instructed to warn the subject(s) to adhere to the rules. If the behavior continues the Guards will be asked to escort the disruptive party out. If they refuse the Guards will advise the subject(s) they are subject to arrest for trespassing. If the subject(s) continue to be uncooperative the Guards are to call the Oakland Police Department.

31. Guards will respond as appropriate to protective alarm signals including distress alarms, elevator and fire alarms. Guards will report any maintenance problems after hours to designated building staff. When a problem needs an urgent emergency response, guards will contact Fire Dispatch.

32. Guards will operate walk-through metal detectors, baggage and handheld screening equipment and other security equipment and monitor alarm panels, video surveillance and security lighting equipment in applicable areas, as associated with specific building assignments.

33. Guards will intercept and question anyone attempting to gain unauthorized access, attempting to harm staff or damage to City-owned property, attempting theft, and/or exhibiting any other forms of criminal behavior. The Oakland Police Department must be summoned if an arrest or other police interventions are needed.

34. Guards will maintain an effective liaison relationship with the City of Oakland's

Police Department and Fire Department as it relates to their assigned facility.

Guards will contact the Oakland Police Department if an accident or life-threatening situation is observed in the street, public right-of-way near the guarded facility, and/or anywhere on the facility premises.

35. If a disaster occurs while guards are on duty, guards shall receive directions from the Oakland Police Department, Oakland Fire Department or Incident

Commander assigned to manage a staff mobilization or response at the guarded facility.

36. Guards will never leave a facility unsecured and must remain until properly relieved by relief guard or security supervisor.

37. Guards will be responsible for maintaining the appearance and order at security duty stations. Selected firm will maintain the Guard Manual, emergency reference directions, and building-related notices in an orderly and neat fashion. Guards on duty will be fully informed and educated about these work tools and requirements and will understand and comply with all guard post instructions.

38. Guards shall submit detailed incident reports (i.e., accident, disturbances, alarms) to the Contract Manager or Site Manager(s), including all unusual or hazardous conditions encountered during each work period. Selected firm shall maintain written records of all guard force activity and provide a comprehensive daily written report of activities to site Contract Administrator.

In addition to the standard routine security services required at City Locations / Facilities, the City will exercise enhanced security measures for Council Committee, City Council, other Special Council Meetings, and public meetings. The enhanced security measures will require Security Guards to provide escort services for individuals attending the meeting from the City Location / Facility to nearby parking structures following the conclusion of the meeting (at times, meetings continue until very late in the evening and into the early morning).

In addition to the City Locations / Facilities designated as Normal Routine, “Alternate” and “Roving” may be required on an as-needed as-directed basis. Implementation and establishment of an Alternate City Location / Facility or a Roving Security Guard may occur at a moment’s notice and require expedited (within 12 Hours of request) response. The City will attempt to provide 24 Hour Notice prior to needed additional security, but requests from the City may be for developing situations and may require an immediate response.

Situations requiring Alternate or Roving security services identified by the City of Oakland include, but are not limited to:

1. Any individual specific requests (Call Outs) for City Locations / Facilities as directed by the City Contract Administrator, Project Manager or Point of Contact/Lead Staff as designated by the City Contract Manager or Project Manager.

• Any Unexpected or Developing situations

• Encampments of Unhoused Individuals

• 24 Hour Fire Watch of Locations / Facilities as directed

• Initial Response and follow-up to reported break-ins

• Oversight at Protests

• Drive By Inspection for One-Time or Temporary Short-Duration Periods

The selected company / firm will have two, 2-person teams with vehicles readily available to provide an initial response for the above situations.

Every unarmed security guard assigned to this contract must possess and maintain through the life of this contract a current Guard Card (See link

- https://www.bsis.ca.gov/forms_pubs/guard_fact.pdf). If known at time of bid submittal, Bidder may include copies of current Guard Cards for proposed staff with proposal. However, prior to contract award, Guard Cards for all proposed staff shall be submitted.

REQUIRED DUTIES:

1. All security guards must be prompt and on time reporting to their posts.

2. All security guards must be in company/firm uniform suitable and appropriate for both professional office settings and for conducting field inspections/site walks with their name and ID visible.

3. If a guard is unable to make his/ her shift the company/firm should notify the City and arrange a back-up guard to cover the shift.

4. All vehicles used on this contract must have clear visible company identification / logos, etc.

5. Guards should notify the Oakland Police Department to report any suspicious, unlawful or illegal activity.

6. Guards should be willing and prepared to document, file reports, provide all necessary information and evidence, and serve as witnesses to police in support of the City’s effort to escalate enforcement and prosecute individuals for any observed incident.

7. Screen visitors and provide access, direction and information to them.

8. Security officers must be equipped with two-way radios or cell phones for communication with headquarters, other guards and company/firm personnel, and/or law enforcement or other emergency agencies.

9. Guards must keep all access cards and keys safe in their possession and log any transfer of these items in their daily activity reports (DAR). Guards will perform other security duties and services as requested by the City Contract Administrator, Project Manager or other Point of Contact/Lead staff designated by the City Contract Manager or Project Manager.

10. Guards will perform other security duties and services as requested by the City Contract Administrator, Project Manager or other Point of Contact/Lead staff designated by the City Contract Manager or Project Manager.

https://www.bsis.ca.gov/forms_pubs/guard_fact.pdf

11. The selected firm will provide security services for special events, after-hour meetings, community fairs, workshops, moves within the building as needed, and/or crowd control for the interior of City properties.

EQUIPMENT/ SUPPLIES:

Selected firm shall furnish all equipment necessary to perform the work described herein. All equipment shall be functional and kept in good repair.

Required equipment shall include, but is not limited to:

• Standard Uniforms for security guards appropriate for City Government environment

• Vehicles to perform security patrols at designated sites

• Contractor issued Radio / cell phone and other communication equipment to maintain a direct voice communication between the security patrol officer, a central dispatch and law enforcement or other emergency services agency.

• Flashlight

• Rain Gear (for Roving Guards)

• Required forms, incident, DAR’s, property removal, sign-in sheets

• Non-Lethal Weapons

DELIVERABLES / REPORTS:

o Daily Activity Report:

Selected firm shall require security guard(s) to maintain a Guard’s Daily Activity Report (DAR) of all activities during each shift for the entire term of the contract.

The Selected firm(s) will provide copies of these reports or a summary of the activities to City management on a monthly basis.

1. Selected firm shall complete and keep a record of Daily Activity Report (DAR) forms for each guard assignment; these forms must be completed at the end of each shift.

2. Selected firm shall make the Contract Manager aware of any security incident and provide a copy of the incident form or DAR that contains documentation or information of the incident that happened during the shift.

3. Selected firm shall provide by the 5th of each month, a written report of all security incidents that happened in the previous month to the contract manager.

4. Selected firm must provide copies of any incident report or DAR requested by the City to comply with Public Record Requests, litigation purposes or any reason deemed necessary by the City.

o Incident Reports:

For any incident occurring during a post assignment, armed security guard(s) shall be required to complete the City’s Incident Report form. The firm’s Incident Report format may be used if pre-approved by the City’s Facility Manager.

Incident reports must be in English and are to be clear, concise, and factual.

Reports are to be printed or typewritten and are to include the following information:

Incident reports are to be completed for events including but not limited to the following:

a. The guard witnesses a crime or other type of unusual or suspicious activity;

b. An arrest is made;

c. Building staff or personnel specifically requested security assistance or intervention;

d. Any person refuses or is unwilling to comply with a reasonable request or direction given by the security guard;

e. Any and all injuries, regardless of whether or not medical attention was required.

f. Verbal and/or physical assaults;

g. Seizure;

h. Loss of consciousness; and

i. Death.

j. Name(s) of the person(s) involved in the incident;

k. Location of the incident;

l. Exact time and date of the occurrence;

m. Description of the event(s);

n. List of any injuries incurred and by whom; and

o. Emergency services or other agencies called. These types of incidents shall include, but not be limited to the following situations:

(1) Any damage occurring on or near City property;

(2) Any theft or burglary, attempted or otherwise, occurring inside or outside of the City facility;

(3) Police or other law enforcement activities on or near the City’s property;

(4) Fire Department activities on or near the City’s property;

(5) Any incident involving a weapon, including incidents requiring the use or display of any security guard’s non-lethal weapons or firearm other than normal visibly holstered status.

o Other Reports:

The Security Guard Company shall establish an account for the City of Oakland. The City shall receive a monthly statement for armed security services to include the following information:

(6) Itemization and summary of the amount due, date, location, department name and Purchase Order number; and

(7) All unpaid invoices, payments received, and credits issued for the location.

The City of Oakland shall be responsible for paying all approved charges to its account. Selected firm shall keep a daily attendance log for all armed security guards assigned to the City along with a weekly summation of all hours worked and must be able to provide this documentation upon request from the department.

General performance criteria 2- Armed Security Services:

In addition to the General Performance Criteria, the City of Oakland is requesting the proposal to include armed security guard services at City Hall located at 1 Frank H. Ogawa Plaza in Oakland, California.

The primary functions of the armed security guards include the operation of screening X-ray magnetometer machines and use hand wand metal detectors as prompted by the walk-through metal detectors to ensure that no weapons or contraband / prohibited items are brought into the facility; observe and report any unusual or suspicious activities; respond to emergencies or other disturbances that occur at or on City property.

Note: The City reserves the right to add or delete departments to the contract at any given time. Selected firm shall service the additional locations at the same cost as contracted for the above locations.

SPECIFIC REQUIREMENTS:

The City of Oakland requires professionally trained armed security guards to operate its weapons screening X-ray machines at its offices to ensure that no weapons or contrabands are brought into the facility. The primary functions of the armed security guard include the following:

1. To operate the weapon screening X-ray machines and use hand wands as prompted by the walk-through metal detectors to ensure that no weapons or contraband are brought into the facility.

2. Observe and report any unusual or suspicious activities.

3. Respond to emergencies or other disturbances that occur.

The selected firm must be able to fully staff and deploy qualified personnel in an organized and efficient manner on the contract start date.

Selected firm shall respond to emergency service requests within one hour of request and respond to non-emergency service requests as soon as possible or no later than the following day. Selected firm shall be capable of responding to all service requests within the specified timelines.

• Personnel Qualifications:

Due to the high visibility of the armed security guard position, the City requires a high degree of stability in the security force posted.

o Any armed security guard(s) assigned to the City shall have a minimum of four years’ experience working as an armed security guard.

o Every armed security guard assigned to this contract must possess and maintain through the life of this contract a current Guard Card (See link

- https://www.bsis.ca.gov/forms_pubs/guard_fact.pdf) and a State of California firearm permit to legally carry a gun while on duty. If known at time of bid submittal, Bidder may include copies of current Guard Cards for proposed staff with proposal. However, prior to contract award, Guard Cards for all proposed staff shall be submitted.

https://www.bsis.ca.gov/forms_pubs/guard_fact.pdf o All armed security guards assigned to City facilities must pass and maintain a satisfied background check.

(1) It is the selected firm’s responsibility to conduct a thorough criminal background check on all armed security guards assigned to any City facility to ensure that no guard has a criminal record.

(2) A copy of the written verification that the armed security guard has passed the firm’s background checks must be provided to the City Facility Manager prior to assignment at the facility.

(3) If known, Bidder may provide the names of the proposed staff with their qualifications. This may be resume format (business addresses are sufficient, home contact information for staff should not be provided). If awarded the contract, such documentation and verification is an ongoing requirement for all replacement staff of the successful Bidder.

o Prior to submitting replacement staff, selected firm shall provide the City with a copy of the written verification that the replacement armed security guard has passed the firm’s background checks.

o The City has the right to decline the firm’s placement of armed security guards whom the City may deem to be unsuitable for the assignment. The selected firm agrees that staff placements will be mutually acceptable to the City and the selected firm.

PERSONNEL:

Security guards assigned to perform work under this contract must present a level of professionalism and authority. Guards shall wear uniforms at all times. These uniforms must clearly identify the name of the security firm and the name of the induvial guard, in conformance with California State requirements.

Security guards employed by the selected firm to perform work under this contract shall:

• Be physically and emotionally capable of performing the tasks required to secure City facilities. All security guards should be able to conduct inspections and site walks of all areas of the specified City locations / facilities requiring security services.

• Be able to communicate effectively in both written and oral English

• Possess a valid and current California Security Guard License (Guard Card).

• Successfully completed the educational requirements and passed the examinations required by the State of California, Department of Consumer Affairs, including the Powers to Arrest courses.

• Staffing/Personnel Responsibilities:

The staffing requirements vary from 8 hours per day to 12 or more hours per day, five days per week, for a total of 120 hours per week and 52 weeks per year. The positions require split shift coverage for lunch and overtime since they exceed eight hours per shift. The selected firm shall provide additional personnel to cover morning and afternoon breaks, lunch breaks, vacation, sick time, and other leaves as required.

In the event an armed security guard is unable to perform his/her duties during a shift due to illness, injury, or other reasons, the selected firm shall provide a replacement armed security guard within one hour from the time the post is vacated.

The armed security guard’s primary duty is to observe and report. In addition to duties outlined under project scope (page 4 of this RFP), the duties and responsibilities of armed security guards shall include, but not be limited to, the following:

o Maintain a high level of visibility at all times as a deterrent.

o Interact with all clients and visitors in a respectful, courteous, and dignified manner.

o Greet the public, answer simple/basic questions, and notify departments of visitors.

o Have visitors sign in and out on the daily Visitors Log, as required.

o Greet and question unescorted visitors who may be in unauthorized areas.

o Perform a sweep of each floor, stairwell and public restrooms at the beginning and end of each shift to deter loitering and ensure all visitors or clients have exited the building by or before close of business.

o Secure all doors and access points around the perimeter of the building entrances at the beginning and end of each shift.

o Report any elevator malfunctions or fire panel alarms to building facility manager(s).

o Observe and enforce the City’s “No Smoking” rule which states, “No Smoking Within 25 feet of Entryways”.

o Inform relief armed security guards of any special situations or instructions prior to vacating post.

o Refrain from using personal cell phones or other devices to take photos or recordings while on duty or while at or on City property.

Recordings of any kind (photo, audio, or video recordings) and/or the posting of any recorded material on social media is strictly prohibited.

o Limit telephone calls to business or personal emergencies.

o Armed security guard(s) can screen visitors, make contact with the person to be visited or the department receptionist, and announce that a visitor is waiting in the lobby. Generally, the armed security guard does not escort the visitor to the employee’s office but shall direct the visitor to the proper location. (Unarmed guards are preferred to conduct screening and make notifications and announcements.)

o Assist City employees with defusing arguments or disturbances with the public, whether it is inside or outside the City facility.

(1) Threatening situations shall be reported immediately to local authorities by calling 9-1-1, the Officer of the Day (OD) or first available supervisor, and the Facility Manager.

o Armed security guards may be asked by City staff to assist with a difficult client or to escort individuals to their vehicles.

(1) Armed security guards who are authorized to leave their post for such tasks shall comply with requests for assistance unless compliance would significantly lower the level of security required within the facility.

o Armed security guards may be asked by City staff to deny access to specific individuals who have been deemed potentially violent (a former employee, family member, or client who may have threatened a City employee or has displayed a potential for violent or disruptive behavior).

(1) Armed security guards shall notify the local authorities immediately by calling 9-1-1 if the individual exhibits behavior that could be violent or disruptive.

o Enforce the rule forbidding weapons and/or contraband from being brought into City buildings. Weapons and/or contraband are not allowed onsite at City facilities (with the exception of weapons worn by armed security guards, sworn City employees/personnel, other law enforcement officers, etc.).

o If contraband or weapons are discovered during a search or screening for weapons, those items shall be confiscated by the Security Guard. The

Security Guard shall contact the Officer of the Day or the first available unit supervisor. When the suspect is turned over to the peace officer, the peace officer shall be notified of the discovered item.

o Selected firm’s armed security guards and other agents or representatives of the selected firm shall not:

(1) Lock or unlock public entrances outside of duty hours unless authorized by a Security Guard(s) Supervisor or a Facility Manager.

(2) Sit on desks, cabinets, tables, or rest feet on desktops or open desk drawers, etc.

(3) Possess or use illegal substances, alcohol, or marijuana on the job. Security guards under the influence of alcohol, marijuana, or illegal drugs while on duty will be promptly dismissed and guard shall not be reassigned to any other City facility.

(4) Engage in excessive fraternizing with City staff, visitors, or clients. Excessive fraternizing disrupts and distracts guards from their primary duties.

(5) Converse privately with acquaintances or personal visitors while on duty. Armed security guards shall utilize their breaks and lunch periods for such interactions.

(6) Read books, magazines, or newspapers or access the Internet not related to work while on duty.

(7) Use personal cell phones or other devices to take non-work-related photos or recordings while on duty or while at or on City property. Recordings of any non-work kind (photo, audio, or video recordings) and/or the posting of any recorded material on social media is strictly prohibited.

(8) Accept any gifts or gratuities from City staff, clients, or visitors.

(9) Occupy their personal vehicles while on duty. Armed security guards shall be on post for the entire duration of their shift with the exception of breaks and lunch. Selected firm shall provide relief staff to cover the post during lunch and breaks.

(10) Multiple complaints against a security guard with or without confirmation of extenuating circumstances shall be grounds for discharge. Rude or offensive behavior toward clients, visitors, or City staff will not be tolerated.

Willful disregard of orders from the Security Guard Agency or City management personnel will be cause for removal from duties.

(11) Allow suspicious packages or objects to be left unattended at any time in the lobby of the building or near the post. In the event of a bomb threat, the security guard shall gather as much information as possible (such as time, names, location, statements from witnesses), and convey this information immediately to local authorities via 9-1-1, the Officer of the Day or first available supervisor, and the Facility Manager. If evacuation is ordered, the armed security guard(s) shall assist with the evacuation of all building occupants in an orderly and safe manner.

The armed security guard shall notify authorities of anything suspicious or out of place that has been observed. If a suspicious object is located, the security guard shall take the following additional precautions:

o Do not touch, move, or disturb the object.

o Do not use a pager, radio or cellular phone near the suspicious object, since these may detonate some explosive devices. Exercise caution and advise others not to use pagers, radios or cellular phones near the facility.

o Get a detailed description of the object, including but not limited to the shape, size, height, width, color, and any visible markings.

o Note the exact location of the object, including but not limited to floor number, room number, location within the room.

o Cordon off the area and deny re-entry; and o If requested by the Facility Manager, another City manager, the 9-1-1 operator, and/or the local authorities, begin clearing all persons from the immediate vicinity in a safe and orderly manner. Staffing/Personnel Responsibilities:

Expectations for Unarmed and Armed Security Guards:

• Selected firm Supervisor/Liaison:

Selected firm shall designate a permanent member(s) of its management staff, at no additional cost to the City, to act as a supervisor(s) or liaison officer(s) between designated City personnel and agency personnel and the armed security guards.

o Selected firm shall provide the name, telephone number, pager or cell phone number, facsimile number, email address and office address of the designated security supervisor(s) or liaison(s) to the City Facility Manager for the site location.

o Selected firm shall provide updated information to the City’s Facility

Manager for all replacement security supervisors and/or liaisons for the duration of the contract.

o The supervisor(s) or liaison officer(s) shall be available on an on-call basis via pager or cell phone to the security guards and designated City staff. The supervisor shall be centrally located to City Hall in order to supervise and monitor the guards and to ensure satisfactory performance of armed security guards services.

o The supervisor(s) or liaison officer(s) is responsible for, but not limited to, the following:

(1) Work with designated City management personnel or building staff to ensure a high standard of courteous and professional security service which is sensitive to the needs of the City staff, clients, and visitors.

(2) Supervise the security guards at the posts within the facility; be available for frequent on-site supervision, at a minimum of once per week.

(3) Familiarize each security guard with the City internal communication system and any other City policies that affect the public. This information will be provided by the City to the selected firm.

(4) Develop or review written standing Post Orders with an emphasis on the needs of the City and as specified by City management staff. Written Post Orders for the City location assignment shall be completed and approved by the supervisor(s)/liaison(s) and the City within 15 business days after the contract start date.

(5) Review Post Orders for revisions and updates with the Facility Manager at least twice a year at agreed upon dates each year. Selected firm will re-issue newly revised Post Orders within one month of completion and will review the changes with each guard (including new hires/replacement and substitute security staff during vacations, sick leave).

(6) Respond within two hours or less to requests from City management staff for follow-up with appropriate action and/or recommendations on any incidents or complaints involving security guards employed by the Selected firm.

(7) Keep City management staff apprised of security issues which affect the safety of the staff, employees, and visitors, and make appropriate recommendations for improvement.

(8) Promptly report any unusual events or emergencies (such as an accident, hostile client or employee, illegal weapon, bomb threat or theft) to the Officer of the Day, first available supervisor, and City’s Facility Manager. These incidents shall be followed by a written report submitted to the Facility Manager within 24 hours of the incident or event.

(9) Investigate all complaints received about the security guard(s), report findings, and inform City facility or management staff of remedial action(s) taken.

(10) Ensure that incident reports and other written documentation requested are forwarded to the appropriate City management staff member within the time specified.

• Employee Conduct:

Selected firm and all assigned staff members, including but not limited to guards, supervisors, liaisons, and account manager, shall be held to the highest level of professionalism throughout the life of any contract awarded as a result of this RFP.

o Proper conduct is expected of firm’s personnel at all times. This includes adhering to no-smoking ordinances, the City’s drug-free workplace policy, not using alcoholic beverages, and courteous treatment of employees, clients, and visitors.

o City has the right to dismiss any firm’s employee who does not, in the

City’s discretion, properly conduct himself/herself or perform quality work.

o Selected firm and firm’s staff shall not use cameras, camera phones, computers, tablets, and/or comparable devices while on post. Recordings of any kind, including photos, audio, and/or video recordings are strictly prohibited. The City and/or other City Offices shall not be the subject posted on any social media sites o It is the selected firm’s responsibility to conduct a thorough criminal background check on all armed security guards assigned to any City facility to ensure that no guard has a criminal record. A copy of the written verification that the guard has passed the firm’s background checks must be provided to the City’s Facility Manager prior to assignment at the facility.

• Training and Certification:

o The security guards assigned shall have completed the required mandatory 40-hour skills training course and elective eight-hour Certification Course in Firearms Training as regulated by the State of California Bureau of Security and Investigative Services (BSIS), Division 7 of Title 16 of the California Code of Regulations, Article 9, Skills Training Course for Security Guards.

(1) Investigate all complaints received about the security guard(s), report findings, and inform City facility or management staff of remedial action(s) taken.

o Armed guards are required to complete de-escalation training, and unarmed guards should be highly encouraged to complete the training.

o Security Guard companies or agencies must provide written proof, to the City Facilities Management or Facility Manager, of a security guard’s certificate of completion (or evidence of completion of the required hours as set forth in the above paragraph) of the mandatory and elective training administered by a private patrol operator or by a certified training facility.

o Additional replacement or relief security guards provided by the selected firm shall be of the same caliber and possess the same training as the regularly assigned security guard(s).

o All relief armed security guards (covering for vacations, sick leave, or other absences) shall be trained and familiar with the procedures, duties and responsibilities required of the regularly scheduled security guard(s).

• Uniforms and Equipment:

o Security guards are to be dressed in appropriate uniforms that comply with the “name and patch” requirements of the State of California Department of Consumer Affairs for security guards. Uniforms are to be neat, clean, pressed, and lint free. Uniforms are to include dress or leather work shoes that are clean, in good repair and color coordinated with the uniform. NO tennis or athletic shoes are permitted.

o Guards shall be easily identifiable as non-City employees and are to wear, at all times, a company name badge or patch and a name plate securely fastened and worn in full view to be seen at a minimum view of three feet.

o Guards are required to carry handguns and handcuffs. It is preferred that they carry secondary defensive weapons as well, which can include batons, and/or mace.

o Selected firm shall provide armed guard staff with two-way communication devices, such as radios, for use while on post. The devices must be approved by the City.

The following days of each year are designated City of Oakland Holidays, and most City locations / facilities are CLOSED on these days - Security Guards working at the City locations / facilities requiring 24 Hour / 7 Days a Week security service are still required on these days.

New Year’s Day - January 1st Martin Luther King, Jr. Day - 3rd Monday in January Presidents’ Day – 3rd Monday in February Farmworkers Day – March 31st Memorial Day – Last Monday in May Juneteenth – June 19th Independence Day – July 4th Labor Day – First Monday in September Admission Day – September 9th Veterans’ Day – November 11th Thanksgiving Day - Thursday in November appointed as “Thanksgiving

Day” Friday after “Thanksgiving Day” Christmas Day - December 25th

III. THE PROPOSAL

A. GENERAL INFORMATION

1. The successful proposer selected for this service shall obtain or provide proof of having a current City of Oakland Business tax Certificate.

2. The City Council reserves the right to reject any and all proposals.

http://www.bsis.ca.gov/forms_pubs/guardgd.pdf

3. Local and Small Local Business Enterprise Program (L/SLBE)

In general, there is a 50% local business participation requirement on all construction contracts at or over $100,000; all professional services contracts at or over $50,000; and all purchases of commodities, goods and associated services at or over $50,000. This participation must be met with a minimum participation of 25% for Local Business Enterprises (LBE)/Local Not for Profit Business Enterprise (L/NFPBE) and 25% for Small Local Business Enterprises (SLBE)/Small Local Not for Profit Business Enterprise (S/LNFPBE). SLBE and SLNFPBE may meet the full 50% requirement.

Where Very Small Local Business Enterprises (VSLBE) participation is evident, the level of participation will be double-counted towards meeting the requirement. The participation requirements may be adjusted if there are not at least three L/SLBEs in a major category of work.

The participation requirement for this scope of work is 50%.

The City’s current L/SLBE Program guidelines may be accessed at the City of Oakland website: https://www.oaklandca.gov/departments/workplace-employment-standards

4. The City’s Living Wage Ordinance

The selected proposer will be required to agree to comply fully with and be bound by the Living Wage Ordinance as set forth by the Oakland Municipal Code (OMC), Chapter 2.28. Generally, the ordinance requires that, unless specific exemptions apply or a waiver is granted, all employers contracted to provide services amounting to or exceeding $25,000, shall provide nothing less than a prescribed minimum level of compensation (a living wage), as well as the provision of at least twelve (12) days off per…