RFP for Unarmed Private Security Services.pdf

REQUEST FOR PROPOSALS

for

UNARMED PRIVATE SECURITY SERVICES

PROPOSALS DUE: March 30, 2023, 2:00 PM at 799 SW Columbia Street, Bend, OR 97702

DISTRICT REPRESENTATIVE

Jeff Hagler

Park Stewardship Manager

JeffH@bendparksandrec.org

CONTRACT ADMINISTRATOR

Justin Sweet

Business Analyst

JustinS@bendparksandrec.org mailto:JeffH@bendparksandrec.org mailto:JustinS@bendparksandrec.org

TABLE OF CONTENTS

Template 02.15.2023

Article 1 INTRODUCTION

1.1 Overview; Project; Background

1.2 Solicitation Schedule

1.3 Pre-Proposal Meeting

1.4 Procurement Authority and Method

1.5 Minimum Proposer Qualifications

1.6 Definitions

1.7 Solicitation Documents

Article 2 SCOPE OF WORK

2.1 Scope of Work

2.2 Certification and Licensure

2.3 Services Locations

2.4 Rules and Regulations

2.5 General Contractor Requirements

2.6 General Private Security Provider Duties

2.7 Day Private Security Provider Duties

2.8 Night Private Security Provider Duties

2.9 Assigned Private Security Providers

2.10 Equipment

2.11 Identification of Employees and Vehicles

2.12 Schedule

2.13 Changes

2.14 Highest Standards

Article 3 INSTRUCTIONS TO PROPOSERS

3.1 Submission of Proposals

3.2 Withdrawal of Proposals

3.3 Opening of Proposals

3.4 Confidential Information

3.5 Availability of Documents

3.6 Reservation of District Rights

3.7 Addenda

3.8 Sample Contract

3.9 Request for Clarification / Questions

3.10 Protests

Article 4 PROPOSAL REQUIREMENTS

4.1 Proposal Content

4.2 Proposal Format

Article 5 EVALUATION AND AWARD

5.1 Evaluation Criteria

5.2 Evaluation Scoring

5.3 Evaluation Committee

5.4 Disqualification

5.5 Evaluation Process

5.6 Clarification

5.7 References

5.8 Proposal Rankings

5.9 Award Notification and Process

Article 1

INTRODUCTION

1.1 Overview; Project; Background

An Oregon special district separate from the City of Bend, Bend Park and Recreation District

(“District”) is governed by a five-member, elected Board of Directors, and managed by an

Executive Director.

District, through this formal Request for Proposals (“RFP”), is seeking Proposals from qualified

Private Security Entities interested in providing the following:

(1) Services Name: Unarmed Private Security Services.

(2) Services Location(s): All District properties, as further detailed in section 2.3.

(3) Services Description: District is seeking one Private Security Entity to provide District-wide unarmed Private Security Services during both day and night shifts, including patrol vehicle(s), dispatch, and after-hours non-emergency phone call-routing. District currently procures these services from two contractors, District is satisfied with the services currently provided, but desires to consolidate these services under one contractor.

District currently utilizes East Cascade for alarm monitoring services.

(4) Services Schedule: These services are anticipated to start by July 1, 2023. If a Contract is awarded, the Contract will be effective from the date fully executed through June 30, 2025. District will have the option to renew the Contract for three additional one-year terms.

(5) Budget: District’s estimated budget for fiscal year 2023-24 for the services described in the Scope of Work (as defined below) is $190,000.

Proposals shall be based on the “Scope of Work” described in Article 2 and in compliance with all prescribed public procurement requirements and this RFP. Proposers submitting a Proposal in response to this RFP do so at their sole expense; District is not responsible for any Proposer expenses associated with this RFP.

1.2 Solicitation Schedule

District reserves the right to deviate from the following “Solicitation Schedule”, deviations from the Solicitation Schedule prior to Closing will be made via written Addendum.

EVENT DATE

RFP Issuance March 2, 2023

Solicitation/Specification “Protest Deadline” March 20, 2023

Protest Response Deadline (estimated) March 24, 2023

“Closing” March 30, 2023 at 2:00 PM

Presentations, Demonstrations, and Interviews (if held) week of April 10, 2023

Notice of Intent to Award (estimated) April 21, 2023

Board of Directors Approval (estimated) May 2, 2023

1.3 Pre-Proposal Meeting

No pre-Proposal meeting will be held for this RFP.

1.4 Procurement Authority and Method

District is issuing this RFP pursuant to its authority under District Resolution No. 416. District is utilizing the formal selection procedure pursuant to OAR 137-047-0260.

1.5 Minimum Proposer Qualifications

At the time of submitting a Proposal, Proposer must be currently licensed as a Private Security

Entity by the Oregon Department of Public Safety Standards & Training (“DPSST”).

1.6 Definitions

(a) For purposes of this RFP, the following definitions apply:

(1) All references to a time of day are references to the time in Bend, Oregon.

(2) “Holiday” means New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Friday after Thanksgiving, Christmas, and the day before or after Christmas when Christmas falls on a Tuesday or Thursday.

(b) Capitalized terms used, but not defined, in this RFP shall have the meanings given to such terms in Oregon Revised Statutes (“ORS”) 181A.840, 279A.010, and 279B.005, and Oregon Administrative Rules (“OAR”) 137-046-0110 and 137-047-0100, which are incorporated by reference.

1.7 Solicitation Documents

For purposes of this RFP, the following “Solicitation Documents” together constitute the RFP:

(1) this RFP;

(2) Attachment A – Proposer Submission Checklist;

(3) Attachment B – Proposer Information and Certification;

(4) Attachment C – Price Proposal;

(5) Attachment D – Nightly Patrol Duties;

(6) Attachment E – Proposal Label; and

(7) Attachment F – Sample Contract.

Article 2

SCOPE OF WORK

2.1 Scope of Work

Contractor shall supply, at its sole cost and expense, all labor, training, certifications, licensure, materials, equipment, and incidentals necessary to provide unarmed Private Security Services as further described in this Article 2 (“Services”). Contractor shall perform the Services described in this RFP in a good and professional manner, and in accordance with the terms and conditions of this RFP, the Contract, federal, state, or local law or ordinance and applicable District rules and policies.

2.2 Certification and Licensure

For the term of the Contract, Contractor shall ensure its employees, and subcontractors, if any, are duly licensed or certified by DPSST as applicable.

2.3 Services Locations

Contractor shall provide Services at all District owned and/or operated properties, which includes, without limitation, all current and future District parks, recreation facilities, administration office, and maintenance center (“Locations”).

2.4 Rules and Regulations

For the term of the Contract, Contractor shall enforce District’s Park Rules and Regulations as they are amended from time to time, which may currently be found at https://www.bendparksandrec.org/parks-trails/park-rules/ (District’s “Rules and Regulations”).

It is Contractor’s responsibility to periodically check for updates to the Rules and Regulations.

2.5 General Contractor Requirements

Contractor shall:

(1) prepare and submit written reports to District as follows:

(A) an activity report for each shift, which shall include, without limitation, (i) beginning and ending shift date(s) and times, (ii) names of all Private Security Providers, (iii) Locations visited, (iv) summary of activities, and (v) other information requested by District Representative;

(B) incident reports containing sufficient details and contextual information entered into District’s Incident Tracker software by the end of each shift, however, in no https://www.bendparksandrec.org/parks-trails/parks-list/ https://www.bendparksandrec.org/facilities/ https://www.bendparksandrec.org/park/district-office/ https://www.bendparksandrec.org/park/park-services-center/ https://www.bendparksandrec.org/parks-trails/park-rules/ event greater than 12-hours after the incident; incident reports shall include, without limitation, (i) names of all Private Security Providers involved, (ii) date, time, and Location of incident, (iii) incident type and description, (iv) suspect information and description, (v) enforcement action taken, if any, (vi) applicable pictures and video recordings, if any, and (vii) other information requested by District Representative; and

(C) as otherwise directed by District Representative;

(2) provide all video recordings produced in its performance of the Services (A) along with applicable reports submitted in accordance with section 2.5(1)(B), and (B) upon District Representative’s request; video recordings shall include, without limitation, video recordings produced by Body-Worn Cameras (as defined in section 2.10(c)(5)); video recordings shall be kept in a readily accessible state and location for not less than seven-days after the recording is produced;

(3) provide a dispatch and after-hours non-emergency call-routing center which operates 24-hours a day, seven-days a week to dispatch Private Security Providers as needed to perform the Services, and provide after-hours dispatch and notification to District staff (e.g. after-hours maintenance issues, patron complaints, emergencies, etc.);

(4) monthly submit one itemized and accurate invoice to District; invoices shall include at minimum (A) a detailed accounting of all billed hourly services including the staff whom performed the services and the locations of service performance, and (B) all other charges authorized under the Contract;

(5) the ability to issue citations (District is researching issuance of parking and other citations).

2.6 General Private Security Provider Duties

(a) Contractor shall provide and supervise unarmed Private Security Providers to perform the Services at all Locations required by District under the Contract. Daily expectations of assigned Private Security Providers will be provided by the District Representative.

(b) Contractor and its Private Security Providers do not have authority to make arrests under the Contract.

(c) Contractor through its Private Security Providers shall:

(1) provide a positive presence in District’s parks, trails, open space, and facilities, by greeting members of the public, helping them feel safe, answer questions, provide information on District’s then current Rules and Regulations, and reduce illegal activities within District Locations;

(2) prevent and minimize fire, theft, damage, vandalism, and trespass on District property;

(3) provide enforcement of District’s then current Rules and Regulations;

(4) serve exclusion warnings and notices as needed utilizing District’s form(s);

(5) report any unusual incidents or hazardous conditions;

(6) contact illegal campers on District property and inform them of District’s then current Rules and Regulations;

(7) complete rounds of assigned Locations as required by the District Representative;

(8) monitor and/or clear specific restrooms as directed by the District Representative;

(9) monitor park patrons at all Locations in collaboration with law enforcement agencies and as otherwise directed by the District Representative to minimize smoking, alcohol consumption, and drug use on District property;

(10) be familiar with District’s security systems, alarms, alarm enunciator panels, and other equipment required for monitoring building security;

(11) be responsible for all building and system keys in their possession and shall account for the whereabouts of keys at all times; keys shall not be loaned to anyone for any reason;

in the event keys are lost, copied, or stolen, Contractor shall notify District immediately so that appropriate action may be undertaken to safeguard District property, and Contractor shall be responsible for the replacement cost of lost, copied, stolen, or damaged keys;

(12) utilize District provided empathy driven enforcement training and principles and be polite, courteous, respectful, and responsive to any person on District property;

(13) 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 the District Representative;

(14) work collaboratively with local law enforcement agencies as it relates to the Services;

(15) immediately notify the appropriate law enforcement agency of any unlawful activity as determined by the Private Security Provider(s) or as directed by District staff;

(16) interface immediately with any law enforcement agency responding to District property;

(17) respond promptly and appropriately to all security-related emergencies and to all security monitoring companies alarm callouts as soon as possible, but in no event later than 30-minutes.

2.7 Day Private Security Provider Duties

In addition to the general Private Security Provider duties required by section 2.6, each “Day

Private Security Provider” shall:

(1) become part of District’s park stewardship team, and are required to attend weekly staff meetings, work collaboratively with District’s park stewards on park patrols, and work independently on park patrols as needed;

(2) provide bicycle patrols on District provided bicycles upon District’s request.

2.8 Night Private Security Provider Duties

In addition to the general Private Security Provider duties required by section 2.6, each “Night

Private Security Provider” shall, at assigned Locations:

(1) lock park entrance gates within 30-minutes of park closure, and unlock park entrance gates within 30-minutes of park opening; and

(2) confirm exterior doors and exterior restroom doors are secured, perform a cursory “spotlight” inspection of the park and/or facility grounds;

(3) contact any unauthorized persons, including those in restrooms, parking lots, or other areas during closure hours, and assist in removing such unauthorized persons from District property.

2.9 Assigned Private Security Providers

(a) The parties shall mutually agree upon the Private Security Providers assigned to perform the Services. In reviewing Contractor’s proposed Private Security Provider(s), District shall have the right to: (1) review each proposed Private Security Providers’ resumes, letters of recommendations, and other job qualification documentation that Contractor is legally allowed to provide; and (2) interview proposed Private Security Provider(s). District’s consent to selection of Private Security Provider(s) will not be unreasonably withheld.

(b) Once the Private Security Provider(s) are agreed upon in accordance with section 2.9(a), Contractor shall make the Private Security Provider(s) available for the term of the Contract. In the event any agreed upon Private Security Provider(s) becomes unavailable to Contractor, whether temporarily or permanently, the parties shall mutually agree upon a replacement in accordance with section 2.9(a).

(c) Contractor shall make reasonable efforts to assign the same Private Security Provider(s) consistently to Locations so that Private Security Provider(s) become familiar with the procedures, District staff, and facilities associated with the various Locations.

(d) Contractor shall remove any Private Security Provider from performance of Contractor’s obligations under the Contract to which District has a reasonable objection, in the event District has a reasonable objection to any Private Security Provider, Contractor will have a reasonable time period to find a suitable replacement.

2.10 Equipment

(a) Contractor shall ensure all equipment, materials, and supplies utilized in the performance of the Services are in good repair, reasonably acceptable visual condition, and utilized in its intended manner for its intended purpose.

(b) Contractor is solely responsible to determine the equipment necessary to successfully perform the Services in addition to the minimum equipment required by section 2.10(c).

(c) Contractor shall provide, maintain, and repair at least the following minimum equipment at its sole cost and expense in sufficient quantities and of sufficient quality to successfully perform the Services:

(1) uniforms which present a professional appearance, are reasonably consistent across all Private Security Providers, and in accordance with section 2.11(1);

(2) one dedicated motor vehicle for each Private Security Provider for patrols and other duties, which are equipped with (A) a spotlight, (B) a global positioning system device (“global positioning system device” means an electronic device that permits the tracking of a person or object by means of global positioning system coordinates), and which is identifiable in accordance with section 2.11(2);

(3) not less than one dedicated mobile communication device for each Private Security Provider capable of sending and receiving text messages and phone calls, and which allows for communication at any time with District staff, company headquarters/dispatch, appropriate law enforcement agencies, and other contacts designated by the District Representative;

(4) not less than one dedicated portable computer or mobile device for each Private Security Provider capable of (A) sending and receiving emails, and (B) accessing and submitting reports from/to District’s Incident Tracker software (the same device(s) may satisfy the requirements of section 2.10(c)(3) and this section 2.10(c)(4) if appropriate);

(5) not less than one Body-Worn Camera (“Body-Worn Camera” means a video camera worn upon each Private Security Provider’s person that records their interactions with patrons while performing the Services);

(6) pepper spray, provided, however, that each Private Security Provider performing Services under the Contract and carrying pepper spray shall at all times (A) possess and maintain DPSST certification for pepper spray, and (B) maintain successful completion of District pepper spray training within the past two-years.

(d) District will seasonally (approximately between June 1 and September 30 each year) provide one portable radio capable of communication between District staff (primarily District’s park stewards) and Contractor’s Day Private Security Provider engaged in performing the Services.

(e) Unless otherwise expressly authorized by the Contract, Contractor and all of its employees are prohibited from possessing and utilizing the following equipment in performance of the Services under the Contract: (1) firearms; (2) electric weapons; (3) less-lethal weapons; (4) concealed weapons; (5) personal vehicles; and (6) other equipment not authorized by the District Representative.

2.11 Identification of Employees and Vehicles

At all times while on District property, Contractor shall ensure that its:

(1) employees wear identifying uniforms or other designation of identity (e.g. identification badge, hat, and/or coat with Contractor’s logo and/or name); and

(2) vehicles visibly display Contractor’s logo and name.

2.12 Schedule

(a) Contractor shall provide Day Private Security Providers to perform the Services during the following days and times, including Holidays:

(1) approximately between April 1 and September 30 of each year of the Contract, Friday through Tuesday of the following week between the hours of 11:00 AM and 7:30 PM;

(2) approximately between October 1 and March 31 of each year of the Contract, Monday, Tuesday, and Friday of each week between the hours of 3:00 PM and 7:30 PM, Saturday and Sunday between the hours of 11:00 AM and 7:30 PM.

(b) Contractor shall provide Night Private Security Providers to perform the Services during the following days and times, including Holidays:

(1) between 7:00 PM and 7:00 AM the following day, each day (365 days a year).

(c) District shall have the right to change the schedule as needed due to changing conditions or as District may otherwise determine in its sole discretion. In the event District changes the schedule, Contractor will have a reasonable period of time to accommodate the change.

(d) In the event any Private Security Provider is unable to meet the schedule (e.g. due to illness, family emergency, etc.), Contractor shall notify the District Representative as early as Contractor is aware and, in all events, Contractor shall make reasonable attempts to provide a suitable replacement and notify the District Representative no less than 24-hours prior to the scheduled start time of the Private Security Provider.

2.13 Changes

District reserves the right to increase or decrease the quantity of Services required by the

Contract from time to time (e.g. add Locations, decrease assigned park entrance gate closures, etc.). In the event District increases the Services, Contractor shall be entitled to additional compensation and a reasonable period of time to implement the changes. In the event District decreases the Services, District shall be entitled to a reduction in fees payable under the

Contract, and Contractor shall be entitled to a reasonable period of time to implement the changes.

2.14 Highest Standards

Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the applicable Goods, Services, and/or personal services District is procuring under this RFP.

Article 3

INSTRUCTIONS TO PROPOSERS

3.1 Submission of Proposals

Proposals must be received by the Contract Administrator (as specified on the cover page), or designee, no later than Closing at the address specified on the cover page. Late, faxed, or electronically transmitted Proposals will not be accepted.

3.2 Withdrawal of Proposals

If a Proposer desires to withdraw a sealed Proposal, it must do so prior to Closing by submission of a written request, signed by an authorized representative of Proposer, on Proposer’s letterhead, to the Contract Administrator.

3.3 Opening of Proposals

Proposals must be opened in such a way as to avoid disclosure of the contents until after District issues a notice of intent to award an agreement or cancels the RFP. Disclosure of Proposals and

Proposal information is otherwise governed by ORS 279B.060(6).

3.4 Confidential Information

Any Proposal submitted may be subject to public information requests as permitted by Oregon

Public Records Law. District will attempt to maintain the confidentiality of materials marked

“Confidential” to the extent required under Oregon Public Records Law. If it is necessary to submit trade secrets and/or other confidential information in order to comply with the terms and conditions of this RFP, each Proposer must label any information that it desires to protect from disclosure to third parties as a trade secret under ORS 192.345(2) and/or confidential under ORS 192.355(4) with the following: "This material constitutes a trade secret under ORS

192.345(2) [and/or confidential information under ORS 192.355(4)] and is not to be disclosed except as required by law." Each page containing the trade secret and/or other confidential information must be so marked. District will take reasonable measures to hold in confidence all such labeled information, but in no event will District be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records

Law or otherwise, and will also be immune from liability for disclosure or release of information as provided under ORS 646.473(3). In submitting a Proposal, each Proposer agrees that District may (1) reveal any trade secret and/or other confidential materials contained in the submittal to

District staff and to any District consultant, and (2) store the Proposal on District’s intranet or internal network for purposes related to its review. By responding to this RFP, each Proposer agrees to defend, indemnify, and hold harmless District and each District officer, employee, representative, and agent from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire Proposal as a trade secret may be disqualified.

3.5 Availability of Documents

This RFP, including all Addenda, attachments, and notifications, are published on OregonBuys at oregonbuys.gov. District will not directly send notice of Addenda or other notifications.

Prospective Proposers are encouraged to frequently visit OregonBuys until Closing. Prospective

Proposers may otherwise obtain hardcopies from the Contract Administrator at the address specified on the cover page.

3.6 Reservation of District Rights

District reserves all rights regarding this RFP, including, without limitation, the right to:

(1) waive any minor informality or non-conformance with the provisions or procedures of this RFP, and seek clarification of any Proposal, if required;

(2) negotiate a contract based on the Scope of Work described in this RFP and to negotiate separately in any manner necessary to serve District’s best interest;

(3) reject any or all Proposals received, or cancel this RFP, without liability upon District’s finding that it is in its best interest to do so;

(4) amend or delay this RFP without liability upon District’s finding that it is in its best interest to do so;

(5) reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

(6) amend or extend any contracts that result from this RFP in accordance with OAR 137- 047-0800; and

(7) engage other contractors to perform the same or similar services.

3.7 Addenda

The requirements of this RFP may only be changed by District’s issuance of written Addenda.

Proposals will be considered non-responsive if the Proposal does not reflect all Addenda.

3.8 Sample Contract

(a) The awarded Proposer will receive a Personal Services Agreement (a sample is attached, see section 1.7). The terms, conditions, requirements, and understandings of the sample contract are in addition to those set forth in this RFP.

(b) Proposers are advised to thoroughly review and familiarize themselves with the sample contract. The awarded Proposer is expected to promptly sign and return the final Contract.

3.9 Request for Clarification / Questions

Questions and/or requests for clarifications may be submitted to the Contract Administrator prior to the Protest Deadline (as defined in section 1.2).

https://oregonbuys.gov/

3.10 Protests

(a) Affected Proposers may submit, and District will resolve, protests of exclusion from the Competitive Range (Phase 2, as defined in section 5.5) in accordance with OAR 137-047-0720.

(b) Prospective Proposers may submit, and District will resolve, protests of the Solicitation Documents in accordance with OAR 137-047-0730 which must be received by District prior to the Protest Deadline.

(c) Proposers may submit, and District will resolve, protests of Award of a Contract, or the intent to Award a Contract, in accordance with OAR 137-047-0740.

Article 4

PROPOSAL REQUIREMENTS

4.1 Proposal Content

In addition to the other requirements of this RFP, each Proposal must meet the following requirements. A Proposal Submission Checklist is attached for Proposer’s convenience (see section 1.7).

(1) Proposer Information and Certification: Proposer must submit one complete Proposer Information and Certification (a copy is attached, see section 1.7) signed by an authorized representative of Proposer.

(2) Insurance Coverage: Proposer must indicate on the Proposer Information and Certification, whether Proposer currently has, or will be able to obtain, insurance coverage(s) meeting or exceeding the requirements of the sample contract.

(3) References: Proposer must provide at least three references. References from projects of similar type and scope are preferred.

(4) Evaluation Criteria: Proposals should focus on addressing the Evaluation Criteria (as defined in section 5.1 below).

(5) Video Recording Policies: Proposer must provide copies of its policies and procedures governing its use of cameras in its performance of the Services, including, without limitation, Body-Worn Cameras, and patrol vehicle-mounted cameras.

(6) Video Storage, Access, and Use Policies: Proposer shall provide copies of its policies and procedures governing storage, access, and use of video recordings that would be produced in its performance of the Services, including, without limitation, duration of time video recordings are stored in a readily accessible state and location.

(7) Citation Policies, Processes, and Forms: Proposer shall provide copies of its policies and procedures governing, and describe its processes for, issuance of citations, collection of fees, and example forms.

(8) Incident Reports: Proposer shall provide examples of its incident reports.

4.2 Proposal Format

(a) Proposers are encouraged to exercise brevity in compiling their Proposal. Elaborate art work, cover pages, head shots, expensive paper or binders, brochures, or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired.

(b) Written Proposals cannot exceed a total of 50 8.5 x 11-inch single-sided pages with a minimum text size of 11-point font; District-provided forms and attachments are not included in the maximum page count.

(c) Electronic Proposal Submission:

(1) District’s preferred Proposal submission format is in PDF on a single USB flash drive.

(2) Proposals submitted in PDF should be consolidated into as few separate files as possible.

(3) Notwithstanding District’s preference that Proposals be submitted in electronic format, in accordance with section 3.1, Proposals are required to be physically delivered to the Contract Administrator.

(d) Hardcopy Proposal Submission:

(1) Hardcopy (paper) Proposals will be accepted.

(2) District prefers use of submittal materials that contain post-consumer recycled content and are readily recyclable, where applicable.

Article 5

EVALUATION AND AWARD

5.1 Evaluation Criteria

District’s Evaluation Committee (as defined in section 5.3) will use the following “Evaluation

Criteria” to evaluate all Proposals in two phases (as defined in section 5.5):

(a) Key Staff (Phase 1):

(1) Proposals shall identify key staff that would be assigned to perform the Services, and describe key staff’s specific roles, qualifications, and experience. Key staff experience of similar type and scope as that described in this RFP are preferred.

(2) Key staff shall include details required by section 5.1(a)(1) for each Private Security Provider proposed to perform the Services and:

(A) all relevant training, certifications, and licenses held by Private Security Provider;

(B) other unique attributes of Private Security Provider (e.g. bilingual, etc.).

(b) Approach and Process (Phase 1): Proposals shall:

(1) describe Proposer’s philosophy, approach, and process for balancing provision of a positive presence in public spaces with enforcement and prevention of crime;

(2) describe how Proposer will meet the technical requirements of the Scope of Work, and what distinguishes Proposer and its approach;

(3) describe Proposer’s incident report writing/tracking software, capabilities and features, and ease of District’s access to information.

(c) Experience (Phase 1): Proposals shall describe Proposer’s experience with:

(1) providing the Services described in this RFP; experience with government agencies, or organizations or contracts of similar nature to the Services shall be preferred;

(2) local law enforcement agencies, most notably, Bend Police Department and Deschutes County Sheriff’s Office.

(d) Capacity and Capability (Phase 1): District will evaluate Proposer’s capacity and capability to perform the Services.

(e) Policies and Procedures (Phase 1): District will evaluate the clarity, quality of governance, applicability, and congruency with the nature of the Services of Proposer’s policies, procedures, and guidelines for production of video recordings, video recording storage, access, and use, and citations.

(f) Price Proposal (Phase 1): Proposals shall include itemized pricing detailing all applicable prices, costs, and fees charged to perform the Services on the provided Price Proposal form (see section 1.7).

(g) Presentations, Demonstrations, and Interviews (Phase 2): In accordance with section 5.5(d) the Contract Administrator will notify those Proposers selected for evaluation Phase 2 of the evaluation criteria for Events (as defined in section 5.5(d)), if held.

5.2 Evaluation Scoring

The Evaluation Committee will use the Evaluation Criteria to assign points according to the following weighting (“Evaluation Scoring”):

EVALUATION CRITERIA MAXIMUM POINT VALUE

Key Staff 30

Approach and Process 25

Experience 10

Capacity and Capability 5

Policies and Procedures 5

Price Proposal 25

Subtotal (Phase 1) 100

Presentations, Demonstrations, and Interviews (if held) 25

Subtotal (Phase 2) 25

Total 125

5.3 Evaluation Committee

District will form an “Evaluation Committee” of not less than three members, consisting of

District staff, land owner representatives, government partners, or community partners, who will evaluate each Proposal.

5.4 Disqualification

Any attempt by a Proposer to improperly influence an Evaluation Committee member will result in Proposal rejection.

5.5 Evaluation Process

District’s evaluation will take part in two phases. “Phase 1” will consist of evaluation of each proposal received in accordance with section 5.5(a) (Minimum Requirements), section 5.5(b)

(Technical Proposal), and section 5.5(c) (Price Proposal). “Phase 2”, if held, will consist of presentations, demonstrations, and interviews of each selected Proposer in accordance with section 5.5(d) (Presentations, Demonstrations, and Interviews).

(a) Minimum Requirements (Phase 1). The Evaluation Committee will evaluate each Proposal received prior to Closing on a pass/fail basis to determine if it meets the minimum requirements of this RFP. Any Proposal found to fail any minimum requirement of this RFP will be deemed non-responsive and may be returned to the Proposer upon request.

(1) Additionally, District may further investigate the qualifications of a Proposer, including but not limited to: (1) successful performance of similar services, (2) compliance with specifications and contractual obligations, (3) its completion or delivery of services on schedule, and (4) its lawful payment of suppliers, subcontractors, and employees.

(b) Technical Proposal (Phase 1). The Evaluation Committee will evaluate and assign scores to each Proposal that has met the minimum requirements of this RFP (in accordance with section 5.5(a)) based upon the quantity and quality of the information contained within the Proposal utilizing the Evaluation Criteria and Evaluation Scoring.

(1) Points assigned by each Evaluation Committee member will be added together and divided by the quantity of Evaluation Committee members to compute an average score for each Evaluation Criteria.

(c) Price Proposal (Phase 1). Price Proposals from all responsive Proposals will be ranked by applying proposed prices against two mock monthly service scenarios. The lowest overall Price Proposal will receive the full points available. All other Price Proposals will be weighed against the lowest overall Price Proposal.

(d) Presentations, Demonstrations, and Interviews (Phase 2). The Evaluation Committee may conduct and score presentations, demonstrations, or interviews (collectively, “Events”) at its discretion. If Events are held, the Contract Administrator will notify those Proposers selected for evaluation Phase 2 of the time and date, process, and the evaluation criteria for Events.

(1) The Evaluation Committee will assign points to the Events in accordance with section

5.2. Points assigned to Events by each Evaluation Committee member will be added together and divided by the quantity of Evaluation Committee members to compute an average score.

(2) District may add, remove, or otherwise change the Evaluation Committee members prior to any Events.

(3) District is not responsible for any Proposer costs incurred by participation in Events.

5.6 Clarification

(a) If any portion of a Proposal is unclear, the Evaluation Committee may request additional information from the Proposer. Proposers cannot submit any new information or documentation in response to a clarification request. Proposal clarifications cannot be used to rehabilitate a non-responsive Proposal.

(b) Proposers must provide responses to Evaluation Committee clarification requests within 24-hours (Monday – Friday, excluding federal holidays). Failure to provide clarification may result in lower scores.

5.7 References

District reserves the right to: (1) request references in addition to those provided by Proposer,

(2) investigate any references whether or not furnished by the Proposer, and (3) investigate the past performance of any Proposer.

5.8 Proposal Rankings

(a) The Evaluation Committee will add together the points awarded each Proposal during Phase 1 to determine which Proposers are selected to participate in Phase 2, if held.

(b) After Phase 2, if held, the Evaluation Committee will add together the points awarded each Proposal during Phases 1 and 2 to determine a total score and ranking of Proposers.

5.9 Award Notification and Process

(a) Once the Evaluation Committee agrees that the highest scoring Proposer meets the needs and interests of District, District will issue a written notice of its intent to award a contract.

(b) District intends to negotiate a specific scope of work, the Contractor’s performance obligations and schedule, the payment terms, and any other conditions or provisions District believes are in its best interest with the highest scoring Proposer prior to execution of the Contract.

(c) District may, either orally or in writing, formally terminate negotiations with the highest scoring Proposer if the parties are unable to reach an agreement within a reasonable amount of time.

District may thereafter negotiate with the second highest ranked Proposer, and so on, until negotiations result in an agreement, or District cancels the RFP.

– END OF REQUEST FOR PROPOSALS –

ATTACHMENT A

PROPOSAL SUBMISSION CHECKLIST

PROPOSAL SUBMISSION CHECKLIST

Template 01.18.2023

All attachments and Proposal content requirements specified in the RFP must be included in

Proposals. This checklist is provided for the Proposer’s convenience in assembling a Proposal and is not required to be returned. District does not guarantee that all requirements of the RFP are represented below, it is Proposer’s sole responsibility to ensure its Proposal contains all elements required by the

RFP, and applicable law and administrative rule.

The following Proposal content and attachments are required to be returned with the Proposal:

☐ Detailed Proposal Content as specified in section 4.1.

☐ References as specified in section 4.1(3).

☐ Technical Proposal, including:

☐ Key Staff as detailed in section 5.1(a);

☐ Approach and Process as detailed in section 5.1(b);

☐ Experience as detailed in section 5.1(c);

☐ Capacity and Capability as detailed in section 5.1(d); and

☐ Policies and Procedures as detailed in section 5.1(e).

☐ Attachment B – Proposer Information and Certification

☐ Attachment C – Price Proposal.

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for

Proposers convenience and is not required.

Attachment E – Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated into the Contract.

Attachment D – Nightly Patrol Duties

Attachment F – Sample Contract

– END OF ATTACHMENT A –

ATTACHMENT B

PROPOSER INFORMATION AND CERTIFICATION

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Proposer (check one) is ☐ / is not ☐ a resident of the State of Oregon (“resident” as defined in ORS

279A.120(1)). If not, indicate state of residency: .

Proposer shall state its current number of employees: .

Proposer shall state its current number of patrol vehicles: .

Proposer shall provide the web address (URL) for the Oregon Department of Public Safety Standards and

Training’s webpage where a copy of its Private Security Entity license may be accessed.

URL:

Name and title of primary individual authorized to represent Proposer in any negotiations and sign any agreement(s) that may result from the RFP:

NAME: TITLE:

Proposer currently has, or prior to executing any contract(s) if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements of the attached sample contract, (check one) yes ☐ / no ☐.

Affirmative Action Program. District is an equal employment opportunity employer and values diversity in its work force. District requires its contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity.

Proposer shall answer the following questions (check yes or no):

yes ☐ / no ☐ Does your firm have more than 50 employees?

yes ☐ / no ☐ Does your firm have a formal equal employment opportunity program?

1. Proposer, by signature of its authorized representative below, hereby certifies:

a. that Proposer has read, understands, and agrees to comply with the terms and conditions of the

RFP and the sample contract, subject to any negotiations entered into between District and

Proposer in accordance with the RFP, if awarded;

b. that Proposer has complied, or will comply, with all requirements of local, state, and federal laws, and no legal requirements have been or will be violated in responding to the RFP or executing any contract(s) that result;

c. that Proposer has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract;

d. under penalty of perjury, that Proposer is, to the best of Proposer’s knowledge, not in violation of any tax laws described in ORS 305.380;

e. that no conflict of interest (“conflict of interest” defined as: no officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of District or its affiliates), exists which precludes an impartial Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify District;

f. the price(s) and/or amount(s) of this Proposal shall be arrived at independently and without consultation, communication, or agreement with any other contractor, Proposer, or potential

Proposer, and neither the exact nor approximate price(s) and/or amount(s) of this Proposal will be publicly disclosed before contract award(s) or cancellation of the RFP;

g. no attempt has been made or will be made to induce any firm or person to refrain from

Proposing on the RFP or to submit any noncompetitive Proposal or other complementary

Proposal;

h. that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive

Proposal; and

i. that if awarded a contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award.

2. Proposer acknowledges receipt of all Addenda issued under the RFP, if any.

3. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of the RFP.

4. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its Proposal, Price Proposal, if requested, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

5. The signatory of this Proposer Information and Certification is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this Proposal document, the RFP, and all Addenda issued, if any, and to execute this Proposal document on behalf of Proposer.

By signature below, the undersigned authorized representative hereby certifies on behalf of Proposer that all contents of this Proposer Information and Certification and the submitted Proposal are truthful, complete, and accurate. Failure to provide information required by the RFP may ultimately result in rejection of the Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

– END OF ATTACHMENT B –

ATTACHMENT C

PRICE PROPOSAL

PRICE PROPOSAL

FIRM/COMPANY NAME:

Private Security Provider regular rate (per provider per hour): $

Private Security Provider Holiday rate (per provider per hour): $

Night Duties (per Location per day):

*Park Entrance Gate Lock/Unlock, Exterior Doors, Restrooms, Parking Lots, etc. (RFP section 2.8(1) – (3)): $

*Exterior Doors, Restrooms, Parking Lots, etc. (RFP section 2.8(2) – (3)): $

*Note: Park Entrance Gate Lock/Unlock Locations are specified in Attachment D, Column A, Exterior

Doors, Restrooms, etc. Locations are specified in Attachment D, Column B.

Dispatch and After-Hours Call-Routing Services (per month) (RFP section 2.5(3)): $

– END OF ATTACHMENT C –

ATTACHMENT D

NIGHTLY PATROL DUTIES

NIGHTLY PATROL DUTIES

Column A Column B

Assigned Locations

Park Entrance Gate Lock/Unlock (RFP section 2.8(1) – (3))

Exterior Doors, Restrooms, Parking Lots (RFP section 2.8(2) – (3))

Alpenglow Park, 61049 Southeast 15th St Blakley Park, 1155 Brookswood Blvd

Big Sky Park, 21690 Neff Rd Discovery Park, 1315 NW Discovery Park Dr

Hollinshead Park, 1235 Northeast Jones Rd Drake Park, 777 NW Riverside Blvd

Pacific Park, 200 NW Pacific Park Ln Farewell Bend Park, 1000 SW Reed Market Rd

Park & Float, 1001 SW Bradbury Wy Juniper Park, 800 NE 6th St

Pine Nursery Park, 3750 NE Purcell Blvd Larkspur Park, 1600 SE Reed Market Rd

Riverbend Park, 799 SW Columbia St and “Dog Park Parking Lot”, 769 SW Columbia St

McKay Park, 166 SW Shevlin Hixon Dr

Riley Ranch Nature Reserve*, 19975 Glen Vista Rd Miller’s Landing Park, 55 NW Riverside Blvd

Sawyer Park*, 62999 O. B. Riley Rd Park Services Center, 1675 SW Simpson Ave

Shevlin Park*, 18920 Northwest Shevlin Park Rd Pine Nursery Park, 3750 NE Purcell Blvd

Pioneer Park, 1525 NW Wall St

Ponderosa Park, 225 SE 15th St

Rock Ridge Park, 20885 Egypt Dr

Skyline Sports Complex, 19617 Mountaineer Wy

The Pavilion, 1001 SW Bradbury W

Note: All assigned Locations specified above are closed between 10:00 PM and 5:00 AM the following day, except where indicated.

* Location is closed between sunset and sunrise.

– END OF ATTACHMENT D –

ATTACHMENT E

PROPOSAL LABEL

PROPOSAL LABEL

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JUSTIN SWEET

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSAL MUST BE RECEIVED NO LATER THAN:

MARCH 30, 2023, 2:00 PM

FOR:

PROPOSER NAME:

Proposer may optionally use the above label to identify its Proposal.

– END OF ATTACHMENT E –