RFP2025-008_School_Crossing_Guards.pdf

* REQUEST FOR PROPOSAL *

I. The CITY OF KISSIMMEE is seeking SEALED PROPOSALS on the following:

Request for Proposal Number RFP2025-008 School Crossing Guards

II. All proposals must be submitted in a SEALED envelope and plainly marked with the proposal number on the exterior of the proposal envelope, one (1) original, one (1) copy and (1) electronic copy on CD.

III. To be considered proposals MUST be delivered OR mailed to:

City of Kissimmee Finance Department 4th Floor Attn: Purchasing Division 101 Church Street Kissimmee, FL 34741

And time stamped on or before 2:00PM April 21, 2025.

IV. All proposals shall be opened and read publicly in the City of Kissimmee Finance

Department 4th Floor, Allendale Conference Room, 101 Church Street, Kissimmee, Florida at 2:30PM April 21, 2025.

V. All proposals must be according to specifications and conditions, and on the forms provided herein.

VI. The Proposal's name and address shall be clearly shown on the exterior of the Sealed

Envelope.

VII. The City of Kissimmee reserves the right to accept and/or reject any or all proposals, with or without cause, to waive technicalities or to accept the proposal which, in its judgment, best serves the interest of the City of Kissimmee. Persons are advised that, if they decide to appeal any decision made concerning the award of this proposal, they will need a record of the proceedings, and for such purpose, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be made. Proposal results other than the apparent low offer will not be provided in response to telephone inquiries. Proposals desiring a copy of the Abstract of Offers should include such request with a self addressed stamped envelope in their proposal.

Brandon Durango Procurement Manager

General Requirements:

1.1 PROPOSAL PREPARATION

Submission of a proposal in response to this solicitation shall evidence the proposer’s acknowledgement that he is cognizant of all the conditions and specifications contained herein and that any offer made is in accordance with the contained specifications and conditions unless, specifically identified and explained as exceptions on the proposer’s schedule. Each proposer is responsible for the completeness and accuracy of their proposal. Proposals must show manual signatures by an individual authorized to offer such obligations, and shall contain evidence of that person’s authority to make such offers. Unsigned proposals will be rejected. Stamped or otherwise reproduced signatures are not acceptable. Erasures or other changes must be initialed by the person signing the proposal. Proposers should include all descriptive literature specifications, or catalogs or cuts necessary to specifically identify and describe the item(s) being offered. Failure to do so may result in the proposal being declared non-responsive.

1.2 SUBMISSION OF PROPOSALS

All bids shall be submitted in a sealed envelope on the forms included with this solicitation with the bidder’s name and address and bid number plainly marked on the exterior of the envelope. Timely submission of a bid is important. Official receipt is acknowledged using an atomic date/time stamp interfaced with the U.S. Government’s National Institute of Standards and Technology (NIST) which is the official time keeper for the U.S. Facsimile or telegraphed bids will not be accepted.

1.3 PRICING

The unit price for each item being proposed will be shown on the Proposal Schedule and will include all costs for or associated with the item. A total for each line item will be entered on the Proposal Schedule. In case of a discrepancy between unit price and extended price, the unit price shown shall prevail.

1.4 DELIVERY

Exact delivery times frames or dates must be shown on the proposal, such as, “(x) days after receipt of order”. Number of days for delivery shall be presumed to include all weekends or holidays in the period. All offers shall be FOB Destination and shall include inside delivery to the delivery point specified.

1.5 DEFAULT

Should the successful proposer for any award made as a result of this solicitation fail to deliver a product in accordance with the specifications contained herein and within the time frame promised, the City of Kissimmee reserves the right to cancel the contract for default and to award this contract to the next most qualified offer. The proposer in default may be held liable for any added cost to the City of Kissimmee incurred as a result of such action.

1.6 LATE PROPOSALS AND WITHDRAWL OF OFFERS

No proposal will be accepted after the published deadline for accepting proposals in response to this solicitation. Proposals may be withdrawn at any time prior to the official time set for the proposal opening. No modification or withdrawal of any offer received will be allowed after the time and date set for the official proposal opening.

1.7 DISCOUNTS

Proposers may offer cash discounts for prompt payment, however, any such discount offered will not be considered as a factor in determining the lowest proposals offered. Any other discounts should be reflected in the unit price proposal.

1.8 PROPOSAL EVALUATION AND AWARD

All proposals received will be evaluated based on one or more of the following factors: price;

quality of product offered; compliance with specifications; delivery; reputation of the proposal;

previous contract proximity of parts and service; compatibility with similar, existing products; and any other factors detailed in the specifications. Award will be made to the lowest responsive and responsible proposer complying with the provisions of the invitation to Proposal, provided that such award is in the best interests of the City of Kissimmee.

The City of Kissimmee reserves the right to accept and /or reject any or all proposals in whole or in part with or without cause; to waive technicalities; to make multiple awards on a line item basis;

and accept the proposal which in its judgment, best services the interest of the City of Kissimmee.

Proposers are cautioned that no communication with any City of Kissimmee employee involved in the evaluation process is authorized during the proposal evaluation process unless such communication is originated by the City of Kissimmee for the purpose of clarifying the proposal.

Questions regarding the status of any proposal should be directed to the Purchasing Agent.

Proposal awards will be posted in the Purchasing Office after Commission Approval. Vendors are responsible for following up on the status of any proposal. The City of Kissimmee will only notify successful vendor(s).

1.9 BILLING AND PAYMENT

The City of Kissimmee will pay all proper invoices submitted for supplies and/or services within 30 calendar days. To be considered a proper invoice it must be submitted in 2 copies to the City of Kissimmee Accounting Department, 101 Church Street Kissimmee, FL 34741, show the Vendor FEID Number, the purchase order number and be based on proper delivery installation or provision of goods or services to and accepted by The City of Kissimmee. The payment cycle will not start until all the above requirements are met.

1.10 SAMPLES

The City of Kissimmee may, at its discretion, require submission of samples for inspection and testing. When specifications require such submissions, all costs for such samples, including postage, will be the responsibility of the proposer. Samples that are not consumed in the evaluation process or determined necessary for comparison with future deliveries may be returned at the proposers request and at the proposers’ expense. The City of Kissimmee will not be held liable for any sample provided.

1.11 SILENCE OF SPECIFICATIONS

The silence of these specifications regarding exact details of any product or service required shall be regarded as meaning that only the best commercial practices will prevail and that only materials of first quality and correct type, size, or design are to be used. All workmanship will be first quality.

Unless otherwise specified all products provided as a result of this solicitation will be new, unused, the latest model in production, and in compliance with the enclosed specifications.

1.12 USE OF BRAND NAMES

Unless otherwise stated, the use of brand names in specifications is not intended to restrict any offer. Brand names are only used to illustrate the type and quality of product acceptable for this solicitation and to provide a simplified specification. Vendors should feel free to propose any equal item provided that all exceptions to these specifications are clearly identified and explained and definitive specifications for the item being proposed including product literature, cuts or samples are included with the proposal. The City of Kissimmee reserves the sole right of final determination of product equivalency.

1.13 WARRANTY

All warranties for products or services provided under any contract resulting from this solicitation will meet or exceed that warranty offered the providers most favored customer and in no instance will be less than unlimited twelve-month non-prorated warranty. If individual specifications contained herein require a warranty in conflict with this provision, the warranty provisions of the individual specification shall prevail.

1.14 ADDENDUMS

In the event modifying addenda to the basic solicitation are issued the City of Kissimmee will attempt to provide such addenda to all vendors who have been furnished proposal packages.

However, it shall be the proposer’s responsibility to verify with the Purchasing Office before the proposal is submitted whether or not addenda have been issued and to obtain such addenda for submission with the proposal. Receipt of any addenda issued must be acknowledged on the proposal schedule.

1.15 PROPOSERS CERTIFICATION

By signature on this proposal, proposer certifies or in the case of a joint proposal each party certifies that:

A. He has not given, offered nor intends to give at any time economic opportunity, future employment, favor or gratuity in any kind to any employee of the City of Kissimmee in connection with this proposal.

B. That the proposer has not divulged or discussed his offer with other proposers.

C. Prices offered have been determined independently without collusion with other proposers for the purpose of restricting competition.

D. No attempt has been made to induce any potential proposer to submit or decline to submit an offer in response to this solicitation.

1.16 “NO PROPOSAL” RESPONSE

Vendors electing to not submit proposals in response to this solicitation should complete the attached “Notice to Proposers” form. Failure to return the form may result in your omission from future proposal lists.

1.17 COMPLIANCE WITH THE JESSICA LUNSFORD ACT

If applicable, compliance with the Jessica Lunsford Act will be required by Contractor.

1.18 PROTEST

Any protest must be made within three (3) days following posting of the proposal award. Protest procedures are available from the City of Kissimmee Finance Department 4th Floor Attn:

Purchasing Division, 101 Church Street, Kissimmee, FL 34741.

Notice of decision or intended decision concerning a bid solicitation or award may be given by posting the bid tabulation or recommended award at the location where the bids were opened or posted electronically on the City’s website www.kissimmee.gov. Failure to file a protest within the deadlines prescribed shall constitute a waiver of protest proceedings.

2.0 SPECIAL PROVISIONS:

2.1 PUBLIC ENTITY CRIMES: "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in

Section 287.0l7, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list".

2.2 CLARIFICATION OF REQUIREMENTS: Questions regarding clarification or interpretation of the technical specifications and/or non-technical nature regarding this solicitation must be addressed IN WRITING to Debbie Luke, Purchasing Coordinator at 101 Church Street, Kissimmee, Florida 34741 OR BY EMAIL to procurement@kissimmee.gov . Last day for questions: Thursday, April 3, 2025 by 5pm. Final addendum issued (if applicable): Thursday, April 10, 2025 by 5pm.

However, unless modified by a written addendum issued by the Purchasing Agent, the specifications and conditions contained herein stand as stated. Verbal communications are neither authoritative or binding. Any verbal interpretation in conflict with these specifications as written should immediately be directed in writing to the Purchasing Agent for the City of Kissimmee. Any interpretation provided to any vendor in response to inquiries regarding this solicitation which may affect the outcome of this proposal will be furnished in writing to all vendors who have received proposal packages.

2.3 No minor children are permitted to accompany proposers during pre-proposal conferences, proposal opening or site tour.

2.4 A link to this website is available through the City’s Web Page http://www.kissimmee.gov, under the Finance Department, Purchasing. Notice of Award, Proposals currently available, and Tabulation sheets are available Online. Proposers, who do not have Internet access, may request a copy of the tabulation by enclosing a stamped, self-addressed envelope with the Proposal response.

2.5 FEES AND LICENSURE COST: This bid requires the following fees/licensure: proof of a valid occupational license from the jurisdiction of the bidder's place of business.

2.6 The City of Kissimmee has a Local Vendor Preference Policy: When written bids, responses to request for proposals or quotations are received by the City as part of the competitive sealed bid process, and the lowest responsible price is offered by an individual or entity that is not an Osceola County person, firm and/or corporation and the next lowest responsible bidder is an Osceola County person, firm and/or corporation, the Osceola County individual or entity will be given an opportunity to match the lowest price offered.

If an offer is made to match the lowest price and the Osceola County individual or entity is otherwise fully qualified and meets all City requirements, the bid shall be awarded to the Osceola County individual or entity at the lowest price. In order to receive the local vendor preference provided herein, the Osceola County individual or entity that qualifies as the next lowest price bidder hereunder, must unconditionally agree in writing to match the lowest price bid and deliver to the City designated representative by 8:30 a.m. on the third regular business day after notification of opportunity to match bid. Eligibility form is Attachment A.

2.7 INSURANCE PROVISIONS: The Contractor shall, prior to commencing work, furnish evidence to the City of Kissimmee of required insurance policies naming City of Kissimmee as additional insured, underwritten by a firm rated A-X or better by A.M. Best and qualified to do business in the State of Florida. During the term of the Agreement and any renewals, Contractor at their sole cost and expenses shall maintain insurance coverage as follows:

a. Workers Compensation: Worker’s Compensation coverage for all employees at the site location. The limits will be statutory for Worker’s Compensation and $300,000.00 for Employers’ Liability.

b. Comprehensive General Liability (CGLI): CGLI coverage with limits of not less than $2,000,000.00 per occurrence, or CGLI coverage combined with Umbrella Insurance with limits of not less than $2,000,000.00 per occurrence, completed operations, product liability, combined single limit for Bodily Injury and Property Damage including coverage for premises/operations, contractual liability, personal injury, and broad form property damage.

This policy of insurance must be written in an “occurrence” based format.

c. Comprehensive Automobile Liability: Comprehensive Automobile Liability coverage for all owned and non-owed vehicles for limits of not less than $1,000,000.00 per occurrence.

d. Professional Liability Insurance: Professional Liability coverage with limits of not less than $1,000,000.00 per occurrence, single limit.

Contractor must provide confirmation of coverage renewal via an updated certificate of insurance should any policies expire prior to the expiration of this Agreement. Contractor shall provide thirty

(30) day prior written notification to the City in the event coverage is cancelled, modified, or non-renewed. If any required insurance coverage is cancelled, terminated or revoked, Contractor shall immediately suspend its operations until replacement insurance is obtained and verified.

ely suspend its operations until replacement insurance is obtained and verified.

2.8 This bid contains pages 1 - 33. Please contact the Purchasing Office at 407-518-2214 if you are missing any pages.

3.0 SCOPE OF SERVICES: Providing School Crossing Guard Services to the City of Kissimmee pursuant to the technical specifications below.

3.1 TECHNICAL SPECIFICATIONS:

a. SCHEDULING/STAFFING REQUIREMENTS:

a. Regular School Year. It is anticipated that (42) forty-two school crossing guards will be required for each school day during the regular school year. However, this is an estimate and the Police Department will keep the Contractor informed as to the exact number of school crossing guards that will be required at any one time. The Contractor shall obtain an academic calendar from each school year from the Osceola County School Board. At least 14 days prior to each start of each school year, the Parties shall confirm the school crossing locations, dates, and times that Contractor shall staff with crossing guards during each regular school year. However, the Contractor shall staff or remove staffing from as soon as possible school crossing locations at the direction of the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal. The Contractor shall be required to provide crossing guards at each of the school crossings for each school day during the regular school year. Such crossing guards shall maintain safe control of pedestrian traffic by utilizing their knowledge, skills, ability and training.

Such crossing guards shall be present at assigned areas at required times and shall not leave their assigned area unattended, unless relieved by a field supervisor, reserve, crossing guard, or employee of the Kissimmee Police Department, at any time during their shift time.

A maximum of three and a half (3.5) hours will be paid by the City for daily coverage at each crossing. If one crossing can be utilized for more than one school, or to the benefit of the City, then the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal times may extend or reduce this maximum timeframe for individual school crossing locations.

All crossing guards are required to be at their assigned post one half (1/2) hour prior to the start of school in the morning, and one half (1/2) hour prior to dismissal in the afternoon. However, should the required reporting times be changed by the Osceola County School Board, Contractor shall comply and notify the City of Kissimmee Police Department immediately of the revised hours, and additional hours worked, if any.

Summer School. It is anticipated that (20) twenty school crossing guards will be required for each school day during summer school. However, this is an estimate and the Police Department will keep the Contractor informed as to the exact number of school crossing guards that will be required at any one time. At least 14 days prior to each start of each summer school session, the Parties shall confirm the school crossing locations, dates, and times that Contractor shall staff with crossing guards during each summer school session. However, the Contractor shall staff or remove staffing from as soon as possible school crossing locations at the direction of the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal. The Contractor shall be required to provide crossing guards at each of the school crossings for each school day as identified by the City during the summer school session. Such crossing guards shall maintain safe control of pedestrian traffic by utilizing their knowledge, skills, ability and training. Such crossing guards shall be present at assigned areas at required times and shall not leave their assigned area unattended, unless relieved by a field supervisor, reserve, crossing guard, or employee of the Kissimmee Police Department, at any time during their shift time.

A maximum of two (2) hours will be paid by the City for daily coverage at each crossing.

If one crossing can be utilized for more than one school, or to the benefit of the City, then the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal times may extend or reduce this maximum timeframe for individual school crossing locations.

All crossing guards are required to be at their assigned post one half (1/2) hour prior to the start of school in the morning, and one half (1/2) hour prior to dismissal in the afternoon. However, should the required reporting times be changed by the Osceola County School Board, Contractor shall comply and notify the City of Kissimmee Police Department immediately of the revised hours, and additional hours worked, if any.

b. TRAINING: In accordance with Florida Statute 316.75, School Crossing Guard Act, the successful bidder shall ensure that all persons employed as crossing guards and/or field supervisors successfully complete training and pass the qualification requirements for their respective positions. Training shall be provided and qualification shall be determined by following the most recent version of the Florida School Crossing Guard Guidelines published by the State of Florida Department of Transportation. All training for each person acting as a crossing guard or field supervisor pursuant to this Agreement shall be conducted by the Contractor, or a certified sub-contractor. Any required additional training throughout the year will be the sole responsibility of the Contractor. Contractor shall provide at least one (1) training in July, prior to the commencement of the regular school year. All required training certificates will be provided to the City upon request prior to the commencement of the regular school year.

Proposers shall include in their RFP response which method shall be used, and if a sub-contractor shall be the source of training, such sub-contractor shall be identified, and all pertinent information and qualifications be included as a part of your RFP response.

c. EMPLOYEE QUALIFICATIONS:

Background Checks: The Contractor will conduct a criminal background check on all employees or contract personnel assigned to this Contract prior to the employee or contract personnel being assigned to this Contract and submit results to the City of Kissimmee Police Department. Personnel assigned to this Contract shall not have any felony convictions and must be able to truthfully complete the Florida Department of Children and Family Affidavit of Good Moral Character.

Contractor shall be responsible for securing additional background checks for newly hired employees or contract personnel and updating background checks for existing employees or personnel as may be required by the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal at any time during the Contract period.

Code of Conduct: All Contractor employees or contract personnel shall act in a courteous, respectable manner, conduct themselves in a manner that is befitting a public servant, and maintain a high level of professionalism at all times while on duty.

Dress Code/Identification: All Contractor employees or contract personnel shall present a professional appearance, neat, clean, well, groomed and properly uniformed.

Minimum Age: All Contractor employees or contract personnel shall be a minimum of twenty-one (21) years of age.

Uniforms and Equipment: Contractor shall provide all equipment necessary for crossing guards to perform their assigned duties, such equipment shall include:

ANSI-approved florescent safety vest with yellow reflective striping denoting “Crossing Guard” on back, Fluorescent gloves, Whistle and lanyard, and Handheld stop sign.

Contractor shall provide all crossing guards with a uniform approved by the City that includes:

Shirt, Pants or shorts, Fluorescent yellow winter coat, Hat, Fluorescent yellow raincoat, and An identification badge, prominently displayed by the crossing guard, that bears the Contractor’s name, employee’s name, and may include a photo.

Crossing guards shall possess such equipment and wear a City approved and weather appropriate uniform at all times while performing duties under this Agreement. Any required replacement of lost or damaged uniform/equipment shall be the responsibility of the Contractor.

This includes the replacement of items giving a worn-out appearance. The Contractor shall provide all other uniform/equipment that may be required.

d. PERSONNEL REMOVAL/REASSIGNMENT/SUBSTITUTION: The Special Operations Division

Captain, Lieutenant, Sergeant, or Corporal may require the Contractor to remove and replace any Contractor employee or contract personnel with a qualified substitute employee at any designated post. Such request, if made by the City of Kissimmee Police Department, shall be complied with immediately.

Proposer Special Note:

The Successful Bidder shall make best efforts to retain the current crossing guards at their respective school crossing locations.

3.2 DAILY FIELD SUPERVISION:

The Contractor shall provide, at no additional cost, a sufficient number of experienced field supervisor to oversee the operations at all times the guards are on duty. All supervisory personnel shall, at a minimum, be certified school crossing guards. Field supervisor(s) shall ensure that all crossing locations are properly staffed at all times according to the requirements of the City of Kissimmee Police Department. Field supervisor(s) shall be knowledgeable of the technical specifications of this Agreement and specific instructions at each crossing location to ensure strict compliance by the assigned crossing guard at the crossing location. Field supervisors shall ensure that the crossing location is staffed at all times pursuant to the schedule provided by the City including during breaks, absences or any other occurrences by the crossing guard assigned to a crossing location.

3.3 RESERVE PERSONNEL:

The Contractor shall ensure that adequate reserve personnel are available for the immediate replacement of any crossing guard in case of an absence, failure to report for work at the assigned time, or abandonment of the crossing location. The Contractor shall ensure that the back-up guard is fully trained and familiar with the specific crossing location. If the Contractor fails to supply an immediate replacement and the City is forced to provide a temporary replacement, even for a brief period of time, the Contractor shall reimburse the City at the detail officer rate, which is set forth in the City’s Collective Bargaining Agreement with Police Officers and is modified from time to time, for a minimum of two hours.

3.4 TWENTY-FOUR (24) HOUR ANSWERING SERVICE:

The Contractor shall provide for their employees a 24-hour answering service. The Contractor may set-up its own call-out procedure, and this information shall be included in the RFP response.

3.5 REPORTS AND MEETINGS:

Contractor shall provide the following reports to the City of Kissimmee Police Department in the frequencies specified:

1. Master Guard Personnel Listing:

This report shall be provided to the City of Kissimmee Police Department by the Contractor at the beginning of the school year and at the beginning of the summer session. The list shall identify each School, guard location, guard name and telephone (if available).

Contractor shall also provide the City of Kissimmee Police Department with a listing of all back-up guards. These listings must be kept current by the Contractor, and all changes provided to the City of Kissimmee Police Department on a timely basis, as guards are replaced, or moved.

2. Quarterly Reports/or "As Requested":

Contractor shall have an established procedure for handling, responding to, and documenting actions regarding all complaints received. A report of all complaints shall be provided to the City of Kissimmee Police Department Traffic Enforcement Supervisor, at minimum, on a Quarterly basis. The City of Kissimmee Police Department may request this report on an "as needed" basis, and the Contractor shall provide such report promptly.

This report shall include the following minimum information: Date, post location, guard identification, type of complaint, action taken, and total number of complaints for the reporting period.

Additional Reports: The City of Kissimmee Police Department may request additional reports from time to time for the purpose of Contractor performance evaluation.

Contractor agrees to provide these reports to the City of Kissimmee Police Department, as requested, and at no additional charge to the City of Kissimmee Police Department.

3. Contractor/City of Kissimmee Police Department Meetings:

The City of Kissimmee Police Department may request periodic meetings with the

Contractor to review performance, address specific issues, etc. Contractor agrees to attend these meetings, at no charge to the City of Kissimmee Police Department, as necessary during the Contract term. Contractor may also be requested to attend meetings with the School Board, School Principals, and similar entities. Contractor agrees to do so at no charge to the City of Kissimmee Police Department.

4.0 SCHOOL YEAR / SUMMER CAMPS:

SCHEDULE:

It is estimated that school crossing guard services will be required for a total of approximately 210 days/per year. The City of Kissimmee Police Department will inform the Contractor of the specific dates when they are made available from the School Board.

Approximate School Term scheduling begins in August and ends in May or June, with appropriate holidays and teacher work days that do not require coverage.

5.0 EVALUATION AND AWARD CONSIDERATIONS:

EVALUATION CRITERIA POINTS ASSIGNED:

The City of Kissimmee Police Department will evaluate all proposals received based on the RFP specifications. Proposals shall be evaluated to determine which Proposal best meets the needs of the City of Kissimmee Police Department based on the RFP evaluation criteria stated herein.

Award will be based on certain objective and subjective considerations, including but not necessarily limited to:

1. The ability and capacity of the proposer (including personnel, organization and financial stability) to provide all the services contained in the RFP. This criteria shall also include any company policy, program or incentives offered to employees to retain their services to insure low turn-over.

Points Available: 0 – 45 (up to total points assigned)

2. The experience and qualifications of the proposer and its employees providing these services to other governmental agencies (including the number of years providing these services, and a list of client references).

Points Available: 0 – 40 (up to total points assigned)

3. The total cost to the City (The lowest hourly rate to the City shall receive maximum cost points).

Points Available: 0 – 15 (up to total points assigned)

The City of Kissimmee Police Department reserves the right in its sole discretion to determine the responsiveness and responsibility of any Proposer to provide the services sought in this RFP.

Proposers must demonstrate that they have sufficient training and/or experience to fulfill the contract requirements of providing school crossing guard services in the City of Kissimmee, Florida, as specified herein.

Award will be based on a review of all the information you submit, plus a review of references.

The City of Kissimmee Police Department reserves the right to visit and inspect Proposer's facilities and locations where Proposer is currently providing school crossing guard services in determining its capacity to perform the services contained in the RFP.

5.1 TRIAL PERFORMANCE / EVALUATION PERIOD:

The City reserves the right to require a test period of thirty (30), sixty (60), or ninety (90) days prior to enacting an annual contract for these services, to determine if the Contractor can perform in accordance with the requirements of the RFP and to the City's satisfaction. The first ranked Proposer shall be given a trial performance term of up to ninety (90) days, at the City of Kissimmee Police Department’s option. During the course of any trial period, the Contractor shall perform and such trial shall be based on compliance with all specifications, terms and conditions as contained in the RFP.

The Contractor will be rated on the RFP specifications, including: quality of services performed, timeliness of service performed, and responsiveness to the City of Kissimmee Police Department's needs.

If a Performance Trial is enacted, and such trial is successful, the actual Contract date and commencement of contract term shall begin retroactive to the commencement date of the trial period.

Pricing proposed by the Contractor shall be firm not only for the trial period but also for the initial contract term.

If the Contractor's performance is determined to be dissatisfactory any time during the trial period, the City of Kissimmee Police Department reserves the right to terminate the Contract, after providing the Contractor written notification, and the City of Kissimmee Police Department shall issue an award to the next lowest responsible Proposer, in accordance with the RFP specifications, and so on until a successful Contract can be established.

RFP SUBMITTAL FORM

THE CONTRACTING OF CROSSING GUARD SERVICES

RFP# 2025-008

DUE DATE & TIME: Friday, April 21, 2025 not later than 2:00 p.m.

PROPOSER TO COMPLETE THE FOLLOWING:

To: The City of Kissimmee Attention: Purchasing Division 101 Church Street 4th Floor Kissimmee, Florida 34741

The below signed, hereby agrees to furnish the following services at the terms and conditions stated. Subject to all instructions, conditions, specifications addenda, legal advertisement, and conditions contained in this RFP. I have read all attachments including the specifications, and fully understand what is required. By submitting this signed proposal, I will accept a contract if approved by the City of Kissimmee and such acceptance covers all terms, conditions and specifications of this proposal.

Proposal submitted by:

Name (printed) ______________________________________ Title: ____________________________

Company: (Legal registered) ____________________________________________________________

Address: ____________________________________________________________________________

City: _____________________________________ State: ____________ Zip Code: ________________

Telephone No: ________________________________ FAX No: ________________________________

Signature: ___________________________________________________ Date: ___________________

1. Is any information requested or contained in the RFP documents not included in your proposal?

YES: ________ NO: ________

VARIANCES: State any variations to specifications, terms and conditions in the space provided below.

All variances contained on other pages of RFP, attachments or proposal pages must be referenced herein below. No variations or exceptions by the Proposer will be deemed to be part of the proposal submitted unless such variations or exceptions are listed and contained within the proposal documents and referenced in the space provided below. If no statement is contained in the space below, it is hereby implied that your proposal complies with the full scope of this RFP.

2. Provide a list of client references within the Central Florida Metropolitan Area for whom you have provided these same services. Include contact name, address and telephone number, and number of guards for each agency.

3. State the number of years your company has been providing these services:

_________ Years (A MINIMUM OF THREE YEARS IS PREFERRED).

4. Provide documentation to support your financial ability to perform the contract services. You may include an audited financial statement, bank references and other business references (A MINIMUM OF THREE IS REQUESTED - excluding the City of Kissimmee).

5. Do you have the required insurance coverages, as contained in the RFP?

If yes, please include copies of all Insurance Certificates for our review.

6. PRICING: Proposer please quote your firm’s fixed hourly rate/per guard, in accordance with the RFP:

Firm, fixed HOURLY RATE/PER GUARD (For the purpose of tabulation, the hourly rate will be used times the maximum payable hours/per day (3hrs) times the anticipated number of school days per year.)

Estimated # of Guards

Three (3) Hours Per Day

Firm/ Fixed Hourly Rate

Estimated # of Days Per Year

Estimated Totals

X Hours X $ X School Year $

X Hours X $ X Summer Camp (TBD) $

Estimated Total Annual Cost: $

7. Have you included all qualification and experience documentation, including client and financial references?

8. Have you included the required number of copies of your RFP response?

ONE (1) ORIGINAL, ONE (1) COPY AND ONE ELECTRONIC VERSION ON CD =TOTAL 3 SETS)

9. Provide a summary of any litigation filed against Proposer, principals, or individuals employed by the

Proposer in the past three (3) years which is related to the services the Proposer provides in the regular course of business. The summary shall state the nature of the litigation, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved.

Please provide this information as an attachment to your RFP response.

Included?

YES: ________NO:________

If NO, explain:

RFP # 2025-008

DUE DATE & TIME: Friday, April 21, 2025, no later than 2:00 p.m.

To: City of Kissimmee 101 Church Street Kissimmee, Florida 34741

(Contractor) agrees to provide crossing guard services as defined in this Request for Proposal document and in accordance with the requirements of the Specifications documents.

The undersigned Proposer/Contractor has carefully examined the crossing guard services Specification requirements, and is familiar with the nature and extent of the Work and any local conditions that may in any manner affect the Work to be done.

The undersigned agrees to provide the crossing guard services called for by the Specifications and Proposal Documents, in the manner prescribed therein and to the standards of quality and performance established by the City for the quality of service and hourly rates stated in the spaces herein provided.

The undersigned agrees the right of the City to hold the Request for Proposal submittals and guarantees the proposals for a period not to exceed one hundred and twenty (120) days after the date of opening stated in the Request for Proposal.

The undersigned accepts the invoicing and payment policies specified in the RFP.

Upon award of this RFP the City and Proposer/Contractor each binds himself, itself or herself, his partners, successors, assigns and legal representatives to the other party hereto in respect to all covenants, agreements and obligations contained in the RFP Documents.

The RFP Document constitutes the entire agreement between City and Bidder and may only be altered, amended or repealed by a Change Order or a written amendment.

The Proposer/Contractor, by signing these RFP Submittal pages, acknowledges and agrees to abide by all the terms, conditions and specifications contained in this RFP Document.

Proposer/Contractor shall guarantee crossing guard services within _______calendar days from receipt of Purchase Order or Notice to Proceed.

Dated this_____________ day of_______________________________, __________________ (Month) (Year)

INDIVIDUAL, FIRM, CORPORATION, LIMITED LIABILITY, PARTNERSHIP OR OTHER FORM OF ENTITY

By:___________________________________________/____________________________ (Signature) (Print name)

Address: ___________________________________________________________________________

Telephone: (_____) ____________________________Fax: (_____) ____________________________

Social Security Number (OR) Taxpayer Identification Number (TIN): __________________________

CORPORATION

By:___________________________________________/_____________________________________ (Signature) (Print name)

Address: ___________________________________________________________________________

Telephone: (_____) ____________________________Fax: (_____) ____________________________

Taxpayer Identification Number (TIN/EIN): ________________________________________________

State Under Which Corporation Was Chartered: ___________________________________________

Corporate President: _________________________________________________________________ (Print Name)

Corporate Secretary: _________________________________________________________________ (Print Name)

Corporate Treasurer: _________________________________________________________________ (Print Name)

CORPORATE SEAL

Attest By: _______________________________ Secretary

Signature: Date: __________________

This page intentionally left blank

*NOTICE*

RFP2025-008

If for some reason you are not participating in this solicitation, PLEASE complete the following and return to:

City of Kissimmee Finance Department 4th Floor Attn: Purchasing Division 101 Church Street Kissimmee, FL 34741

DO NOT return the solicitation package. Failure to respond may result in removal of your firm from our current vendor file.

Company Name: _________________________________ Address: _________________________________

Phone Number: ( )_______________________ Fax Number: ( )_______________________ Continue on Vendor List: Yes No Large Business Small Business Minority Owned

Reason for no response to the solicitation:

Cannot supply at this time Suitable, but engaged in other work Quantity too small Cannot meet required minimum Opening date does not allow sufficient time to complete Equivalent not presently available Other reasons or remarks: ______________________________________________

Signature

IDENTICAL TIE PROPOSALS

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals, which are equal with respect to price quality and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state for a violation occurring in the workplace no later than 5 days after such conviction.

5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Vendor's Signature

Attachment A Local Vendor Affidavit of Eligibility

This form is to be completed in its entirety by the vendor and submitted along with your bid or quote. Incomplete forms will be rejected for preference evaluation.

State of Florida County of Osceola

Before me on this _____day of ________________20___, personally appeared

(print name)___________________________ being an authorized representative of lawful age, who being by me first duly sworn, on his/her oath, deposes and says:

(print name of company) ____________________________ MEETS ALL CRITERIA AS

REQUIRED BY THE CITY OF KISSIMMEE TO QUALIFY FOR LOCAL VENDOR

PREFERENCE.

Qualification documentation attached.

Signature of Affiant

Typed/Printed Name of Affiant

Address of Affiant

State of Florida County of _____________

Sworn to (or affirmed) and subscribed before me this ____day of _________20__, by

(Signature of Notary Public-State of Florida)

(Print, Type, or Stamp commissioned name of notary public)___personally known or ____ produced identification. Type of identification produced___________________

CROSSING GUARD SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this ________ day of _______, 2025 by and between ___________, whose address is ______________, hereinafter referred to as “Contractor” and the City of Kissimmee, a Florida municipal corporation, whose address is 101 Church Street, Kissimmee, Florida 34741, hereinafter referred to as “City”, collectively hereinafter the “Parties”, and each represent as follows:

WITNESSETH:

WHEREAS, the City solicited proposals for professional crossing guard services as further described below (hereinafter “Services”) pursuant to City of Kissimmee Request for Proposal No.

_________, (hereinafter referred to as “RFP”); and

WHEREAS, Contractor submitted a proposal (hereinafter referred to as “Proposal”) representing that Contractor is able to satisfactorily complete the Services according to the terms and conditions of the RFP; and

WHEREAS, City has chosen Contractor as the Selected Bidder for RFP and desires to enter into this Agreement with Contractor; and

NOW THEREFORE, in consideration of the above recitals, mutual covenants, agreements, terms, and conditions contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree as follows:

1. RECITALS. The foregoing recitals are true and correct and incorporated herein.

2. THE CONTRACT DOCUMENTS. The contract documents consist of this Agreement, the RFP, which is attached hereto as Exhibit A, the Proposal, which is attached hereto as Exhibit B, and any subsequent duly executed amendments to any of the aforementioned documents. These contract documents form the Agreement, and all are incorporated herein as if set forth in full. In the event of a conflict between the aforementioned documents, any duly executed amendment to this Agreement will control, followed by this Agreement, Exhibit A, and Exhibit B, in that order.

3. TERM. The term of this Agreement shall be for an initial period of twelve (12) months, commencing on July 1, 2025 and continuing through June 30, 2026. The Parties may renew the Agreement for up to three (3) additional twelve (12) month periods by written agreement. The City Manager or the City Manger’s designee may approve such renewals on behalf of the City.

4. SERVICES. City hereby retains Contractor to provide crossing guard services pursuant to the technical specifications provided in the RFP, hereinafter “Services,” according to the following schedule:

a. Regular School Year. The Contractor shall obtain an academic calendar from each school year from the Osceola County School Board. At least 14 days prior to each start of each school year, the Parties shall confirm the school crossing locations, dates, and times that Contractor shall staff with crossing guards during each regular school year. However, the

SAMPLE

Contractor shall staff or remove staffing from as soon as possible school crossing locations at the direction of the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal. The Contractor shall be required to provide crossing guards at each of the school crossings for each school day during the regular school year. Such crossing guards shall maintain safe control of pedestrian traffic by utilizing their knowledge, skills, ability and training. Such crossing guards shall be present at assigned areas at required times and shall not leave their assigned area unattended, unless relieved by a field supervisor, reserve, crossing guard, or employee of the Kissimmee Police Department, at any time during their shift time.

A maximum of three and a half (3.5) hours will be paid by the City for daily coverage at each crossing. If one crossing can be utilized for more than one school, or to the benefit of the City, then the Special Operations Division Captain, Lieutenant, Sergeant, or Corporal times may extended or reduce this maximum timeframe for individual…