RFQ 2022-03 Unarmed Security Services.pdf

RFQ 2022-03 Unarmed Security Services Page 1

REQUEST FOR QUOTES (RFQ) #2022-03

Issue Date: March 22, 2022

Project Name: Unarmed Security Services

Quote Due Date/Time: April 14, 2022, 2:00 PM

Procurement Representative: Kim Randall Phone: 503-416-4760

Email: randallk@careoregon.org

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CAREOREGON.ORG

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“2022-03” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this

Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the CareOregon Travel Reimbursement Allowance in effect at the time the expense is incurred. The Policy may be found at https://www.careoregon.org/contact-us/vendor-resources.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be or emailed to Procurement@careoregon.org. The subject line of the email must identify the RFQ title. Quoters are encouraged to contact Procurement to confirm receipt of the

Quote.

All questions regarding this RFQ are to be directed to the Procurement Representative named above.

Quoters may not communicate with CareOregon employees or representatives about the RFQ during the procurement process until the Procurement Department has notified Quoters of the selected

Quoter. Communication in violation of this restriction may result in rejection of a Quoter.

2. BACKGROUND

CareOregon is a nonprofit that’s been involved in health plan services, reforms and innovations since

1994. We serve both Oregon Health Plan (Medicaid) and Medicare members. Our mission is building individual well-being and community health through shared learning and innovation. Our vision is healthy communities for all individuals, regardless of income or social circumstances.

CareOregon employees its own front desk security at its main headquarters building in downtown Portland. The headquarters building is an 11-story high-rise office building, owned and solely occupied by CareOregon. Regular front desk security hours are Monday-Friday 7am-7pm.

CareOregon also anticipates providing security for at least one new remote office location in the Portland-Metro area in 2022/2023.

CareOregon, Inc.

Procurement Department

315 SW 5th Ave.

Portland, OR 97204

(503) 416-4706 (Office) mailto:Procurement@careoregon.org https://www.careoregon.org/contact-us/vendor-resources https://www.careoregon.org/contact-us/vendor-resources https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

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The purpose of this RFQ is to seek a qualified service provider to have on retainer for on-call unarmed professional security services for CareOregon facilities in Portland, Oregon.

3. SCOPE OF WORK

The selected contractor will perform unarmed security responsibilities in and around CareOregon properties in the Portland-Metro area. This may occur during regular front desk business hours of

7am-7pm Monday-Friday or as an on-call service for afterhours events or emergencies. This service will be provided in conjunction with CareOregon Security staff as additional support at CareOregon locations.

Contractor security personnel will be in plain clothes business-casual attire and provide a variety of services, while implementing CareOregon security objectives according to policies and procedures.

However, the Contractor’s security staff shall carry with them at all times Contractor’s identification badge of the firm they are employed. Work may include, but is not limited to, the following general security tasks:

▪ Entry and egress access control

▪ Roving patrols of interior and exterior building areas (on foot)

▪ Visitor and employee ID verification process

▪ Incident and daily operating reports

▪ Monitoring and responding to building intrusion detection systems, alarms and fire detection equipment, and surveillance systems

▪ Responding as necessary to support other life safety duties as identified in post orders and standard operating procedures

▪ Contractor will be required to provide relief for planned and unplanned absences of

CareOregon’s security staff.

Currently, there are no plans for a security staff to travel between CareOregon locations within a shift, however, security staff may be assigned an alternative location besides the corporate office located on SW 5th and Oak in downtown Portland during a work shift.

Security Staff Skills and Qualifications:

Surveillance skills, dependability, emotional control, can deal with uncertainty, safety management, professionalism, and reporting skills. Security staff must have a minimum of a current DPSST Unarmed Security certification in good standing.

Contractor and Security Staff Requirements:

All of Contractor’s personnel that enter CareOregon properties shall comply with the CareOregon

COVID-19 Safety Requirements hereby incorporated by reference and can be found at:

https://careoregon.org/contact-us/vendor-resources

4. TERM OF CONTRACT

The term of the contract will be for 2-years, approximately May 2022 through May 2024.

5. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://careoregon.org/contact-us/vendor-resources, with the requirements indicated below. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized.

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The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than

$1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

6. QUOTE

Quotes should be short and concise with the following information:

A. Company history and organizational background that includes providing similar services to non-profit entities of similar size.

B. Experience of unarmed security personnel working on this project, including DPSST certifications for personal and management.

C. Onboarding and training information for your unarmed security personnel:

a. Highlight training for de-escalation and/or approach to Trauma-Informed Care.

D. Company values and moral fitness:

a. Describe how your organization supports diversity, equity, and inclusion.

b. Any issues or concerns in social media about your firm?

c. Is your firm currently or potentially engaged in litigation?

E. Direct labor hour fee schedule(s) that includes rates for any overtime or non-standard work hours.

F. Please provide three (3) references for firms that you provide security services.

G. Quote Certifications Form (next page).

H. Any additional information that CareOregon should take into consideration for the project or qualifications.

7. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, and references.

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QUOTE CERTIFICATION FORM

RFQ #2022-03

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete, and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of

CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the

CareOregon, its officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand, and agree to be bound by and comply with all requirements, instructions, specifications, terms, and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal.

Name:_________________________________________ Date:__________________________________________

Signature:______________________________________ Title:__________________________________________

Email:_________________________________________ Phone:_________________________________________

Oregon Business Registry Number:__________________ OR CCB # (if applicable):____________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB

RFQ 2022-03 Unarmed Security Services Page 5

CAREOREGON, INC.

INSTRUCTIONS TO QUOTERS

1. QUOTE FORMAT: Quotes must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused, and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by CareOregon serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE

RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/) TO

ENSURE THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS ARE NOT

REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER, QUOTERS ARE RESPONSIBLE

TO MAKE THEMSELVES AWARE OF, OBTAIN AND INCORPORATE ANY CHANGES MADE IN ANY

ADDENDA ISSUED INTO THEIR FINAL QUOTE. FAILURE TO DO SO MAY, IN EFFECT, MAKE THE

QUOTER'S QUOTE NON-RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by CareOregon in the specifications are for the purpose of describing and establishing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by CareOregon.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. CareOregon reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at CareOregon’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ

(including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION OR WITHDRAWL: Quotes, once submitted, may be modified in writing or withdrawn before the time and date set for quote closing. Quoters may not modify quotes after Quote Due Date/Time.

11. QUOTE SUBMISSION: Quotes may be submitted by returning to CareOregon by email at the email address provided in the introduction of the RFQ. The email subject line should contain the RFQ Number and RFQ Title.

12. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, CareOregon generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will CareOregon generally investigate the references or qualifications of those who submit such quotes. Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by CareOregon that an unsuccessful quote was complete, sufficient, or lawful in any respect.

13. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

14. CASH DISCOUNTS: Cash discounts will be considered if included in the Quote.

15. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

16. INVESTIGATION OF REFERENCES: CareOregon reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers.

CareOregon may postpone the award or execution of the contract after the announcement of the apparent successful

Quoter in order to complete its investigation. CareOregon reserves the right to reject any quote or to reject all quotes at any time prior to CareOregon's execution of a contract if it is determined to be in the best interest of CareOregon to do so.

17. METHOD OF AWARD: CareOregon reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of CareOregon.

18. QUOTE REJECTION: CareOregon reserves the right to reject any and all quotes.

19. QUOTE CONFIDENTIALITY AND RESULTS: Quoters who submit a quote will be notified of the RFQ results.

Quotes submitted will be considered confidential and will only be shared internally with applicable staff for this project.

https://oregonbuys.gov/bso/