REQUEST FOR PROPOSAL

2026-RFP-007

SECURITY AND PROTECTIVE SERVICES

Valley Sanitary District

45500 Van Buren Street

Indio, CA 92201

RELEASE DATE: October 29, 2026

DEADLINE FOR QUESTIONS: November 5, 2026

RESPONSE DEADLINE: November 20, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/valley-sanitary

Valley Sanitary District

REQUEST FOR PROPOSAL

Security and Protective Services

I. INTRODUCTION

II. INSTRUCTIONS TO PROPOSERS

III. Evaluation Phases IV. Scope of Work V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - VSD_Overnight_Unarmed_Security_RFP_SOW

B - Sample_VSD_Professional_Services_Agreement FY26

Request For Proposal #2026-RFP-007 Title: Security and Protective Services

1. INTRODUCTION

1.1. Summary

Valley Sanitary District has prepared this Request for Proposals (“RFP”) and is requesting proposals from qualified and interested firms (“Proposers”) for the provision of Security and Protection Services at VSD facilities. It is VSD’s intent to award one contract for Security and Protection Services at it's Treatment

Plant Facility in Indio, Riverside County. (the “Project”), RFP NO. 2026-RFP-007 Title: Security and

Protective Services.

The successful Proposer shall be required to provide the Security and Protection scope of services outlined for the above referenced properties. They shall be required to furnish equipment, vehicles, transportation, and other implements necessary to execute the contract. The Proposer shall supply a plan as to how the basic services will be executed. The plan shall include the number of personnel which will be used to execute the services 7 days a week ,12 hours per day. The Security and Protection service will start at 6:00 pm and end at 6:00 am. The successful Proposer shall maintain that all employees have been trained in appropriate security, protection, and safety measures to ensure Proposer’s employees are performing their work in a safe manner. The Proposer shall state their qualifications as a professional security and protection firm, which can include but not be limited to, previous security and protection services offered to businesses within Riverside County, current security and protection contracts being performed by Proposer, the length of time that the Proposer has been performing these types of services, and any special qualifications those employees might have.

1.2. Background

The Valley Sanitary District (“VSD”) is in the Coachella Valley about 20 miles southwest of the Palm

Springs airport. VSD is a wastewater district, founded in 1925, operating under the Sanitary District Act of 1923. VSD has over 28,000 service connections in a 19.5 square mile service area serving a population of about 89,000 in the communities of Indio, Coachella, La Quinta, and unincorporated Riverside County.

VSD is governed by a five-member Board of Directors and led by a senior management team comprised of a General Manager, District Engineer, Chief Operations Officer, and Chief Administrative Officer.

1.3. Contact Information

Project Contact:

Ian Wilson

Wastewater Operations Manager

45500 Van Buren St

Indio, CA 92201

Email: iwilson@valley-sanitary.org

Phone: (760) 238-5400 Ext: 154

Procurement Contact:

Juan Rodriguez

Operations Admin mailto:iwilson@valley-sanitary.org tel:(760)238-5400;ext=154

45500 Van Buren St

Indio, CA 92201

Email: jrodriguez@valley-sanitary.org

Phone: (760) 238-5400

Department:

Operations

1.4. Timeline

Release Project Date October 29, 2026

Question Submission Deadline November 5, 2026, 4:00pm

Question Response Deadline November 11, 2026, 4:00pm

Proposal Submission Deadline November 20, 2026, 4:00pm

VSD Board Consideration of Award December 8, 2026 mailto:jrodriguez@valley-sanitary.org tel:(760)238-5400

2. INSTRUCTIONS TO PROPOSERS

2.1. SCOPE OF SERVICES; PROFESSIONAL SERVICES AGREEMENT

The scope of services (“Services”) sought under this RFP are set forth in more detail in Exhibit “A”, attached hereto and incorporated herein by this reference.

Notwithstanding the inclusion of such Services in the RFP, the final scope of Services negotiated between VSD and the successful Proposer shall be set forth in the Professional Services Agreement

(“Agreement”) executed by and between VSD and the successful Proposer. A copy of the Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference.

2.2. VSD CONTACT

The principal contact for VSD will be Ian Wilson, Wastewater Operations Manager, (760) 238-5400 Ext:

154, iwilson@valley-sanitary.org or a designated representative, who will coordinate the assistance to be provided by VSD to the Proposer. No other members of VSD’s staff or VSD’s Board should be contacted about this procurement during the RFP process. Any and all inquiries and comments regarding this RFP must be communicated in writing, unless otherwise instructed by VSD. VSD may, in its sole discretion, disqualify any Proposer who engages in any prohibited communications.

2.3. REQUESTS FOR CLARIFICATION

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to VSD via the District's eProcurement Portal Q&A feature. All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted on

VSD’s eProcurement Portal. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by

4:00 pm local time on Thursday, November 5, 2026.

2.4. PRE-PROPOSAL MEETING

Each Proposer is requested to attend a non-mandatory pre-proposal meeting to be held on NO VALUE, at 4:00 pm to be held at NO VALUE.Failure to attend this meeting will not preclude a Proposer from submitting a proposal. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the Services requested.

2.5. PROPOSAL REQUIREMENTS

Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. Utilize font size large enough to be easily legible, but not smaller than 10 point. The proposal must be submitted via VSD's eProcurement

Portal.

A. Cover Letter. Provide a cover letter and introduction, including the name and address of the organization and individual submitting the proposal, together with the name, address, telephone and https://procurement.opengov.com/portal/valley-sanitary fax numbers, and e-mail address of the contact person who will be authorized to represent the organization, and an expression of the Proposer’s ability and desire to meet the requirements of this

RFP. The letter must be signed by an individual authorized to bind the firm contractually.

B. Proposer Statement Of Qualifications. Describe the Proposer’s resources, experience, and capabilities as they relate to providing the Services. Submit in the order identified below:

1. Executive Summary. An executive summary should briefly describe the Proposer’s qualifications and ability to perform the Services.

2. Qualifications and Experience. The proposal should:

a. Provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP.

b. Any key staff members who would be involved in the performance of the scope of work. Provide their resumes, describe their experience, and identify their proposed role for the Project.

c. State the number of years the firm has conducted business.

d. Provide a description of the three most relevant contracts held within the last five years.

3. Evidence Of California Licensing. The proposal should include appropriate documentation showing the Proposer is properly licensed in the State of California to perform the Services requested in the scope of work.

4. References. The Proposer shall provide a minimum of four (4) client references, preferably city, county, or special district governments for whom the Proposer has previously performed services of similar type and scope within the last 5 years.

5. Subcontractors. The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function, if known at this time.

C. Proposed Method to Accomplish the Work. Describe the technical and management approach to providing the Services to VSD. Proposer should take into account the scope of the Project, goals of

VSD, and general functions required. Include a draft schedule of tasks, milestones, and deliverables that will provide for timely provision of the Project. In reviewing the scope of work, the Proposer may identify additional necessary tasks and is invited to bring these to VSD’s attention within the discussion of its proposed method to accomplish the Project.

D. Certification of Proposal. This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to VSD in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”

E. Sealed Fee Proposal. Please provide a lump sum, not-to-exceed fee proposal for the Project. The fee proposal shall be broken down by task and further broken down by staff, subconsultant costs, and expenses for each task. The fee proposal shall include hourly rates for all personnel.

2.6. PROPOSAL CONSIDERATIONS

A. No Deviations from the RFP. In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement attached hereto as

Exhibit “B”. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed

Agreement and, in particular, the insurance and indemnification provisions therein.

B. Collusion. By submitting a Proposal, each Proposer represents and warrants that its Proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly or indirectly induced or solicited any other person to submit a sham Proposal, or any other person to refrain from submitting a Proposal; and that the Proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a Proposal.

C. Conflicts of Interest. Proposers shall comply with all regulations and laws dealing with conflict of interest disclosure and reporting. Proposers shall not be engaged if a conflict of interest exists.

D. Withdrawal of Proposals. A Proposer may withdraw its proposal before the expiration of the time for submission of proposals by notifying and requesting VSD’s representative remove the Proposer’s submission.

E. Financial Health and Reputation. VSD reserves the right to consider the financial responsibility and general complexity of each Proposer, as well as its reputation within the industry to determine if the

Proposer has the apparent ability to meet and complete successfully the requirements of the work.

Upon request, the Proposer shall provide a financial statement, audited if necessary, in addition to any other information requested by VSD.

F. Confidentiality of Proposal. Proposals submitted in response to this RFP shall be held confidential by

VSD and shall not be subject to disclosure under the California Public Records Act (Cal. Government

Code section 6250 et seq.) until after either VSD and the successful Proposer have completed negotiations and entered into an Agreement or VSD has rejected all proposals. All correspondence with

VSD including responses to this RFP will become the exclusive property of VSD and will become public records under the California Public Records Act. VSD will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), VSD will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give VSD written notice of Proposer's objection to VSD's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless VSD, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

2.7. EVALUATION CRITERIA

The proposal evaluation criteria include:

• Understanding of project and project approach

• Scope of work and schedule

• Relevant qualifications/experience

• Overall quality of proposal

• Cost evaluation

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

2.8. SITE EXAMINATION

Proposers must examine the site and become acquainted with all conditions affecting the work. In submitting a Proposal, Proposers warrant that they have made such site examination as they deem necessary to determine the condition of the site, its accessibility to materials, workmen and equipment, and to determine the proposer’s ability to protect existing surface and subsurface improvements.

Proposers shall also familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

2.9. SUBMITTAL INSTRUCTIONS

The proposal must be received no later than 4:00 pm local time, on or before Friday, November 20, 2026 via VSD's eProcurement Portal.

VSD will not be responsible for proposals that are delinquent, incorrectly submitted, or physically submitted to VSD. Proposals submitted after the stipulated deadline will not be accepted by VSD's eProcurement Portal. Please note that mailed, hand-delivered, faxed, or emailed proposals will not be accepted.

2.10. PROTESTS

A. Protest Contents. Protests based on the content of the RFP shall be submitted to VSD no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with VSD policy or this RFP is not in compliance with law. A protest must be filed in writing with VSD (email is not acceptable) within five (5) business days after receipt of notification of the intended contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the intended contract award will be rejected by

VSD as invalid and the Proposer’s failure to timely file a protest will waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any matters not set forth in the protest shall be deemed waived.

B. VSD Review. VSD will review and evaluate the basis of the protest provided the protest is filed in strict conformity with the foregoing. VSD shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by VSD relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

2.11. ADDENDA

VSD reserves the right to revise the RFP prior to the time set to receive proposals. Revisions, if any, shall be made by written addenda via VSD's eProcurement Portal. All addenda issued by VSD shall be included in the proposal and made part of the RFP. Each Proposer shall leave with VSD its name, and e-mail address for the purpose of receiving Addenda. Notices of addenda will be sent to all subscribed bidders following this project, and posted via VSD's eProcurement Portal. Proposers are responsible for ensuring that they have received any and all addenda. Each Proposer should monitor the project via the eProcurement Portal to verify that it has received all addenda issued, if any, prior to the bid opening.

Failure to acknowledge receipt of all addenda via VSD's eProcurement Portal may result in bid rejection.

2.12. GENERAL CONDITIONS

A. Amendments to Proposals. Unless specifically requested by VSD, no amendment, addendum or modification will be accepted after a proposal has been submitted to VSD. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted via VSD's eProcurement Portal prior to the deadline stated herein for receiving proposals.

B. Non-Responsive Proposals. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

C. Costs for Preparing. VSD will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of VSD. VSD will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

D. Cancellation. VSD reserves the right to cancel this request for proposals at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other associated marketing costs.

E. Price Validity. Prices provided by Proposers are valid for 90 days from the proposal due date. VSD intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.

F. No Commitment to Award. Issuance of request for proposals and receipt of proposals does not commit VSD to award a contract. VSD expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received, to negotiate with more than one Proposer concurrently, or to cancel all or part of this request for proposals.

G. Right to Negotiate and/or Reject Proposals. VSD reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of VSD, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the

Proposer whose proposal best meets VSD’s requirements.

3. Evaluation Phases

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of Project and Project

Approach

Points Based 30

(30% of Total)

2. Scope of Work and Schedule Points Based 25

(25% of Total)

3. Relevant Qualifications/Experience Points Based 25

(25% of Total)

4. Overall Quality of Proposal Points Based 10

(10% of Total)

5. Cost Evaluation Points Based 10

(10% of Total)

4. Scope of Work

4.1. Overnight Unarmed Mobile Security Patrol Services

Scope of Work

Overnight Unarmed Mobile Security Patrol Services

SERVICE REQUIREMENT BASELINE

Staffing One qualified unarmed guard physically on-site at all times during required hours

Hours 6:00 p.m. to 6:00 a.m., seven days per week, including weekends and holidays

Patrol Continuous site presence with randomized vehicle and foot patrols, as safe and directed

Included resources Contractor-owned or contractor-controlled patrol vehicle, fuel, relief coverage, supervision, tracking, training, equipment, and reporting

Special compensation 14 VSD-designated holidays at 1.5 times the base rate; overtime premiums only if expressly authorized by VSD

1. Invitation and purpose

Valley Sanitary District (VSD or District) requests proposals from qualified and properly licensed private security firms to furnish continuous, unarmed, roving security services at its wastewater treatment and water reclamation facility in Indio, California. The primary objective is to deter theft, vandalism, trespass, malicious damage and unauthorized access, and to provide prompt observations and notifications concerning potential threats to personnel, property and critical utility operations.

The Contractor shall furnish all labor, management, supervision, relief personnel, training, uniforms, equipment, communications devices, patrol vehicle, fuel, vehicle operating costs, electronic guard tour system, reporting and other resources required to perform the services described herein. Unless VSD specifically approves otherwise in writing, these are included in the fully burdened service rate.

2. Facility environment and scope boundary

The facility is an operating wastewater treatment site containing treatment processes, outdoor industrial areas, utility structures, buildings, equipment and restricted work zones. Security officers will work around potentially hazardous operations and shall comply with all District access restrictions, traffic controls, safety requirements, emergency procedures and approved written Post Orders. The proposed baseline scope applies to the VSD Treatment Facility property and access points designated in the Post Orders.

3. Required services

3.1 Continuous overnight staffing

• Maintain at least one qualified, uniformed, unarmed Security Officer physically on VSD property during every scheduled shift from 6:00 p.m. until 6:00 a.m., seven days per week, including weekends and designated holidays.

• This is a dedicated on-site assignment, not a periodic drive-by patrol or shared mobile patrol covering other customer locations. During assigned hours, the officer shall not leave the property to serve other clients or perform unrelated work.

• Maintain uninterrupted coverage during shift change, emergencies, absences, meals, rest breaks and replacement of an officer. Staffing, relief and employment-law compliance are the Contractor's responsibility and shall not produce unauthorized additional charges.

• Provide a reliable check-in/check-out process with time-stamped attendance and a handoff of outstanding incidents, open gates, alarm status, equipment condition and special instructions.

• Identify an accountable operations manager and a 24-hour contact or dispatch number; advise VSD immediately of any late arrival, uncovered period, inability to complete patrols or failure of critical communications.

3.2 Mobile, foot and perimeter patrol

• Conduct proactive, visible, randomized patrols of VSD-designated accessible roads, buildings, perimeters, gates, parking areas, storage yards and other approved locations, using the contractor-supplied vehicle and foot patrols where safe and indicated in the Post Orders.

• Complete no fewer than one documented patrol cycle during each hour of coverage, except when responding to an emergency or an authorized competing duty; the final checkpoint sequence and patrol cycle will be established by VSD after a site orientation.

• Vary routes, direction and patrol timing to avoid predictable patterns, while ensuring all required checkpoints are visited at the established frequency.

• Observe and promptly report damaged or unsecured gates, doors, locks, lighting, fences, equipment enclosures, windows, security devices and vehicles; suspicious vehicles or persons; signs of tampering;

theft; dumping; graffiti; and other anomalies.

• Observe visible potential maintenance or environmental conditions such as leaks, unusual pooling or discharge, smoke, odors, abnormal noise or damaged utilities from safe, authorized areas. Do not enter an unsafe location or attempt a repair.

• Use only approved driveways and surfaces; comply with posted speed limits and pedestrian-right-of-way rules; do not interfere with operating equipment, treatment traffic, maintenance access or emergency responders.

3.3 Alarm calls, verification and response

• Answer or acknowledge each alarm-company contact promptly; record the alarm time, source/location as provided, caller, officer acknowledgement, action taken, contacted parties and final disposition.

• Investigate active intrusion, access, fire, equipment or other alerts only from safe and authorized locations, using approved cameras, displays or physical observations when available. Promptly contact VSD's designated on-call employee when a facility issue is suspected.

• Call 911 or the appropriate public-safety agency for apparent crimes in progress, forced entry, fire, serious injury, threats or other emergencies; do not delay a necessary emergency call while attempting additional verification.

• Do not silence, reset, bypass, reprogram or disable alarms, security devices or operational systems unless expressly directed by an authorized VSD employee and trained for that specific function.

• Document false, nuisance and repeat alarms and refer recurring problems for VSD investigation. Never classify an alarm as false solely because no abnormality is immediately visible.

3.4 Incident response, documentation and escalation

• Respond to observed suspicious conduct, attempted or actual trespass, vandalism, theft, property damage and emergencies through observation, deterrent presence, clear communication, timely notification and assistance to responding personnel.

• Maintain officer and employee safety as the first priority. As an unarmed service, officers shall not pursue suspects, make hazardous entries, engage in physical confrontation, conduct searches of dangerous areas, or attempt apprehension beyond powers permitted by law and the approved Post Orders.

• Notify law enforcement and/or fire and emergency medical services when circumstances warrant; then notify the VSD on-call contact and Contractor supervisor as soon as safe.

• Preserve the scene and available facts without disturbing evidence, share observations with law enforcement and VSD, and identify witnesses where practicable. Do not disclose incident details publicly or speak for VSD.

• Record significant events in the electronic system during the shift, notify VSD as required, and submit written incident reports within the specified deadline.

3.5 Access control and protection of District property

• Observe gates, access points and restricted entrances during patrol; check for signs of tampering and confirm that closures appear secure as instructed. Do not defeat access controls or allow entry based solely on verbal claims.

• Follow VSD-approved credential and after-hours visitor procedures.

• Immediately report unauthorized persons or vehicles. Where safe, professionally request that persons stop or leave in accordance with Post Orders; seek law enforcement assistance when necessary.

• Secure and account for assigned keys, cards, codes, radios and District documents. Prohibit duplication, sharing, posting online, or off-duty retention except as expressly authorized. Report any loss immediately.

• Provide reasonable guidance or escort to first responders and approved VSD personnel only when doing so is safe and does not compromise the active incident response.

3.6 Wastewater-specific safety and operational restrictions

• Project manager must complete a VSD site-specific orientation before start of contract. Training shall address designated travel routes and excluded areas, traffic and slip/trip hazards, treatment basins, electrical facilities, chemicals, potential hazardous atmospheres (including hydrogen sulfide), and emergencies.

• Remain outside confined spaces, tanks, vaults, excavations, process equipment, mechanical rooms, chemical-handling areas and other restricted or hazardous locations unless VSD expressly authorizes access for a defined, safe security task.

• Do not manipulate valves, switches, electrical panels, SCADA/process-control systems, pumps, chemical systems, sampling equipment, alarms or plant equipment. Observed abnormalities are reported to qualified VSD staff.

• Comply with VSD safety rules, protective equipment requirements, heat-illness precautions, vehicle rules and applicable laws. The Contractor shall maintain its own required employer safety programs and provide all approved PPE.

4. Personnel qualifications, training and conduct

• Provide officers able to communicate accurately with VSD and emergency responders, write clear incident reports, use mobile devices, conduct safe nighttime patrols and demonstrate professional judgement.

VSD may request reassignment of personnel for documented performance or conduct concerns.

• Provide a documented site-specific orientation for each primary or relief officer before solo assignment, including supervised familiarization with the approved Post Orders, emergency contacts, hazard controls, alarm protocols, radio/telephone procedures and electronic checkpoint system.

5. Contractor-provided patrol vehicle, fuel and equipment

The fully burdened hourly rate shall include one safe, reliable, legally registered and insured contractor-provided patrol vehicle suitable for designated on-site roads; all fuel/charging, maintenance, repairs, tires, insurance, depreciation, cleaning, replacement transportation and related expenses; and all equipment necessary to perform the assignment.

• Vehicle shall display the Contractor's company identification, have operable lights and safety equipment, and be maintained in safe operating condition. Any flashing lights or other warning equipment must comply with applicable law and receive VSD approval.

• Vehicle shall remain available for on-site patrol during required service hours. A comparable replacement shall be provided promptly in the event of breakdown, without additional cost to VSD or interruption of service.

• VSD shall not pay separate vehicle rental, mileage, fuel surcharge, maintenance, parking, delivery or mobilization fees. Officers may not transport unrelated persons or use the vehicle for another client during the scheduled VSD shift.

• Contractor shall supply appropriate uniforms, company identification, charged communications devices, flashlight, weather protection, high-visibility equipment where needed, first-aid supplies and any technology needed for electronic reporting and alarm contacts.

• The Contractor shall provide a 24-hour supervisory/dispatch communications contact and a method to communicate with VSD's designated alarm company and emergency contacts. Any District-issued equipment remains VSD property.

6. Automated patrol tracking and recordkeeping

The Contractor shall furnish, operate and maintain an automated guard tour and timekeeping solution at no extra cost, using GPS, geofenced locations, QR/NFC checkpoints or other VSD-approved verification methods. Manual text entries alone will not satisfy the tracking requirement.

• Record officer identity, shift start/end, timestamped check-ins, checkpoint/route completion, exceptions, alarm calls, incident locations, supervisor visits and relevant notes. Generate alerts for missed checkpoints or a lapse in officer activity, subject to an agreed escalation workflow.

• Give designated VSD personnel password-protected, read-only access to a web dashboard or furnish automatically distributed electronic reports, and allow VSD to export its records in a commonly used format such as PDF and CSV.

• Include a sample dashboard, example patrol log, sample exception alert and system availability/recovery plan in the proposal. Any checkpoint locations or routes must be controlled as sensitive facility information.

• Protect location, employee and site-security records through role-based access, appropriate encryption, access revocation and secure backups; comply with applicable California privacy, cybersecurity and public-records requirements.

• Maintain records for at least 12 months, or longer if the executed contract and VSD records-retention schedule requires; provide copies promptly upon District request. Data developed under this service shall be available to VSD without added export fees.

• If the system fails, immediately notify the supervisor/VSD, use an approved contemporaneous manual backup log, and upload/reconcile entries when service is restored. Report any material data loss or suspected unauthorized access.

7. Supervision, accountability and reports

7.1 Supervisory inspections

The Contractor shall assign an account manager with authority to resolve problems and shall conduct unannounced, randomized field-supervisor inspections at least weekly, including varied overnight hours. These inspections, any corrective follow-up, and ordinary management meetings are included at no additional charge.

Supervisor visits shall be logged electronically with arrival/departure times, observations and corrective action.

7.2 Required reports

• Daily Activity Report (DAR): Submit electronically by 8:00 a.m. following each overnight shift, including weekends and holidays. Include officer, actual covered times, patrol milestones, alarms, gate/access checks, contacts, unusual conditions, interruptions and handoff items.

• Immediate notification: For emergencies, apparent criminal conduct, intruders, major safety concerns and significant operational alarms, phone emergency services promptly; do not wait for a written report.

• Incident report: Prepare a separate chronological factual report including event/response times, location, persons involved, observations, actions, contacts, outcome, photos if expressly approved, and follow-up needed. Submit initial report within four hours for critical incidents and final report within 24 hours where practicable.

• Invoice support: Each monthly invoice shall identify billed shifts/hours, the applicable approved rate, 14 designated-holiday premium hours, prior-approved extra services, uncovered hours deducted and the supporting attendance reports.

8. Service standards and corrective action

VSD may review reports, audit staffing records, observe shifts and require written corrective action. The Contractor shall investigate deficiencies promptly and implement a corrective-action plan within two business days of VSD notice, or sooner for critical issues. Material or repeated failure is subject to the remedies and termination provisions of the executed agreement. Metrics are proposed service targets to be finalized with the successful Contractor.

9. Compensation, holidays and overtime

9.1 All-inclusive hourly rate

Proposers shall quote a single fully burdened regular hourly rate covering the continuous dedicated officer assignment, including normal employment-law overtime inherent in the Contractor's staffing model, wages, payroll burdens, breaks/relief, management, random supervisor inspections, insurance, training, uniforms, personal protective equipment, alarm coordination, dispatch, patrol vehicle, fuel, repair/replacement vehicle, tracking software, reporting, administrative charges, profit and all other ordinary costs. There shall be no separate charges for these elements.

9.2 Fourteen designated holidays

VSD will designate 14 paid-premium holidays per contract year. Hours physically worked within the District's written list of observed holiday calendar dates shall be billed at one and one-half (1.5) times the Contractor's approved regular hourly rate. For overnight shifts spanning midnight, only hours occurring on the designated holiday date qualify for the premium; the other hours remain at the applicable regular rate. No overlapping or cumulative holiday premium shall apply absent a separate written agreement. VSD will provide the recognized holiday schedule before contract start.

9.3 Overtime and additional services

Premium overtime or other extra-service charges are billable only when VSD specifically requests and authorizes the additional service or premium rate in writing in advance through a designated representative. The Contractor shall not separately invoice employee overtime caused by its own staffing pattern, breaks, absences, shift swaps, legal wage obligations, replacement coverage, supervisor checks, routine alarm response or other services already included in the scheduled scope. Emergency verbal authorizations shall be confirmed in writing as soon as practicable. Unauthorized overtime premiums and unstaffed time are not billable.

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Regular Rate for One Unarmed

Security Guard 1 Hourly

2 Overtime Rate for One Unarmed

Security Guard

1.5 Hourly

TOTAL

6. Vendor Questionnaire

6.1. Have you read and agreed to all Terms and Conditions?*

☐ Yes

☐ No

*Response required

6.2. Submit Proposal Document Here*

PDF Attachment

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