Security_Guard_Services_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0357

SECURITY GUARD SERVICES

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: May 28, 2026

DEADLINE FOR QUESTIONS: June 8, 2026

RESPONSE DEADLINE: June 26, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0357

Security Guard Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Exhibit A Sites

B - Exhibit B Corrective Action

C - Exhibit Schedule graphic (updated)

Request For Proposal - Goods and Services #RFP GGS-26-0357 Title: Security Guard Services

1. Introduction

1.1. Contact Information

Phillip Lair

Water Services

Email: phillip.lair@phoenix.gov

Phone: (602) 256-3343

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Phillip Lair) at (602) 256-3343/Voice or 711/TTY, or phillip.lair@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: May 28, 2026

Pre-Offer Conference (Non-Mandatory): June 4, 2026, 10:00am

When it's time, join your Webex meeting here.

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Written Inquiries Due Date: June 8, 2026, 5:00pm

Offer Due Date: June 26, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m703bff1c3d8471293c37a2d9effe2e73 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m703bff1c3d8471293c37a2d9effe2e73 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m703bff1c3d8471293c37a2d9effe2e73 mailto:23309242313@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for security guard services.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The term of this Agreement will be for 5 years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/267775/. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/267775 https://solicitations.phoenix.gov/

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/267775. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/267775 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/portal/phoenix/projects/267775 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/267775

2.14. Pre-Award Qualifications

A. Offeror must have been in operation a minimum of 5 years years. The Offeror’s normal business activity during the past 5 years years will have been for providing the goods or services in this solicitation.

B. Provide the history of your company, years of operation, service areas, DPS licensing status, and number of security personnel employed.

C. Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Performance Bond

A performance surety in the amount of 10% of the total contract amount shall be provided by the

Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.23. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.28. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Purpose

The City of Phoenix Water Services Department (WSD) requires experienced, licensed, uniformed Security Guards both unarmed and armed to provide comprehensive security services at designated facilities under the resulting contract.

3.2. Background

The WSD Security Management Unit (SMU) is responsible for the physical security of all Water and Sewer infrastructure facilities supported by contracted security services.

3.3. WSD Representative

The SMU Security Superintendent is the City’s representative and the Contractor’s primary point of contact.

3.4. Contractor Work Requirements

3.4.1. Provide all labor, equipment, supplies, materials, transportation, and supervision necessary to deliver high quality security services, coordinated through SMU.

3.4.2. Contractor is responsible for the conduct of all employees assigned.

3.4.3. Contractor shall have a 24/7 operations center.

3.4.4. Compliance

Comply with Arizona Revised Statutes Title 32, Chapter 26 (A.R.S. §32-2601 et seq.) and

Arizona DPS licensing/certification requirements for all guards (unarmed and armed) throughout the contract term.

3.4.5. Weapons and Post Authorization

A. Unarmed Posts: Guards shall not carry or possess weapons while assigned to unarmed posts. Guards are prohibited from possessing or carrying any weapons, including but not limited to firearms, knives, impact weapons, mace, pepper spray, or tasers.

B. Armed Posts (Activated Only During Increased Security Levels): Armed Security

Guards shall not be part of routine daily staffing. The City will activate armed support only when SMU determines that the security level has increased and additional armed personnel are required. Examples include elevated threat conditions, credible threats, special events, or emergency situations.

C. When activated, only Contractor personnel specifically designated by SMU for armed assignments may carry City approved duty firearms, in accordance with Section 3.7

(Minimum Qualifications), paragraph C (Additional Qualifications for Armed Guard), and approved Contractor policies.

D. Armed Guards are prohibited from carrying any weapon other than the City approved duty firearm. This includes non-duty firearms, knives, impact weapons, pepper spray, mace, or tasers.

E. Armed support remains in effect only for the duration of the increased security level or until SMU determines the need has ended. Upon deactivation, posts shall return to unarmed staffing.

3.4.6. Enforcement

Security Guards are not intended to serve as an enforcement agent or directed to apprehend individuals in the process of committing a crime. All enforcement actions shall be the responsibility of the appropriate law enforcement agency.

3.4.7. Staffing Levels and Coverage

A. Maintain sufficient staffing for all locations/posts daily based on facility schedules, and maintain contingency plans to provide additional, SMU approved personnel when requested. If additional staff are required, SMU will provide written notice of the request.

This would include weekends and City recognized holidays.

o New Year’s Day;

o Martin Luther King Jr. Day;

o Presidents’ Day;

o March Holiday o Memorial Day;

o Juneteenth o Independence Day;

o Labor Day;

o Veterans Day;

o Thanksgiving Thursday & Friday;

o Christmas Eve;

o Christmas Day

A. The City prefers at least 75% full-time guards under this contract. Maintain contingency plans to supply additional cleared/badged personnelfor heightened security levels or unplanned events.

B. When assigned to a dedicated post, Security Guards and Field Supervisors shall remain exclusively assigned to this contract and shall not perform duties for any other client, contract, or assignment during those hours.

3.4.8. Management Contacts

Provide the WSD Representative written contact information for Project Manager(s) authorized to act on behalf of the Contractor.

3.4.9. Badging and Assignment

Approximately 35 positions require City badges. Contractor staff assigned under this contract are exclusive to City duties while on site. Parking is provided.

3.4.10. Field Supervisors

A. Provide daily, consistent supervision, guidance and direction to all Security Guards assigned to work under the resulting contract. The Contractor will provide daily briefings to assigned Security Guards, address substandard performance issues, act as necessary to guide and address low performing Security Guards toward improved productivity, correct inappropriate or poor behavior immediately and address policy and/or post order violations briefings.

B. Receive all Security Incident Reports and daily reports from Security Guards during their shifts. Supervisors will also submit Security Incident Reports detailing their involvement in any incidents. Supervisors will review each report for completeness and readability.

C. Provide a roving security presence and make security checks on facilities and properties as required during each shift.

D. Monitor the performance and appearance of all Security Guards.

3.4.11. Project Manager(s)

Project Manager(s) shall maintain the needs of the contract and will be approved by the WSD

Representative. Project Manager(s) will facilitate the administration of the contract and will coordinate the operation. The Project Manager shall

A. Be authorized to act on operational, personnel, and contractual matters (e.g., post order changes, performance issues, and security notifications).

B. Be available for meetings on reports, incidents, performance, billing, and other issues.

C. Be available 24/7; respond to WSD Representative within 15 minutes for all security events.

D. Not be required to be dedicated solely to this contract.

E. Contractor must ensure designated key personnel maintain sufficient workload capacity to reliably meet the 24/7 availability and 15-minute response.

F. To support 24/7 availability, Contractor shall designate at least one qualified alternate manager with the authority to take immediate action when the primary manager is unavailable. Contact information for both individuals must be maintained and updated with WSD.

3.4.12. General Responsibilities

A. Inspect and patrol each WSD site, including remote sites, in accordance with Exhibit A.

Open and close the guard house on time for cold open posts and remain on site until relieved for 24/7 posts.

B. Respond to alarms 24/7, including all City-recognized holidays.

C. Vehicle stationed at Water and Wastewater plants with a fixed posts and roving patrol will travel approximately 100 miles per week. Remotes sites and Plants - Supervisory

Patrols will travel approximately 700 miles per week.

D. Monitor public activity and watch for potential disturbances.

E. Identify/report safety/security issues/violations. All safety concerns must be reported to the SMU duty phone immediately.

F. Maintain files for security-related documentation in accordance with industry standards.

G. Assist during emergencies (special events, crowd control, service interruptions, collisions, fire/life safety incidents etc.).

H. Provide data and/or reporting of events for programs, events or plans that support WSD safety and security objectives.;

I. Provide information as required for reports, criminal trending, calls for service

J. Maintain discipline, excellent professional appearance, professional demeanor, integrity, and attention to duty among Contractor employees.

K. Require the security personnel to proactively practice WSD expected conduct, City security policies, procedures and orders.

L. Act as the agent for WSD to enforce their published policies and rules. Contractor will request the assistance of local law enforcement for removal of individuals from the city property when they fail to abide by WSD policies and rules as well as civil and criminal code violations.

M. Notify law enforcement and SMU of any illegal or unauthorized activity as observed.

Provide documented account of all activity witnessed and assist law enforcement as required. Ensure that prompt action is taken to address security incidents and, to the extent observed, accidents, fire, property damage and safety hazards.

N. Provide communications dispatch services to mobile field units, supervisors and post personnel.

3.4.13. Reporting

Contractor will provide comprehensive managerial reports and data to the WSD Representative for evaluating the quality and appropriate deployment of security services. Periodic and special reports will be provided by Contractor as required by the City concerning operational and performance issues. Ensure that all reports and other documents are written clearly, legibly and accurately. All reports and documents are the property of the City of Phoenix.

A. Periodic Reports

1. Weekly (Fri, 5:00 PM): A complete electronic deployment schedule for all posts for the upcoming week; summary of daily logs, incident report data, facilities maintenance issues reported, and security/criminal activity. The week starts the end of shift on Friday. The report will cover the week from noon to noon.

2. Monthly (10th, 5:00 PM): A comprehensive report on the previous month's activities.

This report will contain field supervisor's weekly inspection reports, supervisory review reports, alarm response incidents, a complete listing of incident reports, a complete listing of facilities maintenance issues reported, staff training, staff turn-over statistics, and emerging or continuing challenges or issues.

B. Incident Reports

Incident reports shall list all pertinent facts, including damage to property or the observation of any unusual or suspicious activities, and immediate appropriate action taken to address the issue. Additionally, report potentially hazardous conditions in buildings or areas and items in need of repair, e.g. inoperative locks, broken fences, barrier damage, lighting and landscaping deficiencies, and any other potentially dangerous situation. The written incident reports are independent from the police reports, for intrusion, fire, theft, vandalism, disruptive behavior, criminal behavior, persons requiring emergency assistance, security breaches, unauthorized entry by any persons known or unknown, conditions which may be a hazard to the health or safety of employees or visitors, surveillance being conducted, or suspicious activity.

C. Daily Logs

Security Guards are responsible for maintaining a written daily log of all checks performed and shall include the time, date and name of security guard who performed the check.

3.4.14. Duty Assignments

A. Contractor shall record all duty assignments, in a format approved by the WSD

Representative ensuring that the following information is captured:

B. Employee start/end date and time.

C. Post/duty performance.

D. Employee brief/relief periods.

E. Supervisory review/inspections.

F. Signature/print of subject employee; and

G. Signature/print of certifying official.

3.4.15. Outside Employment

Contractor will ensure that employees follow internal policies regarding outside employment.

3.4.16. Personnel Changes and Relief

Substitute personnel shall be equal in qualifications to regularly assigned personnel. Security guard shacks have a restroom, so security guards can self-relieve. The length of time for breaks and lunches is at the Contractor’s discretion, but the post must be covered. A field supervisor can provide relief or breaks. The City will not be billed for security guard breaks and lunches.

3.4.17. Written Orders

Contractor shall review, develop, write, distribute and maintain all written orders, bound and in good condition, on all operational and procedural instructions. These orders shall be based on established policy, law, security procedures, and specifications of the statement of work or as directed by the City. All orders shall be kept current to reflect changes in procedures, policies and regulations. Contractor will ensure updated written orders are located at each site at all times

3.4.18. Changes in Staffing/Posts/Hours

Contractor shall have the ability to respond to both temporary and permanent staffing changes including the temporary addition of armed posts authorized by SMU during heightened security conditions. This would include number of staff, number of posts or operational hours, and in the time, frame required by the City. Staffing, and number of posts or operational hours are subject to change depending on operational requirements. The resulting contract does not guarantee that the staffing, number of posts and operational hours will remain the same during the contract term. Thirty days' written notice will be given for planned changes and for unplanned changes, verbal notice will be given within four (4) - 24 hours, for example, in response to heightened threat conditions. A verbal notice will be confirmed with a written notice within seven (7) days.

3.5. Removal/Replacement

The City reserves the right to request the removal of any Security Guard assigned under the resulting contract, that the City deems unqualified, unsuitable or unfit for the performance of the required duties. An oral request for removal of Contractor’s Security Guard will be followed up with a written request. Contractor shall bear the cost of removing and replacing the Security

Guard.

3.6. Recruitment

Contractor shall maintain an active personnel screening, recruitment, selection, and retention program to provide sufficient personnel to fill the positions at all posts identified. This program shall aim to deter employee attrition and promote stability in the work force, being sufficient to keep abreast of attrition and shall be an adjunct to the management and training programs.

3.7. Minimum Qualifications

A. All Guards shall

1. Be 21 years of age or older.

2. Be a United States citizen.

3. Have no felony convictions.

4. Possess a valid Arizona Department of Public Safety (DPS) guard card.

5. Have a high school diploma or GED equivalency.

6. Have at least one year of experience as a Security Guard, police officer or military police officer.

7. Be fluent in English and be able to communicate with the general public in a face-to-face setting, by telephone, and by two-way radio. The City prefers that the Contractor provide guards who are bilingual in Spanish; however, the City will not pay additional compensation for bilingual guards.

8. Be able to read, interpret, and implement written instructions/Post Orders, understand and follow oral instructions, and assimilate specialized training.

9. Be able to prepare written documents in the English language.

10. Be computer literate.

11. Be physically capable of safely operating a motor vehicle and possess a valid driver's license when required by assigned duties.

12. Be mentally alert and capable of making decisions in accordance with rules, regulations and policies.

13. Be able to observe behaviors and report details accurately.

14. Be able to remain in a standing or sitting position for extended periods of time

15. Be able to travel on foot across rough, uneven or rocky surfaces.

16. Be able to work in a variety of weather conditions with exposure to the elements.

17. Maintain a level of physical fitness necessary to climb stairs or ladders and lift and/or move objects weighing up to 30 pounds.

18. Be physically capable of performing vehicle and foot patrols and remain vigilant and active while on duty.

B. Field Supervisors shall also

1. Have a minimum of 2 years' experience as a Security Guard, police officer or military police officer.

C. Additional Qualifications for Armed Guard

These requirements apply only when SMU activates armed support during increased security levels. Armed guards assigned to designated posts must:

1. Hold a current Arizona DPS Armed Guard card.

2. Successfully complete initial firearms training and annual requalification (minimum standard set by DPS and Contractor policy approved by the City).

3. Maintain a clean disciplinary record; any negligent discharge, unsafe handling, or policy violation may result in immediate removal.

3.8. Security Guard Duties

A. General Duty Requirements:

1. Carry their DPS Guard card at the job site.

2. Ensure compliance with Post Order procedures and guidelines.

3. Keep the work area free of obstacles and debris.

4. Observe and report suspicious activities/persons by contacting 911 in emergencies or for crimes in progress. After situation has deescalated contact SMU on the duty phone.

5. For non-emergencies, contact SMU duty officer via 24-hour SMU phone number.

6. Possess a general understanding of counter-terrorism measures and behavior assessment.

7. Report immediately any and all incidents relating to possible or suspected threats to the SMU duty phone.

8. Conduct preliminary and follow-up investigation on incidents by end of shift. Incident reports must be completed by the end of each shift. Staff are required to conduct and document both preliminary findings and any follow-up investigation before shift completion.

9. Account for all security badges, keys and locks assigned. Keys shall not be duplicated. If a Security Guard loses or duplicates a key, the City may request suspension or removal of the Security Guard from the contract. When the security of keys or lock system has been compromised by the actions of the Security Guard, the lock or system shall be replaced in total or in part by the City, and all costs for such replacements shall be the Contractor’s responsibility.

10. Provide security during special events and emergency situations to protect facilities, employees, properties, and visitors.

11. Security support shall also be provided during investigations of violations of Federal, State, and local laws that…