Security_Guard_Services_for_Cultural_Sites_(Addendum_#1_Revision).pdf

CITY OF SANTA MONICA

SECURITY GUARD SERVICES FOR CULTURAL SITES

INVITATION TO BID

Project ID: 4516

Recreation And Arts Department RAD

RELEASE DATE: May 27, 2026

DEADLINE FOR QUESTIONS: June 15, 2026

RESPONSE DEADLINE: June 29, 2026, 3:00 pm

CITY CONTACT:

Melissa Zak

City of Santa Monica

Invitation To Bid

Security Guard Services for Cultural Sites

Table of Contents

1. Notice Inviting Bids

2. Introduction

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Terms

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Oaks Initiative

10. Living Wage Ordinance

11. Bid Form

12. Certification Regarding Debarment

13. Vendor Submission

14. Pricing Proposal

15. Evaluation Phases

Attachments:

A - CSA Template

B - CSA Insurance Template

Request for Proposals

Security Guard Services for Cultural Sites

1 Notice Inviting Bids

CITY OF SANTA MONICA ONLY ACCEPTS ELECTRONIC BID SUBMITTALS

1.1 NOTICE

Notice is hereby given that electronic proposals of Bid No.4516 shall be received to Security Guard Services for Cultural Sites, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Monday, June 29, 2026 viewable on the CITY’S ONLINE VENDOR PORTAL.

1.2 MANDATORY JOB WALK

Attendance at the mandatory job walk is required in order to be qualified to submit a bid.

Contractors will have the opportunity to inspect the job site, and receive a briefing on the City’s expectations. Any questions for City staff must be submitted online during the Q&A period. All Contractors are required to meet at the job walk site at the time indicated. Sign in will be required. Late arrivals may be excluded from the job walk and from bidding.

Job Walk Date: Monday, June 8, 2026

Time: 10:00 am

Address/Location: Studios 3026 at 3026 Airport Ave, Santa Monica, CA 90405

1.3 VENDOR QUERIES DUE

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. Questions regarding this bid are due Monday, June 15, 2026 no later than 3:00 pm Pacific Time.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

1.4 ADDENDUM POSTED ONLINE

Responses to inquiries received will be posted online by Monday, June 22, 2026, 3:00 pm Pacific Time.

1.5 BID PACKAGE

Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR PORTAL. The website for this Notice Inviting Bids and related documents is: OpenGov.

All documents must be downloaded via the links within this bid document. Links or documents found outside the CITY'S ONLINE VENDOR PORTAL may not be accessible.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Security Guard Services for Cultural Sites

1.6 ELECTRONIC SUBMISSIONS

Submissions will only be accepted through the CITY'S ONLINE VENDOR PORTAL. They must be received by the specified date and bid opening time.

1.7 LIVING WAGE

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations. In the event the contractual services agreement issued as a result of this Notice Inviting Bids and is subject to the LWO, the Contractor shall pay its employees the Minimum Wage, as that term is defined by the City’s LWO.

1.8 APPROVED FOR ADVERTISEMENT

Dated Wednesday, May 27, 2026.

Oscar Santiago

FINANCE DIRECTOR

Published: SMDP

BID#4516

Request for Proposals

Security Guard Services for Cultural Sites

2 Introduction

2.1 Summary

The City of Santa Monica (the “City”) is seeking bids for a five (5) year firm-fixed contract to provide unarmed security guard services at cultural facilities managed by the Cultural Affairs Division of the Recreation and Arts Department ("RAD"). The sites include the Annenberg Community Beach House, Airport Arts Center, and Miles Memorial Playhouse.

2.2 Background

ANNENBERG COMMUNITY BEACH HOUSE

Located at 415 Pacific Coast Highway in Santa Monica, the Beach House sits on a five-acre parcel of Santa Monica State Beach. This property was originally developed by William Randolph Hearst for actress Marion Davies in the 1920s. It has a vibrant and uniquely Californian history including life as the estate of a Hollywood movie star, the Oceanhouse Hotel, the private Sand and Sea Club, and a public facility known simply as 415 PCH.

On April 25, 2009, the site opened to the public as the Annenberg Community Beach House.

The Beach House combines elements of the historic Marion Davies Estate with new amenities to create a truly unique community destination. In the summer and other peak use periods, the Beach House promotes “A Great Day at the Beach” by providing traditional beach amenities and services such as showers, changing rooms, beach equipment rentals, access to the historic swimming pool, children’s play areas and splash pad, sand areas for beach volleyball and beach soccer, and take out and café style food service from the beach café. The winter months focus more on contemplative pursuits such as indoor retreats, meetings, social functions and cultural programs, art gallery exhibits, and continued access to the sand, play areas, gardens, and beach café. The site also provides tours of the famous Marion Davies Guest House.

In accordance with the City’s 1998 Re-Use Plan, the goal of the Beach House is to provide an exciting public community space that:

• Creates a community-oriented destination

• Provides public recreational activities

• Increases public access to the beach

• Creates a range of uses

• Encourages diverse users

• Provides for year-round use

• Links to the regional open space network

• Preserves the history of the site

• Encourages a “light touch” on the site

Request for Proposals

Security Guard Services for Cultural Sites

Private events at the Beach House may include, but are not limited to: weddings, bar/bat mitzvahs, quinceañeras, proms, corporate meetings, receptions, holiday parties, pool parties, birthday parties, baby showers, banquet/award presentations, and fundraisers. These events may have as few as 25 guests to as many as 500. On occasion, the entire Beach House site may be rented out for private events for extended timeframes (days or weeks at a time). Event clients may bring their own security services on site.

AIRPORT ARTS CENTER

The Airport Arts Center, located at Santa Monica Airport, hosts exhibitions, artists, and studio events at the historic hanger at Studios 3026 at the Santa Monica Airport. The Santa Monica Airport has a rich history as the former home of the Douglas Aircraft Company and the birthplace of the DC-3 and has been home to notable artists dating back to the 1950s. The Airport now houses the largest concentration of artists in Santa Monica, comprising 60 art studios and creative spaces across four airplane hangars and additional buildings. These studios are a cultural asset to the City, ensuring artists can continue to have a presence in the City and creating an arts campus that draws local and regional visitors.

Security services are utilized specifically for Studios 3026 at 3026 Airport Ave at the Airport Arts Center.

MILES MEMORIAL PLAYHOUSE

The historic Miles Memorial Playhouse officially reopened in the summer of 2025 and is located at 1130 Lincoln Boulevard. This public recreation hall located within Reed Park provides a community theatre space for contemporary performances and events. It was completed in 1929 after former City Councilman J. Euclid Miles and his wife Katherine bequeathed $25,000 upon his death for the construction of a "public recreation hall for the young men and women of the city" and dedicated it to their daughter Mary A. Miles. The Miles Playhouse has been a unique and active host of performances and community gatherings for over 90 years. Currently owned and operated by the City of Santa Monica Cultural Affairs Division, the Miles Memorial Playhouse is fantastic for meetings, theatrical productions, special events, and is also available for film and photo shoots.

Private events at these various cultural facilities may include, but are not limited to: theatrical productions, weddings, bar/bat mitzvahs, quinceañeras, proms, corporate meetings, receptions, holiday parties, birthday parties, baby showers, banquet/award presentations, and fundraisers.

These events may have as few as 25 guests and as many as 500. Event staff will work with Contractor to determine the number of security officers needed for each event.

2.3 Contact Information

Tina Saloutos Principal Buyer 1685 Main St Santa Monica, CA 90401 Email: tina.saloutos@santamonica.gov Phone: (310) 458-8281

Department:

Recreation And Arts Department RAD mailto:tina.saloutos@santamonica.gov tel:(310)458-8281

Request for Proposals

Security Guard Services for Cultural Sites

Department Head:

2.4 Timeline

The Mandatory Job Walk will visit all three locations, starting at the Airport Arts Center

Release Project Date May 27, 2026

Mandatory Job Walk (Mandatory) June 8, 2026, 10:00am

Agenda

Studios 3026 at 3026 Airport Ave, Santa Monica, CA 90405

Question Submission Deadline June 15, 2026, 3:00pm

Question Response Deadline June 22, 2026, 3:00pm

Bid Submission Deadline June 29, 2026, 3:00pm https://government-project.s3.amazonaws.com/235322/8fd34434-cc17-4b93-9b28-1cfa295dce7a_RFB_4516_Job_Walk_Agenda.pdf

Request for Proposals

Security Guard Services for Cultural Sites

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR

PORTAL.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Security Guard Services for Cultural Sites

All documents must be downloaded via the OpenGov links.

3.4 Electronic Submissions

ELECTRONIC SUBMISSIONS will only be accepted through The CITY’S ONLINE VENDOR PORTAL. For instruction on how to submit an electronic bid please refer to the section titled #Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the CITY’S ONLINE

VENDOR PORTAL.

3.6 Bid Withdraw

Bids submitted may be withdrawn by written request received before the due date and time.

After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder’s responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the CITY’S ONLINE VENDOR PORTAL prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in the CITY’S ONLINE VENDOR PORTAL and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/235322/document?section=2239072 https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Security Guard Services for Cultural Sites

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

3.12 Successful Bidder Required Documents (Services)

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Payment Bond (if the award amount is >$25,000)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.13 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.260 found here. Bidder may file a written protest with the Purchasing Agent (mail or deliver to: 1685 Main Street, Santa Monica, CA 90401 ) no more than seven calendar days following the posting of award recommendation on the CITY’S ONLINE

VENDOR PORTAL.

3.14 Receiving Time

The submit time and date will be the governing time for acceptance of bids. Bids will not be accepted by in person, telephone, email or facsimile machine. They must be received by the specified due date and time.

3.15 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement with their bid. The City may, in its sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement before the award is recommended.

https://ecode360.com/42719368

Request for Proposals

Security Guard Services for Cultural Sites

4 Bid Specification/Scope of Work

Bidders shall review any plans/specifications prior to submitting a bid AND report any errors and omissions during the Q&A period.

4.1 BID DESCRIPTION

PROVIDE UNARMED SECURITY SERVICES.

4.2 LICENSES REQUIRED

Contractor must hold a current California Private Patrol Operator’s License issued by the Department of Consumer Affairs.

4.3 SECURITY STAFFING NEEDS AND SCHEDULES

Contractor shall furnish all necessary labor (personnel), supervision, training, uniforms, background checks, physical examinations, and equipment necessary to provide appropriate security guard services at Cultural Facilities as required by RAD. All assigned security officers must meet reasonable minimum requirements, with the backup documentation furnished upon City’s request. All security officers must wear the same color and style or type of uniform, badge, accessories, and equipment while on duty. Any security officer unable to work their shift must be replaced by Contractor before the start of the shift. No overtime shall be charged to sites. Contractor must replace any post that is left vacant unexpectedly within thirty (30) minutes and not charge for time not worked. Any discrepancies to the agreed hours over fifteen (15) minutes must be reported to the site manager or designee. Contractor must maintain a 24-hour communication center 365 days a year for their employees, available for all sites to contact in event of an emergency, where phone calls are answered immedidately.

Staffing as follows:

1. ANNENBERG COMMUNITY BEACH HOUSE

A. Staffing

1. 24-hour security coverage, seven days per week.

2. No overlapping shifts. The Beach House will pay a maximum of 24 hours per day, unless otherwise specified by Beach House manager or designee.

3. The Beach House manager or designee will specify any schedule changes or additional hours.

4. Schedule of regular security staff must be provided to the Beach House manager or designee. Changes to schedule must be communicated to Beach House manager or designee.

5. Regularly assigned security staff are required to promote familiarity with site and City staff.

6. Additional security guard shifts may be requested over the term of the contract.

Request for Proposals

Security Guard Services for Cultural Sites

B. Facility Hours

1. Parking Lot: Opens daily at 7:00 AM and closes at 8:00 PM or 9:00 PM depending on season. Hours subject to change.

2. Guest Services: Opens daily from 8:30 AM to 5:30 PM (hours may vary in the summer season and weekends during the fall, winter and spring).

3. Event Services: Events may start as early as 7:00 AM and end at 10:00 PM (Monday- Friday) or 11:00PM (Saturday-Sunday) with vendors leaving one hour past event end times.

4. Custodial and Public Landscape Services: May be onsite daily from 5:30 AM to 1:00 AM.

C. Holidays

1. The Beach House is open on most holidays and requires regular coverage.

2. On holidays such as Christmas, Thanksgiving, and New Year when the facility is closed to the public, 24-hour security coverage is still required.

3. Hours and holidays are subject to change by Beach House manager or designee. A minimum notice of five (5) business days will be provided to the Contractor.

2. AIRPORT ARTS CENTER AND MILES MEMORIAL PLAYHOUSE

A. Staffing

1. Airport Arts Center: Security coverage is needed Monday through Friday at 30 hours a week from 6:00 PM to 12:00 AM with option to be scheduled additional hours or flex schedule to weekends, as needed.

2. Miles Memorial Playhouse: This site will need occasional security services as determined by events and classes to be set on a monthly basis. Events may start as early as 6:00 AM and end at 11:00 PM.

3. Regularly assigned security staff are required to promote familiarity with site(s) and City staff.

4. Additional security guard shifts may be requested over the term of the contract.

B. Holidays

1. The Airport Arts Center is open on most holidays and requires regular coverage.

2. On holidays such as Christmas, Thanksgiving, and New Year, security coverage is not required.

3. Hours and holidays are subject to change by site manager or designee. A minimum notice of five (5) business days will be provided to the Contractor.

Request for Proposals

Security Guard Services for Cultural Sites

4.4 DUTIES OF OFFICERS FOR SITE SECURITY

A. Security officers shall patrol site(s) in accordance with the designated post orders.

B. Monitor site and patrol site with Contractor-provided guard tours system.

C. Maintain a high visibility presence to deter illegal and inappropriate behavior and suspicious activities.

D. Monitor parking lots and implement site parking restrictions. Notify staff and/or Parking Enforcement of parking violations when necessary.

E. Enforce site policies. Notify persons of rule infractions or violations, and if necessary, request that violators leave the premises. Contact Santa Monica Police Department (“SMPD”) as necessary.

F. Investigate unusual or suspicious activities on premises or on adjacent public thoroughfares.

G. Take appropriate measures to prevent trespassing, damage, or theft of site property.

H. Ensure all gates and external doors are locked after normal operating hours.

I. Submit to supervisor accurate reports detailing any occurrences and or unusual incidents/accidents during each shift. Supervisor is responsible for relaying such reports to site manager or designee.

J. Report to supervisor any damage, breakage, or missing equipment supplied by site to contractor.

K. Report property damage or unauthorized removal of site property.

L. Interact in a professional manner with the public. Answer routine questions and provide directions to visitors and vendors to various areas of the site.

M. Assist City of Santa Monica personnel, fire and law enforcement as necessary by providing perimeter access control, traffic direction, or by acting as a site liaison.

N. Escort staff, patrons, artists to or from their vehicles as requested and provide general assistance whenever possible.

O. If applicable to site, monitor security video cameras to spot any trespassing or suspicious activity surrounding the facilities.

P. Install security chain and bollards at night to close parking lot; reopen the parking lot in the morning and remove the bollards for storage (Beach House only).

Q. Perform additional security-related duties, as assigned.

4.5 PRIVATE EVENT SECURITY DUTIES

1. ANNENBERG COMMUNITY BEACH HOUSE

Event Services staff will determine the number of security officers needed for each event and may assist in ensuring that Contractor is paid prior to private event. Private event clients will pay Contractor directly. Contractor must send invoices to the client prior to the event and receive

Request for Proposals

Security Guard Services for Cultural Sites payment. Contractor must have the capability to accept checks and credit card payments from private event clients.

In addition to regular site duties expected from site security officers, event security officers must also:

A. Provide presence during pre-event, event, and post-event.

B. Ensure safety of all private event guests.

C. Primarily provide security presence on the exteriors of the building. May be asked to provide security indoors.

D. Enforce Beach House event rules pertaining to smoking and alcoholic beverages. Notify attendees of violations and coordinate with Beach House staff as necessary.

E. Enforce rules set by the client (i.e., no youth on the beach/sand after sunset, physical presence at parent drop-off location).

F. Assist Event Coordinator with maintaining appropriate sound levels from DJs or musicians.

G. Ensure that only invited guests (not the general public) enter private event space.

H. Provide directions to additional events onsite, as needed.

I. Provide direct support to Event Services, Custodial Services, and Guest Services.

J. Report incidents to the Beach House Event Coordinator and assist the Event Services team with incident reports (if they are a witness).

K. Report property damage to the event services team.

L. In the case of clients utilizing their own Security, Contractor will be expected to work harmoniously with client's security service for the duration of the site rental. Beach House manager or designee will notify Contractor of any such upcoming rentals in a timely manner.

2. MILES MEMORIAL PLAYHOUSE AND AIRPORT ARTS CENTER

In addition to regular site duties expected from site security officers, event security officers must also:

A. Provide presence during pre-event, event, and post-event.

B. Ensure safety of all private event guests.

C. Primarily provide security presence on the exteriors of the building. May be asked to provide security indoors.

D. Enforce facility event rules pertaining to smoking and alcoholic beverages. Notify attendees of violations and coordinate with event staff as necessary.

E. Assist Event Staff with maintaining appropriate sound levels from DJs or musicians.

F. Ensure that only invited guests (not the general public) enter private event space.

G. Provide directions to additional events onsite, as needed.

Request for Proposals

Security Guard Services for Cultural Sites

H. Provide direct support to Event Staff, Custodial Services, and Guest Services.

I. Report incidents to the Event Staff and assist the Event Staff with incident reports (if they are a witness).

J. Report property damage to the event services team.

4.6 INSTRUCTIONAL MANUAL AND POST ORDERS

Contractor is required to provide written post orders documenting site-specific protocol, procedures, and operational instructions for assigned security officers. These procedures are to be created with input from the site manager or designee and must be approved in writing before they are implemented. All security officers must read and sign off on the post orders as part of their initial site training.

Contractor shall ensure that all security officers have an updated copy of Instructions and Post Orders including the following:

A. Instructions Manual: Must contain duty instructions, safety instructions, and emergency instructions

B. Post Orders: Subject to change by the site manager or designee, post orders are the site-specific instructions as promulgated by Contractor and the site. Contractor is responsible for writing and updating (quarterly or as necessary) the post orders and providing electronic copies to the site manager

C. Temporary Post Orders: Temporary instructions issued by site manager

4.7 SECURITY OFFICER TOUR VERIFICATION SYSTEM

1. ANNENBERG COMMUNITY BEACH HOUSE

A. Contractor must supply, at Contractor’s sole expense, a security officer tour verification report system for the Beach House facility.

B. Contractor's employees shall be responsible for recording rounds using the tour verification system.

C. Contractor must set the patrol points at the Beach House in coordination with Beach House manager or designee.

2. MILES MEMORIAL PLAYHOUSE AND AIRPORT ARTS CENTER

Not applicable.

4.8 SECURITY OFFICER'S LOG

Contractor must maintain a Security Officer’s Log as required below:

A. Maintain a chronological Security Officer’s Log

B. All report entries must be completed honestly, accurately, and in response to an activity

C. Ensure that the Security Officer’s Logs contain, at a minimum, the following information:

Request for Proposals

Security Guard Services for Cultural Sites

1. The security officer’s name

2. The times the security officer begins and concludes their shift

3. An inspection by the Contractor’s supervisors

4. A description of any other events which the security officer may wish to note

D. Security officers must submit a written incident report to the Contractor supervisor for all incidents.

E. Contractor supervisor must notify site manager or designee of incident as soon as possible, no later than 24 hours.

*Incidents are defined as any activity that may cause concern or disturbance, such as suspicious persons loitering near or around the facility, any acts of vandalism or intrusion, or any event where law enforcement, fire department, or other public safety officials are contacted.

Security officers must submit a written incident report to the Contractor supervisor for all incidents. Contractor supervisor must notify site manager or designee of incident as soon as possible, no later than 24 hours.

4.9 EQUIPMENT PROVIDED

A. The Beach House shall provide a room which serves as a security office.

B. The Beach House shall provide the appropriate number of two-way radios to be used by security officers. Radios are not required at the other sites.

4.10 TRANSITION PLAN

Once a bid is awarded, the Contractor must submit at a minimum thirty (30) day transition plan for implementation. This plan shall include tasks, time frames, and procedures for a cold start transition. The plan will include individuals that will be assigned to the transition team with current contact information, telephone numbers, and email addresses.

4.11 MINIMUM QUALIFICATIONS

A. Current California Private Patrol Operator’s License issued by the Department of Consumer Affairs.

B. 24/7/365 call center availability.

C. Minimum of 10 years of experience providing similar site security.

D. Organization must employ a minimum of 25 security guards.

Request for Proposals

Security Guard Services for Cultural Sites

5 General Terms

5.1 COMPLIANCE OR DEVIATION TO SPECIFICATIONS

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications”submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception. Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

5.2 DETERMINATION OF SUBSTITUTIONS

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City.

Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5.3 DELIVERY TIME

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.4 ESCALATION & DE-ESCALATION OF BID PRICE

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein.

Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

Request for Proposals

Security Guard Services for Cultural Sites

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

5.5 MANUFACTURER’S WARRANTY

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

5.6 MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.7 NEW AND UNUSED

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.8 REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

5.9 SANTA MONICA NAME

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.10 VENDOR WARRANTY

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City. While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

Request for Proposals

Security Guard Services for Cultural Sites

6 Terms and Conditions

6.1 Adherence to All Local, State, and Federal Laws

Contractor must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

6.2 Cancellation and Termination

The City reserves the right to cancel any portion of this Purchase at any time prior to the delivery of Goods. The City has the option, at its sole discretion and without cause, of terminating this Purchase by giving ten days’ written notice to Vendor.

6.3 Changes

The City has the right, by written notice, to change the quantity or specifications of the Goods ordered and the terms of, shipment or packaging of Goods.

6.4 Delivery & Completion Date

The Goods must be shipped and must arrive at the destination specified on the Purchase Order as “Ship/Bill To” by or before the request date specified therein (“Required Delivery Date”).

Work must be completed by the date specified.

6.5 Delivery Risk of Loss

All orders will be F.O.B. destination if not otherwise specified. Risk of loss or damage to the Goods shall remain with the Vendor until the Goods have been delivered to and accepted by the City. The City may reject any Goods that do not conform to the terms and conditions of the Bid Documents. Any Goods rejected may be returned to the Vendor at the Vendor’s risk and expense.

6.6 Discounts

The date used as the basis for discount calculation shall be computed from the date of receipt of invoice or Goods, whichever is later.

6.7 Discrimination

The Vendor may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and must comply fully with City’s nondiscrimination policy as set forth in the City’s Bid Documents.

Request for Proposals

Security Guard Services for Cultural Sites

6.8 Governing Law, Jurisdiciton

This Purchase shall be construed in accordance with and governed by the laws of the State of California. The purchase of Goods shall take place in Santa Monica, California.

6.9 Integration; Amendment

This Purchase represents the entire understanding of the City and the Vendor as to those matters contained herein. No prior oral or written understanding will be of any force or effect with respect to the terms of this Order. The Order may not be modified except in writing through an amended Order.

6.10 Invoices

An invoice must be mailed to the City at the address specified in the Request for Quotation as “Ship/Bill To” no later than the 5th day after shipment is made. Individual invoices must be issued for each shipment against each Purchase.

Invoices must contain the description of Goods, unit price, quantities billed, extended totals, and applicable taxes.

6.11 Nontransferability

The Vendor may not transfer or assign the PURCHASE ORDER, without the prior written approval of the Purchasing Agent, which may be withheld in his/her sole discretion.

6.12 Packing and Shipping

All deliveries must be shipped F.O.B. destination. Deliveries must be made as specified, without charge, for boxing, crating or storage unless otherwise specified. Shipments for two or more destinations when so directed by the City will be shipped in separate boxes or containers for each destination, at no charge.

6.13 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase.

6.14 Warranty

The Vendor warrants that all Goods will conform to applicable specifications, drawings, description, and samples, and will be merchantable, of good workmanship in material, and free from defect. Unless manufactured pursuant to detailed design furnished by the City, the Vendor assumes design responsibility and warrants the Goods to be free from design defect and suitable for the purposes intended by the City, and that such Goods shall conform to applicable specifications. The Vendor’s warranties, together with its service guarantees, must run to the City and its customers or users of the Goods and must not be deemed exclusive. The City’s

Request for Proposals

Security Guard Services for Cultural Sites inspection, approval, acceptance, use of, and payment for all or any part of the Goods must in no way affect its warranty rights whether or not a breach of warranty had become evident in time.

6.15 Cooperation Between Contractors

When separate contracts are let within the limits of any one project, each contractor shall conduct his, her or its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other. Each contractor involved shall assume all liability, financial or otherwise, in connection with his, her or its contract and shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him or her.

6.16 Damage

Contractor shall be held responsible for any breakage, loss of City’s equipment or supplies through negligence of the contractor or his, her or its employee while working on the City’s premises. Contractor shall be responsible for restoring/replacing any equipment, facilities, etc.

so damaged. Contractor shall immediately report to the City any damages to the premises resulting from services performed under a contract awarded pursuant to this Notice Inviting Bids.

6.17 Force Majeure (Acts of God)

In the event performance under a contract is be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the successful bidder, the successful bidder shall notify the City, in writing, within twenty-four (24) hours, after the commencement of the delay. Such causes may include, but are not limited to, Acts of God, war, or acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.18 Independent Parties

City and the Vendor will be acting in an independent capacity and not as agents, employees, partners, or joint ventures of one another. Neither the City nor its officers or employees will have any control over the conduct of Vendor or any of Vendor’s agents, employees, nor subcontractors.

6.19 Indemnity

Vendor agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Vendor, or Vendor’s employees, agents, officers, Request for Proposals

Security Guard Services for Cultural Sites and subcontractors. Vendor’s responsibilities under this section include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Vendor, its employees, agents or officers, or subcontractors; provided, however, that Vendor’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Vendor’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Vendor, if City chooses to do so. Vendor agrees to pay any and all costs the City incurs enforcing the indemnity, defense, and hold harmless provisions set forth this section.

6.20 Licenses, Permits and Certificates

The Vendor, at its sole expense, must obtain, and maintain all required business and professional permits, licenses and certificates.

6.21 Nuisance

The Vendor may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of Services under the PURCHASE ORDER.

6.22 Protection of Public

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by contractor to give advised and reasonable protection, safety and warning to persons and vehicular traffic concerned in the area.

6.23 Purchase of Services

The City agrees to purchase from Vendor, and Vendor agrees to provide the services set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”) (“Services”). The Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid.

There shall be no substitution

6.24 Safety

Items covered by a contractual services agreement issued in connection with this Notice Inviting Bids must conform to the Safety Orders of the State of California, Division of Industrial Safety.

6.25 Subcontractors

If the Vendor proposes to have any subcontractor perform any part of the Services other than those disclosed in Vendor’s Bid Documents, Vendor must submit a request to the Purchasing

Request for Proposals

Security Guard Services for Cultural Sites

Agent for approval in writing. The City, in its sole discretion, may grant or deny the request. The Vendor will be responsible for the quality of any subcontractor’s work. Every subcontract of any kind entered into between the Vendor and any subcontractor (or between any subcontractor and others) shall be consistent with the terms and conditions.

6.26 Taxes

The Vendor must separately state on all invoices any taxes imposed by the local, state or federal state government applicable to furnishing of Goods and Services; provided, however, where a tax exemption is available, the tax must be subtracted from the total price and identified.

6.27 Termination

The City reserves the right to cancel any portion of this Purchase Order at any time prior to the delivery of Services. The City has the option, at its sole discretion and without cause, of terminating this Purchase Order by giving ten days’ written notice to Vendor. If Vendor fails or refuses to perform any of the provisions of this Purchase Order, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate Purchase Order by written notice to Vendor. Upon termination of this Purchase Order, City will pay Vendor any compensations earned and unpaid up to the effective date of termination.

6.28 Work Product, Reports

Any work product prepared or caused to be prepared by the Vendor or any subcontractor will be the exclusive property of the City. No work product given to or prepared by the Vendor or any subcontractor may be made available to any individual or organization by the Vendor without prior written approval by the City.

6.29 Venue and Jurisdiction

The City and Vendor agree that the Services will take place in Los Angeles County. Any litigation arising out of this Purchase Order may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Purchase Order.

6.30 Unknown Obstructions

Should any unknown obstruction be encountered during the course of any contract, such obstruction(s) shall be immediately brought to the attention of the City. Contractor shall be responsible for the protection of all existing equipment, facilities, furniture or utilities encountered within the work area.

Request for Proposals

Security Guard Services for Cultural Sites

6.31 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase Order.

6.32 Removal of Security Officers by the City

The City reserves the right to require the Contractor to remove any security officers from further duty at City sites. If the City requires the removal of any security officers from duty, the City shall make reasonable efforts to provide the Contractor its reasoning for the removal demand.

However, failure to provide such reasoning by the City shall not be grounds for the Contractor to challenge such removal. Upon receiving a request for removal, the Contractor must immediately remove and replace an individual security employee. Such requests may be submitted in writing, via email, in person, or by telephone.

Request for Proposals

Security Guard Services for Cultural Sites

7 Insurance Requirements

The insurance documentation is only required from the successful bidder

7.1 Insurance Requirements for Vendors

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

7.2 Minimum Scope and Limits of Insurance

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Vendor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).

If the Vendor maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.

7.3 Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

A. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Vendor including materials, parts, or equipment furnished in connection with such work or operations.

CGL coverage can be provided in the form of an endorsement to the Vendor’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11…