security rfp 2 fy26_docx.pdf

REQUEST

FOR PROPOSAL

UNARMED SECURITY GUARD SERVICES

Hall County Library System

Gainesville Branch

Proposal Submission Deadline

November 5, 2026 at 3pm

I. Background

The Hall County Library System (“HCLS”) provides library services for the residents of Hall

County and, through the PINES system, to all residents of Georgia. The Hall County Board of

Commissioners owns the Gainesville Library (“Library”) building, which is a stand-alone building of nearly 40,000 square feet located at 127 Main St. NW, Gainesville and is the headquarters for the entire five branch library system. The Library serves as a community gathering spot with various programs and services, which include: a children’s area with storytime room, five study rooms, meeting and conference rooms, an art gallery, public restrooms, and open space around the Library. HCLS aims to foster a safe and inviting environment for the patrons and employees of the Library. As such, to bolster this goal, HCLS is seeking proposals from entities to provide uniformed, unarmed security guard services at the Library, its curtilage, and the adjacent parking lot.

II. Scope of Work

The Hall County Library System is seeking competitive sealed proposals for a one-year contract to provide unarmed security guard services to the Gainesville Library with the option to renew for four (4) additional one-year terms.

The Library is seeking to enter into a professional services agreement with a qualified entity to furnish the Library with security services. The entity shall provide all necessary management, expertise, labor, materials, uniforms, equipment, training, licenses, permits, insurance, and any and all other necessary components to perform security services at the

Library.

A. The Library is seeking to have one uniformed security guard seven days per week.

Beginning in January 2027, the library will be open to the public during the following days and times: • Monday and Thursday (10 a.m. – 8 p.m.) • Tuesday and Wednesday (10 a.m. to

6 p.m.) • Friday – Saturday (10 a.m. – 5 p.m.) • Sunday (1 p.m. to 5 p.m.) The Library and selected entity will determine how and when to best utilize the security guard during library hours as well as the time directly before opening and after closing. The Library reserves the right to change operating hours with four weeks notice to the vendor. No major holidays require security coverage, and after hours coverage is not required at this time.

B. The security guard must patrol and monitor the interior and exterior of the Library, including the adjacent parking lots.

C. The security guard will be a necessary visual presence and will assist in removal and/or exclusion of individuals from the Library based on the Library’s Patron Public Conduct policy

(available here:

https://hallcountylibrary.org/information/plans___policies/public_policies.php#collapse190

0b24) and other pertinent regulations or laws.

https://hallcountylibrary.org/information/plans___policies/public_policies.php#collapse1900b24 https://hallcountylibrary.org/information/plans___policies/public_policies.php#collapse1900b24

D. The security guard will provide library staff with professional advice on security-related matters and provide detailed and accurate reporting of events and activities.

E. The contract will go into effect on or about January 1, 2027. Pricing proposed in proposals must be protected from January 1, 2027 to December 31, 2027. Should the contract be renewed for additional years, pricing may not increase more than indicated by the consumer price index.

III. Proposal Submission Requirements and Schedule

All proposals submitted in response to this request shall be signed and addressed to:

Hall County Library Administrative Office

Security Services Proposal 11.26

127 Main St. NW

Gainesville, GA 30501

It is the sole responsibility of the entity submitting a proposal to ensure the proposal is received no later than the established due date and time provided for herein.

Proposals shall be submitted as follows:

Provide three paper copies and one digital copy no later than 3:00 p.m. on November 5, 2026 to Hall County Library System Administrative Offices, 127 Main St. NW, Gainesville, GA

30501. The digital copy may be submitted on a thumb drive or sent by email to lmackinney@hallcountylibrary.org. If submitting by email, please request confirmation of receipt. The name and address of the bidder shall be noted on the outside of the envelope or package and include a reference to “ Security Services Proposal 11.26.” Proposals may be hand delivered or mailed. Proposals postmarked by November 5 but not received by the

Library will not be evaluated. Pricing should be provided as a separate enclosed document, not as part of the larger proposal.

IV. Proposal Content

In order for a proposal to be considered, at a minimum, the proposal must include the requested items herein.

A. A cover letter/statement of interest indicating the company’s interest in the project and highlighting its qualifications. The letter should be signed by the individual at the company able to commit to the contents of the proposal.

B. A brief overview of the company’s history and organizational structure. This overview shall include the capacity of the company to begin providing the security services outlined in the proposal by January 1, 2027.

C. Describe the general approach, organization, and staffing required to provide the security services requested herein.

mailto:lmackinney@hallcountylibrary.org

● If there are costs associated with implementation of your service, please outline those costs in your separate pricing proposal.

● Include a timeline for implementation of your service.

● The Library places high importance on providing safe and comfortable spaces for all individuals to utilize library services. Our expectations are that all library employees and security should approach issues that arise with a high level of customer service. Any vendor responding to this proposal should be prepared to coach their employees to approach library users with a positive attitude. Please describe the training your company guards receive in customer service and de-escalation techniques.

● Describe your approach to handling complaints or concerns regarding security company employees.

D. Provide experience and specific examples of how the company has provided similar security services, particularly to libraries or other government entities.

E. Provide three past or current clients for whom similar services have been or are being performed. Please provide the reference entities name, contact person, mailing address, email address, and telephone number. If you have provided service to a library, reference information for an individual at that library is strongly preferred.

F. Provide the name, title, security services experience, and contact information of the person who will be managing this matter for the company. Please disclose if you expect to be using a subcontractor(s) to fulfill the contract, and provide an overview of the subcontracting company.

G. Provide proposed pricing per hour in a separate enclosed document.

H. Provide:

● E-verify affidavit and number

● Current business license

● Proof of insurance coverage

If a bidder does not currently have an e-verify number, documentation must be submitted to demonstrate the bidder is in the process of obtaining a number. No contract will be awarded to a bidder who cannot provide an official E-verify number and affidavit at the time of bid award.

V. General Terms, Conditions, and Criteria

A. A company submitting a proposal must actively be licensed by the state of Georgia to provide security services.

B. A company submitting a proposal must complete the SAVE affidavit located on the library’s website: https://www.hallcountylibrary.org/information/bid_opportunities.php and comply with federal E-verify requirements. See above instructions for those in the process of obtaining an E-verify number.

C. No specific software management system is required. Incident reports should be kept, but the method of managing them is flexible. In addition, no particular equipment is required or provided by the Library.

D. The Library reserves the right to reject all submissions and waive any irregularities and informalities in the information provided.

E. The Library reserves the right to negotiate contract terms with the successful bidder.

F. The Library reserves the right to award any contract to the next most qualified company, if the successful company does not execute a contract in a timely manner.

G. The Library shall not be responsible for the costs incurred by a company in preparing, submitting, or presenting its proposal.

H. In submitting qualifications, the respondent agrees to comply with all applicable federal, state, county, and city laws in the conduct of the work specified herein.

I. All materials submitted in response to this request for proposal are subject to the Open

Records Act and may be subject to dissemination to the public.

J. Optional tours of the Gainesville Library will be available to companies interested in submitting a proposal. Bidders may tour on their own during any library operating hours. However, no staff member will be available to answer questions during self-guided tours. Questions must be submitted as directed in section V. - K. of this RFP.

Staff guided tours will be available on Wednesday, October 14 at 11am and again at

2pm. Note that no substantial changes to the building have been made since the last security RFP.

K. Questions should be submitted to Library Director Lisa MacKinney via email only at lmackinney@hallcountylibrary.org. The deadline for questions is October 19, 2026 at

2pm.

L. Any addendums will be posted no later than Friday, October 23 at 2pm.

https://www.hallcountylibrary.org/information/bid_opportunities.php

M. The criteria used to evaluate proposals submitted in response to this RFP are as follows:

1. Qualifications of the company submitting a proposal;

2. Relevant similar experience providing security services;

3. Approach to providing security services for the Library;

4. Ease and timeliness of implementation of service;

5. References/customer service plan;

6. Quality, completeness, and thoroughness of the proposal as submitted

7.Pricing

Date of Publication: September 29, 2026 mailto:lmackinney@hallcountylibrary.org https://www.hallcountylibrary.org/information/bid_opportunities.php