Security Services Proposed Services Response Form Final.docx

RFP# 202508126

Security Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Security Services Requirements

1. Provide a sufficient number of qualified Security Officers to ensure security services are available at each respective Hospital according to Schedules 1 and 2:

a. Provide additional Security Officers, at the number requested and deemed necessary by the Hospitals, for Special Detail Assignments.

b. Staffing schedules may be filled utilizing any configuration of full-time and part-time employees.

c. Staffing schedules are subject to change without notice and the Department reserves the right to revise staffing schedules at any time in order to meet the needs of the Hospitals throughout each contract period.

Bidders must provide a Security Officer Staffing Plan describing how staffing schedules outlined in Schedule 1 (DDPC) and Schedule 2 (RPC) of the RFP will be met.

1. Ensure Security Officers:

a. Provide security services as outlined in Appendix H (Security Officers’ Job Expectations).

b. Adhere to each Hospital’s Contraband and Building Search Policy (to be provided to the awarded Bidder(s) during contract negotiations).

c. Provide security services consistent with the State’s Department of Public Safety, Bureau of Capitol Police 16-219 C.M.R. Ch. 41 and 42 at RPC.

d. Who work at the respective Hospital on a part-time basis, work no less than forty (40) hours per month at RPC and sixteen (16) hours per month at DDPC.

e. Remain on-site at the respective Hospital during the assigned work hours, including all scheduled breaks.

f. Provide notification to superior(s) when taking a scheduled break and be accessible via 2-way radio at all times during work hours.

g. Formulate and maintain a deductive schedule of security tasking that ensures continued compliance given the scope of duties required at the respective Hospital and are cognizant of the critical aspects of the Hospital’s operations at all times ensuring safety and security to all patients, Hospital staff, and visitors.

h. Report any motor vehicle accident that occurs in a State owned/leased vehicle immediately to the Hospital.

i. Do not utilize personal media such as, but not limited to, cellphones, computer, etc., to conduct security services business and/or communications.

i. Such use will constitute the respective Hospital to initiate steps to secure such communications along with any and all devices used for that same purpose.

ii. Security Officers must be immediately separated from assignment for violating security breaches.

j. Report and document recorded inspections at the change of shift to the oncoming Security Officer.

k. Are proactive in identifying opportunities for change in methods and/or procedures to improve security services and safety of patients, Hospital staff, and visitors.

l. Act proactively in non-discriminatory manner toward patients, Hospital staff, and visitors.

2. Provide an electronic security monitoring system which is functionally operated at the Hospitals.

a. The security system must provide:

i. Reporting and documentation of Security Officers activities; and

ii. Assures safety and security rounds are effectively and efficiently performed.

b. Ensure all changes to the security system or its processes are approved by the Department prior to installation/utilization.

i. If the system is to be replaced, the new system must be equal to or greater than the current VSA Track Tik in relation to quality and performance.

ii. Any proposed system and/or related components must be approved by the Department prior to installation/utilization;

iii. The system must be continually updated; and

iv. Hospital staff and Security Officers must be trained in operating the system.

c. Ensure the Department’s access to all data within the electronic security monitoring system.

d. Ensure a smooth transition in the event a new electronic security monitoring system is to be installed.

i. Any proposed system may not be connected in any manner to the State’s network.

B. General Requirements

1. Provide payroll functions including but not limited to:

a. Processing weekly timecards:

i. For RPC ensure Security Officers utilize the Hospital’s punch clock at the start and end of each shift to ensure validation of time worked.

ii. Security Officers who work any of the six (6) holidays, as outlined in Schedule 3 of the RFP, will be paid time and a half (1.5 times their normal pay rate).

b. Preparing quarterly and annual withholding reports as required by State and Federal employment guidelines.

2. Comply with all record keeping requirements for Human Resources/Payroll Services.

3. Comply with all State and Federal rules, regulations, and applicable standards, Hospital policies, and those of any Accreditation Body as determined by the Department.

4. Ensure a method of billing which results in accurate invoicing and clarity of the content contained in the invoice.

5. Collaborate with the Hospital’s Human Resource Office regarding the Department’s process for recruitment, hiring, record keeping, and separation from assignment procedures.

6. Provide Security Officers with a sufficient number of uniforms for the assigned work hours.

a. Uniforms must include a duty belt for carrying equipment supplied by the Hospitals (i.e. flashlight, hand-held 2-way radio, etc.).

i. Security Officers will not be permitted to carry firearms, knives, weapons, or any item that is not in accordance with the Hospital policy.

b. Uniforms will be agreed upon by the awarded Bidder and the Department.

7. Ensure all information collected via notebooks, plans, working papers, and/or other work produced by Security Officers while performing the security services defined by this RFP are retained, with the exception of payroll forms.

a. Ensure all documents include service dates.

b. Obtain approval from the Department prior to making changes to any documents.

c. Provide documentation to the Department upon request.

8. Ensure no Security Officers work greater than forty (40) hours per week, unless previously approved by the Hospitals.

9. Conduct performance review for Security Officers every three (3), six (6), and twelve (12) months including but not limited to, ensuring Security Officers:

a. Continue to meet the expectations of Appendix H (Security Officers’ Job Expectations); and

b. Attend required Hospital trainings.

c. Develop and submit for Department approval a timeline to provide the performance review(s) to the Hospital(s) for signature.

10. Develop and submit for Department approval action plans and timelines that address issues and remedy problems.

a. All action plans will be approved by the Department prior to implementation.

11. Develop and submit for Department approval security performance review and assessment to gather and measure patient, visitor, and Hospital staff perception of Security Officers service and performance.

a. The final document will be reviewed and approved by the Department prior to utilization.

b. Utilize the results of the security performance review and assessment to develop, in collaboration with the Department, measurable performance indicators specifically designed for the Hospital(s) to ensure compliance with all regulating agency standards.

i. The Department will provide a final approval.

ii. Deliver the developed performance measures to the Department on a quarterly and annual basis.

12. Develop reports as needed and in collaboration with the Department to support any audit processes, including but not limited to:

a. Field Investigations;

b. Grievance resolutions; and

c. Accreditation surveys.

C. Recruitment Requirements

1. Recruit Security Officers by advertising, screening, interviewing, and performing all other aspects of recruitment for finding and attracting the potential resources for filling necessary vacant Security Officers positions at the Hospitals.

0. Ensure the State’s Equal Employment Opportunity guidelines and provisions are followed.

0. Ensure the Hospitals are afforded the opportunity to interview any final candidates identified by the awarded Bidder.

1. The Hospitals will have the right to accept or reject any candidate offered by the awarded Bidder for any position.

2. Provide documents and verification on each candidate to the respective Hospital, including but not limited to:

a. Education and training (resume);

b. Appropriate knowledge and experience to complete job tasks;

c. Application for Employment;

d. Background checks;

e. Valid Maine driver’s license; and

f. Certificate of motor vehicle liability insurance.

Bidders must provide a list of competencies and minimum qualifications for Security Officers, including but not limited to:

· Enhanced security knowledge and capability for specific events such as emergency preparedness

· Knowledge of security assistance equipment such as cameras, monitors, hand-held and walk-through detection systems, door access systems, duress call notification systems, and any other security equipment as needed.

· Effective communication skills.

· The appropriate skills, ability, expertise and professionalism with which to perform the necessary security functions specific to the job description.

3. Ensure Security Officers who resign or are separated from assignment are replaced at the earliest possibility, but no later than thirty (30) calendar days, to ensure minimal disruption in security services.

a. If the resigned/separated from assignment Security Officer has worked at the respective Hospital less than six (6) months, the awarded Bidder will assume all costs for orientation and training of the replacement Security Officer.

D. Staff Assignment Requirements

1. Facilitate contingent job offers and conduct necessary criminal background checks prior to any announced start date of the intended candidate.

a. Coordinate with the respective Hospital, the Security Officer’s actual start date of assignment with the Hospital.

b. Provide written notification to the respective Hospital confirming the approved start date of assignment with the Hospital.

2. Ensure Security Officers assigned to the Hospital comply with immunization requirements under 22 M.R.S.A. §802 and 10-144 C.M.R. Ch. 264 and the Federal Centers for Disease Control and Prevention, Guidelines for Preventing the Transmission of Mycobacterium Tuberculosis in Health-Care Settings, 2005, including but not limited to:

a. Ensuing all Security Officers are free of communicable disease (Hepatitis B, mumps, varicella-zoster, rubella, rubeola, and tuberculosis).

i. The awarded Bidder will be responsible for the cost incurred in providing the documentation of the immunization status of Security Officers

ii. If the Security Officer is in the process of completing the Hepatitis B vaccine series, ensure evidence of the immunization process is provided to the respective Hospital.

iii. Ensure a signed letter of declination is provided to the respective Hospital for Security Officers who decline the Hepatitis B vaccine.

iv. The respective Hospital’s Infection Control Nurse will evaluate the information received and give clearance for the Security Officer(s) to begin orientation.

E. Separation of Assignment Requirements

1. Coordinate and facilitate meetings with the respective Hospital and the individual Security Officer when work performance concerns arise or reprimands are warranted.

a. The respective Hospital will communicate any issues relating to an individual Security Officer with the awarded Bidder.

b. The respective Hospital and awarded Bidder will collaborate regarding any separation of assignment decisions involving an individual Security Officer as needed.

c. The Department reserves the right to direct the awarded Bidder to:

i. Remove any individual employee of the awarded Bidder who, in the reasonable opinion of the Department, is not fit to be engaged in providing security services to the Hospital(s).

ii. Temporarily remove an individual Security Officer from the work schedule pending an investigation of alleged misconduct, and collaborate with the Department on any such investigations as needed.

F. Background Check Requirements

1. Conduct background checks on all Security Officers who provide services for the Hospital(s) upon initial assignment and annually thereafter.

a. Ensure Security Officers sign a release form prior to background checks being performed.

b. Ensure the release form includes notice that the background check results may be shared with the Department.

c. The methods of performing the background checks must first be approved by the Department in writing and must include but not be limited to information from:

i. The Maine Bureau of Motor Vehicles;

ii. The Maine Sex Offender Registry;

iii. The Maine State Bureau of Investigation;

iv. A National Criminal Check; and

v. The potential employee’s county of residence for the past seven (7) years.

d. Be responsible for all costs associated with performing background checks.

e. Receive written permission from the Department before making any changes to background check methods.

f. Provide the Department with the results of each background check within five (5) calendar days of completion and prior to the individual providing services under the contract resulting from this RFP.

i. All results of the background check must be marked confidential and only shared with approved Hospital personnel.

ii. The Department reserves the right to conduct additional background checks as needed.

2. Ensure no individual is assigned or retained who has a criminal conviction record that:

a. Involved client abuse, neglect or exploitation;

b. Is classified as Class A, B or C crime or the equivalent of any of these and/or any reckless conduct that caused, threatened, solicited or created the substantial risk of bodily injury to another person within the preceding two (2) years; and/or

c. Resulted from a sexual act, contact, touching, or solicitation in connection to any victim.

3. Ensure no individual is assigned or retained who has a criminal conviction record that has/had:

a. Two (2) or more moving violations in the past two (2) years;

b. Two (2) or more at fault accidents in the past twelve (12) months;

c. Convictions for driving while intoxicated in the past three (3) years; and/or

d. Driving privileges suspended or revoked in the past two (2) years.

G. Security Officers Orientation, Training, and Continuing Education Requirements

0. Ensure Security Officers attend the required orientation and annual trainings at the respective Hospital, including but not limited to:

0. Cardiopulmonary resuscitation (CPR) only required every two (2) years;

0. First Aid;

0. Behavioral Response Options (BRO);

0. Management of Aggressive Behavior (MOAB);

0. Respond Assess Deescalate (RAD);

0. Adult Development;

0. Age Specific Competency;

0. Blood Borne Pathogens;

0. Boundaries and Treatment Modalities;

0. Code of Conduct;

0. Sexual Harassment;

0. Continuous Performance Improvement;

0. Emergency Preparedness;

0. Fire Extinguisher Training;

0. Hazard Communications;

0. Confidentiality;

0. Client Rights;

0. Risk Management/Mandatory Reporting;

0. Extreme Weather;

0. Suicide Prevention Training; and

0. Trauma and Sexual Abuse Training.

0. Ensure Security Officers receive on-the-job training to meet or exceed job expectations and requirements.

1. Initial training must include successful completion of the respective Hospital’s New Employee Orientation and at least forty (40) hours of supervised performance as a Security Officer.

0. Develop and implement a Safe Driving Program for Security Officers, ensuring:

2. Security Officers, whether they utilize State owned/leased vehicles or not, complete the Safe Driving Program within the first ten (10) business days of the employee’s initial date of assignment, and biannually thereafter.

0. Provide evidence of all Security Officers who complete the Safe Driving Program to the Department within ten (10) business days of completion.

2. The Safe Driving Program includes but is not limited to:

1. A Security Officer’s ability and competency to drive a vehicle.

2. The Safe Driving Program is reviewed and approved by the Department prior to implementation.

Bidder must provide an outline of the proposed Safe Driving Program.

0. Ensure Security Officers have access to continuing education programs, including but not limited to:

3. Advanced Certifications; and

3. Supervisory training.

H. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided to the awarded Bidder during contract negotiations) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

0. Provide additional supportive documentation as indicated in Table 1, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Security Measures

· Evaluation of all items in personnel containers and review of items during transfer to bags, provided by the Hospital.

Office Goal/Initiative: Expectations of Security Officer

I. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

· Total number of visitors

· Total number of off-hours visitors

· Total number of alarms answered

· False and actual

· Number and type of incidents investigated

· Type of Incident

· Individual Involved; staff, patients and/or visitors

· Property involved that could result in harm to staff, patients, visitors or property

· Payroll

· Employee records

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

· Quarterly (aggregated) Annually (aggregated) Seven (7) calendar days after the end of the preceding month/quarter/year

DHHS RFP Proposed Services Response Form (Rev. 10/2025)