SHARP_Security_Guard_Services_(Addendum_#2_Revision).pdf

Sacramento Housing and Redevelopment Agency

Procurement Services

801 12th Street – 2nd Floor Sacramento, CA 95814

(916) 440-1378 ps@shra.org

Visit our website @ www.shra.org

A Joint Powers Agency

M E M B E R S

City of Sacramento

County of Sacramento

Housing Authority of the City of Sacramento

Housing Authority of the County of Sacramento

Sacramento Housing and

Redevelopment Agency

Invitation for Quote (IFQ)

SHARP Security Guard Services

IFQ # SHARP IFQ-2026-084-PS

Release Project Date September 17, 2026

Pre-Submission Meeting (Non- Mandatory)

October 7, 2026, 12:00am On-site

Question Submission Deadline October 9, 2026, 5:00pm

Quotation Submission Deadline October 14, 2026, 5:00pm mailto:ps@shra.org http://www.shra.org/

Sacramento Housing and Redevelopment Agency

INVITATION FOR QUOTE (IFQ)

SHARP Security Guard Services

I. General Requirements II. Procurement Instructions

III. Scope of Work IV. Vendor Questionnaire V. Pricing Proposal VI. IFQ Requirements and Criteria

Attachments:

A - Professional Services Agreement - to be signed by SHARP_04102026

B - Professional Services Agreement - to be signed by Partnership_04102026

D - SHARP Insurance_Requirements_04.22.25

Invitation for Quote (IFQ) #SHARP IFQ-2026-084-PS Title: SHARP Security Guard Services

1. General Requirements

The below encompasses various additional general requirements that this project may be subject to depending on the nature of the project, funding type, and amount of funding.

1.1. General Compliance

The Contractor shall comply with all applicable federal, state, and local laws, regulations, ordinances, rules, codes, and other legal requirements that pertain to the solicitation, award, and performance of the

Contract. This includes requirements in effect when the solicitation is issued, as well as any applicable amendments, revisions, or successor requirements that become effective during the contract term. The

Contractor is responsible for identifying and maintaining compliance with all legal requirements applicable to its work, including requirements applicable to its employees, subcontractors, licenses, permits, wages, safety, and performance of the Contract.

2. Procurement Instructions

2.1. Agency Contact

It is recommended that specific questions regarding requirements be submitted via the Question &

Answer module of the project page.

All other communications regarding this Solicitation shall be directed to:

• SHARP Procurement Services

• Address: 801 12th Street, Sacramento CA 95814

• Phone: (916) 440-1378

• Email: psSHARP@shra.org

• OpenGov Portal: https://procurement.opengov.com/portal/shra

Unauthorized contact with other Agency staff or evaluation committee members regarding this Solicitation may result in disqualification

2.2. Basis of Award and Validity Date

The basis of award for this IFQ is cost reasonableness, responsiveness to the requirements of the solicitation, and ability to perform within required timeframe.

The Agency intends to award one (1) Agreement; however, the Agency reserves the right to make multiple awards or to award specific components of the Services, where it determines such action to be in its best interest.

Quotes submitted to the Agency shall remain valid for a period of 180 days calendar days from the submission deadline, unless otherwise extended by mutual agreement.

Ultimately, the Agency may also make no award if it determines that no Quotations are in its best interest.

2.3. Determination of Responsiveness

The Agency reserves the right to determine whether a Quotation is responsive and to reject any

Quotation deemed non-responsive.

The Agency reserves the right to waive minor informalities or irregularities in Quotations that do not materially affect the solicitation process or prejudice other Contractors.

https://procurement.opengov.com/portal/shra

2.4. Public Records

All Quotations are subject to disclosure pursuant to the California Public Records Act following award of the Agreement.

2.5. Quotation Costs

The Agency is not responsible for any costs incurred in preparation or submission of Quotations.

2.6. Quotation Submission

Quotations must be submitted by the specified deadline in the Solicitation Timeline. Contractors are responsible for ensuring timely submission and are encouraged to initiate uploads sufficiently in advance of the deadline.

The Agency may accept late submissions, or submissions other than non-electronic submission, only where such acceptance does not compromise fair and open competition and is consistent with applicable procurement requirements.

The Agency reserves all rights permitted under applicable law, including the right to reject any or all

Quotations, request additional information, or modify the scope of Services. The Agency may cancel, amend, or reissue this Solicitation at any time and for any reason.

The Agency’s determinations under this Solicitation shall be final to the extent permitted by applicable law.

2.7. Questions and Addenda

All questions must be submitted via OpenGov as indicated in the Solicitation Timeline.

Responses and any addenda will be posted via OpenGov. The Agency is not responsible for oral interpretations. All addenda issued by the Agency are incorporated by reference and become part of the

Solicitation, and if issued, the resulting Agreement.

2.8. Term and Maximum Compensation of Agreement

The Agency intends to award one (1) Agreement for the Services described in this Solicitation.

Any extension of the Agreement shall be subject to satisfactory performance and the Agency’s continued need for the Services.

The Contractor may request adjustments to pricing in connection with any renewal period by submitting a written request at least sixty (60) calendar days prior to the expiration of the then-current term. Any such request shall include reasonable supporting documentation. The Agency reserves the right, in its sole discretion, to approve, negotiate, or reject any requested pricing adjustments. Any unilateral adjustment to pricing by the Contractor shall constitute a material breach of the Agreement.

Contractors are advised to review the sample Agreement and all attachments prior to submission of a

Quotation. Contractors are responsible for identifying and resolving any internal concerns with the terms of the Agreement prior to submission. The Agency intends to award the Agreement substantially in the form provided and does not anticipate accepting exceptions. The Agency reserves the right, in its sole discretion, to reject any Quotation or deem it non-responsive if it contains exceptions, deviations, or proposed modifications to the Agreement, particularly where such exceptions are material or inconsistent with the Agency’s requirements.

3. Scope of Work

3.1. Project Overview

The Sacramento Housing and Redevelopment Agency, on behalf of SHARP, seeks qualified security guard services for the residential portion of Edge Water Apartments. SHARP is also requesting an alternate option that extends the same patrol service to Capital Terrace as a separate service location.

The selected firm will provide a visible security presence through regular foot patrols, observe and report suspicious or unauthorized activity, deter loitering and trespassing, and respond appropriately to incidents. The parking garage is a secondary patrol area and is not the primary focus of this assignment.

3.2. Property and Service Information

Base property Edge Water Apartments

Base service address 626 I Street, Sacramento, CA 95814

Optional property Capital Terrace

Optional service address 1820 Capitol Avenue, Sacramento, CA 95814

Requested start As soon as practicable following award and notice to proceed

Initial term One year, with optional additional 4 years

Coverage days Monday-Sunday

Coverage hours 18:00pm to 07:00am

Base staffing One unarmed security guard per scheduled shift

Service options Base: Edge Water Apartments only. Alternate: Edge Water Apartments and

Capital Terrace using the proposed staffing plan.

Primary areas Residential buildings, residential floors, entrances, walkways, and other resident-access areas designated by SHARP

Secondary area Parking garage, as time and conditions permit

SHARP representative Jeana Thomas, Regional Manager, or designee

3.3. Quotation Submission and Requirements

Quotations for the requested goods and/or services must be submitted by the dates listed in Timeline.

Please submit your responses via the Vendor Questionnaire and submit all requested documentation via the upload questions.

3.4. Reports and Notifications

• Complete a Daily Activity Report for every shift. At a minimum, each report shall identify the guard, date and shift hours, patrol times and areas, observations, contacts, actions taken, and any unresolved follow-up item.

• Submit the Daily Activity Report to Jeana Thomas or the SHARP designee at the end of each shift, anticipated at 7:00 a.m., for office review. Submit the report by email to regionalmanagers@shra.org.

• Provide an option for a Guard Tour System.

mailto:regionalmanagers@shra.org

• Prepare a separate detailed incident report for any event involving police, fire, emergency medical services, violence or threats, suspected criminal conduct, significant property damage, resident injury, or other serious occurrence.

• For emergencies, call 911 first, then notify the designated SHARP after-hours contact and the primary property contact. Notify SHARP as soon as practicable and no later than one hour after the occurrence unless emergency conditions prevent timely notice.

• Immediately notify SHARP of any missed shift, late arrival, early departure, or interruption in coverage. The firm shall provide a qualified replacement without additional delay.

3.5. Guard and Firm Qualifications

• Maintain all licenses, permits, registrations, insurance, training, and certifications required for private security services in California throughout the contract term.

• Assign guards who are trained in foot patrol procedures, report writing, emergency response, conflict de-escalation, professional communication, and fair and respectful interaction with residents.

• Conduct legally required screening and background checks before assignment. Upon request, the firm shall confirm that assigned personnel satisfy all applicable requirements.

• Provide a field supervisor who is available during service hours and can respond promptly to staffing, performance, or incident concerns.

• Require guards to wear a clean professional uniform with company identification and to carry all required credentials while on duty.

• Prohibit sleeping, smoking or vaping outside designated areas, personal visitors, excessive personal phone use, and other conduct that interferes with assigned duties.

3.6. Staffing Changes and Site Access

The firm shall notify SHARP at least one hour before a planned staffing change and immediately upon learning of an unplanned change. SHARP may request removal or replacement of assigned personnel for documented performance, conduct, safety, or site-suitability concerns, subject to applicable law and contract terms.

SHARP may provide keys, access credentials, or other property items needed for the work. The firm is responsible for controlling and safeguarding those items. Lost or compromised items must be reported immediately. The firm may be responsible for reasonable replacement, rekeying, or access-restoration costs resulting from its loss or misuse.

3.7. Breaks and Relief Coverage

The firm is solely responsible for compliance with all applicable federal, state, and local wage-and-hour requirements. Pricing shall include any relief staffing necessary to maintain the coverage required by this

Scope of Work. A scheduled fixed post shall not be left unattended during meal or rest periods.

3.8. Agency Coordination and Quality Control

• SHARP and the firm shall meet as reasonably needed to exchange information, review performance, update post orders, and address security concerns.

• The firm shall maintain supervisory review of patrol performance and reports and shall promptly correct missed patrols, incomplete reports, attendance problems, or unprofessional conduct.

• SHARP may adjust patrol priorities within the property based on operational needs, provided the change does not materially expand staffing hours or the overall scope without a written amendment.

3.9. Acceptance of Services

Services will be accepted based on complete scheduled coverage, performance of required patrols, timely and accurate reporting, compliance with post orders, professional conduct, and prompt correction of deficiencies. SHARP may verify attendance and patrol activity through reports, site observations, available access records, or other reasonable documentation.

4. Vendor Questionnaire

1. Quotation Non-Pricing Upload Please upload any additional supporting documentation here.

Documents specifically requested elsewhere in this section should be uploaded to their respective questions.

2. Vendor Information This section pertains to various vendor details.

2.1. W-9 for Vendor Number Creation*

Please download the below documents, complete, and upload your completed version.

• W-9.pdf

*Response required

2.2. Legal Entity Name*

Please provide the legal entity name for your company as registered with the California Secretary of State bizfile portal, as well as the entity number.

If you are not headquartered or registered within California, please refer to the next question and provide equivalent information for the state you are headquartered in.

A file upload question for documentation in lieu of typed information is available in the following question.

*Response required

2.3. Legal Entity Name Upload

If unable to respond to the above question, you may provide uploads of entity information (Articles of

Incorporation, Entity filings, etc.) for your current entity.

2.4. Vendor Contacts*

Provide contact information for the following roles (may be the same or different individuals):

• Contract Administrator / Contract Review Contact

• Authorized Signatory (individual with authority to bind the organization)

• Project Manager / Day-to-Day Contact

For each, include:

• Name https://government-project.s3.us-west-2.amazonaws.com/256339/5dcf4db6-69fb-4adc-81b6-a5c2c97c411d_W-9.pdf https://bizfileonline.sos.ca.gov/search/business

• Title

• Email

• Phone Number

If one individual serves multiple roles, please indicate all applicable roles.

You may also provide additional contacts relevant to this agreement (e.g., billing, compliance, or escalation) as needed.

*Response required

2.5. Vendor Address

City, State, Zip

If attention is required, please identify whom should be addressed.

3. Insurance Requirements

3.1. Certificate of Insurance (COI) and Requirements SHARP

Please review SHARP insurance requirements here.

• SHARP_Insurance_Requirement...

3.2. Sample COI upload*

Please provide a sample COI here

*Response required

4. Quotation Certifications Please complete the following confirmation questions related to this IFQ.

4.1. Ability to Perform*

By submitting a quotation, the Contractor confirms that it can deliver the requested goods, and/or perform the requested services, as described in the Scope of Work.

☐ Please confirm

*Response required

4.2. Acceptance of the IFQ Terms and Conditions, and SHRA's Sample Agreement* Do you accept the IFQ terms and conditions and SHRA's sample agreement?

☐ Yes

☐ No

*Response required

4.3. Acceptance of Insurance Requirements *

Do you accept the Agency's Insurance Requirements?

☐ Yes

☐ No

*Response required

4.4. Terms and Conditions Follow-up

If you indicated “No” in either of the preceding two (2) questions, please identify in detail each exception you are taking.

https://government-project.s3.us-west-2.amazonaws.com/301780/4d0ba0a7-42fd-48d5-8e76-241c8b714cab_SHARP_Insurance_Requirements_04.22.25.pdf

Failure to identify exceptions in this section will be deemed acceptance of the Terms and Conditions, Insurance Requirements, and Sample Agreement as presented. Any differing terms and conditions incorporated by reference in submitted documents, or introduced at the time of execution, will be rejected, and the Agency may proceed to the next Contractor.

For each exception, identify:

• The document, section, page and paragraph

• The specific language being replaced

• The proposed replacement language

It is the Contractor’s responsibility to clearly identify all exceptions and provide proposed alternatives. The

Agency will not draft exceptions on the Contractor’s behalf or suggests acceptable revisions.

Submission of an exception does not obligate the Agency to accept, negotiate, or incorporate any requested changes.

4.5. Attestation*

By submitting a quotation, the Contractor certifies that all information provided is true, complete, and accurate to the best of its knowledge and belief; that the individual submitting the quotation is authorized to bind the Contractor.

☐ Please confirm

*Response required

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure

Unit Cost Total

1 Base - Edge Water, unarmed, hourly rate

1 ea

2 Optional - Capitol Terrace, unarmed, hourly rate

1 ea

3 Optional - Edgewater, armed guard, hourly rate

1 ea

4 Optional - Capitol Terrace, armed guard, hourly rate

1 ea

TOTAL

6. IFQ Requirements and Criteria

IFQ REQUIREMENTS AND CRITERIA

Technical Review

The Agency will perform an administrative and technical review of each quotation to determine whether it satisfies the requirements and award criteria identified below. Each criterion, save for Price

Reasonableness, will be evaluated on a Pass/Fail basis and represents a material consideration in determining eligibility for award. A quotation must receive a Pass under every criterion to remain eligible for award. A passing determination under one criterion will not offset a failing determination under another criterion.

If the Agency identifies an apparent omission, inconsistency, or irregularity, the Agency may investigate the matter and request written or oral clarification, including an unscored clarification interview.

Clarification may be used to explain or confirm information already contained in the quotation or to obtain or verify information relevant to the Respondent’s responsibility. Clarification may not be used to submit omitted material information, materially revise the quotation, or make a materially nonresponsive quotation responsive after the submission deadline.

The Agency may waive minor informalities or irregularities that do not affect price, quantity, quality, delivery, contractual obligations, or another material requirement and do not provide the Respondent with an unfair competitive advantage. If omitted or deficient information is material or significantly affects the

Agency’s ability to evaluate the quotation, the quotation may be deemed nonresponsive or the

Respondent may be determined nonresponsible, as applicable, and the quotation may be removed from further consideration.

If the Agency determines that the Scope of Work or solicitation requirements require material revision, the

Agency may issue an amendment and provide an appropriate opportunity for Respondents to submit or revise quotations, or cancel and re-solicit the requirement, as appropriate.

Eligibility for Award

The Agency will make an award, if any, in accordance with the award methodology in the IFQ and Pricing

Proposal.

If the otherwise selected Respondent fails any criterion, is determined non-responsible, declines the

Agency's contract terms, cannot meet the required schedule, or does not timely execute the resulting contract, the Agency may consider the next quotation eligible for award.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Responsiveness

Whether the quotation is complete, responsive, and complies with the material requirements of the IFQ, including the

Scope of Work, specifications, required forms, certifications, pricing instructions, and submission requirements.

The Agency may request clarification to explain or confirm information provided in the quotation. Clarification will be unscored and will not be used to favor a Respondent or permit a material revision to the quotation.

Pass / Fail 20 (20% of Total)

2. Price Reasonableness

Whether the proposed pricing is determined to be fair and reasonable based on the quotations received and other relevant information, which may include market pricing, catalog or published prices, prior procurement history, prices paid for similar goods or services, and the Agency’s independent estimate.

Respondents are encouraged to include all applicable pricing and discounts in their original quotations, including cooperative pricing, volume discounts, prompt-payment discounts, or other available discounts. The

Agency may request clarification to confirm the applicability or calculation of submitted pricing; however, the Respondent may not materially revise its pricing after the submission deadline.

Alternative pricing structures may be considered only when included in the original quotation and capable of being evaluated consistently under the award methodology stated in the IFQ.

Reward Low Cost 20 (20% of Total)

3. Qualifications and Experience

Whether the Respondent demonstrates sufficient qualifications, experience, technical capability, personnel, and capacity to provide the requested goods or successfully perform the required services.

The Agency may request or independently verify information relevant to the

Respondent’s qualifications and responsibility, including references, past performance, licensing, financial capacity, and other business information. This review may not be used to cure the omission of information expressly identified in the IFQ as a material submission requirement.

4. Acceptance of Agency Contract Terms and Exceptions

For purposes of timely contract execution, the Agency requires adherence to its standard contract terms and conditions.

By submitting a quotation, the Respondent agrees to comply with the solicitation requirements and the Agency’s proposed contract terms and conditions, except for any exceptions expressly identified in the quotation. Failure to identify an exception will constitute acceptance of the applicable requirement or contract provision.

The Agency reserves the right, in its discretion, to accept or reject any proposed exception, modification, qualification, or condition. The Agency is not obligated to negotiate proposed exceptions. A quotation conditioned upon an exception or modification that the Agency determines to be unacceptable or material may be deemed nonresponsive.

Pass / Fail 20 (20% of Total)

5. Delivery & Performance Schedule

This represents the Respondent's ability to commit to and meet the delivery, commencement, completion, or performance schedule required by the IFQ.

For goods, this determination may include product availability, lead time, shipping, installation, and required delivery dates.

For services, this determination may include the proposed commencement date, staffing availability, required milestones, and the ability to perform within the required period.

A proposed schedule that does not comply with a material delivery or performance requirement, or a Respondent’s failure to demonstrate the ability to meet that requirement, may render the quotation ineligible for award.