STAR Security Services RFP.pdf

REQUEST FOR PROPOSAL (RFP)

Security Services for Events

STAR Centre

BPM044402

Issued by: Department of Administration, City of Havre de Grace

May 17, 2024

Proposal Deadline: June 21, 2024 by 2pm Delivered electronically to michelew@havredegracemd.com

Contact: For more information on the Proposal Requirements and Scope of Work contact: Michele Widman, Procurement Officer at Michelew@havredegracemd.com or by phone at 410-939-1800 ext. 1109.

Pre-Proposal Meeting: Mandatory Virtual Pre-Bid meeting, May 29, 2024 at 3pm.

Must RSVP if interested in attending the meeting by contacting Michele Widman, Procurement Officer, at Michelew@havredegracemd.com or 410-939-1800 ext 1109.

Purpose: The City of Havre de Grace requests proposals from qualified and experienced firms with a background in providing professional security services to provide visible uniformed and/or non-uniformed unarmed security personnel and services at City special events as requested by the City throughout the yearly event schedule.

Background: The STAR Centre, located at 700 Congress Ave, Havre de Grace MD, formerly known as the Havre de Grace High School Gym/Auditorium has been operational as a performance space by the City since May of 2022. The STAR Centre has the distinct privilege of being a convenient regional destination to multiple demographics. The diverse schedule include concerts, theatre, dance performances, variety shows, sporting events, lectures, workshops, summer camps, festivals, vendor events, along with additional innovative events.

Questions regarding the RFP: All questions regarding the RFP shall be send directly to Michele Widman, Procurement Officer via email Michelew@havredegracemd.com.

The City Reserves the Right to reject any proposals that are not furnished promptly with all the required information. The City Reserves the Right to verify the qualifications of all contractors. Such qualifications may serve as the basis for acceptance or rejection. The City Reserves the Right, in its discretion to reject any and all proposals or to accept any proposals found to be in the best interest of the City of Havre de Grace. The City of Havre de Grace Procurement Policy is available for review at City Hall between the hours of 9 am until 5 pm, Monday through Friday, and on the City’s website at www.havredegracemd.gov.

mailto:michelew@havredegracemd.com mailto:Michelew@havredegracemd.com mailto:Michelew@havredegracemd.com http://www.havredegracemd.gov/

R-2 STAR Security Services RFP

GENERAL INFORMATION:

Purpose: The City of Havre de Grace hosts many events throughout the year. As such, the events at the City’s STAR Centre are well attended, resulting in large crowds which can lead to congestion and longer wait times to enter the building. The City needs to contract with a reliable contractor who shall provide security services for the STAR Centre events. The types of security needed will depend on the unique aspect of each event, such as its attendance volume, event type and location. Because of the variety of events scheduled, the security contractor must be able to tailor their services to meet the needs of the event to provide overall security measures to reduce risk and ensure the safety of everyone attending and participating in the events to include the audience, guests, sponsors, organizers and performers.

Thus it is paramount that the security team works with and assists the STAR Centre personnel along with City law enforcement with the planning, executing and management of the event’s security.

The security services shall be interactive and interpersonal with the population, user friendly, proactive at safety awareness, good at verbal de-escalation, and being involved in safety education events on campus. The selected Contractor shall have the capability of providing value added security solutions.

The security service shall affect reasonable protection to personnel, property, buildings, and equipment against injury, molestation, loss or damage from preventable cause, including but not limited to fire, structure or equipment failure, theft, vandalism, trespass or other violations of law or regulations.

Project Schedule:

RFP Posted: May 17, 2024 Mandatory Pre-Bid Meeting: May 29, 2024 at 3pm (remote) Optional Site Visit scheduled: May 31, 2024 at 10am Deadline to Submit Questions: Tuesday, June 11, 2024 by 5pm Proposal Due Date: June 21, 2024 by 2pm Estimated Date of Award: June 25, 2024 Contract to begin: July 1, 2024

Contract Administrator: The vendor shall provide a point of contact which will monitor the conditions of the contract and of scheduling the work. The vendor shall work directly with the Chief of Parks, Events and Recreation staff to ensure smooth execution of the contract, the City’s point of contact after the contract is awarded will be known as the Contract Administrator.

Period of Contract Performance: The selected proposer will be invited to enter into an agreement with the City, for the provision of the Services (“Agreement”) for the period of July 1, 2024 to July 1, 2025, with three annual contract extensions available per mutual agreement.

Deadline to submit questions will be Tuesday, June 11, 2024 by 5pm. All questions must be submitted in writing, via email to Michelew@havredegracemd.com. Questions and answers will be distributed to all potential bidders, ensuring all parties have the same set of information. All questions shall only be sent directly to the Procurement Officer. Attempt to contact any other City personnel will be seen as an attempt to bypass the above communication method may be perceived as establishing an unfair or biased process and will lead to disqualification as a potential supplier.

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Bid Tabulations: The City will not hold a public Bid Opening. All parties will receive a copy of the Bid Tabulation via email. All bids are confidential until after the final award, at which time inspection by others can be requested in writing under the Maryland Public Information Act.

Bid Withdrawals: Prior to the time of opening, Bids may be withdrawn only upon written request received from Bidder. No Bidder may withdraw its Bid for a period of ninety (90) days after the opening of Bids.

Taxes: The Contractor shall pay all sales, consumer, use and other similar taxes required by applicable law to be paid with respect to the work performed or the materials or equipment furnished. The City of Havre de Grace is exempt from the payment of such taxes with respect to items purchased directly.

1.0 GENERAL CONDITIONS

1.1. Conflict of Interest: By signing the proposal, the bidder affirms that it and its’ officers, members and employees have no actual or potential conflict of interest, beyond the conflicts disclosed in its’ proposal. Bidder will not acquire any interest, direct or indirect, that would conflict or compromise in any manner or degree with the performance of its services under this contract. If any potential conflict is later discovered or if one arises, the bidder must disclose it to the City promptly.

1.2. Independent Proposal: A proposal will not be considered for award if the price in the proposal was not arrived at independently, without collusion, consultation, communication or agreement as to any matter relating to such prices with any other offer or with any competitor.

The price quoted in the bidder’s proposal will not be subject to any increase and will be considered firm for the life of the contract unless specific provisions have been provided for adjustment in the original contract.

1.3. Rejection of Proposals: The Procurement Officer reserves the right to accept or reject any or all proposals, in part or in whole, at her discretion. The City reserves the right to withdraw this RFP at any time for any reason. Submission of, or receipt by, the City confers no rights upon the bidder nor obligates the City in any manner.

1.4. Expenses: The City will not be held liable for any expenses incurred by any bidder responding to this RFP including expenses to prepare or deliver the proposal or attend any oral presentation.

1.5. Interviews: Discussions and/or interviews may be held with the bidders under final consideration prior to making a selection for award; however, the RFP may be awarded without such discussions or interviews.

1.6. Oral Statements and Commitments: Any oral representations made or assumed to be made during discussions held between the bidder’s representatives and the City personnel are not

R-4 binding. Only the information issued in writing and added to the RFP by an official written addendum is binding.

1.7. Award: It is anticipated that a single contract will be awarded for all services. However, the City reserves the right to configure the contract in whatever manner is in its’ best interests and may contract with more than one firm to ensure the needs of the City will be met.

1.8. Public Record: All documents submitted in response to the RFP and any documents created as a result of this RFP are considered public record. All bids, proposals or offers submitted shall become public information and will be available for inspection during normal business hours at the City.

Primarily, only trade secrets are considered exempt from public disclosure.

1.9. Contract: The RFP and the bidder’s response will be incorporated into the contract by reference. The order of precedence is the contract, the RFP and any addendum and the bidder’s proposal in the response to the RFP.

1.10. Contract Term: This contract will be effective upon award and shall be for a one (1) year period. By mutual consent of the Contractor and the City, the contract may be renewed by written agreement for an additional one (1) year term, over three additional years.

1.11. Contract Changes: Any changes to the original contract will be made via a Change Order issued by the City. No change is official until a signed Change Order is produced.

1.12. Contract Termination for Unavailability of Funds: If funds are not appropriated or allocated for the services provided under this contract, the City may terminate the contract at the end of the affected current fiscal period without charge or penalty. The City shall give the vendor written notice of such non-appropriation or non-allocation of funds as soon as possible after the City receives notice.

1.13. Contract Termination for Failure to Perform: The City may terminate the contract resulting from this RFP immediately at any time the vendor fails to meet the terms of the contract.

1.14. Payment of fees will be made upon successful completion of the required services.

1.15. Invoices: The Contractor shall submit invoices, in arrears. Invoices properly prepared and submitted in accordance with the terms and conditions of the contract are usually paid within thirty (30) days.

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2.0 SCOPE OF WORK

Services Plan components and requires to be provided by the selected proposer must include the following:

2.1. Provided trained uniformed and/or non-uniformed professional security personnel and services for STAR events throughout the calendar year as needed. Three events per month estimate.

2.2. Professional security service personnel will have a neat and professional uniform appearance.

2.3. Professional security service personnel will be trained in fixed and mobile security functions.

2.4. Professional security service personnel will be trained in emergency communications, de-escalation, reasonable response to aggression and resistance, duty to intervene, and first aid.

2.5. Professional security service personnel must have the ability to partner, effectively communicate, and work with City Police, Susquehanna Hose Company, Public Works and City Administration staff.

2.6. Availability and use of professional security service marked vehicles at events are beneficial and desirable but not required.

2.7. Professional security service companies and their staff should be aware of, support, and practices the “Shared Principles of Public Safety.”

2.8. Interested professional security service companies must be willing to invoice the City per event, providing a cost estimate of professional security services prior to the event. This includes detailed billing per staff member, per hour and any additional costs.

2.9. Interested professional security service companies must be willing to bill third party entities directly for their agreed upon services if the City requires professional security services to maintain public safety at well-attended non-City sponsored events or gatherings.

2.10. Essential elements of the contract include

o 24-hour event security availability o Access Control—both entry and exit points o General access control measures, such as ticket and ID checks o Metal Detectors and Weapons Searches o General bag checks—to control prohibited items o Use the latest technologies in their communication devices o VIP and/or Talent escorts & security o Respond to unruly attendees or manage violent situations o Manage disruptions to events o Alcohol Enforcement o Audience Management o Crowd Control o Parking services & directions o Assist with the planning of events and coordinate as a liaison with the PD o Attend meeting pertaining to the events o Work with management to meet budget needs

R-6 o Ensure thorough background checks and drug testing on all employees o Security employees must deliver great service that ensures a safe and enjoyable experience for all attendees

3.0 CONTRACTOR OBLIGATIONS

3.1. The Contractor must have a proven record of success and long tenure management and employment history, minimum of five years in the industry.

3.2. The Contractor shall be licensed with the Maryland State Police to perform security services in Harford County and the State of Maryland.

3.3. The Contractor shall have an office able to provide additional security assistance within an hour travel time to the City.

3.4. The Contractor shall have surge capability for unusual, unexpected, infrequent, or emergency events, as well as planned surges.

3.5. The Contractor shall ensure that all guards working under this contract have obtained a Security Guard Certification through the Maryland State Police. The Contractor shall be responsible for all application cost and any related fees.

3.6. The Contractor shall provide competent personnel and management.

3.7. The Contractor shall cooperate and coordinate, at all times, with the City’s Police Department in enforcing regulations and in internal security and theft control.

4.0 EMPLOYEE QUALFICIATIONS

4.1. All employees assigned to this contract are preferred to be a minimum of twenty-one (21) years of age. Requests for age exceptions are at the approval of the City’s Chief of Police.

4.2. Employees shall have undergone a thorough criminal background check, at the Contractor's expense and prior to hire, including but not limited to, fingerprint check, criminal records check, sex offender registration records check, military dishonorable discharge, and drug screening.

4.3. Employees shall be current Security Guard Certification from the Maryland State Police.

4.4. Employees shall be able to perform the responsibilities of a Security Guard.

4.5. Employees shall have good written and oral communication skills.

4.6. Employees shall have good interpersonal skills and be able to diffuse volatile situations/ confrontations.

4.7. Employees shall be of sufficient physical fitness to stand and walk to observe the general area for an eight (8) hour period with reasonable breaks and be able to walk up and down at least three (3) flights of stairs quickly.

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4.8. Employees shall possess a current American Red Cross Adult First Aid/CPR/AED CPR or equivalent certification, trained on “Stop the Bleed”, and trained by the Health Department to administer Naloxone.

4.9. Employees shall maintain respect for patrons, performers, and employees, and must conduct themselves with a high level of professionalism and maintain a businesslike demeanor at all times.

4.10. Employees shall maintain a clean neat appearance and have good personal hygiene.

4.11. Employees shall NOT carry weapons of any kind including mace, pepper spray, night sticks or handcuffs.

4.12. Employees shall at no time use foul or obscene language.

4.13. Employees shall wear an identification card while on duty which includes a clear and recent "head shot" photograph of the employee and the employee's first and last name.

4.14. All officers assigned to the events shall wear a company issued uniform while on duty. The uniform must be kept clean, pressed and in good condition.

4.15. The Contractor shall provide each of employees a duty belt to enable officers to carry a Company provided radio, Naloxone and any other required equipment.

4.16. The style of the uniform and the footwear worn shall be agreed upon by the City, and bear the company name or logo in an agreed upon style.

5.0 INSURANCE REQUIREMENTS

5.1. Vendor must submit Certificate of Insurance showing the Mayor and City Council of Havre de Grace, 711 Pennington Ave, Havre de Grace MD 21078 as the Certificate Holder. All costs and deductible amounts will be for the sole account of the vendor. Policy must be carried out and maintained during the entire term of the project.

5.2. Failure to provide, and to continue in force for the life of the contract, the required insurance shall be deemed a material breach of contract. Furnishing of the insurance required herein shall not relieve the Contractor of any responsibilities or obligations assumed under the Contract, or for which the Contractor may be liable by law or otherwise.

5.3. Insurance shall be carried and paid for by the Contractor, as follows:

a. Worker’s Compensation, Social Security, Unemployment Insurance.

b. Public Liability and Property Damage Insurance.

c. Commercial General Liability Insurance.

5.4. The Contractor shall comply with and qualify under current Worker’s Compensation laws and at all times cause every subcontractor who shall be engaged in the work, to comply with and qualify under such laws.

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5.5. The Contractor shall save the city harmless against loss or damage arising from the Contractor’s failure to comply with and qualify under such laws.

5.6. Evidence satisfactory to the City that the Contractor and each of its subcontractors have qualified under the Worker’s Compensation laws shall be submitted prior to the commencement of the work contemplated.

5.7. Limits for public liability shall be One Million Dollars/One Million Dollars ($1,000,000.00/$1,000,000.00). Limits for property damage insurance shall be One Million Dollars/One Million Dollars ($1,000,000.00/$1,000,000.00).

5.8. Policies for public liability and property damage insurance must be written to include contingent liability and contingent property damage insurance to protect the Contractor against claims arising from operations of subcontractors.

5.9. In all classes, Certificates of Insurance shall be forwarded to the City in duplicate. The City shall be listed for notification in event of cancellation. Certificates must be filed before starting any work.

5.10. The furnishing of vandalism and malicious mischief and other endorsements is not mandatory, but is left to the Contractor’s discretion.

5.11. The Contractor shall indemnify and save harmless the City from all suits, actions, damages or costs of every nature and description to which the City may be subjected or put by reason of injury to persons or property as a result of the work performed hereunder by the Contractors, whether caused by negligence, gross negligence, intentional acts or carelessness on the part of the Contractor, its agents, or other insurable causes.

6.0 BONDING

6.1. Prior to contract execution, the successful bidder shall deliver a Performance Bond in the amount of $100,000, covering faithful performance of the contract.

7.0 PAYMENT AND INVOICING

7.1. The Contractor shall be paid monthly in arrears.

7.2. The City pays true and correct invoices Net30.

7.3. The Contractor shall submit invoices via email to the Chief of Parks, Events and Recreation.

7.4. Invoices shall contain the following information:

a. Assigned purchase order number.

b. Detailed listing of services provided, including extra work required to be paid at the hourly rate specified in the Form of Proposal provided in the RFP.

c. Detailed listing of non-regular services provided, subject to review and approval.

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8.0 PROPOSAL SUBMISSION REQUIREMENTS:

8.1. To be considered for selection, offeror must submit a complete response to the RFP.

Submittals will only be accepted electronically, delivered to the Procurement Officer, Michele Widman via email Michelew@havredegracemd.com. Late Submissions will not be considered or reviewed.

8.2. Proposal Requirements:

Each Proposal must contain two separate files, clearly labeled with the contractor’s name and labeled as “Technical Submittal” with the RFP Title, and a “Pricing Proposal Submittal” titled appropriately. The two submittals must be separate files.

Technical Proposal Submittal Criteria

8.2.1 Cover/Transmittal Letter, to include contact information, signed by an officer of the company authorized to bind the form to its proposer.

8.2.2. Statement of Understanding to concur with the purpose of the project.

8.2.3 Company profile to include, at minimum: the background and history of the company, size of the company including the number of employees; and number of years in business.

8.2.4 Contractor documentation to provide evidence of insurance meeting the solicitation requirements.

8.2.5. Contractor shall include and list all certifications required to meet the needs of the project as detailed in the Scope of Work.

8.2.6 Reference List with minimum of three similar nature projects within the past three years in the regional area, with contract information and point of contacts noted.

8.2.7 Certificate of Good Standing with the State of Maryland

Pricing Proposal Submittal Criteria

8.2.8 Proposed level of staff to support the following audience level with effective cost basis:

Event anticipated attendance 150-500 staffing

Event anticipated attendance 500-750 staffing

Event anticipated attendance 750-1,000 staffing

8.2.9 Proposal for additional event coverage as needed, per hour on-call.

9.0 PROPOSAL EVALUATION AND AWARD

The City will use the Best Value method to evaluate submitted proposals. Proposals will be evaluated on the basis of their responsiveness to the requirements of the RFP. All proposals received by the specified due date and time will be reviewed. Non-compliant or non-responsive proposals may be rejected and eliminated from further consideration. The City will evaluate all

R-10 compliant and responsive proposals to determine the contract which best meets the needs of the City.

The City is not obligated to accept the lowest priced proposal, and the City may make an award in the best interests of the City after all factors are considered, including, but not limited to, the demonstrated competence, experience and qualifications of the Proposer. A review team will evaluate the proposals and rank based on capability, cost, references, experience, and emergency on-call response time. The City Reserves the Right to verify the qualifications of all contractors. Such qualifications may serve as the basis for acceptance or rejection.

The City Reserves the Right, in its discretion to reject any and all proposals or to accept any proposals found to be in the best interest of the City of Havre de Grace. The City Reserves the Right, in its discretion to reject any and all proposals or to accept any proposals found to be in the best interest of the City of Havre de Grace.

The City shall issue a Notice of Award to the successful bidder within five (5) days of the proposal due date.

The successful Contractor and their supervisory personnel shall be required to attend a start-up meeting no fewer than fifteen (15) days from the date of the contract execution. Contractor shall provide evidence of background checks, copy of current state ID and required safety training, fingerprints and drug test performed at the start-up meeting.