VSD_Overnight_Unarmed_Security_RFP_SOW.docx

Scope of Work Overnight Unarmed Mobile Security Patrol Services

1. Invitation and purpose Valley Sanitary District (VSD or District) requests proposals from qualified and properly licensed private security firms to furnish continuous, unarmed, roving security services at its wastewater treatment and water reclamation facility in Indio, California. The primary objective is to deter theft, vandalism, trespass, malicious damage and unauthorized access, and to provide prompt observations and notifications concerning potential threats to personnel, property and critical utility operations.

The Contractor shall furnish all labor, management, supervision, relief personnel, training, uniforms, equipment, communications devices, patrol vehicle, fuel, vehicle operating costs, electronic guard tour system, reporting and other resources required to perform the services described herein. Unless VSD specifically approves otherwise in writing, these are included in the fully burdened service rate.

2. Facility environment and scope boundary The facility is an operating wastewater treatment site containing treatment processes, outdoor industrial areas, utility structures, buildings, equipment and restricted work zones. Security officers will work around potentially hazardous operations and shall comply with all District access restrictions, traffic controls, safety requirements, emergency procedures and approved written Post Orders. The proposed baseline scope applies to the VSD Treatment Facility property and access points designated in the Post Orders.

3. Required services

3.1 Continuous overnight staffing

Maintain at least one qualified, uniformed, unarmed Security Officer physically on VSD property during every scheduled shift from 6:00 p.m. until 6:00 a.m., seven days per week, including weekends and designated holidays.

This is a dedicated on-site assignment, not a periodic drive-by patrol or shared mobile patrol covering other customer locations. During assigned hours, the officer shall not leave the property to serve other clients or perform unrelated work.

Maintain uninterrupted coverage during shift change, emergencies, absences, meals, rest breaks and replacement of an officer. Staffing, relief and employment-law compliance are the Contractor's responsibility and shall not produce unauthorized additional charges.

Provide a reliable check-in/check-out process with time-stamped attendance and a handoff of outstanding incidents, open gates, alarm status, equipment condition and special instructions.

Identify an accountable operations manager and a 24-hour contact or dispatch number; advise VSD immediately of any late arrival, uncovered period, inability to complete patrols or failure of critical communications.

3.2 Mobile, foot and perimeter patrol

Conduct proactive, visible, randomized patrols of VSD-designated accessible roads, buildings, perimeters, gates, parking areas, storage yards and other approved locations, using the contractor-supplied vehicle and foot patrols where safe and indicated in the Post Orders.

Complete no fewer than one documented patrol cycle during each hour of coverage, except when responding to an emergency or an authorized competing duty; the final checkpoint sequence and patrol cycle will be established by VSD after a site orientation.

Vary routes, direction and patrol timing to avoid predictable patterns, while ensuring all required checkpoints are visited at the established frequency.

Observe and promptly report damaged or unsecured gates, doors, locks, lighting, fences, equipment enclosures, windows, security devices and vehicles; suspicious vehicles or persons; signs of tampering; theft; dumping; graffiti; and other anomalies.

Observe visible potential maintenance or environmental conditions such as leaks, unusual pooling or discharge, smoke, odors, abnormal noise or damaged utilities from safe, authorized areas. Do not enter an unsafe location or attempt a repair.

Use only approved driveways and surfaces; comply with posted speed limits and pedestrian-right-of-way rules; do not interfere with operating equipment, treatment traffic, maintenance access or emergency responders.

3.3 Alarm calls, verification and response

Answer or acknowledge each alarm-company contact promptly; record the alarm time, source/location as provided, caller, officer acknowledgement, action taken, contacted parties and final disposition.

Investigate active intrusion, access, fire, equipment or other alerts only from safe and authorized locations, using approved cameras, displays or physical observations when available. Promptly contact VSD's designated on-call employee when a facility issue is suspected.

Call 911 or the appropriate public-safety agency for apparent crimes in progress, forced entry, fire, serious injury, threats or other emergencies; do not delay a necessary emergency call while attempting additional verification.

Do not silence, reset, bypass, reprogram or disable alarms, security devices or operational systems unless expressly directed by an authorized VSD employee and trained for that specific function.

Document false, nuisance and repeat alarms and refer recurring problems for VSD investigation. Never classify an alarm as false solely because no abnormality is immediately visible.

3.4 Incident response, documentation and escalation

Respond to observed suspicious conduct, attempted or actual trespass, vandalism, theft, property damage and emergencies through observation, deterrent presence, clear communication, timely notification and assistance to responding personnel.

Maintain officer and employee safety as the first priority. As an unarmed service, officers shall not pursue suspects, make hazardous entries, engage in physical confrontation, conduct searches of dangerous areas, or attempt apprehension beyond powers permitted by law and the approved Post Orders.

Notify law enforcement and/or fire and emergency medical services when circumstances warrant; then notify the VSD on-call contact and Contractor supervisor as soon as safe.

Preserve the scene and available facts without disturbing evidence, share observations with law enforcement and VSD, and identify witnesses where practicable. Do not disclose incident details publicly or speak for VSD.

Record significant events in the electronic system during the shift, notify VSD as required, and submit written incident reports within the specified deadline.

3.5 Access control and protection of District property

Observe gates, access points and restricted entrances during patrol; check for signs of tampering and confirm that closures appear secure as instructed. Do not defeat access controls or allow entry based solely on verbal claims.

Follow VSD-approved credential and after-hours visitor procedures.

Immediately report unauthorized persons or vehicles. Where safe, professionally request that persons stop or leave in accordance with Post Orders; seek law enforcement assistance when necessary.

Secure and account for assigned keys, cards, codes, radios and District documents. Prohibit duplication, sharing, posting online, or off-duty retention except as expressly authorized. Report any loss immediately.

Provide reasonable guidance or escort to first responders and approved VSD personnel only when doing so is safe and does not compromise the active incident response.

3.6 Wastewater-specific safety and operational restrictions

Project manager must complete a VSD site-specific orientation before start of contract. Training shall address designated travel routes and excluded areas, traffic and slip/trip hazards, treatment basins, electrical facilities, chemicals, potential hazardous atmospheres (including hydrogen sulfide), and emergencies.

Remain outside confined spaces, tanks, vaults, excavations, process equipment, mechanical rooms, chemical-handling areas and other restricted or hazardous locations unless VSD expressly authorizes access for a defined, safe security task.

Do not manipulate valves, switches, electrical panels, SCADA/process-control systems, pumps, chemical systems, sampling equipment, alarms or plant equipment. Observed abnormalities are reported to qualified VSD staff.

Comply with VSD safety rules, protective equipment requirements, heat-illness precautions, vehicle rules and applicable laws. The Contractor shall maintain its own required employer safety programs and provide all approved PPE.

4. Personnel qualifications, training and conduct Provide officers able to communicate accurately with VSD and emergency responders, write clear incident reports, use mobile devices, conduct safe nighttime patrols and demonstrate professional judgement. VSD may request reassignment of personnel for documented performance or conduct concerns.

Provide a documented site-specific orientation for each primary or relief officer before solo assignment, including supervised familiarization with the approved Post Orders, emergency contacts, hazard controls, alarm protocols, radio/telephone procedures and electronic checkpoint system.

5. Contractor-provided patrol vehicle, fuel and equipment The fully burdened hourly rate shall include one safe, reliable, legally registered and insured contractor-provided patrol vehicle suitable for designated on-site roads; all fuel/charging, maintenance, repairs, tires, insurance, depreciation, cleaning, replacement transportation and related expenses; and all equipment necessary to perform the assignment.

Vehicle shall display the Contractor's company identification, have operable lights and safety equipment, and be maintained in safe operating condition. Any flashing lights or other warning equipment must comply with applicable law and receive VSD approval.

Vehicle shall remain available for on-site patrol during required service hours. A comparable replacement shall be provided promptly in the event of breakdown, without additional cost to VSD or interruption of service.

VSD shall not pay separate vehicle rental, mileage, fuel surcharge, maintenance, parking, delivery or mobilization fees. Officers may not transport unrelated persons or use the vehicle for another client during the scheduled VSD shift.

Contractor shall supply appropriate uniforms, company identification, charged communications devices, flashlight, weather protection, high-visibility equipment where needed, first-aid supplies and any technology needed for electronic reporting and alarm contacts.

The Contractor shall provide a 24-hour supervisory/dispatch communications contact and a method to communicate with VSD's designated alarm company and emergency contacts. Any District-issued equipment remains VSD property.

6. Automated patrol tracking and recordkeeping The Contractor shall furnish, operate and maintain an automated guard tour and timekeeping solution at no extra cost, using GPS, geofenced locations, QR/NFC checkpoints or other VSD-approved verification methods. Manual text entries alone will not satisfy the tracking requirement.

Record officer identity, shift start/end, timestamped check-ins, checkpoint/route completion, exceptions, alarm calls, incident locations, supervisor visits and relevant notes. Generate alerts for missed checkpoints or a lapse in officer activity, subject to an agreed escalation workflow.

Give designated VSD personnel password-protected, read-only access to a web dashboard or furnish automatically distributed electronic reports, and allow VSD to export its records in a commonly used format such as PDF and CSV.

Include a sample dashboard, example patrol log, sample exception alert and system availability/recovery plan in the proposal. Any checkpoint locations or routes must be controlled as sensitive facility information.

Protect location, employee and site-security records through role-based access, appropriate encryption, access revocation and secure backups; comply with applicable California privacy, cybersecurity and public-records requirements.

Maintain records for at least 12 months, or longer if the executed contract and VSD records-retention schedule requires; provide copies promptly upon District request. Data developed under this service shall be available to VSD without added export fees.

If the system fails, immediately notify the supervisor/VSD, use an approved contemporaneous manual backup log, and upload/reconcile entries when service is restored. Report any material data loss or suspected unauthorized access.

7. Supervision, accountability and reports

7.1 Supervisory inspections

The Contractor shall assign an account manager with authority to resolve problems and shall conduct unannounced, randomized field-supervisor inspections at least weekly, including varied overnight hours. These inspections, any corrective follow-up, and ordinary management meetings are included at no additional charge. Supervisor visits shall be logged electronically with arrival/departure times, observations and corrective action.

7.2 Required reports

Daily Activity Report (DAR): Submit electronically by 8:00 a.m. following each overnight shift, including weekends and holidays. Include officer, actual covered times, patrol milestones, alarms, gate/access checks, contacts, unusual conditions, interruptions and handoff items.

Immediate notification: For emergencies, apparent criminal conduct, intruders, major safety concerns and significant operational alarms, phone emergency services promptly; do not wait for a written report.

Incident report: Prepare a separate chronological factual report including event/response times, location, persons involved, observations, actions, contacts, outcome, photos if expressly approved, and follow-up needed. Submit initial report within four hours for critical incidents and final report within 24 hours where practicable.

Invoice support: Each monthly invoice shall identify billed shifts/hours, the applicable approved rate, 14 designated-holiday premium hours, prior-approved extra services, uncovered hours deducted and the supporting attendance reports.

8. Service standards and corrective action VSD may review reports, audit staffing records, observe shifts and require written corrective action. The Contractor shall investigate deficiencies promptly and implement a corrective-action plan within two business days of VSD notice, or sooner for critical issues. Material or repeated failure is subject to the remedies and termination provisions of the executed agreement. Metrics are proposed service targets to be finalized with the successful Contractor.

9. Compensation, holidays and overtime

9.1 All-inclusive hourly rate

Proposers shall quote a single fully burdened regular hourly rate covering the continuous dedicated officer assignment, including normal employment-law overtime inherent in the Contractor's staffing model, wages, payroll burdens, breaks/relief, management, random supervisor inspections, insurance, training, uniforms, personal protective equipment, alarm coordination, dispatch, patrol vehicle, fuel, repair/replacement vehicle, tracking software, reporting, administrative charges, profit and all other ordinary costs. There shall be no separate charges for these elements.

9.2 Fourteen designated holidays

VSD will designate 14 paid-premium holidays per contract year. Hours physically worked within the District's written list of observed holiday calendar dates shall be billed at one and one-half (1.5) times the Contractor's approved regular hourly rate. For overnight shifts spanning midnight, only hours occurring on the designated holiday date qualify for the premium; the other hours remain at the applicable regular rate. No overlapping or cumulative holiday premium shall apply absent a separate written agreement. VSD will provide the recognized holiday schedule before contract start.

9.3 Overtime and additional services

Premium overtime or other extra-service charges are billable only when VSD specifically requests and authorizes the additional service or premium rate in writing in advance through a designated representative. The Contractor shall not separately invoice employee overtime caused by its own staffing pattern, breaks, absences, shift swaps, legal wage obligations, replacement coverage, supervisor checks, routine alarm response or other services already included in the scheduled scope. Emergency verbal authorizations shall be confirmed in writing as soon as practicable. Unauthorized overtime premiums and unstaffed time are not billable.

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