REQUEST FOR PROPOSALS #RFP-05-11-12
BUILDING SECURITY PATROL SERVICE
SANTA CLARA COUNTY OFFICE OF EDUCATION
TABLE OF CONTENTS
FOR
BUILDING SECURITY PATROL SERVICE
FOR
SANTA CLARA COUNTY OFFICE OF EDUCATION
- Table of ContentsPages 1
- Schedule of EventsPages2
- RFP Instructions & Conditions Pages3-6
- Service Requirements Pages 7-12
- Attachments
- Affirmative Action
- Nondiscrimination by Supplier
- Bidding Questionnaire
- Workers Compensation
- Sub-Contractor’s List
- Noncollusion Declaration
NOTE: The Table of Contents is to be made a part of the above referenced bid.
A.D. Bursch C.P.M.
Purchasing Manager
SCHEDULE OF EVENTS
for
BUILDING SECURITY PATROL SERVICE
for
SANTA CLARA COUNTY OFFICE OF EDUCATION
RFP IssuanceWednesday, August 10, 2011
Pre-Proposal ConferenceFriday, August 12, 2011
Last Day to Submit Proposal QuestionsTuesday, August 16, 2011
RFP’s Due to COEMonday, August 22, 2011
Interview of FinalistsWednesday, August 24, 2011
Contract AwardMonday, August 29, 2011
Contract StartThursday, September 1, 2011
INSTRUCTIONS AND CONDITIONS
FOR
BUILDING SECURITY PATROL SERVICES
FOR
SANTA CLARA COUNTY OFFICE OF EDUCATION
NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education, herein after referred to as the SCCOE, will receive up to, but no later than Friday August 19, 2011 at 3:00 p.m. sealed proposals for the award of a contract for: BUILDING SECURITY PATROL SERVICES.
Proposals shall be received in Purchasing Services at the SCCOE at 1290 Ridder Park Drive, San Jose California 95131 Attn: Purchasing – Mail Code 254A.
CONTACT
Any administrative questions regarding bidding procedures should be directed to Senior Buyer, Nada Cavigliano 408-453-6920 or email . Program questions regarding this proposal should be directed to Mike McGaughey, Supervisor of Maintenance and Operations at 408 453-6684 or email . or Joe Beretta, Manager, Facilities and Construction at 408 453-6861 or email .
PROPOSAL MEETING
There will be a meeting on Friday August 12, 2011 at 9:00 a.m. our administrative facilities located at 1290 Ridder Park Drive, San Jose CA 95131 for the purpose of discussing the scope of work. We will meet in the Gilroy Conference Room, 1st Floor South Building. It is strongly recommended that all interested parties attend this meeting.
PREPARATION OF PROPOSAL
The County Office of Education is requesting four (4) copies of the proposals be submitted. All proposals submitted must be in sealed envelopes bearing on the outside the name of the consultant, the address, and the name of the project for which the proposal is submitted. It is the sole responsibility of the consultant to see that the proposal is received in proper time. Any proposal received after the scheduled closing time for receipt of proposals will be returned to the consultant unopened.
PROPOSAL RESULTS
Proposal results are available for inspection in the Purchasing Office, SCCOE, 1290 Ridder Park Drive, San Jose, California 95131 upon execution of contract to the successful company.
SIGNING OF PROPOSALS
The signature of all persons signing shall be in longhand and executed by principal duly authorized to make contracts. The consultant's legal name shall be fully stated. Obligations assumed by such signature must be fulfilled.
QUALIFICATIONS
All consultants will be required to furnish evidence of experience working with preschool through post-secondary grade students with diverse ethnic and cultural backgrounds; possess the needed technical and financial requirements; and maintain all required professional licenses and or certificates as required by the Santa Clara County Office of Education.
No proposal will be accepted from, or a contract awarded to, any party or firm in arrears to the Santa Clara County Office of Education, or who is a defaulter as surety, contractor or otherwise within the past twelve (12) months.
ALTERATION OR VARIATION OF TERMS
It is mutually understood and agreed that no alteration or variation of the terms of this proposal or purchase order shall be valid unless made or confirmed in writing and signed by the parties hereto, and that no oral understanding or agreements not incorporated herein, and no alterations or variations of the terms hereof unless made or confirmed in writing between the parties hereto shall be binding on any of the parties hereto.
ASSIGNABILITY
A contract is not assignable by Consultant either in whole or in part. The contract shall extend to and be binding upon and inure to the benefit of the heirs, executors, administrators, successors, and assignees of the respective parties hereto.
COMPLIANCE WITH STATUTE
Consultant hereby warrants that all applicable Federal and State statutes and regulations and/or local ordinances will be complied with in connection with the delivery of the services offered.
PRICE, TERMS, AND CONDITIONS
Price, terms, and conditions of this proposal are considered valid for sixty (60) days, from date of proposal opening, unless the offering party in writing allows for a longer period of time.
MODIFICATIONS
Changes in or additions to the Proposal Form, recapitulations of the work bid upon alternative proposals, or any other modifications of the Proposal Form which is not specifically called for in the contract documents may result in the rejection of the proposal as not being responsive to the Proposal. No oral or telephonic modification of any proposal submitted will be considered, and a telegraphic modification may be considered only if the postmark evidences that a confirmation of the telegram duly signed by the consultant was placed in the mail prior to the proposal opening.
ERASURES
The proposal submitted must not contain any erasures, interlineations, or other corrections unless each such correction is suitably authenticated by affixing in the margin immediately opposite the correction the initials of the persons signing the proposal.
WITHDRAWAL OF PROPOSALS
Consultants may withdraw their proposal either personally, by written request, or by telegraphic request confirmed in the manner specified above at any time prior to the scheduled closing time for receipt of proposals.
EVIDENCE OF RESPONSIBILITY
Upon the request of the SCCOE, a consultant whose proposal is under consideration for award may be required to submit promptly to the SCCOE's satisfaction evidence showing the consultant's professional licenses or certificates, financial resources, experience, and organization for the performance of the contract.
LISTING SUBCONTRACTORS
Each consultant shall include with the sealed proposal a list of the proposed subcontractors on this project as required by the Subletting and Subcontracting Fair Practices Act (Gov. Code Sec. 4100 and following). Forms for this purpose are furnished with the contract documents.
WORKER'S COMPENSATION
In accordance with the provisions of Section 3700 of the Labor Code, contractor shall secure the payment of compensation to employees. Contractor shall sign and file with SCCOE the following certificate prior to performing the work under this contract: "I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." The certificate is included herein.
AFFIRMATIVE ACTION
1.The consultant shall comply with the Santa Clara County Office of Education Affirmative Action Employment Program adopted by the Board of Education on January 13, 1976, especially Section 12, Contract Compliance (a copy of the section attached hereto).
2.A complete copy of the Affirmative Action Employment Program may be requested through the Purchasing Agent, General Services Department, Santa Clara County Office of Education, 1290 Ridder Park Drive, San Jose, California 95131.
3.The consultant shall sign the enclosed "Certification of Nondiscrimination by Supplier" form and submit it with the proposal.
BIDDING QUESTIONNAIRE
If you decide not to submit a proposal, please return the "Bidding Questionnaire" indicating the reason why. Failure to respond may result in your company being removed from our bid list.
INSURANCE REQUIREMENTS
Contractor shall take out and maintain and shall require all subcontractors, if any, whether primary or secondary, to take out and maintain:
1.Public Liability Insurance for injuries including accidental death to any one person in an amount not less than $1,000,000;
2.Subject to the same limit for each person on account of one accident, in an amount not less than $1,000,000;
3.Property Damage Insurance in an amount not less than $500,000;
4.Worker's Compensation Insurance in an amount adequate to cover all employees;
5.Professional Liability Insurance (errors and omissions) in an amount not less than $1,000,000;
6.Automotive and truck where operated in amounts as above.
PROOF OF CARRIAGE OF INSURANCE
Company shall not commence work nor shall company allow any subcontractor to commence work under this contract until all required insurance and certificates have been delivered in duplicate to and approved by SCCOE:
1.Certificates and insurance policies shall include the following clause:
"This policy shall not be canceled or reduced in required limits of liability or amounts of insurance until notice has been mailed to SCCOE stating date of cancellation or reduction may not be less than ten (10) days after date of mailing notice."
2. Certificate of insurance shall state in particular those insured, extent of insurance, location and operation to which insurance applies, expiration date and cancellation and reduction notice.
COUNTY OFFICE OF EDUCATION RIGHTS AND OPTIONS
The Santa Clara County Office of Education reserves the right to postpone selection for its own convenience, to withdraw this Request for Proposals at any time, and to reject any and all proposals without indicating any reason for rejection; or to negotiate with any, all, or none of the respondents to the RFP. This RFP does not obligate the County Office of Education to negotiate a contract. Proposals will not be returned. No compensation shall be paid for any work related to preparation of any proposals.
.
SERVICE REQUIREMENTS
FOR
BUILDING SECURITY PATROL SERVICES
AT
SANTA CLARA COUNTY OFFICE OF EDUCATION
SCOPE
The Santa Clara County Office of Education has a need for a Building Security Patrol Service and Guard Service at: 1290 Ridder Park Drive, San Jose, CA 95131-2398. This service is to have the following purposes:
A.SECURITY PATROL SERVICES AT 1290 RIDDER PARK DRIVE
1. The Security Service shall have a Master Key, a Perimeter/Door Key and a
Building access card.
2. The Security Service shall be provided with adequate maps of the Ridder Park
complex showing strategic areas for security and high inventory value.
3. The Security Service shall be provided with a pass card for StanleySecurity so that they may disarm/rearm the perimeter security alarm system as well as deal with authority on any security issues.
4. The Security Service shall emaildaily reports, including patrol verification reports to SCCOE Supervisor of Maintenance and Operations –. Copy Gena Santini – Administrative Assistant – .
5. If there is any security incident of note, the Security Service shall contact
SCCOE M&O with a description of the problem, backed up with a written e-maildescribing the incident.
6. Monthly invoices shall be detailed and include back-up for Alarm calls and for
any additional Security Services provided (such as Security Guards attendance
hours and for what purpose).
B.SECURITY SERVICE DUTY AND ROUTINE
- Security Service shall arrive between 5 a.m. and 5:30 a.m. daily, Monday thru Friday. They shall disarm perimeter alarm system and unlock designated internal/external doors as required.
- Security Service shall arrive between 5:00 p.m. and 5:30 p.m., Daily, Monday thru Friday. They shall check all exterior doors to ensure they are closed and secured, and lock interior doors as identified.
- Security Service shall arrive between 9:00 p.m. and 9:30p.m. daily, Monday thru Friday. They shall check all exterior and interior doors and activate the alarm system.
- Security Mobile Patrol Visits (Security Officer patrol interior building)
Monday – Friday : 5:00 p.m. to 5:30 p.m.
: 9:00 p.m. to 9:30 p.m. (see item 3 above)
: 2:00 a.m. to 4:00 a.m.
Saturday, Sunday and Holidays
: 2:00 a.m. to 4:00 a.m.
: 8:00 a.m. to 12:00 noon
: 5:00 p.m. to 8:00 p.m.
: 10:00 p.m. to 12:00 midnight
Parking Lot Patrol (Monday thru Sunday)
: 4:00 p.m. – 12:00 midnight
: 12:00 midnight – 6:00 a.m.
The actual time of building walkthrough and parking lot patrol will vary daily.
- Contractor shall provide patrol verification monitoring system such as “Deggy System”. Parking lot patrol shall be required to verify upon entering and exiting the property on each required visit. Interior patrol will be required to verify at a minimum of six locations on each required visit. Standing guard shall verify at beginning and end of shift. All hardware, software, and related equipment shall be included in proposal.
6. Upon receiving an alarm call from Stanley, the Security Service shall
immediately dispatch a representative to check on the alarm and general
condition of security of the complex. The representative shall note names of
persons he/she comes in contact with inside the building or on the grounds in
his/her incident report. Hours of response shall be Monday through Friday 5:00 p.m. to 5:30 a.m. Weekends /Holidays/24 hours.
7. The Security Service shall be co-responsible with the SCCOE for the items and
instructions in the Guard Book in the lobby so that a comprehensive book of
instructions for both routine and emergency situations is created and adhered to.
C.ADDITIONAL SECURITY SERVICES
This would cover any additional requests for a stationary security officer for special events such as Board meetings. This required security coverage shall be submitted to the security company in advance.
D.CONTRACTOR PERSONNEL QUALIFICATIONS
A.Applicable Guards
1.The Contractor is supplying any guard service at the Santa Clara County Office
of Education will be responsible and verify in writing that the Guard meets the
following minimum qualifications:
A.Physical: That the person is capable of performing moderate physical
exertion and is free of any disabilities which might prevent performance
of satisfactory guard service.
B.Vehicle License: That the person has a currently valid California Drivers
License, and that he/she has operated a motor vehicle within the
immediate past (2) years without having driving privileges suspended or
revoked.
C.Statement of educational record, completion of High School or GED
equivalency.
D.Employment record for the last (2) years, including at least (6) months
experience in guarding.
E.All security personnel shall hold a valid California issued Guard Card.
F.Character: Reference material covering the employment record period,
on the basis of which it can be established that the person is honest,
mentally alert, emotionally stable, cooperative and dependable.
G.Reporting Ability: Evidence, such as a log sheet or report of an unusual
event, that the person can make legible and adequate log entries or notes
in English. Assurance that the person communicates orally in writing
effectively in English.
CONTRACTOR RESPONSIBILITIES
A.To provide suitably qualified persons for assignments to Patrol/Security duty at the Santa Clara County Office of Education in accordance with the other sections of this bid.
B.To secure from each person selected for Patrol/Security service, while so serving at the Santa Clara County Office of Education that he will accept no other employment which would impair his full performance of his duties at the Santa Clara County Office of Education. If such person is permitted by the Contractor to accept another employment, the Contractor will report the circumstances in writing to the Santa Clara County Office of Education.
C.The Contractor will not transfer or assign to other duties any person accepted for Patrol/Security service without the written approval of the Santa Clara County Office of Education.
D.To provide schedules to the Santa Clara County Office of Education by which it will be known which person will be on duty at all designated times; to exert all reasonably efforts to insure that such persons are on duty at such times; to reschedule other guards to cove an absence of any scheduled guard, respectively.
E.To remove promptly any subcontract employee from the site and service under this contract on receipt of notice, to be confirmed in writing, by the Santa Clara County Office of Education that the said employee has been judged unsatisfactory because he/she is deemed to lack the required qualifications, or has committed an act of bad faith, gross negligence or misbehavior, or has willfully failed to comply with the Santa Clara County Office of Education’s instructions. In the event of such a removal, the Contractor will be compensated to the extend provided for by his established personnel policy for such instances, and in accordance with the appropriate hourly rate set for in the contract.
F.The Contractor will be responsible for compliance with all other provisions of this contract. Execution of this contract by the Contractor will be deemed as his certification that he has carefully examined all provisions and appendices, found no conflict between and among them, and certifies to his ability and intent to comply with them.
G.The Contractor shall have and furnish to the Santa Clara County Office of Education a written “Statement of General Order”, which he issues to all guards. This “Statement of General Orders” shall define appearance, conduct on the job, equipment to be carried by the guard, rules on staying on station until relieved, relationship with other people, while on duty, uniforms, Identification, reports, familiarity with instructions, time sheets and other matters.
WEAPONS AND UNIFORMS
A.It is the Santa Clara County Office of Education’s policy that its personnel and that of its contractors shall not any time bring, wear, use or threaten to use firearms or any other weapons on the Santa Clara County Offices of Education’s property. Compliance is required from all the Contractor’s personnel whenever they are on the Santa Clara County Office of Education’s site. Failure to comply with thisrequirement will be cause for removal from duty or function at the Santa Clara County Office of Education.
B.The Contractor will be responsible for assuring that his personnel present a clean and neat appearance when on duty at the Santa Clara County Office of Education. Contractor agrees to furnish each guard the following:
1.Nameplates & Badges.
2.Rainwear, boots, flashlights and any other clothing apparel which may be
required to perform guard services.
3.Standard uniform.
4.Contract shall replace any worn uniform with new properly fitting uniform.