City Hall Building Security

Agency: City of West Des Moines
State: Iowa
Type of Government: State & Local
Posted Date: Nov 8, 2019
Due Date: Dec 11, 2019
Solicitation No: NA 127
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City Hall Building Security
  • Department: Mayor and City Council, City Manager
  • Category: Bid and RFP Notices
  • RFP Number: NA 127
  • Start Date: 11/08/2019
  • Close Date: 12/11/2019 2:00 PM

PUBLIC NOTICE

CITY OF WEST DES MOINES
CITY HALL BUILDING SECURITY

The City of West Des Moines is soliciting proposals from qualified vendors to provide security services at West Des Moines City Hall, 4200 Mills Civic Parkway, West Des Moines, Iowa, 50265. This Request for Proposal (“RFP”) should not be construed as an order, offer, request for contract, or commitment by City of West Des Moines for these services.

Vendor shall submit its Proposal according to instructions in the RFP. Sealed bids will be received by the City of West Des Moines, Iowa, on or before 2:00 p.m., local time, on Wednesday, December 11, 2019, for the following:

Bid Item: City Hall Building Security

Bidders shall submit their bids in a sealed envelope, plainly marked "City Hall Building Security”.

Office of the City Clerk
City of West Des Moines
4200 Mills Civic Parkway, Suite 2E
P.O. Box 65320
West Des Moines, Iowa 50265-0320

It shall be the sole responsibility of the bidder to ensure that the bid is received by the City of West Des Moines City Clerk via hand-delivery or mail by the above location and time.

Questions regarding the Request for Proposal can be directed to Jamie Letzring, Deputy City Manager, City of West Des Moines, by phone at 515-222-3605, or by e-mail at Jamie.letzring@wdm.iowa.gov.

The bid prices shall be clearly identified in the Proposal. The City reserves the right to accept or reject any or all bids and waive irregularities and technicalities as determined to be in the best interests of the City.

Click here to download the complete RFP packet


Attachment Preview

PUBLIC NOTICE
CITY OF WEST DES MOINES
CITY HALL BUILDING SECURITY
The City of West Des Moines is soliciting proposals from qualified vendors to provide security
services at West Des Moines City Hall, 4200 Mills Civic Parkway, West Des Moines, Iowa,
50265. This Request for Proposal (“RFP”) should not be construed as an order, offer, request for
contract, or commitment by City of West Des Moines for these services.
This entire document, including all attachments, shall be considered as binding, part of the
contract, and must meet or exceed the specifications set forth in this Request for Proposal.
Vendor shall submit its Proposal according to instructions in this RFP. Sealed bids will be
received by the City of West Des Moines, Iowa, on or before 2:00 p.m., local time, on
Wednesday, December 11, 2019, for the following:
Bid Item: City Hall Building Security
Bidders shall submit their bids in a sealed envelope, plainly marked "City Hall Building
Security.
Office of the City Clerk
City of West Des Moines
4200 Mills Civic Parkway, Suite 2E
P.O. Box 65320
West Des Moines, Iowa 50265-0320
It shall be the sole responsibility of the bidder to ensure that the bid is received by the City of
West Des Moines City Clerk via hand-delivery or mail by the above location and time.
Questions regarding the Request for Proposal can be directed to Jamie Letzring, Deputy City
Manager, City of West Des Moines, by phone at 515-222-3605, or by e-mail at
Jamie.letzring@wdm.iowa.gov.
The bid prices shall be clearly identified in the Proposal. The City reserves the right to accept or
reject any or all bids and waive irregularities and technicalities as determined to be in the best
interests of the City.
Published in the Des Moines Register on November 15, 2019.
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REQUEST FOR BID
CITY OF WEST DES MOINES
CITY HALL BUILDING SECURITY
The City of West Des Moines, Iowa, solicits interested vendors to submit bids for building
security, including but not limited to providing for the safety of the city employees and persons
doing business within City Hall under general supervision, as requested by the City of West Des
Moines.
Submittals marked "City Hall Building Security” will be received no later than 2:00 p.m., local
time, on Wednesday, December 11, 2019. Submit a signed copy of this Request for Bid and
attached Bid Sheet to:
Office of the City Clerk
City of West Des Moines
4200 Mills Civic Parkway, Suite 2E
P.O. Box 65320
West Des Moines, Iowa 50265-0320
BID PROCEDURE
Mark outside of sealed envelope with bid subject, "City Hall Building Security.
Bids received after the announced time and date of receipt, by mail or otherwise, will be returned
unopened. Nothing herein is intended to exclude any responsive, responsible firm or in any way
restrain or restrict competition. The City of West Des Moines reserves the right to award in
whole or in part, or to reject any or all bids.
Any bid submitted MUST be signed by an individual authorized to bind the bidder. Any bids
submitted without such signature will be deemed non-responsive and will not be considered.
QUESTIONS
Questions regarding the Request for Proposal can be directed to Jamie Letzring, Deputy City
Manager, City of West Des Moines by phone at 515-222-3605, or by e-mail at
Jamie.letzring@wdm.iowa.gov.
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CONTRACT TERMS
CITY OF WEST DES MOINES
BUILDING SECURITY
I. SPECIFIC CONDITIONS AND INSTRUCTIONS TO THIS AGREEMENT
A. The intent and purpose of this Request for Bid is to secure a vendor that can provide
armed security services Monday through Friday, from 8:00 a.m. until 5:00 p.m., and
occasionally longer.
The City will have sole discretion to select the vendor. All responsive information
submitted in the Request for Bid will be evaluated and considered. The City reserves the
right to select the vendor whom the City believes will perform best pursuant to the terms
and conditions of this Request for Bid. Cost is one of multiple factors the City will
consider in selecting a vendor. Other factors that will be considered include, but are not
limited to, past comparable experience, references, and any other relevant considerations
that the City believes will affect the vendor’s ability to perform in accordance with the
terms and conditions of this Agreement.
The City also reserves the right to establish a primary contract and a secondary contract
as a contingency plan. If the primary vendor cannot perform the needed services within
the desired time frame, the secondary vendor may be called upon to complete the
requested work. If neither of these vendors can perform the needed services within the
desired time frame, the work may be opened up to other vendors for bids on a case-by-
case basis only.
B. The public, along with City personnel, will be allowed access to the building by use
of the doors at the main entrance at the front of the City Hall building. Entrances on each
side of the City Hall building operate with a card-activated security system and as City
staff entrances only. The main entrance will be staffed a minimum of five (5) days a
week (excluding days when City Hall is closed) by one (1) armed security person during
regular business hours. The duties of the armed security person will be to oversee
security camera monitors and shall include additional duties/enforcement in the City Hall
parking lot. Specifically, the armed security personnel shall: (1) Maintain vigilant
attention to all persons entering City Hall, including situational awareness of their
activities, and identify persons who are potential threats; (2) Physically inspect and
ensure that all mechanical barriers to entrances are functional and in place; (3) Make
polite and professional inquiries as to the nature of the business of people entering the
building and assist them as necessary; (4) Coordinate with the individual departments in
City Hall for scheduled appointments and the entry of persons seeking services within
those departments; (5) Receive and visually inspect packages received at City Hall and
notify the recipients of arrival, including notification to the appropriate authority in the
event of receipt of a suspicious package; (6) When unable to effectively diffuse a
confrontational situation, engage unruly persons if necessary and detain them while
awaiting arrival of police, if required, including lawful use of any necessary force to
maintain security and safety of the building and its occupants.
C. In the event of an evacuation of City Hall, security personnel shall be responsible to:
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Bring the elevators to the main floor and lock out, assist in making sure no one re-enters
the building until an all clear message is given, check stairwells for disabled/injured
persons after evacuation is complete, and assist in keeping the parking lot clear for
emergency personnel.
D. The vendor shall provide the City with documented criminal background checks for
all security personnel.
E. The vendor shall be responsible for the hiring, firing, replacement of personnel,
disciplinary actions, payroll, scheduling, and any and all personnel and administrative
matters. All payroll taxes, liability, and workers’ compensation are the sole
responsibility of the vendor.
F. The vendor shall provide uniforms for security personnel.
G. The City will reserve the right to select its preferred security guard for on-going
services through this contract. Vendors shall submit, with their submission to the City, a
copy of the resumes of any and all personnel they intend to use to service the City’s
account, for review and selection.
H. The vendor shall be an independent contractor, and its employees shall not be
considered employees of the City of West Des Moines. The vendor understands that an
employer/employee relationship does not exist under this Agreement.
I. The vendor shall not subcontract or assign any interest in the contract and shall not
transfer any interest in the same without prior consent of the City.
J. All data, documents, and other information provided to the City by the vendor as a
result of the RFP shall become the property of the City and subject to its disposal and
subject to applicable open records laws.
K. All costs associated with the preparation of a proposal in response to the RFP shall be
the responsibility of the vendor submitting the proposal.
L. The proposed hourly billing rate for the uniformed security officer shall include all
regular wages, statutory costs, general liability insurance, uniforms, standard issued
equipment, general and administrative overhead, benefits, and profits. Please bid on the
following two (2) options: (1) One security staff person at the City Hall main entrance
five (5) days and a total of forty-five (45) hours per week (excluding City holidays); and
(2) Per hour cost to add additional staff as requested by the City on a limited basis.
M. Qualified quotes are subject to rejection in whole or in part. The City reserves the
right to reject any and all proposals, or to award the contract to the next most qualified
vendor if the vendor judged most qualified does not execute a contract within thirty (30)
days after the award of the proposal.
N. A committee shall be used to evaluate the proposals based on the following criteria:
Quality of the proposal, experience and availability of personnel assigned to serve the
city, and proven ability to provide services, references, and cost. Retired, in good
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standing, State of Iowa certified peace officers, who are entitled to carry weapons in
accordance with LEOSA HR 218 and have current weapons qualifications on file, are
preferred.
P. The City reserves the right to request clarification of the information submitted and to
request additional information of offerors.
P. It is the City’s intent to make an award by January 31, 2020. Vendor agrees that bid
prices are irrevocable from the bid submission date through February 29, 2020, or by the
date of acceptance, whichever occurs later. Upon award of bid, a contract will be
approved by the City of West Des Moines City Council and therefore become a legal
binding agreement.
Q. Hold Harmless Agreement The vendor shall indemnify and hold harmless the City
of West Des Moines, including its officials, employees, and agents, from and against all
claims, damages, losses, and expenses, including attorneys’ fees arising out of or
resulting from the performance of the work detailed herein, provided that any such claim,
damage, loss or expense is caused in whole or in part by any act or omission attributable
to the vendor, including anyone directly or indirectly employed by or associated with the
vendor, regardless of whether or not it is caused in part by the City.
R. Insurance The successful vendor shall maintain adequate liability insurance in
form(s) and amount(s) sufficient to protect the City of West Des Moines, its officials,
employees, and agents against loss, damage, and/or expense related to performance under
this Agreement. The successful vendor shall provide a Certificate of Insurance pursuant
to the requirements set forth in Attachment A. In the event the insurance coverage is
canceled or modified in any way, the City of West Des Moines must be notified
immediately. If at any time during the contract period the company fails to maintain the
minimum insurance coverage, the contract may be canceled at the option of the City of
West Des Moines.
S. Bid Form / Proposal Signature Page Each bidder must submit an original Bid on the
form(s) attached, plus any additional sheets provided by the bidder that may be required
for additional information. The bidder shall sign the bid correctly, and the bid may be
rejected if it shows any omissions, alterations of the form, additions not called for in the
bid, or any irregularities of any kind.
T. Termination for Cause If, through any cause, the successful bidder shall fail to fulfill
in a timely and proper manner its obligations, or if the successful bidder shall violate any
of the covenants, agreements, or stipulations of the award, the City shall thereupon have
the right to terminate the award by giving written notice to the successful bidder of such
termination and specifying the effective date of termination.
U. Taxes The City of West Des Moines is exempt from sales tax and certain other use
taxes. Any charges for taxes from which the City is exempt will be deducted from
invoices before payment is made.
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