3rd Shift Security Personnel

REQUEST FOR PROPOSAL

RFP #26-0093

3RD SHIFT SECURITY PERSONNEL

September 8, 2026

Sedgwick County, Kansas (hereinafter referred to as "county") is seeking a firm or firms to provide 3rd shift security personnel. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, October 6, 2026.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Bidder's response.

Sincerely,

Jaimee O'Laughlin

Purchasing Agent

JO/ch

Table of Contents

About this Document

Background

Project Objectives

Submittals

Scope of Work

Sedgwick County's Responsibilities

Proposal Terms

Questions and Contact Information

Minimum Firm Qualifications

Evaluation Criteria

Request for Proposal Timeline

Contract Period and Payment Terms

Insurance Requirements

Indemnification

Confidential Matters and Data Ownership

Proposal Conditions

Required Response Content

Sedgwick County Policy 2.504

Response Form

Pricing

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution, as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor's approach meets the desired requirements and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals. A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses and responders should understand this information will be considered prior to release, however no guarantee is made that information will be withheld from public view.

Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas' 105 counties with a population estimated at more than 514,000 persons. It is the 16th largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas' counties. Organizationally, the county is a Commission/Manager entity, employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. - public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education.

SEDGWICK COUNTY COURTHOUSE

The Sedgwick County Courthouse houses the 18th Judicial District Courts, District Attorney's Office and support services for the administration of justice. Approximately 4,500 persons enter the facility each week and all visitors are subject to security screening for prohibited items. Currently security is the responsibility of the Sedgwick County Sheriff, armed, commissioned police officers and unarmed service officers, responsible for monitoring nine (9) county owned buildings, Sedgwick County Courthouse 525 N Main St, Sedgwick County Historic Courthouse, 510 N Main St, Munger Building 538 N Main St, Sedgwick County Administration Building 610 N Main St, Ronald Reagan Building 271 W. 3rd St, Kansas African American Museum 601 N. Water St, Office of the Medical Director 200 W. Murdock, Pinnacle Health and Wellness Center 350 N. Broadway, 911 Emergency Communications Center 714 N. Main St. and two (2) open parking structures, 603 N, Main St., and 626 N. Water St. Security personnel are on site 24 hours a day, 365 days a year, divided into three (3) shifts. Currently, the overnight security shift is 11:00 PM to 7:00 AM, staffed by unarmed sheriff personnel.

The Sedgwick County Sheriff's Office is seeking a vendor to provide an unarmed security officer for the hours of 11 PM to 7 AM, 365 days a year for the listed locations.

Sedgwick County, Kansas (hereinafter referred to as "county") is seeking a firm or firms to provide 3rd shift security personnel. The following objectives have been identified for this contract:

Acquire 3rd shift security personnel services meeting the parameters, conditions, and mandatory requirements presented in the document.

Establish contract pricing with the vendor that has the best proven "track-record" in performance, service, and customer satisfaction.

Acquire 3rd shift security personnel services with the most advantageous overall cost to the County.

Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be entered in the subject line and email the entire document with supplementary materials to:

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, October 6, 2026. If there is any difficulty submitting a response electronically, please contact the Purchasing Technicians at for assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 3:00 pm CDT on the due date. No information other than the respondent's name will be disclosed at Bid Opening. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please dial our Meet Me line @ (316) 660-7271 at 3:00 pm.

Scope of Work

The county requires the most thorough and professional services available. The following requirements are listed to assist proposers in understanding the objectives and in submitting a thorough response. All proposals must speak to their ability to meet the following requirements.

Security personnel will monitor and operate video surveillance equipment covering the listed properties and notify emergency services, Fire, EMS, or Law Enforcement of any incidents requiring a response. Forward requests for video footage of incidents that occur during the shift to the appropriate sheriff personnel.

Responsible for monitoring building alarms, fire and intrusion, notifying the appropriate fire services or law enforcement as well as responding to the building to facilitate entry if needed.

Personnel would be responsible for notifying after-hours facilities personnel of any emergent situations requiring their response; water leaks with potential property damage, structural damage, system failures (electricity, natural gas, network services) etc.

Conduct an interior security patrol of the interior of the Main Courthouse at the beginning of the shift.

The personnel will conduct at least two (2) exterior patrols of the listed buildings, ensuring the buildings are secure, checking for structure damage, trespassers or other emergency situations. One (1) patrol at the beginning of the shift and one (1) patrol prior to the end of shift.

Monitor the controlled access entry to the Courthouse and ensure only credentialled personnel are allowed entry.

Complete a shift log of activities and events.

Monitor the controlled access entry gate for the Courthouse loading area and allow entry for trash services providers.

Security Company and personnel must be fully licensed or certified by the Wichita Police Department, before they can begin providing services at courthouse locations. All local requirements for licensing, certification and/or registration must be followed and proof of such provided prior to services being initiated. It is expected that the security company and all security guards will be fully compliant with all applicable sections of the Wichita City Ordinance 3.72, pertaining to regulations and requirements for providing security services within the city of Wichita. Security services will be performed by carefully selected and trained employees in conformity with accepted security practices and standards.

Upon award of contract, initial training of security officers in the procedures will be provided by Sedgwick County Sheriff personnel, vendor will be responsible for providing training for its personnel after that.

Security Company shall provide proof of criminal background check to include felony and child/adult abuse and sexual predator registry, and drug tests for each employee before services can be provided at any Courthouse Location. Company must provide a copy of each guard's license/registration, driver license and a memo verifying the guard passed the required tests/checks.

All security officers will also be required to pass a local background check prior to assignment and then annually. To facilitate the background check, the vendor will provide to the Sheriff a copy of a valid government issued ID (drivers license, US passport, etc) of any employee who would be assigned to the position. Sedgwick County reserves the right to reject any employee at its discretion, who does not meet the background standards established by the Sheriff's Office, the criteria includes:

Adult convictions for any felony, fraud, crime of deception, or crimes that interfere with law enforcement of government.

Excessive law enforcement contact not associated with employment responsibilities.

Multiple instances of being a named suspect in criminal cases not charged.

Voluntary associations with convicted felons, not associated with employment responsibilities.

Is the subject of a protective order.

All security guards on site shall wear appropriate professional uniform while on duty, which at all times clearly identifies them as security personnel and not law enforcement. This uniform shall also be in full compliance with specifications of Wichita City Ordinance section 3.72.290.

Security guards will not be employees of Sedgwick County.

Security guards shall carry no firearms at any time on the premises.

The company providing security staff must be available during staffed hours by telephone.

Since visual alertness is essential to the security guard's ability to perform listed duties, the use of handheld or electronic devices for the purpose of personal entertainment is highly discouraged. This includes the use of personal cell phones, computers, books, electronic reading devices, headphones and video games, when these items are used for entertainment purposes. It is understood that occasional use of cell phones and/or computers may be needed in the course of conducting business.

Security personnel will be given limited access to Sedgwick County network, limited to the video surveillance system and access to the shift log.

Security personnel will have access to and the use of a county owned utility vehicle and a county owned motor vehicle to conduct patrols and respond to alarms. The company and personnel will need to comply with on vehicle use, attached.

Given that it is not possible to address each requirement and particular circumstance within this list of mandatory requirements, guards are expected to refer to and follow the direction of Sedgwick County Sheriff personnel at each site and to use common sense and prudence in any situations that are not covered. It is the responsibility of the security guard to contact their direct supervisor or program management if there are any questions in regard to appropriate interactions or how to handle workplace situations. In addition, they may contact on duty Sheriff supervisors through emergency communications or via radio.

Sedgwick County's Responsibilities

Provide information, as legally allowed, in possession of the county, which relates to the county's requirements or which is relevant to this project.

Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract.

County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project.

Proposal Terms

Questions and Contact Information

Any questions regarding this document must be submitted via email to Jaimee O'Laughlin at Jaimee.O'Laughlin@Sedgwick.gov by 5:00 pm CDT, TUESDAY, September 15, 2026. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at under the Documents column associated with this RFP number by 5:00 pm CDT, TUESDAY, September 22, 2026. Firms are responsible for checking the website and acknowledging any addenda on their proposal response form.

Minimum Firm Qualifications

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Proposal. Firms must meet or exceed theses qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in proposer's response. Proposers shall:

Have a minimum of five (5) years experience in providing services similar to those specified in this RFP.

Have an understanding of industry standards and best practices.

Have experience in managing projects of comparable size and complexity to that being proposed.

Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the county shall be followed with respect to the contract.

Municipal and county government experience is desired, however, the county will make the final determination based on responses received and the evaluation process.

Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.

Provide project supervision (as required) and quality control procedures.

Have appropriate material, equipment and labor to perform specified services.

Park only in designated areas and display parking permit (if provided).

Wear company uniform or ID badge for identification purposes.

The selection process will be based on the responses to this RFP. County staff will judge each response as determined by the scoring criteria below. Purchasing staff are not a part of the evaluation committee.

Assume the following cost proposals (examples only)

$50,000.00

$38,000.00

$49,000.00

Company B with a total price of $38,000.00 is the low offer. Take the low offer and divide each of the other offers into the low offer to calculate a percentage. This percentage is then multiplied by the number of points available for the cost. In this case, 10 points are allocated to cost (example only).

$38,000.00 divided by $50,000.00 =.76 .76*10 7.6 points

$38,000.00 divided by $38,000.00 =1.00 1.00*10 10 points

$38,000.00 divided by $49,000.00= .77 .77*10 7.7 points

Any final negotiations for services, terms and conditions will be based, in part, on the firm's method of providing the service and the fee schedule achieved through discussions and agreement with the county's review committee. The county is under no obligation to accept the lowest priced proposal and reserves the right to further negotiate services and costs that are proposed. The county also reserves the sole right to recommend for award the proposal and plan that it deems to be in its best interest.

The county reserves the right to reject all proposals. All proposals, including supporting documentation shall become the property of Sedgwick County. All costs incurred in the preparation of this proposal shall be the responsibility of the firm making the proposals. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service which best meets its required needs, quality levels and budget constraints.

Request for Proposal Timeline

The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates.

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Contract Period and Payment Terms

A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) and continue for a period of three (3) years with two (2) one (1) year options to renew.

County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice.

Payment and Invoice Provisions

Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, firm's professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project. Firm shall furnish a certificate evidencing such coverage, with county listed as an additional insured including both ongoing and completed operations, except for professional liability, workers' compensation and employer's liability. Certificate shall be provided prior to award of contract. Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form).

NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance.

It is the responsibility of the firm to require that any and all approved subcontractors meet the minimum insurance requirements. The Commercial General Liability Policy and Umbrella Liability Policy maintained by the Firm, and/or any and all Subcontracts hired directly or indirectly by Firm, shall include coverage for assault and battery and there shall not contain any exclusions for the use of an aerosol chemical (i.e. mace) or for punitive damages, where allowed by law.

Workers' Compensation:

Applicable coverage per State Statutes

Employer's Liability Insurance: $500,000.00

Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):

Each Occurrence $1,000,000.00

General Aggregate, per project $2,000,000.00

Personal Injury $1,000,000.00

Products and Completed Operations Aggregate $2,000,000.00

Automobile Liability:

Combined single limit $500,000.00

Umbrella Liability:

Following form for both the general liability and automobile

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Professional Liability/ Errors & Omissions Insurance:

____ Required / ___X_ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Pollution Liability Insurance:

____ Required / __X__ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Special Risks or Circumstances:

Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

IF CONTRACTOR IS PROVIDING CONSTRUCTION SERVICES:

In addition to the above coverages, Contractor shall also provide the following:

Builder's Risk Insurance:

In the amount of the initial Contract Sum, plus the value of subsequent modifications and cost of materials supplied and installed by others, comprising the total value for the entire Project on a replacement cost basis without optional deductibles. Entity, Firm, and all Subcontractors shall be included as named insureds.

Indemnification

To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider's performance of the agreement or any other agreements of the provider entered into by reason thereof. The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney's fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications.

Confidential Matters and Data Ownership

The successful proposer agrees all data, records and information, which the proposer, its agents and employees, which is the subject of this proposal, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County. The successful proposer agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful proposer agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Proposal is the property of Sedgwick County.

Proposal Conditions

Sample Contract

Contract Provisions for FEMA Projects (If Applicable)

Suspension and Debarment

Protest Procedure

Any protests and/or challenges to the bid process must be filed timely and pursuant to Sedgwick County's protest procedure.

All proposal submissions shall include the following:

Firm profile: the name of the firm, address, telephone number(s), contact person, year the firm was established, and the names of the principals of the firm.

The firm's relevant experience, notably experience working with government agencies.

At minimum, three (3) professional references, besides Sedgwick County, with email addresses, telephone numbers, and contact persons where work has been completed within the last three (3) years.

A disclosure of any personal or financial interest in any properties in the project area, or any real or potential conflicts of interest with members of the Sedgwick County Board of County Commissioners or county staff.

A description of the type of assistance that will be sought from County staff, including assistance required from the county to lessen the costs of this project.

Proof of insurance meeting minimum insurance requirements as designated herein.

Those responses that do not include all required forms/items may be deemed non-responsive.

Sedgwick County Policy 2.504

Purpose

Sedgwick County provides County vehicles and equipment for use by employees and volunteers in the execution of official County business and reimburses employees for use of their personally owned vehicles (POV) in the performance of assigned duties. All County vehicles and equipment shall be operated in a safe, courteous, responsible, and legal manner, and in accordance with all federal, state, and local laws and County policies. Uniform operating rules and procedures are necessary to help ensure driver and passenger safety, protection of the public, and efficient use and maintenance of vehicles and equipment.

Scope

This policy applies to all County employees who use County or personally owned vehicles and equipment to conduct authorized County business. This policy also applies to any security consultants hired by the County who may utilize County vehicles. This policy shall also apply to volunteers who are identified under Policy 2.506 as needing to drive a County or personally owned vehicle as part of their emergency response volunteer duties on behalf of the County.

Policy Statement

This policy ensures consistent use and operation of Sedgwick County owned, leased, or rented vehicles and equipment, and personally owned vehicles being used for County business.

Definitions

County Employee - Means employees of County elected officials, County appointed officials and their employees, and any other employee of Sedgwick County or of Sedgwick County Fire District No. 1.

Volunteer - Refers to an individual who freely offers to give their time to perform specific tasks or services without compensation. Board members, work group members, task force members, students, guests, and interns are NOT considered to be volunteers according to this policy.

Personally Owned Vehicle (POV) - Means a privately-owned or privately-leased motor

vehicle, properly registered and licensed.

Vehicle Insurance - Motor vehicle liability insurance coverage, in at least the minimum

amounts required by K.S.A. 40-3101, et seq., as amended.

Driver's License - A commercial or non-commercial license issued by the state allowing an individual to operate automobiles or motorcycles.

Accident - An unexpected event or occurrence which results in injury or illness (medical condition) to an employee; this also includes motor vehicle accidents which cause damage to any involved persons, animals, vehicles, or property.

First Responder - Employees of these departments (non-clerical staff): Sheriff's Office, Sedgwick County Fire District No. 1, Emergency Medical Services, and Emergency Management.

Unauthorized Passenger - Any person who is not the employee/volunteer assigned to the vehicle, or any person that the authorized driver would not be driving with for their official business; authorized passengers could include: guest, client, authorized ride-along/observation, co-workers carpooling to a meeting/training, governmental employees/officials from other agencies, etc.

County Vehicles/Equipment -- include but are not limited to: passenger cars, specialty vehicles, vans, buses, trucks licensed for highway use, trailers, forklifts, loaders, mowers,

etc. that are owned, leased, or rented by Sedgwick County

Procedures

General rules and procedures for all drivers.

All employee/volunteer incidents/accidents involving the operation of a vehicle or motorized equipment while on authorized County business (or involved a County owned or leased vehicle at any time) will be promptly reported to the immediate supervisor. Motor vehicle incidents/accidents shall also be reported to local law enforcement.

A "Vehicle Incident Report" will be completed by the employee who was operating the vehicle/equipment or who was responsible for the vehicle if it was unoccupied at the time of incident and forward the completed paperwork to Risk Management by the next business day. Where a County vehicle is involved in an accident, the "Vehicle Incident Report" shall also be sent to Fleet Management when it is sent to Risk Management.

Supervisors will respond to the scene of a Motor Vehicle Accident to document all relevant information for the Post-Incident Review process (Policy 2.510), and check on the involved employee and when applicable, client. The "Motor Vehicle Accident Supplemental" has been created to assist supervisors with this task.

When the supervisor arrives, if they suspect the employee was impaired or the employee is determined to be responsible, or responsibility cannot be determined, they should follow the procedures set forth in Policy 4.310, Drug Testing Substance Abuse.

If the employee has non-life threatening injuries, testing should occur before the employee goes to an authorized clinic for medical evaluation.

Employees involved should remain at the incident scene until excused by the Supervisor and any responding law enforcement agency, if law enforcement responded.

An injured employee will complete the "On the Job Incident Report" and will be directed to an authorized medical facility for treatment, as listed on the "Authorization for Medical Treatment" form.

In cases of life threatening situations, the employee will be transported to the nearest Emergency Department and shall complete the "On the Job Incident Report" once released from the Emergency Department.

Life threatening injuries include, but are not limited to:

Burns (1st degree burns over a large area, or any 2nd degree or higher burns)

Electrocution

Head Injuries with or without concussion symptoms (blunt force trauma, multiple strikes, loss of consciousness)

Falls over 6 feet

Fractures or broken limbs

Sudden loss of vision

Heat stroke (symptoms include high fever, fast and strong pulse, confusion, headache, dizziness, nausea, hot/dry skin or sweaty skin, losing consciousness)

Multisystem trauma

Life or limb threatening injuries

Supervisors will complete the "Post-Incident Review" (Policy 2.510) and the "Motor Vehicle Accident Supplemental" (Policy 2.504) and forward it to Risk Management, Department Director or Elected/Appointed Official, and their Division Director or Assistant County Manager within a timely manner (24

hours is the expectation).

County employees/volunteers shall abide by Kansas State Law regarding driver and

passenger use of available restraints, such as seat belts and shoulder harnesses.

Employees/volunteers shall keep the interior of their vehicle clean (free of clutter and debris), free of general hazards, and in good working order.

Employees/volunteers shall ensure their vehicle used for County business is in good and safe working order. Fleet Management will work with departments to develop pre-trip inspection checklists that are tailored for the vehicles used by that department. Any damage discovered on a County vehicle, at any time, should be immediately reported to Fleet Management.

Employees/volunteers may not at any time operate a vehicle or equipment on authorized County business under the influence of drugs or alcohol (see Policy 4.310, Drug Testing Substance Abuse).

Employees/volunteers shall not transport liquor/ alcoholic beverages or drugs of any kind in a County-owned or leased vehicle at any time. Employees/volunteers shall not transport liquor / alcoholic beverages or drugs of any kind in a POV while engaged in County business.

Sheriff Office policies regarding transportation of evidence and undercover work supersede this section for relevant Sheriff Office employees only.

This does not pertain to the transportation of clients or patients who bring with them personal items.

6. Employees/volunteers shall be familiar with the Employee Safety Handbook, which includes additional safe operating procedures for vehicles and equipment.

County Vehicle and Equipment Operation.

The following provisions apply to County employees operating vehicles and motorized equipment used in conducting authorized County business:

The use of a County-owned or County leased vehicle is a privilege and not a right. Employees/volunteers are expected to treat the vehicle assigned to them with respect and treat it with the same respect as their personal vehicle.

County-owned or leased vehicles shall be used only for their intended business purposes. Employees/volunteers may not use County-owned or leased vehicles or equipment for personal or social engagements. Examples are provided to help clarify unacceptable use of County-owned/leased vehicles and equipment. This is not an exhaustive list. Employees/volunteers are expected to use good judgement regarding the use of their assigned vehicle and equipment.

Unacceptable use: Taking a County-owned/leased vehicle out of town/county to visit friends/family or for general personal/social use or using a County-owned/leased vehicle to transport/promote a personal business.

This provision is not intended to interfere with employees who are assigned a take home vehicle who, for ease of parenting, need to transport their child(ren) in their work vehicle while in route to/from work to school or activities.

Supervisors shall not require a driver to operate an unsafe vehicle or equipment, use a vehicle or equipment for anything other than its designated purpose, or issue any directions that may cause the driver or passengers to violate this policy.

County vehicles and equipment will not be driven through high water. First Responders and Public Works respond to emergent and evolving circumstances, which require exceptions to this rule on a case-by-case basis; employees are still expected to exercise caution and good judgement during such situations.

Vehicles with obstructed rearward vision generally shall not be backed without the aid of a spotter. Under circumstances where the vehicle is staffed by only the driver, the driver shall get out of the vehicle and make a 360 degree survey of the area around the vehicle.

Backup cameras are not a substitution for a spotter or a 360 degree survey of the area.

Supervisor or staff vehicles, in the usual course of business, are not required to have a spotter.

County employees/volunteers shall not use or operate a cell phone, GPS, earphones, ear plugs, headphones, computer, or other device (hands-free or otherwise) while driving a vehicle on authorized County business. First Responders respond to emergent and evolving circumstances, which require exceptions to this rule on a case-by-case basis; employees are still expected to exercise caution and good judgement during such situations.

Any use of GPS should be started before beginning a trip. Employees are expected to pull over to consult or make changes to their GPS setting/directions.

The use of 800 MHz radios for business purposes are exempt from this provision.

A County employee/volunteer shall not ride or allow others to ride in the back bed of a vehicle. First Responders respond to emergent and evolving circumstances, which require exceptions to this rule on a case-by-case basis; employees are still expected to exercise caution and good judgement during such situations.

Unauthorized passengers shall not be transported in vehicles. Citizens/non-employees desiring to ride as observers of County business will be required to sign a "Release of Liability" form which may be obtained from the Risk Management Department. See Policy 2.507, Vehicular Ride-Along or Observation of Sedgwick County Departments.

Personal pets/animals (this does not include registered service animals) shall not be transported in County-owned or leased vehicles.

Smoking, electronic cigarettes, and vaping use in County owned or leased vehicles and equipment is prohibited except where there is a reasonable law enforcement purpose to do so. See Policy 4.309, Smoking and Electronic Cigarette Use Policy.

Operation of Personally Owned Vehicles (POVs)

County employees/volunteers should inform their vehicle insurance agents/brokers that they are using their POV in the execution of their job duties.

If a County employee/volunteer is involved in an accident, he/she should notify the appropriate law enforcement agency, report the incident to his or her personal insurance agent, their supervisor, and notify Risk Management.

Sedgwick County does not assume liability for property or personal injury to others as a result of a County employee/volunteer using a POV in the performance of official duties.

Sedgwick County departmental clients being transported in POVs will be covered under insurance specific to that particular vehicle.

Notification (for record purposes only) will also be given to the supervisor and Risk Management of any accident involving POVs on official County business by way of a "Vehicle Incident Report" form.

Injuries sustained by employees in the performance of their official duties will be reported on an "On-the-Job Incident Report" form and covered by Workers Compensation if it is determined a compensable injury has occurred under the Workers Compensation Act.

Injuries sustained by volunteers in the performance of their official duties will be reported to Risk Management on a "Guest/Client Incident Report." Risk Management will follow up with the volunteer regarding next steps.

The mileage reimbursement rate applicable to County Employees is contained in Policy 2.106, Travel and Business Meeting Expense Policy. Mileage reimbursement paid to employees using POVs is paid in order to cover all costs related to the use of privately owned conveyances, including but not limited to gas, oil, tires, repairs, insurance, license fees, and depreciation costs.

Employees who will be driving in rural areas or on dirt roads are recommended to have roadside assistance. The County is unable to provide resources to change a tire or tow a personal vehicle.

Sedgwick County will not assume responsibility for any damage sustained to a POV involved in an incident or accident while on authorized County business.

If Sedgwick County and/or any County employee is named as a defendant in any type of lawsuit as a result of an incident or accident involving operation of a POV while on authorized county business, the following will apply:

The insurance on the POV is the primary coverage.

The County will provide appropriate excess indemnification up to the amount of the Kansas Tort Claims limit (currently $500,000 per occurrence).

D. Safe Driving Culture

Risk Management provides Defensive Driving Course to all employees who wish to take it, free of charge. All employees who will be driving on behalf of the County are encouraged to complete the Defensive Driving Course within 30 days of hiring/transferring into a driving position.

Employees are encouraged to retake the Defensive Driving Course every three years.

Risk Management shall make available additional safe driving courses and resources to employees and departments upon request.

Employees who are found to be at fault in a Motor Vehicle Accident while engaged in County business or while operating a County owned or leased vehicle will complete a remedial driving course (e.g. Defensive Driving) along with any additional training as recommended by the employee's department.

Accident Review

The Vehicle Accident Review Board (policy 2.512) will review all incidents involving County-owned, County leased, or Personally Owned Vehicles and equipment used for County business. The intent of such reviews is to identify the direct and contributing factors of any incident or accident. The Vehicle Accident Review Board shall use the "Post-Incident Review," "Motor Vehicle Accident Supplemental," and any additional information provided which may include dash camera footage, to guide their investigations.

Disciplinary Action

Willful and deliberate violations(s) of this policy may subject the employee to disciplinary action, up to and including termination. Disciplinary action is the responsibility of the department in accordance with Policy 4.501, Progressive Discipline.

The "Vehicle Use and Vehicle Accidents Disciplinary Guide," which is used by the Vehicle Accident Review Board, is included in the appendix of that policy, 2.512.

Responsibilities/Qualifications

Any County employee required or authorized to drive on County business shall:

Possess a valid driver's license and where required, a CDL license

Employees must possess an in-force personal vehicle insurance policy in accordance with minimum requirements as required by the State of Kansas.

Maintain all qualifications necessary to perform assigned driving duties as set forth in their job description and this policy.

Immediately notify his/her supervisor of any on-duty or off-duty citation or conviction which disqualifies the employee from operating a vehicle on County business, per Policy 4.302, Pre-Employment Screening and Driving.

Immediately notify his/her supervisor of a medical condition or use of medication that precludes safe operation of a vehicle or equipment.

At least annually, when requested by the supervisor, submit to his/her supervisor:

A copy of a current valid driver's license;

Evidence of in-force vehicle insurance (employees in driving positions who do not own their own vehicle may purchase Non-Owner Car Insurance to fulfill this requirement);

Immediately notify your supervisor of any cancellation or changes in vehicle insurance coverage or carrier.

B. Driver Qualification: See Policy 4.302, Pre-Employment Screening and Driving.

Reminder: Any changes or restrictions to a driver's license must be reported to the Department Director within two (2) business days.

C. The Risk Management Department shall be responsible for overseeing compliance with prescribed County safety practices in accordance with this policy and the Policy 2.502, County Safety and Loss Control Policy.

Discretion is given to departments to develop a system of requesting and updating their records related to driver qualifications. Risk Management may require these records at any time to ensure compliance with this policy.

D. Insurance

The County shall establish a self-insured program for all third-party injury, death, and property damage claims resulting from the authorized use of a County vehicle (owned, rented, or leased). The County shall self-insure physical loss or damages to County owned vehicles arising out of, or connected with, County business as authorized in this policy.

Risk Management does not require departments to purchase rental insurance when they are renting/leasing a vehicle for a short duration and the risk of common hazards is low. Departments shall purchase additional rental insurance for a rental/leased vehicle when the County's Purchasing Card does not include rental coverage, or any time an alternative payment method is used.

The County does not provide insurance coverage for personally owned

vehicles used by County Employees for official County business.

Response Form

REQUEST FOR PROPOSAL

RFP #26-0093

3RD SHIFT SECURITY PERSONNEL

The undersigned, on behalf of the proposer, certifies that: (1) this offer is made without previous understanding, agreement or connection with any person, firm, or corporation submitting a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the proposer is entered; (4) they have read the complete Request for Proposal and understands all provisions; (5) if accepted by the county, this proposal is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted proposal will be their responsibility.

NAME _______________________________________________________________________________________________

DBA/SAME ___________________________________________________________________________________________

CONTACT____________________________________________________________________________________________

ADDRESS____________________________________ CITY/STATE_____________________________ ZIP___________

PHONE______________________________________ FAX_________________________ HOURS_________________

STATE OF INCORPORATION or ORGANIZATION ______________________________________________________

COMPANY WEBSITE ADDRESS____________________________ EMAIL________________________________

NUMBER OF LOCATIONS_______________ NUMBER OF PERSONS EMPLOYED__________________________

TYPE OF ORGANIZATION: Public Corporation ________ Private Corporation________ Sole Proprietorship ________ Partnership________ Other (Describe): ____________________________________________________________________

BUSINESS MODEL: Small Business ________ Manufacturer ________ Distributor _________ Retail ___________

Dealer ________ Other (Describe): _______________________________________________________________________

Not a Minority-Owned Business: _______ Minority-Owned Business: ____________________________ (Specify Below)

____African American (05) _____ Asian Pacific (10) _____ Subcontinent Asian (15) ______ Hispanic (20)

____Native American (25) _____ Other (30) - Please specify_________________________________________________

Not a Woman-Owned Business: ______ Woman-Owned Business: _________ (Specify Below)

_____Not Minority -Woman Owned (50) _____ African American-Woman Owned (55) _____Asian Pacific-Woman Owned (60)

_____ Subcontinent Asian-Woman Owned (65) _____Hispanic Woman Owned (70) _____Native American-Woman Owned (75)

______Other - Woman Owned (80) - Please specify____________________________________________________________

ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF KS: ______Yes ______ No

UEI (UNIQUE ENTITY IDENTIFIER) NO.________________________________________________________________

INSURANCE REGISTERED IN THE STATE OF KS WITH MINIMUM BEST RATING OF A-VIII: ______Yes ______No

ACKNOWLEDGE RECEIPT OF ADDENDA: All addendum(s) are posted to our RFB/RFP web page and it is the vendor's responsibility to check and confirm all addendum(s) related to this document by going to .

NO.______, DATED ______________; NO.______, DATED_____________; NO.______, DATED_____________

In submitting a proposal, vendor acknowledges all requirements, terms, conditions, and sections of this document. Proposal submission format should be by order in which sections are listed throughout the document. All minimum and general requirements should be specifically addressed and detailed in proposer's response. Exceptions to any part of this document should be clearly delineated and detailed.

Signature______________________________________________ Title____________________________________________

Print Name____________________________________________ Dated ___________________________________________

Response Form (Page 2)

REQUEST FOR PROPOSAL

RFP #26-0093

3rd Shift Security Personnel

Consistent with the guidance provided in Section 1 of this Request for Proposal, Sedgwick County is subject to the Kansas Open Records Act (K.S.A. 45-215 et seq.). As such, portions, and potentially all, of your proposal may become accessible to the public through records requests even if it is not awarded the contract.

If you are claiming some of the submitted documentation should not be disclosed, indicate the associated information and the basis for such claims of privilege in the spaces below. In the event records requests are submitted for information identified as privileged, proprietary or confidential, Sedgwick County may attempt to coordinate a response and would expect for you to be available to defend your claims in court. Failure to provide information in the spaces below shall constitute a waiver of any claims of violation of privileged, proprietary or confidential information resulting from the production of these records, regardless of other language or claims within your Response.

PRIVILEGE LOG

Page and/or Section of Information Not Subject to Disclosure:

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Description of Information that You Claim are Privileged or Confidential. Do not include specific details, but rather categories or general descriptions of the information in question.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Basis for the Claim of Privilege. Please include the Applicable Federal or State Law Cite and Rationale

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Pricing

REQUEST FOR PROPOSAL

RFP #26-0093

3RD SHIFT SECURITY PERSONNEL

Please provide a summary description of costs.