RFP 24-006 Edward Schock Centre Security Wing Park Pool and Lords Park Pool Final
| Agency: | City of Elgin |
|---|---|
| State: | Illinois |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Jan 12, 2024 |
| Due Date: | Feb 5, 2024 |
| Solicitation No: | RFP 24-006 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 24-006
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| Bid Title: |
RFP 24-006 Edward Schock Centre Security Wing Park Pool and Lords Park Pool Final
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| Category: | Facility Maintenance and Repair |
| Status: | Open |
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Attachment Preview
RFP No. 24-006 Security Services at the Edward Schock Centre of Elgin, Wing Park Pool and Lords Park Pool – Due
February 5, 2024 at 11:00 am City of Elgin, 150 Dexter Court, Elgin IL 60120-5555 Ph:(847)931-5604 Proposer Name:
___________________________________
CITY OF ELGIN REQUEST FOR PROPOSALS
INSTRUCTIONS TO VENDORS
The City of Elgin requests proposals on the Security Services at the Edward Schock Centre of Elgin, Wing Park Pool and
Lords Park Pool. This proposal process and award of the contract are made in conformance with Elgin Municipal Code
Title 5. The City of Elgin reserves the right to reject any or all proposals, or any part thereof, or to accept any proposal or
any part thereof, or to waive informalities in any proposal if deemed to be in the best interest of the City.
PLEASE SUBMIT PROPOSAL WITH ONE ORIGINAL AND ONE FLASH DRIVE with the proposal number and name,
time of opening, and company name clearly marked on the envelope to the City of Elgin Purchasing Department, 150 Dexter
Court, Elgin, IL 60120-5555.
Prior to proposal opening, a Vendor may correct, modify or withdraw its proposal by making the request in writing prior to
the time and date for the proposal opening. All corrections and modifications must be delivered to the Purchasing
Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction to
the original proposal submitted, and identifying the proposal by name, number and opening date.
Proposal awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the
City Council prior to the city’s execution and delivery of a signed agreement to a Vendor.
Proposals must be signed by an authorized official of the Vendor’s organization, and the name of the official and title typed
below the signature. Proposals must be sealed in an envelope clearly marked with proposal name and due date written
thereon. Faxed proposals will not be accepted. No proposal may be withdrawn after the scheduled closing time for receipt
of proposals for 60 days. Award shall be made within 60 days unless award date is extended.
Purchases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax and
any such taxes must not be included in the proposal prices. Unless otherwise indicated, deliveries are FOB destination Elgin,
Illinois.
In the case of a conflict between unit price and extended price, unit price shall take precedence. If goods are not delivered
or services are not performed within the time frame specified in the Request for Proposal (or where no time is specified,
within a reasonable time frame) the City of Elgin reserves the right to cancel the order or any part thereof.
Proposals will be considered on goods complying substantially with specifications provided each deviation or alternative is
identified and described in an attachment to the proposal. The City of Elgin reserves the right to determine whether such
deviations or alternatives are acceptable. Brand names that may be mentioned in specifications as used only as a reference
to the type and quality of goods desired unless otherwise indicated.
The selected Vendor(s) must comply with all laws, rules and regulations pertaining to public contracts as adopted by the
State of Illinois and the City of Elgin, including but not limited to the payment of prevailing wages. The selected Vendor(s)
must comply with all laws, rules and regulations pertaining to public contracts as adopted by the State of Illinois and the
City of Elgin, including but not limited to the payment of prevailing wages.
PROPOSAL SUBMISSION REQUIREMENTS
Proposals must contain:
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A signed Tax/Collusion/Debarment Affidavit
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A signed Agreement. If awarded a contract, a fully executed copy will be sent to you.
3
A completed Bidder’s Employee Utilization Form (if you employ 5 or more persons).
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A signed Sexual Harassment Form.
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Any other information or materials required in the specifications.
Bid announcements can be found on the City of Elgin Home Page
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www.cityRoefeqlguine.sotrgf/obirdsP.arsoppxosal
REQUEST FOR PROPOSALS FOR SECURITY SERVICES AT THE EDWARD
SCHOCK CENTRE OF ELGIN, WING PARK POOL AND LORDS PARK POOL
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 5:00 p.m. local time, Monday, February 5, 2024.
INTENT
The purpose of this RFP is to establish a contract to provide turnkey security service. The
successful service provider will assign their personnel to provide security, conduct patrols, access
control, conduct cursory investigation into incidents, and provide assistance to citizens
throughout the Edward Schock Centre of Elgin, Wing Park and Lords Park.
NEED FOR THE COMMUNITY
The City of Elgin is currently accepting proposals to provide security services for the Edward
Schock Centre of Elgin, Wing Park and Lords Park. This Request for Proposal (RFP) represents a
publicly advertised and competitively awarded solicitation by The City of Elgin. The City of Elgin
reserves the right to reject any or all RFPs, or any part thereof, or to accept any RFP or any part
thereof, or to waive informalities in any RFP, if deemed to be in the best interest of the City.
BACKGROUND
Serving over 1,000,000 guests annually, The Edward Schock Centre is the City’s foremost
attended public facility providing residents with 185,000 sq/ft of leisure space. Features include
a fitness center, three full-sized basketball courts, two racquetball courts, a preschool wing,
meeting rooms, and the Heritage Ballroom, which provides beautiful banquet space for
everything from weddings to executive business luncheons.
Wing Park is a large regional park with an aquatic facility that has an average weekend attendance
of 400 patrons. The park also has three picnic shelters that are rented out each weekend and a
nine-hole public golf course.
Lords Park is also a large regional park with an aquatic facility that has an average weekend
attendance of 200 patrons. The park also has three picnic shelters that are rented out each
weekend and a historic indoor Victorian banquet facility called the Lords Park Pavilion that is
rented most weekends. Lords Park also has an outdoor fenced in zoo with bison, elk and white
tail deer that can be seen year-round. There is also a farm zoo that operates June-August each
summer.
SCOPE OF PROVIDER SERVICES
In order to continue to serve our guests to the best of our ability, the City needs to continue to
offer a safe and healthy space for all those using the Edward Shock Centre for its intended use.
We are looking for a service provider to provide the following:
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• Patrol the Edward Schock Centre and respond to disruptions, physical altercations, and
emergencies as required in a professional manner.
• Work with the facility supervisor(s) to maintain order, provide written reports on all
breaches of security (including but not limited to incident reports), secure perimeter
doors, enforce facility policies (including but not limited to code of conduct) and be on
alert for unsafe conditions to report them to the facility manager.
In addition to the Edward Schock Centre the service provider will be responsible for the following:
• Ensure patrons at Wing Park and Lords Park have a safe place to enjoy each park’s
amenities.
• Enforce park rules and respond to disruptions, physical altercations, and emergencies as
required in a professional manner.
• Work with the aquatic facility manager(s) to maintain order, provide written reports on
all breaches of security (including but not limited to incident reports), secure perimeter
doors, enforce facility policies (including but not limited to code of conduct) and be on
alert for unsafe conditions to report them to the facility manager.
• Assume all liability for the actions of the security employees, Including bonding and
liability insurance.
PROJECTED TIMELINE
Issue RFP
Deadline for submissions of questions
RFP Opening
Facility Walkthrough Recommended
Contract Negotiations
City Council Approval
Start Date
*** Timeline is subject to change
January 12, 2024
February 2, 2024
February 5, 2024
February 7, 2024 10:00 am
February 12 – February 23, 2024
March 6 & March 20, 2024
April 1, 2024
Facility Walkthrough will be held on February 7, 2024 at 100 Symphony Way. We will meet in the
Centre main lobby at 10am and then we will go to Lords Park and Wing Park. The walkthrough is
highly recommended. Please email Wayne Carlstedt at carlsted_w@cityofelgin.org with bidder
intention of attendance.
GENERAL EXPECTATIONS
The City is seeking a service provider that best demonstrates the capability to provide affordable
and reliable services based on pricing and experience.
• Edward Schock Centre Operation Schedule: (1 Security Officer each shift)
o Monday – Friday (All year)
6am – 10am
4pm – 9pm
o Saturdays & Sundays (All year)
5am – 5pm
• Wing Park and Lords Park Pool and Park Operation Schedule: (1 Security Officer each shift
at each park)
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o Saturdays and Sundays (Memorial Day-Labor Day)
8am –4pm
10am-6pm
• Events throughout the year may be requested beyond the above schedule.
• There are some City observed holidays where service may not be needed are the
following but limited to: Thanksgiving, Christmas, New Year’s Day, Memorial Day,
Independence Day and Labor Day.
• Expectations of the security guard position:
o Ability to deal courteously and tactfully with the public.
o Ability to maintain a basic knowledge of acceptable conduct and professionalism
expected on public grounds.
o Ability to deal with people without a show of force.
o Ability to observe and report suspicious activities and evidence of loss or damage
to the property/equipment.
o Ability to deal with emotionally disturbed, inebriated, and belligerent individuals.
o Ability to work the location walking/standing.
o Ability to write and understand reports.
o Ability to maintain a working knowledge of policies and procedures.
o Ability to maintain a basic knowledge of appropriate rules of the facility and
employee manual regarding job behavior, safety, harassment, cell phone usage,
confidentiality, and prohibited smoking.
o Ability to make judgement calls and enforce policies and procedures.
o No guns, pepper spray or handcuffs shall be permitted in or around the facility by
the security staff.
o Guards assigned to the Edward Schock Centre shall take direction from the
Recreation Facilities Manager and the on-duty facility manager.
o Guards assigned to Wing Park and Lords Park will take direction from the
Recreation Facilities Manager, on duty aquatic facility manager, on duty park
department employee and on duty wing park golf course employees.
o Guards should only be utilizing cell phones unless in emergencies, no blue tooth
devices are allowed, and no video games are allowed to be played when on duty.
o Guards shall maintain city property in liked condition by keeping area clean and
free of clutter. Service provider shall not use any spaces to store supplies unless
an area has been designated by the City.
o Guards shall respond to requests by staff to assist in deescalating any volatile
situation. If additional assistance is required, the Elgin Police Department should
be contacted.
REQUIREMENTS
• Service Provider agrees to hire employees of the highest quality and integrity. All
personnel must, at a minimum, be 21 years of age, and be in full compliance of the Illinois
Unarmed Security Guard Licensing Requirements as published by the Illinois Department
of Financial & Professional Regulation (https://www.idfpr.com/profs/SecurityCont.asp).
• Service Provider shall submit to and pass a drug test and criminal history background
check for all employees working at the Edward Schock Centre of Elgin, Wing Park and
Lords Park. The requirements necessary to constitute "passing" shall be at City's sole
discretion.
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• The City reserves the right to withhold its approval for any potential guard for any reason
whatsoever.
• It is hereby recognized and agreed that due to the necessity for strict and confidential
security involving public property, the employees who perform such services under this
Contract must be subject to the strictest scrutiny and must adhere to the most stringent
standards of integrity.
• The City reserves the right to remove or prevent any employee designated by the Service
Provider from performing work under this Contract and such right can be exercised at any
time and without prior notice.
• Service Provider shall immediately remove and replace any employee that City
determines is not properly carrying out the duties specified in this Contract, or wherein
the certification of an assigned employee has lapsed and not been renewed in a timely
manner.
• All employees designated by Service Provider must be able to read, write, and
communicate verbally in English.
• Additional languages will be considered a value add.
• Service Provider shall make every effort to recruit new employees locally.
• Service Provider shall assume all legal responsibility as the employer of said persons,
including payment of wages, benefits, and all applicable federal, state, and local tax
requirements.
• Industry standard “Incident Reports” and “Daily Activity Reports” (logs) are the preferred
format for the documentation of all situations reported and/or responded to by
contracted Service Provider personnel, including actions taken and notifications made by
them.
• Service Provider shall provide to its assigned employees performing services under this
contract a complete uniform, including a photo ID. Uniforms must be consistent with
City’s written policy.
• The City shall approve the style of uniform, including its colors and patches.
• The Service Provider shall ensure that its employees are always in full uniform while on
duty and present such uniforms properly.
• Service Provider shall supply employees with equipment to communicate with fellow
contract employees and City staff. The City will not provide radios or cell phones for
employees.
• Service Provider shall supply any vehicles necessary to patrol Wing Park and Lords Park.
• Employees, regardless of assigned shift, are not permitted, and shall not use personal
electronic devices such as cell phones, tablets, laptops, or other devices that would cause
interference with performing tasks. Personal devices shall only be used during designated
break time.
• Service Provider is responsible for coverage of all shifts including sick/vacation time
coverage.
PAYMENT
City of Elgin will be invoiced monthly by the Service Provider, after the service for that month is
completed. The Service Provider must provide documentation for the hours billed.
DETAILED SUBMITTAL REQUIREMENTS
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