UCM_RFP_Unarmed Security Guard & Fire Watch Services

UNIVERSITY OF CALIFORNIA MERCED
REQUEST FOR PROPOSAL
NO. 003924-Feb2026
FOR
UNARMED SECURITY GUARD AND FIRE WATCH SERVICES
ASFCME COVERED SERVICES
_____________________________________________________________________________________
Register and Submit Proposals at the University CalUSource Portal
https://smart.gep.com/Nexus/Registration/PartnerRegistration?dd=YnBjPTQxMTk4MyZzcGM9MCZmY
z0x0&oloc=102
The information contained in this Request for Proposal (RFP) is confidential and proprietary to the
University of California and is to be used by the recipient solely for responding to this RFP.

TABLE OF CONTENTS
Page
. 1 Instructions to Proposers ............................................................................................... 4
. 1.1 Issuing Office and University Contact .......................................................................... 4
. 1.2 Schedule of Events ....................................................................................................... 4
. 1.3 Proposer Questions ...................................................................................................... 4
. 1.4 Addenda to the RFP ...................................................................................................... 5
. 1.5 Instructions for Submitting Proposal ........................................................................... 5
. 1.6 Proposal Receipt ........................................................................................................... 5
. 1.7 Restriction on Communications ................................................................................... 5
. 1.8 Proposal Format and Required Submittals .................................................................. 5
. 1.9 Proposer Representation ............................................................................................. 5
. 1.10 Simplicity of Preparation ............................................................................................ 6
. 1.11 Complete Proposals ................................................................................................... 6
. 1.12 Meet/Exceed Specifications ....................................................................................... 6
. 1.13 Amendments to RFP before Due Date ...................................................................... 6
. 1.14 Firm Proposals ............................................................................................................ 6
. 1.15 Proposal Preparation Costs ........................................................................................ 6
. 2 Intent and Specification Requirements ....................................................................... 7
. 2.1 Intent ............................................................................................................................ 7
. 2.2 Covered Service Supplier Mandatory Requirements .................................................. 7
. 2.3 ARTICLE 25 - Contracting for Covered Services .......................................................... 7
. 2.4 Contractor Employee Hourly Pay Rate ........................................................................ 8
. 2.5 Scope of Services .......................................................................................................... 8
. 2.6 Coordination of Activities ............................................................................................. 9
. 2.7 Security Guards ............................................................................................................ 9
. 2.8 Specific Duties ............................................................................................................ 10
. 2.9 Fire Watch Services .................................................................................................... 12
. 2.10 Supervision of Activities ........................................................................................... 12
. 2.11 Additional Services ................................................................................................... 12
. 2.12 Employee Background Check ................................................................................... 12
. 2.13 Contractor and Employees ....................................................................................... 12
. 2.14 Quantities ................................................................................................................. 13
. 2.15 Contract Term .......................................................................................................... 13
. 2.16 Compliance with Environmental Regulations ......................................................... 13
. 3 General Terms and Conditions..................................................................................... 14
. 3.1 UC Policy on Equal Opportunity in University Business Contracting ........................ 14
. 3.2 University of California Terms and Conditions of Purchase ...................................... 14
. 3.3 University of California Employees ............................................................................ 14
. 3.4 Supplier Code of Conduct .......................................................................................... 14
. 3.5 University's Right to Reject or Modify ....................................................................... 15
. 3.6 Supplemental Terms and Conditions/Modifications ................................................. 15
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TABLE OF CONTENTS (continued)
. 3.7 Form of Agreement .................................................................................................... 15
. 3.8 Disclosure of Records ................................................................................................. 15
. 3.9 Release of Information ............................................................................................... 16
. 3.10 Marketing References .............................................................................................. 16
. 3.11 Proprietary Information ........................................................................................... 16
. 3.11 University's Right to Negotiate ................................................................................ 16
. 3.12 Hold Harmless Agreement ....................................................................................... 16
. 3.13 Ethics ......................................................................................................................... 16
. 3.14 Insurance Requirements .......................................................................................... 17
. 3.15 Independent Contractor Status ............................................................................... 17
. 3.16 Quantities ................................................................................................................. 17
. 3.17 Payment .................................................................................................................... 17
. 3.18 Termination of Agreement ...................................................................................... 17
. 3.19 Mutually Extended Pricing and Terms ..................................................................... 17
. 4 Evaluation Criteria ........................................................................................................ 19
. 5 Proposal Response........................................................................................................ 20
. 5.1 Proposer Profile .......................................................................................................... 20
. 5.2 Covered Services Requirements ................................................................................ 20
. 5.3 Hiring Process ............................................................................................................. 20
. 5.4 Training ....................................................................................................................... 21
. 5.5 Account Management ................................................................................................ 21
. 5.6 Uniforms ..................................................................................................................... 21
. 5.7 References .................................................................................................................. 21
. 5.8 Sustainability .............................................................................................................. 21
. 5.9 Other ........................................................................................................................... 21
. 6 Basis for Award ............................................................................................................. 23
. 6.1 Proposal Evaluation Method ...................................................................................... 23
. 6.2 Contract Award in Best Interest ................................................................................. 23
. 7 Pricing Schedule ............................................................................................................ 24
* Attachment A - UC Contractor Services QI Workforce Program Acknowledgement
* Attachment B - UC Contractor Services QI Workforce Program Process for Managing Qualified Individuals
* Attachment C - SB 27 Resources for Suppliers
* Attachment D - Regents Policy 5402
* Attachment E - Article 05 Contracting Out
* Attachment F - UC Terms and Conditions of Purchase - Article 25 Contracting for Covered Services 4-1-25
* Attachment G - UC Merced Fire & Building Safety Guidelines
*
. 8 Terms and Conditions .............................................................................................. 27-52
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1 Instructions to Proposers
1.1 Issuing Office and University Contact:
This RFP is issued by the University Procurement and Contracts Division, which is the only
authorized entity to change, modify, and clarify, etc., the provisions of this RFP and to award any
contract(s) resulting from this RFP.
1.2 Schedule of Events:
Event Date
RFP Issued March 11, 2026
Deadline for Questions regarding RFP March 18, 2026 @ 5:00 P.M (PDT)
Addendum Issued (if required) March 27, 2026
Proposal Due Date April 3, 2026, 5:00 P.M. (PDT)
Anticipated Award Date April 17, 2026 (Subject to change)
It is the responsibility of each proposer to be familiar with all specifications, terms and conditions
and site conditions (if applicable). The proposer agrees and acknowledges all RFP specifications,
terms, and conditions and indicates the ability to perform by submission of a proposal. By the
submission of a proposal, the proposer certifies that if awarded a contract, they will make no
claim against UC Merced based upon ignorance of conditions or misunderstanding of the
specifications.
1.3 Proposer Questions:
Each Proposer shall exercise their best professional, independent judgment in analyzing the
requirements of this RFP to ascertain whether additional clarification is necessary or desirable
before responding. If there are any discrepancies in, omissions to, or questions about the
information provided in the RFP or by any other source, a request shall be submitted via the
CalUSource portal using the Discussion Forum , which is located on the top
right of the page.
Responses to individual Proposer questions shall be made available to all Proposers.
All contacts during the proposal process shall be through the Procurement and Contracts
Division. Attempts by the proposer to contact department representatives may result in
disqualification of the proposer from the proposal process.
All contacts during the proposal process shall be through the Procurement and Contracts
Division. Attempts by the proposer to contact department representatives may result in
disqualification of the proposer from the proposal process.
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1.4 Addenda to the RFP:
Any changes, additions, or deletions to this RFP shall be in the form of written addenda issued by
the University via the CalUSource portal. Any addenda to this RFP shall be distributed to all
participating proposers via the CalUSource portal. The University shall not be responsible for
failure of any prospective Proposer to receive such Addenda. All Addenda shall become part of
the RFP.
1.5 Instructions for Submitting Proposals:
Proposals shall be submitted online using the University of California Supplier Registration and
Sourcing web tool (CalUSource).
Proposals submitted through any other means shall not be accepted and late proposals will be
rejected.
Responses will take time to enter into the CalUSource System. Proposers shall provide a complete
response to all prerequisites, questions and/or information in the RFP as requested in the
CalUSource portal.
1.6 Proposal Receipt:
The University reserves the right to reject any or all proposals or to waive any informalities or
minor irregularities in a proposal.
1.7 Restriction on Communications:
Proposers are not permitted to communicate with University staff regarding this solicitation
during the period between the Request for Proposal issue date and the announcement of
award(s), except during:
* Presentations, if conducted.
If Proposer is found to be in violation of this provision, the University reserves the right to reject
their proposal without redress.
1.8 Proposal Format and Required Submittals:
Proposers shall provide a written proposal addressing the full scope specified under this RFP.
Proposals in any other format as described in this RFP shall be considered informal and will be
rejected. Conditional proposals shall not be considered. If the Proposer fails to provide any of
the information, the University may at its sole discretion evaluate the proposal without the
missing information.
1.9 Proposer Representation:
Each Proposer, by submitting a proposal, represents that he/she has:
* Read and completely understand the RFP and associated documents
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* Based their proposal submittal upon the requirements described in the RFP
1.10 Simplicity of Preparation:
Proposals shall be prepared simply and economically, providing a straightforward, concise
description of the Proposer's capability to satisfy the requirements of the RFP. Emphasis shall be
on completeness and clarity of content. Promotional materials are especially discouraged.
1.11 Complete Proposals:
All proposals shall be full and complete at the time of the proposal opening.
1.12 Meet/Exceed Specifications:
Proposers are expected to meet or exceed the specifications in their entirety. Each proposal shall
be in accordance with these specifications. If products and/or services as proposed do not
comply with specifications as written, proposer shall attach to their proposal a complete detailed
itemization and explanation for each deviation or variation from these specifications. Absence
of any such itemization and explanation shall be understood to mean that proposer proposed to
meet all details of these specifications. Successful proposer (Consultant) delivering products
and/or services pursuant to these specifications shall guarantee that they meet specifications as
set forth herein. If found that materials/equipment and/or services delivered do not meet
requirements of these specifications, the successful proposer shall be required to correct it at
proposer's own expense.
1.13 Amendments to RFP before Due Date:
No individual is authorized to amend any part of this RFP in any respect, by an oral statement, or
to make any representation of interpretation in conflict with provision of this RFP prior to the
proposal submission date. However, if necessary, supplemental information in addenda form
shall be provided to all prospective Proposers who have received this RFP from The University
Procurement and Contracts Division. Failure of any Proposer to receive such addenda shall not
relieve the Proposer from any obligation under their proposal as submitted. All addenda so
issued shall become part of this RFP.
1.14 Firm Proposals:
All Proposals shall be firm and fixed for one-hundred twenty (120) days following the deadline
for RFP submissions, or until a contract is signed whichever comes first.
1.15 Proposal Preparation Costs:
All costs incurred in the preparation and submission of proposal and related documentation,
including Proposer presentations to UC (if required), shall be borne by the Proposer.
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2 Intent, Technical Specifications and Service Requirements
2.1 Intent:
The University of California, Merced to select, through a competitive process, a qualified
contractor(s) to provide unarmed uniformed security guard services and fire watch services for
all UC Merced campus locations including the Castle Facility located at: 4225 N. Hospital Road,
Atwater, CA 95301. Castle facility is a one-story building.
2.2 Covered Service Supplier Mandatory Requirements:
The University of California has partnered with AgileOne, who is acting as our agent to implement
the QI Workforce program at the University of California. Benefits for program participation
include the following:
* Dedicated AgileOne Program team as point of contact for supplier support
* Reporting and tracking employee hours through an automated system tool
* Ensure compliance is followed according to Article 5 guidelines.
* Receive notification(s) when or if a covered service supplier must be audited to verify
WBP compliance.
Is this required?
Yes, this is a compliance requirement. Regents Policy 5402 or Article 5 of the American
Federation of State, County, and Municipal Employees (AFSCME) Collective Bargaining
Agreement requires the tracking and reporting of Qualified Individuals (QI) data for Contracting
Out of Covered Services labor. QI requirements set forth under Article 5 are legally binding. UC
will only be able to award to suppliers who comply. In the event of non-compliance, UC will
terminate unless the supplier corrects all instances of non-compliance within thirty (30) days of
notification.
2.3 ARTICLE 25 - Contracting for Covered Services:
Covered Services, for the purpose of this Agreement, are defined as work customarily performed
by employees in the AFSCME Patient Care Technical (EX) and Service (SX) bargaining units.
Covered Services include, but are not necessarily limited to, the following services: cleaning,
custodial, janitorial, or housekeeping services; food services; laundry services; grounds keeping;
building maintenance (excluding skilled crafts); transportation and parking services; security
services; billing and coding services; sterile processing; hospital or nursing assistant services; and
medical imaging or other medical technician services.
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2.4 Contractor Employee Hourly Pay Rate:
A. In connection with the Agreement between Contractor and The Regents of the University
of California, Contractor agrees to the UC Contracting for Covered Services Article 39 in
the Terms and Conditions. As per this Article, Supplier is required to pay the equivalent
of UC wages and benefits to employees providing services to UC under this agreement.
By signing this appendix, Supplier agrees to pay the wage and benefit parity rates listed
above to Supplier's employees, and employees of Sub-Suppliers at any tier, performing
work at a UC location.
B. Supplier agrees UC may conduct such compliance audits as UC reasonably requests and
determined at UC's sole discretion.
C. Job Title:
UC Merced 2025 Wage and Benefit Parity Rate
Employee Position Hourly Rate $20.53
Security Guard Pension Parity $2.98
Benefits Parity $9.13
Total UC Cost $32.64
UC Merced 2025 Wage and Benefit Parity Rate
Employee Position Hourly Rate $20.53
Fire Watch Pension Parity $2.98
Benefits Parity $9.13
Total UC Cost $32.64
Contractor is required to pay their employee(s) the "Total UC Cost" contractual hourly
rate per services rendered under contract.
2.5 Scope of Services:
A. Annual Schedule for services is as follows:
Security Guard Services
Event Staffing
UC Merced Fall Commencement- Day 1 1 Supervisor and 4 Guards, 3pm-9pm
UC Merced Fall Commencement- Day 2 1 Supervisor and 4 Guards, 3pm-9pm
UC Merced Spring Commencement Thursday 1 Supervisor and 2 Guards, 6pm-12am
Evening to Friday Afternoon Equipment 1 Supervisor and 2 Guards, 12am-8am
Watch 1 Supervisor and 2 Guards, 8am-4pm
UC Merced Spring Commencement Friday 1 Event Manager, 1 Supervisor, 23 Guards,
Ceremony 3:30pm-10pm
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UC Merced Spring Commencement Friday 1 Supervisor and 2 Guards, 10pm-12am
Evening to Saturday Morning Equipment 1 Supervisor and 2 Guards, 12am-7am
Watch
UC Merced Spring Commencement Saturday 1 Event Manager, 1 Supervisor, 23 Guards,
Ceremony 6:30am-1pm
UC Merced Spring Commencement Saturday 1 Supervisor and 2 Guards, 1pm-6pm
afternoon to Sunday Morning Equipment 1 Supervisor and 2 Guards, 6pm-12am
Watch 1 Supervisor and 2 Guards, 12am-7am
UC Merced Spring Commencement Sunday 1 Event Manager, 1 Supervisor, 23 Guards,
Ceremony 6:30am-1pm
UC Merced Transition from Commencement 1 Supervisor and 2 Guards, 1pm-4pm
to Latinx Ceremony Sunday Afternoon
Equipment Watch
UC Merced Latinx Celebration 1 Event Manager, 1 Supervisor, 23 Guards,
6:30am-1pm
Fire Watch Services
Event Staffing
Fire Watch (as needed) 8 Guards, 160 Hours Each
UC Merced shall have the option to increase or decrease hours of services as required.
2.6 Coordination of Activities:
Successful Contractor shall coordinate with, and seek approval of, the UC Merced Police Department on
all security guard activities prior to implementation. Without exception.
2.7 Security Guards:
A. All security guards providing services under this contract shall receive all applicable
training and shall provide professional services with a professional demeanor.
B. Contractor shall furnish all equipment and uniforms required for the security guards to
perform their duties.
C. Contractor shall coordinate with UC Merced Police Department to ensure that the
uniform attire is approved for each event/activity to be performed.
D. Where the task to be performed is Fire Watch, the contractor shall ensure that the
uniform being worn by their employees, clearly and visibly say "FIRE WATCH" on the front
and back.
E. Guards/employees shall wear any attire which takes a political stance, is deemed by the
university to be potentially controversial or that violates the University policies.
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F. The onsite security guard shall have a cell phone. The cell phone number shall be
provided to the UC Merced Police Department. This specific cell phone number shall
remain constant and in effect throughout the term of the contract.
G. No guards/employees shall consume any illegal drugs, alcohol, or other behavior
modifying substances. In instances where the employees are found to be under the
influence of a substance, the employee may be subject to criminal enforcement actions,
and the contractor is responsible for finding a replacement worker within 2 hours.
2.8 Specific Duties:
Specific duties shall include, but not be limited to:
A. Patrol the site and question all suspicious activities, report any illegal activities to
authorities, and submit incident reports (if needed).
B. The guard shall patrol the building exterior, parking lot, and exterior property. Hourly
exterior rounds shall be performed and rounds logged. Guards shall provide security
escorts to vehicles upon request and shall be equipped with communication devices such
as a cell phone and/or radio.
C. Keep a visible, active presence at all times to deter criminal activities and create and
maintain a safe environment of the grounds.
D. Guard/employees are expected to climb/descend stairs, work in low light conditions,
work in inclement weather, work in hot weather, have strong communications skills, be
able to take direction from first responders, members of the UC Merced Police
Department,
E. At the direction of first responders, assist with emergency evacuations as appropriate.
F. Contractor shall provide to the UC Merced Police Department, upon request, any and all
notes, reports, logs, documents, etc. that are completed/reported to the Contractor by
the security guards as part of their duties at UC Merced. The contractor also agrees to
make their staff available to the UC Merced Police Department for interviews as deemed
necessary by the police department.
G. If there is an instance where a regularly scheduled security guard is unable to work his/her
shift, Contractor shall provide a suitable substitute guard to cover during the absence of
the regularly scheduled guard. Substitute guard shall have all of the qualifications of the
guard that he/she is replacing. All scheduled shifts have security guard coverage.
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