Unarmed Security Guard Services

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
NAICS Category:	561612 - Security Guards and Patrol Services
Posted Date:	Mar 13, 2024
Due Date:	Apr 17, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF ELK GROVE

Request for Proposals

For

Unarmed Security Guard Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by:

Wednesday, April 17, 2024, by 4:00 PM

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Providers

(Service Provider(s)) for Unarmed Security Guard Services in accordance with the

included specifications, terms, and conditions shown in this Request for Proposals (RFP).

Prospective respondents are advised to read this information over carefully prior to

submitting a proposal.

Electronic Submission:

Proposals shall be submitted electronically in pdf form, and emailed to City Clerk Jason

Lindgren at jlindgren@elkgrovecity.org, with a copy to Vanessa McGill, Community Center

Coordinator Vmcgill@elkgrovecity.org prior to the deadline stated above. Submittals in

pdf format must be fully ADA compliant. Large files may be sent using a cloud-based

system such as Dropbox. Consultants shall be responsible for ensuring that proposals

submitted electronically are received by the City Clerk prior to the deadline. Proposals

that are not received prior to the deadline shall not be considered by the City, even if the

late submission is due to a technical or other error, including, without limitation, the City's

inability to open or access the electronic file. If the proposing Consultant does not receive

confirmation from the City Clerk that the proposal has been received, the Consultant

should assume the transmission failed and either resubmit or arrange for another method

of delivery. Consultants are also encouraged to contact the City Clerk to confirm receipt

of their proposal prior to the deadline. Proposals shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Vanessa McGill, Community

Center Coordinator, at vmcgill@elkgrovecity.org. Such contact shall be for clarification

purposes only. The City must receive all questions no later than Wednesday, April 3,

2024, by 5PM. Material changes, if any, to the scope of services or proposal procedures

shall only be transmitted by written addendum and posted to the City web site.

Addendums and answers to submitted questions will be available via the City of Elk Grove

web site under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late

proposals be opened. Each Service Provider assumes responsibility for timely submission

of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Service

Provider and received by the City Clerk prior to the final time and date for the receipt of

proposals. Once the deadline is past, Service Providers are obligated to fulfill the terms

of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to

call for new proposals, or dispense with the proposal process in accordance with the Elk

Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and

Selection Criteria. A contract may be awarded to the responsible Service Provider who

best meets the City’s needs by demonstrating the competence and professional

qualifications necessary for the satisfactory performance of the required services and shall

not necessarily be based on the lowest price or proposal, except as otherwise provided

by law, taking into consideration adherence to the included specifications. A contract may

be awarded to the next responsible Service Provider if the successful Service Provider

refuses or fails to execute the contract. All Service Providers that were not selected by

the City shall be notified in writing. Nothing herein shall obligate the City to award a

contract to any responding Service Provider. Any contract awarded will be non-exclusive,

and the City reserves the right to seek services from other sources, in the City’s sole

discretion.

Unless Service Provider is a sole proprietorship, Service Provider must be registered and

in good standing with the California Secretary of State within 14 days following notification

of the City’s intent to award a contract to Service Provider and prior to execution of a final

contract. Failure to timely register with the Secretary of State may result in the City

awarding the contract to another Service Provider. Additional information regarding the

registration process may be found on the Secretary of State’s website at:

https://www.sos.ca.gov/business-programs/business-entities?adlt=strict

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all

information and materials provided in each submittal received is subject to disclosure

through a public record request pursuant to the California Public Records Act, or otherwise

as may be required by law. The City, in its sole discretion, may release any submitted

materials, regardless of whether such materials are marked by respondents as

confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that

do not comply with the strict requirements of this RFP, and the City reserves the right to

award a contract to a Service Provider submitting any such non-compliant proposal, all in

the City’s sole discretion.

Security Access Policy:

The work to be completed under this RFP requires access to City facilities and therefore

is subject to the City’s Security Access Policy, which is attached to the City’s standard

contract (see Attachment B). The prospective Service Provider, including its employees,

subcontractors, agents and anyone working on their behalf that will access City facilities,

must submit to a background check which shall include Live Scan electronic fingerprinting.

This background check must be completed before the Service Provider will receive a

Notice to Proceed. The Elk Grove Police Department shall review the background check

and may deny access to any individual in its discretion as it deems necessary for the

security of City facilities and personnel. A contract shall not be awarded to any Service

Provider that is unable to complete the scope of work as a result of denied access under

the City’s Security Access Policy.

Validity of Pricing:

Service Providers are required to provide a fee structure including the hourly rate of the

principals to be assigned to the matter, and proposed cost (line-item descriptions and

pricing), and expense reimbursements levels, and total costs. No cost increases shall be

passed onto the City after the proposal has been submitted. No attempt shall be made to

tie any item or items contained in this RFP with any other business with the City; each

proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation

and information purposes only. No guarantee of quantities is given or implied by the City.

Service Provider must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Service Provider shall respond promptly and arrange

a demonstration at a convenient location. Failure to provide a demonstration as specified

by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize

other available governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Service Providers normally engaged in providing

the types of services specified herein. By responding to this RFP, the Service Provider

consents to the City’s right to inspect the Service Provider’s facilities, personnel, and

organization at any time, or to take any other action necessary to determine Service

Provider’s ability to perform. The City reserves the right to reject proposals where

evidence or evaluation is determined to indicate inability to perform. The City reserves

the right to interview any or all responding Service Providers and/or to award a contract

without conducting interviews.

Other Governmental Entities:

If the Service Provider is awarded a contract as a result of this RFP, the Service Provider

shall, if the Service Provider has sufficient capacity, provide to other governmental

agencies, so requesting, the services awarded in accordance with the terms and

conditions of the RFP.

Federal Requirements:

Should any portion of these services require the use of Federal funds, all Federal

requirements shall apply, and all Service Providers must consent to each certification and

assurance, which will be incorporated into the contract.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity

will be extended the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms and

conditions of an awarded contract, based on this bid, to other government agencies. If

the successful vendor agrees to this provision, participating agencies may enter into a

contract with the successful vendor for the purchase of the service and commodities

described herein based on the terms, conditions, prices, and percentages offered by the

successful vendor to the City. Minor changes in terms and conditions may be negotiated

by participating agencies during the term and following the award of the contract. Any

such contract shall be entirely independent and separate from the City and the City shall

have no obligation relating to any third-party contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In

submitting proposals under these specifications, Service Providers should take into

account all discounts, both trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Service Provider

that will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution.

The City anticipates the contract to be for a term of one year with three one-year

extensions, at the option of the City. The City reserves the right to set the term for a period

deemed to be in the best interest of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Service Provider or the City proposes

changes to the services provided, and informal consultation with the other party indicates

that a change in the terms and conditions of the contract may be warranted, Service

Provider or the City may request a change in the contract. The parties to the contract will

meet to discuss and negotiate the required documents. Upon completion of those

negotiations, the negotiated documents will be submitted to the City for approval. Upon

approval by the City, an amendment to the contract will be approved by all parties for the

change to be implemented. An amendment shall not render ineffective or invalidate any

unaffected portions of the Contract. Nothing in this section obligates the City to agree to

any change order or other amendment, and the City may withhold such agreement in its

sole discretion.

Service and support:

Service Providers shall explain how all on-going service and support shall be handled by

the Service Provider and the City of Elk Grove.

Records:

The Service Provider shall maintain complete and accurate records with respect to labor

costs, material expenses, and other such information required by City that relates to the

performance of services under the contract. The Service Provider shall maintain adequate

records of services provided in sufficient detail to permit an evaluation of the services. All

such records shall be maintained in accordance with generally accepted accounting

principles and shall be clearly identified and readily accessible and in a form acceptable

to the City, which the City may specify and change from time to time. The Service Provider

shall provide free access to the representatives of City or its designees, at reasonable

times, to such books and records, shall give City the right to examine and audit said books

and records, shall permit City to make transcripts there from as necessary, and shall allow

inspection of all work, data, documents, proceedings, and activities related to the contract.

Such records, together with supporting documents, shall be maintained for the City’s

inspection for a period of at least three (3) years after receipt of final payment. The Service

Provider shall maintain records that demonstrate that all assigned security officers have

received the necessary training, registrations and permits as required by state and local

authorities to perform the security services contemplated herein. In addition, the Service

Provider shall ensure that all assigned security officers timely renew their training,

type	name(s)	due date	notice	details	posted
RFP	Unarmed Security Guard Services	04/17/2024 by 4:00 PM		View	03/13/2024

Unarmed Security Guard Services

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