HomeMy WebLinkAboutRFP - 8207 SECURITY SERVICES FOR LIBRARY DISTRICTAddendum 1 – 8207 Security Services for Library District Page 1 of 7
ADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID RFP 8207: Security Services for Library District
OPENING DATE: 3:00 PM (Our Clock) January 4, 2016
To all prospective bidders under the specifications and contract documents described above,
the following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Deletion from #1. Personnel Requirements
Exhibit 2 - Questions & Answers
Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Addendum 1 – 8207 Security Services for Library District Page 2 of 7
EXHIBIT 1 – Deletion from #1. Personnel Requirements
NOTE: The following requirement has been deleted from the Personnel Requirements:
Security officers must be Colorado P.O.S.T. certified as a police officer.
EXHIBIT 2 – QUESTIONS & ANSWERS
1) Who is the current incumbent?
Answer:
Fleming Security, a firm local to Fort Collins.
2) When were they awarded the contract?
Answer:
Back in 2007 as the result of a prior formal RFP P1095. The original formal contract has
expired, but the firm has been retained on an informal basis since then.
3) Numbers of yearly hours used for the prior contract?
Answer:
Approximately 3,085 hours/year
4) Estimated number of yearly hours for this contract ?
Answer:
Approximately 3,683 hours in 2015
5) What is the current bill rate ?
Answer:
$19.43/hour
6) What was the bill rate upon the previous award?
Answer:
The contract from 2007 was $19.00/hour.
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7) Is there a prevailing wage associated with this RFP?
Answer:
No.
8) Was there a prevailing wage in the last contract?
Answer:
No.
9) What was the contract amount spent last year ?
Answer:
Approximately $71,578 was spent in 2015
10) Please verify that this job is an estimated 70 hours a week?
Answer:
The Library District hours are expanding on Jan. 4, 2016. The service will be 73.5
hours/week for one security officer; an additional amount has been budgeted for 4-6
additional hours of coverage from a second officer during times of peak need. Those
additional hours are dependent upon cost/hour of the new contract.
11) Are vehicles required for this job ?
Answer:
No
12) Did the incumbent use a vehicle ?
Answer:
No
13) What is the current company providing the services?
Answer:
See #1, above.
14) How would you rate their services this last calendar year?
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Answer:
Service exceeded expectations.
15) Have there been any missed security guard shifts, or uncovered days when requested
this year?
Answer:
No.
16) How would you rate the appearance and overall wear and tear of the uniforms of the
current security guards?
Answer:
Appearance has been professional, pressed, and clean; uniforms have been sturdy.
17) Have there been any particular events within the last year that would be good to know
for a new vendor?
Answer:
We have issued 38 one-year trespasses for behavior policy violations in 2015 to date.
Police have been called multiple times to remove and/or cite trespassed individuals for violating
their trespass. Trespasses have been served for:
• being intoxicated.
• being under the influence of drugs.
• possessing/using alcohol onsite.
• urinating in the courtyard or park.
• disruptive behavior.
• sexual harassment of staff and/or patrons.
• repeatedly sleeping in the library.
There have been several instances of violence including:
*an incident where young men were fighting and using tools to injure each other and each
other's property,
*multiple incidents involving intimidation and/or verbal threats toward staff and security,
*an incident with a very loud, argumentative couple were fighting in their car in front of the
library with their child in the vehicle,
*a stabbing which occurred after hours, but across the street from the library and involved
individuals who were likely in the library courtyard before it occurred,
*a stabbing in the courtyard during open hours as part of a domestic dispute, and
•an individual using tobacco within the library intimidated and physically threatened a staff
member.
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Fort Collins Police Services have found and arrested individuals with warrants while conducting
walk-throughs or while assisting with trespasses.
On a daily basis, staff and security deal with smokers in inappropriate areas; sleepers in the
library and park; verbal abuse; abuse of study room procedures; noisy behaviors; patrons
leaving behind/unattended sleeping bags, backpacks, and personal belongings; finding empty
alcohol containers; theft of library items (library materials, clocks, power strips, etc.) and use of
foul language.
18) Does the current company provide Security officers that are Colorado P.O.S.T. certified
as a police office, to perform work that is being done currently?
Answer:
No. Please note above that we have removed this requirement from the RFP.
19) Please provide as much information about the cost per hour that the City and the Library
District is currently paying, or has paid in the last 3 years, for the security services
described or like services?
Answer:
$19.43/hour:
2013 - $61,363
2014 - $57,762
2015 - $71,578 (estimated)
20) Will this service be 365 days per year?
Answer:
No – service is not required in 2016 for New Year’s Day; Easter Sunday; Staff In-Service
Day (May 13); Memorial Day; Independence Day; Labor Day; Thanksgiving Day;
Christmas Eve; and Christmas Day. There are early closures for Thanksgiving Eve and
New Year’s Eve with the library closing at 3 p.m. All closures are subject to change
annually per Board of Trustee approval.
21) Does the City pay a higher rate per hour for days worked that fall on Holidays?
Answer:
Not applicable.
22) What is the total annual spent on the requested services for the last 3 years?
Answer:
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See #19, above.
23) Would the City consider Security guards that are not Colorado P.O.S.T. certified but
have a background in either the Military, or at least 1 year of prior security experience?
Answer:
See #18, above.
24) Will the Security Company have a desk or any other office space within either building
listed in the RFP?
Answer:
There is space for the charging of the security cell phone; a locker for security officer
personal effects; and a shared desktop computer in the staff break room.
25) What will be the chain of command for reporting to and taking orders?
Answer:
The Old Town Library Manager oversees the daily operation of the library. However,
security officers work with person-in-charge at library and/or staff who witnessed
incidents and will take direction from them based upon Library District Facility Usage
Guidelines.
26) Who has the authority to request the Security guards assistance with a task?
Answer:
Any staff member of Poudre River Public Library District; law enforcement/emergency
personnel; library patrons.
27) During the winter, including times of harsh weather, how long is the guard required to
stand outside?
Answer:
Making rounds of the park and Webster House should take 20-40 minutes depending
upon the outdoor activity. For incidents, it depends upon the complexity and severity of
the incident; law enforcement and emergency personnel respond quickly to emergency
situations.
28) If awarded, what is the maximum timeframe for extensions?
Answer:
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The resulting Services Agreement will be an agreement for one year, with an annual
option to renew for up to four (4) additional years; for a maximum total of up to five (5)
years.
29) When is the expected start date of this RFP?
Answer:
The new Services Agreement will be phased in to begin as soon as is practical in the
event there is a transition from the incumbent firm to a new Service Provider. It is also
anticipated that the incumbent provider will provide a proposal for the services described
in this RFP; in which case the time to transition from the current arrangement to the new
Services Agreement would be minimal.