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Home My WebLink AboutCORRESPONDENCE - RFP - 8207 SECURITY SERVICES FOR LIBRARY DISTRICT (7)March 27, 2017 G4S Secure Solutions Inc Attn: Jeremy Graves 14111 E Alameda Ave, Suite 300 Aurora, CO 80012 RE: Renewal, 8207 Security Services for Library District Dear Mr. Graves: The City of Fort Collins wishes to extend the agreement term for the above captioned proposal per the existing terms and conditions and the following: 1) The term will be extended for one (1) additional year, May 1, 2017 through April 30, 2018. 2) Contract additions to Exhibit A Scope of Services, per attached, effective May 1, 2017. If the renewal is acceptable to your firm, please sign this letter in the space provided and include a current copy of insurance certificate naming the City as an additional insured for General and Automotive Liability within the next fifteen (15) days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non-renewal. Please contact Ed Bonnette, C.P.M., CPPB, Senior Buyer at (970) 416-2247 if you have any questions regarding this matter. Sincerely, Gerry S. Paul Director of Purchasing __________________________________________ ________________ Signature Date (Please indicate your desire to renew 8207 by signing this letter and returning it to Purchasing Division within the next fifteen days.) GSP:jg Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707- fax fcgov.com/purchasing 2017 Renewal Letter - 8207 Security Services for Library District Page 1 of 5 DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF 3/27/2017 Additions to Exhibit A SCOPE OF SERVICES Security Services for Poudre River Public Library District - Old Town Library, Webster House Administrative Center, and Library Park Officers are expected to provide a safe and secure environment where patrons who wish to use library services are free to do so, and where no one is allowed to interfere with another’s use of the library services. To this end, officers shall: • Patrol the Old Town library building interior, Webster House Administrative Center, and Library park (excluding the Community Creative Center building and court yard on west side of park) continuously. • Enforce library rules and policies; working in collaboration with library staff, issue suspensions/trespasses, as necessary, for those who refuse to comply with library rules and policies; contact library Person in Charge when a suspension occurs with name, physical description, reason for suspension and length of suspension. • Call Fort Collins Police Department for assistance as necessary and any time an illegal act is being committed inside the library, Webster House Administrative Center and Library Park. • Respond to requests for assistance from library staff; • Complete daily security officer report, incident reports and suspension notices in accordance with library guidelines that document incidents, interactions with patrons who violate library rules and policies; and transmit copies of all reports and notices to the library administration daily by email. • On each patrol, make verbal and/or visual contact with staff at service desks on first and second floors of Old Town Library, check public restrooms, and make verbal and/or visual contact with staff in the Webster House as appropriate. Carry a cell phone provided by the contractor. The telephone number will be available to library staff so the officer can be contacted for assistance. Security guards will also carry and communicate with library staff using a library-supplied radio in order to provide communication coverage in areas in the building not available to cell phones. • Assist with the lockup of the library at closing time. Escort patrons and staff to vehicles if necessary. • Be on-call for special events or activities in the library or park. 2017 Renewal Letter - 8207 Security Services for Library District Page 2 of 5 DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF Time of work Hours of security service encompass the hours of public operation at Old Town Library. Monday: 9:00 am – 9:00 pm Tuesday: 9:00 am – 9:00 pm Wednesday: 9:00 am – 9:00 pm Thursday: 9:00 am – 9:00 pm Friday: 9:00 am – 6:00 pm Saturday: 9:00 am – 5:00 pm Sunday: 12:00 pm – 5:00 pm Daily security service hours per week for contract period 05/01/2017 – 04/30/2018 = 70 hrs Services will not be needed on the following holidays and library closures for the remainder of 2017: Friday, May 12, 2017, Staff In-Service Day Monday, May 29, 2017, Memorial Day Tuesday, July 4, 2017, Independence Day Monday, September 4, 2017, Labor Day Wednesday, November 22, 2017 – Thanksgiving Eve - All libraries close at 3pm Thursday, November 24, 2017, Thanksgiving Day Sunday, December 24, 2017, Christmas Eve Monday, December 25, 2017, Christmas Day An additional security officer will be scheduled upon request by the Library Manager, based on forthcoming cold weather or storms and library or city events taking place at or near the library. Poudre River Public Library District Officer Procedures for Daily Service 1. Approaching patrons: a. Officers are to approach patrons in a professional and courteous manner. All patrons are to be treated equally and with respect. b. Officers are to make every attempt to enforce the rules in a way that prevents issues from escalating and patrons from becoming offended. c. Please take time to explain the rules if they are being challenged. 2017 Renewal Letter - 8207 Security Services for Library District Page 3 of 5 DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF d. Any disorderly conduct or belligerent behavior must be reported to the Person in Charge and assistance from law enforcement should be requested if needed. 2. Patrols: a. Officers are to perform patrols inside, through Library Park and through Webster House Administrative Center on a regular basis. 3. Relationships and communication with library staff: a. Open security-related discussions with the library staff are not allowed. All security-related issues or conversations are to be discussed with the Person in Charge and she/he will route the concerns where they need to go. b. Offices should not discuss any behavior observed of a patron with any library employees other than the Person in Charge unless information is being obtained for an incident report. c. Officers are expected to behave in a professional manner at all times while on duty. They should refrain from engaging in personal relationships or spending personal time with staff members in or around the library, especially while in uniform or while either are on-duty. 4. New officer training: a. When a new officer, permanent or flex, is assigned to the library, his or her training will be proctored by the tenured officer on site. 5. Library rules and policies: a. Under no circumstances should an officer question, pass judgment, or dismiss any of the library policies that are in place. The officers’ duties are to enforce the rules and guidelines the library has in place. b. Under no circumstances should an officer change any of the library policies. c. Under no circumstances should an officer make any decisions, speak or otherwise act on behalf of the library, including posting signs or notices. d. Any concerns or suggestions regarding a policy should be directed to the library manager or deputy library director for analysis and he/she will make the decision on how to deal with that concern moving forward. e. Officers will refer all library-related inquiries by patrons (excluding directional questions such as location of restroom, copiers, etc.), to library staff. 6. Other issues: When issues of other nature arise that do not pertain to the site security, such as concerns about work schedules, they should be directed to the local G4S office and the area supervisor and not to library personnel. 2017 Renewal Letter - 8207 Security Services for Library District Page 4 of 5 DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF COST SCHEDULE: The library district is requesting a change from a US Officer to a CPO Officer at the following rate: 2017 Renewal Letter - 8207 Security Services for Library District Page 5 of 5 DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF DocuSign Envelope ID: 35BE278B-F7EC-4E61-8DD2-40C1F5A020CF