Loading...
HomeMy WebLinkAboutRFP - 8432 ARMED SECURITY SERVICES FOR PARKING8432 Armed Security Officer Services for Parking Page 1 of 22 REQUEST FOR PROPOSAL 8432 ARMED SECURITY OFFICER SERVICES FOR PARKING The City of Fort Collins is responsible for operating two parking structures in the core of the downtown area and one paid surface lot. The intent of this proposal is to solicit Armed Security Officer Services for both parking structures and to provide armed coverage for City Representatives collecting money from the parking structures and automated pay machines, located in the parking structures and Mason Street surface lot. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), December 12, 2016 and referenced as Proposal No. 8432. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions must be submitted in writing via email to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com, no later than 4:00 PM our clock on December 1, 2016. Questions received after this deadline will not be answered. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. 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 8432 Armed Security Officer Services for Parking Page 2 of 22 Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision- making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director 8432 Armed Security Officer Services for Parking Page 3 of 22 I. BACKGROUND The City of Fort Collins is responsible for operating two parking structures in the core of the downtown area and one paid surface lot. The intent of this proposal is to solicit Armed Security Officer Services for both parking structures, as well as provide an armed security officer to escort a City Representative in the collection of money from drop vaults and pay machines located in the parking structure and surface lot. The Old Town Parking Structure (OTPS) is located at 100 Remington Street, on the corner of Remington Street and East Mountain Avenue in downtown Fort Collins. The parking structure is approximately 104,000 square feet with three parking levels and an additional fourth tier. There are two stairwells; the north stairwell is enclosed and has an elevator. There are two entrances, one on Mountain Avenue and one on Remington Street; the only vehicle exit is on Remington Street, where there is a booth and two automated pay machines. A parking attendant is stationed in the booth and access is controlled by automated equipment during specific hours and automated pay stations after hours. Parking attendant hours are 7:45 am -10:00 pm Monday through Thursday, 7:45 am – 11:00 pm on Friday and 10:45 am – 11:00 pm on Saturday. The Civic Center Parking Structure (CCPS) is located at 144 North Mason Street at the intersection of Laporte Avenue and Mason Street in downtown Fort Collins. The structure is 304,000 square feet with four levels and an additional fifth tier. There are two entrances and exits, one located at Mason Street and one located at Laporte Avenue; each exit has one booth and two automated pay machines. A parking attendant is stationed at each booth and access is controlled by automated equipment during specific hours and automated pay stations after hours. CCPS has two stair/elevator towers and two additional stairwells. A pedestrian walkway from the CCPS to the Opera Galleria provides access and egress to College Avenue at the second level. There are also two pedestrian breezeways on the west side of the structure allowing for access and egress to retail businesses and Mason Street. Co-located on the west side of the parking structure is 15,000 square feet of retail space that is owned and operated by Post Modern Development, Inc. II. SCOPE OF SERVICES A. Parking Structure Security Parking Structure Security shall be provided seven days a week from 7:00 pm – 3:00 am. Two officers shall be present, one in each structure. Security officers will patrol on foot. The expectation is that each officer would be responsible for all phases of parking structure protection, including, but not limited to: guarding the premises against fire, theft, pilferage, malicious injury, damage and destruction; monitoring the functionality of the equipment; assisting customers as needed when attendants are not on duty; and ensuring the safety of both booth attendants and customer. Safety of the booth attendants and the patrons utilizing the parking structures is ranked as the primary importance of this service. One extra Security Officer (for a total of three) is required Friday-Saturday 7:00 pm-3:00 am. The purpose of this extra officer is to provide additional coverage during high-volume garage usage. The second officer will typically be assigned to the Civic Center Garage. When two officers are present in a garage the officers will conduct regular rounds individually, rather than together. This will allow more coverage of the structures. One officer will be patrolling on level 8432 Armed Security Officer Services for Parking Page 4 of 22 one to provide assistance to the attendants and patrons and to direct traffic as needed, while the second officer is on rounds on the upper levels of the structure. Routine rounds of the facilities will be performed at least two times per hour. The Contractor is responsible for verifying the completion of each round. The Contractor shall provide the City Representative a weekly report that describes the date, officer, and time of each completed round. Once per hour a round must include checking the functionality of the access and control equipment (gates, ticket dispensers and automated pay stations). A security officer report including a time log of the shift events must be submitted daily. The officer will complete and email the report to the City Representative prior to leaving each day. The report should include a summary of activities on the rounds, and details about any unusual incidents that occur during the shift. Security personnel must be available to ensure the booth attendant’s safety and will post at the booths at shifts end when deposits are prepared. In the event an attendant needs to leave the booth, the officer will monitor the booth and automated pay machines at that exit, as well as provide any assistance required by our patrons. The Contractor is responsible for locking the two breezeways allowing access to Mason Street as well as the walkway to Opera Galleria at 10:00 pm. On Friday and Saturday nights, the two breezeways allowing access to Mason Street as well as the walkway to Opera Galleria shall be unlocked at 2:30 am. The two breezeways allowing access to Mason Street as well as the walkway to Opera Galleria shall be unlocked the day before any holiday. The Contractor shall switch the Mason Reverse Lane Sunday through Thursday to an entrance lane at 3:00 am. The Contractor shall switch the Laporte Reverse Lane Monday through Saturday to an entrance lane at 3:00 am. The Contractor shall switch the Laporte Reverse Lane to an exit at 7:00 pm on Sunday. Officers will monitor and assist parking staff with disgruntled customers on an as needed basis, should a conflict arise. The officer will have communication capability with booth attendants via cell phone, 2-way radio and a desk telephone located in the security office. The attendants will be able to contact the security personnel by similar means. From time to time, incidents may occur that require the security officer to contact the Fort Collins Police Department (FCPD). When FCPD is contacted, a police case number must be included on the daily report and any incident report that is completed by the security officer. Items that must be reported to the police include, but are not limited to, the following: 1) When a vehicle is damages either by another vehicle or vandalism 2) Any physical altercations 3) Verbal altercations that involve threats of physical harm 4) Any display of a weapon, or threat to use a weapon 5) Vandalism to the parking structure or any of the equipment. Graffiti would be excluded unless the responsible person has been detained. 6) Contact with an inebriated individual who insists on driving 8432 Armed Security Officer Services for Parking Page 5 of 22 7) If a crime has been committed on City property, the police should be notified. They will make the judgement as to whether the incident warrants dispatching an officer. Any emergencies should be reported immediately to the police. Emergency circumstances could include but are not limited to: theft, personal injury, property damage or any other illegal activity. The Contractor shall report all police contact to the City Representative the next business day. Security officers will be issues a set of keys to the structures and the automated parking equipment. Each officer will be issues a parking garage access card (proximity or prox card) that they will be required to use any time they enter or exit a structure in a vehicle while on duty. Officers will be trained by the City Representative to recognize and analyze equipment issues, and perform basic maintenance and repair operations on the gate mechanisms, ticket dispensers, and automated pay stations. These responsibilities include replacing broken wood gate arms with a new gate arm, and replacing broken shear pins on the wood and metal reticulating gate arm mechanisms, clearing a ticket jam, installing tickets in the ticket dispensers, clearing of a coin jam or bill jam, and rebooting the equipment. The officers shall remedy any of the outlined responsibilities immediately. The officers shall have the knowledge and ability to open the gate mechanisms in the case of power outages. Officers will also be required to respond to major equipment failures outside this scope, have knowledge of who to notify, when to close a lane, open gates or any combination of these actions. Officers will be the contact for customers experiencing difficulties exiting the structures when a booth attendant is not available. Any event where an officer opens a gate to facilitate a vehicle exiting shall be documented, either by the agreement form or daily log. Officers will assist customers with using the automated pay stations, and prepare a payment agreement in the event a patron is unable to pay their parking fees. Officers will not collect parking fees directly from a customer under any circumstances. If a permit holder has an issue with their card or fob not working, the officer will prepare a permit agreement. Once the agreement has been prepared the officer will give the customer the yellow copy and open the gate. Officers will be expected to provide snow reports during storms to the appropriate City Representative when accumulations cause unsafe conditions for pedestrians and vehicles. They will be trained on activating the anti-icing system for the Laporte entrance lanes at the Civic Center. If icy, unsafe conditions exist in areas of heavy foot traffic security officers will put down ice melt as needed. Regular traffic control will be required. The objective of traffic control is to keep vehicles moving so that a queue does not develop inside the garage for vehicles entering and exiting the garage. Officers will be trained in traffic control safety by the City Representative who will outline the best methods for facilitating traffic flow in a parking garage. Security personnel will share a break room in the Civic Center Parking Structure with City personnel. Security officers will use the breakroom for (1) fifteen minute break every four hours and for drafting reports. All other time shall be spent actively monitoring the garages. Security officers must return phone messages and e-mail messages within 24 hours except for in an emergency, when calls and messages are to be responded to immediately. 8432 Armed Security Officer Services for Parking Page 6 of 22 B. Parking Treasury Security An armed security officer is responsible to escort City Representatives one time per week to remove monies from drop vaults located within the three booths in the two parking structures, as well as escort the City Representative who services the seven automated pay machines, six located throughout the structures, and one located in the Mason Street surface lot. The Mason Street lot is located on the east side of Mason Street between Mountain Street and Oak Street in downtown Fort Collins. There is one automated pay machine located at the west end of the parking lot. The security vendor will provide armed coverage for a City Representative one time per week on Tuesday beginning at 8:00 am. If a City holiday falls on a Tuesday, the security vendor will be required to provide an armed Security Officer on a different business day as instructed by the City Representative to perform the Scope of Services. Armed coverage will be required for at least three hours; however, the City reserves the right to extend the requisite amount of time the armed Security Officer is available to escort City Representative depending on the number of automated pay machines which need to be serviced, in addition to other unforeseen circumstances such as inclement weather or equipment failure, etc. Due to the fact parking structure occupancy varies throughout the week, all seven automated pay machines may not need to be serviced each week. The City reserves the right to add or remove service based on operational needs. Additional service shall be provided at the hourly rate agreed upon in the contract. III. SPECIFICATIONS Specifications required of agencies wishing to perform security services for the City of Fort Collins Parking Services Department: A. Firearms & Security Equipment Security officers must carry a firearm at all times. Security officers must be trained by the security agency on use of the firearm and must qualify with the firearm twice per year. Qualification records must be available upon request to the FCPD. Security officers must be trained in the use of, and be allowed to use, pepper spray and a baton. B. Background Checks Security officers must have a background check by the agency going back five (5) years. Security officers must never have been convicted of a felony. Awarded firm will be required to facilitate, prior to acceptance of employment, background screening of all employees at Security vendor’s expense. In the event that a background check raises questions about the trustworthiness, fitness for provision of services under this Agreement, competence or suitability of any individual working with members of the general public, such individual shall not be employed in connection with the services or activities required. Violation of this specification will be grounds to terminate services with the security services provider. The City reserves the right, at its discretion, to preclude any manager, supervisor or employee from providing services under this contract. 8432 Armed Security Officer Services for Parking Page 7 of 22 C. CPR Training Security officers must be trained and be kept current in American Red Cross first aid and CPR or equivalent. D. Written and Oral Language Security officers must read and write the English language to enable them to maintain a daily log of events and to converse with the public while working. E. Uniforms Security officers must wear an approved uniform at all times while on duty, which clearly identifies their official capacity. Their appearance must be neat and professional. Uniforms will be supplied and maintained by the security agency. F. Current Standards The agency must be familiar with OSHA (Occupational Safety and Health Act) and operate within those guidelines. All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances. G. Personnel Requirements Security officers must be Colorado P.O.S.T. certified as a police officer. Provide a copy of the certification for each employee. The personnel assigned to the City parking structures will have constant contact with patrons who park there. It is imperative that the individual assigned to these facilities possess a professional demeanor as well as strong interpersonal and customer services skills. They should be comfortable and proficient in working with a diverse population. They should be skilled at defusing potential conflicts. The security officer must be at least twenty-one (21) years of age. They must have a Colorado Driver’s License. They must have a High School diploma or G.E.D. (General Equivalency Diploma). All persons servicing this contract shall be in good physical health and fully capable of performing normal or emergency duties requiring moderate to arduous physical exertion such as standing or walking for an entire shift, climbing stairs, running and self-defense. Security personnel should be permanently assigned when possible. The security agency must require a physical and urine analysis testing before hiring. Officer will monitor the environment in the parking structures and assist City Representatives should a citizen approach while City Representative is performing duties related to the Scope of Services. Safety of the City Representatives is ranked as the primary importance of this service. Officers must have the ability to contact Fort Collins Police Services immediately should cause arise. Hourly price shall include uniform and equipment, communication devices, and assigned management staff. 8432 Armed Security Officer Services for Parking Page 8 of 22 The agency must provide additional personnel to cover the duties at each facility in the event of an illness or an emergency. The security agency will be responsible for removal of personnel servicing this contract who do not meet or perform in accordance to the requirements in this contract. When new security officers are assigned, the security agency must ensure they receive appropriate training from the City Representative as described above in the Scope of Duties related to Daily Operations. H. COMMUNICATION The City will provide one Project Manager as a point of contact for the services to be provided. It is expected that the Contractor provide one contact as well. Communication between the two will be expected on a weekly basis at the beginning of the agreement. As agreed upon, the two parties may reduce the frequency of these communications. I. REPORTING AND INVOICING Failure to provide daily or weekly reports will result in a $50 penalty per occurrence. The security agency shall report all absences or time lost to the City Representative in writing, no later than 24 hours after the occurrence. The security agency shall invoice the City on a monthly basis. Invoices shall be itemized by date, officer and hours. Any inaccurate invoice will be subject to a $100 penalty per occurrence. Inaccurate invoicing may be defined as including, but not limited to: incorrect officer amounts and hours worked and lack of required information. J. COST SCHEDULE Security for this contract will be completed by the hour. Provide pricing per guard per hour. K. SCHEDULE The City has established the target schedule shown below for the RFP. The City reserves the right to amend the target schedule at any time. RFP issuance November 18, 2016 Questions due December 1, 2016 Proposal due date December 12, 2016 Interviews (tentative) January 5 & 6, 2016 Agreement start date February 1, 2017 L. INTERVIEWS In addition to submitting a written proposal, finalists may be interviewed by the City of Fort Collins and asked to do an oral presentation about their company and approach to the project. M. AWARD The intent of the City of Fort Collins Utilities is to award a contract to one qualified consultant for the services. The selected consultant may be retained by the City of Fort Collins Utilities annually for up to five years. Additional similar services may be added to the Agreement if required. 8432 Armed Security Officer Services for Parking Page 9 of 22 IV. PROPOSAL SUBMITTAL For this section, contractors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what contractors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all of the information required may be deemed incomplete and may be declared non-responsive and subject to rejection. Responses must include all of the items in the order listed below. It is suggested that the Contractors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Any exceptions to the agreement shall be made in the executive summary as well. B. Company Information 1. Describe the Company’s business and background 2. Primary contact information for the company including contact name and title, mailing address, phone number, and email address. 3. Number of years in the business 4. Details about ownership 5. An overview of services offered and qualifications 6. Size of the firm 7. Location(s) of offices 8. Complete Exhibit A, Proposal Acknowledgement. 9. Describe the company’s structure, including an organizational chart, which illustrates leadership and roles. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for it. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Include a description of software and other analysis tools to be used. 5. Describe the round verification tool that your firm will use if awarded this contract 8432 Armed Security Officer Services for Parking Page 10 of 22 6. Provide samples of a daily time log, a weekly report, and an incident report. 7. Identify what portion of work, if any, may be subcontracted. C. Assigned Personnel The Consultant should provide the following information: 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. 2. A resume for each professional and technical person assigned to the Agreement, including partners and/or sub consultants, shall be submitted. The résumés shall include at least three individual references from previous assignments. Please limit resumes to one page. 3. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide resumes for their key personnel. Provide examples of at least two projects where you’ve worked with your sub-consultants. List the sub-consultant firm(s) for this Agreement, their area(s) of expertise, and include all other applicable information herein requested for each sub-consultant. Identify what portion of work, if any, may be sub-contracted. 4. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the services described above. 5. Describe the availability of project personnel to participate in this project in the context of the contractor firm’s other commitments. 6. Provide a list of similar services performed in the last five (5) years by the key members of the proposed team. 7. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. 8. Provide a copy of the Colorado P.O.S.T. certification for each employee. D. Availability 1. Can the work be performed during the required times including required meetings and report deadlines? 2. Are other qualified personnel available to back-up for vacations, sick time, etc.?? 3. Is management available and committed to attend meetings as required by the Scope of Work? 4. Can the Contractor start work with qualified and trained officers by February 1, 2017? 5. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. E. Sustainability/TBL Methodology In no more than two (2) pages please describe how your organization strives to be Sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc.. Address how 8432 Armed Security Officer Services for Parking Page 11 of 22 your firm incorporates Triple Bottom Line (TBL) into the workplace, see below in Section IV: Review and Assessment for additional information. E. Cost and Work Hours In your response to this proposal, please provide the following: 1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc. 2. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. 3. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. F. Firm Capability Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. Provide your firm’s qualifications to perform the services described. 3. Provide a minimum of three similar projects with governmental agencies in the last 5 years that have involved the staff proposed to work on this project. Include the owner’s name, title of project, price, contact name, email and phone number, sub-consultants on the team and a brief description of the work and any change orders. 4. Provide indication of past and current contracts that would illustrate the bidder’s ability to perform the services required in this contract. 5. Provide equipment list and a picture of uniform to be utilized to be utilized for this contract. G. Additional Information Provide any information that distinguishes Contractor from its competition and any additional information applicable to this RFP that might be valuable in assessing Contractor’s proposal. Explain any concerns Contractor may have in maintaining objectivity in recommending the best solution for the City. All potential conflicts of interest must be disclosed. V. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top rated firms may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. 8432 Armed Security Officer Services for Parking Page 12 of 22 WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the Scope of Work, or agreement? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Availability Can the work be performed during the required time periods? When can the work start? Are other qualified personnel available to assist to provide back-up for vacations, sick-time, etc.? Is the project manager available to attend meetings as required by the Scope of Work? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost and Work Hours Does the proposal included detailed cost break-down for each cost element as applicable and are the line- item costs competitive? Do the proposed costs compare favorably with the Project Manager's estimate? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully perform the required services? Has the firm successfully performed similar work? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition of Andrew Savitz for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” 8432 Armed Security Officer Services for Parking Page 13 of 22 REFERENCE EVALUATION (TOP RATED FIRM) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 8432 Armed Security Officer Services for Parking Page 14 of 22 EXHIBIT A PROPOSAL ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, the Consultant hereby makes the following representations: a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief. b. The Consultant has obtained all necessary authorizations and approvals that will enable the Consultant to commit to the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof. d. I further agree that the method of award is acceptable to my company. e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30 days of notice of award. f. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. g. I acknowledge receipt of addenda. Consultant Firm Name: Physical Address: Remit to Address: Phone: Authorized Agent of Firm Name: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: 8432 Armed Security Officer Services for Parking Page 15 of 22 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page , and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in 8432 Armed Security Officer Services for Parking Page 16 of 22 writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page , and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior 8432 Armed Security Officer Services for Parking Page 17 of 22 written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 17. Indemnity/Insurance. 8432 Armed Security Officer Services for Parking Page 18 of 22 a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. 8432 Armed Security Officer Services for Parking Page 19 of 22 c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. 8432 Armed Security Officer Services for Parking Page 20 of 22 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: 8432 Armed Security Officer Services for Parking Page 21 of 22 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 8432 Armed Security Officer Services for Parking Page 22 of 22 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law.