City Hall Security Services – FY 2027

INFORMATION AND
COMMUNITY ENGAGEMENT
Alan Karasin Director
www.cityofithacany.gov
City Hall Security Services - FY 2027
Request for Proposals
Posting Date: October 9, 2026
Submission Deadline: October 30, 2026
Department of Information
and Community Engagement
108 E. Green Street
Ithaca, NY
14850
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

Background and Understanding
The City of Ithaca, New York (the "City"), is seeking qualified firms to provide armed security services at
City Hall, a highly active public building with significant daily public interaction. The selected contractor
(hereafter, the "successful bidder") must provide a balanced approach emphasizing safety, de-
escalation, and customer service in a municipal public environment. Security services will begin on
January 1, 2027.
This document outlines the scope of work for building security services. Electronic proposals will be
accepted until October 30, 2026, at 5:00 PM. Proposals shall be submitted by email* to:
Alan Karasin, Director of Information & Community Engagement, akarasin@cityofithaca.org
*An email reply will be sent confirming the City's receipt of the proposal. Please contact the City if you
do not receive a confirmation email within two business days.
Scope
Scope of Work and Deliverables
Hours of Coverage
* Weekdays: 8:00 AM - 4:30 PM
* Evening meetings (as scheduled, primarily Tuesday and Wednesday): 6:00 PM - 10:00 PM
* Occasional additional evenings
* No weekend coverage required
Core Duties
* Staff and control City Hall entrance, security desk, and security cameras
* Operate metal detector and wand, and conduct bag searches to detect weapons, contraband, and
prohibited items, checking handbags, briefcases, computers, packages, baby carriages, wheelchairs, etc.
* Perform assignments at stationary post which include (but are not limited to) monitoring closed-circuit
television, duress alarm systems and other security equipment
* Serve as the first point of contact for visitors and staff
* Patrol City Hall facilities and grounds of the facility in accordance with applicable post orders
* Apply de-escalation techniques during public conflicts.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

* Coordinate with police, first responder, and monitoring systems
*Coordinate with staff to accommodate those requiring additional assistance, and visitors with
restricted access.
* Council meeting and other public attendance: Responsible for securing unattended chambers and
meeting areas, an inspection of prior to a proceeding, testing of security devices, and other duties
concerning security of the council area
* Maintain sign-in sheet for non-employees who have to access City Hall above the 1st floor
* Maintain logs and incident reports regarding services required under the contract, such as labor hours
worked, accidents, fire, bomb threats, unusual incidents, or unlawful acts that occurred within the
facility area
Staffing
Minimum one guard required at all times; bidders may propose enhanced staffing models.
Training Expectations
Mandatory training in de-escalation, workplace violence prevention, customer service, first aid, and
trauma-informed practices. Previous law enforcement or first responder experience preferred.
Competency of Bidder
The bidder shall be a qualified security organization in active operation for a minimum of 1 year at the
time of submission. The successful bidder shall have New York State Licensed Armed Security Guards,
and each of the bidder's employed guards must be New York State Certified and authorized to carry a
firearm in performance of their duties. Proof of certification must be submitted with the bid.
Qualifications of Bidder
The successful bidder must furnish a list of guards to the City of Ithaca Police Department (IPD) for
background checks. The list of guards must be submitted to IPD 30 days prior to commencing work. The
City reserves the right in its sole discretion to reject the deployment of any individual guard. Security
guards shall not be allowed to work without satisfactorily completing a background check.
Standard Operating Procedures
The successful bidder shall provide Standard Operating Procedures (SOP) prior to commencing work.
Changes to the SOP must be submitted to IPD prior to implementation. Plans must designate a 24-hour
contact person with authority to review location needs with emergency contact designated by IPD.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

Daily Activity Log
The successful bidder shall email a daily activity log to the City's designated point of contact detailing all
security problems, if any.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

RFP Submission Requirements
Submit proposals via email to:
Alan Karasin
Director of Information and Community Engagement
akarasin@cityofithaca.org
Subject Line: City Hall Security Services - 2027
Responses will become property of the City, and may be released pursuant to the NY Public Officers Law
(Freedom of Information Law). This RFP is subject to the City's Purchasing Policy and Procedure Manual
and all applicable local, state, and federal law. All proposals must be submitted by October 30, 2026, at
5 PM. The City of Ithaca may extend the advertising period of this RFP in its sole discretion.
Interested bidders should submit a brief proposal that includes at least the following information:
1. Cover Letter
Summarize qualifications, operational experience, and proposed approach to execution.
2. Qualification & Capabilities
Include biographies for key personnel highlighting relevant experience and qualifications and
proof of certifications as outlined in this RFP.
3. Three references from current security services clients, including contact information.
4. Proposed fees for each year and corresponding service, using sample at Exhibit A.
Fees are to include the level, hourly rates, not-to-exceed amount, and any other details from
which the overall project costs and costs for each element have been derived. The City is
requesting an initial term of three (3) years, with the ability to terminate early at its
discretion.
5. Training and Approach
Including SOPs as outlined earlier in this RFP.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

Important Dates
Milestone Date
Publication of RFP October 9, 2026
Questions and Comments Deadline October 22, 2026
Proposal Submission Deadline October 30, 2026
Potential Virtual Interview with Applicants TBD
Selection (Contract Awarded) On or about November 30, 2026
Introductions / Kickoff Meeting TBD
Services to Begin January 1, 2027
Proposed Evaluation
Proposals will be evaluated on experience, staffing quality, de-escalation approach, references, and cost.
A selection committee composed of City staff will evaluate each proposal and score each proposal in
accordance with the criteria listed in Exhibit B. The City reserves the right to reject proposals found to be
unresponsive and/or deficient in any of the requested information. The City may contact references to
verify material submitted by a bidder. Bidders may be requested to participate in a virtual interview,
before awarding the contract.
Each person signing the proposal certifies that they are the person in the bidder's organization
responsible for determining the fees offered in the Proposal, and that they have not, and will not,
participate in any action contrary to the terms of this provision.
The City is committed to diversity, justice, and inclusion, and encourages women- and minority-owned
businesses to submit responses and/or utilize such businesses for supplies, equipment, and services.
Next Steps
Following selection, the City will work with the successful bidder to define terms of a contract (in
accordance with the terms and conditions contained within the City of Ithaca Agreement for
Professional Services, attached as Exhibit C) and project milestones.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

Payment Terms:
Payment terms subject to negotiation at the option of the City following award. Interest penalties
against the City will not be allowed. The City is not subject to federal, state, or local taxes. The City shall
not be liable for any costs incurred by a bidder or successful bidder prior to the date of execution of a
contract.
Non-Appropriation Clause:
In accordance with New York State General Municipal Law, the City will not be liable for any purchases
or contracts for goods or services for which funding is not available. As a result, by submitting a
proposal, a bidder agrees to hold the City harmless for any contracts formally awarded for which
funding either does not currently exist, or for which funding has been removed prior to the
authorization to proceed. Should it become necessary for the City to cancel a project after the order to
proceed has been issued and contract fully executed, the bidder agrees that the City's liability is strictly
limited to only those financial damages that it can prove to have incurred as a result of the contract
termination.
Indemnification, Hold Harmless, and Insurance:
The successful bidder shall release, waive, indemnify, hold harmless, and defend the City and its officers,
employees, agents, and elected officials from and against any and all claims, demands, actions, causes of
action, suits, or judgements, including but not limited to, losses, costs, expenses, penalties, or other
damages or liability brought against the City and its officers, employees, agents, and elected officials for
injury, illness, or death to any person or persons or damage to property arising out of the performance
of this RFP by the successful bidder, its employees, subcontractors, or agents with the exception of
actions and claims arising out of the negligence of the City. The indemnification will survive the term of
this RFP.
The successful bidder will be required to procure and maintain, at its own expense, the minimum limits
of insurance as described herein or as required by law, whichever is greater.
Contract Award
The contract award will be made by October 30, 2026, and be awarded to the bidder who submits the
proposal that proves to be in the best interest of the City. The City reserves the right to reject any or all
proposals, to waive any informalities, and to accept the proposal that serves the best interest of the
community. This RFP does not commit the City to award any contract or to pay any costs incurred in the
preparation of any bidder's proposal.
The resulting contract will incorporate terms and conditions within the City of Ithaca Agreement for
Professional Services (attached as Exhibit C), this RFP, any addendum, and the successful bidder's
response thereto, along with all additional agreements and stipulations, and the results of any final
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

negotiations. The terms and conditions as contained in the final executed Agreement for Professional
Services shall take precedence over any conflicting terms or representations.
Contact Information
Questions and requests for clarifications related to definition or interpretation of this RFP shall be
submitted in writing via email to the Office of the Director of Information and Community Engagement,
at akarasin@cityofithaca.org no later than 5:00 PM on October 22, 2026, to afford time for inquiries to
be answered.
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

EXHIBIT A - PRICING
Service Hourly Rate Annual Not-to-Exceed
Day
Evening
High Risk
Total
EXHIBIT B - Scoring
Category Points Available Points Awarded
Responsiveness of Proposal 30
Price proposal 20
Firm Credentials 20
Relevant Government 15
Experience
References and Past 15
Performance
Total: 100
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437

Exhibit C
AGREEMENT FOR PROFESSIONAL SERVICES
For City Hall Security Services
This Agreement for Professional Services (the "Agreement") is made this ____ day of
___________________ 202__, by and between The City of Ithaca, a municipal corporation with
offices at 108 E. Green Street, Ithaca, NY (the "City") and _______, with offices located at
_______ (the "Contractor").
WHEREAS, the City requires certain services to be performed, more particularly set forth in
Schedule A, attached hereto and made a part hereof, and
WHEREAS, the Contractor seeks to perform such services and the City seeks to contract with the
Contractor to provide such services;
NOW, in consideration of the covenants, conditions, and provisions contained herein, it is hereby
AGREED as follows:
1. The Contractor agrees to perform the services set forth in Schedule A (the
"Services" which are constituted by the RFP, dated October 9, 2026, and accepted bid documents,
submitted by the Contractor), attached hereto and made a part hereof, in a manner and at such time
or times as is satisfactory to the City. The parties agree that the estimated final delivery date for
the Services is ____________.
2. The Contractor shall be paid for providing the Services as set forth in Schedule A,
and the Contractor agrees to accept payment as delineated in Schedule A. The Contractor
specifically agrees that the Agreement shall be deemed executory only to the extent of the monies
available, and no liability shall be incurred by the City beyond monies available for this purpose.
3. The relationship of the Contractor to the City is that of an independent contractor.
As such, the Contractor shall receive no fringe benefits from the City including but not limited to
medical insurance, retirement benefits, workers' compensation, disability, unemployment
insurance or any other benefits or remuneration other than that set forth in paragraph 2
hereinabove.
4. The City may terminate this Agreement at any time without cause, in which case
the Contractor shall be paid pro rata for the satisfactory work performed to date of termination.
5. The Contractor agrees to fully defend, indemnify and hold harmless the City of
Ithaca, and its respective elected officials, public officers, boards, committees, employees,
City of Ithaca 108 E. Green Street | Ithaca, NY 14850 | akarasin@cityofithaca.org | 607.274.6437