Citywide Unarmed Security Guard Services

REQUEST FOR PROPOSALS (RFP)

Specification No. 26-11771-C

FOR

CITYWIDE UNARMED SECURITY GUARD SERVICES

PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY

Dear Proposer:

The City of Berkeley is soliciting written proposals from qualified firms or individuals for Citywide Unarmed Security Guard Services. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration.

The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 p.m., on Thursday, April 9, 2026. Proposals are to be sent via email with the “Specification No. 26-11771-C and “Citywide Unarmed Security Guard Services” clearly indicated in the subject line of the email. Please submit one (1) PDF of the technical Proposal with the filename saved as, Proposal: Vendor Name - 26-11771-C, Citywide Unarmed Security Guard Services”. Corresponding pricing proposal shall be submitted as a separate document with the filename saved as, Proposal: Vendor Name - 26-11771-C, Citywide Unarmed Security Guard Services”.

Email Proposals to:

City of Berkeley

Finance Department/General Services Division

Solicitations@berkeleyca.gov

Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

The City will conduct a mandatory, pre-bid walk-through at 6 out of the 16 sites on Wednesday, March 11, 2026 (10:15 a.m. – 1:00 p.m.) beginning at 2180 Milvia Street. For the City to consider a proposal, the vendor will need to have attended and signed in at each of the mandatory sites.

All interested vendors are required to meet on Wednesday March 11, 2026, at 2180 Milvia Street, Berkeley, on the sidewalk in front of the building. The first 3 sites are within walking distance, the other 3 will require driving. Each vendor is responsible for their own transportation. Please limit attendees to two per company to minimize disruption to City staff. Participants will tour the buildings/sites until 1:00 p.m.

See Exhibit 5 for walk through details.

No questions will be answered during the site visits. Questions must be submitted in writing. Attendees are cautioned to rely only on written information provided in the RFP when preparing proposal responses.

For questions concerning the anticipated work, or scope of the project, please contact Aundra Richards, Contract Administrator via email at ARichards@berkeleyca.gov no later than Wednesday, March 18, 2026. Answers to questions will not be provided by telephone or email. Answers to all questions or any addenda will be posted on the City of Berkeley’s site at Bid & Proposal Opportunities | City of Berkeley (berkeleyca.gov) . It is the vendor’s responsibility to check this site. For general questions concerning the submittal process, contact

purchasing at 510-981-7320.

We look forward to receiving and reviewing your proposal.

Sincerely,

Aundra Richards

Contract Administrator

I. SUMMARY

The City of Berkeley (the “City”) is seeking experienced firms or individuals to arrange Citywide Unarmed Security Guard Services. The objective is the provision of a uniformed, trained, and unarmed security guard to perform routine patrol and access control duties at various City locations on a scheduled and ad hoc basis.

This RFP is organized as follows:

• General Requirements: instructions or attributes applicable to all scopes of services; and

• Specific Requirements: there are four (4) distinct Scopes of Services (SOS) covering various locations across the City of Berkeley. Each Scope of Service is managed by a different City Department and clusters one (1) or multiple locations.

The RFP will result in two (2) contracts. One (1) contract will be managed by the Finance Department and consists of Scope of Services no. 1, no. 2 and no. 3; the other contract will be managed by the Berkeley Public Library for Scope of Services no. 4. The City prefers to enter into contracts with one (1) vendor who can offer the best proposal that leverages economies of scale. However, the City retains the right to select more than one (1) vendor. A sample copy of the City’s Personal Services Contract can be found on the City’s website at http://www.cityofberkeley.info/Finance/Home/Current_Bid_and_Proposal_Opportunities.aspx

The City locations where services are to be performed are:

Scope of Services no. 1 – Public Works

Location A 1947 Center Street, Berkeley, CA 94704 Public Works Building

Location B 2180 Milvia Street, Berkeley, CA 94704 Civic Center Building

Location C 1326 Allston Way, Berkeley, CA 94702 Corporation Yard

Location D 1201 Second Street, Berkeley, CA 94710 Zero Waste/Transfer Station

Location E 2939 Ellis Street, Berkeley, CA 94703 South Senior Center

Location F 1900 Sixth Street, Berkeley, CA 94710 West Senior Center

Location G 1901 Hearst Avenue, Berkeley, CA 94709 North Senior Center

Scope of Services no. 2 – Parks, Recreation and Waterfront

201 University Avenue, Berkeley, CA 94710 Waterfront Marina

Scope of Services no. 3 – Health, Housing & Community Services

Location A 1521 University Avenue, Berkeley, CA 94703 Mental Health Division (temporary)

Location B 1890 Alcatraz Avenue, Berkeley, CA 94703 Adult Day Health Center

Location C 2640 M. Luther King Jr Way, Berkeley, CA 94704 Mental Health Clinic

Scope of Services no. 4 – Berkeley Public Library

Location A 2090 Kittredge Street, Berkeley, CA 94704 Central Library

Location B 1170 The Alameda Berkeley, CA 94707 North Library

Location C1901 Russell Street Berkeley, CA 94703 THP South Library

Location D 1125 University Ave Berkeley, CA 94702 West Library

Location E 2940 Claremont Ave Berkeley, CA 94705 Claremont Library

II. SCOPE OF SERVICES

1. Term of the Contract

The initial term of the contract(s) will be three (3) years and begin on or about July 1, 2026, and end on June 30, 2029. The City reserves the unilateral right to extend the contract(s) for two (2) additional twelve (12) month periods for a total of five (5) years, provided the contractor satisfactorily meets the scope, there is a continuing need for the services, and there are available, appropriated funds.

2. General Requirements (applicable to all Scope of Services when relevant)

A. Licenses and Permits

Contractor(s) must have all necessary licenses to operate in the State of California (“State”). At the time of submission, Proposers are required to provide a copy of their Private Patrol Operator’s License issued by the California Department of Consumer Affairs, Bureau of Security and Investigative Services. Licenses must be current and valid as of the date of RFP submission, and in good standing with the State.

Security guard force deployed at the city must be composed entirely of guards with a valid security guard registration and license with the California Department of Consumer Affairs, Bureau of Security and Investigative Services. Upon request, guards deployed at the City of Berkeley must be able to provide a copy of their current valid guard registration card, issued by the California Department of Consumer Affairs, Bureau of Security and Investigative Services.

B. Equipment

Contractor(s) shall provide all labor, transportation, materials, and equipment to perform the security services described in Exhibit 1. Equipment shall include, but not be limited to, uniforms, vehicles, radios and cell phones, Guard Tour Patrol Systems, security handbooks, visitor logs, incident report forms, and any other equipment necessary to perform the services described in this RFP, including additional services of the same general nature as requested by the City. The City will have a right to inspect any material to be used in the performance of the services pertaining to the contract(s).

Proposers are strongly encouraged to provide equipment that supports the City of Berkeley Environmentally Preferable Purchasing Policy (EPP) (see item 2e.).

• Uniforms: shall include, at minimum, Contractor’s insignia, nametag, unique identification number, and picture of the employee.

• Vehicles: must be in good operational condition to perform the mobile vehicle patrol, including maintenance and fuel. All vehicles must exhibit company name, logo, and utilize a roof mounted strobe beacon light. At its discretion, the City may require that a removable City logo be attached to all vehicles assigned to use on this contract(s). Contractor(s) shall have the capability to temporarily replace vehicles as always needed due to accidents or malfunctions within a reasonable time frame.

• Communication equipment: Contractor(s) shall operate a twenty-four/seven (24/7) security operation center and assigned personnel must be equipped with cell phones and radios capable of always communicating with the security operation center.

• Guard Tour Patrol Systems: Contractor(s) shall maintain Guard Tour Patrol Systems where patrols are needed at regular time intervals and any other location as deemed necessary by the City. The Guard Tour Patrol Systems shall ensure City’s Project Managers or designated personnel that guards execute patrols and accomplish their tasks within the predefined time intervals.

• Security handbook: must be distributed to each guard assigned to the city and to each City’s Project Manager or designated personnel. The security handbook includes description of duties, maps of the area of competence, City’s relevant contacts, evacuation plans, emergency drill procedures, visitor acceptance protocol, incident reporting, response instructions and other pertinent operating procedures. In accordance with the City’s EPP, electronic/digital forms of security handbooks are preferable, and paper versions made available to City’s Project Managers or designated personnel upon request. Be mindful, security guards must be able to access the security handbooks at any time, and the city will not make available digital readers/equipment and/or personal computers to Contractor(s).

• Visitor logs: shall include date, time visitor arrived/departed, visitor name, visitor entity/company affiliation, visitor or entity/company's telephone number and e-mail. Contractor(s) shall establish and dispense to guards on duty a complete set of written visitor procedures and visitor logs must be archived and made available upon request during the entire contract execution period and for three (3) years after termination of the contract(s). In accordance with the City’s EPP, electronic/digital forms of visitor logs are preferable, and paper versions made available to City’s Project Managers or designated personnel upon request. Be mindful, security guards must be able to access and compile the visitor logs at any time, and the city will not make available digital readers/equipment and/or personal computers to Contractor(s).

• Incident report forms: shall specify time and location of incident, name of people involved, including Contractor(s) and City staff, description of the incident, action taken. Incident reports must be submitted to the City within twenty-four (24) hours of the occurrence of an incident and must be retained for the entire contract execution period and for three (3) years after termination of the contract(s). In accordance with the City’s EPP, electronic reports are preferable, and paper versions made available to City’s Project Managers or designated personnel upon request. Be mindful, the city will not make available digital readers/equipment and/or personal computers to Contractor(s).

Be mindful, equipment provided must be relevant to the specific Scope of Services and not necessarily all locations require vehicles, uniforms, Guard Tour Patrol Systems and visitor logs (see Exhibit 1).

C. Staff Requirements

• Account Manager: Contractor(s) must allocate an Account Manager to the City of Berkeley. The Account Manager will be the single point of contact for the City, and he or she will oversee contract(s) implementation, address City’s needs and ensure City’s requirements are met. At least once every three (3) months the Account Manager will provide City’s Project Managers or their assigned designees with activity reports that will specify, inter alia: number of patrols, number of incidents, on-site supervision and inspections carried out, training provided, operating procedures updates, duties updates, key performance indicators and performance metrics. The Account Manager shall have prior security experience, know and understand relevant aspects of the security business, and be cognizant of local government contexts.

• Security guards: assigned security guards shall be able to read, speak, understand and write the English language. In detail, personnel must be able to communicate with the public, read signs, report emergencies, and write clear and legible incident reports in the English language. High school diploma or General Education Development Certificate (G.E.D.) are desirable credentials. Security guards must possess a current valid registration card issued by the California Department of Consumer Affairs, Bureau of Security and Investigative Services; therefore, it is presumed they are cleared by the California Department of Justice. In all cases, personnel deployed at the City must undergo a background check at the California Department of Justice. The cost of all background checks is borne by the Contractor(s).

Contractor’s assigned guard staff must be physically and mentally fit to perform the services under this contract. It is required that guards are mentally alert, think in coherent and goal directed fashion, exercise good judgment and can make decisions and implement actions to safeguard themselves and others. Guards must be able to follow instructions and assimilate training specific to their duties.

Security guard force deployed at the City is expected to dress and groom in accordance with accepted professional and business standards. Additionally, assigned guards shall not lean against walls, stand with their hands in their pockets, use cellular phones or similar devices for non-work-related purposes or adopt unprofessional conduct and posture.

Upon contracts execution, Contractor(s) shall provide City’s Project Managers, or assigned designees, the names of security officers to be assigned at each location and shall provide ongoing notice of any assignment/name changes throughout the life of the contract(s) and prior to the change taking effect. The City reserves the right to decline any assignment/change in its sole discretion, and this decision shall be final and not subject to appeal. On request, the City will provide a written statement to the Contractor(s) within ten (10) business days, documenting the reason for any such determination.

• Right of First Refusal of Employment: The Successor Contractor will give employees who have been or will be adversely affected or separated because of award of this contract the right to first refusal for employment openings for positions for which they are qualified.

The Successor Contractor must give employees at least ten (10) days to accept or reject the offer. The employees must receive a “good faith” offer aimed at preventing worker displacement.

D. Operational Requirements

• Twenty-four/seven (24/7) security operation center: Contractor(s) shall maintain a twenty-four hours per day/seven days per week (24/7) communication center which will support assigned personnel deployed at the City. Assistance will include, but not be limited to, event analysis, triage of events, identification of best responses, and event recording.

• Shifts: security guards shall not work more than twelve (12) hours in any twenty-four (24) hours period. Contractor(s) shall guarantee service continuity during meal breaks and rest periods of assigned personnel.

• Supervision: Contractor(s) shall conduct regular systematic inspection of their staff and shall be responsible for providing adequate supervision to ensure competent and satisfactory performance of the services required under the contract(s). Contractor(s) shall provide the City with a synopsis of supervision activities every three (3) months.

• Work performance: City’s Project Managers, or assigned designees, may periodically inspect work performance of assigned personnel and notify the Account Manager via e-mail of any discrepancies, concerns, or unsatisfactory execution of duties.

• Replacement/substitution: Contractor(s) shall be readily available to replace absent, late, or discontinued security officers and shall notify the City of such substitutions in advance of a shift.

• Right of removal: the City reserves the right to require the prompt removal and replacement of any security officer it determines, in its sole discretion, to be unacceptable for any reason. The City’s determination of unacceptability shall be final and not subject to appeal. On request, the City will provide a written statement to the Contractor(s) within ten (10) business days documenting the reason for any such determination.

• Failure to perform: City’s Project Managers or designated personnel will notify the Contractor(s) in writing about failure to perform, shortcomings, or any other matter related to Contract(s)’s execution. Contractor(s) shall respond to all received written notifications and, if necessary, redress deficiencies as soon as possible but no later than three (3) business days. Failure to remedy unsatisfactory performance may be grounds for contract termination.

• Additional services: the City may require additional scheduled and non-scheduled services at its discretion. City’s Project Managers or designated personnel will notify Contractor’s as soon as possible if additional needs arise. Contractor(s) are expected to provide additional guard services upon twenty-four (24) hours or more notice unless otherwise agreed. The additional services’ maximum rate is established by the hourly rate stipulated in the Price Proposal Sheet (Exhibit 4) However, in cases of material changes in the scope of services, the City reserves the right to negotiate a lower hourly rate or a lump sum payment.

• Service reduction: the City at its discretion may adjust the Contractor’s days and/or hours of service up to full termination of service at either a specific facility or all facilities. The city will notify the Contractor of the adjusted schedules/termination of service(s) within a reasonable time frame. The Contractor(s) agree that a reduction in service shall be also reflected in a reduction of the price as stipulated in the Price Proposal Sheet (Exhibit 4). The reduction in price shall be calculated by multiplying the hourly rate per guard by the number of assigned hours per guard by the number of guards relieved from service.

• Responding and reporting: in the event of any breach of City’s property and any City’s security or law violation, Contractor(s) must establish a clear set of procedures for responding and reporting applicable to all guards. The procedures must be included in the security handbook and distributed to all security officers and to City’s Project Managers or assigned designees.

Proposers must clarify, as part of their Proposal, circumstances, conditions, degree, measure, and manner in which responses must be applied and, at a minimum, describe procedures to:

o investigate unusual or suspicious conditions or activities.

o prevent trespassing, damage, or theft of City’s property.

o prevent harm to City’s personnel and or public in the vicinity.

o enforce security regulations.

o assist with crowd flow.

o report unsafe or dangerous conditions.

o report incidents, security or law violations.

o manage communication flow with the twenty-four/seven (24/7) security operation center; and

o cooperate with City of Berkeley law enforcement officers.

E. Environmentally Preferable Purchasing Policy (EPP)

Proposers are required to read and familiarize themselves with the City of Berkeley EPP . Proposers are encouraged to provide equipment and adopt procedures that support the City of Berkeley in pursuing its social and environmental goals. In detail, Proposers must clarify if and how they intend to address the:

• Purchase of products that include recycled content (e.g. remanufactured equipment, vehicles etc.)

• Institution of practices that reduce waste by increasing product efficiency and effectiveness (e.g. online electronic reporting system, fuel-efficient vehicles etc.)

• Use of products that are durable and long-lasting, and reduce materials that are landfilled

• Purchase of products and institution of practices that conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free manufacturing processes, and use recycled wood and wood from sustainably harvested forests

• Purchase of energy from renewable or green sources in preference to fossil fuels

• Purchase of products that are free of mercury and lead and eliminate the use of other persistent bio accumulative toxic chemicals where possible

• Use and availability of environmentally preferable products, services and distribution systems that protect human health and the environment.

F. City Holidays

There are fifteen (15) recognized City holidays and on one (1) Friday a month, some City offices are closed as a cost saving measure – these days are referred to as VTO days.

• New Year Day

• Martin Luther King Jr. Day

• Lincoln’s Birthday

• President’s Birthday

• Cesar Chavez Day

• Malcolm X Birthday

• Memorial Day

• Juneteenth Observed

• Independence Day

• Labor Day

• Indigenous People’s Day

• Veteran’s Day

• Thanksgiving

• Friday following Thanksgiving

• Christmas

During City holidays and VTO days the need for Security Guard Services is reduced or absent in some locations while other locations may require 24-hour coverage. Please refer to Scope of Services (Exhibit 1) for detailed work schedules.

3. Scope of Services (See Exhibit 1)

Details about services for each location are available in Exhibit 1. Be mindful, each Scope of Services has unique requirements (including equipment) and scheduling that integrate and complement the general requirements. Your price and service proposal must consider the specificities of each Scope of Service.

III. SUBMISSION REQUIREMENTS

All proposals shall include the following information, organized as separate sections of the Proposal. The Proposal should be concise and to the point.

1. Contractor Identification:

Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact person and company tax identification number.

2. Client References:

Provide a minimum of five (5) client references. References should be California cities or other large public sector entities. Provide the designated person's name, title, organization, address, telephone number, and the project(s) that were completed under that client’s direction.

3. Price Proposal:

The Price Proposal shall reflect each Scope of Services separately and shall represent an all-inclusive price (i.e., Contractor(s) will not be entitled to any compensation, reimbursement of expenses or additional payment other than the amounts stated in the Price Proposal). Charges for additional services shall be calculated at a maximum rate equivalent to the hourly rate per guard stipulated in the Price Proposal Sheet (Exhibit 4). Reduction in services shall generate proportional reduction in price, calculated by multiplying the hourly rate per guard (Exhibit 4) by the number of assigned hours per guard by the number of guards relieved from service.

The Price Proposal table below gives the City a summary view of the total cost for the three (3) year contract base period. Respondents must complete the Price Proposal Sheet (Exhibit 4) for each location and provide a pricing summary as shown below. Information and pricing included on Exhibit 4 must match the pricing detail on the summary sheet.

Price Proposal Summary

Scope of Service	Year 1 Total Amount	Year 2 Total Amount	Year 3 Total Amount	Grand Total = Year (4+5)
SOS# 1
SOS# 2
SOS# 3
SOS# 4
Grand Total = Grand Total SOS nos. (1 + 2 + 3 + 4)

OPTION YEARS IF EXERCISED

Scope of Service	Year 4 Total Amount	Year 5 Total Amount	Grand Total = Year (4+5)
SOS# 1
SOS# 2
SOS# 3
SOS# 4
Grand Total = Grand Total SOS nos. (1 + 2 + 3 + 4)

Keep in mind that the City of Berkeley Living Wage Ordinance (“Living Wage”) applicable to the contract(s) is adjusted each June 30. On July 1, 2025, the current living wage is $19.58 per hour plus medical benefit equivalent to at least $3.25 per hour. If the employer does not provide the employee with at least $3.25 per hour toward an employee medical benefits plan, the employer shall pay an hourly wage of not less than $22.83.

4. Contract Terminations

If your organization has had a contract terminated in the last five (5) years, describe such incident. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor, or (b) litigated and such litigation determined that the vendor was in default.

Submit full details of the terms for default including the other party’s name, address, and phone number. Present the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience.

If the firm has not experienced any such termination for default or early termination in the past five (5) years, so indicate.

5. Financial Standing

Provide a general description of the firm’s financial situation and identify any conditions or circumstances that may impede your ability to complete the project (e.g., bankruptcy, pending litigation, planned office closures, impending mergers, and potential labor disputes). Either an audited financial statement or a Dun & Bradstreet or similar report shall be included with your proposal. The statement should clearly identify the financial position of your business entity, as well as that of the overall company structure. The date of this statement should cover a period of at least three (3) years and should be dated no more than twelve (12) months prior to the date of the proposal submission.

6. Staffing and Organization

Submit a project organization chart that clearly shows all communication/reporting relationships among the project staff and assigned work tasks. Provide names and resumes of the proposed Account Manager and all key personnel that will be assigned to this project. Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without the prior written concurrence of the City.

7. Work Plan, Methodology and Transition Plan

Provide detailed descriptions of how you will meet City’s operational requirements with particular focus on the responding and reporting mechanisms that you will implement. Samples of security handbooks, visitor logs, incident report forms, and performance reports are a desirable submission requirement.

Provide a narrative that addresses each Scope of Services, presents the methodology for staffing each Scope of Services, and demonstrates the proposer understands the City’s needs and requirements. Include a brief Transition Plan that clarifies how you will retain the staff currently deployed at the City based on the California Right of First Refusal requirements (Sect. 2.C of this RFP), what are the key transition risks, how you will manage them, the transition timing (incoming and ongoing optimal transition durations), knowledge transfer, and cooperation strategies with stakeholders.

8. Employment Practices and Policies

Describe how your firm conducts recruitment to ensure a successful retention rate for employees. Provide data or statistics on your firm’s retention history (compare this against industry benchmarks if available). Describe actions, policies, incentives, training, hiring programs, employee turnover rate, safety record, or any other actions that demonstrate how your employees are selected, trained and managed to provide a high quality of security services.

9. Social and Environmental Responsibility

Describe how you will support the City of Berkeley in meeting its social and environmental objectives, as enunciated in the City of Berkeley EPP. The description shall include your general strategic orientation towards Corporate Social Responsibility, and the specific tools/mechanisms that you will employ in the execution of the contract(s). Include any equipment and/or process description, certification or standard that supports the City’s EPP

IV. SELECTION CRITERIA

The following criteria will be considered, although not exclusively, in determining which firm is hired.

Lines	Selection Criteria	Max. Points
1	Price	Submit your price in accordance with the Price Proposal Sheet (Exhibit 4)	45
2	Qualifications	Financial standing, staffing and organization, work plan, methodology and transition plan	35
3	References	Five (5) California cities or other large public sector entities	10
4	Employment Practices and Policies	Employee recruitment practices, training, safety protocols and incentive initiatives for employee retention	10

A selection panel will be convened of staff to evaluate and score submittals. The panel will evaluate each proposal against the requirements stated herein. The recommendation of award will be made to the respondent(s) whose proposal(s) represent the best, overall value to the City, price and other factors considered.

V. PAYMENT

Invoices: Invoices must be fully itemized and provide sufficient information for approving payment and audit. Invoices must be accompanied by receipt for services in order for payment to be processed. Email invoices to Accounts Payable and cc: Project Manager and reference the contract number.

City of Berkeley

Accounts Payable

P.O. Box 700

Berkeley, CA 94710-700

Email: AccountsPayable@berkeleyca.gov

Phone: 510-981-7310

Payments: The City will make payment to the vendor within 30 days of receipt of a correct, approved and complete invoice.

VI. CITY REQUIREMENTS

A. Non-Discrimination Requirements:

Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)

Under B.M.C. section 13.26.060, the city may require any bidder or vendor it believes may have discriminated to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to discriminate and allows the City access to records necessary to monitor compliance. This section also applies to all contracts and all consultants.

Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal.

B. Nuclear Free Berkeley Disclosure Form:

Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that engages in nuclear weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature of such work.

Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.

C. Oppressive States:

The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified Countries. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that is covered by City Council Resolution Nos. 59,853-N.S., 60,382-N.S., and 70,606-N.S. If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such work.

Bidders must submit the attached Oppressive States Disclosure Form with their proposal.

D. Sanctuary City Contracting Ordinance:

Chapter 13.105 of the Berkeley Municipal Code prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).

Bidders must submit the attached Sanctuary City Compliance Statement with their proposal.

E. Conflict of Interest:

In the sole judgment of the city, any and all proposals are subject to disqualification on the basis of a conflict of interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the City who influences the making of the contract or has a direct or indirect interest in the contract.

Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may be affected by the contract. The city, at its sole option, may disqualify any proposal on the basis of such a conflict of interest.

Please identify any person associated with the firm that has a potential conflict of interest.

F. Berkeley Living Wage Ordinance:

Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City mandated minimum compensation during the term of any contract that may be awarded by the City. If the Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of compliance with this ordinance will be required upon execution of a contract. The current Living Wage rate can be found here: Information for Vendors | City of Berkeley (berkeleyca.gov) . The Living Wage rate is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was when the contract was executed.

G. Berkeley Equal Benefits Ordinance:

Chapter 13.29 of the Berkeley Municipal Code requires that contractors offer domestic partners the same access to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon execution of a contract.

H. Statement of Economic Interest:

The City’s Conflict of Interest Code designates “consultants” as a category of persons who must complete Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the contract. The selected contractor will be required to complete the Form 700 before work may begin.

VII. OTHER REQUIREMENTS

A. Insurance

The selected contractor will be required to maintain general liability insurance in the minimum amount of $2,000,000, automotive liability insurance in the minimum amount of $1,000,000 and a professional liability insurance policy in the amount of $2,000,000 to cover any claims arising out of the performance of the contract. The general liability and automobile insurance must name the City, its officers, agents, volunteers and employees as additional insured.

B. Worker’s Compensation Insurance:

A selected contractor who employs any person shall maintain workers' compensation insurance in accordance with state requirements. Sole proprietors with no employees are not required to carry Worker’s Compensation Insurance.

C. Business License

Virtually every contractor that does business with the city must obtain a city business license as mandated by B.M.C. Ch. 9.04. The business license requirement applies whether or not the contractor has an office within the city limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not subject the contractor to the license tax. Warehousing businesses and charitable organizations are the only entities specifically exempted in the code from the license requirement (see B.M.C. sections, 9.04.295 and 9.04.300). Non-profit organizations are granted partial exemptions (see B.M.C. section 9.04.305). Persons who, by reason of physical infirmity, unavoidable misfortune, or unavoidable poverty, may be granted an exemption of one annual free license at the discretion of the Director of Finance. (See B.M.C. sections 9.04.290).

Vendor must apply for a city business license and show proof of application to Purchasing Manager within seven days of being selected as intended contractor.

The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704, issues business licenses. Contractors shall contact this division for questions and/or information on obtaining a City business license in person, or by calling 510-981-7200.

D. Recycled Paper

Any printed reports for the City required during the performance of the work shall be on 100% recycled paper and shall be printed on both sides of the page whenever practical.

E. State Prevailing Wage:

Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing in Section 1770 et seq. These labor categories, when employed for any “work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work,” constitute a “Public Work” within the definition of Section 1720(a)(1) of the California Labor Code requiring payment of prevailing wages.

Wage information is available through the California Division of Industrial Relations web site at:

http://www.dir.ca.gov/OPRL/statistics_and_databases.html

F. Local Vendor Preference:

City of Berkeley applies a local vendor preference for comparing pricing submittals in RFP responses (City Council Resolution No. 69,890-N.S.)

A local business is defined as “a business firm with fixed offices or distribution points located within the City of Berkeley boundaries and listed in the Permits and License Tax paid file, with a Berkeley business street address.”

VIII. SCHEDULE (Dates are subject to change)

◊	Issue RFP to Potential Bidders:	2/27/2026
◊	Mandatory Walk Through	3/11/2026
◊	Questions Due	3/18/2026
◊	Proposals Due from Potential Bidders	4/9/2026
◊	Complete Selection Process	4/16/2026
◊	Council Approval of Contract (over $50k)	5/19/2026
◊	Sign and Process Contract ...