RFP 22-027 Edward Schock Centre Security

Agency: City of Elgin
State: Illinois
Type of Government: State & Local
Category:
  • 99 - Miscellaneous
Posted: Mar 31, 2022
Due: Apr 15, 2022
Solicitation No: RFP 22-027
Publication URL: To access bid details, please log in.
Bid Number: RFP 22-027
Bid Title: RFP 22-027 Edward Schock Centre Security
Category: Professional Services
Status: Open

Description:

The City of Elgin is currently accepting proposals to provide security services for the City’s largest recreation facility, the Edward Schock Centre of Elgin. This Request for Proposal (RFP) represents a publicly advertised and competitively awarded solicitation by The City of Elgin. The City of Elgin reserves the right to reject any or all RFPs, or any part thereof, or to accept any RFP or any part thereof, or to waive informalities in any RFP, if deemed to be in the best interest of the City.

In order to continue to serve our guests to the best of our ability, the City needs to continue to offer a safe and healthy space for all those using the facility for its intended use. We are looking for a service provider to patrol the facility and respond to disruptions, physical altercations, and emergencies as required in a professional manner. The service provider will work with a City’s building supervisor(s) to maintain order, provide written reports on all breaches of security (including but not limited to incident reports), secure perimeter doors, enforce facility policies (including but not limited to code of conduct) and be on alert for unsafe conditions in order to report them to the facility manager. The service provider will assume all liability for the actions of the security employees, Including bonding and liability insurance

Publication Date/Time:
3/30/2022 12:00 AM
Publication Information:
Daily Herald
Closing Date/Time:
4/15/2022 5:00 PM
Contact Person:
Daina DeNye, Purchasing Director at denye_d@cityofelgin.org
Download Available:
Yes
Fee:
$0
Business Hours:
8:00 am - 5:00 pm
Miscellaneous:
Deadline for submissions of questions April 12, 2022
Related Documents:

Attachment Preview

Request for Proposal 22-027
REQUEST FOR PROPOSALS FOR SECURITY SERVICES AT THE
EDWARD SCHOCK CENTRE OF ELGIN
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 5:00 p.m. local time, Friday, April 15.
INTENT
The purpose of this RFP is to establish a contract to provide turnkey security service. The
successful service provider will assign their personnel to provide security, conduct patrols, access
control, conduct cursory investigation into incidents, and provide assistance to citizens
throughout the Edward Schock Centre of Elgin.
NEED FOR THE COMMUNITY
The City of Elgin is currently accepting proposals to provide security services for the City’s largest
recreation facility, the Edward Schock Centre of Elgin. This Request for Proposal (RFP) represents
a publicly advertised and competitively awarded solicitation by The City of Elgin. The City of Elgin
reserves the right to reject any or all RFPs, or any part thereof, or to accept any RFP or any part
thereof, or to waive informalities in any RFP, if deemed to be in the best interest of the City.
BACKGROUND
Serving over 1,000,000 guests annually, The Edward Schock Centre is the City’s foremost
attended public facility providing residents with 185,000 sq/ft of leisure space. Features include
a fitness center, three full-sized basketball courts, two racquetball courts, a preschool wing,
meeting rooms, and the Heritage Ballroom, which provides beautiful banquet space for
everything from weddings to executive business luncheons.
SCOPE OF PROVIDER SERVICES
In order to continue to serve our guests to the best of our ability, the City needs to continue to
offer a safe and healthy space for all those using the facility for its intended use. We are looking
for a service provider to patrol the facility and respond to disruptions, physical altercations, and
emergencies as required in a professional manner. The service provider will work with a City’s
building supervisor(s) to maintain order, provide written reports on all breaches of security
(including but not limited to incident reports), secure perimeter doors, enforce facility policies
(including but not limited to code of conduct) and be on alert for unsafe conditions in order to
report them to the facility manager. The service provider will assume all liability for the actions
of the security employees, Including bonding and liability insurance.
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PROJECTED TIMELINE
Issue RFP
Deadline for submissions of questions
RFP Opening
Contract Negotiations
City Council Board Approval
Start Date
*** Timeline is subject to change
March 31, 2022
April 12, 2022
April 15, 2022
April 18 – April 28, 2022
May 11 & May 25, 2022
June 6, 2022
GENERAL EXPECTATIONS
The City is seeking a service provider that best demonstrates the capability to provide affordable
and reliable services based on pricing and experience.
Operation Schedule:
o Monday – Friday
7am – 11am
5pm – 9pm
o Saturdays
7am – 9pm
o Events throughout the year may be requested beyond the above schedule.
o There are some City observed holidays where service may not be needed are the
following but limited to: Thanksgiving, Christmas, New Year’s Day, Memorial Day,
Independence Day and Labor Day.
Expectations of the security guard position:
o Ability to deal courteously and tactfully with the public.
o Ability to maintain a basic knowledge of acceptable conduct and professionalism
expected on public grounds.
o Ability to deal with people without a show of force.
o Ability to observe and report suspicious activities and evidence of loss or damage
to the property/equipment.
o Ability to deal with emotionally disturbed, inebriated, and belligerent individuals.
o Ability to work the location walking/standing.
o Ability to write and understand reports.
o Ability to maintain a working knowledge of policies and procedures.
o Ability to maintain a basic knowledge of appropriate rules of the facility and
employee manual regarding job behavior, safety, harassment, cell phone usage,
confidentiality, and prohibited smoking.
o Ability to make judgement calls and enforce policies and procedures.
o No guns, pepper spray or handcuffs shall be permitted in or around the facility by
the security staff.
o Guards assigned to the Edward Schock Centre shall take direction from the facility
manager.
o Guards should only be utilizing cell phones unless in emergencies, no blue tooth
devices are allowed, and no video games are allowed to be played when on duty.
o Guards shall maintain city property in liked condition by keeping area clean and
free of clutter. Service provider shall not use any spaces to store supplies unless
an area has been designated by the City.
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o Guards shall respond to requests by staff to assist in deescalating any volatile
situation. If additional assistance is required, the Elgin Police Department should
be contacted.
REQUIREMENTS
Service provider agrees to hire employees of the highest quality and integrity. All
personnel must, at a minimum, be 21 years of age, and be in full compliance of the Illinois
Unarmed Security Guard Licensing Requirements as published by the Illinois Department
of Financial & Professional Regulation (https://www.idfpr.com/profs/SecurityCont.asp).
Service Provider shall submit to and pass a drug test and criminal history background
check for all employees working at the Edward Schock Centre of Elgin. The requirements
necessary to constitute "passing" shall be at City's sole discretion.
The City reserves the right to withhold its approval for any potential guard for any reason
whatsoever.
It is hereby recognized and agreed that due to the necessity for strict and confidential
security involving public property, the employees who perform such services under this
Contract must be subject to the strictest scrutiny and must adhere to the most stringent
standards of integrity.
The City reserves the right to remove or prevent any employee designated by the Service
provider from performing work under this Contract and such right can be exercised at any
time and without prior notice.
Service provider shall immediately remove and replace any employee that City
determines is not properly carrying out the duties specified in this Contract, or wherein
the certification of an assigned employee has lapsed and not been renewed in a timely
manner.
All employees designated by Service provider must be able to read, write, and
communicate verbally in English.
Additional languages will be considered a value add.
Service provider shall make every effort to recruit new employees locally.
Service provider shall assume all legal responsibility as the employer of said persons,
including payment of wages, benefits, and all applicable federal, state, and local tax
requirements.
Industry standard “Incident Reports” and “Daily Activity Reports” (logs) are the preferred
format for the documentation of all situations reported and/or responded to by
contracted Security Guard personnel, including actions taken and notifications made by
them.
Service provider shall provide to its assigned employees performing services under this
contract a complete uniform, including a photo ID. Uniforms must be consistent with
City’s written policy.
The City shall approve the particular style of uniform, including its colors and patches.
The Service provider shall ensure that its employees are in full uniform while on duty at
all times and present such uniforms properly.
Service provider shall supply employees with equipment to communicate with fellow
contract employees and City staff. The City will not provide radios or cell phones for
employees.
Employees, regardless of assigned shift, are not permitted and shall not use personal
electronic devices such as cell phones, tablets, laptops or other devices that would cause
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interference with performing tasks. Personal devices shall only be used during designated
break time.
Service provider is responsible for coverage of all shifts including sick/vacation time
coverage.
PAYMENT
City of Elgin will be invoiced monthly by the Service provider, after the service for that month is
completed. The Service provider must provide documentation for the hours billed.
DETAILED SUBMITTAL REQUIREMENTS
Proposals should be prepared as simple as possible and provide a straightforward, concise
description of the proposed products and services to satisfy the requirements of the RFP.
Attention should be given to accuracy, completeness, relevance and clarity of content. The
proposal should be organized into the following major sections:
A. Introduction Material and Executive Summary
B. Company Background
C. Scope of Services and Staffing Plan
D. Client References
E. Exceptions to the RFP
F. Price Proposal
G. Value Added Services
A. Introduction Material and Executive Summary
The introductory material must include a title page with the RFP number, subject, name of the
Proposer, address, telephone number, e-mail address, the date, a letter of transmittal and a table
of contents. The executive summary should be limited to a brief narrative summarizing the
proposal.
B. Company Background
In this section provide information about the company so that the City can evaluate the
Proposer’s stability and ability to support the commitments set forth in the response to this RFP.
Information in this section should contain the following information in addition to the General
Information Sheet that is also included as an exhibit to this RFP:
Company name and location of the corporate headquarters and of the nearest office to
the City of Elgin.
The number of years the company has been in business and the number of years the
company has been providing security services to the public sector.
Include information on the company’s customer base, such as the number of public sector
clients the company serves, the number of local government clients, and the number of
public sector clients in the state.
Identify if the company serves other industries.
Include a brief summary of the company’s organizational characteristics such as the
number of employees, whether the company is privately held, publicly traded, or if it is a
subsidiary to a parent company.
Describe any other business affiliations (e.g., subsidiaries, joint ventures, “soft dollar”
arrangements with brokers).
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C. Scope of Services and Staffing Plan
This section of the proposal should include a general discussion of the Proposer’s overall
understanding of the project and the scope of work. Please provide methodology for staffing
which should discuss an overview of deliverables, assumptions and assumed responsibilities and
roles of the City.
1. Provide a proposed staffing schedule to operate through all designated hours
2. Provide the total number of employees that will be assigned to this contract. Please
include job title, hourly rate & job description.
3. Describe your procedures for recruitment, screening, interviewing, competency testing,
and certification of employees.
4. Describe your form of background checks as well as verification of employee references.
5. What is your employee retention rate?
6. Describe your performance evaluation, retention, and promotion plans for current
employees.
7. Describe the benefit program offered to employees, indicating each specific benefit and
the portion of each benefit paid by Service provider and the portion paid by the employee.
8. Describe your strategy for local recruitment.
9. Does your company actively recruit or employ interns from local law enforcement training
programs and if so, which programs? Will you utilize the recruits as part of this contract?
10. Provide evidence of staffing resources including your information on average staff tenure
at similar facilities.
11. Include your policy regarding the following areas: 1) Overtime pay; 2) Personal Leave; 3)
Sick Leave; 4) Holiday Pay
12. Describe all training and development programs offered to employees and what
continuing education is provided.
13. Provide qualifications and background of all proposed staff. Provide detailed narrative
discussing your company’s approach and methodology to providing 100% staff coverage.
D. Client References
The City considers references to be an important factor in its decision to award a contract.
Proposers should supply references that will be available to speak with the City. Three references
should be provided that provided similar type of work completed in the past five years. A
reference sheet is included as a submittal as part of this RFP document.
E. Exceptions to the RFP
All requested information to this RFP must be supplied as this document and subsequent
proposals submitted help form the basis for a contract with the selected contractor. Proposers
may take exception to certain requirements in this RFP. All exceptions shall be clearly identified
in this section and written explanation shall include the scope of the exceptions, the ramifications
of the exceptions for the City, and the descriptions of the advantages or disadvantages to the City
as a result of the exception. The City, at its sole discretion, may reject any exceptions or
specifications within the proposal.
F. Price Proposal
The price proposal cost sheeting included as part of this proposal shall be completed and
returned with your response. Any additional services identified by the proposer shall be
delineated separately for the City to consider.
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