Request for Proposal (RFP) No. JCLD-2015-06-02
RFP Number and Name: JCLD-2015-06-02
Contracted Security Services
Jackson County Library District
Medford Library Branch
The purpose of this solicitation (RFP) is to obtain competitive offers from qualified firms
(Proposers) interested in providing to Jackson County Library District (JCLD) Contracted
Security Services for JCLD’s main library branch located in Medford, Oregon.
Bid Due: Not later than Tuesday, June 2, 2015, at 10:00 am PDT, in the Administrative Office
of the Rogue Valley Council of Governments located at 155 N. 1st Street, Central Point,
Oregon, 97502, at which time they will be publically opened.
Proposals are to be received at the Administrative Office in a separate, sealed envelope clearly
identified with the RFP number and name to the attention of Lisa Marston, Executive
Administrator, Jackson County Library District, before Tuesday, June 2, 2015, at 10:00 am PDT.
Faxed or emailed proposals will not be accepted. Proposals shall be submitted in accordance with
Section III of this RFP.
Jackson County Library District reserves the right to reject any Proposals not in compliance with
all prescribed public bidding procedures and to reject for good cause any or all proposals that
are not in the best interests of Jackson County Library District.
Any questions regarding this RFP shall be submitted in writing via email to [email protected]
so that all potential vendors may be equally apprised of project parameters by addenda. Any
addenda issued will be posted on JCLD’s website at www.jacksoncountylibrarydistrict.org.
There will NOT be a mandatory walkthrough of the jobsite.
SECTION I: Introduction
A.
Background
Rogue Community College is located in Southern Oregon with campuses in Jackson and Josephine
Counties, serving over 20,000 students annually.
B.
Scope of Work
This Request for Proposal (RFP) is to provide Contracted Security Services for Jackson County
Library District’s main library branch in Medford, Oregon.
The contracted security company (Contractor) will be responsible for all Oregon State
Department of Public Safety Standards and Training (DPSST) required training and appropriate
documentation for security personnel working at the Medford Library Branch. The College shall
approve all trainings as they relate to College campus locations, policies, plans, and procedures.
The Contractor shall be responsible to provide the College with a monthly shift schedule by
campus location. The shift schedule shall include the names and specific hours of security
personnel scheduled.
Security personnel should be clean, well groomed and appropriately dressed in a uniform which
will immediately identify them as College security.
Security personnel will be required carry proof of DPSST certification at all times when on duty
at assigned College locations.
Security personnel must read, understand, and be able to carry out all duties as outlined in
College policies, procedures and adopted emergency plans.
Security personnel will be trained for each assigned campus location. The College shall work
with Contractor to approve the placement of security personnel for each campus assignment.
Security personnel may not be assigned to any campus location to work any shift without
immediate supervision until placement is approved.
Security personnel will report to and take direction from the College’s Director of Facilities and
Operations or designee.
Security personnel will be responsible for monthly safety equipment inspections and
documentation including but not limited to the following:
Fire extinguishers
Eyewash stations
First aid kits
Designated safety areas
Security personnel may be requested to attend monthly safety meetings, campus council
meetings, and other College meetings/gatherings.
Security personnel shall follow proper radio etiquette and procedures when using portable
radios.
Security personnel shall provide the following at each campus location during assigned hours:
Random ongoing foot patrols and physical presence, passing through all areas a minimum of
once per hour as able.
Document appropriate security and safety related information and incidents’ using the College’s
incident reporting form.
Open all doors and gates as per campus/building/area schedule at the beginning of each day.
Secure all buildings, doors, gates and cables at the end of each day as per campus schedule.
Stay in radio contact with the College staff while on duty.
Stay in daily contact with other College locations and be familiar with campus contacts and
layout.
Assist all students and staff with safety and security needs such as but not limited to the
following:
•
Provide vehicle assistance such as battery jumps
•
Provide escorts to and from vehicles if requested
Carry and respond to any calls received on the College’s security contact phones.
Security personnel assigned to the College’s Grants Pass campus will be trained and prepared to
receive calls from the other College locations to answer questions and dispatch resources
(security, emergency, facilities, etc.) as requested.
o
Other security related duties as needed.
o
At the end of each shift complete the following:
Send an email log consisting of highlights or issues needing attention by
College staff.
Call the College’s Director of Facilities and Operations or designee regarding any serious
issue.
Enter appropriate information in a daily crime log for the assigned location in accordance
with the Cleary Act.
o
Security personnel are expected to acquire a Health Care Provider CPR Certificate or
equivalent CPR training and a First Aid Certificate.
o
Security personnel shall respond to security and emergency situations in a professional
and calm manner, being prepared to take control of any situation. The ability to assist in basic
first aid until the incident is over or Emergency Medical personnel arrive on sight or until
relieved of the responsibility from the Library Director is expected.
Car Patrols
Medford Campus:
Monday – Friday
Saturday – Sunday
12 am – 6 am
6 pm – 6 am
White City Campus:
Monday – Friday
Saturday – Sunday
12 am – 6 am
6 pm – 6 am
These patrols should include three (3) patrols per night, and three (3) emergency response calls
per year each at the Medford and White City Campuses only.
Campus Security Guards
Security coverage requirements differ by campus. The anticipated hours are approximate and
subject to change.
Approximate yearly hours are outlined below. Days and hours may change based on campus
closures and holidays. Actual schedules will be established each year.
Medford Campus
Downtown Medford comprised of five (5) buildings approximately 150,748 square feet.
Approximately 6,176 annual hours
1 Unarmed Guard ~ Monday through Friday 6:00 am to 3:00 pm
2 Unarmed Guards ~ Monday through Friday
3:00 pm to11:00 pm
2 Unarmed Guards ~ Friday 3:00 pm to 9:00 pm
1 Unarmed Guard ~ Saturday 7:00 am to 7:00 pm
No Guard will be needed on holidays and closure days estimated at 20 days per year
College Bookstores
The College’s Grants Pass and Medford Campus Bookstores require a security presence each
term as follows:
(Hours listed are a maximum and may be adjusted as needed)
Proposals should include at least 3 (three) professional references as listed in Attachment B and
pricing broken out per location including car patrols. Also please include proposed hourly pricing
for additional services such as security coverage for campus rentals or other campus events.
C.
General Information
•
Proposals must be submitted to the College’s Contract and Procurement Office no later
than 10:00 am PDT, Thursday, April 24, 2014, in a separate, sealed envelope clearly identified
with the RFP number and name and to the attention of Jodie L Fulton, Contract and
Procurement Manager. Faxed or emailed proposals will not be accepted.
•
Conditional Proposals, or those which take exception to the specifications as listed in
Section I, Scope of Work, will be considered non-responsive and may be rejected unless
specified approval from the College is requested in writing by the proposer.
•
All Proposals must be in strict compliance with the requirements as listed in Section I
Scope of Work or written addenda to this RFP.
•
Proposer must submit all questions or clarifications to this RFP in written form via fax
(541) 956-7250, e-mail [email protected] or by mail to Jodie L Fulton, Contract and
Procurement Manager, Contract and Procurement Office, Coates Hall 15, 3345
Redwood Hwy, Grants Pass, OR 97527.
•
College’s response to all such questions or clarifications shall be in the form of a written
addendum and shall be provided to all interested parties. Any addenda issued will be posted on
the State of Oregon ORPIN website and to the College’s Purchasing website at
www.roguecc.edu/Purchasing/openbids.asp.
•
Proposers shall use recyclable products to the maximum extent economically feasible in
the performance of the contract work set forth in this document.
•
In accordance with ORS 279B.100 the College may cancel this solicitation and reserves
the right to accept or reject any proposal for this service, as they deem best for the interest of
College. Any resulting contract will not necessarily be awarded on a low cost basis, but also on
proven performance and qualifications.
SECTION II: Instructions to Proposers
•
Introduction. This solicitation is issued pursuant to Jackson County Library District
Contracting Rules and ORS 279B.055 and 279B.060. The term “District” throughout this
solicitation means Jackson County Library District, and the term “Proposer” means the Person or
Firm that submits an offer in response to this Solicitation, and the term “Contractor” means
the Proposer(s) awarded a contract as a result of this Solicitation.
•
Mandatory Job Walk. Interested parties are required to participate in a mandatory job
walk of each of these facilities on Tuesday, April 15, 2014, beginning at 10:00 am in Grants Pass.
Job walk will end in downtown Medford no later than 4:00 pm. Please call 541-956-7200 to
confirm your attendance and receive location directions and agenda.
•
Solicitation Review. Proposers must carefully review this document and are responsible
for knowing and understanding the terms and conditions included in or applicable to this
solicitation. Unless defects, ambiguities, omissions, or errors are brought to the College’s
attention by noon on the fifth day prior to Closing, protests or appeals based on such defects,
ambiguities, omissions, or errors received after issuance of the Notice of Intent to Award will not
be favorably considered.
•
Offer. Pursuant to Oregon Administrative Rule (OAR) 137-47-0310, a submission in
response to this solicitation is the Proposer’s Offer to enter into a Contract. By signing and
returning the Offer, the Proposer acknowledges he/she has read, understands and agrees to be
bound by the terms and conditions contained in this document. The Offer is a “Firm Offer,”
and must be held open by the Proposer for the College’s acceptance for at least thirty (30) days.
The College’s Award of a Contract constitutes acceptance of the Offer and binds a Provider to the
contract. The Proposer must not make its Offer contingent upon the College’s acceptance of
any terms or conditions (including Specifications) other than those contained in this solicitation.
•
Offer Preparation: Pursuant to OAR 137-47-0400, failure to submit Offers in accordance
with the provisions of this document shall be grounds to declare the Offer as non- Responsive.
Proposers must:
a.
Submit a completed Proposal and a completed “Offer Form” sheet (Attachment A)
as the first sheet of its submission.
b.
Provide the College with all required or requested documents and descriptive;
c.
d.
Initial any corrections or erasures to their Offer;
Provide (on the Offer Form) written acknowledgement of the receipt of all addenda. e.
All bids shall be written in English, typed and single-spaced with font size not
smaller than 10 point.
•
Offer Submission: Pursuant to OAR 137-47-0410:
a.
To ensure proper identification and handling, Offers shall be submitted in a sealed
envelope appropriately marked with the RFP title, RFP number (in large block numbers) and
the name and address of the Proposer. If the requested number of copies does not fit into an
envelope, enclose all copies in a box, seal it and attach an envelope on top with the appropriate
information.
b.
Offers shall be mailed to the to the attention of Jodie L Fulton, Contract and
Procurement Manager, Jackson County Library District, Contract and Procurement Office,
Coates Hall 15, 3345 Redwood Hwy, Grants Pass, OR 97527, or hand- delivered to the Contract
and Procurement Office not later than the stated deadline. Facsimile offers or emailed offers will
NOT be accepted.
c.
The College is not responsible for Offers submitted in any manner, format or to any delivery
point other than as required.
d.
Proposers are solely responsible for ensuring that the College receives their Offers at the
required delivery point prior to closing.
•
Addenda: Pursuant to OAR 137-47-0430:
a.
The College may change this solicitation by written addenda only.
b.
No addenda shall be issued less than three (3) working days prior to the bid closing, unless
the addenda is to extend the closing date.
c.
The College shall publish any Addenda on the State of Oregon, ORPIN website and on the
College’s website at www.roguecc.edu/Purchasing/openbids.asp .
d.
Proposers are responsible to make inquiry as to any Addenda issued. Proposers should
frequently check the College and/or ORPIN websites regarding Addenda until RFP closing.
e.
The College may, at its discretion, extend the closing date of this solicitation to allow
Proposers time to analyze and adjust to changes.
•
Modification or Withdrawal: Pursuant to OAR 137-47-0440, a proposer may modify or
withdraw its offer in writing only prior to closing. Modification or withdrawal must be marked and
delivered as described in OFFER SUBMISSION above. A proposer may also deliver its modification
or withdrawal in person or faxed to the Contract and Procurement office at
541-956-7250. Proposers are responsible for ensuring that the College receives its modification
or withdrawal. Modifications or withdrawal must be prepared and submitted on the Proposer’s
letterhead and signed by an authorized representative of the Proposer.
a.
Modifications: Each modification shall state that the modification amends and
supersedes the prior offer.
b.
Withdrawals: The Proposer may withdraw its offer in person prior to the closing, upon
presentation of appropriate identification and evidence of authority satisfactory to the College. The
College shall void any date and time stamp mark.
•
Receipt, Opening, and Recording of Offers: Pursuant to OAR 137-47-0450:
a.
The College shall time and date stamp each Offer and any modification upon receipt.
The College shall not be responsible for the premature opening or failure to open an Offer that is
not properly addressed and/or identified.
b.
The College shall publicly open Offers including any modifications made to the
Offer.
•
Late Offers, Withdrawals, or Modifications: Pursuant to OAR 137-47-0460, any Offer
received after the closing is late. A Proposer’s request for withdrawal or modification of an Offer
received after closing is late. The College shall not consider late Offers, withdrawals or
modifications except as permitted in MISTAKES below. The College reserves the right to consider
Offers that have been delayed or mishandled by the College.
•
Mistakes by Proposer: Pursuant to OAR 137-47-0470, the College shall carefully consider
whether to permit waiver, correction or withdrawal of Offers for certain mistakes. The
College must not allow a Proposer to correct or withdraw an Offer for an error in judgment. The
College must reject any Offer in which a mistake is evident on the face of the Offer. If certain
mistakes in an Offer are discovered after Opening, but before Award of the Contract, the
College may take the following action:
a.
The College may waive, or permit a Proposer to correct, a minor informality; a matter of
form rather than substance that is evident on the face of the Offer, or an insignificant mistake
that can be waived or corrected without prejudice to other Proposers.
b.
The College may correct a clerical error if the error is evident on the face of the Offer,
or other documents submitted with the Offer, and the Proposer confirms the College’s
correction in writing. A clerical error is a Proposer error in transcribing its Offer.
c.
The College may permit a Proposer to withdraw an Offer based on one or more clerical
errors in the Offer only in accordance with OAR 137-47-0470 (2)(c) and (d).
•
Offer Evaluation and Award: Pursuant to OAR 137-17-0600:
a.
Evaluation: The College will utilize the following objective factors to determine that
Offer which provides the College with the optimal or best value:
i.
Responsibility of Proposer: Before awarding a Contract, the College must determine that
the Proposer submitting the most Advantageous Offer is Responsible. The College must use
the standards set forth in ORS
279B.110 and OAR 137-47-0640(1)(c)(F) to determine if a Proposer is Responsible. In the
event the College determines the Proposer is not Responsible, it must prepare a written
determination of non-responsibility as required by ORS 279B.110 and must reject the Offer.
ii.
Contingent Offers: The Proposer must not make its Offer contingent upon the College’s
acceptance of any terms or conditions (including Specifications) other than those contained in
this document.
iii.
Clarification of Proposals: After the Bid Opening, the College may conduct Discussions
with apparent Responsive Proposer(s) for the purpose of clarification and to assure full
understanding of the Proposal.
iv.
Objective Criteria: The College may allow, at its discretion, certain other objective
evaluation criteria. Examples of such criteria include but are not limited to: conversion costs,
transportation cost, cash discounts, Proposers’ performance history on other private and public
contracts, experience of key personnel, adequacy of equipment and physical location, financial
wherewithal, references and warranty provisions.
b.
Award:
i.
Award in part or in whole is contingent upon available funding. In the event adequate
funds are not appropriated and allocated by the RCC Board of Education, the College reserves
the right to cancel any solicitation and/or Contracts at no penalty. The College reserves the right
to request “best and final offer” in the event of inadequate funding for the project.
ii.
The College may award by item, groups of items or the entire Offer.
iii.
The College may award multiple Contracts if beneficial to the College for adequate
availability, delivery, service, competition, pricing, capabilities, or other factors deemed
significant by the College. This notice of Multiple Awards does not preclude the College from
awarding a single Contract.
iv.
The College may make a Contract for parts of the Solicitation for which acceptable
Offers have been received.
v.
The College may reject all or part of Offers and may issue a new Solicitation on the same or
revised terms, conditions and Specifications.
c.
The College may reject all Offers based upon the following criteria:
i.
In the event the College determines the Proposer is not Responsible, it must prepare a
written determination of non-responsibility as required by ORS
279B.110 and must reject the Offer.
ii.
The content of or an error in the Solicitation or the Procurement Process unnecessarily
restricted competition for the Contract.
iii.
The price, quality or performance presented by the Proposer is too costly or of
insufficient quality to justify acceptance of any Offer.
iv.
Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the
fairness and integrity of the competitive process.
v.
Causes other than legitimate market forces threaten the integrity of the competitive
process. Such as collusion, corruption, and/or inadvertent or intentional errors in the
Solicitation.
vi.
Any other circumstance indicating that awarding the Contract would not be in the public
interest.
•
Protest, Change, Clarification:
a.
Delivery: Written questions, changes, clarification, or protest must be faxed to (541)
956-7250, e-mailed to [email protected] or hand-delivered to the College’s
Contract and Procurement Office, Coates Hall 15, 3345 Redwood Hwy, Grants Pass, Oregon.
b.
Deadline: No questions, changes, clarifications, or protests will be considered after
12:00 noon April 21, 2014.
c.
Questions: All questions regarding this RFP must be submitted in writing to the
attention of Jodie L. Fulton, Contract and Procurement Manager. No oral questions will be
accepted. All questions received prior to the deadline must be received in written form and will
be answered by addenda.
d.
Change, Clarification, Protest: Proposers may request changes of clarification to, or
protest, the terms and conditions and/or the specifications of this RFP. Proposer comments must
be made in writing; such comments shall include:
i.
A detailed statement of the legal and factual grounds for the change, clarification,
or protest.
ii.
A description of the resulting prejudice to the Proposer; and
iii.
A statement of the form of relief requested or any proposed changes to the contract
terms and conditions or specifications.
e.
Response: All Proposers will be provided notice of the College’s determination (i.e.
entirely rejects or agrees with) in a written addenda to any questions, changes, clarification or
protest.
f.
Protesters must exhaust all administrative remedies before seeking judicial review.
•
Aggrieved Bidder:
a.
A Proposer may protest the Award of a Contract, or the Intent to Award a Contract if:
i.
The Proposer is adversely affected because the Proposer would be eligible for Award of
the Contract in the event that the Protest were successful and;
ii.
The reason for the Protest is that (the aggrieved Proposer must provide details):
(1) All higher scoring Offers are non-Responsive;
(2) The College has failed to conduct the evaluation of Offers in accordance with the criteria or
processes described in the Solicitation;
(3) The College’s evaluation of Offers or the College’s subsequent Intent to
Award is otherwise in violation of the provisions of ORS 279A or 279B.
b.
Protests must be made in writing and shall specify the grounds for the Protest as
outlined above. Protests may be faxed to (541) 956-7250, e-mailed to
[email protected] or hand-delivered to the College’s Contract and Procurement Office, 3345
Redwood Hwy, Grants Pass, Oregon.
c.
Aggrieved Proposer is responsible to ensure receipt of the protest.
d.
The protest must be delivered to all Responsible Proposers to allow for rebuttal.
e.
The College must not consider a Protest submitted after 12:00 Noon on the fifth (5) Day
after the date of the Notice of Intent to Award.
f.
The College must issue a Written Disposition of the Protest in a timely manner. If the
College upholds the Protest, in whole or in part, the College may in its sole discretion either
Award the Contract to the successful protestor or cancel the Solicitation.
g.
Protesters must exhaust all administrative remedies before seeking judicial review.
•
Offer Costs: The College is not liable for any costs incurred by the Proposer in its Offer
preparation.
•
Submittals: Submittals may be bound by staple or binder clip. Submittals will not be
evaluated on the aesthetic of the package.
Section III: Submission of Proposals
A.
Submission of Proposals
Five (5) copies of the Proposal must be submitted to Jodie L Fulton, Contract and Procurement
Manager, no later than 10:00 am PDT, Monday, April 24, 2014. Proposals submitted must be in
sealed envelopes and clearly marked as follows: RFP No. P179262014-04-24 – Contracted Security Services, Jackson County Library District. Proposals may be
hand-delivered or submitted by mail. Proposals submitted by mail must meet the above
requirements and should be addressed as follows:
Jackson County Library District
Jodie L Fulton, Contract and Procurement Manager
Coates Hall 15
3345 Redwood Hwy
Grants Pass, OR 97527
It is the sole responsibility of the Proposer to have the Proposal delivered to the college by the
date and time specified in the RFP. Any Proposals received later than the specified date and
time will not be accepted or considered. All responses will be retained as property of College.
B.
Proposal Organization
1.
2.
3.
4.
First Sheet – Offer Form (Attachment A).
All requested documentation listed in Section I, B of this RFP.
Proposal showing prices by campus and Bookstores listed separately.
At least 3 (three) professional references as listed on Attachment B.
Jackson County Library
District
Contract and Procurement
Office
3345 Redwood hwy
Grants Pass, OR 97527
541-956-7200
541-956-7250 (fax)
Offer Form – Attachment A
Name of Firm:
Address:
The undersigned certifies and agrees:
The prices in this Offer have been arrived at independently, without, for the purpose of restricting
competition, any consultation, communication, or agreement with any other Proposer relating
to (1) those prices (2) the intention to submit an Offer, or (3) the methods or factors used to
calculate the prices Offered.
The prices in this Offer have not and will not knowingly be disclosed by the Proposer, directly or
indirectly, to any other Proposer before the closing unless otherwise authorized by law.
That no attempt has been made or will be made by the Proposer to induce any concern to
submit or not to submit an Offer for the purpose of restricting competition.
If this offer is accepted, to furnish any or all items or services upon which prices are Offered at
the price entered on this schedule, delivered at the designated point, within the time specified.
That the person signing this offer is fully authorized to sign on behalf of the provider listed and to
fully bind the provider listed to all provisions and clauses thereof.
That the Provider will not discriminate when obtaining any required subcontractors in
accordance with ORS
279A.110(4).
Pursuant to ORS 279A.120, Provider (check one) is
If not, indicate State of residency:
/ is not
a resident bidder.
Respectfully submitted this
day of , 20
Proposer Acknowledges all addenda (check one) Yes
Signature:
Name (please type or print):
Title:
Phone:
Ext.:
Fax:
Prices good for:
Days (30 days minimum)
Email address:
(if applicable)
No
Attachment B
References –
Please list at least three references of similar projects you have performed work in the past year.
Your company name (printed)
Reference #1 Dates of Engagement
Name of individual or firm (printed or typed)
Street AddressCity, State, Zip
Phone number
Email address (if available)
Reference #2 Dates of Engagement
Name of individual or firm (printed or typed)
Street AddressCity, State, Zip
Phone number
Email address (if available)
Reference #3 Dates of Engagement
Name of individual or firm (printed or typed)
Street AddressCity, State, Zip
Phone number
Email address (if available