REQUEST FOR PROPOSAL (RFP)

Transcription

1 MT. SAN JACINTO COMMUNITY COLLEGE DISTRICT REQUEST FOR PROPOSAL (RFP) , POLICE SERVICES RFP DEADLINE- December 10, 2014 at 2:00 p.m. Advertisement Dates: November 26, 2014 and December 3, 2014

2 MT. SAN JACINTO C O M M U N I T Y COLLEGE DISTRICT REQUEST FOR PROPOSALS POLICE SERVICES NOTICE IS HEREBY GIVEN that the Mt. San Jacinto Community College District, hereinafter referred to as the "District", invites proposals for the award of a contract for Police Services. Each proposal must conform and be responsive to the specifications in the Request for Proposal (RFP). The Request for Proposals is available at Bids.aspx. Proposers are responsible to regularly check the District s website for addendums. Request for Proposals may also be examined and obtained at no charge in the College Purchasing Office, or by calling (951) Proposals shall be delivered and addressed to the Mt. San Jacinto College Purchasing Office, 1499 N. State Street, Room 705, San Jacinto, CA 92583, and shall be labeled Police Services, RFP No , 2:00 p.m., December 10, Any Proposer who wishes his proposal to be considered is responsible for making certain that his proposal is received in the Purchasing Office by the proper time. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered unless specified. Proposals received after the scheduled Submittal Deadline will be returned unopened. It is the responsibility of the Proposer to see that any Proposal submitted shall have sufficient time to be received by the Purchasing Office before the Submittal Deadline. Late proposals will be returned to the Proposer unopened. Proposals will not be opened publicly. Tammy Cunningham Supervisor, Procurement & General Services Published: Press Enterprise (Freedom Communications Holdings, Inc.) November 26, 2014 and December 3,

3 I. BACKGROUND On behalf of the Mt. San Jacinto Community College District ("District"), we are inviting written Requests for Proposals, including supporting material, to provide law enforcement services to District property, students and personnel. Mt. San Jacinto Community College is a single-college, multi-campus district that serves the needs of students within a 1,700-square-mile area of western Riverside County. This is one of the fastest growing community colleges in the state and it is expected to continue growing for some time. Currently, the District serves more than 22,000 students a year on five campuses, San Jacinto and Menifee Valley, Temecula Education Complex (1 and 2), and the San Gorgonio pass. The District provides a comprehensive education that includes transfer to four-year universities, technical, vocational, non-credit and community service programs. Mt. San Jacinto College, a California Community College, offers accessible, innovative, comprehensive and quality educational programs and services to diverse, dynamic and growing communities both within and beyond traditional geographic boundaries. We support life-long learning and student success by utilizing proven educational methodologies as determined by collaborative institutional planning and assessment. To meet economic and workforce development needs, MSJC provides students with basic skills, general and career education that leads to transfer, associate degrees and certificates. Our commitment to student learning empowers students with the skills and knowledge needed to effect positive change and enhance the world in which we live. The District currently operates its own sworn POST certified Police department. The department was formed by Board resolution on May 22, On November 13, 2014 the Board ratified a Memo of Understanding (MOU) to eliminate the POST officers therefore restructuring the department and seek Police services via a contract provider. The District has Non-Sworn Campus Safety Officers (CSO s) that will remain employees of the District. These CSO s will continue to perform in a security role providing nonpolice related services such as, Parking enforcement, Student escorts, door unlocks, and etc. It is the District s desire to find an Agency to take over Police services that is willing to work collaboratively with District personnel to include the existing Campus Safety Officers (CSO s). The supervision and oversight of these CSO s will remain the responsibility of the District and not the selected Agency. The District will employ a Safety and Security Manager that will provide oversight for the CSO s and will be the District liaison with the selected Agency leadership. The District is seeking a full service law enforcement agency to provide police services to all District property to include the San Jacinto, Menifee Valley, Temecula Educational Centers (1 and 2), and the San Gorgonio Pass campuses. The District seeks an Agency that is willing to partner with the District to provide a safe and positive atmosphere for students, faculty, and staff. The successful Agency will become a key partner within the District to provide for the safety and security for all campuses and surrounding areas. II. This is an all or nothing bid. The District will contract with one Agency exclusively. SCOPE OF PROPOSAL 2

4 Mt. San Jacinto Community College District is seeking proposals from qualified POST certified law enforcement agencies for Police services in accordance with the Scope of Proposal specified in this RFP. An award will be made to the Agency that demonstrates experience and expertise in providing community oriented Police services that proposes reasonable fees and meets the requirements of this RFP. The District will compare and evaluate all proposals and select an Agency that best meets the needs of the District based on the scope of services to include: One POST Certified Supervisor or Manager on-site, forty hours (40) hours per week (This position will be the law enforcement liaison with the District) One POST Certified Officer for 16 hours per day on the Menifee Valley Campus Monday through Thursday ( ) and one Officer for ten (10) hours per day Friday and Saturday ( ). This position will also cover services for the Temecula Educational Centers I and II. One POST Certified Officer for 16 hours per day on the San Jacinto campus Monday through Thursday ( ) and one Officer for ten (10) hours per day Friday and Saturday ( ). This position will also cover services for the San Gorgonio Pass Campus. The selected law enforcement Agency will indemnify the District and any of its employees from any liability resulting from any act or omissions of Agency personnel. 1. Specific Responsibilities The selected Agency shall have extensive experience in delivering law enforcement services within an educational environment. The officers assigned to the contract should be certified as School Resource Officers (SROs). The services provided by the selected Agency shall include, but may not be limited to the following: a. Provide general law enforcement duties within the boundaries of the District to include all District properties. This would include responding to calls for service from District personnel and students as well as preventative proactive patrol. While selected law enforcement personnel will be assigned to a specific campus, it is understood that they will have the flexibility to respond to calls for service anywhere within the District boundaries. b. Provide all investigative responsibility for criminal investigations that occur on District properties. c. Assist with traffic and parking enforcement within District boundaries. 3

5 d. Ensure dispatch services for appropriate MSJC personnel. e. Provide a records management system for the collection of reports and statistics related to incidents that occur on District properties. f. Provide a secure location for the proper handling and disposition of evidence for incidents that occur on District properties. g. Provide vehicle resources for personnel assigned to the contract. h. Provide supervision for assigned personnel and collaborate with the District s Safety and Security Manager. This collaboration is viewed by the District as key to the success of the contract and will fulfill the mandated obligations per the Cleary Act. The Safety and Security Manager will be responsible for Cleary reporting requirements with the input and collaboration from the selected law enforcement Agency leadership. i. The selected Agency Supervisor will become an integral part of the District s Emergency Preparedness planning operations in concert with the designated MSJC Administrator to include assisting with specific training such as active shooter and other related topics. III. RFP RESPONSE REQUIREMENTS AND SUBMITTAL FORMAT The District requires each vendor to submit a proposal clearly addressing all of the requirements outlined in this RFP. Proposals must conform to all requirements stated below, and elsewhere in this RFP. Disregarding these requirements may result in disqualification of the proposal. Before submitting a proposal, each Agency shall familiarize itself with the RFP, including the Scope of Proposal, and all laws, regulations and other factors affecting contract performance. 1. Cover Letter All proposals must include a cover letter submitted under the Agency name on the Agency s letterhead containing the signature and title of a person or an official of the Agency who is authorized to commit the Agency to a potential contract with the District. The cover letter must also identify the primary contact for this proposal and include the District s RFP number found within this RFP. The cover letter should express the Agency s interest and serve as an executive summary of the proposal. Claims of proprietary information must be included in the cover letter. 2. Proposal Copies The Agency must submit one (I) original copy of the proposal clearly marked "Original". In addition, the Agency must submit five (5) identical hardcopies and 4

6 one (I) electronic version (CD or flash drive). 3. Statement of Qualifications The Statement of Qualifications verbiage must describe the Agency qualifications to provide the requested services and include the following: Description of the nature of the Agency s business; include a description of experience, competencies, and overall organizational capabilities. Location of the Agency s main office and, if applicable, all California offices. Corporate organization chart indicating key management team members. Number of years in business. 4. Schedule of fees. Each proposal must state the compensation that will be required for the services requested in this RFP, to include a reasonable estimate of any expenses for which respondent expects to be reimbursed. Billing for reimbursable services shall be listed in detail including all services and costs. In addition, an explanation of the Agency s billing practice should be provided. 5. References The proposer must provide three (3) independent references from three (3) different projects of similar scope, nature, and complexity to that requested by the District. The District prefers educational or governmental entity references. Each of the references must include the following information: a. Entity Name b. Address, City, Province/State/Country c. Contact Name, Title, Phone Number, and Address 6. Response to Scope of Proposal Responses must be clear and thorough, but concise, and written in plain, easy to understand language. Responses must follow the numbering format used in the Scope of Proposal section. 7. Exceptions Requested Any exceptions to the requirements of this RFP that the Agency requests the District to consider must be placed in this section. Each alternate or exception should be addressed separately with specific reference to the requirement. If there are no proposed alternates or exceptions, a statement to that effect must be 5

7 included in this section of the proposal. Any proposed terms and conditions, contracts, waivers, licenses or agreements required by the Agency should be included here with a brief explanatory introduction. 8. Proprietary Information In the event any proposer shall include in the proposal any information deemed "proprietary" or "protected," such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any and all information included in the proposals submitted unless the information is expressly restricted by the proposer. IV. EVALUATION OF PROPOSALS 1. All proposals submitted by due date and time will be analyzed and the District will select an Agency to which a contract will be awarded. The Board of Trustees may request an interview with the proposer if deemed necessary. 2. The District s selection will be based on its evaluation of which proposal will provide the package most beneficial to the District. The proposal selected will be based on best value and the most advantageous to the District. V. GENERAL PROVISIONS 1. All questions and inquiries should be made in writing and ed by December 4, 2014 to Ava Hill, ahill@fpps.us and a copy ed to Tammy Cunningham, tcunningham@msjc.edu. 2. Addenda - The District may modify this RFP or any of its deadline dates set forth in the RFP prior to the date fixed for the submission by issuance of an addendum. 3. Withdrawal of RFP prior to opening - the proposer may withdraw its RFP by submitting a written or facsimile request signed by the proposer s authorized representative. 4. Right of Cancellation - the District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for statement preparation, interview, fee negotiation or other marketing costs associated with RFP. The District may reject any or all submittals and may waive any immaterial deviation from the RFP. The District s wavier of an immaterial defect shall in no way modify the RFP documents or excuse the submitter from compliance with other provisions of the RFP. 6

8 5. No proposals may be withdrawn for a period of one hundred twenty (120) calendar days after the proposal submission date. 6. Disposition of Submittals All RFP submittals become the property of the District Information contained therein shall become public documents subject to Public Records Act. Respondents financial information or any pages in the proposal that vendor deems to be proprietary shall be marked "Proprietary Information" and will be kept confidential. 7. Evaluation of Statement of Qualifications (Section III.3) - The District's evaluation is solely for the purpose of determining which Agencies are deemed qualified. Statements of Qualification will be reviewed and a determination made by the District based upon the submitted information and any other information available to the District. The District may request an Agency to submit additional information pertinent to the RFP. The District also reserves the right to investigate other available resources in addition to any document included with the proposal. 8. Insurance - The selected Agency shall carry and maintain during the term of the agreement, such errors & omissions, general liability, workers' compensation and vehicle insurance as may be required to protect the Agency and the District as their interests may appear. Evidence of such coverage shall be provided in the proposal. Proposals must specify the carrier and have coverage limits of no less than the amount identified below: a. General Liability - $5,000,000 per occurrence and $10,000,000 aggregate b. Auto Liability - $1,000,000 c. Worker s Compensation Statutory d. Employer s Liability - $1,000,000 e. Law Enforcement Liability - $5,000, Workers' Compensation Insurance - Agency agrees to comply fully with all provisions of all applicable workers' compensation insurance laws, and shall procure and maintain in full Force and effect workers' compensation insurance covering its partners, employees and agents while said persons are performing services pursuant to this Agreement. In the event that an employee of Agency performing this Agreement files a workers' compensation claim against the District, Agency agrees to defend and hold the District harmless from such claim. 10. Hold Harmless and Indemnification - The Agency shall hold harmless and indemnify the District, its officers, agents and employees from and against any and all actions, suits, or other proceedings, costs (including reasonable attorneys' fees) and damages as may arise as a result of performing the work hereunder, except such actions, suits or other proceeding as may arise as a result of the negligence or willful misconduct of the District, its officers, agents, and employees. 11. Contract for Services - The Agency selected will be required to sign a contract and 7

9 additional terms and provisions may be included in the contract. The District anticipates the following provisions will become part of the contract: a. Compensation b. Term/Termination c. Assignment d. Hold Harmless Clause e. Insurance In addition, parts of the proposal submitted by the respondent and this RFP may be part of any such contract awarded. 8

10 RFP Checklist (Please include this page with proposal) The following list of items must be included with each proposal submitted by the due date: a. Cover letter b. Statement of Qualifications c. Schedule of Fees d. Full Response to Scope of Proposal e. Non-Collusion Affidavit (included in package) f. Hold Harmless Agreement (included in package) g. Certificate Regarding Workers Compensation (included in package) h. Proposal Signature Form (included in package) If applicable, receipt of: 1. Addendum no Addendum no Addendum no Addendum no Addendum no. 5 9

11 STATE OF CALIFORNIA REQUEST FOR PROPOSALS POLICE SERVICES NON-COLLUSION AFFIDAVIT County of, being first duly sworn, deposes and says that he/she is (Title) of (Name of Company) The party making the foregoing proposal; that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the respondent has not directly or indirectly colluded, conspired, connived, or agreed with any respondent or anyone else to put in a sham proposal, or that anyone shall refrain from responding; that the respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the respondent or any other respondent, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other respondent, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the respondent has not, directly or indirectly, submitted its price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member of agent thereof to effectuate a collusive or sham proposal. Signature: Print Name: SUBSCRIBED BEFORE ME on this day of, 20 Notary Public: My Commission Expires: 10

12 REQUEST FOR PROPOSAL POLICE SERVICES HOLD HARMLESS AGREEMENT The Vendor agrees to and does hereby indemnify and hold harmless the DISTRICT, its officers, agents, and employees from every claim or demand made, and every liability, loss, damages, or expense, or any nature whatsoever, which may be incurred by reason of: Liability for damages for (1) death or bodily injury to persons, (2) injury to, loss or theft of property, or (3) any other loss, damage or expense arising under either (1) or (2) above, sustained by the Vendor or any person, firm or corporation employed by the Vendor upon or in connection with the work called for in this Agreement, except for liability resulting from the sole negligence, willful misconduct, or active negligence of the DISTRICT, its officers, employees, agents or independent vendors who are directly employed by the DISTRICT; and Any injury to or death of persons or damage to property caused by any act, neglect, default or omission of the Vendor, or any person, firm, or corporation employed by the Vendor, either directly or by independent contract, including all damages due to loss or theft, sustained by any person, firm or corporation, including the DISTRICT, arising out of, or in any way connected with the work covered by this agreement, whether said injury or damage occurs either on or off school DISTRICT property, if the liability arose from the negligence or willful misconduct of anyone employed by the Vendor, either directly or by independent contract. The Vendor, at his own expense, cost, and risk, shall defend any and all actions, suits, or other proceedings that may be brought or instituted against the DISTRICT, its officers, agents or employees, on any such claim, demand or liability, and shall pay or satisfy any judgment that may be rendered against the DISTRICT, its officers, agents or employees in any action, suit or other proceedings as a result thereof. SUBMITTED BY: COMPANY SIGNATURE NAME TITLE DATE In accordance with the Corporations Code of California, any contract entered into by any corporation with Mt. San Jacinto Community College District shall be signed by two officers of the corporation: the president/ceo or any vice president AND the secretary or the treasurer/cfo or any assistant treasurer. If bidder is a corporation, and signer is not an officer, attach certified copy of by-laws or resolution authorizing execution. If bidder is a corporation, affix corporate seal. If signer is an agent, attach power of attorney. If bidder is not an individual, list names of other persons authorized to bind the organization. 11

13 REQUEST FOR PROPOSAL POLICE SERVICES WORKERS COMPENSATION Labor Code Section 3700 in relevant part provides: Every employer except the State shall secure the payment of compensation in one or more of the following ways: 1. By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. 2. By securing from the Director of Industrial Relations a certificate of consent to selfinsure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations, of ability to self-insure and to pay any compensation that may become due to employees. I am aware of the provisions of Labor Code Section 3700 which require every employer to be insured against liability for workers compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provision before commencing the performance of the work of this contract. Proper Name of Bidder By: 12

14 REQUEST FOR PROPOSAL POLICE SERVICES Due Date: December 10, 2014 at 2:00 P.M. PROPOSAL SIGNATURE FORM The undersigned officer, having become familiar with the Request for Proposal, the specifications, the contract terms and conditions, the solicitation conditions, and the instructions for completing the PROPOSAL form, hereby offers to provide the products and services described in the request for proposal for POLICE SERVICES. Bidder proposes and agrees to provide the equipment, materials, services, and related documentation required for the proposal described as, POLICE SERVICES in the amounts proposed in the response. A duly executed copy of the signature page of this proposal document must accompany the response. Company Name Authorized Signature Name of Authorized Signer Title Address City State Zip Phone Number Fax Number Number of Addenda received, acknowledged and incorporated into this Proposal: 13