REQUEST FOR PROPOSAL Specification # 5109 SCHOOL CROSSING GUARD SERVICES

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1 Department of Finance Tel (914) North Avenue New Rochelle, NY Writer's Tel (914) Howard Rattner Commissioner Mark Zulli Deputy Commissioner January 21, 2016 REQUEST FOR PROPOSAL Specification # 5109 SCHOOL CROSSING GUARD SERVICES I) INTENT The City of New Rochelle is soliciting proposals from qualified companies to provide school crossing guard services as outlined in this Request for Proposal. II) PROPOSAL DUE DATE Proposals will be accepted up until 3:00 pm on MARCH 22, 2016 in the Purchasing Office, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, New York and should be mailed to the attention of Mark Zulli, Deputy Finance Commissioner. Please include Spec. #5109 on your proposal envelope. III) GENERAL INFORMATION The City of New Rochelle (the City ) is seeking proposals from qualified school crossing guard service providers. The contract for services shall include the recruitment, hiring, training, supervision, coordination, and management of all crossing guards. The provider shall be responsible for providing all school crossing guards with appropriate uniforms and equipment as specified in the Scope of Services. The City of New Rochelle Police Department crossing guard program requires services at the times and locations indicated in Attachment A. The provider shall guarantee coverage at all designated locations for all days school is in session. The City is seeking proposals for a three-year period starting with the Fall 2016 school semester and ending after 2019 summer school session with an option to renew for additional contract periods based on mutually agreed upon performance and renewal rates. Pricing and fees for all three years of the initial contract period shall be included in the proposal. The City reserves the right to select, negotiate and subsequently award, the proposed service which best meets our required needs, quality levels, and budget constraints. The award may be in part or whole. To learn more about the City of New Rochelle, please visit our website at 1

2 IV) SCOPE OF SERVICES The following section describes the City s needs and requirements for professional school crossing guard services. Please address each of these areas of operations in your proposal. Your proposal should describe in detail how your organization will address each of these requirements. A. Duties: The proposer shall monitor, supervise, and assure the safety of only elementary children who utilize intersections and crosswalks while moving to and from school zones. Duties of crossing guards are as follows: 1. Halt vehicles when necessary by hand signal to permit children to cross the road safely. 2. Maintain order among children assembled at street crossing points and permit them to cross only when they can do so safely. 3. Report to the Police Department the license plate numbers of motor vehicles who violate traffic laws or crossing guard instructions. 4. Make children aware of the elements of traffic safety and operation of pedestrian controls. 5. Report to school authorities the names of children who do not follow safety regulations. 6. Wear a reflective traffic safety vest at all times when on duty as part of uniform. B. Crossing Guard Minimum Qualifications: The proposer shall perform all work to the highest professional standards. Minimum qualifications for crossing guards are as follows: 1. City of New Rochelle Police Department has final say on hiring of personnel. 2. Be at least twenty-on (21) years of age. 3. Be physically and mentally capable of performing duties of a crossing guard. 4. Have the ability to give and follow oral instructions. 5. Have the ability to establish and maintain effective working relationships with children, parents, school officials, and law enforcement officials. 6. Have the ability to remain calm and use judgment and initiative in an emergency. 7. Be a high school graduate. C. Coverage: The proposer agrees to provide each crossing guard with an approved uniform and each crossing guard must wear it while present at each of the required locations during the designated hours as listed on the current location schedule set forth in Attachment A. The Proposer must guarantee coverage at all designated locations during the required time periods. The Proposer shall maintain adequate reserve personnel to be able to furnish alternate crossing guards in the event that any person fails to report to work. The Proposer shall arrange for and provide all substitute employees, ensuring that all locations are staffed during required time periods. The Proposer shall contact the Police Officer in charge immediately if a position cannot be filled by the Proposer. If the Proposer cannot provide a substitute in a timely fashion and the City of New Rochelle Police Department staffs that position, the City will bill the 2

3 Proposer for the period of time spent covering that post in accordance with the City s Police Department existing staff cost recovery procedures. D. Start and End Times: All crossing guards are required to be at their assigned post according to the schedule established by the City in Attachment A. E. School Cancellation: When in the event public or parochial school classes may be canceled due to an unscheduled school closing, crossing guard services need not be provided, and therefore, no payment for services will be rendered. Contractor must be able to be reached to receive notification of cancellation beginning at 5am. The City reserves the right to cancel crossing guard service at any or all designated locations as a result of an unscheduled school crossing, without penalty, provided a minimum of one and a half (1 ½ ) hours notice is given to the Provider. F. Penalties: The City reserves the right to impose a penalty against the Proposer of fifty dollars ($50.00) per miss when given one hour or more advance notice and a penalty of one hundred and fifty dollars ($150.00) per miss when less than one hour advance notice is given. In addition to any remedy contained herein, five or more misses shall at the option of the City constitute default of this agreement. G. Uniforms: The Contractor agrees to provide to each crossing guard, at no direct cost to the City or employee, a uniform, which includes at a minimum the following items: 1. One yellow raincoat 2. One vest, with fluorescent stripes in accordance with National Highway Traffic Safety Administration standards 3. One hand-held stop sign H. Number of Guards: The Proposer shall be responsible for providing SEVENTEEN (17) guards for the duration of the contract. Additional guards may be added upon mutual agreement of the parties as follows: The City shall be solely responsible for determining the need for additional guards; the proposer s decision whether or not to add guards shall be based solely on its ability to provide staffing. The City may unilaterally reduce the number of guards required upon twenty-four (24) hours notice without penalty. The City retains the right to change the designated locations and/or the number of hours to be worked at each designated location. I. School calendar: The City shall provide the Proposer with a calendar for the City of New Rochelle Police Department and each parochial school with students residing in New Rochelle with scheduled school crossings at the beginning of the school year. 3

4 J. Schedule Modifications: The Proposer is required to staff the crossing guard positions whenever the schools modify their schedules. The Proposer shall be compensated for and invoice the City only for the actual hours of crossing guard services provided, unless in certain cases and agreed upon by both parties, a minimum number of paid hours per day is found to be the best solution to staff a particular location. K. Training of Personnel: 1. The contractor will provide recognized training prior to assignments for all crossing guards from vendors such as Safe Routes or an equivalent. The contractor further agrees that the training must cover handling traffic, crossing children safely, appearance, emergency conditions including injuries and motor vehicle accidents, legal powers, duties, knowledge of the legal authority and limitations of the position, the requirements and courtesies in dealing with children, the motorist, and the general public. Such training shall also include instructions of good behavior, proper wearing of the uniform and an orientation in the job requirements as agreed upon by the contractor and the City. 2. The contractor agrees to provide all crossing guards with on-the-job training to be conducted as the assigned locations, with instruction adequate to provide the assigned crossing guard an understanding of the duties and characteristics that may be unique to the location. Additional on-the-job training is to be provided whenever a change of any type affects the job duties at a particular crossing. 3. Clerical and supervisory personnel of the Contractor may not function as crossing guards without classroom and on-the-job training detailed above. 4. The contractor shall establish operating regulations and genera orders governing the conduct and procedures of crossing guards and shall inform the crossing guards as to said regulations and orders. 5. The contractor shall check the criminal records including fingerprints of all guards throughout the Department of Justice and shall not employ any individual who has been convicted of any felony, misdemeanor or other offense, the circumstances of which substantially relate to the circumstances of the particular job or licensed activity. The contractor shall provide the City of New Rochelle Police Department with all criminal records information obtained during the background check. 6. All guards must wear a contractor provided identification card while on duty. 7. The Contractor shall provide a refresher-training course for all crossing guards no sooner than thirty (30) days before the beginning of each school year. L. Removal of Crossing Guard: Any employee whose conduct is not satisfactory, as determined by the City, shall be removed from providing crossing guard services in the City. 4

5 M. Public Complaints: The Proposer shall investigate all public complaints concerning crossing guard services. In the event of a complaint, the Proposer shall contact the appropriate contact at the City of New Rochelle Police Department within two (2) hours to advise the nature of the complaint and the course of action/remedy/resolution of said complaint. Proposer shall furnish a written report of the incident to the City of New Rochelle Police Department within five (5) business days after the occurrence. N. Insurance Requirements: 1. The provider will carry adequate insurance coverage. A certificate of insurance and endorsement will be required upon notification of award. 2. It is hereby agreed and understood that the insurance required by the City of New Rochelle Police Department is primary coverage and that any insurance or self insurance maintained by the City of New Rochelle Police Department, its officers, council, members, agents, employees or authorized volunteers will not contribute to a loss. All insurance shall be in full force prior to commencing work and remain in force until the entire job is completed and the length of time that is specified, if any in the contract or listed below, whichever is longer. 3. Provider may effect and maintain any insurance coverage, including, but not limited to, Workman s Compensation, General Liability, Professional and Automobile Liability, Excess/Umbrella Liability to support such financial obligations. Type of Coverage Workers Compensation Professional Liability Commercial Liability Bodily Injury & property damage (Incl. personal injury, fire, legal Contractual & Products/Completed Operations) Automotive Liability Bodily Injury & Property Damage All Autos Owned, Non-owned And/or Hired Uninsured Motorists Excess/Umbrella Liability Minimum Limit Statutory as required by State Statute $1,000,000/ Each Claim $1,000,000/ Aggregate $1,000,000/ Per occurrence $1,000,000/Personal & Adv Injury $2,000,000/General Aggregate $1,000,000/Products-Comp/OP Agg $5,000- Medical Exp (any one person) $1,000,000 Combined Single Limit $1,000,000 Each occurrence 5

6 THE CITY OF NEW ROCHELLE, AND ITS EMPLOYEES, COUNCIL MEMBERS, AND ITS INTERESTS MAY APPEAR, SHALL BE NAMED AS AN ADDITIONAL INSURED FOR COMMERCIAL, GENERAL LIABILITY, AUTOMOTIVE LIABILITY, EXCESS/UMBRELLA LIABILITY, AND BE AFFORDED A THIRTY (30) DAY WRITTEN NOTICE CANCELLATION OR NON-RENEWAL. DISCLOSURE MUST BE MADE OF ANY NON-STANDARD OR RESTRICTIVE ADDITIONAL INSURED ENDORSEMENT, AND ANY USE OF NON-STANDARD OR RESTRICTIVE ADDITIONAL INSURED ENDORSEMENT WILL NOT BE ACCEPTABLE. A CERTIFICATE INDICATING THE ABOVE COVERAGES SHALL BE SUBMITTED FOR REVIEW AND APPROVAL BY THE CITY FOR THE DURATION OF THIS AGREEMENT. O. Reports: Proposer shall provide the following reports to the City in the frequencies specified: 1. Weekly group Time sheet: This report shall include each post location, by school name in alphabetical order, identification of the guard assigned to each post location, number of hours per day worked at each location during the week and other pertinent information to document that all crossing guard post were properly staffed during the week. Each report shall be signed by the Proposer certifying that the Proposer s employees worked the hours listed on the timesheet. This report shall be ed to the City of New Rochelle Police Department not later than the Wednesday following each week worked. 2. Daily Time Sheets: Proposer shall maintain at its offices, and make available for inspection by City personnel, daily time sheets for all crossing guards and supervisors assigned to this contract. These sheets will be called in daily to the New Rochelle Police Department. 3. Master Crossing Guard List: This report shall include all crossing guards and their assigned posts, back-up guards and supervisors assigned to the contract. This report is to be provided at commencement of the school year and updated periodically as changes occur. This report shall be via electronic mail to the Police Department Crossing Guard Administrator in Microsoft Excel format. 4. Student Count Report: A student count report may be conducted, upon request of the Police Department Crossing Guard Administrator. This report will contain the following information: Guard name, location and the number of students crossed A.M. and P.M. This report, when requested, shall be ed to the Police Department Crossing Guard Administrator. 5. Complaint Report: Proposer shall have an established procedure for handling, responding to, and documenting actions regarding all complaints received. A report of all complaints shall be provided to the Police Department Crossing Guard Administrator. This report shall include the following minimum information: Date of 6

7 complaint, post location, guard identification, type of complaint, action taken, total number of complaints for the reporting period. This report shall be sent via electronic mail in Microsoft Excel format. P. Contractor/City Meetings: The City may request periodic meetings with the Proposer to review performance, address specific issues, etc. Proposer agrees to attend these meetings, at no charge to the City, as necessary during the Contract term. Additionally, the Proposer may be requested to attend various meetings involving the school principals, parents, and similar entities regarding contract and/or safety-related issues. Proposer agrees to do so at no charge to the City. Q. Contract Termination: 1. The City shall have the right to terminate the contract, or a part thereof, in the event that previous unknown circumstances arise in which the contract is not deemed to be in the best interest of the public, the provider is not adequately complying with the specifications, the provider fails to supply properly trained/skilled personnel, the provider unnecessarily or willfully delays the performance or completion of the work, the provider refused to proceed with the work as directed by the City, or the provider abandons the work. 2. The City may terminate the contract for any reason by providing 30 days written notice to the provider. 3. The proposal shall address the provider s rights to terminate the contract and standards for providing notice to the City for contract termination. V) COST PROPOSAL Proposers are required to complete the Cost Proposal Form as provided in Attachment C. Two signed copies of the Cost Proposal Form shall be submitted in a separate, sealed envelope marked Cost Proposal in conjunction with the proposal responses. VI) CONTRACT TERM The awarded service provide will be award a contract for a three (3) year term with the option to extend the contract for additional years upon mutual consent. VII) FIRM QUALIFICATIONS AND EXPERIENCES A. Provide an overview and history of the firm including the length of time it has been providing crossing guard services and the key project personnel s qualifications. B. Include information about your company so the City can evaluate the Proposer s stability and ability to support the commitments set forth in response to the RFP. 7

8 C. List the company s complete legal name, full address, headquarter location and if applicable, all satellite offices. D. List the main location/address serving the City of New Rochelle. Include the complete address, hours of operation, number of employees in the office location and availability of staff after normal working hours. E. List the contact person for this RFP, name, title, , and phone. F. Number of years the company has been in business. G. Total number of current employees. H. Indicate the capability of your firm to hold harmless, indemnify and defend the City for losses, costs and expense arising from liability claims resulting from alleged negligence f your firm, its officers, employees and subcontractors; describe the liability insurance coverage carried by your firm. I. Provide a statement of assurance that your firm is not presently in violation of any statutes or regulatory rules that might have an impact on your firm s operations. Describe any controversies and lawsuits in which your firm is or has been involved during the past five (5) years relating to governmental practices. J. Project staffing Identify the person to be designated as the project manager and the person designated as the field supervisor. K. Include a listing, with qualifications, of personnel who have had experience in supervising school crossing guards, and other employees shall be associated with this service. L. Also provide resumes of key personnel involved with this service. M. For the project manager, include relevant information regarding the recent management of three similar programs. N. The City expects that the field supervisor shall be available by telephone on all occasions for discussion with City staff, and to be locally available for meetings in person upon 24-hour written or telephone notice. O. Submit an organizational chart showing the name of the project manager, field supervisor and other key personnel, and all staff assigned to the project. The City reserves the right to approve the final staffing plan. Submit a plan to ensure all positions are properly staffed during the times designated by the City. The plan shall include any policies dealing with the staffing of alternate Crossing Guards should an assigned Crossing Guard fail to report for duty. VII) REFERENCES Proposers are to complete Attachment D to provide the City with at least THREE (3) references. References should be current customers utilizing services similar to those requested. New York State municipalities are preferred. The City may contact the references provided. 8

9 VII) PROPOSAL REQUIREMENTS A. RFP Schedule Issue request for Proposals Date: Deadline for Submission of Inquiries Date: Proposals Due (3:00 PM EST) Date: Review of Proposals & Committee Recommendation Date: Approval by City Council (estimated) Date: B. Inquiries Questions and correspondence regarding the RFP shall be ed to the City s Traffic Sergeant, Myron Joseph at mjoseph@newrochelleny.com prior to March 4, All questions, answers, and clarifications will be provided to all vendors who register with the City. To assure you receive all information available, please REGISTER with the city by ing mjoseph@newrochelleny.com AS SOON AS POSSIBLE. C. Submission of Proposals Your proposal should include the following and clearly label all sections to coincide with the RFP: a) Detailed information on how the firm meets the qualifications and Scope of Work requirements as requested herein. b) Name and resumes of principals and associates to be assigned to this project. c) A completed and signed Exhibit A attached hereto. d) Cost proposal as requested herein. e) Provide one (1) original and four (3) copies of your proposal response. f) Proposal must remain valid for ninety (90) days. Proposals will be accepted up until 3:00 pm on March 22, 2016 in the Purchasing Office, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, New York and should be mailed to the attention of Mark Zulli, Deputy Finance Commissioner. Please include Spec. #5109 on your proposal mailing envelope. D. Terms and Conditions 1. The City of New Rochelle reserves the right to reject any or all proposals or to accept any proposal deemed to be in the best interests of the City of New Rochelle. 2. Proposals shall remain valid for a minimum of 90 days. 9

10 3. Changes to the RFP documents shall be by written addendum only. 4. There is no expressed or implied obligation for the City of New Rochelle to reimburse responding providers for any expenses incurred in preparing proposals in response to this request. 5. Proposals submitted are considered public information in accordance with New York statutes governing data practices. Should you have any sections of the proposal that are considered trade secrets, please identify those in a separate document at the end of the proposal. 6. Any contract shall contain a provision for cancellation of the contract by either party with a required 90 day written notice to the other party. VIII) EVALUATION and AWARD CRITERIA The City of New Rochelle reserves the right to award the contract generated from this RFP to the respondent who presents a proposal that best meets the requirements as listed herein and represents the most beneficial procurement as determined by the City. The award will be made by the City s RFP Evaluation Committee and shall be based on the respondent s qualifications including, but not limited to the following: references, knowledge and interpretation of the City s needs, experience with similar projects. Proposals will be evaluated and scored on the basis of the following criteria: a. Experience and Qualifications of the Respondent (maximum 50 points) Consideration will be given to respondents demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP and as outlined in Sect 5 of this RFP including: b. Quality of Proposal/Interview and Proposal Completion (maximum 30 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. c. Financial Terms (maximum 20 points) Consideration will be given to proposals that present the most cost efficient terms to the City over the term of the contract. The City reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the City. Proposals will only be accepted from thoroughly competent, experienced and financially qualified individuals or entities as determined solely by the City of New Rochelle. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. 10

11 This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user requirements of the City of New Rochelle. Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the City of New Rochelle, will commit the City to award a contract to any vendor even if all of the user requirements in the RFP are met. The City may modify these requirements in whole or in part and/or seek additional vendors to submit quotations. Only the execution of a written contract will obligate the City in accordance with the terms and conditions contained in such contract. Respondents may be required to make a presentation of their qualifications to the committee. Interviews: The City may interview the top ranked firm or firms, at the City s choice, that are considered most competitive. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and proposal submittals. Consultants invited to interview are to bring the assigned project manager that has been named by the firm, and may bring other key personnel named in the proposal. Professional References: The City may contact one or more professional references that have been provided by the Proposer, or other sources that may not have been named by the Proposer but can assist the City in determining performance. XI) Right to Reject Proposals: Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of New Rochelle and the service provider selected. The City of New Rochelle reserves the right to reject any or all proposals. 11

12 CROSSING LOCATION Lincoln Ave & Webster Ave Washington Ave & 6 th St ATTACHMENT A SCHOOL CROSSING GUARD LOCATION SHEET Washington Ave & Webster Ave Albert Leonard Rd & Sussex Rd Webster Ave & Mayflower Ave Quaker Ridge Rd & Sussex Rd Weyman Ave & Emmett Terr. Pelham Rd & Franklin Ave Lispenard Ave & Lyon Pl (at Holy Name Church) (see Note Below) Webster Ave & Glenmore Dr Pelham Rd & North Ave Pelham Rd & Church St Rogers Dr & Iselin Dr Weyman Ave & Elm St Drake Ave & Elm St Washington Ave & 4 th St Calhoun Ave & Lakeside Dr HOURS: ALL LOCATIONS SHALL BE MANNED FROM / Full days, and / on half days. NOTE: Lispenard Ave & Lyon Pl (at Holy Name Church) has half Days Hrs, first Friday of month and will have additional days off that will not require coverage. Estimated number of school days is 180 days 12

13 EXHIBIT A : REQUEST FOR PROPOSAL SPECIFICATION #5109 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If NO, please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief: A. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder of any competitor; and B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5109 except as identified. Company Name and Address Signature Date Name and Title Phone Number Address Fax Number 13