Invitation for Bid. SEALED BID # QCC18-S001 Security Services

Transcription

1 670 West Boylston Street Worcester, Massachusetts P (508) F (508) Invitation for Bid SEALED BID # QCC18-S001 Security Services Quinsigamond Community College is soliciting bids for security services for our locations at 20 Franklin Street, Worcester, MA and Optical Drive, Southbridge, MA, Bid Documents will be available beginning July 5, 2017 and may be obtained from 8:00AM-4:00PM by request to lschlegel@qcc.mass.edu and jesposito@qcc.mass.edu. Specifications may also be found on the Commonwealth of MA Procurement site at: Bids will be received until July 31, 2017 at 1:00PM at which time all bids will be opened, read and recorded. Bids must be submitted in a sealed envelope and received at: Quinsigamond Community College Purchasing Department Administration Building, Room B07A. 670 West Boylston Street, Worcester, MA Bids should be clearly marked: #QCC18-S001 Security Services In addition to the sealed bid, please submit a copy in PDF format on a flash drive. If at the time of the due date, Quinsigamond Community College is closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, proposals will be accepted until 1:00 PM on the next normal business day. Quinsigamond Community College reserves the right to reject any and all bids and to take action deemed to be in the best interest of Quinsigamond Community College. Page 1 of 19

2 Information for Bid TIMELINE Bid Documents Available July 5, 2017 Questions Due July 18, 2017 at 10:00 AM to Sealed Bids Due July 31, 2017 at 1:00 PM Final Decision Week of July 31, 2017 Sign Contract Week of August 7, 2017 Contract Commences September 1, 2017 RULE OF AWARD QCC shall award the contract to the lowest responsible (possessing the skill, ability, and integrity necessary to faithfully perform the work called for by the Contract, based upon a determination of competent workmanship and financial soundness) and eligible (able to meet all quality requirements for Bidders set forth in the Bidding Documents) Bidder within thirty (30) Days after the date of the opening of the Bids. The decision to Award will be based on the Best Value to the College based on price, quality, and service. If the Bidder selected as the contractor fails to perform its agreement to execute a contract in accordance with the terms of its Bid, an award shall be made to the next lowest responsible and eligible Bidder. GENERAL 1. Quinsigamond Community College is soliciting bids for security services as per the attached requirements and specifications. It is the Intention of QCC to award a contract for campus security services effective September 1, 2017 to August 31, 2020, with options to renew for two (2) additional one-year periods. The terms of the contract will be developed as mutually agreeable between the successful bidder and QCC, as approved by the College s Board of Trustees. Bids will be received until July 31, 2. All proposals received will be publicly opened and read in Room B07A of the Administration Building of Quinsigamond Community College until July 31, 3. All Bids shall me submitted as one ORIGINAL and one COPY and one PDF copy on a flash drive. 4. If any changes are made to this IFB, an addendum will be issued. Addenda will be mailed to all bidders on record as having picked up the IFB, as well as on Page 2 of 19

3 5. Quinsigamond Community College reserves the right to reject any and all bids and to take action deemed to be in the best interest of Quinsigamond Community College. 6. Questions pertaining to this Bid must be directed to: Lisa Schlegel in writing via e- mail at: before until 10:00 AM, July 18, Written responses will be mailed to all bidders on record as having picked up the IFB and will be posted at 8. The following meanings are attached to the defined words when used in this bid form. a) The abbreviation QCC means Quinsigamond Community College. b) The abbreviation Bidder means the person, firm, or corporation submitting a bid on these specifications or any part thereof. c) The abbreviation Contractor means the person, firm, or corporation with whom the contract is made by carrying out the provisions of these specifications and the contract. d) The abbreviation Firm Price shall mean a guarantee against price increases during the life of the contract 9. Bids which are incomplete, not properly endorsed, or signed, or otherwise contrary to these instructions will be rejected as informal by the Purchasing Agent. Conditional bids will not be accepted. 10. As Quinsigamond Community College is exempt from the payment of Federal Excise Taxes and Massachusetts Sales Tax, prices quoted herein are not to include these taxes. 11. All prices are to be firm, unless otherwise indicated by QCC. 12 Awards will be made to the bidder with the acceptable qualifications in accordance with the specifications. 13. The contractor will not be permitted to assign or underlet the contract, not assign either legally or equitably any monies hereunder, or its claim thereto without the previous written consent of Quinsigamond Community College and of the Purchasing Department of Quinsigamond Community College. 14. When quoting, the bidder shall submit a signed copy of this proposal form and, if bid is accepted by QCC, shall constitute part of the contract of purchase. Do not detach any part of this proposal form. 15. The successful bidder shall comply with all applicable Federal and State laws and regulations. GUARANTEE 16. It is understood and agreed that it shall be a material breach of any contract resulting from this bid for the Contractor to engage in any practice which shall violate any provisions of Massachusetts General Laws, Chapter 151B, relative to discrimination in Page 3 of 19

4 hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex, age or ancestry. 17. Quinsigamond Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity and expression, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education s Office for Civil Rights. 18. The undersigned as bidder, declares that the only parties interested in this proposal as principles are named herein; that this proposal is made without collusion with any other person, firm or corporation; that no officer or agent of QCC is directly or indirectly interested in this bid; and he/she proposes and agrees that if this proposal is accepted he/she will contract with QCC in accordance with the specifications, also the terms and conditions as spelled out in this bid form. 19. No Person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this invitation to bid and/or request for proposal if that person has been convicted of any felony offense involving the distribution of controlled substances as that term is defined under Chapter 94C of the General Laws and, for contract to be performed for on-site services at Quinsigamond Community College, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a sex offense or a sex offense involving a child or sexually violent offense or would meet the definition of sexually violent predator as those terms defined in Section 178C of the General Laws and who must register with the sex offender registry board. 20. The contractor will be required to indemnify and hold harmless Quinsigamond Community College, for all damages to life and property that may occur due to his negligence or that of his employees, subcontractors, etc., during this contract. COMPENSATION INSURANCE 21. Public Liability Insurance: Contractor to supply QCC with certificates of insurance covering public liability in an amount not less than $1,000,000 to any one person, and not less than $2,000,000 for one accident. 22. Property Damage Insurance: Contractor to supply QCC with certificates of insurance covering property damage in an amount not less than $1,000,000 to any one accident, and not less than $2,000,000 for all accidents Page 4 of 19

5 23. Compensation Insurance: The Contractor shall furnish QCC with certificates showing all of his/her employees connected with this work are protected under worker s compensation insurance policies. WITHDRAWAL OF BIDS 24. Once a Bid is submitted and received by the Awarding Authority for consideration and comparison with other bids similarly submitted, the bidder agrees that he may only withdraw prior to the bid opening. ALTERNATES 25. Each Bidder shall acknowledge alternates (if any) on the Bid Form. In the event an alternate does not involve a change in the amount of the base bid, the Bidder shall so indicate by writing in No Change or 0 in the space provided on the alternate. Page 5 of 19

6 Specifications for Security Services Quinsigamond Community College #QCC18-S001 Due Date: July 31, 2017 Overview The Contractor will provide basic security services to Quinsigamond Community College (QCC) locations at Optical Drive in Southbridge and at 20 Franklin Street in Worcester during operational hours only. Southbridge Campus: Security services at the Southbridge location consist of providing one (1) security guard during assigned hours for scheduled and unscheduled roving foot patrols (interior and exterior of property including parking lot), report writing, maintaining a daily log, CLERY crime log, provide safety escorts, emergency services and a professional uniformed security presence at all times and other requirements set forth in this agreement. Officers will be required to maintain communications via handheld two-way radios with the Worcester main campus Communications Center (supplied by the College). Campus location services approximately 500 students. Downtown Worcester Campus: Security services at the Downtown Worcester location consist of providing one (1) security guard (24/7) for assigned hours at fixed posts for desk duty; screening students, faculty, visitors and staff; preventing access to unauthorized individuals, taking ID s for both staff and students using supplied ID system. Officers will be required to maintain communications via handheld two-way radios with the Worcester main campus Communications Center (supplied by the College). Responsibilities include locking and unlocking the two outside doors to the building for access for faculty, staff, students and visitors. Perform a building check at the beginning and end of the day before unlocking the building and after locking the building. Guards will also be responsible for turning the perimeter alarm on and off on a daily basis and other requirements set forth in this agreement. Campus location services approximately 550 students. During unoccupied hours the Security Guard will be assigned to patrol the interior of the building on regular intervals. Current Hours of Operation QCC reserves the right to reduce the services during the summer months and between Fall and Spring semester break. Southbridge Campus Fall and Spring Semesters Monday-Thursday 7:30am-10:00pm Friday 7:30am-5:30pm Saturday 7:30am-3:30pm Summer These hours change, year-to-year, depending on what classes run or not. Regardless of any late evening classes in summer, Southbridge is open Monday-Thursday until 7:00pm. Page 6 of 19

7 Contract Term Length and Renewal Options The contract period will run for an initial three (3) year period from September 1, 2017 through August 31, 2020; with two (2) one (1)-year options to renew or extend at the sole discretion of the College from September 1, 2020 to August 31, 2021; and from September 1, 2021 to August 31, Options to renew the contract will be determined at least 60 days prior to the end of the one (1) year period. Staffing The Contractor, when requested, shall provide additional security personnel at events, temporary extended hours, for other situations that may occur on a short notice basis, and as otherwise required by Quinsigamond Community College. For the above services the Vendor shall charge at the same rates of pay for the aforementioned positions as determined by this agreement. All Security Staff provided by the Contractor must be employees of the Contractor. At no time will they be considered employees of QCC. At no time shall any of the Contractor s staff working at QCC be a student, faculty, researcher or staff of QCC. The Contractor will supervise and direct the staff it provides, to the best of its ability, and give the personnel close attention necessary for such proper supervision and direction. One of the posts manned by the Contractor s staff may be of a supervisory position. Supervision The Contractor shall be solely responsible for the supervision of their staff assigned to QCC with regards to their company policies, contracts and discipline. The Contractor shall share with QCCPD, supervisory responsibility relating duties and performance thereof while assigned to QCC properties. If issues of a non-emergency nature occur, QCCPD supervisory personnel will notify the Contractor s supervisory personnel of the issue for the Contractor to take timely appropriate action. If, for any reason, supervisory personnel of the Contractor are unavailable, QCCPD supervisory personnel shall assume a supervisory role for the Contractor s staff assigned at QCC for the event or duration of their shift whichever comes first. In the event of an emergency nature QCCPD supervisory personnel shall require the Contractor s shall submit to their supervision, within the laws of the Commonwealth and United States, during the duration of the emergency. Any time QCCPD personnel take a supervisory position over the Contractor s staff, notification, as soon as practical, shall be made to the Contractor along with the circumstances surrounding the action. The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act: When the Contractor personnel are working at Quinsigamond Community College, they are considered Campus Security Authorities by a Federal Law, the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. As such, any employee of the company who works at any location that is owned, leased or controlled by Quinsigamond Community College is required to immediately report any crime reported to him/her to the reporting structure of the institution, which is the Quinsigamond Community College Police Department. The Contractor must add this requirement to the Standard Operating Procedures that are read by the officers and supervisors who work on site at all College owned leased or controlled properties. QCCPD will provide the yearly CSA training. Page 7 of 19

8 Hiring and Personnel Standards: The Contractor shall maintain, at all times, strict discipline among its employees, and must agree not to employ for work at QCC any person unfit or without sufficient skill to perform the Services. Each employee must have the following minimum qualifications: Must be a U.S. Citizen, 21 years of age or older Must have a High School Diploma or G.E.D. Certificate Must possess a valid driver s license Must not have any arrests or convictions for any felonies or serious misdemeanors, under no circumstances shall any employee have been arrested or convicted of any crimes of violence Must possess the ability to communicate effectively, orally and in writing Must have the ability to read post instructions, signs and other communications, in English Must pass a background investigation including, but not limited to, Criminal Offender Record Information (CORI) and Sexual Offender Record Information (SORI), Must pass a comprehensive drug screening, with random follow up screenings Must have the ability to work effectively with diverse groups Must have the ability to exercise discretion and independent judgment Must not be enrolled as a student at Quinsigamond Community College Must speak, read, understand and write English proficiently Possess one (1) year or more of customer service experience Have basic keyboard and computer skills Must be physically capable of performing all assigned duties. Capable of standing, walking an entire shift, walking up and down stairs and also lifting and/or carrying objects weighing up to twenty five (25) pounds The Contractor shall be solely responsible for all costs and expenses related to hiring, including cost for background investigations and drug screening. The Contractor shall provide QCC with a description of its background and drug screening programs prior to the commencement date of this agreement. QCC reserves the right to audit the Contractor s records, upon written notice, at least once per service year during the Term of the Agreement, to confirm the number of checks conducted each year, the dispositions of such checks, and the number of new hires each year, and obtain copies of such records upon request. Tours of Duty: A tour is defined as a minimum of eight (8) hours of the duty at a post. Contractor employees may not work at any site more than sixteen (16) hours in any twenty four (24) hour period. They should not have worked in another facility at least sixteen (16) hours before starting work at QCC. Training: The Contractor is required to provide all employees assigned to QCC with a minimum of forty (40) hours of general security training. An additional eight (8) hours of QCC specific training must be completed prior to an employee assuming a QCC post. The Contractor will also provide for sixteen (16) hours of on the job post/duty training on site prior to Page 8 of 19

9 assignment to a post at QCC. Such instruction shall be done at a QCC facility by a trained Contractor supervisor. All Vendor staff assigned to QCC shall be CPR and First Aid Certified, as well as, training in the use of Automatic External Defibrillator (AED), prior to assignment to a QCC post/duty. Copies of said certifications will be provided to Quinsigamond Community College. Uniforms, Equipment and General Appearance: The Contractor shall supply uniforms to its personnel. All Contractors employees shall be in uniform when on duty and wear name tag identification. QCCPD and the Contractor shall mutually agree on uniforms attire for the account. Costs of said uniforms shall be borne by the Contractor. Contractor s staff will be required to carry and, upon request, display photo identification cards at all times, identifying them as an employee of the Contractor, while working at QCC. QCCPD reserves the right to determine that any piece of uniform equipment is not acceptable. The Contractor shall ensure that all personnel are clean and maintain hair styles and beards so that they are presentable and do not pose a safety hazard. Jewelry that may create a safety hazard or detract from the professional appearance of a guard may not be worn nor may any pin, badge, or other device be worn that is not specifically authorized by QCCPD. No Weapons The Contractor s staff entering or working anywhere at QCC including all sites will be prohibited from carrying weapons of any type, especially firearms. Page 9 of 19

10 BIDDER QUALIFICATIONS Each bidder will submit the following with their bid: Business Background: Bidders must include detailed information regarding the company s experience servicing Higher Education accounts. All Bidders must have experience handling the security services for at least 3 Higher Education accounts, preferably Community Colleges within Massachusetts, for a period of at least two years. Please include a listing of current contracts and information on the services provide in those contracts, along with the name and phone number of contact person at the organization being serviced by the contract. Please include your organization s ability to perform the services outlined in this request. Years in the Industry: Bidders are required to have been in business in Massachusetts for 10 years providing security services. Briefly define the scope of services performed during your years in business. Include a list of company officers and managers, as well as any qualifications and certifications. References: List three (3) Higher Education clients, including contact name, phone number and length of contract. Page 10 of 19

11 Bid Form #QCC18-S001 Security Services Required Bid Documents for submittal consist of the following: Bid Form Bidder Reference Form Certificate of Non-Collusion Certificate of Tax-Compliance Contractor Authorized Signature Listing Commonwealth Terms & Conditions W-9 Form Bidder Qualifications and Background Response (attach separate sheet) The undersigned Bidder proposes to supply security services in response to the terms of this IFB to Quinsigamond Community College according to the contract price below. The Price Proposal acknowledges addenda numbered (if applicable) Contract Price per Period* *Billing the College for Overtime is not permitted per Person/per Hour (1) September 1, 2017 to August 31, 2020 $ Authorized Signature: Name Printed: Date: Company: Address: Phone: Fax: Quinsigamond Community College Page 11 of 19

12 Business Reference Form Higher Education References Bidder: IFB Name/Title: IFB Number: The bidder must provide (indicate a number) 3 business references. Reference name: Contact: Address: Phone: # ( ) Fax/Internet Address: Description and date(s) of commodities and services provide: Reference name: Contact: Address: Phone: # ( ) Fax/Internet Address: Description and date(s) of commodities and services provided: Reference name: Contact: Address: Phone: # ( ) Fax/Internet Address: Description and date(s) of commodities and services provide: References will be contacted to confirm the bidder s abilities and qualifications as stated in the bidder s response. The department may deem the bidder s response unresponsive if a reference is not obtainable from a listed reference after reasonable attempts. Page 12 of 19

13 CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Signature of person submitting bid or proposal Name of Business Date Page 13 of 19

14 CERTIFICATE OF TAX COMPLIANCE Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Signature of person submitting bid or proposal Name of Business Date Page 14 of 19

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