MINUTES PRE-PROPOSAL MEETING FOR SECURITY GUARD SERVICES RFP NO. 2009.011 WEDNESDAY, February 25, 2009 10:00 a.m. Recreation Staff: Others: Jose Trejo, Interim Deputy Director Mark Flores, Recreation Superintendent II Ann Llanas, Executive Assistant See sign-in sheet PURPOSE OF MEETING: To provide general and overall intent of the Security Guard RFP and answer questions from interested proposers. Mr. Jose Trejo, Interim Deputy Director opened the meeting at 10:00a.m. with the following comments: introduces Recreation staff Mark Flores, Recreation Superintendent II and Ann Llanas, Executive Assistant. No late proposals shall be accepted. RFP Closing: Thursday, March 19, 2009 at 3:00 p.m. Documents: Distributed maps of the site locations and asked Contractors to fill sign-in sheet. The meeting was turned over to Mr. Flores who provided a brief overview of the RFP: The main objective is to provide the citizens of the City of Lynwood with a professional security service team on a daily basis in our City parks and at City facilities and during special citywide events. Issues to keep in mind in the preparation of the proposals: A strong, visible security guard presence is required in and around City of Lynwood parks and facilities during scheduled service hours Excellent public relations skills the ability to communicate on all levels (verbally and in writing) with people from diverse backgrounds including Recreation staff, Lynwood Unified School District personnel and Sheriff Department staff The work environment is not controlled in that, the number of patrons visiting our parks and facilities varies on a daily basis
according to the number of events/activities taking place on any given day Ability to keep accurate records All incidents must be accurately documented and reported in a timely fashion. The Recreation Department must be able to justify to the public, City Manager and the City Council all actions upon request Dependable vehicle(s) must be provided by the contractor for swift, reliable transportation between parks and facilities Service hours must be customized to include patrol of pocket parks and facilities The last day to submit questions is Thursday, March 5, 2009 Questions and Answers will be posted on the City of Lynwood website by 3/9/09 www.lynwood.ca.us QUESTIONS & ANSWERS 1) Q. What is the number of vehicles required for the position, one or two vehicles? A. It is highly recommended that at least one vehicle be provided. 2) Q. Is it a requirement for the security guards to be armed? A. The contractor should propose a combination of armed and unarmed guards that are both cost and coverage efficient. 3) Q. How many times per day are the parks currently being patrolled? A. The main City Park is continuously patrolled. The satellite parks are currently patrolled only 2 or 3 times per week and as needed. We are looking to increase the patrol of the satellite parks (refer to RFP - Page 3) 4) Q. Is security a constant presence during the patrol hours? A. Yes, the City Park and City Hall complexes currently have constant presence. 5) Q. How often is the security operations manager required to be in contact with Recreation staff? A. Refer to Section V (Contractor Supervision Requirements) on page 15 of the RFP. Currently, the operations manager meets with Recreation staff once per week. 6) Q. Will a third officer be necessary to patrol pocket parks? A. Contractor may propose whatever combination of armed and unarmed guards which provide the best demonstration of Contractor s ability to meet the requirements in the most efficient and cost effective manner. i.e. shifts with extra help or part-time employees to supplement.
7) Q. Which issues stand out as being the biggest concerns? A. Professional conduct and appearance from all guards on duty, proper levels of coverage, guards that understand company and City policies and procedures, guards with strong people skills that are able to communicate with patrons of all age levels (i.e. teenagers, seniors) 8) Q. Other than security guard service from 7 a.m. to 10:30 p.m. daily; are all other hours unguarded? A. Yes, for the current schedule. 9) Q. Will security guard service ever exceed 240 hours? A. Yes. 10) Q. How much notice will be given for security guard service during special events? A. 30 days advance notice. Please read Section III (General Scope of Work for all locations), subsection A, 8 (Special Events) on page 5. 11) Q. What are expectations as to the use of police powers? A. When necessary, guards are expected to properly detain individuals, contact the local Sheriff s Department, transfer custody to responding deputies and properly record incidents. 12) Q. Is the City of Lynwood responsible for indemnifying the security guard service provider in the event of litigation? A. NO; Contractor shall comply with requirement detailed in Sample Agreement, Section 3, General Provisions, subsection 3.8 Idemnification on page 43 of the RFP. 13) Q. How many hours of armed and unarmed security guard service does the City of Lynwood require? A. 240 hours per week. 14) Q. What is the current hourly pay rate for security guard service? A. The present hourly rate negotiated between the City of Lynwood and the current provider is $16.00. 15) Q. Who is the current security guard service provider for the City of Lynwood? A. California Protection Security Services, Inc. 16) Q. What is the salary range for security guard service? A. The City of Lynwood is not recommending any specific wage levels.
17) Q. Does the City of Lynwood have a cost of living wage? A. No. 18) Q. Is vehicle insurance included in the hourly pay rate? A. It is the responsibility of the Contractor to maintain and secure vehicle insurance. 19) Q. Will that include all vehicles? (i.e. utility vehicles) A. Yes. 20) Q. Will radio communication between the contractor and the Sheriff Department be required? A. Yes, please read Section VIII. Equipment, Page 18, subsection A of the RFP. 21) Q. Is there a minimum standard for employee benefits? A. The City of Lynwood requires that the proposing vendor comply with all applicable federal, state and local laws regarding wages and benefits. 22) Q. How much lead time is extended to the contractor to schedule security guards for service? A. Daily patrols will be fixed schedule/personnel. Special Events will be planned at least one month in advance. Infrequently, unforeseen events will require one or two days advance notice. (Refer to RFP Page 6, Section C.) 23) Q. Is the contractor required to provide all necessary equipment? A. Yes. (Refer to RFP Page 5, Section B) 24) Q. Why is the City of Lynwood requesting this RFP? A. The current contract with provider has expired and City regulations require an RFP for a new contract. 25) Q. Will the RFP be awarded to the lowest bidder? A. Selection of any winning proposal will be based on the criteria detailed in Section XIV, pg. 27 (Evaluation and Selection) 26) Q. How long has the current contractor been providing security guard service to the City of Lynwood? A. 10 years total; with one year of interrupted service where City used another provider. 27) Q. What is the turnaround time for payment of invoices? A. Payment is due thirty (30) working days after submission of invoice.
28) Q. Is electronic billing available? A. No. 29) Q. Who is the contact person for daily report submittal? A. Perry Brents, Director of Recreation and Community Services Department 30) Q. Is a storage room provided for forms and equipment? A. Yes. 31) Q. Is there a secure location in which to park a golf cart? A. Yes. 32) Q. Is a laptop with a camera required in the security service vehicle? A. No, but highly recommended. 33) Q. In which City facilities are cameras currently located? A. Lynwood Community Center and parking lot, and Bateman Hall. More cameras are being planned throughout Lynwood City Park. 34) Q. Will additional cameras be installed in the 2009-2010 fiscal year? A. It is our intention to add more cameras in the near future. 35) Q. Is alcohol involved in events? A. Alcohol is allowed at Bateman Hall and approved outdoor City events. 36) Q. Are armed guards required for private events? A. Yes, please read Section III (General Scope of Work for all locations), subsection A, 8 (Special Events) on page 5. 37) Q. Does vandalism occur when facilities are not covered by security guard service? A. Yes. 38) Q. Is every possible City activity covered in the RFP? A. No. 39) Q. Is emergency security guard service billed at a different rate? A. Contractor shall be paid at the rates in Attachment E, Vendor Bill Rate Itemization, Page 37. Emergency services are defined as the non-scheduled augmentation of security personnel. 40) Q. Is the rate based on City of Los Angeles wage determination? A. No, the rate is based on California standards of living wage.
41) Q. When will the City of Lynwood award and begin the contract for security guard service? A. The anticipated award date is April 21, 2009 and the anticipated start date is June 1, 2009. 42) Q. Will there be interviews between the contractor and the City of Lynwood? A. Yes, refer to Section XIV (Evaluation and Selection), page 28 of the RFP. Mr. Trejo requests that everyone that has not already done so, please sign-in and he encourages everyone to conduct their own independent site visits to our facilities. Please note the following responses from emailed questions received prior to the Questions and Clarifications deadline of March 5, 2009. From: Victor Polek [mailto:victor.polek@gardaglobal.com] Sent: Thursday, March 05, 2009 11:51 AM To: Perry Brents Subject: Questions regarding RFP for Security Services Mr. Perry Brents Director of Recreation and Community Services City of Lynwood, California Dear Mr. Brents, Regarding RFP for Security Services, page 13, items #5b and 6b, firearms training requirements. The City s required training exceed the state BSIS requirement for firearms certification, which calls for 14 hours of initial training (8 hours classroom, 6 hours firing range) and thereafter, 6 hours firing range practice and requalification twice per year. As the quarterly training requirements stated in the RFP pose significant additional costs in employee wages and instructor fees that will need to be passed on to the City within the billing rate, please specify how many quarterly hours and the type of training (e.g. classroom instruction and/or firing range) the City considers sufficient to meet the requirements of 5b and 6b. In the absence of a City specification, prospective contractors have no basis to evaluate how to adequately comply with this requirement. Victor Polek, CPP
Certified Protection Professional: Board Certified in Security Management Senior Managing Director Garda Private Security, Inc. 19713 Yorba Linda Blvd., # 108 Yorba Linda, California 92886 Direct: 714-695-9637 Fax: 714-970-0582 City Response The California Manual requires a minimum of 14 hours. This must be calculated in the contractors costs and pricing of the proposal. From: Hilda Perez [mailto:hperez@alltechguards.com] Sent: Wednesday, March 04, 2009 12:58 PM To: Perry Brents Subject: Secutiry Guard Services Mr. Perry Brents, I had some questions about the security services. Who is the incumbent? How much is the hourly wage? The PC 832 training that is required is that just the basic or the firearm as well? Thank You, Hilda Perez Operations Manager Alltech Protective Services Tel. (323) 796-0596 Fax. (323) 7960597 City Response 1) California Protection Security Services, Inc. 2) $16.00 an hour. 3) All guards must have completed the basic course with armed guards required to have completed both courses.
From: Arlen Miller [mailto:arlensmiller@hawksinternationalsecurity.com] Sent: Friday, February 27, 2009 12:40 PM To: Perry Brents Subject: CityofLynwood-Secuirty_Guard_RFP-2009-01-20.pdf One of the components of the RFP as mentioned at the bidders meeting was benefits for the guards. There is nothing in the RFP and as yet, I have not received an addendum to the RFP. Can you please clarify this point and issue and addendum. Thank you, Arlen Miller Hawks International Security City Response The City of Lynwood requires that the proposing vendor comply with all applicable federal, state and local laws regarding benefits. This must be calculated in the contractors costs and pricing of the proposal. From: Nick Memon [mailto:waqas@commandinternationalsecurity.com] Sent: Thursday, February 19, 2009 12:21 PM To: Perry Brents Subject: Security Services..For City Parks & Public Facilities Hello Perry, In Reference to your bid request for CIty Parks & Public Facilities i would like to know how many security officer's you require along with hours of service you need guard to be there.. Please reply with hours so i can get my bid out to you.. Thank You Waqas Memon (nick) Operation's Manager Command Int'l Security Services (619)665-7102 Cell (818)993-1666 Phone (818)827-3391 Fax (877)512-6662 Toll Free Nick@commandinternationalsecurity.com www.commandinternationalsecurity.com CA PPO Lic# 16260 City Response The City of Lynwood is requesting that the proposing vendor submit a schedule to meet the City s need for 240 hours per week. Contractor may propose
whatever combination of armed and unarmed guards which provide the best demonstration of Contractor s ability to meet the requirements at the most efficient and cost effective manner.( i.e. shifts with extra help or part-time employees to supplement.)