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  1. 1. MANATEE COMMUNITY COLLEGE REQUEST FOR PROPOSAL RFP # 2008-2 RFP Title: Security Services Date: October 28, 2008 To: All Submitters From: Tony Radomski, Coordinator of Procurement You are invited to submit a sealed Request for Proposal subject to the terms, conditions, and specifications contained herein and are hereby made part of this request. All proposals must be executed and submitted in a sealed envelope. Faxed proposals will not be accepted. The face of the envelope shall contain the Request for Proposal Number [RFP 2008-2], the RFP title [Security Services] and the company name. Proposals are to be delivered to: Purchasing Manatee Community College Building 7, Room 141 5840 26th Street West Bradenton, Florida 34207 Proposals must be received in the Purchasing Department no later than 2:00 PM, Friday December 5, 2008. With the consent and agreement of the successful proposer, purchases may be made under this RFP by other community colleges, state universities, district school boards, and by other Florida public entities. Such purchases shall be governed by the same terms and conditions stated in the proposal solicitation as provided in State Board of Education Rule 6A-14.0734 (2) (d). Proposers shall note exceptions to the above paragraph, if any. In order to insure uniformity, all proposals must be submitted on the enclosed forms or exact photo copies and signed by an authorized representative of the company submitting the proposal. Proposals not submitted in accordance with the terms, conditions, specifications, and other instructions contained herein may be subject to rejection. Direct all inquiries regarding this Request for Proposal to Paul Porter, Chief of Security, 941-752-5550 or by e-mail: All inquiries, with responses, will be made available to all proposers on an equal basis without prejudice. RFP # 2008-2
  2. 2. Security Services Proposal Submittal Form Purchasing Department Manatee Community College 5840 26th Street West Bradenton, Fl 34207 941-752-5356 This is to certify that I (authorized representative) have read and understood the terms, conditions, specifications and other instructions contained in this Request, and further, that the items of materials and/or services rendered do meet minimum specifications set forth in this Invitation. I further certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or persons submitting a proposal for the same materials, supplies, or equipment and is in all respect fair and without collusion or fraud. I agree to abide by all conditions of this request and certify that I am authorized to sign this proposal for the bidder. RFP 2008-2 Security Services VENDOR NAME: ______________________________________________________________ BIDDING AS: ___CORPORATION ___INDIVIDUAL ___OTHER (explain)___________ ADDRESS: ____________________________________________________________ CITY, STATE, ZIP CODE: ________________________________________________ TELEPHONE NO. ______________ FAX NO. _________________ EMAIL: ______________________ . REPRESENTATIVE/TITLE: _____________________________________________________ SIGNATURE: ________________________________________________________________ RFP # 2008-2 Security Services
  3. 3. GENERAL CONDITIONS To ensure acceptance of the bid, follow these instructions: SEALED PROPOSALS: All proposal sheets and forms must be executed and submitted in a sealed envelope. Do not include more than one proposal per envelope. Proposals not submitted on the attached form shall be rejected. All proposals are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. It is the sole responsibility of the proposer to deliver the proposal to the address contained herein on, or before, the closing hour and date indicated. MCC Purchasing will not be responsible for the inadvertent opening of a proposal not properly sealed, addressed or identified. DEFINITIONS: COLLEGE - "College" refers to Manatee Community College. PROPOSER - “Proposer” refers to the dealer/manufacturer/contractor/business organization submitting a proposal to the College in response to this invitation. The terms "Proposer" / "Contractor" are interchangeable. VENDOR - "Vendor" refers to the dealer/manufacturer/contractor/business organization that will be awarded a contract pursuant to the terms, conditions and quotations of the proposal. The terms "vendor" / "contractor" are interchangeable. EXECUTION OF PROPOSAL: Proposal must contain a manual signature of authorized representative in the space provided on the proposal submittal form. Proposal must be typed or printed in ink. No erasures are permitted. If a correction is necessary, draw a single line through the entered figure and enter the correct figure above it. Corrections must be initialed by the person signing the proposal. Any illegible entries, pencil proposals or corrections not initialed will not be tabulated. NO BID: If not submitting a proposal, respond by returning the proposal submission form, marking it "NO BID," and explain the reason. Failure to respond may result in the removal of the supplier's name from the supplier mailing list. EVALUATION OF PROPOSALS: The evaluation committee intends to recommend to the Manatee Community College Board of Trustees to authorize College administration to award a contract to the proposer scoring the overall highest evaluation points. AWARDS: As the best interest of the College may require, the right is reserved to make award(s) by individual item, group of items, all or none or a combination thereof; to reject any and all proposals or waive any minor irregularity or technicality in proposals received PROPOSAL OPENING: Shall be public, at the address indicated on the RFP document, on the date and at the time specified on the proposal form. It is the proposer’s responsibility to assure that the proposal is delivered at the proper time and place of the opening. Proposals received after the date and time will be retained, unopened, for the record. Proposals by fax or telephone will not be accepted. Proposals will not be evaluated at the time of opening. The opening will be to determine the responsiveness of proposals and to establish the proposer pool for evaluation purposes. COSTS: The College is not liable for any costs incurred by a proposer in responding to this RFP, including those for presentations, if applicable.
  4. 4. PRICES, TERMS and PAYMENT: Firm prices shall be quoted, typed or printed in ink, and includes all packaging, handling, shipping charges and delivery to the destination shown herein. (a) TAXES: The College does not pay sales taxes on direct purchases of tangible personal property. Do not include these items on invoices. See exemption number on face of purchase order. This exemption does not apply to purchases of tangible personal property made by contractors who use the tangible personal property in the performance of contracts for the improvement of state-owned real property as defined in Chapter 192 F.S. (b) DISCOUNTS: Proposers are encouraged to reflect cash discounts in unit prices quoted. Proposers may offer a cash discount for prompt payment; however, discounts for less than 30 days will not be considered in determining the lowest net cost for proposal evaluation purposes. Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later. (c) MISTAKES: Proposers are expected to examine the specifications, delivery schedule, proposal prices, extensions, and all instructions pertaining to supplies and services. Failure to do so will be at the proposer’s risk. In case of mistake in extension, the unit price will govern. (d) CLARIFICATION/CORRECTION OF BID ENTRY: The College reserves the right to allow for the clarification of questionable entries and for the correction of obvious mistakes. (e) CONDITION AND PACKAGING: It is understood and agreed that any item offered or shipped as a result of this proposal shall be the new, current model in production available at the time of this proposal. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging. (f) SAFETY STANDARDS: Unless otherwise stipulated in the proposal, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health Act and any standards there under. Failure to comply with the condition will be considered as a breach of contract. (g) UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the proposal, all manufactured items and fabricated assemblies shall carry U.L. approval and reexamination listing where such has been established. (h) PAYMENT: Payment will be made by the College after the items awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect and properly invoiced. All invoices shall bear the purchase order number. Payment for partial shipments shall not be made unless specified in the proposal. An original and two copies of the invoice shall be submitted. Failure to follow these instructions may result in a delay in processing invoices for payment. In addition, the purchase order number must appear on bills of lading, packages, cases, delivery lists and correspondence. (i) FREIGHT TERMS: All goods will be delivered F.O.B. Manatee Community College, 5840 26th Street West, Bradenton, Florida 34207 DELIVERY: Unless actual date of delivery is Specified (or if specified delivery cannot be met), show number
  5. 5. of days required to make delivery after receipt of purchase order. Delivery time may become a basis for making an award (see Special Conditions). Delivery shall be within the normal working hours of the user, Monday through Friday, unless otherwise specified. MANUFACTURERS' NAMES AND APPROVED EQUIVALENTS: Any manufacturers' names, information and/or catalog numbers listed in a specification are for information and not intended to limit competition. The proposer may offer any brand for which he is an authorized representative, which meets or exceeds the specification for any items(s). If proposals are based on equivalent products, indicate on the proposal form the manufacturer's name and number. Proposer shall submit with his proposal, cuts, sketches, descriptive literature, and complete specifications. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Reference to literature submitted with a previous bid will not satisfy this provision. Proposals which do not comply with these requirements are subject to rejection. Proposals lacking any written indication of intent to quote an alternate brand will be received and considered in complete compliance with the specifications as listed on the proposal form. INTERPRETATIONS: Any questions concerning conditions and specifications shall be directed in writing to Manatee Community College Purchasing office for receipt no later than ten (10) days prior to the RFP opening. Inquiries must reference the date of RFP opening and RFP number. Failure to comply with this condition will result in proposer waiving his right to dispute the RFP conditions and specifications. CONFLICT OF INTEREST: The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All proposers must disclose with their proposal the name of any officer, director, or agent who is also an employee of Manatee Community College. Further, all proposers must disclose the name of any employee who owns, directly or indirectly, an interest in the proposer’s firm or any of its branches. The proposer shall not compensate, in any manner, directly or indirectly, any officer, agent, or employee of the College for any act or service that he/she may do, or perform for, or on behalf of any officer, agent or employee of the proposer. No officer, agent, or employee of the College shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made by anyone for, or on behalf of the College. The proposer shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this RFP. ADDITIONAL QUANTITIES: The College reserves the right to acquire additional quantities at the prices quoted in this invitation. If additional quantities are not acceptable, the proposal sheets must be noted "PROPOSAL IS FOR SPECIFIED QUANTITY ONLY." PURCHASES BY OTHER ENTITIES: With the consent and agreement of the successful bidder(s), purchases may be made under this bid by other community colleges, state universities, district school boards, political subdivisions, or state agencies with the State of Florida. Such purchases shall be governed by the same terms and conditions stated in the bid/proposal solicitation as provided in State Board of Education Rule 6A-14.0734(2)(d). SERVICE AND WARRANTY: Unless otherwise specified, the proposer shall define any warranty service and replacements that will be provided during and subsequent to performance of this contract. Proposers must explain on an attached sheet to what extent warranty and service facilities are provided. SAMPLES: Samples of items, when required, must be furnished free of expense, on or before RFP opening time and date, and if not destroyed by testing may, upon request, be returned at the proposer’s expense. Each individual sample must be labeled with the proposer’s name, manufacturer's brand name and number, RFP number and item reference. Request for return of samples shall be accompanied by
  6. 6. instructions which include shipping authorization and name of carrier and must be received with your proposal. If return instructions are not received with the proposal, the commodities shall be disposed of by the College. NONCONFORMANCE TO CONTRACT CONDITIONS: Items may be tested for compliance with specifications by appropriate testing laboratories. The data derived from any tests for compliance with specifications are public records and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at vendor's expense. These items and items not delivered as per delivery date in RFP and/or purchase order may result in proposer being found in default in which event any and all procurement costs may be charged against the defaulting contractor. Any violation of these stipulations may also result in the supplier's name being removed from the vendor mailing list. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be at destination unless otherwise provided. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by the ordering agency, unless loss or damage results from negligence by the ordering agency. GOVERNMENTAL RESTRICTIONS: In the event any governmental restrictions may be imposed which would necessitate alteration of material, quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the successful proposer to notify the College at once, indicating in his letter the specific regulation which required an alteration. The College reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the contract at no expense to the College. LEGAL REQUIREMENTS: Applicable provision of all Federal, State, county and local laws, and of all ordinances, rules, and regulations shall govern development submittal and evaluation of all proposals received in response hereto and shall govern any and all claims and disputes which may arise between person(s) submitting a RFP response hereto and the College by and through its officers, employees and authorized representatives, or any other person, natural or otherwise; and lack of knowledge by any bidder shall not constitute a cognizable defense against the legal effect thereof. DISPUTES: In case of any doubt or difference of opinion as to the specifications, equivalent products, or items to be furnished hereunder, the decision of the College shall be final and binding on both parties. PROTEST: “Failure to file a protest within the time prescribed in S. 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.” All protests must be delivered to the Director of Business Services and Public Safety, Bldg. 7, Rm. 142, 5840 26th Street West, Bradenton FL. 34207 within the time prescribed in Chapter 120, Florida Statutes to be considered valid. ADVERTISING: In submitting a proposal, proposer agrees not to use the results there from as a part of any commercial advertising. ASSIGNMENT: Any Purchase Order issued pursuant to this RFP invitation and the moneys which may become due hereunder are not assignable except with the prior written approval of the College.
  7. 7. CONSORTIUM PURCHASE: When an RFP is issued on behalf of a consortium, prices shall be F.O.B., Ordering Institution address. Invoices shall be delivered to the Institution placing the order unless otherwise stated as SPECIAL CONDITIONS. LIABILITY: The supplier shall hold and save the College, its officers, agents and employees harmless from liability of any kind in the performance of this contract. PATENTS AND ROYALTIES: The proposer, without exception, shall indemnify and save harmless the College and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the College. If the proposer uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the quoted prices shall include all royalties or cost arising from the use of such design, device or materials in any way involved in the work. PUBLIC ENTITY CRIME INFORMATION STATEMENT: All invitations to bid as defined by Section 287.012(11), Florida Statutes, requests for proposals as defined by Section 287.012(16), Florida Statutes, and any contract document described by Section 287.058, Florida Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section 287.133, Florida Statutes, which reads as follows: “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.” PUBLIC RECORD LAW: Any material submitted in response to this RFP will become a public document pursuant to Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07. Contractor’s refusal to comply with this provision shall constitute sufficient cause for termination of the contract resulting from this RFP. AUDIT RECORDS: The contractor agrees to maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditure of funds provided by the College under any contract resulting from the RFP, and agrees to provide a financial and compliance audit to the College or to the Office of the Auditor General and to ensure that all related party transactions are disclosed to the auditor. The contractor agrees to include all record keeping requirements on all subcontracts and assignments related to the contract resulting from this RFP. ANTI-DISCRIMINATION CLAUSE: The non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex or national origin, and the implementing rules and regulations provided by the Secretary of Labor are incorporated herein.
  8. 8. RETENTION OF RECORDS: Contractor agrees to retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertaining to any contract resulting from this RFP for a period of five (5) years. Copies of all records shall me made available to the College upon request. All invoices and documentation must be clear an legible for audit purposes. Documents must be retained by contractor within the State of Florida at an address to be provided, in writing, to the College within 30 days of the contract execution. Any records not available at the time of an audit will be deemed unavailable for audit purposes. The contractor will cooperate with the College to facilitate the duplication and transfer of any said records or documents during the required retention period. The contractor shall inform the College of the location of all records pertaining to the contract resulting from this RFP and shall notify the College by certified mail within ten (10) days if/when the records have been moved to a new location. AMERICANS WITH DISABILITIES ACT: The contractor shall comply with the Americans with Disabilities Act. In the event of the contractor’s non-compliance with the non-discrimination clauses of the Americans with Disabilities Act, or with any other such rules, regulations or orders, any contract resulting from this RFP may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further contracts. DISCRIMINATORY VENDOR’S LIST: Any entity or affiliate who has been placed on the Discriminatory Vendors List may not submit a proposal to provide goods or services to a public entity, may not be awarded a contract or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity and may not transact business with any public entity. UNAUTHORIZED EMPLOYMENT OF ALIEN WORKERS: The College does not intend to award publicly funded contracts to those entities or affiliates who knowingly employ unauthorized alien workers, constituting a violation of the employment provisions as determined pursuant to Section 274A of the Immigration and Nationality Act. STATE LICENSING REQUIREMENT: All entities defined under Chapters 607, 617 or 620, Florida Statutes, seeking to do business with the College shall be on file and in good standing with the State Of Florida’s Department of State. NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
  9. 9. RFP # 2008-2 Security Services Special Conditions PROPOSED RULES FOR WITHDRAWL A submitted proposal may be withdrawn by submitting a written request for its withdrawal to the College, signed by the proposer/contractor, prior to the bid opening date. REJECTION OF PROPOSALS The College may reject any and all proposals not meeting mandatory responsiveness requirements, which include terms, conditions or requirements that must be met by the proposer to be responsive to this RFP. These responsiveness requirements are mandatory. Failure to meet these responsiveness requirements will cause rejection of the proposal. In addition, the College may reject any or all proposals containing material deviations. Any bid rejected for failure to meet mandatory responsiveness requirements will not be reviewed. PROPOSAL INQUIRIES The proposer may examine this RFP to determine if the College's requirements are clearly stated. If there are any requirements that restrict competition, the proposer may request, in writing, to the College that the specifications be changed. The proposer that requests changes to the College's specifications must identify and describe the proposer’s difficulty in meeting the specifications, must provide detailed justification for a change, and must recommend changes to the specifications. Requests for changes to this RFP must be received within 72 hours of receipt of the RFP documents. Proposer’s failure to request changes shall be considered to constitute proposer’s acceptance of the specifications. The College shall determine what changes to this RFP shall be acceptable to the College. If required, the College shall issue an addendum reflecting the acceptable changes to this RFP, which shall be sent to all proposers in order that all proposers shall be given the opportunity of proposing to the same specifications. ADDENDA All addenda to this RFP, each accompanied by an Addendum Acknowledgment Form, will be mailed to all proposers who have requested a copy of this RFP. Any Addendum Acknowledgment Form mailed to proposers shall be signed by an authorized company representative, dated, and returned, as instructed.
  10. 10. PRE-DECISION DISCUSSIONS Any discussion by the proposer with any employee or authorized representative of the College involving proposal information occurring after the proposals are opened and prior to the posting of the recommended award will result in the rejection of that proposal. VERBAL INSTRUCTIONS No negotiations, decisions, or actions shall be initiated or executed by the proposer as a result of any discussions with any College employee. Only those communications that are in writing from the College's Purchasing staff identified in this RFP shall be considered a duly authorized expression on behalf of the College. Only communications from the proposer's representative that are in writing and signed will be recognized by the College as duly authorized expressions on behalf of the proposer. POSTING OF RECOMMENDED AWARD The recommended award will be available for review on-line at the MCC web page TERMINATION AT WILL The Contract resulting from this RFP may be terminated by either party upon no less than sixty (60) calendar days' notice, without cause, unless a lesser time is mutually agreed upon by both parties. Notice shall be delivered by certified mail (return receipt requested), by other method of delivery whereby an original signature is obtained, or in-person with proof of delivery. AVAILABILITY OF FUNDS The obligations of the College under this award are subject to the availability of funds lawfully appropriated annually for its purposes by the Legislature of the State of Florida. TRAVEL EXPENSES The College shall not be responsible for the payment of any travel expense for the Contractor which occurs as a result of the Contract resulting from this RFP. SUBCONTRACTORS The proposer is fully responsible for all work performed under the Contract resulting from this RFP. The proposer may, upon receiving prior written consent from the College's Purchasing Director, enter into written subcontract(s) for performance of certain of its functions under the Contract. No subcontract, which the proposer enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the proposer of any responsibility for the performance of its duties, including any and all liabilities that may arise out of the subcontractor's work related to the project. All payments to subcontractors shall be made by the proposer. FORCE MAJEURE Neither party shall be liable for loss or damage suffered as a result of any delay or failure in performance under the Contract resulting from this RFP or interruption of performance resulting directly or indirectly from acts of God, accidents, fire, explosions, earthquakes, floods, water, wind, lightning, civil or military
  11. 11. authority, acts of public enemy, war, riots, civil disturbances, insurrections, strikes, or labor disputes. SUBSTITUTION OF KEY PERSONNEL In the event the successful proposer desires to substitute any key personnel submitted with his/her proposal, either permanently or temporarily, the College shall have the right to approve or disapprove the desired personnel change in advance in writing. SEVERABILITY The invalidity or unenforceability of any particular provision of the Contract resulting from this RFP shall not affect the other provisions hereof and the Contract resulting from this RFP shall be construed in all respects as if such invalid or unenforceable provision was omitted, so long as the material purposes of the Contract resulting from this RFP can still be determined and effectuated. GOVERNING LAW AND VENUE Any Contract resulting from this RFP is executed and entered into in the State of Florida, and shall be construed, performed and enforced in all respects in accordance with the laws, rules and regulations of the State of Florida. Any action hereon or in connection herewith shall be brought in Manatee County, Florida. Proposer’s Checklist Please make sure to meet the following conditions: 1. Attach information that effectively answers the qualification criteria of this document. 2. Attach proof of insurance as requested 3. Complete and submit the Proposal Submittal Form and forms A and B, of this RFP. (If you do not wish to make a proposal, but wish to stay on our vendor list for these services, you only need to return the Proposal Submittal Form. Please indicate a reason for not proposing as indicated.) 4. Submit five (5) copies of all documentation in a sealed envelope, or appropriate container, marked as indicated on page 2 of this RFP. These copies will be used by the evaluation committee. The completed proposal must be received at the Purchasing office no later than 2:00 p.m. on Friday,
  12. 12. December 5, 2008. 5. Proposers are required to complete all requested information in "Exhibit A", "References" and "Current Clients". RFP # 2008-2 Security Services Scope Manatee Community College, "College", is seeking proposals to procure contractual security services for the Bradenton, Venice and Lakewood Ranch campuses. The College is a 2-year State of Florida institution founded in 1957. With over 5,000 on campus students and 480 faculty / staff, College is one of the more active community colleges in the 28 State community college system. Classes operate five days per week on the three (3) campuses from 7:30 am to 10:00 pm daily. Campuses include Bradenton, Lakewood Ranch and Venice. With minimal activity on weekends, minimal security staffing is expected. Some assignments will require Saturday morning deployments. College does utilize the campuses for special College events and does rent out its facilities on a regular basis. Any additional security services needed will be determined by the Department of Business Services along with the Chief of Public Safety. Assignments will be requested based upon the existing contracted hourly rate with any exceptions approved by the Director of Business Services. Minimal daily assignments are for four (4) hours. The total annual budget for regular contracted security services for the College is approximately $350,000. The Contractor is responsible for ALL of its employee costs including, but not limited to, pay, benefits, taxes, training, insurances, uniforms, certifications, transportation to their assignments and other costs as needed. The College is requesting all Proposers to commit in their responses the willingness to participate in quarterly meetings with College personnel to discuss problems, challenges, College procedure changes, new College security systems / equipment etc. It is felt that such regular interaction with Contractor superiors will go far to eliminate any future problems and misunderstandings. Term of Contract It is anticipated that the initial term of the contract resulting from this RFP shall be for a two year period. At its sole discretion, the College may renew the contract for three additional one year periods. Renewals shall be contingent, at a minimum, on satisfactory performance of the contract by the vendor as determined by the College, and subject to the availability of funds. If the College desires to renew the contract resulting from this RFP, it will provide written notice to the vendor no later than thirty (30) days prior to the contract expiration date. Each renewal year term shall be considered separate and shall require the exercise of the renewal option for each year the College chooses to renew the Contract. Inquiries All inquiries shall be made to:
  13. 13. Chief Paul E. Porter Department of Public Safety/Security Manatee Community College 5840 26th Street West Bradenton, Fl 34207 941-752-5444 Fax 941-727-6021 Campus Descriptions Bradenton Campus Is a 100 plus acre campus situated in a residential neighborhood consisting of 31 buildings and approximately 7000 students. Venice Campus Is a 100 plus acre campus situated in a rural area consisting of 10 buildings and approximately 2000 students. Lakewood Ranch Campus Consist of a 34,000 sq. ft. Center of Innovation & Technology serving 500 + students. Time Line – Security Services 12/05/08 2:00 p.m. Proposals Due at Manatee Community College 12/12/08 2:00 p.m. Evaluation Committee Scoring of Proposals 12/18/08 10:00 a.m. Finalist Proposer Presentations 01/14/09 8:30 a.m. Selected Finalist Approved by MCC Board 01/15/09 9:00 a.m. Selected Vendor Notified and Posted to Purchasing Web Page 01/19/09 3:00 p.m. Contract Prepared and Signed 02/01/09 Start of Contract Award Criteria Manatee Community College will evaluate proposals received in response to this request and will award a contract to the responsible vendor whose proposal conforms to the solicitation requirements and is most advantageous to the College.
  14. 14. The evaluation committee will select one or more vendors to make presentations to them prior to making a final award. Evaluation Criteria Manatee Community College considers the following items to be essential and your proposal will be evaluated upon these criteria. • Local Management/Supervision • Knowledge of Higher Education environment and confidentiality in dealing with faculty, staff, students and visitors. • Proactive partners. Security Officers must have first hand knowledge of Public Safety and Crime Prevention issues and be empowered to offer suggestions to the Department. All Contractor Security Officers must hold a valid Class “D” security license. • Quality Personnel. Security Officers must have integrity, be qualified and experienced in an educational environment. A selection committee will evaluate proposals using the following criteria. All proposals are required to address each of the selection criteria. For ease of evaluation, the format established must follow the order of the selection criteria. Criterion Max Points Technical Experience - Provide a description of similar size contracts and 30 three client references for which work has been performed. Include the name, address, telephone number and contract administrator for each organization. Provide the beginning/ending dates of the contracts, number of personnel and size of facility. Experience of Personnel - Describe the training provided to security personnel, 30 exclusive of Florida Statue Chapter 493, that will perform under this contract. Include any specialized training such as hazardous materials, conflict skills, computer skills and CPR/AED certification. Include the experience of company officers and supervisory personnel. Bidders Resources - Describe the resources available locally which would be 25 allocated in the support of the contract, providing additional personnel for special events and details. Provide the appropriate uniforms and proper equipment necessary to execute their duties. Wage Structure and Benefits - Describe the gross wage and benefit package 30 provided for each employee classification working under this contract. Uniqueness - Describe any characteristics or capabilities that you believe would 10 make your firm uniquely qualified to be the security contractor. Total Maximum Points 125 Percent Range Description Proposer reply was outstanding and committee could not determine any 90-100 significant limitations 80-89 Proposer reply was good with not more than one significant limitation and
  15. 15. otherwise only minor items noted Proposer reply was fair with committee identifying some significant limitations 70-79 and otherwise only minor items Proposer reply was poor with numerous, serious flaws and concerns with their 60-69 approach or capability < 60 Proposer reply is seriously flawed Price Evaluation The evaluation committee will award the maximum points allowed (10) to the proposer with the lowest cost. The remaining proposers will be awarded points for the pricing criterion based upon the following formula. L (lowest price) ________________________ X M (maximum points allowed) = P (points awarded) V (proposer price) The points awarded for price will be added to the proposer total score. Conditions 1. Contractor shall furnish uniformed security officers for general and special security services. The number of officers, location on and off campus. The hours and nature of their duties will vary from time to time to meet the Colleges needs. 2. General duty schedule: Bradenton Campus Monday through Friday: One officer 1600 – 2400 40 hours One officer 0000 – 0800 40 hours One officer 1900 – 0300 40 hours Two officers 0800 – 1600 80 hours Saturday and Sunday One officer per shift 0000 – 2400 48 hours Weekly Total Bradenton Campus 248 hours Venice Campus Monday through Friday One officer 1600 – 2400 40 hours One officer 0000 – 0800 40 hours Saturday and Sunday One officer per shift 48 hours Weekly Total Venice Campus 128 hours Lakewood Ranch Campus Monday through Friday One officer 1500 – 2300 40 hours One officer 0700 – 1200 24 hours One officer Saturday 0700 – 1900 12 hours Sunday
  16. 16. One officer 0800 – 1200 4 hours Weekly Total Lakewood Ranch Campus 80 hours Total weekly contract hours 456 hours 3. Holiday and vacation periods for Manatee Community College Public Safety Personnel will be covered by contract security officers. 4. The security officers shall be employees of the contractor. The hiring, training, uniforms, equipment, supervising, directing and discharging of security officers shall be the functions of the contractor. The payment of Federal, State, Social Security benefits, unemployment compensation taxes and overtime wagers shell be the sole function and responsibility of the contractor. 5. The College reserves the right to require the replacement of a security officer for any reason. 6. The contractor shall invoice the College at the end of each month at the rate charged for service performed. Errors in billing or rate structure shall be corrected within a reasonable period after challenged by the College. 7. Additional coverage required on special occasions, College registration days, Emergencies, Public Safety personnel vacations and other situations shall be furnished at the regular (not overtime) rate. 8. Certificates evidencing the following minimum insurance coverage shall be provided by the contractor. (1) Contractor shall provide certification indicating General and Automobile Liability with combined single limits of $1,000,000.00 (2) Client Property Coverage: Covers legal liability for loss or injury to or destruction of property of the client entrusted to the contractor caused by negligence or dishonesty of its employees. (3) Workman’s Compensation: (Statutory Limits). (4) Excess Umbrella Insurance: Limit of $1,000,000.00 (5) Employee Dishonesty Coverage: Limit of $100,000.00, officers may be required to make bank deposits. (6) general liability and excess liability insurance policies MUST include coverage for “Personal Liability” including coverage for false arrest, libel, slander, defamation of character, etc. (7) The College (Board of Trustees of Manatee Community College) must be added to all appropriate insurance policies as “Additional Insured”. (8) The Contractor will not be allowed to commence work for the College until all required certificates of insurance are received and approved by the College’s Department of Risk Management. Certificates of Insurance evidencing the above coverage, and providing that the same will not be reduced or terminated without thirty (30) days written notice first being given to the client, shall be delivered to the Client prior to the commencement of work under this agreement. 9. Security personnel must have the following qualifications:
  17. 17. (a) Legal authority to work in the United States. (b) Ability to work outdoors in all weather conditions. (c) Exhibit a mature demeanor. (d) Be able to perform all essential functions required or implied of a security officer. (e) Be literate in the English language to the extent of reading and understanding printed regulations, detailed written orders, training instructions and materials and have the ability to compose and write reports which will convey full information. Each security officer must be trained in the required technical knowledge of security, professional responsibilities and instructed in routine duties and responsibilities pertaining to Manatee Community College premises prior to assignment for duty. Additional, an officer’s background must be investigated to assure character, dependability and revelation of any criminal record. Proof of background to be furnished to Manatee Community College. (f) Security officers are required to under go drug testing, and may be required to under go a polygraph test. (g) All officers will have sixteen (16) hour site – specific training per shift before assignment to Manatee Community College. Eight (8) additional training hours each six months is also required. (h) Have basic computer knowledge. 10. The contractor must provide a field supervisor to inspect, assist and evaluate performance of security personnel assigned to Manatee Community College. The inspections must be made semi – monthly basis covering the various shifts. The Contractor must be capable of managing and supervising the overall work 24 hours per day. 11. The contractor must provide at least one golf cart of the use of contract security personnel. 12. Security officers are required to lock and unlock campus facilities, check chillers, boilers and various classrooms and offices. Provide motor vehicle assistance jump starts and lockouts etc. 13. Examples of services expected from contractor personnel are: • Ability to resolve conflict through logical procedures and good inter – personal skills and non – confrontational communication. Ability to react quickly and calmly in emergencies and to observe situations analytically and objectively. Ability to deal courteously with the public with firmness, tact and impartiality. • Patrolling the campus grounds insuring all buildings are secured, and reporting any suspicious activities. • Demonstrate knowledge of modern methods and principles of public safety, crime and accident prevention techniques and practices, radio and telecommunications operations and general investigation procedures. • Be alert to identify potential trespassers and notify the Manatee or Sarasota County Sheriff’s Office as required. Identify and suppress incidents of criminal behavior, harassment or vandalism. • Be familiar with access control systems, photo I D, fire detection, suppression systems and life safety techniques. (Basic First Aid & CPR/AED) • The College seeks to maintain a neat and professional image at all times. Security Officers are foremost in the public and must wear issued uniforms and maintain a neat, clean and well groomed appearance. 14. Wage Scale paid security personnel will be a minimum of $ 9.50 per hour straight time, and must be competitive with local labor market to assure a minimum turnover of personnel.
  18. 18. 15. Bidders will specify the hourly wage security officers will receive and fringe benefits to which they will be entitled. 16. Security officers will be required to be trained in First Aid, CPR and AED. Exhibit “A” References Include FAX Number & Email Address Educational Contact Person Telephone & Client Name / Address Fax Number Name: ( ) Phone ( ) toll free EMail: ( ) fax Name: ( ) Phone ( ) toll free EMail: ( ) fax Name: ( ) Phone ( ) toll free EMail: ( ) fax Non-Educational Contact Person Telephone & Client Name / Address Fax Number Name: ( ) Phone ( ) toll free EMail: ( ) fax Name: ( ) Phone ( ) toll free EMail: ( ) fax Name: ( ) Phone ( ) toll free EMail: ( ) fax References which are located in foreign countries are not acceptable. This form (or an alternate form as determined by the Proposer – ensure all requested information is included) must be completed and returned with your proposal to fulfill the requirements of the RFP. Be sure to reconfirm all EMail addresses prior to submittal to ensure they are up-to-date.
  19. 19. Current Clients Client: Contact Person: Address: City, State, Zip: Phone Number: ( ) Fax: ( ) EMail Address: Billing Rate: Contract Start Date: Expiration Date: Comments: Client: Contact Person: Address: City, State, Zip: Phone Number: ( ) Fax: ( ) EMail Address: Billing Rate: Contract Start Date: Expiration Date: Comments: