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HomeMy WebLinkAboutBid Request Form - Contract Professional Services Template (2)REQUEST FOR PROPOSALS Diamond Bar Facilities Private Event Security Contract & Professional Services Submission Deadline – (4/24/25) Diamond Bar Facilities Private Event Security April 14, 2025 2 | P a g e 1.INTRODUCTION The City of Diamond Bar is requesting proposals from qualified Professional Security Services to provide unarmed event security for private and community events held at City owned and operated Facilities. Security will be utilized primarily at the Diamond Bar Center and other assigned City facilities. Highlights of the Diamond Bar Center’s 22,500 square foot facility include four meeting rooms and a banquet room that accommodate s up to 438 people for dining. This versatile banquet room is able to handle large functions such as wedding receptions, banquet dinners, corporate training, and other community events. Plus, with the use of innovative room dividers, it is possible to host several smaller events at the same time. The banquet room features a stage area (raised platform) for presentations and musical performances as well as video and audio capabilities. Other facilities may include, but are not limited to, the Heritage Park Community Center, Pantera Park Activity Room and other local parks. The City of Diamond Bar is seeking a private security firm to work specific events as required by the City of Diamond Bar’s Facility Use and Rental Policy (Exhibit A). RFP Date: Monday, April 14, 2025 Project Name: Diamond Bar Facilities Private Events Security Department: Parks & Recreation Proposal Deadline: Thursday, April 24, 2025 at 6:00 P.M. Proposals shall be delivered by the proposal deadline via the PlanetBids portal https://www.diamondbarca.gov/712/RFP-RFQ-BID-Opportunities Vendor Category: 561612 | Security Guards and Patrol Service All proposals submitted in response to this RFP will become property of the City upon submittal and a matter of public record pursuant to applicable law. Late submittals will not be accepted. Questions regarding this RFP shall be made in writing via email to Crystal Knox, Recreation Supervisor at cknox@diamondbarca.gov later than Friday, April 18, 2025 at 3:00 p.m. Questions and responses may be made available to all potential proposers via the PlanetBids portal. Diamond Bar Facilities Private Event Security April 14, 2025 3 | P a g e The City will review all proposals received by the submittal deadline indicated in this RFP. Proposals that do not meet the minimum requirements of this RFP will be rejected. The City reserves the right to select the firm that best meets the overall needs and offers the best overall value to the City based on a variety of criteria, including but not limited to, experience of the security firm, quality of work product, successful completion of similar scheduled assignments, and cost effectiveness, but not solely on the lowest cost of services. Those Contractors considered most responsive to this RFP may be requested to attend at least one interview with the City. The City may determine that a selection can be made without conducting interviews. Upon completion of the City's evaluation process, the most qualified Contractor shall be invited to meet with the City to negotiate compensation, terms, and conditions. If an agreement is not reached, the negotiations will be terminated, and similar interviews will then follow with the next firm. All such negotiations shall be strictly confidential, and in no case shall the compensation involving one Contractor be discussed with another or made public. The following tentative schedule has been established for the selection of a firm which is subject to change: •RFP Posting Date •Written Questions Deadline •Proposal Due Date-No Exceptions •Interviews w/ top ranked firms (if necessary) •Award of Contract April 14, 2025 April 18, 2025/3:00 p.m. April 24, 2025/6:00 p.m. May 6-8, 2025 May 27, 2025 The City of Diamond Bar shall not be liable for any pre-contractual expenses incurred by any Contractor, nor shall any Contractor include any such expenses as part of the proposed cost. Pre-contractual expenses include any expense incurred by a contractor prior to the date of an executed contract, such as the cost of preparing and submitting a proposal and negotiating any terms with the City. 2.ABOUT THE CITY Diamond Bar is a scenic community located on the eastern edge of Los Angeles County, within minutes of Orange, Riverside, and San Bernardino counties. With its origin as a center for ranching perched among a landscape of rolling hills in the East San Gabriel Valley, Diamond Bar became one of the first master Diamond Bar Facilities Private Event Security April 14, 2025 4 | P a g e planned communities in Los Angeles County dating back to 1956, and has grown since that time to be known for its friendly country-living atmosphere, abundant open spaces, exceptional public facilities, well-maintained parks and hiking trails, and excellent schools. In 1989, Diamond Bar became the 86th city in Los Angeles County. Today, Diamond Bar covers 14.9 square miles and is home to 57,177 residents. Diamond Bar is bounded by the cities of Industry and Pomona to the north, Chino Hills to the east, and unincorporated Los Angeles County to the south and west (Figure B-1; Regional Setting Map). With convenient access to State Routes SR-57 and SR-60, Diamond Bar is within 30 miles driving distance of the cities of Los Angeles, Riverside, and Irvine, making it a desirable destination to live and work. The Industry Metrolink Station lies on the City’s northern border, providing east-west transit connections to Los Angeles and Riverside. 3. PROJECT BACKGROUND One of the key components of the City of Diamond Bar’s Strategic Plan is to foster a Safe, Sustainable and Healthy Community. The City aims to increase the safety of renters, guests, staff and the community by working collaboratively with contracted professional security services at community facilities and parks. Events that qualify for security guard(s) outlined in the City of Diamond Bar’s Facility Use & Rental Policy (Exhibit A) include, but are not limited to the following; A minimum of one security guard is required to be present at all events at which alcohol is served. Event may be required to have additional security, as determined by staff. Factors that may require additional security include, but are not limited to; events with 200 or more guests, events with multiple bar stations or multiple room reservations, events with a majority of youth, and/or events with attendance exceeding parking lot capacities. The City reserves the right to require security whenever it deems it appropriate. The selected security firm must possess and maintain Private Patrol Operator License issued by the Bureau of Security and Investigative Services and agree to the provisions of the City’s Professional Service Agreement (Exhibit B). Selected security firm will be awarded a one-year contract term, unless earlier terminated pursuant to the provisions of the agreement. Diamond Bar Facilities Private Event Security April 14, 2025 5 | P a g e Diamond Bar Center staff will schedule necessary security for events in monthly increments and reconfirm on a weekly basis. Requirements may change depending on additional facility rentals or cancellations. (Exhibit C) Diamond Bar staff will collect payment for security firm directly from the Diamond Bar facility renter. Diamond Bar staff members will forward payment to the hired firm on a monthly basis upon receipt of invoice from the security firm. Services are to be billed by the security firm monthly for services completed the month prior. For example; services completed for the month of July will be billed and invoiced to the City on August 1. 4. SCOPE OF WORK AND DELIVERABLES To be considered, proposals shall identify each task listed below and describe how the firm will accomplish each task. At a minimum, these tasks shall include the following areas of service: The security firm will provide professional unarmed guard(s), age 21 or older, at all scheduled events. Transmit radios for communication must be provided by selected firm for guard(s) and City staff. The security guard(s)/manager(s) will be required to maintain communication with Diamond Bar City Staff members at all times. The guard(s) must also maintain communication with the hired firm for emergency purposes. The guard(s) will patrol the assigned City facility, the surrounding grounds and parking lots. The guard(s) will also be a visible presence at the beginning and ending of each event, during opening and closing of bars, as well as, but not limited to patrolling the event itself. If the Diamond Bar City staff feel it is necessary, the guard(s) may be asked to state rules of the Facility Use and Rental Policy upon arrival to visitors and do a plain sight vehicle inspection. Reference attached list of guard and management duties (Exhibit D). 5. FORMAT AND CONTENTS OF PROPOSAL The Consultant’s proposal shall contain the following information and shall be organized as follows: A. Cover Letter Diamond Bar Facilities Private Event Security April 14, 2025 6 | P a g e A brief cover letter summarizing key points of the Proposal that must be signed by an individual with authority to bind the Contractor and should state all conditions proposed are valid for a period of at least ninety (90) calendar days. B. Project Team An organization chart indicating principals and key project team members. Also, provide resumes or copies of licenses or professional certificates of the key personnel involved with this contract including personnel from subcontractors (if any). Identify the experience of the personnel assigned and briefly outline the responsibilities of each member. If any changes in personnel or subcontractors occur during the contract period, the Consultant shall notify the City and furnish the same required information for review and approval. C. Firm's Experience/References Provide a list of at least three (3) references who may be contacted to discuss their experience working with the Company/Design Team on similar projects. Please provide contact information including Organization, Name, Title, Address, Phone, Email, Project Name and Date of Completion. D. Methodology/Project Understanding Describe the approach and methods that will be used to meet the Scope of Work. Also, identify any potential concerns or problems that your firm anticipates during the term of this contract. E. Cost for Services Provide a detailed not-to-exceed cost proposal to accomplish the services requested. Include price of security guard per hour including; •Tiered hourly pricing for shifts scheduled 8 hours in length or less, and shifts scheduled 8.5 hours in length or longer. •Tiered hourly pricing for holiday shifts scheduled 8 hours in length or less, and shifts scheduled 8.5 hours in length or longer. (For purposes of this RFP, holidays include New Year’s Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Eve, Christmas Day, and New Year’s Eve.) Diamond Bar Facilities Private Event Security April 14, 2025 7 | P a g e •Please include other fees and or restrictions that are specific to your firm with your proposal. F. Insurance Proof of insurance requirements addressed in the professional services agreement of this Request for Proposal shall be submitted by the selected Consultant upon execution of the contract as defined under the City’s existing purchasing Ordinance. The selected Consultant must submit a "Statement Certifying Insurance Coverage" certifying that the required insurance coverage will be obtained by the Consultant, and that the Consultant understands said coverage is prerequisite for entering into an agreement with the City. The Consultant is required to confirm with its insurance carrier that it can meet all the requirements for insurance. Failure to meet the insurance regulations as set forth shall result in proposer’s disqualification. G. Consulting Services Agreement Provide a statement certifying that you agree to the City’s Professional Services Agreement terms and conditions. Any proposed edits to the agreement shall be submitted with the proposal for staff’s review and consideration. 6. RIGHT TO REJECT ALL PROPOSALS The City reserves the right to withdraw, reduce, or revise elements of the scope of work prior to the award of any contract. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any contract will be awarded pursuant to this Request for Proposal, or otherwise. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the proposer. The City shall only provide the staff assistance and documentation specifically referred to herein and shall not be responsible for any other cost of obligation of any kind which may be incurred by the proposing firm. Diamond Bar Facilities Private Event Security April 14, 2025 8 | P a g e 7. SUPPORTING DOCUMENTS List any related supporting documents that are attached, as shown in the example below. Exhibit A – Facility Use & Rental Policy Exhibit B – Professional Services Agreement Exhibit C – Sample Schedule Exhibit D – Guard & Management Duties