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HomeMy WebLinkAboutBack-Up DocumentsCity of Miami Request for Proposals (RFP) Procurement Department Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: www.miamigov.com/procurement RFPNumber: Title: Issue Date/Time: RFPClosing Date/Time: Pre-Bid/Pre-Proposal Conference: Pre-Bid/Pre-Proposal Date/Time: Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting Officer: Hard Copy Submittal Location: Contracting Officer E-Mail Address: Contracting Officer Facsimile: 985381,2 Request for Proposals for Security Guard Services Citywide 26-SEP-2019 10/16/2019 @ 15:00:00 Voluntary Monday, September 23, 2019 at 10:00 AM 444 SW 2nd Avenue, 6th Floor South Conference Room Wednesday, October 2, 2019 at 12:00 PM Falcon, Eduardo City of Miami - City Clerk 3500 Pan American Drive Miami FL 33133 US efalcon@miamigov.com 305-400-5390 Page 1 of 92 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name. PROPOSER NAME' ADDRESS PHONE: FAX - EMAIL: CELL(Optional) • SIGNED BY• TITLE: DATE - FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS RESPONSE. Page 2 of 92 Certifications Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Federal Employer Identification Number ("FEIN") Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt / Occupational License Number: Business Tax Receipt / Occupational License Issuing Agency: Business Tax Receipt / Occupational License Expiration Date: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 3/1/19). If no addendum/addenda was/were issued, please insert N/A. If Proposer has a Local Office, as defined under Chapter 18/Article III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) Has Proposer reviewed the Attached Sample Professional Services Agreement? YES OR NO Proposer has reviewed the attached Sample Professional Services Agreement ("Agreement"). Does Proposer acknowledge that the attached Agreement is an example of the standard Agreement used in conjunction of these services, and Proposer will be required to execute an Agreement in substantially Page 3 of 92 the attached form. Yes / No Provide Prompt Payment Terms Page 4 of 92 Line: 1 Description: Proposers shall not enter a unit price on this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices on Attachment B, Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 92 Request for Proposals (RFP) 985381,2 Table of Contents Terms and Conditions 7 1. General Conditions 7 1.1. GENERAL TERMS AND CONDITIONS 7 2. Special Conditions 40 2.1. PURPOSE 40 2.2. PRE -PROPOSAL CONFERENCE 40 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 40 2.4. TERM OF CONTRACT 40 2.5. CONDITIONS FOR RENEWAL 40 2.6. NON -APPROPRIATION OF FUNDS 41 2.7. MINIMUM QUALIFICATION REQUIREMENTS 41 2.8. CURES 41 2.9. LIVING WAGE ORDINANCE 41 2.10. BID/SECURITY BOND 42 2.11. PERFORMANCE BOND 42 2.12. EXECUTION OF AN AGREEMENT 42 2.13. JESSICA LUNSFORD ACT 42 2.14. INSURANCE REQUIREMENTS 43 2.15. FACILITIES TO BE SERVICED 46 2.16. FACILITY ADMINISTRATORS 46 2.17. RETENTION OF QUALIFIED WORKERS 49 2.18. UNAUTHORIZED WORK 49 2.19. RECORDS 49 2.20. SUPERVISION 49 2.21. FAILURE TO PERFORM 49 2.22. LIQUIDATED DAMAGES 50 2.23. EMERGENCY 52 2.24. CHANGES/ALTERATIONS 52 2.25. COMPENSATION PROPOSAL 52 2.26. METHOD OF PAYMENT 53 2.27. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 53 2.28. TRUTH IN NEGOTIATION CERTIFICATE 54 2.29. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/SERVICES 54 2.30. PRIMARY CLIENT (FIRST PRIORITY) 54 2.31. TERMINATION 54 2.32. ADDITIONAL TERMS AND CONDITIONS S5 3. Specifications 56 3.1. SPECIFICATIONS/SCOPE OF WORK 56 4. Submission Requirements 88 4.1. SUBMISSION REQUIREMENTS 88 5. Evaluation Criteria 92 5.1. EVALUATION CRITERIA 92 Page 6 of 92 Request for Proposals (RFP) 985381,2 Terms and Conditions 1. General Conditions 1.1. GENERAL TERMS AND CONDITIONS Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defmed as issuance of a Request for Proposals (RFP), Request for Qualifications (RFQ), or Request for Letters of Interest (RFLI) pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defmed by the City of Miami Procurement Ordinance and as set forth in the Defmitions Section 18-73 of the City Code. 1.2. ACCEPTANCE OF OFFER -Subject to prior occurrence of all condition's precedent set forth in Section 1.88, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or Agreement, approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 1.3. ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Procurement shall notify all affected Proposers and make available a written explanation for the rejection. The City also reserves the right to reject: 1.the response of any Proposer who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement ("PSA") and/or Agreement, Page 7 of 92 Request for Proposals (RFP) 985381,2 2.Failed to deliver on time contracts of a similar nature, 3. Who is not in a position to perform the requirements defined in this formal solicitation 4. Who has been debarred, 5.Who is on the convicted vendors list, 6.Who is indebted to the City, 7.Who is otherwise determined to be non- responsive or non -responsible. The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4. ADDENDA -It is the Proposer's responsibility to ensure receipt of all Addenda. Addenda are available at the City's website at: https://imiami miamigov com/OA_HTML/0Ajsp?0AFunc=PON_ABSTRACT_PAGE 1.5. ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all of its right, title or interest herein, without the City of Miami's prior written consent. 1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each party shall bear their own attorney's fees through and including appellate litigation and any post judgment proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes fmal payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. The audit and inspection provisions set forth in Sections 18-100 Page 8 of 92 Request for Proposals (RFP) 985381,2 to 18-102, City Code, are deemed as being incorporated by reference herein as set forth in full. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, not -for -profit, or quasi -governmental entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Each governmental, not -for -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract will establish its own Contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Proposer. 1.10. AWARD OF CONTRACT: A.The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or addenda. B.The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. C.The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D.The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City depai intents with continual service and supplies while a new contract is being solicited, evaluated, and awarded. If the right is exercised, the City shall notify the Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days. Page 9 of 92 Request for Proposals (RFP) 985381,2 Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Proposer are in mutual agreement of such extensions. E.Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. F.An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best interests. Such PSA and/or Agreement which will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. All conditions precedent identified in Section 1.88 before any Agreement is binding. 1.11.BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contract/agreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten (10) days after the award and Successful Proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all deposits will be returned on demand. 1.12.RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted accordingly. 1.13.BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible Proposal most advantageous to the City or all responses may be rejected. 1.14.BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or Proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise Page 10 of 92 Request for Proposals (RFP) 985381,2 specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. 1.15.CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16.CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17.CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18.COLLUSION -Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response for the same items/services or with the City of Miami's Procurement Department or initiating department. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred, and the City reserves the right to reject any and all responses where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A.Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. Page 11 of 92 Request for Proposals (RFP) 985381,2 B.Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C.The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D.Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E.Uniform Commercial Code (Florida Statutes, Chapter 672). F.Americans with Disabilities Act of 1990, as amended. G.National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. H.National Forest Products Association (NFPA), as applicable to this Formal Solicitation. I.City Procurement Ordinance City Code Section 18, Article III. J.Conflict of Interest, City Code Section 2-611;61. K.Cone of Silence, City Code Section 18-74. L.The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M.City Financial Policies, City Code Chapter 18, Article IX. N.City of Miami Charter Sections 3(f) (iii) and 29-B. O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V. P.City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code. Q.Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws. R.Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, regulations, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, or RFLI after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the Page 12 of 92 Request for Proposals (RFP) 985381,2 provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, or RFLIs between, among others: Potential vendors, service providers, Proposers, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications: Oral communications with the City's Procurement staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents (See Section 2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk (clerks@miamigov.com), which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer shall render any award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics Commission. Proposers should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision and Florida municipality, the City of Miami is subject to the Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST - Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is fmancially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Page 13 of 92 Request for Proposals (RFP) 985381,2 Proposer's firm. A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege, benefit, or exemption for itself, or others. Proposer may not disclose or use information not available to members of the general public and gained by reason of their position, except for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B.Proposer who is a person (every officer, official and employee of the city, including every member of any board, commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Proposer further warrants that they are not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C.A violation of this section may subject the Proposer to immediate termination of any Professional Services Agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23.COPYRIGHT OR PATENT RIGHTS - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or services provided as a result of this formal solicitation, and Proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24.COST INCURRED BY PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Proposer(s). 1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107) (a)Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than Page 14 of 92 Request for Proposals (RFP) 985381,2 three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission. (b)Causes for debarment or suspension. Causes for debarment or suspension include the following: (1)Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (2)Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (3)Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (4)Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (5)Debarment or suspension of the Contractual Party by any federal, state, local, or other governmental (public) agency or entity. (6)False certification pursuant to paragraph (c) below. (7)Found in violation of a zoning ordinance for which the violation remains noncompliant. (8)Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (9)Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c)Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5). (d)Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. Page 15 of 92 Request for Proposals (RFP) 985381,2 1.26.DEBARRED/SUSPENDED VENDORS -An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public work; 3) Submit response on leases of real property to a public entity; 4)award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity. 1.27.DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Proposer to meet any terms of this agreement, the City will notify the Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A.Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B.Failure to begin the work under this Contract within the time specified. C.Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D.Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E.Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28. DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal is one which follows the requirements of the Formal Solicitation, includes all Page 16 of 92 Request for Proposals (RFP) 985381,2 documentation, is submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Proposal non -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. 1) Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)/service(s) required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity, and have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. 2) The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity, in making the award. 3) The City may require the Proposer(s) to provide documentation that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Proposer(s) during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission. Any discounts offered by a manufacturer to Proposer will be passed on to the City. 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Depaitment. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) PSA and/or Agreement and/or any Amendments to the PSA and/or Agreement 2)Specifications Page 17 of 92 Request for Proposals (RFP) 985381,2 3)Special Conditions 4)General Terms and Conditions 1.31.EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32.ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. 1.33.ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the most advantageous Proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. 1.34. EVALUATION OF RESPONSES A. Rejection of Responses The City may reject a Response for any of the following reasons: 1)Proposer fails to acknowledge receipt of addenda; 2)Proposer misstates or conceals any material fact in the Response; 3)Response does not conform to the requirements of the Formal Solicitation; 4)Response requires a conditional award that conflicts with the method of award; Page 18 of 92 Request for Proposals (RFP) 985381,2 5)Response does not include required samples, certificates, licenses as required; and, 6)Response was not executed by the Proposer's authorized agent. The foregoing is not an all-inclusive list of reasons for which a Response may be rejected. The City may reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination from Consideration 1)A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so or otherwise upon any obligation to the City. 2)A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3)A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1)Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well -established entity in line with the best industry practices in the industry as determined by the City. 2)The City may consider any evidence available regarding the fmancial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3)The City may require the Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations. Page 19 of 92 Request for Proposals (RFP) 985381,2 1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the Proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal. 1.37. FIRM PRICES - The Proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1.38. FLORIDA MINIMUM WAGE AND CITY OF MIA1141 LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of bid submittal constitute Successful Proposer's/Contractor's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful Proposer/Contractor must provide for any, and all information to make a wage and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A. Please see provisions in Attachment A. Page 20 of 92 Request for Proposals (RFP) 985381,2 If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 1.39. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attorney's fees. 1.40. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A.Use of information only for performing services required by the contract or as required by law; B.Use of appropriate safeguards to prevent non -permitted disclosures; C.Reporting to the City of Miami of any non -permitted use or disclosure; D.Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Proposer and reasonable assurances that IIHI/PHI will be held confidential; E.Making Protected Health Information (PHI) available to the customer; F.Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G.Making PHI available to the City of Miami for an accounting of disclosures; and H.Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. Page 21 of 92 Request for Proposals (RFP) 985381,2 PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Proposer must give its customers written notice of its privacy information practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43. FORMATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. Page 22 of 92 Request for Proposals (RFP) 985381,2 1.44. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.46. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604. The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. 1.47. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc.); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.48. LOCAL PREFERENCE Page 23 of 92 Request for Proposals (RFP) 985381,2 A.City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and fmal bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and fmal bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B.City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the Proposer must bear full liability. 1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Procurement of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. 1.51. MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Bidder/Proposer grants now or in the future to a similarly situated local government. 1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship between the parties. 1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Depai t<iient of Agriculture and Consumer Services or by other Page 24 of 92 Request for Proposals (RFP) 985381,2 appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Proposer's expense. These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54. NONDISCRIMINATION -Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56. NOTICE REGARDING "CURES" - Proposals submitted with irregularities, deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), invitation to bid (ITB), invitation for bids (IFB), invitation to quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by Page 25 of 92 the proposer, and are not waivable by the city. Request for Proposals (RFP) 985381,2 PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFP/Q SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process 1.57. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 1.58. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. 1.61. PERFORMANCE/PAYMENT BOND- A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. Page 26 of 92 Request for Proposals (RFP) 985381,2 1.62. PREPARATION OF RESPONSES (HARDCOPY FORMAT) - Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Proposer's risk. A.Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, where required. B.If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C.The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D.The Proposer should retain a copy of all response documents for future reference. E.A11 responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response may be rejected. F.Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Proposer's response may be included as part of the contract, at the City's discretion. G.The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. RESPONSES WILL BE SUBMITTED AS FOLLOWS: ONEORIGINAL HARDCOPY AND SEVEN (7) COPIES INELECTRONIC FORMAT (FLASH DRIVE). NO ON-LINE SUBMITTALS WILL BE ACCEPTED. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63.PRICE ADJUSTMENTS - Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.64. PRODUCT SUBSTITUTES - In the event a particular good (that has been awarded and approved) becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. Page 27 of 92 Request for Proposals (RFP) 985381,2 1.65. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.66. PROMPT PAYMENT -Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful Proposers during the term of the contract. 1.67. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any. 1.68. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.69. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime may not: Page 28 of 92 Request for Proposals (RFP) 985381,2 A. Submit a Bid to provide any goods or services to a public entity. B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. E. 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. 1.70. PUBLIC RECORDS - Proposer understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City Code, Section 18, Article III, and agrees to allow access by the City and the public, to all documents subject to disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. Page 29 of 92 Request for Proposals (RFP) 985381,2 D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's information technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDS@MIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. 1.71. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.72. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.73. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.74. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) A. Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the City Attorney, shall have the authority to resolve disputes between the Proposer and the City which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake, misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. Page 30 of 92 Request for Proposals (RFP) 985381,2 B. Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be fmal and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104): Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. (1) Protest of solicitation. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the request for proposals, request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer. (2) Protest of award. a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer of such notice shall be confirmed by the city by Page 31 of 92 Request for Proposals (RFP) 985381,2 facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any actual responsive and responsible bidder whose bid is lower than that of the recommended bidder may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the bidder of the notice of the city's determination of non -responsiveness or non -responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the chief procurement officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. Authority to resolve protests; hearing officer(s). Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code. The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests filed in accordance with this section, no later than five working days following the filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. Page 32 of 92 Request for Proposals (RFP) 985381,2 (1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timeframes will result in an administrative dismissal of the protest. (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard. (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called him/her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of Page 33 of 92 Request for Proposals (RFP) 985381,2 multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a final order consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f. The decisions of the hearing officer are fmal in terms of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Page 34 of 92 Request for Proposals (RFP) 985381,2 Stay of procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the contract until the protest is resolved by the chief procurement officer or the city commission as provided in subsection (b) above, unless the city manager makes a written determination that the solicitation process or the contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. Costs. All costs accruing from a protest shall be assumed by the protestor. Filing fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the chief procurement officer and/or the city commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16). 1.76. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, Proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.77. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Proposer shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. Page 35 of 92 Request for Proposals (RFP) 985381,2 1.78. SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements that will be provided. Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.79. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services are to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. 1.80. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the RFP, RFQ, or RFLI. NO EXCEPTIONS. Proposers are welcome to attend the solicitation closing; however, no award will be made at that time. A.Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or package must show the hour and date specified for receipt of responses, the solicitation number and title, and the name and return address of the Proposer. Hardcopy responses not submitted on the requisite Response Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed non -responsive. Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. B.Facsimile responses will not be considered. C.Failure to follow these procedures is cause for rejection of proposal. Page 36 of 92 Request for Proposals (RFP) 985381,2 D.The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the responsibility of Proposer. The City of Miami is not responsible for delays caused by the United States mail delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be returned unopened and will not be considered for award. E. Late responses will be rejected. F.All responses are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. G.Modification of responses already submitted will be considered only if received at the City before the time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent submission which alters the responses. H.If hardcopy responses are submitted at the same time for different solicitations, each response must be placed in a separate envelope, box, or package and each envelope, box or package must contain the information previously stated in 1.82.A. 1.81. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82. TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A.The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B.The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C.Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.83. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Page 37 of 92 Request for Proposals (RFP) 985381,2 Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. 1.84. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.85. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.86. TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging your claim. 1.87. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.88. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City Commission. Page 38 of 92 Request for Proposals (RFP) 985381,2 1.89. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, Proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. Page 39 of 92 Request for Proposals (RFP) 985381,2 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Security Guard Services Citywide, hereinafter refered to as Security Personnel, as specified herein, from a source(s), fully compliant with the terms, conditions and stipulations of the Solicitation. 2.2. PRE -PROPOSAL CONFERENCE Prospective Proposers are encouraged to attend the Voluntary Pre -Proposal Conference, which will occur on Monday, September 23, 2019 at 10:00 AM, at 444 SW 2nd Avenue, 6th Floor South Conference Room. A discussion of the requirements of the solicitation will occur at that time. Each potential Proposer is required, prior to submitting a Proposal, to acquaint itself thoroughly with any and all conditions and/or requirements that may in any manner affect the work to be performed. No allowances will be made because of lack of knowledge of these conditions. The purpose of the pre -proposal conference is to allow potential Proposers an opportunity to present questions to staff and obtain clarification of the requirements of the solicitation documents. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Procurement Department, Attn: Eduardo Falcon; fax: (305) 400-5390 or email: efalcon@miamigov.com, and a copy filed with the Office of the City Clerk, pursuant to Section 1.20. Cone of Silence. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Wednesday, October 2, 2019 at 12:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the service(s) requested herein (the "Successful Proposer") shall be required to execute a Professional Services Agreement ("Agreement") with the City, which shall include, but not be limited to, the following terms: (1) The term of the Contract(s) shall be for five (5) years with an option to renew for one (1) additional three (3) year period. (2) The City shall have the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established Page 40 of 92 Request for Proposals (RFP) 985381,2 herein. (2) Availability of funds 2.6. NON -APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to the Successful Proposer(s), shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firm(s). 2.7. MINIMUM QUALIFICATION REQUIREMENTS The minimum qualification requirements for this solicitation are that prospective Proposers: A. Shall be in the business of providing Security Guard Services as described in this RFP for a minimum of at least the last five (5) years; with the same active Federal Employer Identification Number (FEIN"), in good standing with the Florida Department of State, Division of Corporations for the last five (5) years. Proposer shall have sufficient fmancial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. B. Shall be licensed in accordance with the requirements of Florida Statute Chapter 493.6301 and must submit proof of the requisite licensure. Proposer shall submit copies of all applicable licenses including, but not limited to, Class "B" Security Agency, Class "BB" Security Branch Office, Class "D", Class "G" for proposed Security Personnel, and Class "MB". All licenses required shall be maintained throughout the duration of a resulting contract. C. Shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and not have any conflicts of interest that have not been waived by the City Commission. D. Shall not have any principal, officer, or stockholder of Proposer in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform contractually on any previous contract with the City. 2.8. CURES Please refer to Section 1.56, Notice Regarding "Cures" of the General Terms and Conditions of this Solicitation. 2.9. LIVING WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as Page 41 of 92 Request for Proposals (RFP) 985381,2 defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached the Header / Notes and Attachments Section of this RFP.) If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Depai intent of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided in section 18-557 herein). This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance 2.10. BID/SECURITY BOND To ensure faithful performance; at the time of proposal submittal, the Proposer shall provide to the City a Bid Bond in the sum of five thousand dollars ($5,000.00) payable to the City of Miami. Upon execution of an Agreement, and receipt of the Performance Bond as outlined below, the Bid Bonds will be returned to all Proposers. 2.11. PERFORMANCE BOND Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. 2.12. EXECUTION OF AN AGREEMENT The Successful Proposer evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a Professional Services Agreement ("Agreement") (Refer to Attachment C in the Header / Notes and Attachments Section of this RFP). The City reserves the right to execute or not execute, as applicable, an Agreement with the Successful Proposer in substantially the same form as the draft Agreement included as part of this Solicitation. Such Agreement will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal form by the City Attorney. 2.13. JESSICA LUNSFORD ACT Page 42 of 92 Request for Proposals (RFP) 985381,2 The following shall be only applicable to Security Personnel assigned to a City Park. In accordance with the requirements of Sections 435.04 and 435.05, Florida Statutes (2015) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, as amended, and to the extent required by applicable law, Successful Proposer agrees that all of its Personnel who provide or may provide Services under this Contract have completed all background screening requirements as outlined in the above -referenced statutes. Successful Proposer agrees to bear any and all costs associated with acquiring the required background screenings. Successful Proposer agrees that it has an ongoing duty to maintain and update this list as new Personnel are hired and in the event that any previously screened employee fails to meet the statutory standards. Successful Proposer further agrees to notify the City immediately upon becoming aware that one of its Personnel, who was previously certified as completing the background check and meeting the statutory standards, is subsequently arrested or convicted of any disqualifying offense. Successful Proposer further covenants that any of its Personnel who provide or may provide Services under this Contract, shall also satisfy the requirements and conditions of the Lauren Book Child Safety Ordinance under Article XVII, Miami -Dade County Code of Ordinances, as amended, including background screening requirements. 2.14. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attomey's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further indemnify, save and hold harmless, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the services, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successful Proposer. These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all sub -Successful Proposer agreements to include a provision that each sub -Successful Proposer will indemnify the City in substantially the same language as this Section. The Successful Page 43 of 92 Request for Proposals (RFP) 985381,2 Proposer agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Proposer in which the City participated either through review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the Successful Proposer, the City, in no way, assumes or shares any responsibility or liability of the Successful Proposer or sub -Successful Proposer under this Contract. Ten dollars ($10.00) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer. The Successful Proposer shall furnish to the City of Miami, c/o Procurement Depai tment, 444 SW 2nd Avenue, 6th Floor, Miami, Florida 33130; Certificate(s) of Insurance which indicates that insurance coverage has been obtained which meets the requirements outlined below: Please see the Insurance Addendum Attachment for insurance defmitions, requirements, and conditions, in the Header/Attachments Section of this solicitation. L Commercial General Liability (Primary & Non Contributory) A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence General Aggregate Limit Products/Completed Operations Personal and Advertising Injury $1,000,000 $2,000,000 $1,000,000 $1,000,000 B. Endorsements Required City of Miami listed as an additional insured CG 2274/10/01-Contractual liability for false arrest, Detention and Imprisonment Contingent Liability Premises & Operations Liability II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto/Owned Autos/Scheduled Including Hired, Borrowed or Non -Owned Autos Any One Accident $1,000,000 Page 44 of 92 B. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of subrogation Employer's Liability A. Limits of Liability $500,000 for bodily injury caused by an accident, each accident. $500,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit IV. Umbrella Liability (Excess Follow Form) Limits of Liability Each Occurrence Aggregate Limit City of Miami listed as an additional insured $2,000,000 $2,000,000 V. Professional Liability/Error's & Omissions Coverage A. Limits of Liability Bodily Injury and Property Damage Liability Each Claim Aggregate Limit Retro Date included $1,000,000 $1,000,000 Request for Proposals (RFP) 985381,2 The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A-" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written Page 45 of 92 Request for Proposals (RFP) 985381,2 advance notice to the certificate holder. NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Successful Proposer of liability and obligation under this section or under any other section of this Agreement. - -If insurance certificates are scheduled to expire during the contractual period, the Successful Proposer shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. - -In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: (4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Request for Proposal (RFP). (5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the Successful Proposer in conjunction with the General and Special Terms and Conditions of the RFP The Successful Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Successful Proposer. 2.15. FACILITIES TO BE SERVICED It is hereby agreed and understood that the listing of the City locations herein is not an all inclusive list, as facilities may be added or deleted from the contract at any time, when deemed to be in the best interest of the City. The City provides no guarantee concerning the amount of facilities to be serviced or the amount of work to be provided by the Successful Proposer. 2.16. FACILITY ADMINISTRATORS Upon award, Successful Proposer shall report and work directly with the Facility Administrator(s) or designee(s) for each facility listed below (the facilities and contacts listed below are subject to change): 1. James L. Knight Center Robert Murray 305-416-5977 rmurray@jlkc.com 2. Miamarina at Bayside Jose Banos 305-960-5180 jbanos@miamigov.com 3. Marine Stadium Marina Page 46 of 92 Daniel Muelhaupt 305-329-4755 dmuelhaupt@miamigov.com 4. Dinner Key Marina (DKM) Maria Busto 305-329-4755 mbusto@miamigov.com 5. Ft. Dallas/Flagler Worker House Mark Burns 305-416-1471 mburns@miamigov.com 6. Ralph Munroe Marine Stadium Mark Burns 305-416-1471 mburns@miamigov.com 7. Stearns Park Shedrick Pope 786-314-6430 spope@miamigov.com 8. Paul Walker Park Shedrick Pope 786-314-6430 spope@miamigov.com 9. Charles Hadley Park Antavious Howell 305-634-5791 anhowell@miamigov.com 10. Maximo Gomez Park (Domino Park) Noel Cubela 305-643-7150 ncubela@miamigov.com 11. Little Haiti Cultural Center Abraham Metellus 305-960-2972 ametellus@miamigov.com 12. Bayfront Park Management Trust (the Trust) Jose Solano 305-358-7550 Request for Proposals (RFP) 985381,2 Page 47 of 92 Request for Proposals (RFP) 985381,2 jsolano@miamigov.com 13. Miami Riverside Center (MRC) Building Juan Oves 305-416-1465 joves@miamigov.com 14. South District Police Sub -Station Major Richard Perez 305-603-6195 5630@miami-police.org 15. Central District Police Headquarter Building Major Richard Perez 305-603-6195 5630@miami-police.org 16. Police Auto Pound Major Richard Perez 305-603-6195 5630@miami-police.org 17. Police College Major Richard Perez 305-603-6195 5630@miami-police.org 18. Grapeland Heights Substation (SOS) Major Richard Perez 305-603-6195 5630@miami-police.org 19. City Hall Alex Lamprou 305-331-2754 3872@miami-police.org 20. Building Department 4th Floor (MRC) Roberto Santana 305-416-2574 rsantana@miamigov.com 21. Department of Resilience and Public Works Transportation Division Sandra Harris or Natasha Wade 305-416-1726 or 305-416-1092 sardarharris@miamigov.com Page 48 of 92 Request for Proposals (RFP) 985381,2 nwade@miamigov.com 22. Department of Resilience and Public Works Operations Division Lee Wilkins or Seymour Placide 305-343-3114 or 954-473-8570 lwilkins@miamigov.com splacide@miamigov.com 2.17. RETENTION OF QUALIFIED WORKERS The Successful Proposer shall in good faith offer those employees (other than managerial and supervisory employees) employed under the predecessor Contract whose employment will be terminated as a result of award of this Contract or the expiration of the Contract under which the employees were hired, a right of first refusal of employment under this Contract in positions for which the employees are qualified. The Successful Proposer shall determine the number of employees necessary for efficient performance of this Contract and may elect to employ fewer employees than the predecessor Successful Proposer employed in connection with performance of the work. All employees hired by the Successful Proposer who were employed under the predecessor shall be retained for a minimum ninety (90) day transition period during which the Successful Proposer shall refrain from discharging without cause any employee retained pursuant to this Section. 2.18. UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or written Notice to Proceed has been issued. 2.19. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.20. SUPERVISION Successful Proposer shall assign one working "On Duty" Supervisor when designated by the Facility Administrator, or designee. Successful Proposer shall also provide the name and telephone number where a responsible Supervisor, or the Successful Proposer, may be reached at any time for purposes of addressing complaints and submitting information concerning daily contract performance. In the even the assigned Supervisor demonstrates an inability to properly supervise personnel as determined by the Contract Administrator, or designee, then the Contract Administrator, or designee, shall have the authority to request immediate dismissal of said Supervisor of their responsibilities at the facility and the Successful Proposer shall assign another individual upon four (4) hours notice (if requested by the City) to supervise staff in a satisfactory manner as determined by the Contract Administrator, or designee. The City shall only be liable for payment of the actual hours worked by said Supervisor(s). 2.21. FAILURE TO PERFORM Page 49 of 92 Request for Proposals (RFP) 985381,2 Should it not be possible to reach the Successful Proposer or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to the specifications, the City reserves the right to declare Successful Proposer in default of the contract or make appropriate reductions in the contract payment. 2.22. LIQUIDATED DAMAGES Successful Proposer shall be liable for damages, indirect or direct, resulting from its failure to meet all contractual requirements or standards. Successful Proposer acknowledges and agrees that damages likely to be incurred by the City as a result of the below listed incidents is difficult to determine at this time. In light of this difficulty, for each occurrence of an incident listed below, the Successful Proposer shall be liable to the City in the amounts listed therein as liquidated damages, and not as penalties. Any of these violations may also result in the Successful Proposer's Security Personnel being removed from the post and/or Contract issued as a result of this Solicitation at the request of the Facility Administrator or designee. Upon the occurrence of an incident, the Facility Administrator or designee will promptly provide the Successful Proposer(s), a written notice and intent to impose liquidated damages for the infractions written below. The assessment of Liquidated Damages include, but are not limited to, the following; 1. Security Personnel Violations • Late for duty; • Sleeping on duty; • Failure to follow post orders; • Abandoning post; • Inappropriate behavior; • Improper or badly soiled uniform or failure to adhere to dress code; • Failure to conspicuously display on person Security Personnel State of Florida Security Officer License type "D" or "G"), Successful Proposer's issued picture ID, and City of Miami picture ID (if required by location); • Failure to make report; • Improper guard tour rounds; • Improper state licensure (e.g. not on person, expired); • Improper records, reports or logbook; • Improper reading materials other than work related (e.g., newspapers and magazines); • Improper audio/video devices other than work related; • Unauthorized visitors on post; • Not signing in or out in logbook; • Vehicle irregularities; • Post opened or closed late; • Personal phone use; and • Failed to report for duty. 2. Administrative Violations • Improperly or insufficiently equipped; Page 50 of 92 ( Request for Proposals (RFP) 985381,2 • No radio or inoperative radio; • No vehicle or inoperative vehicle; • Weapon or ammunition violation; • Inadequate writing skills; • Inadequate training; • Lack of contract supervision; • Excessive hours on duty (not approved in writing by the Facility Administrator or designee); • Violations of local, state, or federal laws, regulations, or ordinances; • Failure to provide Security Personnel for special requests assignment after making commitment; • Criminal records check not complete/or hired; • Successful Proposer Security Personnel with criminal records; • Difficulty in speaking or understanding English, and/or being understood by other; • Failure to have current Post orders on site; • Invoicing discrepancies or inaccuracies; • Contract Section violations; Infractions will be applied a follows: 1st infraction $100.00; 2nd infraction $200.00; and 3rd and subsequent infractions $300.00. 3. Special Violations The graduation of Liquidated Damages will occur with the involvement of the same facility, Successful Proposer's Security Personnel and a pattern of the same incidents at multiple posts (i.e. repeated violations of the same type). Violations discovered subsequently to the infraction(s) occurrence shall be treated in the same manner (e.g. three infractions are discovered after the fact the first, second and third step damages would all apply or $3,000.). Any violations committed by Successful Proposer's Security Personnel may result in the suspension or removal from duty of said Security Personnel at the discretion of the Facility Administrator or designee. Special Violations that may result in the assessment of Liquidated Damages include, but are not limited to, the following; • Reassignment of any Security Personnel previously suspended or removed from duty by the City; • Assignment of Security Personnel not properly qualified or approved for duty; • Failure to notify the City of an arrest of Security Personnel within the required time frame; • Improper internal employee fines or wage practices; • False or misleading statements by Security Personnel; • Deducting money from an employee's paycheck as a result of Liquidated Damages; • Failure to immediately report the display or discharge of a weapon; • Failure to staff a duty assignment (open post); and • Failure to make proper notifications regarding open duty assignments (open post) Page 51 of 92 Request for Proposals (RFP) 985381,2 Infractions will be applied a follows: 1st infraction $500.00, 2nd infraction $1,000.00, 3rd infraction $1,500.00. Note: The Successful Proposer shall NOT pass along to its Security Personnel any liquidated damages assessed for infractions on any Contract issued as a result of this Solicitation. Such conduct constitutes a violation that shall result in additional Liquidated Damages to the Successful Proposer. Non-performance Actions Continuing patterns of contractual violations, or the commission of an especially egregious violation, may warrant the filing of a Successful Proposer Non -Performance Action by the City Facility Administrator or designee. In such circumstances, the Successful Proposer will receive copies of such actions, and will be given the opportunity to respond, in accordance failure to perform procedures. Upon documentation of Non -Performance Actions, the Facility Administrator or designee may take actions (beyond the imposition of Liquidated Damages) that may result in the termination of the Contract. 2.23. EMERGENCY The Successful Proposer shall provide the City with Security Personnel in the evenings, weekends, and holidays, on an as needed basis, to manage any emergency situation which may threaten public health and safety, as determined by the City. Successful Proposer shall furnish with its proposal submittal a twenty-four (24) hour telephone number in the event of any such emergency situation. 2.24. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. 2.25. COMPENSATION PROPOSAL Proposer shall provide a detailed list of all costs to provide all services as detailed in Section 3, Scope of Services, as proposed. The Compensation Proposal shall include full compensation for labor, equipment use, uniforms, accessories, travel time, and any and all other costs to the Proposer. Golf Cart pricing shall be a separate cost as indicated on the Compensation Proposal Attachment. The City reserves the right to add or delete any service, at any time. Should the City determine the need to add an additional service for which pricing was not previously secured, the City will ask the Successful Proposer to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another Proposer for the provision of said service(s). FAILURE TO SUBMIT THE COMPENSATION PROPOSAL (REFER TO ATTACHMENT B IN THE Page 52 of 92 Request for Proposals (RFP) 985381,2 HEADER / NOTES AND ATTACHMENTS SECTION OF THIS RFP) AS REQUIRED SHALL DISQUALIFY PROPOSER FROM CONSIDERATION. 2.26. METHOD OF PAYMENT Full payment will be made upon receipt and acceptance of completed services. Invoices shall contain Purchase Order number and details of services provided. 2.27. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) Opening and listing of all responses received; (4) Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; (5) An Evaluation Committee ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Committee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof; (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof; (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a fmal contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract (s) to the City Commission for approval. Written notice shall be provided to all proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of "Award To" fields. If "various" is indicated in the Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; Page 53 of 92 Request for Proposals (RFP) 985381,2 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shall be final. Written notice of the award shall be given to the Successful Proposer. 2.28. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. 2.29. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/SERVICES Although this solicitation identifies specific facilities/items/services, it is hereby agreed and understood that any facility/item/service may be added/deleted to/from this contract at the sole option and discretion of the City as it may deem in its best interest at such time. 2.30. PRIMARY CLIENT (FIRST PRIORITY) The Successful Proposer agrees upon award of this contract that the City of Miami shall be its primary client and shall be serviced first during a schedule conflict arising between this contract and any other contract Successful Proposer may have with any other cities and/or counties to perform similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency impacting various areas during or approximately the same time. 2.31. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure the default within thirty (30) days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Successful Proposer was not in default or (2) the Successful Proposer's failure to perform is without his or his Subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon thirty (30) days prior written notice when it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so Page 54 of 92 Request for Proposals (RFP) 985381,2 terminated for the convenience by the City of Miami the Successful Proposer will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.32. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's acknowledgment form attests to this. If a Professional Services Agreement ("PSA") or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. Page 55 of 92 Request for Proposals (RFP) 985381,2 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK The City of Miami ("City") is requesting proposals for the provision of unarmed and armed Security Guard Services (hereinafter referred to as "Security Personnel") at various locations within the City. Successful Proposer shall provide armed and unarmed Security Personnel twenty-four (24) hours per day, seven (7) days per week, including holidays. The number of Security Personnel and shift times shall be provided on a per facility basis as needed. Successful Proposer shall perform all the work provided in this RFP and shall perform additional, and incidental work as may be considered necessary from time to time in a complete and satisfactory manner The City expects the Successful Proposer to provide a full range of security services, including, but not limited to, protection and security to the best of its ability against vandalism, trespassing, and theft of property on / or from City premises. Successful Proposer shall instruct and require its Security Personnel to perform the services specified herein in an orderly and efficient manner while enforcing City regulations with regards to safety and facility security, and shall accomplish these specified services in such a manner as not to interfere with the normal routine of the City's business. 3.2. GENERAL REQUIREMENTS A. Work Force and Work Assignment Successful Proposer shall: 1) Provide Security Personnel to work various assignments at locations as determined by the City. Some may require optional equipment such as two-way radios, golf carts etc. 2) Provide qualified, trained personnel to perform all the specifications of this RFP which shall include holidays and weekends, and the ability to immediately backfill any regularly scheduled personnel who fail to report for duty. Successful Proposer shall provide each Facility Administrator or designee with the names and contact numbers of all security personnel assigned to their facility. Successful Proposer shall update that list of information on a weekly basis, as changes occur, to maintain its accuracy. The Successful Proposer shall provide accurate time records for the previous week for each assignment by listing the full name of the assigned Security Personnel. 3) Instruct Security Personnel that no gratuities shall be solicited or accepted for any reason whatsoever from any department/office, employee, or other persons using the premises. 4) Be allowed job -related use of City telephone service where available at no cost to Successful Proposer. ANY DAMAGE DONE BY THE SUCCESSFUL PROPOSER OR ITS EMPLOYEES TO EQUIPMENT BEYOND NORMAL WEAR AND TEAR WILL BE REIMBURSED TO THE CITY BY THE SUCCESSFUL PROPOSER. 5) Have upon the award of the Contract, all necessary personnel required to perform all services arising from the award of the Contract. All personnel employed shall be employees of the Successful Proposer. Page 56 of 92 Request for Proposals (RFP) 985381,2 B. Personnel Qualifications Successful Proposer shall: 1) Employ Security Personnel in all classifications that are no less than 21 years of age; have a high school diploma or a G.E.D.; possess good human relation skills, possess a valid Florida Driver's License, and the minimum required auto insurance for any vehicle that they drive onto City property, as necessary. They shall be required to successfully pass a rigid background investigation including, but not limited to, a criminal background check, inclusive of a Florida Department of Law Enforcement (FDLE) check and a medical examination, inclusive of a drug screening. (SUCCESSFUL PROPOSER SHALL ASSUME ALL COSTS FOR THE AFOREMENTIONED TESTS AND SCREENINGS.) 2) Employ Security Personnel in all classifications that are Citizens of the United States of America, or an alien who has been lawfully admitted for permanent residence, can lawfully work, or who presents other documents from the Immigration and Naturalization Service that employment will not affect their immigration status. Acceptable documentation shall consist of a birth certificate or appropriate naturalization papers. 3) Employ Security Personnel that possess the following State of Florida Guard License requirements: a. Guard License "D" Levels 1, 2, and 3; b. Required professional, technical licenses, or certificates including, but not limited to cardiopulmonary resuscitation (CPR) certification which shall be active and available for all on -duty personnel at all times; and c. Armed Personnel will be requested by the City at certain locations, the armed guards assigned by the Successful Proposer shall possess, at a minimum, a Class "G" license pursuant to Florida Statute Chapter 493. 4) Employ Security Personnel at all levels that are fully literate in the English language, (i.e., able to read, write, speak, understand, and be understood). Oral command of English must be sufficient to permit full communication, even in times of stress. Successful Proposer shall also have personnel which are bilingual (English, Spanish, and Creole) and which shall be available to the City when required. There shall be no exceptions. 5) Allow Security Personnel to be evaluated by and/or receive the approval of the Facility Administrator or designee prior to assignment. 6) Employ Security Personnel that are able to perform normal and / or emergency duties requiring moderate to arduous physical exertion, such as standing or walking for an entire shift and climbing stairs and ladders. Concerning stair climbing, this requires Security Personnel be capable of climbing from the ground level to the roof level and back to the ground level without stopping and without difficulty. Physical stamina is a basic requirement of this position. Any Security Personnel, who cannot meet the physical requirements of the position, including inability discovered through job performance, will not be qualified to work under this Contract. Additionally, this requirement is in place for the Security Personnel's protection and safety as well as reduction of the City's liability. 7) Employ Security Personnel that possess desirable qualities and knowledge such as the ability to recognize the Page 57 of 92 Request for Proposals (RFP) 985381,2 following: 1. Fire hazards and proper usage of fire extinguishers; 2. Able to perceive hazardous or unusual situations; 3. Affectively handle prowlers, trespassers, and other unauthorized persons; and 4. Remain alert during emergencies and act calmly and quickly to address the same, etc. 8) Employ Security Personnel that are able to effectively use a two-way radio and drive a golf cart -type vehicle without difficulty, if necessary. 9) Employ Security Personnel that keep active, and be current with all professional, technical licenses or certificates as required by the State during the full term of employment. This includes a company issued photo I.D. card. All of the above are to be conspicuously displayed while on duty. 10) Not Employ Security Personnel under this Contract if they are currently or have been previously involved in: a. military conduct resulting in a dishonorable or undesirable discharge; b. any pattern of irresponsible behavior, including but not limited to, reckless driving or an unfavorable employment record; or, c. a criminal conviction (felonies or misdemeanors). Note: The City reserves the right to require any of the Successful Proposer's Security Personnel to submit to a polygraph examination, as deemed necessary by the Facility Administrator or designee as permitted by law. This examination shall be at the Successful Proposer's expense and, whose minimum testing parameters shall include, but not be limited to: a. Nature of discharge from military service; b. Substance abuse (drug and alcohol); c. Child abuse and/or molestation; d. Convictions (felonies and/or misdemeanors); and e. Dismissals (other than layoff) and the ability to handle a gun (and whether a gun permit has ever been denied). C. Personnel Probation/Dismissal Security Personnel may be observed by the Facility Administrator or Designee for at least an initial period of five (5) working days. If during this period the City is not satisfied with the performance of the Security Personnel, the City shall notify the Successful Proposer who shall immediately replace said employee. Additionally, the City reserves the right to request the replacement of any Security Personnel at any time during the term of the Contract. The City further reserves the right to demand that the Successful Proposer relieve/suspend a Security Personnel from their assignment. Be advised the City will not tolerate sleeping while on duty; nonperformance regarding making their rounds and completion of daily reports, being under the influence of alcohol, drugs, or non-prescription medication which will impact job performance; inability to communicate (both verbally and in writing); theft; unprofessional conduct or other unbecoming similar activities. Page 58 of 92 Request for Proposals (RFP) 985381,2 3.3. TRANSITION The Successful Proposer shall have sixty (60) days from award of the Contract to be fully transitioned into all of the facilities. The Facility Administrator or designee will coordinate Successful Proposer(s) activities with those of the current provider to ensure an orderly transition. At the conclusion of the Contract which includes any exercised option -to -renew period or extensions, the Successful Proposer shall coordinate their activities with any new Successful Proposer to ensure an orderly transition. 3.4. TYPES OF SECURITY PERSONNEL A. Level 1 This is the minimum classification for Security Personnel and it is an unarmed position. This Security Personnel shall be able to perform basic functions such as maintain a standing post, complete reports, make notifications and screen persons. These Security Personnel shall have at least one (1) year of security experience working with diverse crowds, elderly persons and children of all ages. B. Level 2 This is an intermediate classification for Security Personnel and may be armed or unarmed and these Security Personnel shall have one (1) or more of the following: One (1) year of law enforcement and/or military experience, three (3) years of security experience, and/or one (1) year of security supervisory experience working with diverse crowds, elderly persons and children of all ages. This classification may be used in sensitive and highly visible areas. C. Level 3 This is the advanced classification for a Security Personnel and may be an armed or unarmed position. These Security Personnel shall possess the following requirements: graduation from a certified federal, county, state or local law enforcement or military police training program, or equivalent, with the appropriate certificates and/or diplomas. Additionally, Security Personnel shall possess a minimum of three (3) years of certified law enforcement experience in a military or civilian setting, providing that such qualification is verifiable by supporting documentation. This classification shall be mandatory for work at specialized site locations requiring this type of background, and shall also possess experience working with diverse crowds, elderly persons and children of all ages. 3.5. TRAINING The Successful Proposer shall be required to provide training to all Security Personnel to ensure that the City may be assured that said personnel are capable of assuming the responsibilities of their respective assignments. The cost for such training shall be considered part of the Successful Proposer's operational expenses and shall be taken into consideration by the Successful Proposer when proposing overall hourly rates. The time spent by staff in such a program, though required, shall not be billable to the City, as only those hours of actual Security Personnel Page 59 of 92 Request for Proposals (RFP) 985381,2 duty shall be compensated by the City. All Security Personnel of the Successful Proposer shall successfully complete and pass the course prior to assumption of duty under this Contract. This training course, which shall be developed or made available by the Successful Proposer, shall be included as part of the minimum requirements for the subject matter and the hours of instruction, and shall be subject to the City's approval. All formal training shall be administered by persons, corporations, and/or institutions who have been expressly approved by the City. A written certification of each security personnel's training shall be made available as part of the employees personnel file. All Successful Proposer supervisors shall have completed the required training and shall have worked for six (6) continuous months as an actual Security Personnel; additionally, basic supervisory skills are required, as well as an overall knowledge of operations, locations, etc. A. Site Orientation Training The Successful Proposer shall provide on -site training for Security Personnel for each shift to be worked in order to familiarize each Security Personnel with the post, at no cost to the City. Said training shall be conducted by a Contract shift supervisor or experienced Security Personnel who is fully qualified at that post. The trainee is not to be in an active duty status and may not be placed on duty at that site until said training has been completed. This training shall be conducted at each different job site to which the Security Personnel is assigned. The measure of success for the training shall not be the time invested [e.g., eight (8) hours], but rather the effectiveness with which the trained employee is able to perform post duties. The City shall be the sole assessor of that effectiveness. The Site Orientation Training shall include, but not be limited to, the following: 1. General and specific orders for the facility; 2. Policy and specific procedures for responding to emergency alarms, bomb threats, or incendiary devices in the facility, etc.; 3. Procedures for access control and operation of the security system within the facility; and 4. Procedures for operation of the fire alarms, fire control system, and fire -fighting equipment. B. Refresher Training (RT) Periodic and State required training of each Security Personnel shall be conducted by Security Supervisors in order to insure continued understanding of and familiarity with existing or new facility conditions. C. Training for Security Supervisors In compliance with all other Contract stipulations requiring that a Security Supervisor be fully qualified and capable of staffing a post, said supervisors shall have met all Basic Instructional Training requirements prior to assuming any duties under this Contract. Additionally, Supervisors shall be provided sufficient on -site post instruction necessary for provision of the Site Orientation Training (SOT) to Security Personnel assigned to posts within the supervisor's span of control or shift of duty. 3.6. UNIFORMS, MAINTENANCE AND EQUIPMENT Security Personnel shall always wear a distinctive, neat, and freshly laundered uniform, which the Successful Page 60 of 92 Request for Proposals (RFP) 985381,2 Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required. The Successful Proposer's name and/or logo shall appear on Security Personnel's uniform. The City's Facility Administrator or designee may request removal of any Security Personnel not properly uniformed. Successful Proposer shall provide identification badges for each Security Personnel and said badges shall be worn at all times. Uniform and equipment shall be used only when Security Personnel are on official duty or while in transit between their place of residency and their assigned duty station. Additionally, the use of unauthorized equipment (e.g., chemical agents, concealed weapons/firearms, personal radios, etc.) or other items not specifically approved in writing by the Contract or the Facility Administrator or designee will not be permitted. All equipment used by the Successful Proposer shall be well -maintained (i.e., free from defects or wear and tear which may in any manner constitute a hazard to any person or persons on City property), clean, and in safe operating condition at all times. Uniforms shall be readily distinguishable from the City of Miami Police uniforms. 3.7. SUCCESSFUL PROPOSER -FURNISHED ITEMS Successful Proposer shall provide all working materials necessary for proper performance of this Contract including, but not limited to, items such as bound logbooks, with consecutive numbered pages, notebooks, pens, and pencils. The Successful Proposer, at no expense to the City, shall supply these materials, unless otherwise specified by this Contract or the Facility Administrator or designee. All material required to perform this Contract, and not otherwise mentioned as being provided by the City, shall be provided by the Successful Proposer at their expense. Optional equipment as may be required by the City for specific locations, and/or assignments shall include, but not be limited to, the following: A. Marine radios (channels 68 and 78 must be accessible); and B. Golf carts Optional equipment as listed above shall be acceptable to the City in terms of aesthetics, reliability, safety, etc. The City reserves the right to refuse for use on City property, any and all such equipment deemed by the City as non -usable. Pursuant to Section 2.25 golf cart(s) shall be billed as a separate cost to the City 3.8. WORK FORCE AND WORK ASSIGNMENTS A. General Regular Security Personnel Duties Security Personnel furnished by the Successful Proposer shall provide all phases of building security, personal security, and personal property protection in and about the facility premises, both within and outside the facility. These duties shall include, but not be limited to, making rounds around the clock of assigned areas and key Page 61 of 92 Request for Proposals (RFP) 985381,2 locations; checking lights; assuring gate and door locks, etc. Security Personnel shall receive their instructions as to specific duties by the City and in consultation with their supervisor. Security Personnel shall: 1. Take proper steps to prevent unauthorized entrances and access to the facility and screen visitors, employees, residents and elected officials; 2. Report security/safety violations and suspicious or criminal acts; 3. Make emergency calls as required; 4. Follow all Standard Operating Procedures as determined by the Successful Proposer and the City; 5. Patrol inside and outside of assigned facilities as required Security Personnel shall utilize a different route and time, and if applicable, a punch station on a daily basis; 6. Effectively operate their radio and make radio contact with their supervisor or to notify the Police Depai tuient or City staff of incidents when necessary; 7. Detain, while fulfilling regular security duties, any person who is posing a threat to any City employees, visitors, etc., using reasonably necessary measures, in or about the premises, until able to turn such person(s) over to the police; 8. Make and submit daily written reports to the Facility Administrator or designee, regarding any problems or incidents occurring during their shift. These reports are to be written in clear and readable print and language, and shall be detailed as to unusual incidents, suspicious circumstances, crimes committed, the rounds taken by the Security Personnel at the facility (if not a fixed post), the times of those rounds, and specific observances during said round(s); 9. Give instruction or information to visitors upon request or direct them to the proper City employee if any questions cannot be answered; and 10 Immediately notify the City of Miami Police Department and Facility Administrator or designee if requested in case of an alarm and/or emergency. B. Post Orders Post Orders shall be written and contain complete duty instruction for staffing each Security Personnel post, including emergency procedures. All Security Personnel shall have access to these Post Orders at all times while on duty. This may be accomplished by storing the Post Orders on site or, in the instance in which no secure storage is available, delivering them to the site at the beginning of each tour of duty. Post Orders define the basic work that shall be performed by Security Personnel at the site. Post Orders are prepared by the Successful Proposer with the advice and consent of the Facility Administrator or designee. Post Orders shall include, but are not limited to, the following (which, once established, shall be the responsibility of the Successful Proposer to assure that copies are available to the Security Personnel for the duration of the Contract): 1. Facility information (e.g., operating hours, chain of command); 2. Building rules and regulations; 3. Operation of equipment; 4. Roving patrol routes, schedules, and duties; 5. Vehicular traffic control; 6. Access control procedures; 7. Emergency response procedures; 8. Security and fire control/alarm systems; 9. Hazardous conditions, inspection/reporting; 10. Response to emergencies, (i.e., fires, injury, or illness, etc.); Page 62 of 92 Request for Proposals (RFP) 985381,2 11. Procedures for raising, lowering, and half-masting U.S. and other flags (if delegated by the Facility Administrator or designee); and 12. Safeguarding persons and property. IT SHALL BE NOTED THAT POST ORDERS, WHILE VERY IMPORTANT, SHALL GIVE WAY TO GENERAL ORDERS TO "PROTECT CITY EMPLOYEE AND PROPERTY." THE LATTER ABSOLUTELY TAKES PRECEDENCE. C. Shift Relief Security Personnel shall not leave assigned posts at the end of a shift until relieved by Security Personnel assigned to the following shift, if such a shift is scheduled, or unless specifically authorized by Facility Administrator or designee. Security Personnel shall not to leave assigned posts for breaks or lunch until relieved as required. D. Limitation on Employment Hours Security Personnel shall not provide more than twelve (12) hours of service, including any and all break periods, on one (1) or more Contracts administered by the Facility Administrator or designee in any twenty-four (24) hour period. This limitation may be waived by the Facility Administrator or designee in emergency situations, which are beyond the control of the Successful Proposer, i.e., weather conditions preventing the next shift from entering the building. Each occurrence will require an individual waiver provided by the Facility Administrator or designee. E. Supervisor Duties Successful Proposer shall provide, at no additional cost to the City, a Security Personnel as a "Supervisor". This Supervisor shall have supervisory responsibility for all Security Personnel on that shift at that location, and, when applicable, special events or details. This Supervisor shall understand that they will be responsible for contacting all Security Personnel at all times and responding to requests of the City at that location at any time. The Supervisor shall also serve as a backup in the event that a Security Personnel does not report for work for subsequent tours of duty and/or a replacement Security Personnel is not provided. The Successful Proposer's Supervisor in charge of Security Personnel to the City facility shall: 1. Review and approve the day's or night's activities reports for each assigned Security Personnel and provide the same to the proper City authority for any unusual incident; 2. Ensure proper inventory and/or assignment of keys, equipment, etc. along with property belonging to the City; 3. Coordinate with the proper Site Designee all security operations and services for regular and event assignments, to insure that all are properly staffed (in some instances this requires daily communication with the Facility Administrator or designee to learn of authorized activity); and, 4. Conduct visual inspection of assigned personnel to ensure compliance with the Contract, to disseminate special instructions, and to provide other related information. Page 63 of 92 Request for Proposals (RFP) 985381,2 F. Assignments The facilities listed below are locations that currently require Security Personnel services. Determination of locations, number of Security Personnel, and hours of services needed at any particular time shall be at the City's sole discretion. Concerning the same, the City reserves the right to: 1. Add or remove locations during the term of the Contract; 2. Make changes to any of the work schedules described below as the City deems necessary; 3. Increase/decrease the number of Security Personnel per facility; 4. Change the type of Security Personnel from unarmed to armed; and, 5. Amend the duties/standard operating procedures as the City or Facility Administrator or designee deems necessary. Changes shall be communicated to the Security Personnel and to the Supervisor assigned to the facility. 3.9. CITY FACILITIES Unless specifically noted, Security Personnel shall be unarmed 1. James L. Knight Center 400 S.E. 2nd Avenue Miami, FL 33131 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Control traffic of at the loading dock; 2) Possess the ability to positively interact with the diverse public, Hyatt personnel, the Management company (currently, SMG) personnel and potential clients and/or promoters and staff who visit the facility; 3) Lobby doors shall be locked at 5:00 PM and shall open at 6:00 AM; 4) Patrol the James L. Knight Center and the Miami Convention Center on the 2nd and 3rd shifts at least four (4) times per shift; 5) Lock and secure all doors, especially restroom doors; 6) Restrict the freight elevators' usage from the general public with the exception of authorized vendors and maintenance staff -- the Security Personnel shall check with the Facility Administrator or designee; 7) Require any person asking for keys to sign -in on the log sheet -- no exceptions; 8) Restrict any parking in the loading dock unless authorized by the Facility Administrator or designee; Page 64 of 92 Request for Proposals (RFP) 985381,2 9) Provide a light patrol during the 2nd and 3rd shifts; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 2. Miamarina at Bayside 401 Biscayne Boulevard Miami, FL 33132 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) One (1) Security Personnel covering the marina from the east and south, along the ICW Sea Wall, Piers A, B, C, the interior basin east and south sea walls, to the west and north, along Pier Five (5) from Slip One (1) to Slip Thirty -Five (35); 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of marina and station routes shall be available to all Security Personnel); 3) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during their shift; 4) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish the Marina with hard copies of the Security Personnel routes; 5) Be required to punch and sign their own time card at the beginning and end of each shift; Security Personnel are prohibited from punching or initialing any other Security Personnel's time card; 6) Maintain and turn in a signed shift log to the Marina staff at end of each shift. Any incidents, reports of suspicious activities, or interruptions to Station rounds shall be recorded in the shift log; 7) The entire Marina shall be patrolled at a minimum of once (1) per hour using alternating routes; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. Page 65 of 92 Request for Proposals (RFP) 985381,2 D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 8:00 AM 3. Marine Stadium Marina 3501 Rickenbacker Causeway Miami, FL 33149 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage of the Marina: from the east in the Maintenance area, to the west at the gate to the Rickenbacker marina, through the boatyard, and along the floating staging docks; 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of the marina and station routes shall be available for all Security Personnel). 3) Create watch stations at preset locations throughout the marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes. 4) Be accompanied on first and last shift Station route by Marina staff, Security Personnel shall be provided with a list of all boats left in the water at close of the Marina and signed by City staff, Security Personnel shall return this list, updated to the Marina staff at the end of the shift, Security Personnel shall maintain and turn in a signed shift log to the Marina staff at the end of each shift, any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the log, Security Personnel shall be provided with a current schedule of boat owners, listed alphabetically, and updated weekly, Security Personnel shall request identification and record all persons entering the marina thereafter closure of the facility. 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift. 6) The entire Marina shall be patrolled at a minimum of two (2) times per hour, using alternating routes. 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) Page 66 of 92 Request for Proposals (RFP) 985381,2 E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 8:00 AM 4. Dinner Key Marina (DKM) 3400 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage for the Marina: from the south near the Seminole Boat Ramps, to the north along the sea wall north of City Hall, and throughout all piers; 2) Work with the Facility Administrator or designee to set up all routes and schedules (a diagram copy of the Marina and station routes shall be available for all Security Personnel); 3) General Responsibilities: a. Assist in maintaining proper order throughout the Marina; b. Patrol and check piers, bay walk, and parking lot for suspicious activities; c. Verify the identity of unknown persons and tradesmen accessing the piers and facilities; d. Work with Marina staff in allowing access for approved mechanics, tradesmen, and guests accessing piers with Marina authorization; 4) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of Marina and station routes shall be available for all Security Personnel); 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift; 6) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes; 7) Maintain and turn in a signed shift log to the Marina staff at the end of each shift -- any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the shift log; 8) The entire Marina shall be patrolled at minimum of once (1) per hour, using alternating routes; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. Page 67 of 92 Request for Proposals (RFP) 985381,2 D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 5. Ft. Dallas/Flagler Worker House 64 SE 4th Street Miami, FL 33131 A. Type of Guard: Level 2 Armed B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Posses a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 6. Ralph Munroe Marine Stadium 3501 Rickenbacker Causeway Miami, FL 33149 Page 68 of 92 Request for Proposals (RFP) 985381,2 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 7. Stearns Park NE 38 Street & 6 Ave Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating Page 69 of 92 Request for Proposals (RFP) 985381,2 routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 6:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 6:00 AM 8. Paul Walker Park 46 West Flagler Street Miami, FL 33130 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami 3) A complete circuit of the property shall be conducted no less than two (2) rounds routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) site; Police Department; per hour using alternating Proposer Watch Commander or E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 AM to 5:00 PM 9. Charles Hadley Park 1300 N.W. 50th Street Miami, FL 33127 Page 70 of 92 Request for Proposals (RFP) 985381,2 A. Type of Guard: Level 2 (Level 3 shall be required for Memorial Day through Labor Day ONLY) B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds, inclusive of the parking lots; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Operate a radio to contact the Supervisor and/or Police Department concerning different incidents when necessary; and 6) Possess cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 8:00 PM 10. Maximo Gomez Park (Domino Park) 801 S.W. 15th Avenue Miami, FL 33135 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; Page 71 of 92 Request for Proposals (RFP) 985381,2 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Depai tment and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 4:00 PM to 11:00 PM 11. Little Haiti Cultural Center 212 N.E. 59th Terrace Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Cultural Center Manager; 4) Write reports for possible solutions to Cultural Center staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Depait<nent and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 2:00 PM Page 72 of 92 Request for Proposals (RFP) 985381,2 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 9:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 3:00 AM 12. Bayfront Park Management Trust (the Trust) 301 N. Biscayne Boulevard Miami, FL 33131 Services are needed for both properties managed by the Trust: Bayfront Park and Maurice A. Ferre Park (formerly Museum Park). Bayfront Park is a 32-acre public park, located at 301 N. Biscayne Boulevard, Miami, Florida 33132, in the Downtown Miami area -- adjacent to the Central Business District. It is the area located between the Bayside Market Place, the Hotel InterContinental, Biscayne Boulevard, and Biscayne Bay. Maurice A. Ferre Park is a 21-acre public park, located at 1075 Biscayne Boulevard, Miami, Florida 33132. A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) for each park C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the facilities with a golf cart(s); 2) Communicate with the central Security Personnel office/supervisor, as well as the Miami Police Department; 3) Possess the ability to positively interact with the diverse public, both residents and tourists, who visit the park; 4) Provide the Trust with a proposed security plan for the facility which will then serve as the standing orders for the Security Personnel; 5) Provide the Trust with daily reports of activities in the park, with incident reports for any unusual events or activities; 6) Be able to speak Spanish; 7) Be able to provide additional Security Personnel from time to time; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel for each facility - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM Page 73 of 92 Request for Proposals (RFP) 985381,2 3) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 13. Miami Riverside Center (MRC) Building 444 S.W. 2nd Avenue Miami, FL 33130 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) or One (1) depending on shift C. Duties/Standard Operating Procedures 1) General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The ability to patrol grounds on foot and/or via golf cart; patrol inside and outside buildings; staff the MRC main entrance security desk; ensure compliance with facility standard operating procedures; provide detailed security reports; utilize two-way radios; respond to routine and emergency safety, security -related requests, and call -outs; respond to security and fire -safety alarms; operate the facility's fire alarm panel; operate building security management system software; perform other security -related functions as required; be cordial with the public; have the ability to deal tactfully and effectively with the public and employees; and always represent the City in a positive manner 2) Specific Duties: a. Be stationed at the MRC main entrance security desk ("front lobby desk") at all times 24 hours per day and seven (7) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance. b. If and when available, a minimum of one (1) Security Personnel is to cover each of the following areas: the MRC front desk, the I.D. table, the metal detector machine, the City employee entrance way, and the patrol route (inside and outside of the facility). Coverage locations may be deleted and/or added at the discretion of the MRC Facility Administrator or designee. c. Randomly patrol the inside and outside perimeter of the MRC facility, including the parking garage and parking lots. d. Security Personnel may switch positions upon mutual consent with the Security Personnel Supervisor's authorization. Security Personnel may not be together at the same post at any moment while on duty. Exception is allowed only when switching positions and when handling an incident or an emergency situation which requires additional Security Personnel assistance. e. When an incident or an emergency situation occurs, the Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel Supervisor, the MRC Facility Administrator or designee and the appropriate authorities. The Security Personnel shall always write an Incident Report and submit to the Facility Administrator or designee's office. f. It is extremely important that anything and everything unusual during their tours of duty, is written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in the cafeteria, repairs that may be required, fire alarms, etc.) even though seemingly insignificant. Write complete and precise Security Officer Page 74 of 92 Request for Proposals (RFP) 985381,2 Reports, sign and submit daily to the Facility Administrator or designee's office. g. Be familiar and knowledgeable of all applicable, established, modified MRC policies and procedures. Said policies and procedures, including revisions/updates shall be provided by the Facility Administrator or designee to the Security Personnel. 3) Facility Access Hours: a. Access Hours 1. The MRC building is open to the general public from 8:00 AM to 5:00 PM, Monday through Friday (and is closed on City recognized holidays). 2. The main entrance doors to the MRC building shall be locked at 6:00 PM, Monday through Friday. The doors shall remain locked on weekends and holidays. b. General Public 1. The general public may enter the MRC building at 8:00 AM and remain in the main lobby area. At 8:00 AM the elevators shall be available to the general public. 2. Ensure that the general public does not access the elevators before 8:00 AM. 3. The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM. 4. Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited depai talents shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting department and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and depaituient authorizing the entry. 5. After hour visitors shall be processed according to the identification requirements included in this document and the Sign -In Sheet. 6. The after hour Sign -In Sheet shall be submitted by the Security Personnel on a daily basis to the MRC Facility Administrator or designee. c. City Employees 1. City employees carrying their City I.D. may be granted access to the MRC building. 2. Employees not carrying proper identification shall be required to follow the identification requirements as described in this document. 3. Access to the facility after hours or on weekends shall require that employees show their City I.D. and sign -in with the front desk Security Personnel. The after hour sign -in log shall be submitted on a daily basis to the Facility Administrator or designee's office. 4) Identification Requirements to Access the MRC: a. All visitors shall show a valid photo I.D. (passport, driver's license, identification card or military identification) -- NO EXCEPTIONS. b. All visitor's handbags, purses, briefcases, packages, plans, etc. shall be searched or inspected before being allowed access to the building. c. City employees shall wear a City issued I.D. card at all times when inside the MRC or on its premises so as observable by the Security Personnel. d. City employees not carrying their City I.D. shall go through the screening area and present a valid photo I.D. (passport, driver license, identification card or military identification) to the Security Personnel. In the event that no I.D. is available, the employee's supervisor shall come down and pick-up the employee. The employee shall Page 75 of 92 Request for Proposals (RFP) 985381,2 also sign -in with the Security Personnel monitoring identifications. e. City of Miami Police Officers and Fire -Rescue personnel, when in uniform with a name tag, shall not have to wear a City I.D or sign -in. f. Non -City Police and Fire -Rescue personnel, whether in or out of uniform, shall go through the screening area and present a valid photo I.D. g. The City Mayor, Commissioners and the City Manager shall not be required to wear a City I.D. or sign -in. Security Personnel shall utilize the photographs displayed in the main lobby security desk to identify these officials and grant access to the facility. 5) Restricted Areas: The freight elevator is restricted to the general public with the exception of authorized vendors and maintenance staff. For all those authorized to use the freight elevator, Security Personnel shall request and maintain that person's driver license while that person is in possession of the elevator key. 6) Main Lobby: Unlock the main lobby entrance doors at 8:00 AM and shall lock them at 6:00 PM, Monday through Friday. Lobby entrance doors shall remain locked on the weekends and holidays. 7) Cafeteria: a. Cafeteria doors shall be open at 7:00 AM and shall close at 3:00 PM, Monday through Friday. The Cafeteria shall remain closed on weekends and holidays. b. No one shall be allowed in the cafeteria after 3:00 PM with the exception of authorized Cafeteria personnel. Anyone found inside the Cafeteria area shall be immediately escorted out. Upon removal, Security Personnel shall inspect the cafeteria and write-up an Incident Report. Report shall be forwarded on a daily basis to the MRC Facility Administrator or designee's office. c. A Cafeteria after-hours exception shall be made for authorized City Union meeting(s). MRC Management shall be responsible for advising Security Personnel of such Union meeting(s) or any other use authorized by the MRC Facility Administrator or designee. 8) MRC Parking Garage: a. The Parking Garage shall only be accessible to City employees with a parking access card or individuals with a valid disability permit. Concerning the same, exception shall be granted with prior coordination with MRC Management (e.g. key visitors such as judges, visiting attorneys, etc.) b. Verify City I.D. and disability permit cards for all those who press the "Call Button" and require access to the MRC Parking Garage. A record of all who enter the Parking Garage as a result of a "Call Button" shall be kept, including reason for access (e.g. forgot access card, special authorized permission by Management, etc.) and a weekly report shall be provided to the MRC Facility Administrator or designee's office. c. MRC parking access cards that are found shall be immediately returned to the MRC Facility Administrator or designee's office and shall be deactivated. d. Observe or are make aware that employees that are sharing or lending out their MRC parking access card shall immediately report the incident to the Security Personnel Supervisor and MRC Facility Administrator or designee's office. When possible, Security Personnel shall record vehicle make, model, and tag. e. No vehicle shall be towed without the verification and approval of the owner of said vehicle. It shall be the responsibility of the vehicle's owner to advise the MRC Facility Management office that their vehicle shall be towed. No tow truck shall have access to the MRC Parking Garage without the permission of the MRC Facility Administrator or designee's office. f. At the sole discretion of the MRC Management, booting of vehicles shall take place as a result of parking Page 76 of 92 Request for Proposals (RFP) 985381,2 violations. Security Personnel shall issue a warning before a vehicle is booted. g. In order to expedite traffic during normal working hours, the Parking Garage east vehicle ingress roll -up gate shall remain open from 6:00 AM to 6:00 PM, Monday through Friday. On weekends and holidays, this roll -up gate shall remain closed and will only open with a parking access card. All other roll -up gates shall remain closed and will only open with a parking access card. h. The garage pedestrian access door shall be unlocked at 6:30 AM and shall be locked at 6:00 PM, Monday through Friday. On weekends and holidays, the garage pedestrian access door shall remain locked. These doors can only be opened with an access card. i. The north and east entrance/exit driveways shall not be used as temporary or permanent parking areas. At the sole discretion of the Security Personnel, exceptions shall be allowed for quick drop-offs and other rare circumstances (e.g. large sets of plans, etc.) Security Personnel shall not allow anyone to park at these locations. Emergency vehicles are the exception. Anyone found permanently parked shall be at the risk of receiving from a written warning up to and including the towing of their vehicle. Security Personnel shall record the tag numbers of City vehicles who also violate the north and east entrance/exit driveway's parking restrictions. On a monthly basis, a report listing violators shall be provided to the MRC Facility Management's office. Depai Intent Directors shall be notified of employees violating the north and east entrance/exit driveway parking restrictions. 9) MRC Parking Lots: a. Parking Lot No. 16 (across from the parking garage) shall be available to City employees with a valid City parking hanging tag and for persons with a valid disability permit. Non -employees parking in Lot No. 16 shall be monitored and ticketed by the Miami Parking Authority. Parking Lot No. 16 shall open at 6:00 AM and shall close at 7:00 PM, Monday through Friday. On weekends and holidays, gates shall remain locked. Security Personnel shall require proof of City I.D. for access to Parking Lot No. 17 after 7:00 PM. b. Parking Lot No. 17 is available to the general public and for overflow of City employees. Employees shall display their City hanging tag. This Parking Lot is monitored by the Miami Parking Authorities. 10) Loading Dock Entrance: Loading dock doors shall remain locked at all times when not in use. They are only accessible by utilizing a special access card (limited to MRC Management staff). 11) Security Patrol Tour of Facility a. Prior to beginning the patrol tour, Security Personnel shall follow the established Patrol Tour activation of Watchman apparatus procedures. b. The building perimeter patrol tour shall take place every day from 6:00 PM to 6:00 AM, Monday through Friday, and hourly on weekends, depending on weather conditions. c. Each Security Personnel shall be assigned a pass code by MRC Management. Security Personnel shall never give their keys or key box pass code to anyone, including the relieving Security Personnel. If a Security Personnel removes these keys from the key box, the Security Personnel shall be responsible for those keys while they are in their possession. When keys are not needed or when relieved from duty, the Security Personnel shall place them back in the key box. Upon departure of a Security Personnel, the keys and key box shall be inspected, and the pass code shall be deactivated by MRC Management. d. Make sure that the following is secured at the MRC facility including, but not limited to: assuring that all lights are shut off with light switches in the OFF position (including restrooms); checking all areas, including bathrooms, and ensuring that no one remains inside the building/area without proper authorization; ensuring that microwaves, coffee makers, etc. are turned off in the break rooms; checking for anything that seems unusual or suspicious (e.g. packages, boxes, envelopes, etc.); inspecting the facility and identifying any lights (indoors, outdoors, or in the parking lots) that are not operational or are malfunctioning; identifying any repairs or maintenance that needs to be Page 77 of 92 Request for Proposals (RFP) 985381,2 reported to the MRC Management; inspecting the hallways and stairways and ensuring that any obstructions are immediately removed; inspecting the vending machine areas; inspecting and ensuring there are no suspicious packages and following the established procedures for addressing the same; and, ensuring that the loading dock and other doors are properly secured. e. In addition, ensuring that: 1. Security Personnel inspect and observe elevator functions. At any moment that an elevator is found not working properly, malfunctioning, or out -of -order, the Security Personnel is to immediately contact MRC Management, their Supervisor and complete the appropriate report, including the course of action taken. 2. All telephone rooms, mechanical rooms and electrical rooms are locked at all times. Mechanical rooms shall be clear of debris. For anything found inside these rooms, the Security Personnel shall immediately follow established Critical Incident Response procedures. Any person requiring access to the telephone, mechanical or electrical rooms shall have authorization from the MRC Facility Administrator or designee's office. 3. If any of these rooms are found unlocked, the Security Personnel shall enter the room, conduct an inspection, and secure the room. The Security Personnel shall reflect in the daily report the exact time that the incident was discovered and the course of action taken. 4. If anything unusual is found, the Security Personnel shall immediately notify the Supervisor and/or the Police Department. 5. A Critical Incident Response Manual shall be provided to the Security Personnel once assigned to this facility. 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) Two (2) Security Personnel - on Weekdays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Security Personnel - on Weekends and Holidays 7:OOAM to 3:00 PM 14. South District Police Sub -Station 2200 W. Flagler Street Miami, FL 33135 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures Page 78 of 92 Request for Proposals (RFP) 985381,2 General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the South District shall be primarily responsible for the station's security and for the security for all parked vehicles at the same; 1) Be primarily stationed at the northwest entrance door of the station, where they can maintain constant vigilance of the parking area and the entrance gates to the station; 2) Maintain a work hours sign in/out log, where the Security Personnel name, arrival time, and departure time shall be maintained; 3) Monitor the automatic gates and watch for any civilian vehicles entering the compound; 4) Monitor any civilian vehicles that enter the rear parking area and ascertain if the vehicle belongs to an employee or authorized personnel; 5) Immediately report any unauthorized vehicles that enter the secured parking area of the Administrative or Front Desk Officers; 6) Security Personnel assigned to the afternoon and midnight shifts shall walk the interior perimeter of the parking area once every half hour; 7) Make note of any civilian, non -marked police vehicle that have been parked in the parking lot for an extended period of time without moving and report the same to the Administrative Officers; 8) Security Personnel assigned to the midnight shift shall make contact with the Front Desk Officer once every two (2) hours and relay any security concerns uncovered during the perimeter checks; 9) Maintain an hourly log documenting any activities that occur during their shift. Any non -City Employee visitors/contract workers shall be logged on the security log, with an arrival and departure time. The purpose of the visit shall also be logged. i.e. the cleaning crew, lawn maintenance, etc; 10) Not leave their post without authorization from the Administrative Officer or the Front Desk Officer. If the Security Personnel has to leave for any reason, the Security Personnel shall advise the Administrative Officer or Front Desk Officer of the reason for leaving and the expected time of their return. If for any unforeseen reason a Security Personnel shall leave their post, the Security Personnel shall notify the company and a replacement shall respond; 11) Monitor the parking of the marked vehicles and shall advise officers to move their vehicles if illegally parked within the compound. Security Personnel shall report to the Administrative Detail any illegally parked police vehicles which are not moved and shall log the incident on the hourly log. The Administrative Sergeant shall follow up on any complaints; 12) Report and log any damage to the security fencing or wall, such as graffiti, etc; and 13) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM Page 79 of 92 Request for Proposals (RFP) 985381,2 3) One (1) Security Personnel - on Weekdays, Weekends and Holidays 11:00 PM to 7:00 AM 15. Central District Police Headquarter Building 400 N.W. 2nd Avenue Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the Central District shall be responsible for the security at the main entrance, station lobby, and rear gate. 1) Main Entrance/Lobby Detail: a. Be responsible for screening all visitors and vendors coming into the building. b. Request an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; d. Ensure that each visitor passes through the metal detector before entering the main lobby area; e Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and f. After completing steps c, d, and e immediately above, the Security Personnel shall then send the visitor to the front desk Officer. 2) Rear Gate Detail: a. Be responsible for checking all visitors, vendors, and contractors etc. wishing to drive into the police compound; b. Obtain an I.D. from each visitor inside the vehicle and then issue a Fast Pass Photo badge showing where in the compound the visitor(s) is going. If the Security Personnel feels that there are too many individuals inside the vehicle they shall tell the driver of the vehicle to enter the building through the main entrance/lobby of the Police Depai t<nent. Note: there shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. The Security Personnel, upon the visitor's vehicle entering the rear gate, shall write down the tag number of the vehicle on a log and that log shall be maintained inside the Security Personnel house; d. Make sure that all Police Department employees, both sworn and non -sworn use, their departmental issued key card to gain access to the police compound. If in the event an employee does not have their key card with them, the Security Personnel shall request their I.D. prior to allowing the employee access into the police compound; and e Immediately report any unauthorized vehicle and/or person that enters the police compound to the Front Desk Page 80 of 92 Request for Proposals (RFP) 985381,2 Officer and/or the Administrative Officer. 3) All Security Personnel: a. Maintain a work hours sign in/out log, with the date, Security Personnel name, and arrival and departure times; b. Maintain a shift log documenting any activities that occur during their shift and shall pass down this log to each new Security Personnel for their shift; c. Not leave their post without authorization from the Front Desk Officer or the Administrative Officer. If a Security Personnel has to leave their post for any reason they shall tell the authorizing person the reason for leaving and the expected time they shall be gone. If for any reason a Security Personnel must leave their post, they shall immediately notify their company and a replacement shall respond to replace the Security Personnel that is leaving; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 5) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 16. Police Auto Pound 300 N.W. 7th Street Miami, FL 33136 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Monitor the auto pound perimeters to insure that there are no breaks in the secured fenced areas of the auto pound; 2) Report any entry or subjects in the area to the complaint room to dispatch a police unit; 3) Forward a log of incidents from to the auto pound detail on a weekly basis; and Page 81 of 92 Request for Proposals (RFP) 985381,2 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule: 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 10:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 6:00 AM 17. Police College 350 N.W. 2nd Ave Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Be responsible for screening all visitors and vendors coming into the building; 2) Obtain an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; 3) Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; 4) Ensure that each visitor passes through the metal detector before entering the main lobby area; 5) Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 7:00 AM to 5:00 PM Page 82 of 92 Request for Proposals (RFP) 985381,2 18. Grapeland Heights Substation (SOS) 1701 N.W. 30 Ave Miami, FL 33125 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays 12:00 AM to 7:00 AM 3) One (1) Security Personnel - on Weekends, and Holidays 7:00 AM to 3:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 3:00 PM to 11:00 PM 5) One (1) Security Personnel - on Weekends, and Holidays 11:00 PM to 7:00 AM 19. City Hall 3500 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1)per shift C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Page 83 of 92 Request for Proposals (RFP) 985381,2 Security Personnel Shall: Be responsible for the security at the front Main Entrance/Lobby area. 1) The desk shall be manned by one (1) Security Personnel per six (6) hour shift, Monday through Friday; 2) Be responsible for screening all visitors coming into the building; 3) Be responsible for keeping a handwritten log of visitors; 4) Make sure all visitors are safe to enter the building by hand searching all items, (bags, boxes, purses, briefcases, etc.); 5) Ensure that each visitor passes through the metal detector before entering the main lobby area; 6) Immediately notify the Sergeant -at -Arms of any suspicious person or package attempting to gain entry into the building; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, 2:00 PM to 8:00 PM 20. Building Department 4th Floor (MRC) 444 S.W. 2nd Ave. 6th Floor Miami, FL 33130 A. Type of Guard: Level 1, Level B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Possess the ability to positively interact with the diverse public, both residents and commercial, who visit the facility; 2) Be stationed at the MRC 4th Floor lobby main entrance security desk at all times from 6:00 AM to 4:00 PM; 3) Five (5) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance; 4) Report incidents to the Facility Administrator or designee; 5) Writing of reports indicating possible solutions for problems; Page 84 of 92 Request for Proposals (RFP) 985381,2 6) Be able to speak Spanish; 7) Operate a radio to contact the Supervisor and/or Police Department and report incidents when necessary; 8) The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM (Permit Counter area); 9) Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited depai tuients shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting department and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and department authorizing the entry; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel Level 1 - Weekdays, 2) One (1) Security Personnel Level 3 - Weekdays, 21. Department of Resilience and Public Works 1390 N.W. 20th Street Miami, FL 3342 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) 7:00 AM to 4:00 PM 6:00 AM to 3:00 PM Transportation Division C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site, open and close the gate as needed to let City trolley busses refuel; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) Complete a circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment Page 85 of 92 Request for Proposals (RFP) 985381,2 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 1:00 AM 22. Department of Resilience and Public Works Operations Division 1290 N.W. 20th Street Miami, FL 33142 The Operation Compound includes a Vehicle Staging Area and a Main Administration Building A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General Responsibilities for the Public Works Operations Compound shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the grounds utilizing the facility's Morse Watchman data collection system; 2) Patrol the eastern portion of the compound at the main garage facility entrance and the fueling facility during the hours of operation; 3) Be required to patrol their respective areas every 20 minutes, logging into each predetermined security checkpoint using the Morse Watchman Data Recorder; 4) Be required to complete and submit detailed security reports; 5) Respond to routine and emergency safety and security -related requests; 6) When an incident or an emergency situation occurs, Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel supervisor; the supervisor shall then submit a detailed report to the Fleet Manager; 7) Everything and anything unusual during the Security Personnel tour of duties shall be written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in unauthorized areas, repairs that may be required, etc.) even though the Security Personnel may feel it is not important, a daily written report shall be completed, signed, and submitted to the Fleet Manager's office; 8) The main entrance gate to the Public Works Compound shall be locked at 3:30 PM, Monday through Friday; The gate shall remain locked on weekends and holidays; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) Page 86 of 92 Request for Proposals (RFP) 985381,2 E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 9:00 PM to 6:00 AM 2) One (1) Security Personnel - on Weekends, and Holidays 6:00 AM to 2:00 PM 3) One (1) Security Personnel - on Weekends, and Holidays 2:00 PM to 10:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 10:00 PM to 6:00 AM F. Other The Public Works Operations Compound is open to City employee from 6:00 AM to 3:30 PM , Monday through Friday (closed on City recognized holidays). Access to the compound by the general public is prohibited. 3.10. SPECIAL ASSIGNMENTS Security Personnel services may also be requested on occasion for special events sponsored by the City at the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City. 3.11. COMPENSATION Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charged for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based on the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City -- the hourly rate shall remain unchanged. 3.12. ACCESS Security Personnel shall not be accompanied in their work area or performance of their duties by acquaintances, family members, assistants, or any other person unless the City authorizes the same. Page 87 of 92 Request for Proposals (RFP) 985381,2 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements where indicated. Proposals shall contain the information requested and in the order indicated. This information shall be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are not requested or desired. Sealed written Proposals must be received by the Office of the City Clerk no later than the date, time and at the location indicated in the RFP cover page, in order to be considered. Faxed documents are not acceptable. One (1) three (3) hole punched original in a binder, and seven (7) copies in digital format (on USB flash/thumb drive in .pdf file format) of the Proposer's Proposal must be timely received by the Office of the City Clerk, or the Proposal will be disqualified. Proposals can be hand delivered to the Office of the City Clerk, no later than the date, time, and at the location in RFP Cover page. Untimely or misdelivered submittals will not be considered. The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. B. Include in detail, documentation that clearly demonstrates Proposer meets all of the qualification requirements, pursuant to Section 2.7., titled Minimum Qualification Requirements. 1. Cover Page The Cover Page shall include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, Email addresses; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number. 2. Table of Contents The table of contents shall outline, in sequential order, the major sections of the proposal as listed below, including all other relevant documents requested for submission. All pages of the proposal, including the enclosures, shall be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary: A signed and dated summary of no more than two (2) pages containing the Qualifications, and Experience, Ability to Perform Required Services, Methodology and Overall Approach to the Scope of Services, and fmancial strengths Page 88 of 92 Request for Proposals (RFP) 985381,2 as contained in the submittal. Include the name of the organization, business phone and contact person. 4. Proposer Information: Proposer's Relevant Experience Past Performance and Qualifications 1) Describe the Proposer's past performance and experience that qualifies Proposer to perform these services in a similar environment. 2) State the number of years that the Proposer has been in existence, the current number of employees, and the primary markets served Pursuant to Section 2.7, Minimum Qualification Requirements herein. 3) Provide a list of all principals, owners or directors. 3) Provide copies of all current licenses to provide said services in the State of Florida pursuant to Section 2.7, Minimum Qualification Requirements herein. 4) Provide the number of years Proposer has been in existence, both nationally and in the Florida market, providing documentation of active status with the Florida Division of Corporations ("Sunbiz"); the current number of clients Proposer has, both nationally and in Florida, and the primary markets served. Also, discuss specifically Proposer's involvement in providing such services, particularly in the South Florida market. 5) Provide a detailed description of comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed as required in this RFP. This list shall include those governmental entities of a similar size and diverse population to the City for whom services have been performed during the past five (5) years and other non -governmental clients. Include the overall value of the contract, and include the address, phone number(s), email, and contact persons within each organization. The City reserves the right to contact any reference as part of the evaluation process. The detailed description should identify for each project: 1. Client, 2. Description of work, 3. Degree of public contact, 4. Location and number of hours contracted per week, 5. Total dollar value of the contract, 6. Dates covering the term of the contract, 7. Client contact person and phone number, 8. Statement of whether Proposer was the prime contractor or subcontractor, and 9. The results of the project. 6) Provide three (3) client references on client letterhead from governmental entities of a similar size and diverse population to the City for whom similar services have been performed. These can include the clients listed in item 5 above. 7) Provide a complete list of the Security Supervisor(s) used in the referenced Contract(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of these individuals. The City reserves the right to verify any such information submitted in this process. Such verification may include, but is not limited to, speaking with Client References, reviewing any and all documentation for the same, site visitations, and any and all other independent confirmation of data as the City may deem necessary in its sole discretion. Page 89 of 92 Request for Proposals (RFP) 985381,2 5. Approach and Methodology to Scope of Services: 1) Describe Proposer's Approach and Methodology to providing the services to be performed. 2) Provide detailed plans addressing the following: a) A staffmg plan that includes an organizational chart showing key management personnel and identification of onsite management, inclusive of the number of Security Guards and supervisors as reflected per the Specifications/Scope of Work section herein; b) A technical operating plan describing the operating policies and procedures to be employed for the management and/or operation of all security services, the Proposer shall also describe its approach to fmancial management and administrative policies and procedures; c) A transition plan from the current security personnel services agreement in order to ensure a seamless transition inclusive of a plan for the retention of qualified employees as stated in Section 2.17 (not applicable to the incumbent); and d) The training methodology and approach to ensure all required training is accomplished, especially training of new employees, and any additional training which may not be outlined and/or required by this RFP. 3) Describe Proposers Corporate Responsibility Model that outlines how they successfully integrate into the communities where they provide services, including their approach regarding compensating their employees. Proposers shall be good corporate citizens providing their employees with competitive wages, making a positive difference by supporting the local communities where they operate, and conducting themselves in an environmentally conscious manner 4) Identify if Proposer has taken any exception to the terms of this Solicitation. If so, indicate what alternative is being offered and the cost implication of the exception(s). 6. Proposer's Financial Strength: a) Proposer shall have a minimum of an "A" rating from Standard & Poor or Moody's as of the due date of this RFP, if the company has a rating from either of those two (2) agencies, copies of these documents shall be submitted, if the Proposer has no such rating because it is a non -stock organization or a non-profit entity and has no long-term debt, then the Proposer shall submit financial statements reflecting a strong financial position as the City may determine, including a strong asset to liability ratio indicative of the same. b) Provide a summary of how previous or ongoing contracts of similar size and scope were handled fmancially and how the addition of this Contract would impact the Proposer's financial capacity. 7. Compensation Proposal: Page 90 of 92 Request for Proposals (RFP) 985381,2 Provide, in detail, proposed fee(s) for services provided. Refer to detailed fee requirements cited in Section 2.25 Compensation Proposal. Page 91 of 92 Request for Proposals (RFP) 985381,2 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of this solicitation, includes all documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has the appropriate signatures as required. Failure to comply with these requirements may result in the proposal being deemed non -responsive. Proposals will be evaluated by an Evaluation/Selection Committee (Committee) which will evaluate and rank proposals based on the criteria listed below. The Committee will be comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum of one hundred (100) points per Committee member. Technical Criteria Points Proposer's Relevant Experience, past performance, and Qualifications 30 Approach and Methodology to the Scope of Services 30 Proposer's Financial Strength 15 Compensation Proposal Proposer's Proposed Fees Total 25 100 Local Office As defined in Section 18-73 of the City of Miami Procurement Code 5 Page 92 of 92 EXHIBIT B SCOPE OF SERVICES 3.1 SPECIFICATIONS/SCOPE OF WORK The City of Miami ("City") is requesting proposals for the provision of unarmed and armed Security Guard Services (hereinafter referred to as "Security Personnel") at various locations within the City. Successful Proposer shall provide armed and unarmed Security Personnel twenty-four (24) hours per day, seven (7) days per week, including holidays. The number of Security Personnel and shift times shall be provided on a per facility basis as needed. Successful Proposer shall perform all the work provided in this RFP and shall perform additional, and incidental work as may be considered necessary from time to time in a complete and satisfactory manner The City expects the Successful Proposer to provide a full range of security services, including, but not limited to, protection and security to the best of its ability against vandalism, trespassing, and theft of property on / or from City premises. Successful Proposer shall instruct and require its Security Personnel to perform the services specified herein in an orderly and efficient manner while enforcing City regulations with regards to safety and facility security, and shall accomplish these specified services in such a manner as not to interfere with the normal routine of the City's business. 3.2 GENERAL REQUIREMENTS A. Work Force and Work Assignment Successful Proposer shall: 1) Provide Security Personnel to work various assignments at locations as determined by the City. Some may require optional equipment such as two-way radios, golf carts etc. 2) Provide qualified, trained personnel to perform all the specifications of this RFP which shall include holidays and weekends, and the ability to immediately backfill any regularly scheduled personnel who fail to report for duty. Successful Proposer shall provide each Facility Administrator or designee with the names and contact numbers of all security personnel assigned to their facility. Successful Proposer shall update that list of information on a weekly basis, as changes occur, to maintain its accuracy. The Successful Proposer shall provide accurate time records for the previous week for each assignment by listing the full name of the assigned Security Personnel. 3) Instruct Security Personnel that no gratuities shall be solicited or accepted for any reason whatsoever from any department/office, employee, or other persons using the premises. 4) Be allowed job -related use of City telephone service where available at no cost to Successful Proposer. ANY DAMAGE DONE BY THE SUCCESSFUL PROPOSER OR ITS EMPLOYEES TO EQUIPMENT BEYOND NORMAL WEAR AND TEAR WILL BE REIMBURSED TO THE CITY BY THE SUCCESSFUL PROPOSER. 5) Have upon the award of the Contract, all necessary personnel required to perform all services arising from the award of the Contract. All personnel employed shall be employees of the Successful Proposer. B. Personnel Qualifications Successful Proposer shall: 1) Employ Security Personnel in all classifications that are no less than 21 years of age; have a high school diploma or a G.E.D.; possess good human relation skills, possess a valid Florida Driver's License, and the minimum required auto insurance for any vehicle that they drive onto City property, as necessary. They shall be required to successfully pass a rigid background investigation including, but not limited to, a criminal background check, inclusive of a Florida Depai talent of Law Enforcement (FDLE) check and a medical examination, inclusive of a drug screening. (SUCCESSFUL PROPOSER SHALL ASSUME ALL COSTS FOR THE AFOREMENTIONED TESTS AND SCREENINGS.) 2) Employ Security Personnel in all classifications that are Citizens of the United States of America, or an alien who has been lawfully admitted for permanent residence, can lawfully work, or who presents other documents from the Immigration and Naturalization Service that employment will not affect their immigration status. Acceptable documentation shall consist of a birth certificate or appropriate naturalization papers. 3) Employ Security Personnel that possess the following State of Florida Guard License requirements: a. Guard License "D" Levels 1, 2, and 3; b. Required professional, technical licenses, or certificates including, but not limited to cardiopulmonary resuscitation (CPR) certification which shall be active and available for all on -duty personnel at all times; and c. Armed Personnel will be requested by the City at certain locations, the armed guards assigned by the Successful Proposer shall possess, at a minimum, a Class "G" license pursuant to Florida Statute Chapter 493. 4) Employ Security Personnel at all levels that are fully literate in the English language, (i.e., able to read, write, speak, understand, and be understood). Oral command of English must be sufficient to permit full communication, even in times of stress. Successful Proposer shall also have personnel which are bilingual (English, Spanish, and Creole) and which shall be available to the City when required. There shall be no exceptions. 5) Allow Security Personnel to be evaluated by and/or receive the approval of the Facility Administrator or designee prior to assignment. 6) Employ Security Personnel that are able to perform normal and / or emergency duties requiring moderate to arduous physical exertion, such as standing or walking for an entire shift and climbing stairs and ladders. Concerning stair climbing, this requires Security Personnel be capable of climbing from the ground level to the roof level and back to the ground level without stopping and without difficulty. Physical stamina is a basic requirement of this position. Any Security Personnel, who cannot meet the physical requirements of the position, including inability discovered through job performance, will not be qualified to work under this Contract. Additionally, this requirement is in place for the Security Personnel's protection and safety as well as reduction of the City's liability. 7) Employ Security Personnel that possess desirable qualities and knowledge such as the ability to recognize the following: 1. Fire hazards and proper usage of fire extinguishers; 2. Able to perceive hazardous or unusual situations; 3. Affectively handle prowlers, trespassers, and other unauthorized persons; and 4. Remain alert during emergencies and act calmly and quickly to address the same, etc. 8) Employ Security Personnel that are able to effectively use a two-way radio and drive a golf cart -type vehicle without difficulty, if necessary. 9) Employ Security Personnel that keep active, and be current with all professional, technical licenses or certificates as required by the State during the full term of employment. This includes a company issued photo I.D. card. All of the above are to be conspicuously displayed while on duty. 10) Not Employ Security Personnel under this Contract if they are currently or have been previously involved in: a. military conduct resulting in a dishonorable or undesirable discharge; b. any pattern of irresponsible behavior, including but not limited to, reckless driving or an unfavorable employment record; or, c. a criminal conviction (felonies or misdemeanors). Note: The City reserves the right to require any of the Successful Proposer's Security Personnel to submit to a polygraph examination, as deemed necessary by the Facility Administrator or designee as permitted by law. This examination shall be at the Successful Proposer's expense and, whose minimum testing parameters shall include, but not be limited to: a. Nature of discharge from military service; b. Substance abuse (drug and alcohol); c. Child abuse and/or molestation; d. Convictions (felonies and/or misdemeanors); and e. Dismissals (other than layoff) and the ability to handle a gun (and whether a gun permit has ever been denied). C. Personnel Probation/Dismissal Security Personnel may be observed by the Facility Administrator or Designee for at least an initial period of five (5) working days. If during this period the City is not satisfied with the performance of the Security Personnel, the City shall notify the Successful Proposer who shall immediately replace said employee. Additionally, the City reserves the right to request the replacement of any Security Personnel at any time during the term of the Contract. The City further reserves the right to demand that the Successful Proposer relieve/suspend a Security Personnel from their assignment. Be advised the City will not tolerate sleeping while on duty; nonperformance regarding making their rounds and completion of daily reports, being under the influence of alcohol, drugs, or non-prescription medication which will impact job performance; inability to communicate (both verbally and in writing); theft; unprofessional conduct or other unbecoming similar activities. 3.3 TRANSITION The Successful Proposer shall have sixty (60) days from award of the Contract to be fully transitioned into all of the facilities. The Facility Administrator or designee will coordinate Successful Proposer(s) activities with those of the current provider to ensure an orderly transition. At the conclusion of the Contract which includes any exercised option -to -renew period or extensions, the Successful Proposer shall coordinate their activities with any new Successful Proposer to ensure an orderly transition. 3.4 TYPES OF SECURITY PERSONNEL A. Level 1 This is the minimum classification for Security Personnel and it is an unarmed position. This Security Personnel shall be able to perform basic functions such as maintain a standing post, complete reports, make notifications and screen persons. These Security Personnel shall have at least one (1) year of security experience working with diverse crowds, elderly persons and children of all ages. B. Level 2 This is an intermediate classification for Security Personnel and may be armed or unarmed and these Security Personnel shall have one (1) or more of the following: One (1) year of law enforcement and/or military experience, three (3) years of security experience, and/or one (1) year of security supervisory experience working with diverse crowds, elderly persons and children of all ages. This classification may be used in sensitive and highly visible areas. C. Level 3 This is the advanced classification for a Security Personnel and may be an armed or unarmed position. These Security Personnel shall possess the following requirements: graduation from a certified federal, county, state or local law enforcement or military police training program, or equivalent, with the appropriate certificates and/or diplomas. Additionally, Security Personnel shall possess a minimum of three (3) years of certified law enforcement experience in a military or civilian setting, providing that such qualification is verifiable by supporting documentation. This classification shall be mandatory for work at specialized site locations requiring this type of background, and shall also possess experience working with diverse crowds, elderly persons and children of all ages. 3.5 TRAINING The Successful Proposer shall be required to provide training to all Security Personnel to ensure that the City may be assured that said personnel are capable of assuming the responsibilities of their respective assignments. The cost for such training shall be considered part of the Successful Proposer's operational expenses and shall be taken into consideration by the Successful Proposer when proposing overall hourly rates. The time spent by staff in such a program, though required, shall not be billable to the City, as only those hours of actual Security Personnel duty shall be compensated by the City. All Security Personnel of the Successful Proposer shall successfully complete and pass the course prior to assumption of duty under this Contract. This training course, which shall be developed or made available by the Successful Proposer, shall be included as part of the minimum requirements for the subject matter and the hours of instruction, and shall be subject to the City's approval. All formal training shall be administered by persons, corporations, and/or institutions who have been expressly approved by the City. A written certification of each security personnel's training shall be made available as part of the employees personnel file. All Successful Proposer supervisors shall have completed the required training and shall have worked for six (6) continuous months as an actual Security Personnel; additionally, basic supervisory skills are required, as well as an overall knowledge of operations, locations, etc. A. Site Orientation Training The Successful Proposer shall provide on -site training for Security Personnel for each shift to be worked in order to familiarize each Security Personnel with the post, at no cost to the City. Said training shall be conducted by a Contract shift supervisor or experienced Security Personnel who is fully qualified at that post. The trainee is not to be in an active duty status and may not be placed on duty at that site until said training has been completed. This training shall be conducted at each different job site to which the Security Personnel is assigned. The measure of success for the training shall not be the time invested [e.g., eight (8) hours], but rather the effectiveness with which the trained employee is able to perform post duties. The City shall be the sole assessor of that effectiveness. The Site Orientation Training shall include, but not be limited to, the following: 1. General and specific orders for the facility; 2. Policy and specific procedures for responding to emergency alarms, bomb threats, or incendiary devices in the facility, etc.; 3. Procedures for access control and operation of the security system within the facility; and 4. Procedures for operation of the fire alarms, fire control system, and fire -fighting equipment. B. Refresher Training (RT) Periodic and State required training of each Security Personnel shall be conducted by Security Supervisors in order to insure continued understanding of and familiarity with existing or new facility conditions. C. Training for Security Supervisors In compliance with all other Contract stipulations requiring that a Security Supervisor be fully qualified and capable of staffing a post, said supervisors shall have met all Basic Instructional Training requirements prior to assuming any duties under this Contract. Additionally, Supervisors shall be provided sufficient on -site post instruction necessary for provision of the Site Orientation Training (SOT) to Security Personnel assigned to posts within the supervisor's span of control or shift of duty. D. Additional training at no additional cost (upon request of the City) Kent Security Services, Inc. agreed to provide training in the following areas with other areas to be named as needed 1. CPR/AED 2. C.I.T. Crisis Intervention 3. Crowd Control 4. Conflict De-escalation 3.6 UNIFORMS, MAINTENANCE AND EQUIPMENT Security Personnel shall always wear a distinctive, neat, and freshly laundered uniform, which the Successful Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required. The Successful Proposer's name and/or logo shall appear on Security Personnel's uniform. The City's Facility Administrator or designee may request removal of any Security Personnel not properly uniformed. Successful Proposer shall provide identification badges for each Security Personnel and said badges shall be worn at all times. Uniform and equipment shall be used only when Security Personnel are on official duty or while in transit between their place of residency and their assigned duty station. Additionally, the use of unauthorized equipment (e.g., chemical agents, concealed weapons/firearms, personal radios, etc.) or other items not specifically approved in writing by the Contract or the Facility Administrator or designee will not be permitted. All equipment used by the Successful Proposer shall be well -maintained (i.e., free from defects or wear and tear which may in any manner constitute a hazard to any person or persons on City property), clean, and in safe operating condition at all times. Uniforms shall be readily distinguishable from the City of Miami Police uniforms. 3.7 SUCCESSFUL PROPOSER -FURNISHED ITEMS Successful Proposer shall provide all working materials necessary for proper performance of this Contract including, but not limited to, items such as bound logbooks, with consecutive numbered pages, notebooks, pens, and pencils. The Successful Proposer, at no expense to the City, shall supply these materials, unless otherwise specified by this Contract or the Facility Administrator or designee. All material required to perform this Contract, and not otherwise mentioned as being provided by the City, shall be provided by the Successful Proposer at their expense. Optional equipment as may be required by the City for specific locations, and/or assignments shall include, but not be limited to, the following: A. Marine radios (channels 68 and 78 must be accessible); and B. Golf carts Optional equipment as listed above shall be acceptable to the City in terms of aesthetics, reliability, safety, etc. The City reserves the right to refuse for use on City property, any and all such equipment deemed by the City as non -usable. Pursuant to Section 2.25 golf cart(s) shall be billed as a separate cost to the City 3.8 WORK FORCE AND WORK ASSIGNMENTS A. General Regular Security Personnel Duties Security Personnel furnished by the Successful Proposer shall provide all phases of building security, personal security, and personal property protection in and about the facility premises, both within and outside the facility. These duties shall include, but not be limited to, making rounds around the clock of assigned areas and key locations; checking lights; assuring gate and door locks, etc. Security Personnel shall receive their instructions as to specific duties by the City and in consultation with their supervisor. Security Personnel shall: 1. Take proper steps to prevent unauthorized entrances and access to the facility and screen visitors, employees, residents and elected officials; 2. Report security/safety violations and suspicious or criminal acts; 3. Make emergency calls as required; 4. Follow all Standard Operating Procedures as determined by the Successful Proposer and the City; 5. Patrol inside and outside of assigned facilities as required Security Personnel shall utilize a different route and time, and if applicable, a punch station on a daily basis; 6. Effectively operate their radio and make radio contact with their supervisor or to notify the Police Department or City staff of incidents when necessary; 7. Detain, while fulfilling regular security duties, any person who is posing a threat to any City employees, visitors, etc., using reasonably necessary measures, in or about the premises, until able to turn such person(s) over to the police; 8. Make and submit daily written reports to the Facility Administrator or designee, regarding any problems or incidents occurring during their shift. These reports are to be written in clear and readable print and language, and shall be detailed as to unusual incidents, suspicious circumstances, crimes committed, the rounds taken by the Security Personnel at the facility (if not a fixed post), the times of those rounds, and specific observances during said round(s); 9. Give instruction or information to visitors upon request or direct them to the proper City employee if any questions cannot be answered; and 10 Immediately notify the City of Miami Police Department and Facility Administrator or designee if requested in case of an alarm and/or emergency. B. Post Orders Post Orders shall be written and contain complete duty instruction for staffmg each Security Personnel post, including emergency procedures. All Security Personnel shall have access to these Post Orders at all times while on duty. This may be accomplished by storing the Post Orders on site or, in the instance in which no secure storage is available, delivering them to the site at the beginning of each tour of duty. Post Orders define the basic work that shall be performed by Security Personnel at the site. Post Orders are prepared by the Successful Proposer with the advice and consent of the Facility Administrator or designee. Post Orders shall include, but are not limited to, the following (which, once established, shall be the responsibility of the Successful Proposer to assure that copies are available to the Security Personnel for the duration of the Contract): 1. Facility information (e.g., operating hours, chain of command); 2. Building rules and regulations; 3. Operation of equipment; 4. Roving patrol routes, schedules, and duties; 5. Vehicular traffic control; 6. Access control procedures; 7. Emergency response procedures; 8. Security and fire control/alarm systems; 9. Hazardous conditions, inspection/reporting; 10. Response to emergencies, (i.e., fires, injury, or illness, etc.); 11. Procedures for raising, lowering, and half-masting U.S. and other flags (if delegated by the Facility Administrator or designee); and 12. Safeguarding persons and property. IT SHALL BE NOTED THAT POST ORDERS, WHILE VERY IMPORTANT, SHALL GIVE WAY TO GENERAL ORDERS TO "PROTECT CITY EMPLOYEE AND PROPERTY." THE LATTER ABSOLUTELY TAKES PRECEDENCE. C. Shift Relief Security Personnel shall not leave assigned posts at the end of a shift until relieved by Security Personnel assigned to the following shift, if such a shift is scheduled, or unless specifically authorized by Facility Administrator or designee. Security Personnel shall not to leave assigned posts for breaks or lunch until relieved as required. D. Limitation on Employment Hours Security Personnel shall not provide more than twelve (12) hours of service, including any and all break periods, on one (1) or more Contracts administered by the Facility Administrator or designee in any twenty-four (24) hour period. This limitation may be waived by the Facility Administrator or designee in emergency situations, which are beyond the control of the Successful Proposer, i.e., weather conditions preventing the next shift from entering the building. Each occurrence will require an individual waiver provided by the Facility Administrator or designee. E. Supervisor Duties Successful Proposer shall provide, at no additional cost to the City, a Security Personnel as a "Supervisor". This Supervisor shall have supervisory responsibility for all Security Personnel on that shift at that location, and, when applicable, special events or details. This Supervisor shall understand that they will be responsible for contacting all Security Personnel at all times and responding to requests of the City at that location at any time. The Supervisor shall also serve as a backup in the event that a Security Personnel does not report for work for subsequent tours of duty and/or a replacement Security Personnel is not provided. The Successful Proposer's Supervisor in charge of Security Personnel to the City facility shall: 1. Review and approve the day's or night's activities reports for each assigned Security Personnel and provide the same to the proper City authority for any unusual incident; 2. Ensure proper inventory and/or assignment of keys, equipment, etc. along with property belonging to the City; 3. Coordinate with the proper Site Designee all security operations and services for regular and event assignments, to insure that all are properly staffed (in some instances this requires daily communication with the Facility Administrator or designee to learn of authorized activity); and, 4. Conduct visual inspection of assigned personnel to ensure compliance with the Contract, to disseminate special instructions, and to provide other related information. F. Assignments The facilities listed below are locations that currently require Security Personnel services. Determination of locations, number of Security Personnel, and hours of services needed at any particular time shall be at the City's sole discretion. Concerning the same, the City reserves the right to: 1. Add or remove locations during the term of the Contract; 2. Make changes to any of the work schedules described below as the City deems necessary; 3. Increase/decrease the number of Security Personnel per facility; 4. Change the type of Security Personnel from unarmed to armed; and, 5. Amend the duties/standard operating procedures as the City or Facility Administrator or designee deems necessary. Changes shall be communicated to the Security Personnel and to the Supervisor assigned to the facility. 3.9 CITY FACILITIES Unless specifically noted, Security Personnel shall be unarmed 1. James L. Knight Center 400 S.E. 2nd Avenue Miami, FL 33131 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Control traffic of at the loading dock; 2) Possess the ability to positively interact with the diverse public, Hyatt personnel, the Management company (currently, SMG) personnel and potential clients and/or promoters and staff who visit the facility; 3) Lobby doors shall be locked at 5:00 PM and shall open at 6:00 AM; 4) Patrol the James L. Knight Center and the Miami Convention Center on the 2nd and 3rd shifts at least four (4) times per shift; 5) Lock and secure all doors, especially restroom doors; 6) Restrict the freight elevators' usage from the general public with the exception of authorized vendors and maintenance staff -- the Security Personnel shall check with the Facility Administrator or designee; 7) Require any person asking for keys to sign -in on the log sheet -- no exceptions; 8) Restrict any parking in the loading dock unless authorized by the Facility Administrator or designee; 9) Provide a light patrol during the 2nd and 3rd shifts; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 2. Miamarina at Bayside 401 Biscayne Boulevard Miami, FL 33132 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) One (1) Security Personnel covering the marina from the east and south, along the ICW Sea Wall, Piers A, B, C, the interior basin east and south sea walls, to the west and north, along Pier Five (5) from Slip One (1) to Slip Thirty -Five (35); 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of marina and station routes shall be available to all Security Personnel); 3) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during their shift; 4) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish the Marina with hard copies of the Security Personnel routes; 5) Be required to punch and sign their own time card at the beginning and end of each shift; Security Personnel are prohibited from punching or initialing any other Security Personnel's time card; 6) Maintain and turn in a signed shift log to the Marina staff at end of each shift. Any incidents, reports of suspicious activities, or interruptions to Station rounds shall be recorded in the shift log; 7) The entire Marina shall be patrolled at a minimum of once (1) per hour using alternating routes; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 8:00 AM 3. Marine Stadium Marina 3501 Rickenbacker Causeway Miami, FL 33149 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage of the Marina: from the east in the Maintenance area, to the west at the gate to the Rickenbacker marina, through the boatyard, and along the floating staging docks; 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of the marina and station routes shall be available for all Security Personnel). 3) Create watch stations at preset locations throughout the marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes. 4) Be accompanied on first and last shift Station route by Marina staff, Security Personnel shall be provided with a list of all boats left in the water at close of the Marina and signed by City staff, Security Personnel shall return this list, updated to the Marina staff at the end of the shift, Security Personnel shall maintain and turn in a signed shift log to the Marina staff at the end of each shift, any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the log, Security Personnel shall be provided with a current schedule of boat owners, listed alphabetically, and updated weekly, Security Personnel shall request identification and record all persons entering the marina thereafter closure of the facility. 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift. 6) The entire Marina shall be patrolled at a minimum of two (2) times per hour, using alternating routes. 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 8:00 AM 4. Dinner Key Marina (DKM) 3400 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage for the Marina: from the south near the Seminole Boat Ramps, to the north along the sea wall north of City Hall, and throughout all piers; 2) Work with the Facility Administrator or designee to set up all routes and schedules (a diagram copy of the Marina and station routes shall be available for all Security Personnel); 3) General Responsibilities: a. Assist in maintaining proper order throughout the Marina; b. Patrol and check piers, bay walk, and parking lot for suspicious activities; c. Verify the identity of unknown persons and tradesmen accessing the piers and facilities; d. Work with Marina staff in allowing access for approved mechanics, tradesmen, and guests accessing piers with Marina authorization; 4) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of Marina and station routes shall be available for all Security Personnel); 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift; 6) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes; 7) Maintain and turn in a signed shift log to the Marina staff at the end of each shift -- any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the shift log; 8) The entire Marina shall be patrolled at minimum of once (1) per hour, using alternating routes; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 5. Ft. Dallas/Fla2ler Worker House 64 SE 4th Street Miami, FL 33131 A. Type of Guard: Level 2 Armed B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Posses a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 6. Ralph Munroe Marine Stadium 3501 Rickenbacker Causeway Miami, FL 33149 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 7. Stearns Park NE 38 Street & 6 Ave Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall- 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 6:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 6:00 AM 8. Paul Walker Park 46 West Flagler Street Miami, FL 33130 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami 3) A complete circuit of the property shall be conducted no less than two (2) rounds routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) site; Police Department; per hour using alternating Proposer Watch Commander or E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 AM to 5:00 PM 9. Charles Hadley Park 1300 N.W. 50th Street Miami, FL 33127 A. Type of Guard: Level 2 (Level 3 shall be required for Memorial Day through Labor Day ONLY) B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds, inclusive of the parking lots; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Operate a radio to contact the Supervisor and/or Police Department concerning different incidents when necessary; and 6) Possess cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 8:00 PM 10. Maximo Gomez Park (Domino Park) 801 S.W. 15th Avenue Miami, FL 33135 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Department and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 4:00 PM to 11:00 PM 11. Little Haiti Cultural Center 212 N.E. 59th Terrace Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Cultural Center Manager; 4) Write reports for possible solutions to Cultural Center staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Department and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 9:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 3:00 AM 12. Bayfront Park Management Trust (the Trust) 301 N. Biscayne Boulevard Miami, FL 33131 Services are needed for both properties managed by the Trust: Bayfront Park and Maurice A. Ferre Park (formerly Museum Park). Bayfront Park is a 32-acre public park, located at 301 N. Biscayne Boulevard, Miami, Florida 33132, in the Downtown Miami area -- adjacent to the Central Business District. It is the area located between the Bayside Market Place, the Hotel InterContinental, Biscayne Boulevard, and Biscayne Bay. Maurice A. Ferre Park is a 21-acre public park, located at 1075 Biscayne Boulevard, Miami, Florida 33132. A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) for each park C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the facilities with a golf cart(s); 2) Communicate with the central Security Personnel office/supervisor, as well as the Miami Police Department; 3) Possess the ability to positively interact with the diverse public, both residents and tourists, who visit the park; 4) Provide the Trust with a proposed security plan for the facility which will then serve as the standing orders for the Security Personnel; 5) Provide the Trust with daily reports of activities in the park, with incident reports for any unusual events or activities; 6) Be able to speak Spanish; 7) Be able to provide additional Security Personnel from time to time; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel for each facility - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 13. Miami Riverside Center (MRC) Building 444 S.W. 2nd Avenue Miami, FL 33130 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) or One (1) depending on shift C. Duties/Standard Operating Procedures 1) General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The ability to patrol grounds on foot and/or via golf cart; patrol inside and outside buildings; staff the MRC main entrance security desk; ensure compliance with facility standard operating procedures; provide detailed security reports; utilize two-way radios; respond to routine and emergency safety, security -related requests, and call -outs; respond to security and fire -safety alarms; operate the facility's fire alarm panel; operate building security management system software; perform other security -related functions as required; be cordial with the public; have the ability to deal tactfully and effectively with the public and employees; and always represent the City in a positive manner 2) Specific Duties: a. Be stationed at the MRC main entrance security desk ("front lobby desk") at all times 24 hours per day and seven (7) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance. b. If and when available, a minimum of one (1) Security Personnel is to cover each of the following areas: the MRC front desk, the I.D. table, the metal detector machine, the City employee entrance way, and the patrol route (inside and outside of the facility). Coverage locations may be deleted and/or added at the discretion of the MRC Facility Administrator or designee. c. Randomly patrol the inside and outside perimeter of the MRC facility, including the parking garage and parking lots. d. Security Personnel may switch positions upon mutual consent with the Security Personnel Supervisor's authorization. Security Personnel may not be together at the same post at any moment while on duty. Exception is allowed only when switching positions and when handling an incident or an emergency situation which requires additional Security Personnel assistance. e. When an incident or an emergency situation occurs, the Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel Supervisor, the MRC Facility Administrator or designee and the appropriate authorities. The Security Personnel shall always write an Incident Report and submit to the Facility Administrator or designee's office. f. It is extremely important that anything and everything unusual during their tours of duty, is written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in the cafeteria, repairs that may be required, fire alarms, etc.) even though seemingly insignificant. Write complete and precise Security Officer Reports, sign and submit daily to the Facility Administrator or designee's office. g. Be familiar and knowledgeable of all applicable, established, modified MRC policies and procedures. Said policies and procedures, including revisions/updates shall be provided by the Facility Administrator or designee to the Security Personnel. 3) Facility Access Hours: a. Access Hours 1. The MRC building is open to the general public from 8:00 AM to 5:00 PM, Monday through Friday (and is closed on City recognized holidays). 2. The main entrance doors to the MRC building shall be locked at 6:00 PM, Monday through Friday. The doors shall remain locked on weekends and holidays. b. General Public 1. The general public may enter the MRC building at 8:00 AM and remain in the main lobby area. At 8:00 AM the elevators shall be available to the general public. 2. Ensure that the general public does not access the elevators before 8:00 AM. 3. The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM. 4. Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited departments shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting depar Latent and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and department authorizing the entry. 5. After hour visitors shall be processed according to the identification requirements included in this document and the Sign -In Sheet. 6. The after hour Sign -In Sheet shall be submitted by the Security Personnel on a daily basis to the MRC Facility Administrator or designee. c. City Employees 1. City employees carrying their City I.D. may be granted access to the MRC building. 2. Employees not carrying proper identification shall be required to follow the identification requirements as described in this document. 3. Access to the facility after hours or on weekends shall require that employees show their City I.D. and sign -in with the front desk Security Personnel. The after hour sign -in log shall be submitted on a daily basis to the Facility Administrator or designee's office. 4) Identification Requirements to Access the MRC: a. All visitors shall show a valid photo I.D. (passport, driver's license, identification card or military identification) -- NO EXCEPTIONS. b. All visitor's handbags, purses, briefcases, packages, plans, etc. shall be searched or inspected before being allowed access to the building. c. City employees shall wear a City issued I.D. card at all times when inside the MRC or on its premises so as observable by the Security Personnel. d. City employees not carrying their City I.D. shall go through the screening area and present a valid photo I.D. (passport, driver license, identification card or military identification) to the Security Personnel. In the event that no I.D. is available, the employee's supervisor shall come down and pick-up the employee. The employee shall also sign -in with the Security Personnel monitoring identifications. e. City of Miami Police Officers and Fire -Rescue personnel, when in uniform with a name tag, shall not have to wear a City I.D or sign -in. f. Non -City Police and Fire -Rescue personnel, whether in or out of uniform, shall go through the screening area and present a valid photo I.D. g. The City Mayor, Commissioners and the City Manager shall not be required to wear a City I.D. or sign -in. Security Personnel shall utilize the photographs displayed in the main lobby security desk to identify these officials and grant access to the facility. 5) Restricted Areas: The freight elevator is restricted to the general public with the exception of authorized vendors and maintenance staff. For all those authorized to use the freight elevator, Security Personnel shall request and maintain that person's driver license while that person is in possession of the elevator key. 6) Main Lobby: Unlock the main lobby entrance doors at 8:00 AM and shall lock them at 6:00 PM, Monday through Friday. Lobby entrance doors shall remain locked on the weekends and holidays. 7) Cafeteria: a. Cafeteria doors shall be open at 7:00 AM and shall close at 3:00 PM, Monday through Friday. The Cafeteria shall remain closed on weekends and holidays. b. No one shall be allowed in the cafeteria after 3:00 PM with the exception of authorized Cafeteria personnel. Anyone found inside the Cafeteria area shall be immediately escorted out. Upon removal, Security Personnel shall inspect the cafeteria and write-up an Incident Report. Report shall be forwarded on a daily basis to the MRC Facility Administrator or designee's office. c. A Cafeteria after-hours exception shall be made for authorized City Union meeting(s). MRC Management shall be responsible for advising Security Personnel of such Union meeting(s) or any other use authorized by the MRC Facility Administrator or designee. 8) MRC Parking Garage: a. The Parking Garage shall only be accessible to City employees with a parking access card or individuals with a valid disability permit. Concerning the same, exception shall be granted with prior coordination with MRC Management (e.g. key visitors such as judges, visiting attorneys, etc.) b. Verify City I.D. and disability permit cards for all those who press the "Call Button" and require access to the MRC Parking Garage. A record of all who enter the Parking Garage as a result of a "Call Button" shall be kept, including reason for access (e.g. forgot access card, special authorized permission by Management, etc.) and a weekly report shall be provided to the MRC Facility Administrator or designee's office. c. MRC parking access cards that are found shall be immediately returned to the MRC Facility Administrator or designee's office and shall be deactivated. d. Observe or are make aware that employees that are sharing or lending out their MRC parking access card shall immediately report the incident to the Security Personnel Supervisor and MRC Facility Administrator or designee's office. When possible, Security Personnel shall record vehicle make, model, and tag. e. No vehicle shall be towed without the verification and approval of the owner of said vehicle. It shall be the responsibility of the vehicle's owner to advise the MRC Facility Management office that their vehicle shall be towed. No tow truck shall have access to the MRC Parking Garage without the permission of the MRC Facility Administrator or designee's office. f. At the sole discretion of the MRC Management, booting of vehicles shall take place as a result of parking violations. Security Personnel shall issue a warning before a vehicle is booted. g. In order to expedite traffic during normal working hours, the Parking Garage east vehicle ingress roll -up gate shall remain open from 6:00 AM to 6:00 PM, Monday through Friday. On weekends and holidays, this roll -up gate shall remain closed and will only open with a parking access card. All other roll -up gates shall remain closed and will only open with a parking access card. h. The garage pedestrian access door shall be unlocked at 6:30 AM and shall be locked at 6:00 PM, Monday through Friday. On weekends and holidays, the garage pedestrian access door shall remain locked. These doors can only be opened with an access card. i. The north and east entrance/exit driveways shall not be used as temporary or permanent parking areas. At the sole discretion of the Security Personnel, exceptions shall be allowed for quick drop-offs and other rare circumstances (e.g. large sets of plans, etc.) Security Personnel shall not allow anyone to park at these locations. Emergency vehicles are the exception. Anyone found permanently parked shall be at the risk of receiving from a written warning up to and including the towing of their vehicle. Security Personnel shall record the tag numbers of City vehicles who also violate the north and east entrance/exit driveway's parking restrictions. On a monthly basis, a report listing violators shall be provided to the MRC Facility Management's office. Department Directors shall be notified of employees violating the north and east entrance/exit driveway parking restrictions. 9) MRC Parking Lots: a. Parking Lot No. 16 (across from the parking garage) shall be available to City employees with a valid City parking hanging tag and for persons with a valid disability permit. Non -employees parking in Lot No. 16 shall be monitored and ticketed by the Miami Parking Authority. Parking Lot No. 16 shall open at 6:00 AM and shall close at 7:00 PM, Monday through Friday. On weekends and holidays, gates shall remain locked. Security Personnel shall require proof of City I.D. for access to Parking Lot No. 17 after 7:00 PM. b. Parking Lot No. 17 is available to the general public and for overflow of City employees. Employees shall display their City hanging tag. This Parking Lot is monitored by the Miami Parking Authorities. 10) Loading Dock Entrance: Loading dock doors shall remain locked at all times when not in use. They are only accessible by utilizing a special access card (limited to MRC Management staff). 11) Security Patrol Tour of Facility a. Prior to beginning the patrol tour, Security Personnel shall follow the established Patrol Tour activation of Watchman apparatus procedures. b. The building perimeter patrol tour shall take place every day from 6:00 PM to 6:00 AM, Monday through Friday, and hourly on weekends, depending on weather conditions. c. Each Security Personnel shall be assigned a pass code by MRC Management. Security Personnel shall never give their keys or key box pass code to anyone, including the relieving Security Personnel. If a Security Personnel removes these keys from the key box, the Security Personnel shall be responsible for those keys while they are in their possession. When keys are not needed or when relieved from duty, the Security Personnel shall place them back in the key box. Upon departure of a Security Personnel, the keys and key box shall be inspected, and the pass code shall be deactivated by MRC Management. d. Make sure that the following is secured at the MRC facility including, but not limited to: assuring that all lights are shut off with light switches in the OFF position (including restrooms); checking all areas, including bathrooms, and ensuring that no one remains inside the building/area without proper authorization; ensuring that microwaves, coffee makers, etc. are turned off in the break rooms; checking for anything that seems unusual or suspicious (e.g. packages, boxes, envelopes, etc.); inspecting the facility and identifying any lights (indoors, outdoors, or in the parking lots) that are not operational or are malfunctioning; identifying any repairs or maintenance that needs to be reported to the MRC Management; inspecting the hallways and stairways and ensuring that any obstructions are immediately removed; inspecting the vending machine areas; inspecting and ensuring there are no suspicious packages and following the established procedures for addressing the same; and, ensuring that the loading dock and other doors are properly secured. e. In addition, ensuring that: 1. Security Personnel inspect and observe elevator functions. At any moment that an elevator is found not working properly, malfunctioning, or out -of -order, the Security Personnel is to immediately contact MRC Management, their Supervisor and complete the appropriate report, including the course of action taken. 2. All telephone rooms, mechanical rooms and electrical rooms are locked at all times. Mechanical rooms shall be clear of debris. For anything found inside these rooms, the Security Personnel shall immediately follow established Critical Incident Response procedures. Any person requiring access to the telephone, mechanical or electrical rooms shall have authorization from the MRC Facility Administrator or designee's office. 3. If any of these rooms are found unlocked, the Security Personnel shall enter the room, conduct an inspection, and secure the room. The Security Personnel shall reflect in the daily report the exact time that the incident was discovered and the course of action taken. 4. If anything unusual is found, the Security Personnel shall immediately notify the Supervisor and/or the Police Department. 5. A Critical Incident Response Manual shall be provided to the Security Personnel once assigned to this facility. 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) Two (2) Security Personnel - on Weekdays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Security Personnel - on Weekends and Holidays 7:OOAM to 3:00 PM 14. South District Police Sub -Station 2200 W. Flagler Street Miami, FL 33135 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the South District shall be primarily responsible for the station's security and for the security for all parked vehicles at the same; 1) Be primarily stationed at the northwest entrance door of the station, where they can maintain constant vigilance of the parking area and the entrance gates to the station; 2) Maintain a work hours sign in/out log, where the Security Personnel name, arrival time, and departure time shall be maintained; 3) Monitor the automatic gates and watch for any civilian vehicles entering the compound; 4) Monitor any civilian vehicles that enter the rear parking area and ascertain if the vehicle belongs to an employee or authorized personnel; 5) Immediately report any unauthorized vehicles that enter the secured parking area of the Administrative or Front Desk Officers; 6) Security Personnel assigned to the afternoon and midnight shifts shall walk the interior perimeter of the parking area once every half hour; 7) Make note of any civilian, non -marked police vehicle that have been parked in the parking lot for an extended period of time without moving and report the same to the Administrative Officers; 8) Security Personnel assigned to the midnight shift shall make contact with the Front Desk Officer once every two (2) hours and relay any security concerns uncovered during the perimeter checks; 9) Maintain an hourly log documenting any activities that occur during their shift. Any non -City Employee visitors/contract workers shall be logged on the security log, with an arrival and departure time. The purpose of the visit shall also be logged. i.e. the cleaning crew, lawn maintenance, etc; 10) Not leave their post without authorization from the Administrative Officer or the Front Desk Officer. If the Security Personnel has to leave for any reason, the Security Personnel shall advise the Administrative Officer or Front Desk Officer of the reason for leaving and the expected time of their return. If for any unforeseen reason a Security Personnel shall leave their post, the Security Personnel shall notify the company and a replacement shall respond; 11) Monitor the parking of the marked vehicles and shall advise officers to move their vehicles if illegally parked within the compound. Security Personnel shall report to the Administrative Detail any illegally parked police vehicles which are not moved and shall log the incident on the hourly log. The Administrative Sergeant shall follow up on any complaints; 12) Report and log any damage to the security fencing or wall, such as graffiti, etc; and 13) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends and Holidays 11:00 PM to 7:00 AM 15. Central District Police Headquarter Building 400 N.W. 2nd Avenue Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the Central District shall be responsible for the security at the main entrance, station lobby, and rear gate. 1) Main Entrance/Lobby Detail: a. Be responsible for screening all visitors and vendors coming into the building. b. Request an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; d. Ensure that each visitor passes through the metal detector before entering the main lobby area; e Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and f. After completing steps c, d, and e immediately above, the Security Personnel shall then send the visitor to the front desk Officer. 2) Rear Gate Detail: a. Be responsible for checking all visitors, vendors, and contractors etc. wishing to drive into the police compound; b. Obtain an I.D. from each visitor inside the vehicle and then issue a Fast Pass Photo badge showing where in the compound the visitor(s) is going. If the Security Personnel feels that there are too many individuals inside the vehicle they shall tell the driver of the vehicle to enter the building through the main entrance/lobby of the Police Department. Note: there shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. The Security Personnel, upon the visitor's vehicle entering the rear gate, shall write down the tag number of the vehicle on a log and that log shall be maintained inside the Security Personnel house; d. Make sure that all Police Depai t<nent employees, both sworn and non -sworn use, their depai (mental issued key card to gain access to the police compound. If in the event an employee does not have their key card with them, the Security Personnel shall request their I.D. prior to allowing the employee access into the police compound; and e Immediately report any unauthorized vehicle and/or person that enters the police compound to the Front Desk Officer and/or the Administrative Officer. 3) All Security Personnel: a. Maintain a work hours sign in/out log, with the date, Security Personnel name, and arrival and departure times; b. Maintain a shift log documenting any activities that occur during their shift and shall pass down this log to each new Security Personnel for their shift; c. Not leave their post without authorization from the Front Desk Officer or the Administrative Officer. If a Security Personnel has to leave their post for any reason they shall tell the authorizing person the reason for leaving and the expected time they shall be gone. If for any reason a Security Personnel must leave their post, they shall immediately notify their company and a replacement shall respond to replace the Security Personnel that is leaving; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 5) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 16. Police Auto Pound 300 N.W. 7th Street Miami, FL 33136 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Monitor the auto pound perimeters to insure that there are no breaks in the secured fenced areas of the auto pound; 2) Report any entry or subjects in the area to the complaint room to dispatch a police unit; 3) Forward a log of incidents from to the auto pound detail on a weekly basis; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule: 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 10:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 6:00 AM 17. Police College 350 N.W. 2nd Ave Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Be responsible for screening all visitors and vendors coming into the building; 2) Obtain an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; 3) Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; 4) Ensure that each visitor passes through the metal detector before entering the main lobby area; 5) Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 7:00 AM to 5:00 PM 18. Grapeland Heights Substation (SOS) 1701 N.W. 30 Ave Miami, FL 33125 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays 12:00 AM to 7:00 AM 3) One (1) Security Personnel - on Weekends, and Holidays 7:00 AM to 3:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 3:00 PM to 11:00 PM 5) One (1) Security Personnel - on Weekends, and Holidays 11:00 PM to 7:00 AM 19. City Hall 3500 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1)per shift C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: Be responsible for the security at the front Main Entrance/Lobby area. 1) The desk shall be manned by one (1) Security Personnel per six (6) hour shift, Monday through Friday; 2) Be responsible for screening all visitors coming into the building; 3) Be responsible for keeping a handwritten log of visitors; 4) Make sure all visitors are safe to enter the building by hand searching all items, (bags, boxes, purses, briefcases, etc.); 5) Ensure that each visitor passes through the metal detector before entering the main lobby area; 6) Immediately notify the Sergeant -at -Arms of any suspicious person or package attempting to gain entry into the building; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, 2:00 PM to 8:00 PM 20. Building Department 4th Floor (MRC) 444 S.W. 2nd Ave. 6th Floor Miami, FL 33130 A. Type of Guard: Level 1, Level 3 B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Possess the ability to positively interact with the diverse public, both residents and commercial, who visit the facility; 2) Be stationed at the MRC 4th Floor lobby main entrance security desk at all times from 6:00 AM to 4:00 PM; 3) Five (5) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance; 4) Report incidents to the Facility Administrator or designee; 5) Writing of reports indicating possible solutions for problems; 6) Be able to speak Spanish; 7) Operate a radio to contact the Supervisor and/or Police Department and report incidents when necessary; 8) The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM (Permit Counter area); 9) Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited depaitinents shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting department and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and depait<nent authorizing the entry; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel Level 1 - Weekdays, 2) One (1) Security Personnel Level 3 - Weekdays, 21. Department of Resilience and Public Works 1390 N.W. 20th Street Miami, FL 3342 7:00 AM to 4:00 PM 6:00 AM to 3:00 PM Transportation Division A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site, open and close the gate as needed to let City trolley busses refuel; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) Complete a circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 1:00 AM 22. Department of Resilience and Public Works Operations Division 1290 N.W. 20th Street Miami, FL 33142 The Operation Compound includes a Vehicle Staging Area and a Main Administration Building A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General Responsibilities for the Public Works Operations Compound shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the grounds utilizing the facility's Morse Watchman data collection system; 2) Patrol the eastern portion of the compound at the main garage facility entrance and the fueling facility during the hours of operation; 3) Be required to patrol their respective areas every 20 minutes, logging into each predetermined security checkpoint using the Morse Watchman Data Recorder; 4) Be required to complete and submit detailed security reports; 5) Respond to routine and emergency safety and security -related requests; 6) When an incident or an emergency situation occurs, Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel supervisor; the supervisor shall then submit a detailed report to the Fleet Manager; 7) Everything and anything unusual during the Security Personnel tour of duties shall be written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in unauthorized areas, repairs that may be required, etc.) even though the Security Personnel may feel it is not important, a daily written report shall be completed, signed, and submitted to the Fleet Manager's office; 8) The main entrance gate to the Public Works Compound shall be locked at 3:30 PM, Monday through Friday; The gate shall remain locked on weekends and holidays; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 9:00 PM to 6:00 AM 2) One (1) Security Personnel - on Weekends, and Holidays 6:00 AM to 2:00 PM 3) One (1) Security Personnel - on Weekends, and Holidays 2:00 PM to 10:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 10:00 PM to 6:00 AM F. Other The Public Works Operations Compound is open to City employee from 6:00 AM to 3:30 PM , Monday through Friday (closed on City recognized holidays). Access to the compound by the general public is prohibited. 3.10 SPECIAL ASSIGNMENTS Security Personnel services may also be requested on occasion for special events sponsored by the City at the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City. 3.11 COMPENSATION Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charted for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based on the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City -- the hourly rate shall remain unchanged. 3.12 ACCESS Security Personnel shall not be accompanied in their work area or performance of their duties by acquaintances, family members, assistants, or any other person unless the City authorizes the same. EXHIBIT C PROPOSAL AND COMPENSATION Security Guard Services Citywide RFP 985381 ATTACHMENT B COMPENSATION PROPOSAL Security Guard Services The rates outlined below are for the term of the contract and include all out-of-pocket expenses, employee travel, miscellaneous costs. 4 5 Estimated Yearly Quantity Proposed Hourly Rate Negotiated Hourly Rate Hourly Rate for Level 1 Personnel 137,816 $ 21.60 $ 20.80 Hourly Rate for Level 2 Personnel 15,600 $ 21.60 $ 21.60 Hourly Rate for Level 3 Personnel 100 $ 25.92 $ 24.92 Hourly Rate for Level 2 Personnel (Armed) 8,760 $ 23.04 $ 23.04 Hourly Rate for Level 3 Personnel (Armed) N/A $ 25.95 $ 25.92 6 Daily Rate Monthly Rate Golf Cart $ 12.00 $ 300.00 Name Signatur Title /v i4-/)->cY Date / 7,4(CH 12 702c) �r Ft T ENT ONE SOURCE. INFINITE SOLUTIONS. 0 RFPNumber: Title: Submitted by: Address: Website: Phone: Fax: FEIN: Contact Person: Due Date: City of Miami Request for Proposals (RFP) 985381,1 Request for Proposals for Security Guard Services Citywide Kent .Security PmpOsaLto serve' ' •. ' Kent Security Services, Inc. 14600 Biscayne Boulevard Miami, FL 33181 www.kentservices. com (305) 919-9400 (305) 919-9590 59-2234701 Gil Neuman, CEO Gneuman@kentservices.com (305) 919-9400 ext. 206 November 4, 2019 -41 !iijTh:1 KENT ONE SOURCE. INFINITE SOLUTIONS. Dear Mr. Falcon, October 31, 2019 Thank you for the opportunity to showcase Kent Services and the many ways we can positively impact the City of Miami. Kent Services has delivered over 37 years of personnel and technology solutions to our clients. We have a proven ability to deal with any situation and pass any requirements. Kent team was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami in February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Leaming Centers and over 30,000 hours of Firewatch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. Kent Services started as and still is a Minority/Women Business Enterprise, family -owned and operated business. This is why we never cut comers. A 50,000-watt generator is connected to our main office, which can run our headquarters for over a week during any emergency. Our main office is located in Miami -Dade County and has a 24/7 dispatch center. Dispatch will never be running by machines but by live people ready for any situation. As an industry leader, we have nearly 2,000 of the best professional employees nationwide. We understand that success is achieved by providing our customers with genuine service and unprecedented quality. Here at Kent Services we do everything with the foundation of our core values. Our value system is built around the foundation of service, which includes: Sincerity, Efficiency, Respect, Value, Integrity, Courtesy, Enthusiasm Included in this proposal is a brief synopsis of our corporate structure and capabilities. I am confident t en will be miles ahead of the competition in your decision -making process. In the meanti please drLJe to call me directly should you have any questions or require any ad 10naLin oan.Tliank you for the opportunity to earn your business. hh h•i 'Leif -Neuman, CEO Kent Security Services 1 2. Table of Contacts 3. Executive Summary 3 4. Proposer Information ....4 Proposer's Relevant Experience Past Performance and Qualifications .4 Licenses and Certifications 8 Sunbiz 11 References 13 Kent Supervisors 25 Kent Key Personal 30 5. Approach and Methodology to Scope of Services 33 Staffing Plan and Organizational Charts .39 Recruitment Policy and Plan .44 Quality Assurance 53 Kent Transition Approach 60 Training Policy and Plan 66 Kent Corporate Responsibility Model 70 Kent's Core Principles and Service Pledge 71 6. Proposer's Financial Strength 73 7. Compensation Proposal 78 8. Copy of Kent Bid Bond 79 9. Signed Addend urns and Local Office Certification 80 2 3. Executive Summary: A signed and dated summary of no more than two (2) pages containing the Qualifications, and Experience, Ability to Pefo1111 Required Services, Methodology and Overall Approach to the Scope of Services, and financial strengths as contained in the submittal. Include the name of the organization, business phone and contact person. Formed in 1982, Kent Security Services continues to proudly offer the industry's most formidable, functional and flexible security solutions. Today, our capabilities extend to other vital business areas such as janitorial, concierge, valet and more. We offer the most attentive and professional security service programs, as well as a full complement of technological solutions. Founded in Miami -Dade County and still headquartered here, Kent Services has a national presence with offices that offer in -market expertise throughout North America. What sets Kent Services apart is our unique ability to attract the best talent, provide them with the best tools and training, and integrate advanced technology and online portals to track, monitor and report on our guards' performance. Our extensive expertise has led us to develop some ofthe most advanced practices in the industry. Kent's primary differentiator is our ability to integrate technology into the day-to-day functions of our security team, thereby enhancing their level of service provision and reducing costs over time to our clients. Kent Services started and still is Minority/ Women owned Business Enterprise, family -owned and operated business. This is why we never cut comers. We are prepared for the worst case scenarios, with a 50,000-watt generator connected to our main office, our headquarters can run for over a week during any emergency. Our main office is located in North Miami and has a 24/7 dispatch center. At Kent, we will never substitute the people of dispatch for machines, allowing us to response to every situation in real time. As a family -owned operation, we do not answer to shareholders. We answer to our clients and we are fortunate enough to count the City of Miami amongst them! We guarantee high-performance and measurable solutions. With a Kent Academyrni located in each office, each new hire for the City of Miami is assured to get the most comprehensive training conducted by a licensed industry -leading expert with a military or law enforcement background. Kent's "Principles of Outstanding Service" training curriculum is based on five-star hospitality customer service values, coupled with elite security guidance. The j ob of every Kent officer is to provide a uniformed presence, as well as serve as a City ofMiami brand ambassador. Kent is unique in that we are comprised of a seasoned, accessible management team that abides by corporate policies designed to deliver a distinctive security experience. This includes providing innovative security systems and advanced technology that meets the unique needs of a complex contract such as the City of Miami. Our team is equipped to provide the City of Miami with the services required because of our experience with contracts of this size and magnitude, scope and complexity. 3 Kent was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers, Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties for the last 8 years. Chapman Partnership' and the Town of Miami Lakes are more prestigious names we are honored to call Kent Services clients. Kent's financials have proved stable and have showed steady growth over the years. At Kent, our philosophy and tactical mission is to maximize each dollar spent by securing the best people with the most advanced technology and resources in the industry. To get there, we know how important it is to have a unified, front-line team that is j ust as committed to being hospitable as they are about securing their post. As a condition of employment, every Kent professional adopts a set of core service values that we call the Kent "Principles of Outstanding Service." They are reminders of the deep financial and professional responsibilities entrusted to us by our customers. Every Kent professional is in possession of a personal pledge card and is trained to deliver and to live the values set upon them every day on the job. Sincerity Efficiency Respect Value I ntegrity Courtesy E nlhusiasm EACH DAV I\NILI,: • Put tho tUenrs needs ahead of my own. • Meet challenges with detenniOtion &enthusiasm. • Be kind. rnspettful and open-minded. • Set an example for others through my work clhit. • Meet and exceed the Kart Principles of Outstanding Service. Every Kent solution is built by highly trained personnel and integrated with the most cutting -edge technology. Our preferred and often exclusive relationships with the industry's top technology manufacturers ensure maximum results while minimizing costs. We understand that the need will arise to provide additional security personnel for special events and situations, meeting, elevated threat conditions or emergencies. Kent is committed to maintaining a su ""..,"=4bility equal to approximately 20% of its workforce for this contract. In addition to s, Kent maintains a bench of qualified employees - who meet both Kent and the City of Mia criter---x es, who are ready to be mobilized to specific posts and tasks at any poi ,an, CEO ent Security Services (305) 919-6400 October 29, 2019 4 4. Proposer Information: Proposer's Relevant Experience past Performance and Qualifications 1) Describe the Proposer's past performance and experience that qualifies Proposer to perform these services in a similar environment. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Firewatch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. Kent was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. With an extensive history of providing contracted services since 1982, Kent has regional offices throughout the United States, including our corporate headquarters in Miami -Dade County, which will service the City of Miami. Our workforce includes over 1,500 people nationally, of which a majority are employed in the Miami -Dade county area. We currently provide services for high -profile organizations, multi -million dollar companies, government agencies, exclusive condominiums, master -planned communities, venues, special events, educational institutes, shopping malls & centers and more. This pool of qualified armed and unarmed guards are Kent -certified and trained and mobilized as needed, according to the contract obligations and immediate needs based on incidents or external factors. 5 Our range of security services includes: Kent Technology ➢ Camera Installation & Maintenance ➢ Access Control Hardware & Software ➢ Facial Recognition & Motion Detection ➢ Remote Guard Services & Surveillance ➢ Analytic "Smart Camera" Software ➢ Gate Installation & Maintenance PEOPLE TECHNOLOGY • SERVICE • SAVINGS KERTSERVICES.COM Kent People ➢ Armed and Unarmed Security Officers ➢ Service Ambassadors ➢ Concierge and Front Desk Services ➢ Dispatch Personnel ➢ Cashier Services & Parking Personnel ➢ Roving Patrols ➢ Emergency Response Teams ➢ Traffic Enforcement and Traffic Flow, ➢ Security Assessments and Evaluations, ➢ Hurricane Preparedness and Response, ➢ Kent CertifiedTM Technicians and Technology Integrators Kent Services ➢ Security Assessments ➢ Security Design & Consulting ➢ Anti-Terrorism/Threat Elimination ➢ K-9 Units ➢ Parking Services ➢ Building Maintenance and Cleaning 6 2) State the number of years that the Proposer has been in existence, the current number of employees, and the primary markets served Pursuant to Section 2.7, Minimum Qualification Requirements herein. Formed in 1982 (37 years), Kent Security Services continues to proudly offer the industry's most formidable, functional and flexible security solutions. Today, our capabilities extend to other vital business areas. We offer the most attentive and professional security service programs, as well as a full complement of technological solutions. Founded in Miami -Dade County and still headquartered here, Kent Services has a national presence with offices that offer in -market expertise throughout North America. Kent's current number of employees in South Florida is as follows: Number of part-time employees: 209 Number of full-time employees: 648 Markets we serve: » Residential » Commercial » Industrial » Construction » Government » Municipalities » Retail » Financial » Healthcare » Education » Sporting/Entertainment » Special Events » Private Security NATIONAL STRENGTH. OCAL SERVICE. We understand that the need will arise to provide additional security personnel for special events and situations, meeting, elevated threat conditions or emergencies. Kent is committed to maintaining a surge capability equal to approximately 20% of its workforce for this contract. In addition to this, Kent maintains a bench of qualified employees — who meet both Kent and the City of Miami- at all times, who are ready to be mobilized to specific posts and tasks at any point in time. 7 3) Provide a list of all principals, owners or directors. Name 1. Orly Alexander Female Owner, Director, CFO 51% 2. Shlomo Alexander Male Owner, Director 49% 3. Gil Neuman Male Director, CEO - 4) Provide copies of all current licenses to provide said services in the State of Florida pursuant to Section 2.7, Minimum Qualification Requirements herein. i FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES ADAM H. PUTNAM COMMISSIONER DIVISION OF LICENSING 09/30/16 DATE ISSUED 11/16/19 B 0001317 DATE OF EXPIRATION LICENSE NUMBER KENT SECURITY SERVICES■ INC DBA KENT SECURITY 14600 BISCAYNE BLVD. NORTH MIAMI, FL 33181 ALEXANDER, SHLOMO C., PRESIDENT ALEXANDER, ORLY, VICE PRESIDENT NEUMAN, GIL, OTHER THE SECURITY AGENCY NAMED ABOVE IS LICENSED AND REGULATED UNDER THE PROVISIONS OF CHAPTER 493, FLORIDA STATUTES. ADAM H. PUTNAM COMMISSIONER 8 002243 Local Business Tax Receipt Miami —Dade County, State of Florida -THIS IS NOT A BILL - CO NOT PAY 3222379 ROSINESS NAME/LOCATION KENT SECURITY SERVICES INC 14600 BISCAYNE BLVD NORTH MIAMI BEACH FL 33181 OWNER KENT SECURITY SERVICES INC Employee(s) 308 RECEIPT NO. RENEWAL 3357183 LBT SEC. TYPE Of BUSINESS 213 GUARD PATROL AGENCY B0001317 EXPIRES SEPTEMBER 30, 2020 Must be displayed at place of business Pursuant to County Code Chapter BA - Art. 9 & 10 PAYMENT RECEIVED BY TAX COLLECTOR $1386.00.07/23/2019 FPPU02-19—OT5794 This Local Business Tax Receipt only confirms payment of the Local Business Tax. The Receipt is riot a license, permit, or a certification of the holder's qualifications, to do business. Haider must comply with any governmental or nongovernmental regulatory laws and requirements which apply to the business. The RECEIPT NO. shove must be displayed on all commercial vehicles - Miami-Pade Code Sec Ra-276. For more information, visit www.miamidade.gov/taxcollecter ;:_mrt{f •ff Woman Business Certification Kent Security Services Is certified under the pfouisbns of 287 and 295.187. Florida Statutes. fora period tram: 01/24/2018 to 01(24/2020 Enn Rack, 5acntary Fb ids Devrvnrat of Managantaty. Sawn OMEN of Srtpptter Ornrfrty • IOW E-+c+arwee War !u'te SC4 • ratiartaoae, FL 12399 • IBo..u7 4m • www dr s,mylIam ..canna) 9 5) Provide the number of years Proposer has been in existence, both nationally and in the Florida market, providing documentation of active status with the Florida Division of Corporations ("Sunbiz"); the current number of clients Proposer has, both nationally and in Florida, and the primary markets served. Also, discuss specifically Proposer's involvement in providing such services, particularly in the South Florida market. Established in 1982, Kent Services has delivered over 37 years of security solutions to our clients. We have a proven ability to deal with any situation and pass any requirements. Kent team was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. As an industry leader, we have around 1,500 of the best professional employees' nationwide. We understand that success is achieved by providing our customers with genuine service and unprecedented quality. Kent provides services to 184 clients within South Florida Primary markets we serve: » Residential » Commercial » Industrial » Construction » Government » Municipalities » Retail » Financial » Healthcare » Education » Sporting/Entertainment » Special Events » Private Security NATIONAL STRENGTH. LOCAL SERVICE. 10 Depart/nem of State 1 DroSbin or CorW Ior- / Efarsh RootrdPedal, B4 Dee O A Number 1 Detail by Entity Name Florkris Prot Corporation BENT SECURITY SERVICES. INC. Filing Infor11matioill Document Number G08446 FEI1EIN Number 69-2234701 Date Filed 11/1111982 State FL Status ACTIVE Last Event REINSTATEMENT Event Date Filed 11/23/1998 Principal Address 14600 BISCAYNE BLVD. N MIAMI BEACH. FL 33181 Changed: 02/0 '2009 Mailing Address 14600 BISCAYNNE BLVD. N MIAMI BEACH. EL 33181 Changed: 02142/2009 Registered Agent Name & Address AL.EXANDER, ORLY 14600 BISCAYNE BLVD, NORTH MIAMI BEACH, FL 33101 Name Changes: 09/15/2008 Address Changed: 06/21/2010 Miter/Director Dot Name & Address Title SecretarylTreasurer Alexander, Orly littp://search.sunbiz.org/Inqu iry/Corporati onearth/SearchResultDetai]?inquirytype=En... 1 Oi10i2019 11 14600 BISCAYNE BLVD MIAMI, FL 3.318i Titie President NEI.lMAN, GIL 14000 HISCAYNE BLVD MIAMI, FL 33181 Tide Chairman ALEXANDER, SHLOMO C 14800 BISCAYNE BLVD MIAMI, FL 331 It Annual Reports Report Year 2417 2418 2015 Riled Date 02/21 /2017 02/22/2018 01/ 4 2019 Document Images 01i2 01g ANNUAL REPORT 02122.201 & — ANNUAL REPORT �2`•t2O1/_=MNU 1. 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Image in PDF format View Image in PDF format View Image in PDF format view ina 7 in PDF haenpl. Vmw image in POF format Vie image in PDF format View image in PDF format View image in PDF format View image in POF format View Ire In PVF fC(mai tttp:Itsearch.sunbiz.nrgllnquiryriCoI-pL ration earchlSearehResultDetai1?inquiiytype—1 n... 1 /10/201 3 12 6) Provide a detailed description of comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed as required in this RFP. This list shall include those governmental entities of a similar size and diverse population to the City for whom services have been performed during the past five (5) years and other non -governmental clients. Include the overall value of the contract, and include the address, phone number(s), email, and contact persons within each organization. The detailed description should identify for each project: 1. Client, 2. Description of work, 3. Degree of public contact, 4. Location and number of hours contracted per week, 5. Total dollar value of the contract, 6. Dates covering the term of the contract, 7. Client contact person and phone number, 8. Statement of whether Proposer was the prime contractor or subcontractor, and 9. The results of the project. I. Client: The City of Miami II. Description of work: Provide unarmed security guard services to facilities throughout the City of Miami. III. Degree of public contact: Kent has a significant public interaction at most locations for the city. The city has multiple locations and is a public works, which requires all of our officers to interact with the public on a regular basis. IV. Location: Various locations within the City of Miami (see table below). CITY OF MIAMI Weekly Hours Weekly Revenue Manuel Airtime Community Center 40.00 $590.63 Miamarina At Bayside 196.00 $2,761.86 Marine Stadium Marina 168.00 $2,436.57 Dinner Key Marina 168.00 $2,437.70 Bayfront Park Management Trust 168.00 $5,014.41 Miami Riverside Center 88.00 $2,933.76 Citi of Miami Building Department, 4th 120.00 $1,835.96 Central District Police Headquarters Building 168.00 $3,070.40 City Hall 70.00 $1,026.11 13 James L. Knight Center 168.00 $2,369.58 SOS Substation 118.00 $1,664.34 Little Haiti Cultural Center 56.00 $2,087.48 City of Miami - Public Works Operations 59.50 $839.22 Dinner Key Marina / Mooring Facility 77.00 $1,082.53 Marine Stadium For Daniel Rotenbergs 168.00 $2,369.58 Domino Park 49.00 $796.91 GSA Fueling Facility 24.00 $390.52 Paul Walker Park 40.00 $620.60 TOTAL 1,945.50 $34,328.17 V. Number of hours contracted per week: VI. Total dollar value of the contract: $1,785,065 VII. Dates covering the term of the contract: April 2007- Present VIII. Client contact person and phone number: Deputy Chief Ron Papier, Police Department- 400 NW 2nd Ave, Miami, FL 33128 (305) 603-6130 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing Contracts 14 I. Client: Miami -Dade County Public Schools II. Description of work: Provide Unarmed Security Patrol and Security Access Control and Armed Security Officers III. Degree of public contact: Kent has a significant public interaction at most locations for the Miami -Dade County Public Schools. The Miami -Dade County Public Schools has multiple locations and is a public works, which requires all of our officers to interact with the public on a regular basis. IV. Location: Miami -Dade County Public Schools Various locations (see table below) V. Number of hours contracted per week: 3,916 hours per week as follows: SCHOOLBOARD OF MIAMI-DADE - UNARMED GUARDS Weekly Hours Weekly Revenue MSC3 130.50 $1,969.38 MSC2-2 168.00 $2,369.58 MSC2-1 260.00 $3,804.83 MDCPS - Dept. of Transportation / Central East Transportation 70.00 $1,270.98 MDCPS - Dept. of Transportation / Central West Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / John Schee Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / North Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Northeast Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Northwest Transportation 168.00 $2,666.85 MDCPS - Dept. of Transportation / South Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Southwest Transportation 238.00 $3,924.22 Food and Nutrition 168.00 $2,369.58 MSC4 128.00 $1,890.02 Miami Dade County Schools Police Department 40.00 $564.18 Bethune Early Childhood CTR 50.00 $844.51 Fort Dallas Park 168.00 $2,369.58 School Board Administration Building 80.00 $2,104.62 Carrie P Meek and Connecting Building 84.00 $1,259.72 Stearns Park 84.00 $1,269.42 15 TOTAL SCHOOLBOARD OF MIAMI-DADE - UNARMED GUARDS 2,676.50 $41,943.65 SCHOOL BOARD OF MIAMI DADE - ARMED GUARDS James H Bright/J.W Johnson Elementary 40.00 $947.08 Leisure City K-8 Center 40.00 $947.08 Dr. Whigham L Edward 40.00 $947.08 Greynolds Park Elementary 40.00 $947.08 Neva King Cooper Educational Center 40.00 $947.08 Chapman Partnership Early Childhood Center 40.00 $947.08 Title 1 Migrant Redland (VPK Program) 40.00 $947.08 Title 1 Migrant South Dade (VPK Program) 40.00 $947.08 Alternative Outreach Program 40.00 $947.08 Chapman Partnership Early Childhood Center 40.00 $947.08 Kensington Park Elementary 40.00 $947.08 Thena Crowder ECD (Early Childhood Thena Crowder ECD) 40.00 $947.08 Bethune Early Childhood Center 40.00 $947.08 Charles R Hadley Elementary 40.00 $947.08 Christina M Eve Elementary 40.00 $947.08 Cope North Alternative Education 40.00 $947.08 Dr Manuel C Barreiro Elementary 40.00 $947.08 Liberty City Elementary (DR Martin Liberty City Elementary) 40.00 $947.08 Madie Ives Community Elementary 40.00 $947.08 Marjory Stoneman Douglas 40.00 $947.08 Oliver Hoover Elemenatary 40.00 $947.08 Palm Springs North Elementary 40.00 $947.08 Pine Villa Elementary 40.00 $947.08 Pre-K Intervention 40.00 $947.08 Jack D Gordon Panther 40.00 $947.08 Jack Gordon Manatee 40.00 $947.08 Aventura Waterways Prepatory 40.00 $947.08 16 Bob Graham Education Center 40.00 $947.08 Auburndale Elementary 40.00 $947.08 John 1 Smith K-8 Center 40.00 $947.08 Bowman Ashe/Doolin K-8 Academy 40.00 $947.08 SUBTOTAL SCHOOLBOARD OF MIAMI-DADE ARMED GUARDS 1,240.00 $29,359.38 TOTAL 3,916.50 $71,303.04 VI. Total dollar value of the contract: $3,707,757.96 VII. Dates covering the term of the contract: May 2013- October 2019 VIII. Client contact person and phone number: • Edwin Lopez, Chief of Police Miami -Dade Schools Police Department (786) 660-9523 Tom Homberg, Director of the Food& Nutrition Center 7040W Flagler St., Miami, FL 33144 (305) 603-6130 Ronald Johnson, Director of North East Transportation Center 1450 Northeast 2nd Avenue, Miami FL 33132 (305) 638-1658 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: End of Service- October 2019 17 I. Client: Miami Dade County Special Assessment Districts II. Description of work: Providing Unarmed Security Officers and Roving Patrol Security Offices III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. IV. Location: Various locations within the Miami Dade County Special Assessment Districts V. Number of hours contracted per week: 1,874 weekly hours VI. Total dollar value of the contract: $2,620,410 VII. Dates covering the term of the contract: December 2011- Present VIII. Client contact person and phone number: Rick Schermer, Security Committee (305) 710-2077 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 18 I. Client: Four Ambassadors Condo. Association II. Description of work: Provide unarmed security officers for Roving patrols, Access control, gatehouses and clubhouses. Concierge services in the front desk and officer for receiving. III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. IV. Location: 825 Brickell Bay Drive, Miami, FL 33137 V. Number of hours contracted per week: 1,006 weekly hours VI. Total dollar value of the contract: $770,246.04 VII. Dates covering the term of the contract: 2010- Present VIII. Client contact person and phone number: Troy Alwine, Property Manager (305) 962-8749 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 19 I. Client: Bal Harbour Village II. Description of work: Provide unarmed security officers for Access control. III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. Ongoing relationship with the gatehouse guards and the Bal Harbor police department. IV. Location: 655 96th Street, Bal Harbour Village FL 33154 V. Number of hours contracted per week: 168 weekly hours VI. Total dollar value of the contract: $184,700.88 VII. Dates covering the term of the contract: 2004- Present VIII. Client contact person and phone number: Lieutenant Jack Young, Bal Harbour Police (954) 868-5031 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 20 7) Provide three (3) client references on client letterhead from governmental entities of a similar size and diverse population to the City for whom similar services have been performed. These can include the clients listed in item 5 above. (1) A letter of appreciation from City of Miami Chief of Police John F. Timoney Mr_ Gil Neuman, C.E.O.. Keiit Security 4600 Biscayne Blvd. North Miami, Florida 33181 Dear Mr. Neuman: DEC 1 7 TOOT AIME) Q C. HER AMI]E1, PE l'�!t• M..r r For severai years the City of Miami has relied on security services being provided by a private security guard txmpany to eighteen city facilities Several weeks ago training was provided to all your security guards by Officer Marco Perez and Sergeant Julio ?Hera, The guards assigned to the police headquarters front desk lobby area, were also trained in the critical function of teaming how to operate and read the magnetometer. During the last week of November, your security guards assigned to the front desk lobby area detected and confiscated nine knives and other dangerous weapons. 1 recognize their outstanding efforts and congratulate them for a job well done. Earlier this year and before your security company started providing their services, a mentally disturbed individual armi~d with a butcher knife enncealed in his waistband, had to be forcefully restrained as he attempted to get in an elevator to kill me. The following security guards assigned to the front desk lobby area are to be commended for their dedication and professionalism: i Jean Cornet • 1=rancia Alejo • Roman Furman • Augusto Pants • MatioMayem In addition, 1 would like to also recognize the following security officers assigned to the rear gate employee entrance and the Auto Pound for their excellent, courteous and professional services. hiIr1R11 POLICE DEPAXTMENTiP.D.110%{]167771 hivni. I'Inrnla 9! !ill i n[615l4-5.565 I ..roil Arifrar rhir-krfpnlirrgorniors.rnlre07 21 Mr. Gil Neuman Page 2 • Melissa Gabela ▪ Manya Smo tenets • Kcnisc Gaffard • Jean Maria Romelus • Victor Alfonso • Yis.Rivccron Congratulations to al] of them for their outstanding {nark. We look forward to continuing this mutually beneficial relationship. JFT:GC:kdh 22 Sincerely, J hn F. Tirnoncy . hicl"ef Police (2) Kent Performance Survey- Miami -Dade County Public Schools Personalized letter from Mr. Heraut Vixamar, Assistant Principal at Madie Ives K-8 Preparatory Academy. SFPf!ri,7ta€sdorirad icAMCda AWertd M. Ca.rwidria May 31. 2019 To whom it may cpacen flpp py f Sctwa,t,ffiGard Di, !Amp -Ivaco S• Fghtnarl, [dtiafr pc Marta PAmx, t7io® Chorr titriDaroahy eererws-1:6-K61 a0' Sufis tr Ga81dd% Dr Stoma. &align a f7aNimes Nieman n SE Martel Kam UAW Niawarria Allard Tel s It is indeed a pleasure to writes letter ofrecc n icrtdationforMr.1-Icrn et Vixamar. As anAssistant Principal at Madie Ives K-S Preparatory Academy, I had the pleasure of ❑bscrving and working with Met. Vix star since lite first day of school, August 20, 2O1>t. Security is an essential pelt of the school's daily operation, and Mr. Vixamar is One of the most thorough and dependable pcapic working here. Mr. Vixamar never misses his patrol rounds, cafeteria supervision, and arrival and dismissal assistance. He has an extremely strong sense of dedication, never misses a day of work, and is always comprehensive in his security cheeks around the school grounds. Mr. Vixarort is one of the most reliable people I bow. Overall, ht does a consistently excellent job and vie are extremely lucky to have him here at Made Ives IC-8 3'rep&ato y Academy. If you have any gqueatiotts, please do not hesitate to contact nee. Dr. exandra I,ithtm'n Assistant Principal Madre dyes dS•5 Proparaaory Academy • ro770 WI* St • Aairafrof, fiC .a.917P - acbvrah Jrxrnas Orr Prd�mrsQn Pr/moat 305-65i-345d • 306-77O.3740 ( AK • maatives.tie1 23 MIAM1 CCUNTY m,amidasle,R!w (3) Negotiations for renewal of service contract with Miami -Dade County Special Assessment Districts 1XJIERNAL SERVICES DEPARTM I NT STRATEGIC PROCtRI IENT DIVISION 111 NW 1sr Street • Suite 1300 Miami_ Florida 33128 —1974 Telephone 305-375-5289 Fax 305-375-4407 or 305-372-6128 September 18, 2019 Emailed To: Gneumangkentservices_cem, Kent Security Services, Incorporation Re: Negotiation for RFP No. 01261 Security Guard Services for Special Assessment Districts Dear Mr_ Neuman: Please be advised that the negotiation of referenced project has been tentatively scheduled with your WM for October 23, 2019 at 12:00 Noon (local time), at Miami -Dade County's Stephen P Clark Center, 111 NW 1st Street, 13t`' Floor, Conference Room A, Miami Florida_ Once the recommendation to negotiate is approved I will confirm the meeting. Please confirm your firm's attendance via e-mail to my attention at lydiaos�[7a miamidade_gov_ Additionally, pursuant to Section 4.8, this notice also serves to confirm that Proposer(s) recommended for negotiations shall provide to the County the attached Collusion Affidavit in accordance with Sections 2-8_1.1 and 10-33.1 of the Code of Miami -Dade County. (Any bidder/proposer that fails to submit the required affidavit shall be ineligible for award_ ) Please forward the requested information to my attention by close of business on October 21, 2019_ If you require further assistance, please refer to Section 1.5, Cone of Silence of the solicitation, as it pertains to contact with Miami -Dade County. Note: All Lobbyists must register prior to any meeting with County Personnel. Register at: Clerk of the Board: WNW WNW fist Street Miami, 17th Floor, Suite 17-202, Florida 33128; Lobbyist Registrar: Claude Francis at (305) 375-5137. Sincerely, Odortite Lydia Osborne, CPPO„ CPPB Strategic Procurement Division Director c: Clerk of the Board 24 8) Provide a complete list of the Security Supervisor(s) used in the referenced Contract(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of these individuals. JERRY TOLLEFSEN Vice President, Government Affairs jtollefsen@kentservices.com Education/Training: B.A. Public Administration, St Thomas University, Miami, FL A.A. Miami -Dade Community College Drug Unit Commander's Academy (DEA) Fredericksburg, VA Caribbean Police School — FBI and International Criminal Investigative Training Assistance Program Prior Related Experience: Sergeant — US ARMY Miami Beach Police Department 1973 — 2001 • Major — Patrol Division • Commander— Strategic Investigations Unit • Executive Officer— Criminal Investigations Division • Commander — Patrol Division, 3rd Platoon • Lieutenant — Patrol Division • Sergeant — Patrol Division Jerry Tollefsen served in the 173rd Airborne Brigade in Vietnam from 1965 through 1966 before joining the 7th Special Forces unit in 1967. Following his discharge, he joined the Miami Beach Police Department in 1973 and rose through the ranks before retiring as a Major of Police in charge of the Patrol Division. During his time of service, Mr. Tollefsen was in command of the Criminal Investigations Division, the Narcotics Unit, The Tactical Team (SWAT) and the Field Officer Training program. Mr. Tollefsen designed the concept for the Financial Crimes Task Force, implemented a sector plan that placed emphasis on accountability to the community, designed the traffic plan currently used for major events including Memorial Day Weekend, initiated the San Jose Model to train new officers, and even created and organized three department -sponsored SWAT schools that received national accreditation. Today, Mr. Tollefsen uses his extensive experience and expertise in his role as Vice -President of Kent Security Services Government Division. He is responsible for the Cities of Miami and Bal Harbour. Included in his responsibilities is ensuring the security of the City of Miami, which spans 23 separate locations and employs nearly 100 officers. Mr. Tollefsen is a member of the Dade County and Florida Associations of the Chiefs of Police. Responsibilities: • Directs Operations and Develops Policy and Procedures • Training of All Security Officers • Scheduling Staff Hours • Manage Payroll Matrices • Approximately 5,000 Hours of Security Services a Week • Customer Retention — Ensures Client Satisfaction 25 NELSON J. BARBOSA Director of Quality Control, Training and Compliance nbarbosa@kentservices. com PROFESSIONAL SUMMARY Retired from the FBI as a Special Agent after twenty-four years of service. I participated in the investigation of a wide range of national and international criminal activities and served six years as an overseas diplomat in Bogota, Colombia and Quito, Ecuador as an Assistant Legal Attache (ALAT). I also served as the coordinator of the InfraGard South Florida Chapter, an organization of approximately 900 law enforcement and civilian members designed to help fight terrorism. Prior to the FBI, I served as a DEA Diversion Investigator (DI) for four years investigating illicit pharmaceutical, five years in the military reserves, and three years active in the US Marine Corps. I served as a Global Security Associate Director for a multinational pharmaceutical company responsible for overseeing physical and product security and compliance of its multiple operations in the Latin America the Caribbean (LAC) region. Currently, I work at Kent Services as the Director of quality, training and compliance. STRENGTHS & EXPERTISE • Extensive Investigative experience • International diplomatic relations • Corporate Investigations • Risk Assessment and Crisis Management • Homeland Security • English and Spanish language proficient • Public Speaking PRIOR EXPERIENCE: and MIAMI DADE PUBLIC SCHOOLS Barbara Goleman Sr. High School Certified Criminal Justice Lead Teacher 9/2015- Current Responsible for organizing, planning and teaching the Criminal Justice program. NOVARTIS PHARMACEUTICAL Global Security — Miami office Associate Director 2/2014-7/2015 Responsible for overseeing the physical and product security strategic guidelines and company objectives throughout the LAC region. Responsible for investigating internal compliance, fraud, crisis management and code of conduct allegations. Assisted in the development and implementation of security procedures and standards, conducted liaison with local authorities and provided expertise and guidance to security and management personnel. Managed and trained multiple security personnel throughout LAC. 26 FEDERAL BUREAU OF INVESTIGATIONS (FBI) Miami office 2/1990-1/2014 Diverse FBI career spanning 24 years investigating wide range of criminal activities such as counterfeiting, drugs/money laundering, bank and armored car robberies, domestic and international terrorism, kidnappings of US citizens abroad, extortions, bombings, crimes aboard aircrafts, and white collar/Medicare fraud. Lead high profile investigations in countries such as Panama, Colombia, Ecuador, Peru, Argentina and Iraq. Served as a diplomat Assistant Legal Attache (ALAT) in Colombia and have been the recipient of many financial and commendation awards. DRUG ENFORCEMENT ADMINISTRATION (DEA) Office of Diversion Control Diversion Investigator (DI) 1986 —1990 Four years experience in the investigation of illicit activities involving pharmaceutical drugs in South Florida. Audited, conducted full investigations, and performed follow-up activities regarding the use of controlled substances by physicians, laboratories and pharmacists. Coordinated with Federal, State and local law enforcement and federal and state regulators. CHIGACO BOARD OF EDUCATION School Teacher - Elementary and Intermediate levels 1983 -1984 1985 -1986 CHICAGO CITY-WIDE COLLEGES Adult Education Teacher (Part time- night classes) 1983 -1986 DEPARTMENT OF VOCATIONAL REHABILITATION SERVICES Vocational Rehabilitation Counselor UNITED STATES MILITARY • United States Marine Corps — Active Duty (1978 — 1980) • United States Marine Corps — Reserves (1981 — 1982) - Honorable Discharge • United States Illinois Army National Guard - Reserves (1983 — 1985) - Honorable Discharge • United States Army Reserves (1987 — 1989) - Honorable Discharge FBI AND CORPORATE EXPERIENCE DETAIL • Corporate Global Security (2014-2015) • Counterterrorism Surveillance (2012-2014) • Human Intelligence Program -InfraGard Program Coordinator (2008 — 2012) • White Collar Crime (Medicare Fraud) (2006 — 2008) • Assistant Legal Attache (2002 — 2006) • Criminal Matters (2001 — 2002) • Extra -Territorial Matters (2000 — 2001) • Assistant Legal Attache (1999 — 2000) • Extra -Territorial Matters (1996 — 1998) • Money Laundering/Drugs (1991 — 1996) • Bank Robberies/Fugitives (1990 — 1991) EDUCATION/TRAINING: • Certified Fraud Examiner (CFE), 2014 • Special Agent - Federal Bureau of Investigation Academy, 1990 • Diversion Investigator - Drug Enforcement Administration Academy, 1986 • BA in Business Administration & Management - Northeastern Illinois University, 1983 27 1984 —1985 1978 - 1989 JORGE CASTRO Regional Director j castro@kentservices.com Education/Training: B.S. Criminal Justice Administration, University of Phoenix, Fort Lauderdale, FL Prior Related Experience: Correctional Officer, Miami FL Auxiliary Police Officer, Florida Highway Patrol, Miami, FL Police Officer, Hialeah Police Department Private Investigator Director of Security, Securitas Director of Security, Allied Barton Federal Law Enforcement Officer, Department of Homeland Security — U.S. Coast Guard Mr. Castro began his law enforcement career in 1993 as a correctional officer in Miami, FL. In 1995, he served with the Florida Highway Patrol. Later Mr. Castro joined the Hialeah Police Department before making his transition into the private sector as a private investigator. In 2003, Mr. Castro began serving his country and is currently a 2"d Class Peet Officer Port Specialist with the United States Coast Guard Reserve. Mr. Castro's supervises six managers and more than 800 supervisors and officers. Jorge Castro has been a volunteer head football for the Hialeah Optimist Club & the Extreme Youth Football League organized and managed by the Orange Bowl Committee since June 2004. He has also been involved with Habitat for Humanity for the City of Miami since 2005. Responsibilities: • Conducts Site/Officer Inspections Quality Control — Contract Monitoring Ensures Client Satisfaction Develops Site -Specific Training • Implements Personnel and Procedural Changes as Needed • On Call 24 Hours a day, 7 Days a week 28 MIRLANDE MAZARD Operations Manager Summary Focused Operations Manager bringing 4 years of experience in day- to-day business operations management. Adept at liaising with clients to build rapport and drive retention. Focused on promoting safety to ensure the safety of client, employees of client, site location and all properties pertaining to site location as well as the safety of the officer. Skills Workforce training Multi -unit operations management Policies and procedures implementation Team Building/Leadership Customer service Experience September 2013 to Current Kent Security Services Inc. North Miami Beach, FL Operations Manager Manages * Special Taxing District posts with a combined total of 1,456 hours per week. * 34 Armed School Officer with a total of 7,200 hours during the school calendar year off 2018- 2019 *17 various City of Miami accounts that includes School Transportation Service Centers(Armed and Unarmed), Parks and Recreation , City Hall and a Police Subdivision facility with total 1600 combined hours per week. * School fire watch(armed & unarmed) that varies depending on the needs of the client. Hours may range from 40 hrs per week to 250 hours(multiple guards on a 24 hr shift) per week. Reviews daily financial reports and accounts to keep information current and accurate Assessed, optimized and elevated operations to target current and expected demands Completes Weekly payroll for an estimate of 150-200 security officers Recruits, hire and train security officers for each individual site location Maintains training for all armed and unarmed security officers 29 Kent Key Personnel GIL NEUMAN Chief Executive Officer Education/Training: B.S. Electrical Engineering, Florida Atlantic University Prior Related Experience: 1/ Over 20 years experience leading Kent Security Services From its humble beginnings as a business plan sketched out on a cocktail napkin, Kent Security today employs close to 2,000 officers who provide tens of thousands of hours per week of security services. Mr. Neuman has been at the helm of this family -owned business for over 20 years and leads Kent Security with diligence and pride. Mr. Neuman's early interest in technology provided him with the insight to steer Kent's future towards advanced technology in the early 1990s. Since then, Mr. Neuman's implementation of cutting -edge business and security strategies have made Kent Security one of the most established and largest locally owned security firms in Florida. He is also credited with being the driving force that positioned the company as a unique provider of security services to commercial properties, residential community associations, educational facilities, governmental agencies and high -profile, special events. Mr. Neuman is a firm believer in the importance of solid family values and these beliefs carry over into his professional life. Despite Kent Security's vast employee pool, each can expect a personal phone call from Mr. Neuman wishing them a happy birthday, congratulating them on reaching a milestone as a Kent associate, or just to extend a simple thank you for a job especially well done. Community involvement is also of paramount importance. Mr. Neuman generously donates to many causes and is on the Board of Directors for the Youth Crime Watch (of America) and Temple Kol Ami. He is a collaborator for the City of Miami's "Teach -Learn -Play" program and a member of The Dade County Association of Chiefs of Police. 30 LIZ MARTIZ Director of Human Resources lmartis@kentservices.com A performance -driven Human Resources Professional with over 18 years of experience in aligning business objectives with employee and management across business units. She possess extensive background in Human Resources affairs in planning, directing and coordinating human resources management activities of an organization to maximize the strategic use of human resources. In addition, the combination of MIS knowledge and HR expertise has been key to many HRIS successful implementations in her career. PROFESSIONAL EXPERIENCE Director of Human Resources Manager Museum of Science, Inc., Miami FL • Hired to support the HR operations in preparation for the Museum expansion. During her tenure, she managed the full implementation of the HRIS system, advice senior managers in employment laws to ensure compliance, automated the recruitment and performance review process, worked with President & CEO to design employee engagement programs to improve overall communication, created internal training to improve employees' knowledge and skills in the areas of Guest Experience/Customer Services and Safety and administer company benefits. Corporate Human Resources Manager Doral Bank, Miami FL • Supported business leaders with maintaining organization structure, employee relation issues, compensation, promotions, full recruitment cycle, and performance reviews. Implemented HR metrics to measure the success of HR initiatives, supported training initiatives and became a key contributor of the Oracle R12 HRIS implementation to streamline HR systems and processes between Corporate, Puerto Rico and US Operations. Human Resources Manager National Brands, Inc., Miami, FL • A strategic HRBP who managed all aspects of Human Resources for 12 companies nationwide. She provided consulting expertise to employees and management in employee relations, company benefits, workers' compensation, policies & procedures and worked diligently to streamline workflow and process. EDUCATION • Masters of Science in Human Resources Management • Bachelor of Science in Business Administration, MIS (Management Information System 31 TOM SOL BEN-HAYOUN Director of Business Development Tsol@kentservices.com EDUCATION The Interdisciplinary Center Herzliya (IDC), Israel (December 2015) LL.B. in Law and B.A in Business Administration and Accounting Honors: Contract and Patent Law CERTIFICATION 2016- CPA, Israel Accountants Council 2017- ATTORNEY, Israel Bar Association EXPERIENCE KENT SECURITY, North Miami Beach, FL Director of Business Development AYR — Amar Reiter Jean Shochtovitch, LLP — Tel Aviv, Israel Legal Intern Assisted attorneys with depositions, hearing and trial preparation for corporate, administrative law litigation, securities law, liquidation and debt settlements cases. (2017-present) NOX Group, Tel Aviv, Israel Manager Assisted in operations, by managing inventory. Managed payroll, hiring and employee training. Coordinated events on a weekly basis. (2016-2017) (2013-2015) Tel Aviv District Attorney, Criminal desk (2012-2013) Legal Assistant Assisted attorneys in trial preparation. Analyzed interrogation data. Provided legal opinions regarding criminal charges. Witnessed interrogation, both in court and out in addition to conducting appeals Citroen & Peugeot Service Center, Ashdod, Israel (2010-2013) Accounts Manager Managed suppliers, customers and business checking accounts. Gathered and organized all financial data. Prepared and presented financial reports to executive staff. Organized accounting and financial information in a new advanced IT environment. MILITARY EXPERIENCE Israel Defense Forces (2007-2011) • Military service as a naval officer with 80+ soldiers under my command. • Israeli naval spokesperson office. • Responsible for communications in emergency and high threat situations. • ICT officer -Responsibility spanned through seven different bases and their Information and Communications Technology systems and corresponding staff. • Underwater weapon systems technician. 32 5. Approach and Methodology to Scope of Services: 1) Describe Proposer's Approach and Methodology to providing the services to be performed. Kent Security Services has the experience, management and support to ensure that we will be able to preform the services describe in the RFP. As a current security service contractor to the City of Miami, Miami -Dade County, The Town of Miami Lakes, Miami Dade Special assessment districts and numerous other public and privately owned facilities, we at Kent have demonstrated ability to ramp up quickly and mobilize large teams if and when the need arises. Kent also has the ability to successfully transition large complex projects in short periods of time and to accommodate a wide range of project scope, size and complexity. Our special teams have worked in highly -elevated security environments and on highly -sensitive events i.e., four Super Bowls and have been requested to provide the same services during the upcoming 2020 Super Bowl event scheduled to take place in Miami Dade. Once the background checks and medical exams have been successfully completed, our compliance department confirms the licensing status and then applicant attends an eight -hour orientation on company policies, procedures and protocols. Then the applicant is sent for an interview with an Operations Manager to evaluate compatibility to a specific post and the security team currently providing services there. From there, a complete uniform supply and employee handbook is delivered and reviewed. Finally our senior operational personnel meet with and assign the new officer to a site specific training program where they then undergo a four hour on special district post order. This training prepares the applicant to pass the post order requirements evaluation under training supervision. Our recruiting efforts are not only focused on bringing new highly skilled and qualified individuals to our company, they also focus on identifying and promoting talented and driven individuals within our company. Kent Security has many internal candidates which are qualified to hold the positions of unarmed officers, armed officers, supervisors, Operational Managers, and Security Directors. All personnel files will be available to the City of Miami upon request. 33 Kent Service Approach Throughout The City of Miami, Kent will create a visible presence of security personnel to improve the perception of public safety and safeguard the residents, visitors, employees and property of The City of Miami. As part of its proposal, Kent will provide the following services, with a more detailed approach to methodology and implementation later in this proposal: • Site Supervisors, Level 1/2/3 Unarmed Security Personnel, 2/3 Armed Security Personnel, Golf cart. • Written activity and incident reports, maintenance requests, visitor logs as dictated by the post assignment • An Operations manager who will be required to meet with The City of Miami manager upon request • All uniforms, radios, rain gear, traffic vests, tool and equipment necessary to perform the required services • Rules and Regulations Manual for Security Officers • Project Manager to work with the Contract Administrator or their designee to review and/or develop Post Orders for all locations where Security Officers will be utilized. • A written, quarterly report of security incidents to the Contract Administrator Project Approach: Coverage and Security Operations I. Technical Operating Plan Kent Security proposes an operating plan that incorporates our experience management team of well -trained, empowered decision makers; the expertise of 30+ years of best practices in Post Order development, Quality Assurance procedures and digital Incident Reporting coupled with advanced technology that enables Kent' s management team to ensure post coverage and real-time guard tour monitoring, while allowing The City of Miami management teams to view a real-time dashboard, generate on -demand reports and obtain trend analyses over the life of the contract to see where efficiencies can be found. This comprehensive program will be delivered by Kent Officers who will represent the brand and image that The City of Miami requires. II. Key Pain Point Areas To Be Addressed By Kent Kent personnel have spent several months conducting extensive due diligence determining where possible areas of concern may arise and what pain points can proactively be addressed by Kent, should we be awarded the contract: • Kent will ensure that there are sufficient staffing levels at all times and will commit to having a talent bench of available employee, who are properly trained and vetted and tapped in at a moment's notice. • Kent will ensure that our attrition rates remain well below the national average for the Security Industry. We are proud that Kent employees, on average, stay 3 times longer with Kent than with most any other national security company. Our turnover ratio has always been at least 15% lower, on average, than the industry norm. 34 • Kent will conduct extensive background checks on any new hire, and re -check each employee multiple times per year in order to ensure that their record remains clean. As part of the background check, Kent will check employer references to ensure accuracy and that inappropriate behavior did not take place in the previous place of work. • Kent will ensure that there are no delays in responding to important job functions — such as the opening of the checkpoint gates that are not manned 24 hours a day. • Kent will ensure that each officer arriving on -site each day knows where they are stationed, how to get there, what their job duties and responsibilities are and who the Officer In Charge (OIC) is. Kent will ensure that each roving officer knows the site plan, how to get around most efficiently and in a manner that allows them to respond to requests such as opening of a gate as quickly as possible. • Kent will enforce a ZERO TOLERANCE policy for certain infractions (e.g. "sleeping on post") and a three -strike rule for other infractions. We believe in holding our employees accountable and ensuring that when our clients are unhappy with the performance of a Kent officer, that we either try to counsel the individual and mentor them, or we remove them for the site. • The Kent management team will encourage and foster the culture of teamwork between The City of Miami and the security vendor. Kent officers will understand that The City of Miami officers have a lot of knowledge and expertise to offer our on -site team and ensure that we are open to suggestions and opportunities for mentoring. Kent Time and Attendance Management Plan We believe that fail-safe systems need to be built with redundancies and using technological support. Kent utilizes several systems to ensure that Scheduling, Time and Attendance, and Payroll are accurately captured, actively monitored and continuously provided with oversight through real-time surveillance. These systems are the most sophisticated technology available to manage operations and provide efficiencies that are passed on to our clients — ultimately saving our client's money at the end of each budget year. I. Scheduling Accurate scheduling is a vital component of effectiveness and client satisfaction. Our automated scheduling system will provide The City of Miami with the most accurate and efficient scheduling available. The system plans who will work and when, and integrates with our training compliance tracking to ensure scheduled security officers meet the criteria required to hold the post, that they were trained and have the skills. Our employees are provided with their schedules more than one week in advance, so that they can effectively manage their time and personal commitments without compromising their professional lives and Kent' s service delivery. 35 II. Post WatchTM Post WatchTM ensures that Kent officers assigned to duty are on duty at the assigned post at the required start time. The City of Miami can benefit by knowing in real-time that Kent officers are: on -site at the contracted start times, properly trained and credentialed for the site post, and that the officer who was scheduled to work is actually the officer on -duty. We would be happy to demonstrate all available technologies during the question and answer phase. PERSONNEL SCHEDULING Manage your workforce efficiently with integrated scheduling. . Rol: aver d rnasterschedute acre le a Weekly schec'le essay, &suing time, r��ain i ling can act parameters & avuic:ng wage x ep. - Manage by exception & make changes to weekly work schedule yrresserr- Manage a•ertirne effectively by vrewirrgthe entire w+e&Jyschedule r;n advance- - Keep thorough, custarnized hiring information for eachjabsite. Streamline payroll & billing processes with ecc:rate, timely scheduling information. - Ersurethat schedrled employees meet past & compliance requirements. • .Address open shaft, overtime & scheduling c of ou;Aly with alerts. Ea'luate profitability & schedufingactivity wit interactive reports. On -the -go features trough eHub Employee SefF Ser ace on the Web & Mobile Supervisors can fill open Fogs, modiAy schedules & send sche Iles to ernpioyses. Emplq.ees can check the' r s Kerlules POST WATCH Monitor attendance and manage exceptions easily with Post Watch. • Get a snapshot of scheduling inforrnetion d rectlyfrom Persorinei Scheduling in WinTeam, TEAM's core financial aperatior+s & workforce management solution. Edit shifts, clock employees in or out, charge shift Wieser assign a different empk yee to a shift to keep operations running smoothty. Post Watch can also read clock-in/clock-out information from Tea miime, TEAM'S time and attendance solution. Stay updated nth real•time scheduling activity from the field. Revert open positions, posts with no clock -in time & posts with no dock -out time & take action net from the Post Watch screen. The utilization of Post WatchTM ensures that guards cannot report they are a gate or at a post when they are not physically there. We know this has been an issue in the past and we can assure you that it won't be with Kent! 36 III. Patrol Confirmation Tool- ProxiGuard Live With ProxiLive you will be able to monitor the on -site guard tours Online and Live! No limit for administrators to view and ensure high security level and guaranteed protection of your assets. ► Real-time ► Cloud system ► User friendly ► Advanced Reporting ► Multiple User Management SCAN •• QR-codes/NFC tags compatibility ••TEST Check. Guards' position' <:LHr• ••INCIDENT Send incident report (broken door. etc) MME •• Send image, text, voice & / add signature SOS •• Send SOS alerts - take — — immediate action PATROL • • Start -End a patrol tour ProxiLive has five reporting features: ► Basic Report ► Missed Scan Alert ► Daily Guard Duration Report ► Client Event Report ► Incident Report Client Events Report Client Miami World Center Sites MWC Patrol Type MME, INCIDENT Period 01/22/2018 00:00:00 - 02/01/2018 23:59A0 Total Events 153 01/22/2018 Events: 8 Type • MME MME MME • MME MME MWC Patrol MWC Patrol MWC Patrol Time Worker 08:35:33 MWC Rwer 090323 Rover One car parked in Paramount sales office parking lot. 090627 Rwer MWC Incident WC par« 1109:38 Rwer Director Wright began shift relieving supervisor Jackson. Performed vehicle inspection. Check Point 12150- Group Site Office 34346 - Sales Office 36545 - Demolition crew on site at Venture hive. Back gate open. Venture Hive The hangar nightclub on 11 th Street active. 36147 - Rwer 1404 Location 36147- Pa rO C15:4630 Rwer Exiting Miami World Center on route to EC background. Rover 1404 Location 37 Incident reports includes: ► GPS Location stamp ► 1 Photo Attachment ► 256 character description ► Guard signature ► Emailed to clients automatically Incidents Report Client Show All Sites Show All Workers Show All Period 02/01/2018 00:00:00 - 02/01/2018 23:59:00 Date 02/01/201801:26:47 Client fendi Site Chateau Ocean Worker 6(50000079 Description S/o Garcia noticed on 2/1/2018 at 1230 am that one of the lamps at the lobby was out. Reported to front desk for work order. IV. Kent's Overtime GuaranteeTM Incidents Incident / Misc Image Signature Overtime happens. It's the nature of the security industry. Kent understands its fiduciary responsibility to the client and to make sure that we help you stay on budget. Therefore, if staffing shortages produce overtime and are due to any operational challenges not met by Kent, Kent will not pass the overtime charges to The City of Miami. V. Worker Retention Program Kent agrees that we will evaluate and retain employees for a 90-day trial period. Upon a favorable review at the end of this trial period, Kent will offer high -performing guards a job. We cross -train officers to ensure that they have in-depth knowledge and experience in a variety of posts, locations and job requirements across all The City of Miami facilities. 38 2) Provide detailed plans addressing the following: a) A staffing plan that includes an organizational chart showing key management personnel and identification of onsite management, inclusive of the number of Security Guards and supervisors as reflected per the Specifications/Scope of Work section herein; At Kent, we pull from an infinite array of security and service solutions and integrate them to deliver the most manpower -efficient, operationally effective and ROI-rich program you'll find anywhere. Our company was created to improve the way things were done. This vision remains the core of everything we do. Kent Security is committed to constantly improving the performance and efficiency of the company by recruiting high caliber Security Officers, who are the best applicants available for the j ob Our recruitment personnel adheres to policies that reflects the needs of our clients as well as internal policies. During the application process, applicants are required to complete Form I-9 to verify their identity and employment authorization. Acceptable documents are requested to verify their eligibility to work in the United States. All Security Officers undergo a criminal background checks to identify applicants prone to unacceptable workplace behavior. This tool allows us to identify potential hiring risks for safety and security reasons, giving us the ability to provide clients with high caliber Security Officers. The Human Resources staff evaluates the results on a case -by -case basis. Kent is currently the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. 39 Kent Organizational Chart Gil Neuman CEO/President Erika Tejeda Executive Assistant Orly Alexander CFO Camille Flores Legal Assistant Tom Sol Ben Hayoun Director of Business Development Business Development Associates Vivian Cheung Controller Accounts Payable Ina Gegoutchadze Payroll Mgr. Staff Accountants ) Payroll Jenny Borrero Accounting Mgr. 40 A/P AjR Stuff Accountant Liz Marts Director of HR Compliance Benefits HR Recruiter HR Assistant Kent Organizational Chart for the Operations of The City of Miami Gil Neuman CEO Nelson Barbosa Director of quality, training and compliance 4.1 Road Supervisors Quality Assurance Managers r Jerry Tollefsen VP of Governmen Affairs Jorge Castro Regional Director 1 t Mirlande Mazzard Operations Manager Kent Site Supervisor Kent Security Officer Kent Rovering III Officer 1 Kent 24/7/365 Central Command and Dispatch 41 Miami -Dade County Regional Director Each Kent Security office is supported by Regional Managers who is the empowered decision makers overseeing that area' s regional office. This individual holds the Account Manager accountable and supervises strategic processes and approaches and works hand in hand with the Project Executive and Project Manager. Operations Manager On each functional area and geographical area will be assigned an Operation manager who will supervise and support all posts, access points and positions on site. This individual will attend to any matters that arise and be in a position, working with the Assistant site Manager -On -Duty, to respond to an event, incident, escalation or otherwise. Site Supervisor At each post, terminal, traffic control position where there are multiple officers stationed, there will be a Site Supervisor assigned. Kent Site Supervisor will work hand -in -hand with the City of Miami Supervisor to ensure that operations run smoothly and that there is always at least one point - person who is designated to provide direction and make decisions during the course of the operations. Value -Add On: Road Supervisors/Quality Assurance Managers At no additional cost to the City, the Kent corporate operational methodology is to retain a staff of dozens of Road Supervisors, whose function it is to conduct randomized quality assurance control, and to visit each client site at least once per shift after normal business hours. Relationship with Law Enforcement Entities Kent' s managers and executive are individuals with strong ties to law enforcement. This means they understand the importance of security officers providing a uniformed presence in order to deter crime and to act as an extension of the law enforcement team. However, while acting as an extension of the team, Kent officers understand the line between what their job functions are and what j ob functions need to be handled by law enforcement. Kent will work hand -in -hand with ther City of Miami, to ensure that the relationship remains strong, that open lines of communication are maintained and that suggestions and requests are implemented. Kent Security Officers What differentiates Kent from other service providers is our unique ability to attract the best talent; our possession of the best tools and training; our access to the most advanced technology; and our ability to answer to clients first, rather than to shareholders. Our extensive experience spanning over three decades has led us to the development of the most advanced and forward -thinking best practices in the industry. 42 Kent Services is supported by a seasoned Human Resources team that has successfully transitioned projects of similar scope and size. We understand that our success is directly related to the capabilities and quality of our staffing Plan. Internally, we will look to current, proven on -site employees who are looking for a new opportunity to shine, excel and grow. We will deploy a detailed project management approach in order to achieve the objectives in the most cost-effective and efficient manner. Our approach to any start-up or transition process is a combination of a strong organizational structure with a definitive, detailed operation plan. We will assemble an elite team that will launch this account and ensure that each step of the process is attended to. Staffing Plan Kent Security will take multiple steps in order to meet the staffing requirements for each facility of this The City of Miami contract, using our proven processes and methodologies to attract and identify the best officers: • Retention of Current Staff. We will work with the management team at the County, to analyze the qualifications of the incumbent personnel who wish to remain on the new contract. They will be placed to maximize their experience. We will then screen this select group of personnel to ensure they meet the same rigorous requirements, background and screening standards that Kent requires of them. We will all make sure that their security licenses are up-to-date, that they are background checked and that they pass a drug test. • Internal Recruiting. Kent Services will look within our organization and hand -select the top personnel who are looking for new career opportunities or career advancement and who have proven themselves to be valuable members of our team. • External Recruiting. We will recruit and screen the best candidates using our proven recruitment expertise to advertise, attract and assess the top applicants to fill the staffing profile required to staff the City's facilities. Immediately following the awarding of this contract, Kent Security will implement a comprehensive staffing strategy to address retention and acquisition of qualified personnel. Identifying and assessing retainable staff is a primary task. The incumbent work force will be invited to Open House events at near -by off -site locations providing immediate opportunities to meet Kent managers and staff, learn more about Kent and provide our recruiters with an opportunity to distribute information and collect resumes. A number of events on different days will be planned to ensure incumbents have an equal opportunity to ascertain their personal work choices. While every effort will be made to hire the qualified and capable incumbent work force, Kent will also be screening candidates from our local workforce and internal workforce. Kent Security has an excellent reputation for successful transitions of accounts big and small, even under the most difficult conditions, challenging timelines and requirements. We have a demonstrated history of seamless transitions for our clients that are similar in scope and size to the Miami -Dade County. 43 b) A technical operating plan describing the operating policies and procedures to be employed for the management and/or operation of all security services, the Proposer shall also describe its approach to financial management and administrative policies and procedures; Recruitment Policy and Plan Kent Security is committed to constantly improving the performance and efficiency of the company by recruiting high caliber Security Officers, who are the best applicants available for the j ob Kent Services recruitment personnel adheres to policies that reflects the needs of our clients as well as internal policies. Our company is proud to be an equal opportunity employer. We are committed to recruit without discrimination and harassment of any type without regardless of race, color, religion, age, sex, national origin, genetics, protected veteran status, sexual orientation, marital status, disability, or gender identity or expression, or any other characteristic protected by federal, state or local laws. Purpose The purpose of this procedure is to increase efficiency in hiring and retention. The steps below are recommended in order to ensure consistency and compliance in the recruitment and selection process. Scope Kent Services is committed to employing, in its best judgment, the best qualified candidates for approved positions while engaging in recruitment and selection practices that are in compliance with all applicable employment laws. It is Kent's policy to provide equal employment opportunity for employment to all candidates and employees. Responsibilities Hiring Manager (HM) — The hiring manager identifies hiring needs, develops and/or updates the job description, prepares and submits documentation to Human Resources. In addition, the hiring manager will schedule job interviews and conduct interviews showing good faith efforts to broaden diversity. To ensure a successful hiring process, the hiring manager must work closely with Human Resources to develop a recruitment strategy. Human Resources — Works closely with the Hiring Manager to ensure compliance with the proper procedures and documentation. Human Resources will initiate the hiring process in the Applicant Tracking System, post open position on selected job boards, works with hiring manager in the selection of candidates, conducts background checks and drug screenings, predictive index assessment, notifies interviewees not selected and issues offer of employment. 44 Procedure Step 1: Identify Hiring Needs New Positions - When a new position is needed, it is important to understand and take into consideration Kent's goals and those of the department. Taking into consideration the changes that may impact this role is also important. To help identify gaps, conduct a quick analysis of the skill set missing in the department and/or company. Evaluate the core skills required now and those which may be needed in the future. Newly created positions required approval from the CEO. Replacement — Before contacting Human Resources to advertise of the position, review the role and decide if there are any changes required as certain tasks and responsibilities performed by the previous person may not or should not be performed by the new person. Step 2: Develop a Job Description • A Position Summary. This is a statement summarizing the position's essential functions and its role in relation to supporting, administering, or managing the activities of the department or company. • The Essential Duties and Responsibilities. They describe the duties and responsibilities of the position. A job function is considered essential when the performance of the function is the purpose for the position. Typically, an essential function occupies a significant amount of time of the employee's time and required specialized skills to perform. By accurately describing the essential functions of the job, job seekers will have a clear understanding of the role and your expectations for performing them. Things to consider when developing essential functions for the position: Functions of the job which are critical for the position are arranged by importance and percentage of time spend Complexity levels and authority for the role should be described to help attract the appropriate level of qualified candidates Essential tasks listed should be inter -related to the accomplishment of the essential function. • The Qualifications (Background and Education) of the job. They support the accomplishment of the essential functions. They must be relevant and relate to the duties and responsibilities. Qualifications can be listed here as they can be used to narrow down the pool of candidates. These skills, knowledge, abilities and competencies can describe a more proficient level at which the essential functions can be performed. • The Physical Requirements. It describes the physical demands of the position that must be met by an employee to successfully perform the essential functions of the job such lifting, repetitive bending, reaching, etc. You can also include the overall working conditions such as hours of work. Make sure that force and frequency requirements are based on objective measurements rather than subjective assessments or guesses. 45 Adding a disclaimer language to the job description serves as a reminder to employees and applicants that the description is subject to change. For example: • Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time, or • This job description is subject to change at any time. Step 3: Documentation Hiring Requisition form To initiate any action for an open position, an approved Hiring Requisition form is required. This will be utilize for a newly created position and a replacement. The Hiring Manager submits the approved Hiring Requisition along with the job description to Human Resources. Step 4: Job Posting & Screening Candidates Human Resources will work with the Hiring Manager to determine the most effective method of recruitment and selection, including job posting. A variety of recruiting sources (both internally and externally) should be utilized to attract candidates such as: • Kent's website — KentSecurity.com • Online job boards (Indeed, ZipRecruiter, Career Builders, Google Jobs, others) • Social media (Facebook, Linkedln, Twitter and Instagram) • Security Schools • Job Fairs • Employee referrals Human Resources will post the position and submit resumes of qualified candidates to the hiring manager. They will work together to identify the most suitable candidates for interviewing. Human Resources will phone screen candidates to obtain information such as availability, salary requirements, special position requirements (e.g. ability to perform shift work), and other preliminary information needed. Human Resources will share the phone screen findings with the Hiring Manager and develop the short list. Once the shortlist has been determined, candidates can be contacted for the interview. Step 5: Conduct Interview The interview is the single most important step in the selection process. Therefore, it is important to properly prepare for the interview as this is the opportunity to evaluate the candidate's skills and validate the information the candidate has provided in their application and resume. • Hiring Managers are responsible for conducting timely, and effective interviews. • Hiring Manager will schedule and conduct job interviews for Security Guard positions. • The Human Resources Director along with the Hiring Manager will interview for all corporate positions. • A predictive Index may be giving to corporate candidates. • The HR department is available to advise Hiring Managers on interview techniques and final candidate selection. 46 Interview questions should be relevant to the position, performance based and seek information specific to the skills and abilities of the candidate. Interview questions not pertaining to the current requirements of the position are not to be used. Step 6: Candidate Selection Upon selection of the final candidate, Human Resources will conduct the background check and drug screening. Once the results are received, if applicable, the Hiring Manager and Human Resources will collaborate to develop an appropriate offer of employment, which will include hire date, job title and salary. All Security Officers undergo a criminal background checks to identify applicants prone to unacceptable workplace behavior. This tool allows us to identify potential hiring risks for safety and security reasons, giving us the ability to provide clients with high caliber Security Officers. The Human Resources staff evaluates the results on a case -by -case basis. Applicants may be disqualified if the results reflect unacceptable behavior such as felony, sexual or domestic violence convictions and dishonorable military discharged. During the selection process and/or onboarding, applicants are required to complete Form I-9 to verify their identity and employment authorization. Acceptable documents are requested to verify their eligibility to work in the United States. The Human Resources department will extend the offer of employment to the selected candidate and initiate the onboarding process. Candidates not selected will receive a Thank You letter, also known as Candidate Rejection letter from Human Resources. Step 7: Preparing for Newly Hire Employee If the candidate accepts the offer of employment, we will begin preparation for the employee first day of employment. The Hiring Manager will work closely with Human Resources to prepare for the onboarding process and all the items for a successful first day of employment. Before arriving to a new post, newly hire employees must have or should know the location of: • Post Offer with details information of the post (name, address, contact person, etc.) • Employee orientation • Uniforms - A high standard of personal presentation is required from Security Officers at all times. Uniforms will be issued in accordance with the role and post • Post Orders • Emergency procedures • Training related to the post. Additional training will be provided throughout the year. • Active Class D Security License which must be carry while on duty. • Kent identification card which must be carry while on duty. • Equipment such as proxy phone, radio, keys, lock box code, passwords, others. 47 Additional onboarding responsibilities for Human Resources on the Onboarding Procedures. Main Requirements for Security Officer: • High school diploma or equivalent. • Must be a minimum of 21 years of age. • An active Florida Class D Security License is required. • Proficient in English; able to read, write and communicate orally. • Must possess a valid driver's license if driving company vehicles. • Based on the position and/or post, Security Officers may possess: ✓ A minimum of 3 or 5 years' of experience. ✓ Prior military or law enforcement experience. ✓ An associate or bachelor's degree. ✓ A combination of the above. • Good communication and customer service skills. • Able to multitask. • Able to stay calm under pressure. Managing Security Operations Kent has created an environment in which employees are able to share concerns or obstacles they're facing to increase loyalty and higher retention rates. Our conflict resolution policy allows security officers to follow a procedure to resolve problems, misunderstandings and frustrations that may arise in the workplace, which positively impacts both performance and retention. Operations Manager and Security Officers develop a positive relationship from day one in order to keep Security Officers motivated. In addition, Operations Managers visit sites periodically to continue to develop a working relationship that will play an important role in improving working conditions not only for the Security Officer, but for the client as well. Similarly, Road Supervisors conduct routine site inspections. The goal is to maintain our security officer fully engage with their work. Kent proudly offers training and development opportunities to our employees through various methods. Training not only improves their knowledge and skills, it makes them feel confident in their job role, allowing them to deal with any situation. With training, we expedite acquisition of knowledge, skills, and abilities required for effective job performance. Furthermore, with training and development opportunities, employees are more likely to feel valued if they are invested in and therefore, less likely to change employers. At Kent, employee retention begins on the employee's first day of employment. The training and support we provide from day one sets the tone for the employee's tenure and boosts job satisfaction. • Onboarding and Orientation — on day one, new hires are scheduled to participate in a mandatory orientation, which includes company policies and procedures, including security procedures, company culture, time management and payroll instructions, company benefits, expectations, uniforms, security license, ID badge, post orders, use of equipment, among other things. 48 • Mentorship — new hires are paired with Supervisors and/or Post Captains during their first day of employment for training purpose and to get them a custom to their new working environment. At any given time, employees are encouraged to solicit the guidance of managers, supervisors and veteran employees who possess a wealth of knowledge and resources. • Communication and feedback — We have established an open door policy to encourage open communication, feedback and discussion about any matter of importance to our employees. In essence, it fosters an environment of collaboration, high performance, and mutual respect among management and employees. • Recognition Program — We have instituted a recognition program for employees who go the extra mile and share how their hard work helps improve Kent and/or the client. Recognition can come in the form of an email, a gift card, movie tickets or a pay day off. These forms of recognition allow our employees to feel appreciated for the hard work while helping with retention. 49 Employee Benefits Once Kent finds the best candidate for the position we provide the following benefits to ensure a positive retention rate with the officer. • Health Insurance: Fully compliant with ACA, Kent pays 60% of an employee's Health Insurance monthly premium providing full coverage for each employee. Major medical health insurance is offered, which includes prescription drugs, hospitalization and alcohol and mental riders. • Other Insurance: Supplemental insurance plan, managed by UNUM. It includes benefits such as Hospital Indemnity policy, Critical Illness policy, Accident Policy. • Dental Insurance plan offered. • Vacation: After 1 year, employees earn one (1) week paid vacation. After 4 years, employees earn two (2) weeks paid vacation. After 8 years, employees earn three (3) weeks paid vacation. • Paid Holidays: All employees are eligible to be paid for six (6) national holidays. Guards scheduled to work on these national holidays will be paid time and half. Holidays include: Labor Day, Memorial Day, New Year's Day, Thanksgiving, Christmas and Fourth of July. • Retirement Plan: 401(k) with 100% employee match after first 180-day employment. untm XAetna t'HUMANA 50 Uniforms Kent Security can offer a variety of uniforms for The City of Miami to choose from. We can also co -brand the uniform so that is clear that our guards are not just security guards, but an extension of The City of Miami brand. A high standard of personal presentation is required from employees at all times while on duty. It is expected that items of personal hygiene are attended to daily and all clothing is clean, neatly pressed and in good condition. Kent will provide each guard with standard Kent uniform includes a blue button-down shirt and navy blue pants. Kent will also provide an alternative pants/shorts for those tasked with bicycle patrols, a winter jacket for cold weather, and a hat allowing for sun protection for outdoor posts. Uniforms Deposit Kent employees are requested to wear Kent designated uniforms during time of employment. To account for costs, Kent respectfully deducts the cost of the uniform from employee pay, as a deposit. Our deduction procedure calls for small deductions over time to ensure that employees are not unduly impacted by such deductions. As a result of Kent asking employees for a nominal uniform deposit, they are entitled to exchange uniform and as for more, if needed. After employees leave the Kent family, the uniform deposit will be refunded upon return of their uniform, less a usage fee of forty dollars. 51 Performance Remediation Plan Employee retention is a challenging goal for the security industry. Our company has been able to effectively reduce turnover rate by offering: higher than industry standards wages, superior training for all security officers, a vacation package, a comprehensive employee health and dental program, and a company matching 401K savings program. Kent Security corrects poor performance through fair and impartial discipline designed to correct the employee deficiency and improve performance. This administrative action is then followed, if necessary, with in-service training conducted by a site supervisor. The field supervisor then evaluates the progress made by the employee and reports said progress to the Operational Manager. Kent Management and Administrative Approach FINANCIAL MANAGAMENT For accounts payable, invoicing, time -keeping, payroll, cash management and financial audits, Kent Security uses an in-house computerized cost -accounting system called WinTeam Software (www.teamsoftware.com) that allows us to accurately track costs on a client -by -client and post -by -post basis. PAYROLL MANAGEMENT Kent Security uses WinTeam Software for scheduling and payroll processing. Use of WinTeam Software results in fewer payroll discrepancies and accurate pay for our officers and support staff. HUMAN CAPITAL MANAGEMENT Kent provides recruitment, hiring, employee -benefits processing, labor relations, employee development and recognition programs. The Human Resources module of WinTeam (HR Tracker) allows Kent Services to ensure all of our security professionals meet and/or exceed the qualifications and proper training required in the scope of work, prior to their assignment to any post. STRATEGIC SOURCING Kent provides purchasing of uniforms, security equipment, vehicles, radio communications, computers, office equipment, disposable supplies, or security technology. Our experience in outfitting large projects has enabled us to develop ongoing vendor relationships, which ensure available vendor credit and the best pricing. INFORMATION TECHNOLOGY & TECHNOLOGY Kent provides our guards with the latest state-of-the-art technology, including smart phones and tablets. We also provides support in procedures and manual development, digital reporting, and web -based portals for real-time viewing of each guard, on -demand reports and trend analyses, and the ability for cloud -based storage and redundancy of all data and key video footage related to incidents. 52 Employee Management Plan Our local managers are empowered decision makers who understand the unique needs and challenges of The City of Miami. These managers routinely deal with scheduling, coverage for sick days, uniform ordering, training compliance — all the operational components that make up a seamless security program. Kent has more than 30 years of security industry experience, with our national human resource network supporting the local management teams. Our managers set high standards for service; standards that are maintained through continuous and effective supervision. Quality Assurance We understand that Quality Assurance (QA) inspections help us meet our contracted obligations and hold our managers and on -site employees accountable for the levels of service they provide. Kent will inspect the security services at each of The City of Miami facility on a randomized basis and make the scorecards and reports available to your management team. QA Inspections offer the opportunity for management to work with security officers, providing hands-on training, mentoring and supervisory support. It measures whether or not the on -site team is demonstrating proficiency at their duties, while they are under close observation. We find that inspections often time provide our staff with positive reinforcement and feedback, which promoted communication amongst field personnel. The results of inspections are used to help us identify best practices and/or areas of improvement that ultimately results in better service. Administrative Processes and Procedures: Post Orders Post Orders are the definitive guide for day-to-day activities of the entire account, for each post and position. Our Standard Operating Procedures and customized post -orders are the backbone of our operations at The City of Miami facilities. As part of our transition process, our Director of Start -Up, along with your Account Manager and Director of Security, will customize, implement and update the SOPs and post -orders. Completed Post Orders are then digitized and available on-line, on our officer' s tablets and through Kent Guard TourTM. The Post Orders are searchable so that when troubleshooting, our officers or support staff can easily find the information they are looking for, as well as a step-by-step guide of how to proceed. Post Orders are reviewed quarterly to ensure that they are updated and that any changes required are completed, communicated and discussed at our training/staff meetings 53 STANDARD OPERATING PROCEDURES AND POST ORDERS BINDER • Introduction to The City of Miami and specific posts • Security Basics • Access Control • Patrol Procedures • Kent Organizational Chart & Contact Information • Facility Organizational Charts & Contact Information • Emergency Notification List • Site -specific Emergency Reference Guide & Procedural Checklist • Site -specific Post Orders • Templates and Samples of Kent Reports (Daily Activity Reports, Incident Reports, Vehicle Inspection Reports, etc.) Kent Security has established an Internal Quality Assurance Department that is charged with the responsibility to review field operations for compliance with corporate policy, regulatory requirements and operating procedures. The audit program is a support function that assists each District office and operating unit in their compliance efforts, and helps to protect the assets of the company. To assist with compliance efforts, the QA Department has provided a manual titled QA Audit Control Criteria and Related Policies. This publication defines the areas that will be audited, and provides specific audit criteria and audit point values. Administrative Processes and Procedures: Operational Audits Kent's Operational Audit (OA) process involves a thorough review of each departmental and divisional operating procedures and internal controls. The process deals with broad performance issues, focusing on whether funds and resources have been economically, efficiently and effectively managed on behalf of our clients in order to fulfill our missions and objectives. Our OA process includes elements of a compliance audit, financial audit and an information systems audit. In particular, management audits examine and report on matters related to any or all of the following: • the adequacy of management systems, controls and practices, including those intended to control and safeguard assets, to ensure due regard to economy, efficiency and effectiveness; • the extent to which resources have been managed with due regard to economy, efficiency and effectiveness; • the extent to which programs, operations or activities of an entity have been effective. 54 Key Components to Kent's Internal Audit Process 1. Scope- The first step would be to work with The City of Miami and the SAD teams to customize the scope and objectives of our audit. It is also necessary to decide the exclusions to the scope. 2. Set audit objectives -The second step would be to set audit objectives as it pertains to The City of Miami accounts and define what our Key Performance Indicators are, which are unique to this account. Appropriate audit evidence can be gathered only when objectives are clear. Three elements need to be identified - criteria, cause and effect. They will be concerned with whether the operating objectives will be met. Then, we will review and update the audit objectives after the preliminary survey. 3. Set scope- To manage expectations on what will be achieved by the audit, Kent will communicate what will and will not be included. 4. Gathering information- The sources of information will be: • Operating standards • Organizational chart • Nature of operations in each position • Operating reports • Senior management • Prior audit papers, if available • Internet • Industry, trade journals and publications • Files and papers 5. Benchmark Survey- A preliminary survey is essential in order to gain a working knowledge of the operation to be audited, to logically investigate and evaluate all information, including: • Information on overall business operations • A questionnaire for discussions with staff • Interviews with key operators • The objectives, goals, and standards of the operation • Initial opportunities for improvement • An understanding of the inherent risks and internal controls • Learn about the people performing the operation — key personnel, job descriptions, evaluation methods • Physical inspection of operations • Focus on possible cost savings from inefficiencies • Presentation of the survey results • Audit plan - time, resources and expertise required, audit program, audit tests and identify audit risks 55 6. Review of Internal Controls- To determine what level of reliance can be placed on internal controls. This step takes place throughout the audit process. Methods to review would include: • Responses of interviewing staff to control questions in the Internal Control Questionnaire would indicate areas of control weakness to concentrate on • Prepare flow charts or narrative descriptions • Walk-through and limited system testing • Evaluate policy and procedures manuals 7. Results of Internal Control Review- This will provide information regarding: • Identification of the controls that the auditor will rely on during detailed testing • Analysis of the controls • Evaluation of the appropriateness of the controls • Risk Assessment 8. Existence of controls- Kent will consider whether there are any factors, which might render controls ineffective, such as: • Accidental or deliberate avoidance • Management override • Inadequate Backup and recovery • Environmental impact • Access control over computer systems • A re -analysis of risk and budget time will need to be done at this stage 9. Detailed Testing- Kent will carry out sufficient audit tests of compliance and substantiation to gain sufficient evidence on the objective of the audit. The testing is aimed at significant controls that have previously been assessed as adequate to evaluate their effectiveness, and those controls assessed as inadequate to verify that the required results are not being consistently achieved. 10. Compilation of Findings/Report- Kent will present The City of Miami with a report that will inform the management of the issues or opportunities for improvement and provide constructive means of achieving the goals. Administrative Processes and Procedures: Compliance Audits Kent understands that in order to maintain our licensing with the Florida Department of Agriculture and Consumer Services Division of Licensing, we must abide by specific rules and regulations. Audits in these areas include verification that each of our employees are in compliance with the established guidelines. Compliance audits include compliances with: • Laws and regulations • Policies • Standards • Contracts 56 Kent's Road Supervisors visit each post, on random shifts to ensure that each officer has the correct uniform, badging requirements and current licenses The Kent Security management team ensures consistent quality work performance and immediate response to the site resource needs and problems through their resolution through the use of our corporate quality program. Our quality program is based on our corporate wide implementation of our 6 Sigma Process to ensure continuing improvements in quality, service, productivity and schedule. Kent Security has a management team that can lead the effort to measure, analyze, improve and control our business processes to meet ever -rising customer expectations. We implement our contracts based on our corporate quality plan implemented at the project and task level through project specific quality assurance programs. Quality Management is performed outside of the direct program or project manager and reports directly to the District and Account Managers. It includes instruction to ensure effective execution of all phases of a contract roll-out/project; process design, procurement, implementation/transition, benchmarking, testing, training and maintenance. This program is applied to projects on an ongoing basis and ensures that adequate and accurate execution and management systems, document and data control, purchasing and equipment procurement, work process control, testing and training are performed consistent with Kent Security and The City of Miami standards. The Project Quality Plan is a fully contained Quality Control Program that includes process management and repeatability, quality assurance, quality control and quality related configuration management. Kent Security implements its Quality Program to ensure that established security system design standards are properly implemented, measured and met. The Contents of the plan include: Quality Control Program Principles Quality Program Purpose Quality Control Program Business Processes and Procedures Organization — Project, Quality, Division reporting Quality Officer Responsibilities and Authority Supervisory Program Post Orders Quality requirements and responsibilities Effective Reports Non-conformance Process Quality Program Monitoring and Corrective Action Process Project level implementation, inspection, acceptance, reporting and closure 57 Kent Performance Survey- Miami -Dade County Public Schools Pursuant to a Kent Security 2018-2019 school year armed security officer performance satisfaction survey, submitted to each of the 34 Miami -Dade County Public Schools principals we represent, attached you will one of the positively overwhelming number of responses our company received as well as a personalized letter from Mr. Heraut Vixamar, Assistant Principal at Madie Ives K-8 Preparatory Academy. it KENT ONE SOURCE, kNIFINuTE SOLUTrONS. Kent Security School Survey Miami Dade Public Schools 1. The efficiency of the Security Officer(s) carrying out their duties? 6''Excel Lent r G• ood r A• cceptable r Needs Improvement r U• nsatisfactory ✓ Not Applicable 2. Kee Security overall impact on the school? Excellent ' G• ood A• cceptable ✓ Needs Improvement ✓ Unsatisfactory • Not Applicable 3. Level of safety with armed guards at your school? `Excellent r G• ood r A• cceptable " N• eeds Improvement r Unsatisfactory N• ot Applicable 4. Students and parents perception of armed guards a t the school? ‘r/ Excellent r Good Acceptable ' Needs Improvement U• nsatisfactory Not Applicable 5. The Security Officer(s) appearance? Excellent ✓ Good ✓ Acceptable ✓ Needs Improvement r U• nsatisfactory N• ot Applicable 6. The competency of the response Security Offrcer(s)? C/rExcellent r G• ood ✓ Acceptable r N• eeds Improvement r Unsatisfactory ✓ Not Applicable 7. Tfle overall level of service provided? Excellent r. G• ood r A• cceptable Needs Improvement U• nsatisfactory c. N• ot Applicable 58 S. How likely are you to recommend Kent Security to other schools? root � I II Al e likeq .o ✓ likNr. la. 9. If you have rated the Security Service as Unsatisfactory or Needs Improvement for any of the above, please specify your reason(s) for this below 1D. Anything else you would like us to know? *cer l,upeti is cal e(qlrho eil ch6'cer w]lno Wt. 4,10k4401 61nue. f h fur 11C 2019—?0ao. PI ei9.. 41t ` n'e k4 rn Il.. Name of your school? I),.Mawr; C. rreirwE giving cur stld r.Es they:world Suppria0046of of'4040o/s Agypft6M. Carvalfo May 31. All To whom it may concern ct,rrrtySchrsar oam tr l;aW ace) S. Potelrma, GYralr. Pe Maria F z, trios, Cfiorr tit- t +y eenrirch s-P ail Sate Y Gasrrtfo Or Stigma &port Ps/Ai urea H rn'rnan Or. Moitthi 4cep Lu5$y elaiaf-o 64.161 Teia F& rs It is indeed a pleasure to write letter of recomnncadationfor Mr. Benirt Vixitmar. As anAttistant Princ4l at Madie Ives K-S Preparatory Academy, I had the pleasure of observing slid Irking with Mr. sake the first day of school, August 20, 20Ig. Security is an essential part of the school's daily operation, and Mr. Vixarrier is one of the most thorough and dependable people working here. Mr. Vixatnar never misses his patrol rounds, cafeteria supervision, and arrival and dismissal assistance. 1-le has an extremely strong sense of dedication, never misses a clay of virork, and is always comprehensive in his sectrrity checks around the school grvamds. Mr. Vixenar is one of the most reliable people 1 bow. Overall, he dues a consistently excellent job and we are extremely lucky to have him here as Madie Ives K-8 Preparatory Academy If you have any questions, please do not hesitate to r vralact ore. Dr. exandre Lichtnan Assistant Principal media tVe.9 K Proparator}' Academy =2U7777 JQE 14* St • hoof i. FI. 39179. - Dcbvrah J6hosor •ArV &O Piirrer¢sl 305-651-3455 - 306-77O-3740 i(FASQ .inaMekesdiel 59 c) A transition plan from the current security personnel services agreement in order to ensure a seamless transition inclusive of a plan for the retention of qualified employees as stated in Section 2.17 (not applicable to the incumbent); and As mentioned previously in this proposal, Kent is the main security provider for the City of Miami, proving security services to the City since April 2007. Therefore, Kent transition will be seamless as we already providing security services for the facilities outlined in this RFP. In order to compline with the requirements on this RFP, below is Kent's transition approach: Kent Transition Approach: 30- Day Transition Plan As the current security provider to several large-scale, complex accounts, that have multiple facilities and locations, Kent is in a perfect position to provide services for a dynamic account like the City of Miami and its special assessment districts. We are familiar with the geographic location, demographics and unique challenges that face The City of Miami. A key component will be worker retention. We want to provide every employee an opportunity to transition to Kent. Displacement of workers is not beneficial to our clients or to Kent. We will work with The City of Miami staff to finalize a plan. Kent Services is supported by a seasoned Human Resources team that has successfully transitioned projects of similar scope and size. We understand that our success is directly related to the capabilities and quality of our Transition Plan. Our team will generate hundreds of qualified applicants within the first weeks of advertising for a position with our company. Internally, we will look to current, proven on -site employees who are looking for a new opportunity to shine, excel and grow. We will deploy a detailed project management approach in order to achieve the objectives in the most cost-effective and efficient manner. Our approach to any start-up or transition process is a combination of a strong organizational structure with a definitive, detailed operation plan. We will assemble an elite team that will launch this account and ensure that each step of the process is attended to. 60 DISCOVERY Understand your needs, your business and your clients. 11_1f1:lot _:il 111 _lam "`JU1J1:, 111/J1U1 Iltga Patr s5fe _ON !)- rn.'efrte pparametersgs i v v fl81l I fafiony beship PLANNING Build a project plan, set deadlines and identify stakeholders. The following five stages outline the phases of the Kent Services 100-Day Start -Up Plan: Description Step 1 START UP Project manager ensures that the requirement phase and all administrative tasks are complete. Step 2 PLANNING/ TRAINING Project Manager will create a comprehensive schedule coupled with key training milestones ensuring that Scope of Services is complete. Step 3 EXECUTION Coordination of people and resources to carry out the Project Plan and ensure that quality service is delivered. Step 4 QUALITY ASSURANCE Kent will put our Quality Assurance Plan in place, with our dashboard technology and deploy the Standard Operating Procedures (SOPs) to ensure that our officers' performance meet and exceed Miami -Dade County's expectations. Step 5 TRANSITION Staffing Plan Project Manager will ensure that the transition from Start -Up to full operational capability has been completed and that benchmarks are put in place to continuously ensure quality service is delivered. Kent Security will take multiple steps in order to meet the staffing requirements for each facility of this The City of Miami contract, using our proven processes and methodologies to attract and identify the best officers: • Retention of Current Staff. We will work with the management team at the County, to analyze the qualifications of the incumbent personnel who wish to remain on the new contract. They will be placed to maximize their experience. We will then screen this select group of personnel to ensure they meet the same rigorous requirements, background and screening standards that Kent requires of them. We will all make sure that their security licenses are up-to-date, that they are background checked and that they pass a drug test. • Internal Recruiting. Kent Services will look within our organization and hand -select the top personnel who are looking for new career opportunities or career advancement and who have proven themselves to be valuable members of our team. • External Recruiting. We will recruit and screen the best candidates using our proven recruitment expertise to advertise, attract and assess the top applicants to fill the staffing profile required to staff the City's facilities. Immediately following the awarding of this contract, Kent Security will implement a comprehensive staffing strategy to address retention and acquisition of qualified personnel. Identifying and assessing retainable staff is a primary task. The incumbent work force will be invited to Open House events at near -by off -site locations providing immediate opportunities to meet Kent managers and staff, learn more about Kent and provide our recruiters with an opportunity to distribute information and collect resumes. A number of events on different days 61 will be planned to ensure incumbents have an equal opportunity to ascertain their personal work choices. While every effort will be made to hire the qualified and capable incumbent work force, Kent will also be screening candidates from our local workforce and internal workforce. Kent Security has an excellent reputation for successful transitions of accounts big and small, even under the most difficult conditions, challenging timelines and requirements. We have a demonstrated history of seamless transitions for our clients that are similar in scope and size to the Miami -Dade County. Kent's 100-Day Start -Up P1anTM Long before a Kent officer ever step foot on a Miami -Dade County facility, the transition plan is set in motion. As soon as the contract is awarded, our management team begins setting our tried and true 100-Day Start Up PlanTM in place. • We assign Jerry Tollefsen, Kent's Vice -President of Government Affairs to act as Director of Start -Up Operations to your account, with his only responsibility being to ensure that each item on the 100-Day Start -Up PlanTM is checked off the list and done correctly and to our standards. • We assign our Director of Quality Control, Training and Compliance, Nelson Barbosa, a retired Federal Bureau of Investigation, Special Agent, to assure all the required training of the transition team, ensuring that the assessment of correct employees, hiring and training process are flawless. • While the Director of Start -Up Operations supervises the Plan, oversight and corporate support are provided by the Account Manager, Regional Director, Director of Operations and President of Kent Security. • We place great emphasis on improving the quality of communications, reducing administrative overhead and resource costs — thereby increasing efficiency — and using project management tools to track all mission -critical action items/deliverables. • The Director of Start -Up Operations, along with their Transition Team, manages through daily critical path and action item reviews, collaborating with appointed The City of Miami representatives. • Timelines for all primary tasks are packaged as a Gantt chart for easy, visual tracking. • Transition objectives catalog the range and depth of task and goals that support an effective evolution from award to notification to service delivery start and include every facet of the organization. • The Start -Up Team is a group of subject -matter experts who support the Director of Start- up Operations during implementation of the Plan. Each person has a well-defined role and experience with complex start-ups. • Work begins prior to contract award and continues through start-up, remaining in place for an average of 60 days after service delivery begins. 62 TEAM MEMBER ROLE & RESPONSIBILITIES Director of Start- • Oversees entire 100-Day Start -Up Plan Up Operations • Is responsible for putting the plan together, bringing in key team members, communications and management of action items Account Manager • Key liaison between Kent and The City of Miami • Finalizes and submits contract deliverables • Creates work scheduling procedures • Interviews candidates • Customizes Post Orders and SOPs Operations • Creates employee files Manager • Sets up payroll and schedules in systems • Logistics support (equipment, resources) • Supports Account Manager President • Client relations and assurance of contract deliverables and accountability Corporate • Internal assurance of contract deliverables and accountability Director of Operations Human Resources • Recruitment of incumbent officers and new personnel Managers & • Interviews and new hire paperwork Talent Acquisition • Compliance, background checks and drug screening • Uniform distribution • On -boarding • Benefits enrollment Quality Assurance • Customizes QA reporting and trains QA staff and Road Supervisors Managers Corporate • Payroll and accounting Administrative • Legal and insurance Support Training • Conducts all Kent -required training Managers & • Conducts Kent on -boarding Trainers • Conducts Kent "Principles of Outstanding Service" Customer Service Training • Conducts CPR, AED, First -Aid, Active -Shooter and Emergency Response Training 63 Transition Plan Development Most of the work for this initial phase of the start-up process is completed by the time of RFP submittal and/or by the time of the award. Kent's templates are used to expedite discussions and help facilitate the specific account requirements. They are updated in order to provide more accurate data and relevant perspective to the operations planners who provide feedback. Assessment of incumbent personnel and operations is completed. The Kent 100-Day Start -Up PlanTM is updated and critical success factors are determined as well as Key Performance Indicators for top staff members. Project tasks are mapped and scheduled. Account Pre -Launch The Start -Up Team completes review of the existing contract security program and finalizes procedures, methodologies and plans for service initiation. The team concentrates on close coordination with the client to be certain that goals have been clearly established and understood. Gaining knowledge regarding specifications and compliance requirements across the spectrum of operations, administration and finance is a high priority. Using a top -down approach, the Start -Up Team will review operations documentations from which specific operational requirements will be extracted. Everything related to people, procedures, systems and equipment is assessed and planning begins, in order to achieve timeline goals for personnel and logistics. Once required capabilities are defined, they are compared with the current program. This provides the basis for gap analysis and development of action plans to address changes or enhancements required to support the contract. There are regular, daily staff meetings and conference calls to ensure that all stakeholders and the client are communicating clearly about specifications, expectations and timelines. Partnership Launch Specific deliverable and compliance requirements have been identified and successfully deployed. Staff and equipment are in place. Quality Assurance operational milestones are being met. Day- to-day monitoring and support of operations are occurring without disrupting service or failure to achieve established quality and operational benchmarks. On -Going Operations This phase covers the long-term operations under the contract. All transition and action plan milestones have been achieved, critical success factors are being met, key performance indicators are being measured, and the account is being continuously reassessed, tested, reviewed and audited to ensure that the best service is being delivered. Quality Assurance protocols are put in place and begin. The Quality Assurance team collects and analyzes information to learn how to improve productivity and service as well as to capture historical data in order to assess potential for cost reductions and operational efficiencies. Operational and financial assessments are used to identify costs and financial factors associated with service and propose ways to reduce operational costs where possible, deploying technology and creating innovative methods to protect people and assets at each facility. This process ensures that Kent always meets and exceeds Miami -Dade County's expectations. 64 Kent's Start -Up Process Overview TASKS ADMINISTRATIVE TASKS Award Notification 30 DAYS 21 DAYS 14 DAYS 7 DAYS START DATE Finalize Transition Schedule Customize Kent 100-Day Start -Up Plan Discussions With Current Service Provider Formation of Start -Up Team Progress Meetings with Broward County and Port/Airport Mgmt Internal Progress Meetings Ordering of Vehicles/Carts/Bicycles Set -Up Vehicle/Fuel Accounts Set -Up of Scheduling Matrix Order Uniforms and Speciality Badges Order Tablets, Smart Phones and Technology Prepare Inventory and Transfers Contract Review Issue Certificate of Insurance Communicate Client Expectations Internally Establish Communication Protocols On -Site Start TRAINING TASKS Develop Site -Specific Training Segments Onboarding & Informational Sessions Kent "Principles of Oustanding Service" Training Classroom Training Site -Specific Trainings AED/CPR/First-Aid Trainings for Non -Certified Employees Development of On -Going Training Schedules OPERATIONAL TASKS Develop List for Data and Document Collection Site Walk-Throughs and Familiarization Review of Existing Post Orders Site Security Assessments/Identify Gaps Site Safety Audits Development of Post Orders and SOPs Review of Staffing Plans Development of Quality Assurance Protocols Client Review of Post Orders Finalization of Bonus/Incentive Programs HUMAN RESOURCES TASKS Open House and Informational Sessions with Incumbent Staff Post Assignment Job Analysis Identify Director of Security Candidates Identify Current Kent Employees for Career Advancement Begin Recruitment Process of Outside Employees Development of Client -Specific Screen Requirements Applications and Interviews Security Officer Orientation and Benefits Information Backgroud Investigations Second Round of Interviews Client Interviews of Candidates for Management Positions Offers Extended 65 d) The training methodology and approach to ensure all required training is accomplished, especially training of new employees, and any additional training, which may not be outlined and/or required by this RFP. Training Policy and Plan Background screening is an essential component in our process for selecting high caliber officers for The City of Miami as we have continued to do over the years. Initial conversations with current incumbent officers and new applicants provide an opportunity to evaluate demeanor, attitude and communication skills. Qualified candidates will advance to a formal interview with our recruiters and attend our orientation programs. Only those candidates who pass the "Kent Basics" course and written test will be considered. Language Proficiency Among many of the qualities assessed as part of the "Kent Basics" course is whether or not each candidate is fluent in English — both in speaking, writing and reading. We understand the importance of having educated guards who are capable of communicating verbally and in writing. Kent guarantees that we will provide The City of Miami with the industry' s best -vetted, best - trained and best uniformed security officers, superior supervisors with the qualities and skills that one would expect from an industry leader, and a local response supported by our corporate resources — located in Coral Springs, Broward County and in North Miami, Miami -Dade County. Background Checks and Drug Screening Our Compliance Department, which reports up to our Human Resources Divisions, conducts background checks and drug testing on all employees and candidates. Working with an employment -screening firm allows us to ensure quality and allows for a quick turnaround time. We offer a comprehensive range of background screening solutions that can be customized for virtually every type of industry and position. The core services include: background screening, drug testing and fingerprinting. We are also capable of conducting lie -detector tests, when necessary, as a condition of hire. Our service providers are members of the National Association of Professional Background Screeners (NAPBS), Drug and Alcohol Testing Industry Association (DATIA), Substance Program Administration Association (SPAA), as well as Safe Harbor Certified. 66 Class "D" and "G" Expected Training & Experience Requirements All Kent security personnel are "D" (unarmed), "G" (armed), or both, trained license holders when hired and their roll out is conducted in the following three phases: Pre -Assignment Training As a State certified training center, Kent management requires that each newly hired security officer undergo 8 hours of visual orientation describing the history of our company, overall guard responsibilities and demeanor while at their assigned posts, report writing skills, threat assessment and many other aspects of security. On -the -Job Training Every site has post orders that must be adhered to by our officers. Our operational managers, road supervisors and post captains are responsible for making sure that all officers are well trained and qualified to work their designated post. This part of the training process is steady and intended to build the officer's job proficiency and confidence level. In -Service Training Our in-service training is conducted in-house by professional trainers and is ongoing in our classroom and/or selected post settings and always reinforcing established prerequisites as follows: • Prevention of possible theft and vandalism by emphasizing adherence to post orders and the use of our proxy reporting system when patrolling. • Reporting of incidents using the proxy system by documenting, photographing and disseminating incidents immediately when they occur. This training is ongoing and it normally take place at each post in adherence to post orders requirements and observations. • Fire protection training at each post. Our officers are expected to learn their posts well and to identify potential fire hazards and prevention. Fire drills are routinely conducted at our posts by clients as depicted in post orders and are adhered to by our officers and post captains. • Besides calling 911 during serious emergency situations, our security officers are instructed to contact our in-house 24/7 dispatch, our clients and managers when an emergency takes place. They are also trained to assist in evacuation procedures as per post orders and to properly document all events as they occur. • Report writing and effective writing skills is an ongoing portion of the training our officers receive. This training takes place in a classroom setting, at their designated posts and at various selected training facilities. 67 • State and company regulations, require that our officers constantly display proper uniform, appearance and licenses as mandated in our employ handbook and during their employment orientation training. • Our officers are routinely trained that they do not have law enforcement authority and that their primary responsibility is simply deterrence. They learn that their primary responsibility is to observe and report unless an issue becomes imminent which requires the officer to take some form of action such as contacting law enforcement authorities if time and the situation permits. • Patrolling is another essential part of the training our officers receive on a routine basis. This is learned at their assigned posts under the supervision of our experienced managers and pursuant to post orders. • Kent officers know the importance of reading and following post orders and site regulations. Our operational managers make sure that our guards become fully knowledgeable of what is expected of them at their post of assignment while our supervisors are expected to learn every post in the event they need to cover a specific post and /or train replacement officers. • Our post captains and operational managers provide our officers with fire drill and safety situation training at their assigned post in adherence to post orders instructions and fire department regulations. Every site has post orders that must be adhered to by our officers, operational managers and post captains and each is responsible for making sure that all officers are well trained and qualified to work their post. • Our armed ("G" licensed) security officers receive ongoing firearms qualification, weapon retention and active shooter situation training under the supervision of hired state certified firearms instructors. They are also expected to enhance their firearms skills by frequently practicing at local ranges of their choice and for each training they receive, a certificate of achievement is awarded. All training is well planned and coordinated by Mr. Nelson Barbosa, a retired Federal Bureau of Investigation (FBI) Special Agent and our current Director of Quality Control, Training and Compliance. 68 Class "G" Training & Experience Our Director of Training, Mr. Nelson J. Barbosa, is former U.S. Marine and retired FBI Special Agent, with many years of firearms experience. He is responsible for hiring and overseen professional firearms and active shooter instructors to provide ongoing firearms and active shooter training to our "G" (armed) officers. Our ongoing firearms training focuses not only on firearms qualification and practice but also on deploying their personal sidearm for personal protection, and crisis intervention. In addition, the training focusses on drawing from concealment, multiple targets, closing distance, shooting from cover, magazine changes/jams corrections and third party protection. Ongoing Training Courses Evaluation Validation Training Needs Analysis Delivery 8 Support Determine 8 Design Kent Security Services continuing education is a key component in our personnel development plan and quality assuranc measures. At Kent Security, we believe in promoting officers who demonstrate superior abilities and dedication. Training does not stop in the start-up phase, but rather we at Kent offer a variety of courses both at our offices, on -site and online, to assist with our officers' continuing education and pursuit towards excellence in their field. The Kent Corporate Training division is committed to provide on -site training at least once per quarter, while the on -site training supervisor will be providing on-the-job training, mentoring and reinforcements daily. 69 3) Describe Proposers Corporate Responsibility Model that outlines how they successfully integrate into the communities where they provide services, including their approach regarding compensating their employees. Proposers shall be good corporate citizens providing their employees with competitive wages, making a positive difference by supporting the local communities where they operate, and conducting themselves in an environmentally conscious manner. Kent Security is committed to its community, and the communities it serves. Kent Security has always operated under the corporate governance model that to run a successful business, one must give back to those who make it possible. Kent Security's two most recent projects highlight the different ways Kent tries to "give back." Firstly, Kent Security sponsored and built a computer learning lab for Meyga Learning Center, in Miami's Liberty City. Kent Security believes that by investing and educating people in the community, the community itself will prosper. As such, Kent is committed to helping, in any way it can, members of its community, from kids to adults, learn and reach their full potential. Another example of Kent Security's Corporate Governance Model in practice is the free Security Guard License Training event that Kent Security sponsored and put forth in the City of Miami. Kent Security believed that this opportunity would enable members of the City of Miami and the surrounding area(s) have access to training that will give them an opportunity to gain meaningful employment. At Kent Security, we believe that the only way for a successful business to run, it must respect the community that it sits in and must thank it for allowing it to thrive. That is what we are committed to doing. We want every market we are in to thrive. 70 Kent's Core Principles and Service Pledge At Kent, our philosophy and tactical mission is to maximize each dollar spent by securing the best people with the most advanced technology and resources in the industry. To get there, we know how important it is to have a unified, front-line team that is just as committed to being hospitable as they are about securing their post. As a condition of employment, every Kent professional adopts a set of core service values that we call the Kent "Principles of Outstanding Service." They are simple reminders of the deep financial and professional responsibilities entrusted to us by our customers. Every Kent professional is in possession of a personal pledge card and is trained to deliver them and to live up to them each and every day on the j ob. S incerity E fhaency R espect Value ntegrity C ourtesy E nthusiasm EACH O/NV I W1LL: • Put the clients needs ahead of my own • Meet challenges with determination A enthusiasm • Be kind. respectful and open-minded • Set an example for others through my work ethic. • Meet and exceed the Kent Principles of Outstanding Service Active Senior Management — No matter which services are entrusted to Kent, you will enjoy active supervision from senior management. We operate from the top down and a visible commitment from management drives the daily commitment of your on -site staff. Customized, Value -Based Solution — We adapt our services to your specific business challenges to create the most cost-effective and operationally sound solutions. From the menu of services and products we deliver, to the uniforms our personnel wear and any specialized equipment or training you will need for your community, Kent will build it and make it specific to The City of Miami. Unequalled Training — Kent AcademyTM trains our security personnel to be friendly yet formidable with military law enforcement and anti -terrorism expertise. All Kent personnel receive training and continuing education in hospitality -based five-star customer service standards, leadership, professional presentation, situation management and policies and procedures. Precise Talent Acquisition — We are meticulous about personnel we bring to you. All Kent staff will be screened, drug tested and background -checked to ensure the criteria specified by The City of Miami is met. When we find the right person, we believe in paying a mark above the rest, and as a result, we enjoy a well -populated pipeline of talent. Monitoring/Accountability — At each site we service, we install technology to monitor officers. This includes Kent Guard TourTM powered by TrackTik®, a web -based tracking system that is 71 used on a smartphone or tablet. This system includes GPS geo-fencing technology, as well as guard tour applications and online reporting that can be viewed in real-time on the management dashboard portal. Our Quality Assurance team supports the training investment made in each officer by conducting routine, unannounced site visits. Scorecards are issued and quality standard adherence is rewarded. Through technology, our 24/7/365 Central Command Center can be interconnected to the The City of Miami facilities, adding yet another layer of oversight. We also use the Proxi system to review daily reports, workplace incidents and officers daily performance. Fully Transparent Reporting — Kent is a paperless operation! Your team will prepare and provide you with regular, web -based reports in all service areas. This includes cleanliness inspections, cost -analysis, an annual security assessment and evaluation, as well as quality assurance reports. Each guard completes their Daily Activity Reports (DARs), Incident Reports and Vehicle Inspection Reports on their tablet or smartphone — immediately emailing the file to their supervisor, your management team and the Director of Security. When and where appropriate, we will provide you with the trend reporting as well. 4) Identify if Proposer has taken any exception to the terms of this Solicitation. If so, indicate what alternative is being offered and the cost implication of the exception(s). N/A 72 6. Proposer's Financial Strength: a) Proposer shall have a minimum of an "A" rating from Standard & Poor or Moody's as of the due date of this RFP, if the company has a rating from either of those two (2) agencies, copies of these documents shall be submitted, if the Proposer has no such rating because it is a non - stock organization or a non-profit entity and has no long-term debt, then the Proposer shall submit financial statements reflecting a strong financial position as the City may determine, including a strong asset to liability ratio indicative of the same. L'alarraurr & Givrrrs, rer6t1rd Pohllr itlY,Gllalaras .IOL A, CATARlNEAU, CP.4 CONNIE F. CATARJNEAU. CPA Eaeall:¢trnrwlanls(rrJ�caIarineaurpa.enM www. cararinR;aucpa, co 80011,E W l l 7" AVENUE, SUITE 204 • MAMA FLORIDA 33183 s PHONE (305) 596-7883 • FAX (305) 596-45 77 July 3,2019 To whom it may concern: RE: Kent Security We, Catarineau & Givens, P.A., have been doing Kent tax returns and reviews on their financials fur morn than 1.0 years_ Kent's Financials have proved stable and have showed steady growth over the years. At the end of 2018, they had an approved Line of Credit from JP Morgan Chase at S3.5M which had a zero balance and was available to be used in its entirety. If Kent Security needs extra funding for operations, they would have an approved Tine of credit readily available to use. Sincerely, CO14i#.4+ Connie Catarineau. CPA Catarineau & Givens, EA Member of Ameflcan and Florida Involutes ofCert#Ied Public Aecoimta a 73 CHASE 0 August 21, 2 019 Re: Kent Security Services Inc. and Related Companies. (the -Company") To Whom It May Concern: This letter is being delivered to you to provide information on the Company's banking relationship with JPhforgan Chase Bank N.A. (the '-Bank"). We can hereby confirm that the Company has maintained accounts at the Bank since June 2009 and. has operated the accounts in a satisfactory rn ntner_ The Bank has extended the Company credit from time to time on a secured basis, with the high ainount in the high seven figures_ The Company has performed in accordmre with the credit documentation. Please be advised that this letter refers only to facts as they exist as of the date of this letter and the Bank shall have no duty or obligation to inform the addressee hereof of any future changes in such facts. This letter is solely for the benefit of the addressee hereof for the referenced purpose. and may not be relied on by any other person or for any other purpose_ Sincerely_ Daniel Salazar Vice President JPMorgan Chase Bank, N.A. The information in this le4.er is provided as an accommodation Ea the inquurer. This letter and any inforManon provided in connection therewith. are furnished on the condition that they are strictly confidential. th.a7 no liability ae responsibility wbstsaev&in oanrrecnontheremith shall attach so Sank or any of its officers. employees. or agents, that this letter makes norepresenintions regarding the general condition of the companies named herein_ their managemenr, or their future ebiliEy to meet their obligations. .end that inforuaadon provided in this letter or in connection therewith Es subject to change without notice. CB Le -gal 07 28.16 74 Kent Holding Group, Inc. and Affiliates Combined Balance Sheet December 31, 2017 ASSETS CURRENT ASSETS: Cash $ 2,766,282 Accounts receivable, net of allowance for doubtful amount9 5,954,781 Prepaid expenses 496,130 Unbi]1ed revenues 582,213 Inventory 64,230 Due from employees 11,959 Other current assets 184,746 Total Current Assets 10,064,341 PROPERTY AND EQUIPMENT, NET (Note 4) 1,1 010,831 OTHER ASSETS; Deposits 133,801 Other receivables (Note 3) 354,440 Mortgage e5cmw I6,562 Total Other Assets 500,363 TOTAL ASSETS $ 11,661.535 LIABILITIES AND EOUITY CUNT LIABILITIES: Accounts payable- trade Payroll taxes payable Aomed expenses Current portion of notes payable (Note .6) Line of credit (tote 5) Other current liabilities Total Cuneet Li>tbilitits LONG-TERM LIABILITIES: Unifurm deposits Nth payable, net of current portion (Note 6) 'iota] Long-term Liabilities EQUITY'_ Partner capital Sharehol s equity: Common stock (Note 9) Additional paid itt capital Retained earnings Total Equity TOTAL LIABILITIES AND EQUITY 1,423,756 0721 1,953,G69 134.357 1,440,044 177,827 4,688,737 132,856 1,537,629 1.67U,485 1,492,995 113 2,267,628 1,541,577 5,3L 2,313 S 11,661,535 See accompanying notes and independent ancnuntant"s review report 75 Kent Folding Group, Inc. and Affiliates Combined Statement of Inconlc For the Year Ended December 31; 2017 SALES COST OF SALE$ GROSS PROFIT 42,620,211 38,280,532 10039,699 OPERATING EXPENSES: Sell [nip', genrfel and administrative expenses 3,790,13.6 INCOME FROM OPERATIONS 1,549,563 OTHER INCOME (EXPENSE): Interest income Interest dense 3,510 (108,630) Total Other Income. (Expense) (1U5,120) NET INCOME S 1,444,443 See accompanying nags and independent ar,ecitintane$ review report 76 b) Provide a summary of how previous or ongoing contracts of similar size and scope were handled financially and how the addition of this Contract would impact the Proposer's financial capacity As demonstrated in this proposal, Kent is equipped to provide the City of Miami with the services it requires due to our experience with contracts of this size and magnitude, scope and complexity. Kent's team was selected to provide security at four previous Super Bowl games and has been selected as a security provider for the Super Bowl in Miami scheduled to take place in February of 2020. Further, Kent provides service to a significant number of properties located within Miami -Dade County. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service Centers, Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services at various county properties. In addition, Kent has been the security provider of 16 Special Assessment Districts for the last 8 years. In addition, we are proud to call Chapman PartnershipTM and the Town of Miami Lakes Kent Services clients. Furthermore, Kent is currently the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas, just to name a few. As shown in the documents in sub -section "a" above, Kent's financials have proved stable and have shown steady growth over the years. At the end of 2018, Kant had an approved Line of Credit from JP Morgan Chase at $3.5M which had a zero balance and was available to be used in its entirety. In the event Kent will need any further funding for operations, Kent has an approved line of credit readily available to use. Kent is proud that it has a proven, stable, and reliable financial ability to meet operational needs. Therefore, Kent does not anticipate any financial issues in providing services to the City of Miami. 77 7. Compensation Proposal: Provide, in detail, proposed fee(s) for services provided. Refer to detailed fee requirements cited in Section 2.25 Compensation Proposal. Security Guard Services Citywide RFP 985381 ATTACHMENT B COMPENSATION PROPOSAL Security Guard Services The rates outlined below are for the term of the contract and include all out-of-pocket expenses, employee travel,, miscellaneous costs_ Estimated Yearly Quantity Proposed Hourly Rate Total Proposed Hourly Rate 1 Hourly Rate for Level 1 Personnel 137,816 $ 21.60 $ 2,076,825.60 2 Hourly Rate for Level 2 Personnel 15,600 $ 21.60 $ 336,960.00 3 Hourly Rate for Level 3 Personnel 100 $ 25.92 $ 2,592.00 4 Hourly Rate for Level 2 Personnel (Armed) 8,760 $ 23_04 $ 201,830.40 5 Hourly Rate for Level 3 Personnel (Armed) NIA $ 25.92 $ NIA Daily Rate Monthly Rate 5 Golf Cart $ 12_00 $ 300.00 78 8. Copy of the Bid Bond CHASE Terms and Conditions (Remitter and Payoo ` Please keep this copy for your record 01 the transaction *The laws of a specific state will consider these funds to be "abandoned" if the Cashier's Check is not cashed by a certain three - Please cash/deposit this Cashier's Check as soon as possible to prevent this from occurring - In most cases, the funds will be considered "abandoned" before the "Void After" Cate *Placing a Stop Payment on a Cashier's Check - Stop Payment can only be placed If the Cashier's Check is lost, stolen, or destroyed - may not reissue or refund the funds after the stop payment has been placed until 90 days after the original check was issued ' Please visit a Chase branch to report a lost, stolen, or destroyed Cashier's, Check or for any other information about this item POR YOUR PROTECTION SAVE THrS COPY CASHIER'S CHECK Remitter: FLORIDA PARKING SYSTEMS, INC_ Pey To The CITY OF MIAMI Order Oaf: IAEInb: d4.1o: For Irorrnallon early. Cowan! has no ego. on twice peyrrlem!, 'CHASE ill Customer Copy 9575312462 1011512019 yea n. 5,000_1013 omrrer. JPWOROAYsl CHASE RANA, M,A, NON NEGOTIABLE CASHIER'S CHECK Dale 1011512019 Ramltt.n FLORIOA PARKING SYSTEMS. INC. Pay To The CITY OF MIAMI Order Of Pay: FIVE THOUSAND DOLLARS AND CO CENTS oa not Anna aarfE. v,y P..,. Note: For Inrorrn®Ilan ary. OrorrlrY!erlr hss no erne[ on twrk's payrnen 292 110: NEW 0!m®aseoaru re 9575312462 zs s Yald aex x,wrs 4ill $* 5.QO0.QO e�wrn JP MORCIAM CMIM RANK, N. Reglraltl Ghamben, Chid ArjrninlsfraIr Officer JPMargar, Chase Bank NA. um xIs, 116115? 53 i 246 20 F;at,L.Oo❑u ?r: ?5f866 L3 060 79 9. Signed Addendums and Local Office Certification ANNIE PEREZ, CPPO Procurement Director YIt of Yanci ADDENDUM NO. 1 DATE: September 25, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A Please find attached the attendance sheet for the Pre -Proposal Conference held Monday, September 23, 2019 at 10:00 AM at the Miami Riverside Center. B. Section 2.9 Living wage has been deleted n its entirety and is hereby replaced with the following: The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached the Header / Notes and Attachments Section of this RFP.) If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Department of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive 1 solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided n section 18-557 herein). Should an adjustment be made to the Living wage, it will automatically be applied proportionately to the Successful Proposer's Price Schedule as of the effective date, and the new rate would take effect for employees. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. G Section 2.10 Bid/Security Bond has been deleted n its entirety and is hereby replaced with the following: To ensure faithful performance; at the time of proposal submittal, the Proposer shall provide to the City a Bid Bond in the sum offive thousand dollars ($5,000.00) payable to the City of Miami. Upon execution of an Agreement, and receipt of the Performance Bond as outlined below, the Bid Bonds will be returned to all Proposers. Q Section 2.11 Performance Bond has been deleted in its entirety and is hereby replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond n the total amount of the annual Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business n the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. E Section 2.14 Insurance Requirements first paragraph has been deleted n its entirety and is hereby replaced with the following: Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further indemnify, save and hold harmless, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the services, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in. no way limit. the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 2 F. Section 3.10 Special Assignments first paragraph has been deleted n its entirety and is hereby replaced with the following: Security Personnel services may also be requested on occasion for special events sponsored IN the City the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. G. Attachment C titled "Draft PSA RFP 985381" has been revised to include minor language revisions n Section 2, and Section 10, added words have been underlined and deleted words have been stricken, and has been attached to the Header/Attachment Section n the Oracle iSupplier System. H The following are inquires received and the corresponding responses: Q1. Can the City of Miami ("City") clarify on the Exceptions stated n page 2 of the solicitation n the Certification Section, General Condition Section 1.35, and Section 4, Subsection 5 item 4 on page 90. VUII a Proposer be able to provide exceptions or will the response be considered non -responsive? Al. Yes, Proposer(s) can take exemption(s) as prescribed in Section 4, Subsection 5, item number 4. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Az i i Perez, CPPO, Director of Procurement Cvf Miami Procurement Department AP:ef c Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attomey Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed IN an authorized representative and dated IN the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATURE. Security Se 3 DATE: 10/29/2019 ANNIE PEREZ, CPPO Procurement Director illit of iami ADDENDUM NO. 2 DATE: October 15, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO. 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become ai integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now n effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have cn hand. This Addendum becomes a part of the subject solicitation. The deadline for submission of proposals has been changed to Monday, November 4,, 2019 at 3:00 PM. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. An e P rez, CPPO, Director of Procurement Cit of riami Procurement Department AP:ef c Femando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed IN ai authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATU Securi�_Sewice fnc -> DATE: 10/29/2019 ANNIE PEREZ, CPPO Procurement Director Qiitt! o f iami .' m ADDENDUM NO. 3 DATE: October 24, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. Section 2.11, Performance Bond is hereby deleted in its entirety and is replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost of the contract to the City based on the estimated hours used (to be determined at the time of award). The Performance Bond can be the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. B. Section 2.13, Jessica Lunsford Act is hereby deleted in its entirety and is replaced with the following: In accordance with the requirements of Sections 435.04 and 435.05, Florida Statutes (2015) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, as amended, and to the extent required by applicable law, Successful Proposer agrees that all of its Personnel who provide or may provide Services under this Contract have completed all background screening requirements as outlined in the above -referenced statutes. Successful Proposer agrees to bear any and all costs associated with acquiring the required background screenings. Successful Proposer agrees that it has an ongoing duty to maintain and update this list as new Personnel are hired and in the event that any previously screened employee fails to meet the statutory standards. Successful Proposer further agrees to notify the City within 1 twenty-four (24) hours upon becoming aware that one of its Personnel, who was previously certified as completing the background check and meeting the statutory standards, is subsequently arrested or convicted of any disqualifying offense. Successful Proposer further covenants that any of its Personnel who provide or may provide Services under this Contract, shall also satisfy the requirements and conditions of the Lauren Book Child Safety Ordinance under Article XVII, Miami -Dade County Code of Ordinances, as amended, including background screening requirements. G. Section 2.22, Liquidated Damages, subsection 3. Special Violations is hereby deleted n its entirety and is replaced with the following: The graduation of Liquidated Damages will occur with the involvement of the same facility, Successful Proposers Security Personnel and a pattern of the same incidents at multiple posts (i.e. repeated violations of the same type). Violations discovered subsequently to the infraction(s) occurrence shall be treated in the same manner (e.g. three infractions are discovered after the fact the first, second and third step damages would all apply or $3,000.). Any violations committed by Successful Proposers Security Personnel may result in the suspension or removal from. duty of said Security Personnel at the discretion of the Facility Administrator or designee. Special Violations that may result in the assessment of Liquidated Damages include, but are not limited to, the following; • Reassignment of any Security Personnel previously suspended or removed from duty by the City; • Assignment of Security Personnel not properly qualified or approved for duty; • Failure to notify the City of an arrest of Security Personnel or Principal within twenty-four (24) hours; • Improper internal employee fines or wage practices; • False or misleading statements by Security Personnel; • Deducting money from an employee's paycheck as a result of Liquidated Damages; • Failure to immediately report the display or discharge of a weapon; • Failure to staff a duty assignment (open post); and • Failure to make proper notifications regarding open duty assignments (open post). Infractions will be applied a follows: 1st infraction $500.00, 2nd infraction $1,000.00, 3rd infraction $1,500.00. Note: The Successful Proposer shall NOT pass along to its Security Personnel any liquidated damages assessed for infractions on any Contract issued as a result of this Solicitation. Such conduct constitutes a violation that shall result in additional Liquidated Damages to the Successful Proposer. Non-performance Actions Continuing patterns of contractual violations, or the commission of an especially egregious violation, may warrant the filing of a Successful Proposer Non -Performance Action by the City Facility Administrator or designee. In such circumstances, the Successful Proposer ltlil receive copies of such actions, and will be given the opportunity to respond, in accordance failure to perform procedures. Upon documentation of Non -Performance Actions, the Facility Administrator or designee may take actions (beyond the imposition of Liquidated Damages) that may result in the termination of the Contract. 2 D. Section 2.32 Subcontractor{s) is hereby added: A Sub -Consultant, herein known as Sub-Contractor(s) is ai individual or firm contracted Ly the Proposer or Proposer's firm to assist n the performance of services required under this Solicitation. A Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City n the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub - Contractors to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed n the response of Successful Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be bome solely by the Successful Proposer and insurance for each Sub -Contractors must be maintained in good standing and approved IN the City throughout the duration of the Contract. Neither Successful Proposer nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include n their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors that the Successful Proposer intends to utilize n the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. E The following are inquires received and the corresponding responses: Q1. Can the security guard firm use company issued cell phones instead of radios? Al. Please refer to Section 3.9, City Facilities, subsection C, Duties/Standard Operating Procedures, which provides detailed information regarding equipment that Security Personnel shall have order to provide said services. Q2. What is the timeframe to report ai arrest of a security personnel? A2. Refer to Sections B and C above. Q3. Is the on -duty supervisor reference in Section 2.20, considered a contract supervisor? A3. No, a contract supervisor would be an administrative person that can be reached for contractual issues, an on -duty supervisor would be a Watch Commander that can be reached at the Successful Proposer's office for daily operations. Q4 Can you provide the annual cost for the current security contract? A4. Approximately $1,809, 163.48. Q5. What is the proposed budget for the security contract? A5. Budgets are approved once a year and each department who needs Security Personnel will determine how much will be needed based on the hourly rate, these services are requested en ai as needed and may increase or decrease during the contract term. 3 Q6. What are the current hourly rates City of Miami is paying for this service, IN position? A6. - Level 1 Basic Classification $15.28 • Level 2 Intermediate Classification $15.28 • Level 3 Advanced Classification $19.67 Q7. Are fixed post officers relieved for meal and comfort breaks IN another security officer or the supervisors? A7. Proposer shall address this in their proposal. QB Provide the most recent invoices submitted IN the incumbents to City of Miami for these services? AB. Refer to the attached Exhibit A Previous Invoices. Q9. What is the anticipated start date for this contract? A9. The approximate anticipated date for commencement of the contract is March 2020. Q10. How many hours of training in total is required? Both pre -assignment and annual? And are these hours billable? A10. Refer to Section 3.5, Training, which delineates training requirements. Q11. Can the City clarify if there is one (1) radio required per site? All. Please refer to the response to question number 1. Q12. Can the City clarify if there are three (3) Golf carts required and if they are billed separately? Al2. Refer to Section 3.9, City Facilities for the number of golf carts needed, and Section 2.25, Compensation Proposal for the billing of golf carts. Q13. Does City of Miami provide any of the training required? Are these hours billable? A13. Please refer to the response to question number 10. Q14. Section 1.28, DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY states "Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined n the Formal Solicitation." Can the City provide a list of all forms that are required to be deemed responsive and if anything is added after the initial communication will the City provide that addition in an addendum? A14. Refer to Section 4, Submission Requirements. Q15. The Certifications section states, "Description: Proposers shall not enter a unit price al this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices cn Attachment Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar 4 Unit Price: $ Number of Units: 1 Total: $ " Can the City clarify if pricing needs to be submitted in both the Certifications section and the Attachment B, Compensation Proposal? Since the solicitation states "Proposers shall not enter a unit price on this line." Does that mean that the Unit Price and Number of Units lines should be left blank? A15. The price field located in page 5 of the solicitation shall be left blank, all prices shall be submitted on Attachment B. 016. Can the City provide Attachment B - Compensation Proposal or provide a link to the location of the form online? It is not provided n the RFP document. A16. Attachment B, is hereby attached for reference, however it is recommended that the prospective proposer access all attachments via the Oracle System. All of the attachments can be located n the Header/Notes section of the solicitation and can Le viewed by logging in at www.imiami.miamiciov.com or following the instructions cn www.miamigov.com/procurement. 017. RFP Section 1.61, Performance/Payment Bond on page 26 states that a performance/ payment bond "may" be required. However, RFP Section 2.11, states that a performance bond only "shall" be required. Since this is a significant cost item can the City clarify if a Performance Bond will or will not be required? A17. Yes a performance bond s required per Section 2.11, Performance Bond. Per Section 1.30, Discrepancies, Errors, and Omissions, subsection a, Order of Precedence, Special Conditions Section supersedes General Terms and Conditions. 018. Section 2.22, Liquidated Damages indicates an extensive list of potential liquidated damages including: Security Personnel Violations, Administrative Violations, Special Violations and Non-performance Actions. Can the City provide a summary of these violations? A18. Refer to Section C above. 019. Can the City provide a list of punitive actions that have been taken n 2018 and 2019? A19. The current Contract does not have a liquidated damages clause. 020. Section 3.6, Uniforms, Maintenance and Equipment states that, "Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required." Is the successful proposer required to provide these at no cost to the security officer or can the cost of these costs be passed through to the security officer (which effectively lowers their wage)? A20. Proposers shall state what their policies are with respect to uniforms in their proposal, and shall state if they will charge their employees or if the costs of uniforms are part of their overhead. 021. Section 3.10, Special Assignments states the following: "Security Personnel services may also be requested occasion for special events sponsored by the City at these or other facilities. Notification of any non-scheduled work assignments ofthis nature shall be made 5 by the appropriate Department representative to the Successful Proposer at least forty- eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City." Can the City provide the annual number of hours of service requested for Special Assignments h 2018 and 2019 (to date)? A21. Approximately 2,700 hours. Q22. Section 3.11, Compensation states: "Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charged for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based m the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City - the hourly rate shall remain unchanged." Can the City provide a list of locations and shifts that require service during the holidays? A22. Refer to Section 3.9, City Facilities which provides a list of all of the locations and work schedules under subsection E, which provides a list of all the locations and work schedules. Q23. Section 4, Proposer Information, Item 7, requests that proposers "Provide a complete list of the Security Supervisor(s) used h the referenced Contrad(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of thes individuals." Since the incumbent provider will be the only bid participant to currently have Security Supervisors h place this represents a distinct competitive advantage to the incumbent since they already have resumes and qualifications for these individuals. Are other proposers required to assume the expense of recruiting the staff for each of these positions h advance of an award h order to comply with this requirement? A23. Prospective Proposers may use the qualified personnel they already have cn staff to satisfy this requirement. Q24. Who is the Evaluation Committee composed of? A24. Refer to Section 2.27, Evaluation/Selection Process and Contract Award subsection (5) for details. Q25. Clarify the maximum contract term. RFP Section 2.4(1) cn page 40 states a maximum term of eight (8) years. However, Professional Services Agreement Section 2, states a maximum term of ten (10) years. A25. Refer to Addendum No. 1, letter G Q26. RFP Section 1.37, Firm Prices states that prices shall be firm throughout the duration of the contract. Will the City permit rate increases to account for increases mandated IN the City of Miami Living Wage Ordinance and other statutory minimum wage legislation? A26. Yes, refer to Addendum No. 1, letter B 6 Q27. Does the City expect for the quoted pricing to be maintained for the duration of the entire contract term, including the renewal term? A27. Final prices will be negotiated by the City. Such negotiated prices will be for the term, renewals and extensions thereof. Q28. Our company stands behind our security services and regularly accepts the obligation to indemnify and defend clients for the comparative portion of any losses, costs or damages that are caused by the negligent acts or omissions of our personnel in the performance of security services under client agreements. Our insurers will conduct a robust defense of any such claims. Will the City revise the provisions cited below as follows to reflect that standard? • RFP Section 1.42 on page 22: o On lines 6-7, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence n performance of the permitted work". o On line 15, delete the phrase "or to provide for such defense, at City's option." RFP Section 2.14 on page 43:f o On lines 7-8, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On lines 16-17, delete the phrase "or to provide for such defense, at City's option." Professional Services Agreement Section 10 on pages 7-8: o On lines 8-9, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On line 18, delete the phrase "or to provide for such defense, at City's option." Our company's standard business terms also include a disclaimer of consequential damages. Will the City revise RFP Section 1.42 Indemnification on page 22; RFP Section 2.14 Insurance Requirements on page 43; and Professional Services Agreement Section 10 Indemnification on pages 7-8 to add the following provision to the end of each section? • "Anything to the contrary notwithstanding under no circumstances will Contractor be liable to any indemnified party for consequential, incidental, indirect or punitive damages, or for lost profits." A28. The City is willing to negotiate certain terms and conditions during the negotiations phase, and incorporate into the Professional Services Agreement, however the proposal package shall list all exceptions in order to be considered. Sections 1 and 2 of the RFP will not be changed because the PSA will take precedence over the RFP. As stated in the Certification Statement attached herein as Exhibit B, the Term, Audit and Inspection Rights and Records Retention, Public Records, Compliance with Federal, State and Local Laws, Termination; Obligations Upon Termination, Nondiscrimination, City Not Liable for Delays, No Conflict of Interest and Contingency Clause are non-negotiable. Q29. Is a pre -employment polygraph required for all Security Personnel assigned to this contract? A29. Refer to Section 3.2, General Requirements, subsection B, Personnel Qualifications, Note Section. 7 Q30. Will the City clarify the parameters around the "most favored nations" provision n RFP Section 1.51, on page 24 IN adding the following as the last sentence? • "As used herein, a "similarly situated local govemment" shall refer to a local government in the same regional market, requiring the same or substantially similar officer qualifications, service and training, n like or smaller quantities, over a substantially comparable time period and under the same or substantially similar terms and conditions." A30. Please refer to the response to question number 28. Q31. RFP Section 1.66, Prompt Payment cn page 28 instructs proposers to "provide their prompt payment terms in the space provided on the Formal Solicitation". Please direct us to the location of that space n the solicitation. A31. Prompt Payment Terms pursuant to Section 1.66, s hereby added to the Certifications page. Q32. Our company routinely adds clients as additional insured al our insurance policies, so long as our obligations are aligned with our indemnification obligations and limited to the specified insurance limits we have agreed to provide. Will the City revise the sections cited below as follows to reflect that standard? • RFP Section 2.14, Insurance Requirements on page 46 and Professional Services Agreement Exhibit D. o Insert the following as the last sentence: "Anything to the contrary notwithstanding, the rights of the City of Miami as an additional insured as described herein shall apply to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount." Professional Services Agreement Section 14.A: o On line 4, insert the phrase "to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount" after the reference to "additional insured." A32. Please refer to the response to question number 28. Q33. Will the City revise RFP Section 2.31, Termination cn pages 54-55 and Professional Services Agreement Section 13.A, on page 10 to give the Contractor the reciprocal right to terminate for convenience cn 120 days' prior written notice? A33. No, this clause is non-negotiable. Q34. a. The background adjudication standards n RFP Section 3.2. General Requirements, subsection B .10 cn page 58. We assume those standards are intended to comply with Title VI I of the Federal Civil Rights Act of 1964 which prohibits employment discrimination. In interpreting Title VII, EEOC Enforcement Guidance 915.002 (4/25/12) prohibits blanket exclusions based cn a class of crime or type of military discharge. The Guidance requires assessment of the facts and circumstances of a conviction or military discharge to determine whether it truly renders a person unsuitable for the position for which he or she is intended. Will the City revise the cited section as follows to achieve compliance with applicable law? Replace line 1 with the following: o "Security Personnel may be ineligible for assignment under this Contract if they are currently or have been previously been involved in:" • Insert the following at the end of the section: 8 "Contractor's determination regarding the suitability of any person described above for assignment at a Contract location shall Le based en guidance provided IN the U.S. Equal Employment Opportunity Commission regarding the use of criminal conviction and military discharge history h employment decisions which requires a weighing of 0 the nature and gravity of the offense or discharge; (ii) the time that has passed since the offense or discharge, or the employee's completion of any sentence given as a result of the offense; and (iii) the nature of the job held or sought." b. V\,e note the specification addressing the City's right to require Security Personnel to undergo a polygraph h RFP Section 3.2.B "Note" en page 58: The Federal Employee Polygraph Protection Act ("EPPA") generally prohibits the use of polygraph tests h the employment context. However, there are certain exemptions for uniformed security personnel. Please identify the specific exemption the City believes applies to the employees assigned to this account. c. To the extent that City is relying en the exemption for facilities having a significant impact en health or safety set forth h 29 U.S.C. § 2006(e)(1 )(A), please provide a letter from ai authorized public official for the City of Miami stating that the location a at issue are facilities against which acts of sabotage, espionage, terrorism, or other hostile, destructive, or illegal acts could significantly impact en the general public's safety or health. d. Under the EPPA, prospective employees cannot Le denied employment based solely en the results of a polygraph examination or a refusal to take the examination. SR. 29 U.S.C. § 2007(a)(2). Rather, the employer must have additional grounds for excluding the individual h question. Hew does the City intend to use the results of the polygraph examinations? e The EPPA prohibits the asking of questions that are designed to degrade or needlessly intrude on the examinee. See 29 U.S.C. §2007(b)(1)(B). The EPPA also explicitly prohibits asking questions about "any matter relating. to sexual behavior." See 29 U.S.C. § 2007(b)(1 )(C)(iv). Please explain why the City believes questions about "child abuse and/or molestation" are permissible A34. The City has disclosed that a polygraph may Le required. If and when said polygraph is required of the Successful Proposer, upon request and at the City's sole discretion, the City shall reply accordingly to these inquiries abiding IN all applicable Federal and State laws, rules, and regulations. Q35. Is Section 1.49, Manufacturer's Certification applicable to this solicitation? A35. Section 1.49, Manufacturer's Certification only applies for the procurement of goods, this solicitation does not require goods, therefore, Section 1.49 does not apply. Q36. Are marine radios billable? A36. No. Please refer to Section 3.9, City Facilities, subsection C Duties/Standard Operating Procedures, which clearly delineates that Security Personnel will Le provided with a marine VI -IF radio IN the Marina. Q37. Clarify if the Proposer must have a "Supervisor" en duty for all hours when there are active security officer shifts (E.3 Supervisor Duties pg 63)? A37. Yes, it is required for the Proposer to provide ai off -site or on -site supervisor depending on the location. Most locations will use ai off -site supervisor, which the Security Personnel, or the Facility Manager can reach via phone. The MRC location will have ai 9 on -site Supervisor (level 3 Security Personnel) due to the number of Security Personnel in that facility. Q38. Is the current security staff part of any labor union? If so, provide a copy of their collective bargaining agreement ("CBA")? A38. No, there is no CBA available as it pertains to the current contract. Q39. Will the City award the contract to more than one (1) proposer? A39. It is the City's intention to award the contract to only one (1) Proposer. Q40. Provide a copy of the pre -bid sign n sheet? A40. Please refer to Addendum No.1. Q41. Page 41 states Proposer must have a class "BB" Security Agency Branch License. This is a branch office license requirement. Confirm this isn't a requirement if you do not have a branch office. A41. No, a class "BB" Security Agency Branch License is only required if applicable. Section 2.7, Minimum Qualifications Requirements subsection B, states "Shall be licensed n accordance with the requirements of Florida Statute Chapter 493.6301 and must submit proof of the requisite licensure. Proposer shall submit copies of all applicable licenses including, but not limited to, Class "B" Security Agency, Class "BB" Security Branch Office, Class "D", Class "G" for proposed Security Personnel, and Class "MB". All licenses required shall be maintained throughout the duration of a resulting contract." Q42. In reference to adjustments made to billing rate due to increase in the living wage, will the City also taken into account the payroll burden that's associated with the pay rate? A42. Please refer to the response to question number 26. Q43. Is any subcontracting permitted in this contract? A43. Yes, Refer to Section D above. Q44. Confirm how many hours the City has paid the incumbent n the last fiscal year for each level of security. (Level 1, Level 2, Level 3)? A44. Approximately 97,807 hours for level 1; 1,977 hours for level 2; and 1,978 hours for level a ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM 6 AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. A�rJie P•rez, CPPO, DirJctor of Procurement Citf of Procurement Department t•mi \ ,/ 10 F. Section 3.10 Special Assignments first paragraph has been deleted n its entirety and is hereby replaced with the following: Security Personnel services may also be requested on occasion for special events sponsored by the City the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. G. Attachment C titled "Draft PSA RFP 985381" has been revised to include minor language revisions n Section 2, and Section 10, added words have been underlined and deleted words have been stricken, and has been attached to the Header/Attachment Section n the Oracle iSupplier System. H The following are inquires received and the corresponding responses: Q1. Can the City of Miami ("City") clarify on the Exceptions stated n page 2 of the solicitation n the Certification Section, General Condition Section 1.35, and Section 4, Subsection 5 item 4 on page 90. Will a Proposer be able to provide exceptions or will the response Le considered non -responsive? Al. Yes, Proposer(s) can take exemption(s) as prescribed n Section 4, Subsection 5, item number 4. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL EE MADE A PART THEREOF. A ri = Perez, CPPO, Director of Procurement city +f Miami Procurement Department AP:ef c Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe lhekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with e-)submission of the Proposal. iced es, I�e�� NAME OF FIRM: Kent Se�urit SIGNATURE: 3 DATE: 10/29/2019 CITY OF MIAMI LOCAL OFFICE CERTIFICATION (City Code, Chapter 18, Article III, Section 18-73) Solicitation Type and Number: 9 8 5 3 8 1 (i.e. IFQ/IFB/RFP/RFQ/RFLI No. 123456) Solicitation Title: Request for Proposals for Security Guard Services Citywide (Bidder/Proposer) hereby certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, o f the Code of the City o f Miami, Florida, as amended. Local office means a business within the city which meets all ofthe following criteria: (1) Has bad a staffed and fixed office or distribution point, operating within a permanent structure with a verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue; for purposes of this section, "staffed" shall mean verifiable, full-time, on -site employment at the local office for a minimum of forty (40) hours per calendar week, whether as a duly authorized employee, officer, principal or owner ofthe local business; a post office box shall not be sufficient to constitute a local office within the city; (2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a term of m less than twelve (12) months, been in effect for m less than the twelve (12) months immediately preceding the date bids or proposals were received, and be available for review and approval by the chief procurement officer or its designee; for recently -executed leases that have been in effect for any period less than the twelve (12) months immediately preceding the date bids or proposals were received, a prior fully -executed lease within the corporate limits ofthe city that documents, in writing, continuous business residence within the corporate limits o f the city for a term of m less than the twelve (12) months immediately preceding the date bids or proposals were received shall be acceptable to satisfy the requirements ofthis section, and shall be available for review and approval by the chief procurement officer or its designee; further requiring that historical, cleared rent checks or other rent payment documentation in writing that documents local office tenancy shall be available for review and approval by the chief procurement officer or its designee; (3) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami - Dade County, if applicable; and (4) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, any license or certificate of competency and certificate of use required by either the city or Miami -Dade County that authorizes the performance of said business operations; and (5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or proposal to be eligible for consideration under this section; provided, however, that the burden of proof to provide all supporting documentation in support of this local office certification is bome by the business applicant submitting a bid or proposal. 1 FORM -City of Miami Local Office Certification 7/22/2013 PLEASE PROVIDE THE FOLLOWING INFORMATION: Bidder/Proposer Local Office Address: 14600 Biscayne Blvd. N.Miami Beach, FL 33181 Does Bidder/Proposer conduct verifiable, full- time, on -site employment at the local office for a minimum of forty (40) hours per calendar week? RI YES NO If Bidder/Proposer's Local Office tenancy is pursuant to a lease, has Bidder/Proposer enclosed a copy of the lease? NIA [ { ] YES NO Has Bidder/Proposer enclosed a copy of the Business Tax Receipt (BTR) issued by the City of Miami and Miami -Dade County? City of Miami: YES Exempt [ { ] NO Cite Exemption: Miami -Dade County: Cite Exemption: 111 YES Exempt ENO Has Bidder/Proposer enclosed a copy of the license, certificate of competency and certificate of use that authorizes the performance of Bidder/Proposer's business operations? /1] YES NO Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended. G' uman Print Name (Bi s - r/Proposer Authorized Representative) ture 2 l0 vl__c) 2_otci Date FORM -City of Miami Local Office Certification 7/22/2013 STATE OF FLORIDA COUNTYOF /IAttl.xll.1 - -?).k-/e Certified to and subscribed before me this jJ_ day of /}t-/2 Jr r , 20 / 9 , by (NOTARy SEAL) (Sin u e f ntar .Public -State o f Florida ..§•;u/•.. CAMILLE A FLORES [ ' ;\ Notary Public - State of Florida \ 1- My GG 194083 My Comm. Expires Apr 26, 2022 Bonded through National Notary Assn. (Name ofNotary T'ypeca, Printed, or Stamped) Personally Known OR Produced Identification Type of Identification Produced 3 FORM -City of Miami Local Office Certification 7/22/2013 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES NICOLE "NIKKI" FRIED COMMISSIONER DIVISION OF LICENSING 09/27/19 DAIE ISSUED 11/16/22 B 0001317 DAIL OF EXPIRATION LICENSE NUMBER KENT SECURITY SERVICES, INC DBA KENT SECURITY 14600 BISCAYNE BLVD. NORTH MIAMI, FL 33181 ALEXANDER, SHLOMO C., PRESIDENT ALEXANDER, ORLY, VICE PRESIDENT NEUMAN, GIL, OTHER THE SECURITYAGENCYNAMED ABOVE rs LICENSED AND REGULATED UNDER THE PROVISIONS OF CHAPTER 493, FLORIDA STATUTES. iw4J NICOLE "NIKKI" FRIED COMMISSIONER Florida Commercial Lease Agreement This Commercial Lease Agreement ("Lease") is made and effective January 1, 2007, by and between G & S Investments ("Landlord") and Kent Security Services, Inc. ("Tenant"). Landlord is the owner of land and improvements commonly known and numbered as 14600 Biscayne Bqulevard, North Miami Beach, FL 33181 and legally described as follows (the "Building"): Section 21, Township 52 South Range 42 East, City of North Miami Beach, Miami -Dade County, FL. Landlord makes available for lease a portion of the Building designated as Suite 100 (the "Leased Premises"). Landlord desires to lease the Leased Premises to Tenant, and Tenant desires to lease the Leased Premises from Landlord for the term, at the rental. and upon the covenants, conditions and provisions herein set forth. THEREFORE, in consideration of the mutual promises herein, contained and other good arid Valuable consideration, it is agreed: 1. Term. A. Landlord hereby leases the Leased Premises to Tenant, and Tenant hereby leases the same from Landlord, for an "Initial Term" renewing January 1, 2007 and ending December 31, 2012. Landlord shall use its best efforts to give Tenant possession as nearly as possible at the beginning of the Lease term. If Landlord is unable to timely provide the Leased Premises, rent shall abate for the period of delay. Tenant shall make no other clairti against Landlord for any such delay. B. Tenant may renew the Lease for one extended term of 5 years. Tenant shall exercise such renewal option, if at all, by giving written notice to Landlord not less than ninety (90) days prior to the expiration of the Initial i e rm. The renewal term shall be at the rental set forth below and otherwise upon the same covenants, conditions and provisions as provided in this Lease. 2. Rental. A. Tenant shall pay to Landlord during the Initial Term rental of $65,520.00 per year, plus sales tax; payable in installments of $5,460.00 per month, plus sales tax. Each installment payment shall be due in advanc on the first day of each calendar month during the lease term to Landlord at 14600 Biscayne Boulevard, North Miami Beach, FL 33181 or at such other place designated by written notice from Landlord or Tenant. The rental payment amount for any partial calendar months included in the lease term shall be prorated on a daily basis. B. The rental for any renewal lease term, if created as permitted under this Lease, shall be $65,520.00 per year, plus sales tax, payable in installments of$5,460.00 per month, plus sales tax. 3.Use Notwithstanding the forgoing, Tenant shall not use the Leased Premises for the purposes of storing, manufacturing or selling any explosives, flammables or other inherently dangerous substance, chemical; thing or device. 4, Repairs. During the Lease term, Tenant shall make, at Tenant's expense, all necessary repairs to the Leased Premises. Repairs shall include such items as routine repairs of floors, walls, ceilings, and other parts of the Leased Premises damaged or worn through normal occupancy, except for major mechanical systems or the roof; subject to the obligations of the parties otherwise set forth in this Lease. Page 1 of 6 5. Alterations and Improvements. Tenant, at Tenant's expense, shall have the right following Landlord's consent to remodel, redecorate; and make additions, improvements and replacements of and to all or any part of the Leased Premises from time tb. time as Tenant may deem desirable, provided the same are made in a workmanlike manner and utilizing good quality materials. Tenant shall have the right to place and install personal property, trade fixtures, equipment arid other temporary installations in and upon the Leased Premises, and fasten the same to the premises. An personal property, equipment, machinery, trade fixtures and temporary installations, whether acquired by Tenant at the commencement of the Lease term or placed or installed on the Leased Premises by Tenant thereafter, shall remain Tenant's property free and clear of any claim by Landlord. Tenant shall have the right to remove the same at any time during the term of this Lease provided that all damage to the Leased Premises caused by such removal shall be repaired by Tenant at Tenant's expense. 6. Property Taxes. Landlord shall pay, prior to delinquency, all general real estate taxes and installments of special assessments coming due during the Lease term on the Leased Premises, and all personal property taxes with r spect to Landlord's personal property, if any, on the Leased Premises. Tenant shall be responsible for paying all personal property taxes with respect to Tenant's personal property at the Leased Premises. 7. Insurance. A. If the Leased Premises or any other part of the Building is damaged by fire or other casualty resulting from any act or negligence of Tenant or any of Tenant's agents, employees or invitees, rent shall not be diriil171shed or abated while such damages are under repair, and Tenant shall be responsible for the costs of repair not covered by insurance. 8. Landlord shall maintain fire and extended coverage insurance on the Building and the Leased Premises in such amounts as Landlord shall deem appropriate. Tenant shall be responsible, at its expense, for fire and extended coverage insurance on all of its personal property, including removable trade fixtures, located in the Leased Premises. C. Tenant and Landlord shall, each at its own expense, maintain a policy or policies of comprehensive general liability insurance with respect to the respective activities of each in the Building with the premiums thereon fully paid on or before due date, issued by and binding upon some insurance company approved by Landlord, such insurance to afford minimum protection of not less than $1,000,000 combined single limit coverage bf bodily injury, property damage or combination thereof. Landlord shall be listed as an additional insured 6n Tenant's policy or policies of comprehensive general liability insurance, and Tenant shall provide Landlord With current Certificates of Insurance evidencing Tenant's compliance with this Paragraph. Tenant shall obtain th agreement of Tenant's insurers to notify Landlord that a policy is due to expire at least (10) days prior to such. expiration. Landlord shall not be required to maintain insurance against thefts within the Leased Premises or the Building. 8. Signs. Following Landlord's consent, Tenant shall have the right to place on the Leased Premises, at locatio.ns elected by Tenant, any signs which are permitted by applicable zoning ordinances and private restrictions. Landlord may refuse consent to any proposed signage that is in Landlord's opinion too large, deceptive, unattractive or otherwise inconsistent with or inappropriate to the Leased Premises or use of any other tenant. Landlord shall assist and cooperate with Tenant in obtaining any necessary permission from governmental authorities or adjoining owners and occupants for Tenant to place or construct the foregoing signs. Tenant shall repair all damage to the Leased Premises resulting from the removal of signs installed by Tenant. Page 2 o f 6 9. Entry. Landlord shall have the right to enter upon the Leased Premises at reasonable hours to inspect the same, provided Landlord shall not thereby unreasonably interfere with Tenant's business on the Leased Premises. 10. Parking. During the term of this Lease, Tenant shall have the non-exclusive use in common with Landlord, other tenants of the Building, their guests and invitees, of the non -reserved common automobile parking areas, driveways, and footways, subject to rules and regulations for the use thereof as prescribed from time to time by L.andlord. Landlord reserves the right to designate parking areas within the Building or in reasonable proximity thMeto, for Tenant and Tenant's agents and employees. Tenant shall provide Landlord with a list of all license riunibers for the cars owned by Tenant, its agents and employees. Separated structured parking, if any, located about the Building is reserved for tenants of the Building who rent such parking spaces. 11. Building Rules. Tenant will comply with the rules of the Building adopted and altered by Landlord from time to time arid Will cause all of its agents, employees, invitees and visitors to do so; all changes to such rules will be sent by Landlord to Tenant in writing. The initial rules for the Building are attached hereto as Exhibit "A" and incorporated herein for all purposes. 12. Damage and Destruction. Subject to Section 8 A. above, if the Leased Premises or any part thereof or any appurtenance thereto is so damaged by fire, casualty or structural defects that the same cannot be used for Tenant's purposes, then Tenant shall have the right within ninety (90) days following damage to elect by notice to Landlord to terminate this Lease as of the date of such damage. In the event of minor damage to any part of the Leased Premises, i3d if such damage does not render the Leased Premises unusable for Tenant's purposes, Landlord shall promptly repair such damage at the cost of the Landlord. In making the repairs called for in this paragraph, Landlord shall not be liable for any delays resulting from strikes, governmental restrictions, inability to obtain necessary materials or labor or other matters which are beyond the reasonable control of Landlord. Tenant shall be relieved frqm paying rent and other charges during any portion of the Lease term that the Leased Premises are inoperable or .unfit for occupancy, or use, in whole or in part, for Tenant's purposes. Rentals and other charges paid in advance for any such periods shall be credited on the next ensuing payments, if any, but if no further payments are to be made, any such advance payments shall be refunded to Tenant. The provisions of this paragraph extend not only to the matters aforesaid, but also to any occurrence which is beyond Tenant's reasonable control and which renders the Leased Premises, or any appurtenance thereto, inoperable or unfit for occupancy or use, in whole or in part, for Tenant's purposes. 13. Default. If default shall at any time be made by Tenant in the payment of rent when due to Landlord as hererri provided, and if said default shall continue for fifteen (15) days after written notice thereof shall have been given to Tenant by Landlord, or if default shall be made in any of the other covenants or conditions to be kept, obset\led and performed by Tenant, and such default shall continue for thirty (30) days after notice thereof in writing to Tenant by Landlord without correction thereof then having been commenced and thereafter diligently prosecuted, Landlord may declare the term of this Lease ended and terminated by giving Tenant written notice bf such intention, and if possession of the Leased Premises is not surrendered, Landlord may reenter said premises. Landlord shall have, in addition to the remedy above provided, any other right or remedy available to Landlord on account of any Tenant default, either in law or equity. Landlord shall use reasonable efforts to mitigate its damages. Page 3 of 6 14. Quiet Possession. Landlord covenants and warrants that upon performance by Tenant of its obligations hereunder, Landlord will keep and maintain Tenant in exclusive, quiet, peaceable and undisturbed and uninterrupted possession of the Leased Premises during the term of this Lease. 15. Condemnation. If any legally, constituted authority condemns the Building or such part thereof which shall make thi=! Leased Premises unsuitable for leasing, this Lease shall cease when the public authority takes possession, arid Landlord and Tenant shall account for rental as of that date. Such termination shall be without prejudice to the rights of either party to recover compensation from the condemning authority for any loss or damage caLJSed by the condemnation. Neither party shall have any rights in or to any award made to the other by the condemning authority. 16. Subordination. Tenant accepts this Lease subject and subordinate to any mortgage, deed of trust or other lien presently existing or hereafter arising upon the Leased Premises, or upon the Building and to any renewals, refiriaricing and extensions thereof, but Tenant agrees that any such mortgagee shall have the right at any time to subordinate such mortgage, deed of trust or other lien to this Lease on such terms and subject to such conditions as such mortgagee may deem appropriate in its discretion. Landlord is hereby irrevocably vested with full power and authority to subordinate this Lease to any mortgage, deed of trust or other lien now existing or hereafter placed upon the Leased Premises of the Building, and Tenant agrees upon demand to execute such further instruments subordinating this Lease or attorning to the holder of any such liens as Landlord may request. In th event that Tenant should fail to execute any instrument of subordination herein require d to be executed by Tenant promptly as requested, Tenant hereby irrevocably constitutes Landlord as its attorney -in -fact to execute such instrument in Tenant's name, place and stead, it being agreed that such power is one coupled with an interest. Tenant agrees that it will from time to time upon request by Landlord execute and deliver to such persons as Landlord shall request a statement in recordable form certifying that this Lease is unmodified and in full force and effect (or if there have been modifications, that the same is in full force and effect as so modified), stating the dates to which rent and other charges payable under this Lease have been paid, stating that Landlord is not in default hereunder (or if Tenant alleges a default stating the nature of such alleged default) and further stating such other matters as Landlord shall reasonably require. 17. Notice. Any notice required or permitted under this Lease shall be deemed sufficiently given or served if sent by United States certified mail, return receipt requested, addressed as follows: If to Landlord to: If to Tenant to: G & S Investments, Inc. Kent Security Services, Inc. 14600 Biscayne Boulevard 14600 Biscayne Boulevard, Suite 100 North Miami Beach, FL 33181 North Miami Beach, FL 33181 Landlord and Tenant shall each have the right from time to time to change the place notice is to be given under this paragraph by written notice thereof to the other party. Page 4 of 6 18. Brokers. Tenant represents that Tenant was not shown the Premises by any real estate broker or agent and that Tenant has not otherwise engaged in, any activity which could form the basis for a claim for real estate commission, brokerage fee, finder's fee or other similar charge, in connection with this Lease. 19. Waiver. No waiver of any default of Landlord or Tenant hereunder shall be implied from any omission to take any action on account of such default if such default persists or is repeated, and no express waiver shall affect ariy default other than the default specified in the express waiver and that only for the time and to the extent therein stated. One or more waivers by Landlord or Tenant shall not be construed as a waiver of a subsequent breach of the same covenant, term or condition. 20. Memorandum of Lease. The parties hereto contemplate that this Lease should not and shall not be filed for record, but in lieu th reof, at the request of either party, Landlord and Tenant shall execute a Memorandum of Lease to be recorded for the purpose of giving record notice of the appropriate provisions of this Lease. 21. Headings. The headings used in this Lease are for convenience of the parties only and shall not be considered in interpreting the meaning of any provision of this Lease. 22. Successors. The provisions of this Lease shall extend to and be binding upon Landlord and Tenant and their respective legal representatives, successors and assigns. 23. Consent. Landlord shall not unreasonably withhold or delay its consent with respect to any matter for which Landlord's consent is required or desirable under this Lease. 24. Performance. If there is a default with respect to any of Landlord's covenants, warranties or representations under this Lease, and if the default continues more than fifteen (15) days after notice in writing from Tenant to Landlord specifying the default, Tenant may, at its option and without affecting any other remedy hereunder, cure such default and deduct the cost thereof from the next accruing installment or installments of rent payable hereunder until Tenant shall have been fully reimbursed for such expenditures, together with interest thereon at a rate equal to the lessor of twelve percent (12%) per annum or the then highest lawful rate. If this Lease terminates prior.to Tenant's receiving full reimbursement, Landlord shall pay the unreimbursed balance plus accrued interest to Tenant on demand. 25. Compliance with Law. Tenant shall comply with all laws, orders, ordinances and other public requirements now or hereafter pertaining to Tenant's use of the Leased Premises. Landlord shall comply with all laws, orders, ordinances and 6th r public requirements now or hereafter affecting the Leased Premises. Page 5 of 6 26. Final Agreement. This Agreement terminates and supersedes all prior understandings or agreements on the subject matter hereof. This Agreement may Le modified only by a further writing that s duly executed by both parties. 27. Governing Law. This Agreement shall be governed, construed and interpreted by, through and under the Laws of the State of Florida. ----' r". IN WITNESS/WHEREOF, the paties have executed this Lease as of the day and year first above written. Gyl-Neu an for G & S Investments, Inc. nn i� Orly Alexand r for Dent Se urity Services, Inc. (i COtpo rate 1: SaaI Page 6 of 6 ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 31st day of December, 2015. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration ofthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. The Lease Agreement shall renew for a period of (5) years commencing on January 1, 2016, and ending December 31, 2020. The rent shall remain the same and the Tenant shall pay to Landlord for the remainder of the term, $1,500.00, plus $105.00 sales tax, for a total of $1,605.00 per month. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws ofthe State of Florida. IN WITNE HEREOF a e executed this Addendum to the Lease Agreement and .yar /G':f---Ne for G & S Investments, In Orly Alexande4 or 'nt Sec Services, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 31st day of December, 2012. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration of the above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. The Lease Agreement shall renew for a period of (5) years commencing on January 1, 2013, and ending December 31, 2018. The rent shall remain the same and the Tenant shall pay to Landlord for the remainder of the term, the sum of $5,612.15 per month, including sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws of the State of Florida. IN W I T N £ WHEREOF the parties have executed this Addendum to the Lease Agreem 111 on the day a . set Lo rth above. nan for G & S In stments, Inc. Orly • lexander or t Secur. . y ' ervices, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 24th day o f March, 2011. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration ofthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. Effective April 1, 2011, the rent shall increase and the Tenant shall pay to Landlord for the remainder ofthe "Initial Term", the sum of$5,612.15 per month, including sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws ofthe State of Florida. IN WIlE S WHEREOF the parties have executed this Addendum to the Lease Agree ent on their d year set forth above. euma Lor G & S InvesL ents, Inc. Orexander fent Security ervices, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ('Landlord') and Kent Security Services, Inc. ('Tenant"), this _ _ day o f , 2008. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration o fthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: L Effective November 1, 2008, the rent shall increase and the Tenant shall pay to Landlord for the remainder of the "Initial Term", the sum of $7,000.00 per month, plus sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws o f the State of Florida. IN WITNESS W ..01 ' the parties have executed this Addendum to the Lease Agreement on the'day and year set forth above. for G & S Investments, Inc. (IjAk er fo cent Security Services, Inc. Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: Kent Security Services, Inc. ADDRESS• 14600 Biscayne Blvd. North Miami Beach, FL 33181 PHONE: (305) 919-9400 FAX• (305) 919-9590 EMAIL: Gneuman@kentservices.com CELL(Optional)• SIGNED BY: Gil Neuman TITLE: CEO — DATE• 10/31/2019 FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISOUALWFY THIS RESPONSE. Page 2 of 92 Certifications Legal Name of Firm: Kent Security Services, Inc. Entity Type: Partnership, Sole Proprietorship, Corporation, etc. S- Corporation Year Established: 1982 Federal Employer Identification Number ("FEIN") 59-2234701 Office Location: City of Miami, Miami -Dade County, or Other Miami- Dade County, North Miami Business Tax Receipt / Occupational License Number: Receipt #3357183 Business Tax Receipt / Occupational License Issuing Agency: Miami -Dade County Business Tax Receipt / Occupational License Expiration Date: September 30, 2020 Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 3/1/19). If no addendum/addenda was/were issued, please insert N/A. Addendum No. 1, 9/26/19; Addendum No. 2, 10/15/19; Addendum No. 3, 10/28/19 If Proposer has a Local Office, as defined under Chapter 18/Article III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) YES Has Proposer reviewed the Attached Sample Professional Services Agreement? YES OR NO YES Proposer has reviewed the attached Sample Professional Services Agreement ("Agreement"). Does Proposer acknowledge that the attached Agreement is an example of the standard Agreement used in conjunction of these services, and Proposer will be required to execute an Agreement in substantially Page 3 of 92 the attached form. Yes / No YES Page 4 of 92 Line: 1 Description: Proposers shall not enter a unit price on this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices on Attachment B, Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 92 EXHIBIT D INSURANCE REQUIREMENTS INSURANCE REQUIREMENTS FOR A CERTIFICATE OF INSURANCE - SECURITY GUARD SERVICES I. Commercial General Liability (Primary & Non Contributory) A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $1,000,000 General Aggregate Limit $2,000,000 Products/Completed Operations $1,000,000 Personal and Advertising Injury $1,000,000 B. Endorsements Required City of Miami listed as an additional insured CG 2274/10/01-Contractual liability for false arrest, Detention and Imprisonment Contingent Liability Premises & Operations Liability II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto/Owned Autos/Scheduled Including Hired, Borrowed or Non -Owned Autos Any One Accident $1,000,000 B. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of subrogation Employer's Liability A. Limits of Liability $500,000 for bodily injury caused by an accident, each accident. $500,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit IV. Umbrella Liability (Excess Follow Form) Limits of Liability Each Occurrence $2,000,000 Aggregate Limit $2,000,000 City of Miami listed as an additional insured V. Professional Liability/Error's & Omissions Coverage A. Limits of Liability Bodily Injury and Property Damage Liability Each Claim $1,000,000 Aggregate Limit $1,000,000 Retro Date included The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A-" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Successful Proposer of liability and obligation under this section or under any other section of this Agreement. - -If insurance certificates are scheduled to expire during the contractual period, the Successful Proposer shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. - -In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: (4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Request for Proposal (RFP). (5) The City may, at its sole discretion, terminate this contract for cause and seek re - procurement damages from the Successful Proposer in conjunction with the General and Special Terms and Conditions of the RFP The Successful Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Successful Proposer. (5) The City may, at its sole discretion, terminate this contract for cause and seek re - procurement damages from the Proposer in conjunction with the General and Special Terms and Conditions of the Bid. The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. EXHIBIT E CORPORATE RESOLUTIONS AND EVIDENCE OF QUALIFICATION TO DO BUSINESS IN FLORIDA (To be provided upon document execution) IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized, this the day and year above written. A 1 EST: "Contractor" Print Name: Corporate Seal) ATTEST: B Print Name: Title: Ccd 6-0/2fly (Authorized Corporate Officer) "City" CITY OF MIAMI, a municipal corporation By: Todd B. Hannon, City Clerk Arthur Noriega V, City Manager APPROVED AS TO LEGAL FORM APPROVED AS TO INSURANCE AND CORRECTNESS: REQUIREMENTS: Victoria Mendez Ann -Marie Sharpe City Attorney Risk Management Director 19 CORPORATE RESOLUTION (This Resolution needs to authorize the signatory to sign) WHEREAS, a I . desires to enter into on nUremnlant with the City of Miami for the purpose of performing the services described inthe contract 8nwhich this resolution ioattached; and WHEREAS, the Board of Directors at duly held corporate meeting has considered the matter inaccordance with the bylaws nfthe corporation; NOW, THEREFORE, BE /T RESOLVED BY THE BOARD OF DIRECTORS that this corporation is authorized to enter into the Agreement with the Cih/, and the President and the Secretary are hereby authorized and directed to execute the Agreement in the name of this Corporation and to execute any other document and perform any acts in connection therewith as may berequired toaccomplish its purpose. |NWITNESS WHEREOF, this -// dayof / .2020[ ("Contractor") An r (State) Corporation By: (Sign) Print Name: . Title:- C 15--) ` Print Name: '01" e Ile 20 Titu of 4J1lixmi ANNIE PEREZ, CPPO ARTHUR NORIEGA V Chief Procurement Officer City Manager March 27, 2020 All Responding Proposers (See Distribution List) SUBJECT: RFP 985381, Security Guard Services, Citywide Dear Proposers: The Evaluation of the proposals tendered in response to the above cited solicitation has been completed. The City Manager has recommended award as shown within the enclosed document. This notice is provided in accordance with Section 1.20 of the solicitation, and Sections 18-74 of the City of Miami Code. Our provision of this notice also serves to confirm the lifting of the Cone of Silence from this procurement action as dictated by Section 18-74 (d) (2) of the City of Miami Code. We appreciate the participation of all proposers which responded to the subject action. If you have any questions, please contact me at 305-416-1922 or efalcon@miamigov.com. Sincerely, Eduardo J. Falcon, CPPB Procurement Contracting Manager Distribution List: Allied Universal Corp. American Guard Services, Inc. APG Security Feick Security Corporation Kent Security Services, Inc. FPI Security Services, Inc. Regions Security Services, Inc. Security Alliance, LLC Security Management Innovations, Inc SFM Security Services, Inc. Enclosure: City Manager's Award Recommendation Memo c: City Clerk Fernando Casamayor, Assistant City Manager Nzeribe Ihekwaba, Ph.D., P.E., Assistant City Manager Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Yadissa A. Calderon, CPPB, Assistant Director, Department of Procurement CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FRO e Perez, CPPO Director epartment of Procurement DATE: March 23, 2020 SUBJECT: Recommendation of Award for Security Guard Services, Citywide RFP 985381 REFERENCES: Request to Negotiate Memo and Compensation Proposals Recommendation: Based on the findings below, the Department of Procurement ("Procurement") hereby recommends approval for the award of a contract pursuant to Request for Proposals ("RFP") No. 985381 Security Guard Services, Citywide to the highest ranked responsive and responsible proposer, Kent Security Services, Inc. ("Kent"), for the provision of security guard services. Background: On September 16, 2019, Procurement issued RFP 985381 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of security guard services. Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide the services. On November 4, 2019, ten (10) proposals were received in response to the RFP. Subsequently, the proposals were reviewed by Procurement for responsiveness, eight (8) were deemed responsive, and two (2) were deemed non- responsive for not following the submission instructions and not submitting documentation as required by the RFP. The Evaluation Committee ("Committee") met on January 6, 2020 and January 13, 2020 and completed the review and evaluation of the proposals, following the guidelines published in the RFP. The Committee decided not to hold oral presentations, as the Proposals did not require further clarification. Following evaluations, the Committee recommended that the City enter into negotiations with Kent, the highest ranked responsive and responsible Proposer. Accordingly, the Negotiating Team met with Kent on February 27, 2020 to negotiate a contract. Fiscal Impact: The annual fiscal impact for the negotiated cost for security guard services will be approximately $3,400,000.00 and will vary depending on the number of assignments, this amount is inclusive of the requirements of the City's Living Wage Ordinance. Additionally, the City was able to achieve a discount of approximately three percent (3%) from Kent's original proposed pricing (see chart below). The term of the contract for Security Guard Services, Citywide is for five (5) years with an option to renew for one (1) additional three (3) year period. PR 20115 Estimated Yearly Quantity Initial Proposed Hourly Rate Negotiated Hourly Rate 1 Hourly Rate for Level 1 Personnel 137,816 $ 21.60 $ 20.80 2 Hourly Rate for Level 2 Personnel 15,600 $ 21.60 $ 21.60 3 Hourly Rate for Level 3 Personnel 100 $ 25.92 $ 24.92 4 Hourly Rate for Level 2 Personnel (Armed) 8,760 $ 23.04 $ 23.04 5 Hourly Rate for Level 3 Personnel (Armed) N/A $ 25.95 $ 25.92 Daily Rate Monthly Rate 6 Golf Cart $ 12.00 $ 300.00 Procurement hereby recommends award of a contract to Kent. Your signature below will indicate approval of this recommendation. APPROVED: At"thur Noilega V City Manager DATE: AP:ejf c: Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Fernando Casamayor, Assistant City Manager Nzeribe Ihekwaba, Ph.D., P.E., Assistant City Manager Yadissa A. Calderon, CPPB, Assistant Director, Department of Procurement PR 20115 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO Emilio T. Gonzalez, Ph.D. City Manager FROM : Annie Perez, CPPO Director, Department of Procurement DATE: SUBJECT: REFERENCES ENCLOSURES: Recommendation: February 6, 2020 FILE : Recommendation to Negotiate Contract for RFP 985381, Security Guard Services Citywide Score Sheets Based on the findings below, the Department of Procurement ("Procurement") hereby requests approval to negotiate a contract with the highest ranked, responsive and responsible Proposer, Kent Security Services, Inc. ("Kent") for the provision of security guard services, pursuant to Request for Proposals ("RFP") No. 985381, Section 2.27 of the Solicitation titled, Evaluation/Selection Process and Contract Award. Background: On September 16, 2019, Procurement issued RFP 985381 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of Security Guard Services Citywide. Proposers were required to meet all of the minimum qualification requirements established in the RFP in order to be deemed qualified to provide the services. On November 4, 2019, ten (10) proposals were received in response to the RFP. Subsequently, the proposals were reviewed by Procurement for responsiveness, eight (8) were deemed responsive, and two (2) were deemed non -responsive for not following the submission instructions and not submitting documentation as required by the RFP. The Evaluation Committee ("Committee") met on January 6, 2020 and January 13, 2020 and have completed the review and evaluation of the proposals, following the guidelines published in the RFP. The Committee decided not to hold oral presentations, as the Proposals did not require further clarification. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below in order of ranking: Proposer Technical Score (max. 300) Compensation Score (max. 100) Total Combined Score (max. 400) 1 Kent Security Services, Inc. 263 89 352 2 SFM Security Services, Inc. 252 91 343 3 FPI Security Services, Inc. 239 93 332 4 Feick Security Corporation 247 74 321 5 Allied Universal Corp. 237 66 303 6 Security Alliance, LLC 216 71 287 7 Regions Security Services, Inc. 209 68 277 8 American Guard Services, Inc. 216 52 268 PR20078 Due diligence was conducted to determine each of the Proposer's responsibility, including verifying corporate status, and that there were no performance or compliance issues. There were no adverse findings related to the responsibility of Kent. Negotiations: The Committee recommends that the City of Miami ("City") enter into negotiations with Kent, the highest ranked responsive and responsible Proposer. In the event the City and Kent are unable to reach an agreement, negotiations with Kent will be terminated. The Committee set a score threshold of 275 points, and recommended that the City may enter into negotiations with any of the next highest six (6) proposers who scored above the score threshold. This negotiation process will continue until an agreement, acceptable to the City, has been reached. The following individuals will participate in the negotiations: Eduardo J. Falcon, CPPB, Procurement Contracting Manager, City of Miami ("COM") Shedrick Pope, Park Ranger Supervisor, COM Anna Medina, Assistant to Director, Building Department, COM Aldo Bustamante, Assistant Director, DREAM, COM Yvonne Hernandez, Assistant to Director, DREAM, COM Ricardo Falero, Director, GSA, COM Jennifer Ramirez, Assistant Director, GSA, COM Sergio Campos, Detective, Miami Beach Police Department Consensus Statement: The Committee recommends Kent for the following primary reasons: 1) Kent has the necessary relevant experience, qualifications, and past performance to meet or exceed the requirements to provide the services as required in the RFP; 2) Kent has the ability to provide the personnel as required by the City; and 3) Kent submitted a comprehensive Proposal, which included detailed years of past performance of the services required in the RFP. Kent's proposed compensation was reasonable and will be negotiated in the best interest of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: DATE: E ilio .'Gon :lez, Ph.D. .// 2/21i City ,`nager AP:ejf C: Joseph F. Napoli, Deputy City Manager Fernando Casamayor, Assistant City Manager Nzeribe Ihekwaba, Ph.D., P.E., Assistant City Manager Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Jorge Colina, Chief of Police Jose Camero, Director, Building Department Lara Hamwey, Director, Parks and Recreation Ricardo Falero, Director, General Services Administration Allan M. Dodd, Director, Resilience and Public Works Jose Solano, Executive Director of Bayfront Park Management Trust Daniel Rotenberg, Director, Department of Real Estate and Asset Management Yadissa A. Calderon, CPPB, Assistant Director, Department of Procurement COMPOSITE SCORES RFP 985381 Security Guard Services EVALUATION OF PROPOSALS SELECTION PROPOSERS CRITERIA Maximum Points Per Member Maximum Total Points (4 Members) Allied Universal American Guard Services, Inc. Feick Security Corporation FPI Security Services Kent Security Services, Inc. Regions Security Services, Inc. SecurityAlliance SFM Security Technical Criteria Proposer's Relevant Experience, past performance and Qualifications 30 120 104 92 98 90 107 84 91 97 Approach and Methodology to Scope of Services 30 120 91 85 94 100 104 79 75 104 Proposer's Financial Strenght 15 60 42 39 55 49 52 46 50 51 Proposer's Proposed Fees 25 100 66 52 74 93 89 68 71 91 Local Office (as defined in Section 18-73 of the Procurement Code) 5 20 N/A N/A N/A N/A N/A N/A N/A N/A TOTAL POINTS 105 420 303 268 321 332 352 277 287 343 SIGNATURE: yy PRINT NAME: JfALz-a, Chairpers �t're514 S.)71Z7 Reviewed By Meeting Date: 275 minimum threshold EVALUATION OF PROPOSAL RFP 985381 Security Guard Services Aldo Bustamante, Assistant Director, Department of Real Estate and Asset Management ("DREAM") SELECTION PROPOSERS CRITERIA Maximum Points Allied Universal American Guard Services, Inc. Feick Security Corporation FPI Security Services Kent Security Services, Inc. Regions Security Services, Inc. Security Alliance SFM Security Technical Criteria Proposer's Relevant Experience, past performance and Qualifications 30 �' �'� Z/ Approach and Methodology to Scope of Services 30, 7 1 7✓' i 1 j' \i Proposer's Financial Strenght 15 �, t 1. Ci\ '- I® Proposer's Proposed Fees 25 Local Office (as defined in Section 18-73 of the Procurement Code) 5 N/A N/A N/A N/A N/A N/A N/A N/A TOTAL POINTS 105 0 0 0 0 0 0 0 0 -5 3)Z 1 PRINT NAME: 4• V) rAnAPeo/� Meeting Date: t j 13) 2_9 2_( ) 12/20/2019 EVALUATION OF PROPOSAL RFP 985381 Security Guard Services Det. Sergio Campos, Miami Beach Police Department, Intelligence Unit SELECTION PROPOSERS CRITERIA Maximum Points Allied Universal American Guard Services, Inc. Feick Security Corporation FPI Security Services Kent Security Services, Inc. Regions Security Services, Inc. Security Alliance SFM Security Technical Criteria Proposer's Relevant Experience, past performance and Qualifications 30 P 6 + Approach and Methodology to Scope of Services 30 ` i Proposer's Financial Strenght 15 Proposer's Proposed Fees 25 ;0 aL( a.,7 A 3 'j Local Office (as defined in Section 18-73 of the Procurement Code) 5 N/A N/A N/A N/A N/A N/A N/A N/A TOTAL POINTS 105 c 0 go 0 15 0 g5 0R90 0 q0 0 0 PRINT NAME: 12/20/2019 EVALUATION OF PROPOSAL RFP 985381 Security Guard Services Lt. Dagoberto Perez, Miami Dade Police Department, Personnel Management Bureau SELECTION PROPOSERS CRITERIA Maximum Points Allied Universal American Guard Services, Inc. Feick Security Corporation FPI Security Services Kent Security Services, Inc. Regions Security Services, Inc. Security Alliance SFM Security Technical Criteria Proposer's Relevant Experience, past performance and Qualifications 30 3 O ,J 1 Approach and Methodology to Scope of Services 30 �� 2 ^� cl 2_ (J - , -� 2 I C� Proposer's Financial Strenght 15 �3- 4V 1/ X�� f 15 -r/ r IS Proposer's Proposed Fees 25 11 Z b 23 2 t ! 2 \ Li Z 5 Local Office (as defined in Section 18-73 of the Procurement Code) 5 N/A N/A N/A N/A N/A N/A N/A N/A TOTAL POINTS 105 012 0 -A' 090 O I Q 011 0 C A 04;7 10 IGN PRINT NAME: Meeting Date: 0 T-6(0 12/20/2019 EVALUATION OF PROPOSAL RFP 985381 Security Guard Services Lula M. Harvey, Assistant Chief, Miami Dade County Parks, Recreation and Open Spaces ("PROS") Department SELECTION PROPOSERS CRITERIA Maximum Points Allied Universal American Guard Services, Inc. Feick Security Corporation FPI Security Services Kent Security Services, Inc. Regions Security Services, Inc. Security Alliance SFM Security Technical Criteria Proposer's Relevant Experience, past performance and QualificationsIlflll 30 , 3 ,, I 5 3o ii Approach and Methodology to Scope of Services 30 ao e C)) Q 2.5 Proposers Financial Strenght 15 1 Proposers Proposed Fees 25 ) ®a. ,S W 3a- 2, 3 Local Office (as defined in Section 18-73 of the Procurement Code) 5 N/A N/A N/A N/A N/A N/A N/A N/A TOTAL POINTS 105 7L 0 00 11- 0 0 0 \00 0 1 GI 0 n Cl 0 9 0 0 PRINT AME: Meeti g Date: 1220/2019 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : Emilio T. Gonzalez, Ph.D. City Manager Annie Perez, CPPO r Director, Department of Procurement DATE: SUBJECT : REFERENCES ENCLOSURES: September 30, 2019 FILE : Evaluation Committee for RFP 985381, Security Guard Services Citywide The Department of Procurement ("Procurement"), issued Request for Proposals ("RFP") No. 985381 on September 16, 2019, to obtain an experienced and qualified firm to perform security guard services. It is respectfully requested that you approve the following individuals as members of the Evaluation Selection Committee ("Committee") to evaluate and score the proposals. Each of the members of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. Chairperson (non -voting) Eduardo J. Falcon, CPPB, Procurement Contracting Manager City of Miami Staff (voting) 1. Shedrick Pope, Park Ranger Supervisor City of Miami Parks and Recreations ("Parks") 2. Aldo Bustamante, Assistant Director, Department of Real Estate and Asset Management ("DREAM") External Committee Members (voting). 1. Lula M. Harvey, Assistant Chief, Miami Dade County Parks, Recreation and Open Spaces ("PROS") Department 2. Det. Sergio Campos, Miami Beach Police Department, Intelligence Unit 3. Lt. Dagoberto Perez, Miami Dade Police Department, Personnel Management Bureau Alternate Committee Member 1. Daniel Rotenberg, Director, DREAM APPROVED: DATE: ®71//� Emilio/ . Gonzalez, P D. City anager AP:ejf C: Joseph F. Napoli, Deputy City Manager Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Yadissa A. Calderon, CPPB, Assistant Director, Department of Procurement PR19259 Detail by Entity Name Page 1 of 3 Florida Department of State Dryi:;ro, , of u,J7cia1 &we of Florida website Department of State / Division of Corporations / Search Records / Detail By Document Number / DIVISION OF CORPORATIONS Detail by Entity Name Florida Profit Corporation KENT SECURITY SERVICES, INC. Filing Information Document Number G08446 FEI/EIN Number 59-2234701 Date Filed 11/11/1982 State FL Status ACTIVE Last Event REINSTATEMENT Event Date Filed 11/23/1998 Principal Address 14600 BISCAYNE BLVD. N MIAMI BEACH, FL 33181 Changed: 02/02/2009 Mailing Address 14600 BISCAYNE BLVD. N MIAMI BEACH, FL 33181 Changed: 02/02/2009 Registered Agent Name & Address ALEXANDER, ORLY 14600 BISCAYNE BLVD. NORTH MIAMI BEACH, FL 33181 Name Changed: 09/15/2008 Address Changed: 06/21/2010 Officer/Director Detail Name & Address Title Secretary/Treasurer Alexander, Orly 14600 BISCAYNE BLVD MIAMI, FL 33181 Title President http ://search. sunbiz. org/Inquiry/Corporation Search/S earchResultDetail? inquirytype=Entity... 4/6/2020 Detail by Entity Name Page 2 of 3 NEUMAN, GIL 14600 BISCAYNE BLVD MIAMI, FL 33181 Title Chairman ALEXANDER, SHLOMO C 14600 BISCAYNE BLVD MIAMI, FL 33181 Annual Reports Report Year Filed Date 2018 02/22/2018 2019 01/24/2019 2020 01 /31 /2020 Document Images 01/31/2020 -- ANNUAL REPORT 01/24/2019 -- ANNUAL REPORT 02/22/2018 -- ANNUAL REPORT 02/21/2017 --ANNUAL REPORT 02/23/2016 -- ANNUAL REPORT 02/26/2015 -- ANNUAL REPORT 03/26/2014 -- ANNUAL REPORT 03/26/2013 -- ANNUAL REPORT 01/30/2012 --ANNUAL REPORT 01/31/2011 --ANNUAL REPORT 06/21/2010 -- Req. Agent Change 02/02/2010 -- ANNUAL REPORT 02/02/2009 -- ANNUAL REPORT 09/15/2008 -- Req. Agent Change 03/18/2008 -- ANNUAL REPORT 11/09/2007 -- Req. Agent Change 02/12/2007 -- ANNUAL REPORT 04/03/2006 -- ANNUAL REPORT 05/13/2005 -- ANNUAL REPORT 05/26/2004 -- ANNUAL REPORT 04/30/2003 -- ANNUAL REPORT 03/14/2002 -- ANNUAL REPORT 05/03/2001 --ANNUAL REPORT 02/16/2000 -- ANNUAL REPORT 04/20/1999 -- ANNUAL REPORT 11/23/1998 -- REINSTATEMENT 05/09/1997 -- ANNUAL REPORT 04/30/1996 -- ANNUAL REPORT 05/01 /1995 -- ANNUAL REPORT View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format http ://search. sunbiz. org/Inquiry/Corporation Search/S earchResultDetail? inquirytype=Entity... 4/6/2020 Detail by Entity Name Page 3 of 3 Florida Department of State, Division of corporations http ://search. sunbiz. org/Inquiry/Corporation Search/S earchResultDetail? inquirytype=Entity... 4/6/2020 �r Ft T ENT ONE SOURCE. INFINITE SOLUTIONS. 0 RFPNumber: Title: Submitted by: Address: Website: Phone: Fax: FEIN: Contact Person: Due Date: City of Miami Request for Proposals (RFP) 985381,1 Request for Proposals for Security Guard Services Citywide Kent .Security PmpOsaLto serve' ' •. ' Kent Security Services, Inc. 14600 Biscayne Boulevard Miami, FL 33181 www.kentservices. com (305) 919-9400 (305) 919-9590 59-2234701 Gil Neuman, CEO Gneuman@kentservices.com (305) 919-9400 ext. 206 November 4, 2019 -41 !iijTh:1 KENT ONE SOURCE. INFINITE SOLUTIONS. Dear Mr. Falcon, October 31, 2019 Thank you for the opportunity to showcase Kent Services and the many ways we can positively impact the City of Miami. Kent Services has delivered over 37 years of personnel and technology solutions to our clients. We have a proven ability to deal with any situation and pass any requirements. Kent team was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami in February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Leaming Centers and over 30,000 hours of Firewatch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. Kent Services started as and still is a Minority/Women Business Enterprise, family -owned and operated business. This is why we never cut comers. A 50,000-watt generator is connected to our main office, which can run our headquarters for over a week during any emergency. Our main office is located in Miami -Dade County and has a 24/7 dispatch center. Dispatch will never be running by machines but by live people ready for any situation. As an industry leader, we have nearly 2,000 of the best professional employees nationwide. We understand that success is achieved by providing our customers with genuine service and unprecedented quality. Here at Kent Services we do everything with the foundation of our core values. Our value system is built around the foundation of service, which includes: Sincerity, Efficiency, Respect, Value, Integrity, Courtesy, Enthusiasm Included in this proposal is a brief synopsis of our corporate structure and capabilities. I am confident t en will be miles ahead of the competition in your decision -making process. In the meanti please drLJe to call me directly should you have any questions or require any ad 10naLin oan.Tliank you for the opportunity to earn your business. hh h•i 'Leif -Neuman, CEO Kent Security Services 1 2. Table of Contacts 3. Executive Summary 3 4. Proposer Information ....4 Proposer's Relevant Experience Past Performance and Qualifications .4 Licenses and Certifications 8 Sunbiz 11 References 13 Kent Supervisors 25 Kent Key Personal 30 5. Approach and Methodology to Scope of Services 33 Staffing Plan and Organizational Charts .39 Recruitment Policy and Plan .44 Quality Assurance 53 Kent Transition Approach 60 Training Policy and Plan 66 Kent Corporate Responsibility Model 70 Kent's Core Principles and Service Pledge 71 6. Proposer's Financial Strength 73 7. Compensation Proposal 78 8. Copy of Kent Bid Bond 79 9. Signed Addend urns and Local Office Certification 80 2 3. Executive Summary: A signed and dated summary of no more than two (2) pages containing the Qualifications, and Experience, Ability to Pefo1111 Required Services, Methodology and Overall Approach to the Scope of Services, and financial strengths as contained in the submittal. Include the name of the organization, business phone and contact person. Formed in 1982, Kent Security Services continues to proudly offer the industry's most formidable, functional and flexible security solutions. Today, our capabilities extend to other vital business areas such as janitorial, concierge, valet and more. We offer the most attentive and professional security service programs, as well as a full complement of technological solutions. Founded in Miami -Dade County and still headquartered here, Kent Services has a national presence with offices that offer in -market expertise throughout North America. What sets Kent Services apart is our unique ability to attract the best talent, provide them with the best tools and training, and integrate advanced technology and online portals to track, monitor and report on our guards' performance. Our extensive expertise has led us to develop some ofthe most advanced practices in the industry. Kent's primary differentiator is our ability to integrate technology into the day-to-day functions of our security team, thereby enhancing their level of service provision and reducing costs over time to our clients. Kent Services started and still is Minority/ Women owned Business Enterprise, family -owned and operated business. This is why we never cut comers. We are prepared for the worst case scenarios, with a 50,000-watt generator connected to our main office, our headquarters can run for over a week during any emergency. Our main office is located in North Miami and has a 24/7 dispatch center. At Kent, we will never substitute the people of dispatch for machines, allowing us to response to every situation in real time. As a family -owned operation, we do not answer to shareholders. We answer to our clients and we are fortunate enough to count the City of Miami amongst them! We guarantee high-performance and measurable solutions. With a Kent Academyrni located in each office, each new hire for the City of Miami is assured to get the most comprehensive training conducted by a licensed industry -leading expert with a military or law enforcement background. Kent's "Principles of Outstanding Service" training curriculum is based on five-star hospitality customer service values, coupled with elite security guidance. The j ob of every Kent officer is to provide a uniformed presence, as well as serve as a City ofMiami brand ambassador. Kent is unique in that we are comprised of a seasoned, accessible management team that abides by corporate policies designed to deliver a distinctive security experience. This includes providing innovative security systems and advanced technology that meets the unique needs of a complex contract such as the City of Miami. Our team is equipped to provide the City of Miami with the services required because of our experience with contracts of this size and magnitude, scope and complexity. 3 Kent was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers, Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties for the last 8 years. Chapman Partnership' and the Town of Miami Lakes are more prestigious names we are honored to call Kent Services clients. Kent's financials have proved stable and have showed steady growth over the years. At Kent, our philosophy and tactical mission is to maximize each dollar spent by securing the best people with the most advanced technology and resources in the industry. To get there, we know how important it is to have a unified, front-line team that is j ust as committed to being hospitable as they are about securing their post. As a condition of employment, every Kent professional adopts a set of core service values that we call the Kent "Principles of Outstanding Service." They are reminders of the deep financial and professional responsibilities entrusted to us by our customers. Every Kent professional is in possession of a personal pledge card and is trained to deliver and to live the values set upon them every day on the job. Sincerity Efficiency Respect Value I ntegrity Courtesy E nlhusiasm EACH DAV I\NILI,: • Put tho tUenrs needs ahead of my own. • Meet challenges with detenniOtion &enthusiasm. • Be kind. rnspettful and open-minded. • Set an example for others through my work clhit. • Meet and exceed the Kart Principles of Outstanding Service. Every Kent solution is built by highly trained personnel and integrated with the most cutting -edge technology. Our preferred and often exclusive relationships with the industry's top technology manufacturers ensure maximum results while minimizing costs. We understand that the need will arise to provide additional security personnel for special events and situations, meeting, elevated threat conditions or emergencies. Kent is committed to maintaining a su ""..,"=4bility equal to approximately 20% of its workforce for this contract. In addition to s, Kent maintains a bench of qualified employees - who meet both Kent and the City of Mia criter---x es, who are ready to be mobilized to specific posts and tasks at any poi ,an, CEO ent Security Services (305) 919-6400 October 29, 2019 4 4. Proposer Information: Proposer's Relevant Experience past Performance and Qualifications 1) Describe the Proposer's past performance and experience that qualifies Proposer to perform these services in a similar environment. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Firewatch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. Kent was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. With an extensive history of providing contracted services since 1982, Kent has regional offices throughout the United States, including our corporate headquarters in Miami -Dade County, which will service the City of Miami. Our workforce includes over 1,500 people nationally, of which a majority are employed in the Miami -Dade county area. We currently provide services for high -profile organizations, multi -million dollar companies, government agencies, exclusive condominiums, master -planned communities, venues, special events, educational institutes, shopping malls & centers and more. This pool of qualified armed and unarmed guards are Kent -certified and trained and mobilized as needed, according to the contract obligations and immediate needs based on incidents or external factors. 5 Our range of security services includes: Kent Technology ➢ Camera Installation & Maintenance ➢ Access Control Hardware & Software ➢ Facial Recognition & Motion Detection ➢ Remote Guard Services & Surveillance ➢ Analytic "Smart Camera" Software ➢ Gate Installation & Maintenance PEOPLE TECHNOLOGY • SERVICE • SAVINGS KERTSERVICES.COM Kent People ➢ Armed and Unarmed Security Officers ➢ Service Ambassadors ➢ Concierge and Front Desk Services ➢ Dispatch Personnel ➢ Cashier Services & Parking Personnel ➢ Roving Patrols ➢ Emergency Response Teams ➢ Traffic Enforcement and Traffic Flow, ➢ Security Assessments and Evaluations, ➢ Hurricane Preparedness and Response, ➢ Kent CertifiedTM Technicians and Technology Integrators Kent Services ➢ Security Assessments ➢ Security Design & Consulting ➢ Anti-Terrorism/Threat Elimination ➢ K-9 Units ➢ Parking Services ➢ Building Maintenance and Cleaning 6 2) State the number of years that the Proposer has been in existence, the current number of employees, and the primary markets served Pursuant to Section 2.7, Minimum Qualification Requirements herein. Formed in 1982 (37 years), Kent Security Services continues to proudly offer the industry's most formidable, functional and flexible security solutions. Today, our capabilities extend to other vital business areas. We offer the most attentive and professional security service programs, as well as a full complement of technological solutions. Founded in Miami -Dade County and still headquartered here, Kent Services has a national presence with offices that offer in -market expertise throughout North America. Kent's current number of employees in South Florida is as follows: Number of part-time employees: 209 Number of full-time employees: 648 Markets we serve: » Residential » Commercial » Industrial » Construction » Government » Municipalities » Retail » Financial » Healthcare » Education » Sporting/Entertainment » Special Events » Private Security NATIONAL STRENGTH. OCAL SERVICE. We understand that the need will arise to provide additional security personnel for special events and situations, meeting, elevated threat conditions or emergencies. Kent is committed to maintaining a surge capability equal to approximately 20% of its workforce for this contract. In addition to this, Kent maintains a bench of qualified employees — who meet both Kent and the City of Miami- at all times, who are ready to be mobilized to specific posts and tasks at any point in time. 7 3) Provide a list of all principals, owners or directors. Name 1. Orly Alexander Female Owner, Director, CFO 51% 2. Shlomo Alexander Male Owner, Director 49% 3. Gil Neuman Male Director, CEO - 4) Provide copies of all current licenses to provide said services in the State of Florida pursuant to Section 2.7, Minimum Qualification Requirements herein. i FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES ADAM H. PUTNAM COMMISSIONER DIVISION OF LICENSING 09/30/16 DATE ISSUED 11/16/19 B 0001317 DATE OF EXPIRATION LICENSE NUMBER KENT SECURITY SERVICES■ INC DBA KENT SECURITY 14600 BISCAYNE BLVD. NORTH MIAMI, FL 33181 ALEXANDER, SHLOMO C., PRESIDENT ALEXANDER, ORLY, VICE PRESIDENT NEUMAN, GIL, OTHER THE SECURITY AGENCY NAMED ABOVE IS LICENSED AND REGULATED UNDER THE PROVISIONS OF CHAPTER 493, FLORIDA STATUTES. ADAM H. PUTNAM COMMISSIONER 8 002243 Local Business Tax Receipt Miami —Dade County, State of Florida -THIS IS NOT A BILL - CO NOT PAY 3222379 ROSINESS NAME/LOCATION KENT SECURITY SERVICES INC 14600 BISCAYNE BLVD NORTH MIAMI BEACH FL 33181 OWNER KENT SECURITY SERVICES INC Employee(s) 308 RECEIPT NO. RENEWAL 3357183 LBT SEC. TYPE Of BUSINESS 213 GUARD PATROL AGENCY B0001317 EXPIRES SEPTEMBER 30, 2020 Must be displayed at place of business Pursuant to County Code Chapter BA - Art. 9 & 10 PAYMENT RECEIVED BY TAX COLLECTOR $1386.00.07/23/2019 FPPU02-19—OT5794 This Local Business Tax Receipt only confirms payment of the Local Business Tax. The Receipt is riot a license, permit, or a certification of the holder's qualifications, to do business. Haider must comply with any governmental or nongovernmental regulatory laws and requirements which apply to the business. The RECEIPT NO. shove must be displayed on all commercial vehicles - Miami-Pade Code Sec Ra-276. For more information, visit www.miamidade.gov/taxcollecter ;:_mrt{f •ff Woman Business Certification Kent Security Services Is certified under the pfouisbns of 287 and 295.187. Florida Statutes. fora period tram: 01/24/2018 to 01(24/2020 Enn Rack, 5acntary Fb ids Devrvnrat of Managantaty. Sawn OMEN of Srtpptter Ornrfrty • IOW E-+c+arwee War !u'te SC4 • ratiartaoae, FL 12399 • IBo..u7 4m • www dr s,mylIam ..canna) 9 5) Provide the number of years Proposer has been in existence, both nationally and in the Florida market, providing documentation of active status with the Florida Division of Corporations ("Sunbiz"); the current number of clients Proposer has, both nationally and in Florida, and the primary markets served. Also, discuss specifically Proposer's involvement in providing such services, particularly in the South Florida market. Established in 1982, Kent Services has delivered over 37 years of security solutions to our clients. We have a proven ability to deal with any situation and pass any requirements. Kent team was selected to provide security at four Super Bowl games and has been selected again as a security provider for the Super Bowl in Miami on February 2020. Kent provides service to a significant number of properties located within Miami -Dade County. Additionally, Kent is the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service centers (MSC), Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services. In addition, Kent has been chosen to be the security provider of 16 Special Assessment Districts properties. As an industry leader, we have around 1,500 of the best professional employees' nationwide. We understand that success is achieved by providing our customers with genuine service and unprecedented quality. Kent provides services to 184 clients within South Florida Primary markets we serve: » Residential » Commercial » Industrial » Construction » Government » Municipalities » Retail » Financial » Healthcare » Education » Sporting/Entertainment » Special Events » Private Security NATIONAL STRENGTH. LOCAL SERVICE. 10 Depart/nem of State 1 DroSbin or CorW Ior- / Efarsh RootrdPedal, B4 Dee O A Number 1 Detail by Entity Name Florkris Prot Corporation BENT SECURITY SERVICES. INC. Filing Infor11matioill Document Number G08446 FEI1EIN Number 69-2234701 Date Filed 11/1111982 State FL Status ACTIVE Last Event REINSTATEMENT Event Date Filed 11/23/1998 Principal Address 14600 BISCAYNE BLVD. N MIAMI BEACH. FL 33181 Changed: 02/0 '2009 Mailing Address 14600 BISCAYNNE BLVD. N MIAMI BEACH. EL 33181 Changed: 02142/2009 Registered Agent Name & Address AL.EXANDER, ORLY 14600 BISCAYNE BLVD, NORTH MIAMI BEACH, FL 33101 Name Changes: 09/15/2008 Address Changed: 06/21/2010 Miter/Director Dot Name & Address Title SecretarylTreasurer Alexander, Orly littp://search.sunbiz.org/Inqu iry/Corporati onearth/SearchResultDetai]?inquirytype=En... 1 Oi10i2019 11 14600 BISCAYNE BLVD MIAMI, FL 3.318i Titie President NEI.lMAN, GIL 14000 HISCAYNE BLVD MIAMI, FL 33181 Tide Chairman ALEXANDER, SHLOMO C 14800 BISCAYNE BLVD MIAMI, FL 331 It Annual Reports Report Year 2417 2418 2015 Riled Date 02/21 /2017 02/22/2018 01/ 4 2019 Document Images 01i2 01g ANNUAL REPORT 02122.201 & — ANNUAL REPORT �2`•t2O1/_=MNU 1. 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Image in PDF format View Image in PDF format View Image in PDF format view ina 7 in PDF haenpl. Vmw image in POF format Vie image in PDF format View image in PDF format View image in PDF format View image in POF format View Ire In PVF fC(mai tttp:Itsearch.sunbiz.nrgllnquiryriCoI-pL ration earchlSearehResultDetai1?inquiiytype—1 n... 1 /10/201 3 12 6) Provide a detailed description of comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed as required in this RFP. This list shall include those governmental entities of a similar size and diverse population to the City for whom services have been performed during the past five (5) years and other non -governmental clients. Include the overall value of the contract, and include the address, phone number(s), email, and contact persons within each organization. The detailed description should identify for each project: 1. Client, 2. Description of work, 3. Degree of public contact, 4. Location and number of hours contracted per week, 5. Total dollar value of the contract, 6. Dates covering the term of the contract, 7. Client contact person and phone number, 8. Statement of whether Proposer was the prime contractor or subcontractor, and 9. The results of the project. I. Client: The City of Miami II. Description of work: Provide unarmed security guard services to facilities throughout the City of Miami. III. Degree of public contact: Kent has a significant public interaction at most locations for the city. The city has multiple locations and is a public works, which requires all of our officers to interact with the public on a regular basis. IV. Location: Various locations within the City of Miami (see table below). CITY OF MIAMI Weekly Hours Weekly Revenue Manuel Airtime Community Center 40.00 $590.63 Miamarina At Bayside 196.00 $2,761.86 Marine Stadium Marina 168.00 $2,436.57 Dinner Key Marina 168.00 $2,437.70 Bayfront Park Management Trust 168.00 $5,014.41 Miami Riverside Center 88.00 $2,933.76 Citi of Miami Building Department, 4th 120.00 $1,835.96 Central District Police Headquarters Building 168.00 $3,070.40 City Hall 70.00 $1,026.11 13 James L. Knight Center 168.00 $2,369.58 SOS Substation 118.00 $1,664.34 Little Haiti Cultural Center 56.00 $2,087.48 City of Miami - Public Works Operations 59.50 $839.22 Dinner Key Marina / Mooring Facility 77.00 $1,082.53 Marine Stadium For Daniel Rotenbergs 168.00 $2,369.58 Domino Park 49.00 $796.91 GSA Fueling Facility 24.00 $390.52 Paul Walker Park 40.00 $620.60 TOTAL 1,945.50 $34,328.17 V. Number of hours contracted per week: VI. Total dollar value of the contract: $1,785,065 VII. Dates covering the term of the contract: April 2007- Present VIII. Client contact person and phone number: Deputy Chief Ron Papier, Police Department- 400 NW 2nd Ave, Miami, FL 33128 (305) 603-6130 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing Contracts 14 I. Client: Miami -Dade County Public Schools II. Description of work: Provide Unarmed Security Patrol and Security Access Control and Armed Security Officers III. Degree of public contact: Kent has a significant public interaction at most locations for the Miami -Dade County Public Schools. The Miami -Dade County Public Schools has multiple locations and is a public works, which requires all of our officers to interact with the public on a regular basis. IV. Location: Miami -Dade County Public Schools Various locations (see table below) V. Number of hours contracted per week: 3,916 hours per week as follows: SCHOOLBOARD OF MIAMI-DADE - UNARMED GUARDS Weekly Hours Weekly Revenue MSC3 130.50 $1,969.38 MSC2-2 168.00 $2,369.58 MSC2-1 260.00 $3,804.83 MDCPS - Dept. of Transportation / Central East Transportation 70.00 $1,270.98 MDCPS - Dept. of Transportation / Central West Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / John Schee Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / North Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Northeast Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Northwest Transportation 168.00 $2,666.85 MDCPS - Dept. of Transportation / South Transportation 168.00 $2,653.24 MDCPS - Dept. of Transportation / Southwest Transportation 238.00 $3,924.22 Food and Nutrition 168.00 $2,369.58 MSC4 128.00 $1,890.02 Miami Dade County Schools Police Department 40.00 $564.18 Bethune Early Childhood CTR 50.00 $844.51 Fort Dallas Park 168.00 $2,369.58 School Board Administration Building 80.00 $2,104.62 Carrie P Meek and Connecting Building 84.00 $1,259.72 Stearns Park 84.00 $1,269.42 15 TOTAL SCHOOLBOARD OF MIAMI-DADE - UNARMED GUARDS 2,676.50 $41,943.65 SCHOOL BOARD OF MIAMI DADE - ARMED GUARDS James H Bright/J.W Johnson Elementary 40.00 $947.08 Leisure City K-8 Center 40.00 $947.08 Dr. Whigham L Edward 40.00 $947.08 Greynolds Park Elementary 40.00 $947.08 Neva King Cooper Educational Center 40.00 $947.08 Chapman Partnership Early Childhood Center 40.00 $947.08 Title 1 Migrant Redland (VPK Program) 40.00 $947.08 Title 1 Migrant South Dade (VPK Program) 40.00 $947.08 Alternative Outreach Program 40.00 $947.08 Chapman Partnership Early Childhood Center 40.00 $947.08 Kensington Park Elementary 40.00 $947.08 Thena Crowder ECD (Early Childhood Thena Crowder ECD) 40.00 $947.08 Bethune Early Childhood Center 40.00 $947.08 Charles R Hadley Elementary 40.00 $947.08 Christina M Eve Elementary 40.00 $947.08 Cope North Alternative Education 40.00 $947.08 Dr Manuel C Barreiro Elementary 40.00 $947.08 Liberty City Elementary (DR Martin Liberty City Elementary) 40.00 $947.08 Madie Ives Community Elementary 40.00 $947.08 Marjory Stoneman Douglas 40.00 $947.08 Oliver Hoover Elemenatary 40.00 $947.08 Palm Springs North Elementary 40.00 $947.08 Pine Villa Elementary 40.00 $947.08 Pre-K Intervention 40.00 $947.08 Jack D Gordon Panther 40.00 $947.08 Jack Gordon Manatee 40.00 $947.08 Aventura Waterways Prepatory 40.00 $947.08 16 Bob Graham Education Center 40.00 $947.08 Auburndale Elementary 40.00 $947.08 John 1 Smith K-8 Center 40.00 $947.08 Bowman Ashe/Doolin K-8 Academy 40.00 $947.08 SUBTOTAL SCHOOLBOARD OF MIAMI-DADE ARMED GUARDS 1,240.00 $29,359.38 TOTAL 3,916.50 $71,303.04 VI. Total dollar value of the contract: $3,707,757.96 VII. Dates covering the term of the contract: May 2013- October 2019 VIII. Client contact person and phone number: • Edwin Lopez, Chief of Police Miami -Dade Schools Police Department (786) 660-9523 Tom Homberg, Director of the Food& Nutrition Center 7040W Flagler St., Miami, FL 33144 (305) 603-6130 Ronald Johnson, Director of North East Transportation Center 1450 Northeast 2nd Avenue, Miami FL 33132 (305) 638-1658 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: End of Service- October 2019 17 I. Client: Miami Dade County Special Assessment Districts II. Description of work: Providing Unarmed Security Officers and Roving Patrol Security Offices III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. IV. Location: Various locations within the Miami Dade County Special Assessment Districts V. Number of hours contracted per week: 1,874 weekly hours VI. Total dollar value of the contract: $2,620,410 VII. Dates covering the term of the contract: December 2011- Present VIII. Client contact person and phone number: Rick Schermer, Security Committee (305) 710-2077 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 18 I. Client: Four Ambassadors Condo. Association II. Description of work: Provide unarmed security officers for Roving patrols, Access control, gatehouses and clubhouses. Concierge services in the front desk and officer for receiving. III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. IV. Location: 825 Brickell Bay Drive, Miami, FL 33137 V. Number of hours contracted per week: 1,006 weekly hours VI. Total dollar value of the contract: $770,246.04 VII. Dates covering the term of the contract: 2010- Present VIII. Client contact person and phone number: Troy Alwine, Property Manager (305) 962-8749 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 19 I. Client: Bal Harbour Village II. Description of work: Provide unarmed security officers for Access control. III. Degree of public contact: Very public contract- Every officer deals with the public for a majority of his entire shift. Kent goes through intense training on customer service. Ongoing relationship with the gatehouse guards and the Bal Harbor police department. IV. Location: 655 96th Street, Bal Harbour Village FL 33154 V. Number of hours contracted per week: 168 weekly hours VI. Total dollar value of the contract: $184,700.88 VII. Dates covering the term of the contract: 2004- Present VIII. Client contact person and phone number: Lieutenant Jack Young, Bal Harbour Police (954) 868-5031 IX. Statement of whether Proposer was the prime contractor or subcontractor We are the prime contractor X. The results of the project: Ongoing contracts 20 7) Provide three (3) client references on client letterhead from governmental entities of a similar size and diverse population to the City for whom similar services have been performed. These can include the clients listed in item 5 above. (1) A letter of appreciation from City of Miami Chief of Police John F. Timoney Mr_ Gil Neuman, C.E.O.. Keiit Security 4600 Biscayne Blvd. North Miami, Florida 33181 Dear Mr. Neuman: DEC 1 7 TOOT AIME) Q C. HER AMI]E1, PE l'�!t• M..r r For severai years the City of Miami has relied on security services being provided by a private security guard txmpany to eighteen city facilities Several weeks ago training was provided to all your security guards by Officer Marco Perez and Sergeant Julio ?Hera, The guards assigned to the police headquarters front desk lobby area, were also trained in the critical function of teaming how to operate and read the magnetometer. During the last week of November, your security guards assigned to the front desk lobby area detected and confiscated nine knives and other dangerous weapons. 1 recognize their outstanding efforts and congratulate them for a job well done. Earlier this year and before your security company started providing their services, a mentally disturbed individual armi~d with a butcher knife enncealed in his waistband, had to be forcefully restrained as he attempted to get in an elevator to kill me. The following security guards assigned to the front desk lobby area are to be commended for their dedication and professionalism: i Jean Cornet • 1=rancia Alejo • Roman Furman • Augusto Pants • MatioMayem In addition, 1 would like to also recognize the following security officers assigned to the rear gate employee entrance and the Auto Pound for their excellent, courteous and professional services. hiIr1R11 POLICE DEPAXTMENTiP.D.110%{]167771 hivni. I'Inrnla 9! !ill i n[615l4-5.565 I ..roil Arifrar rhir-krfpnlirrgorniors.rnlre07 21 Mr. Gil Neuman Page 2 • Melissa Gabela ▪ Manya Smo tenets • Kcnisc Gaffard • Jean Maria Romelus • Victor Alfonso • Yis.Rivccron Congratulations to al] of them for their outstanding {nark. We look forward to continuing this mutually beneficial relationship. JFT:GC:kdh 22 Sincerely, J hn F. Tirnoncy . hicl"ef Police (2) Kent Performance Survey- Miami -Dade County Public Schools Personalized letter from Mr. Heraut Vixamar, Assistant Principal at Madie Ives K-8 Preparatory Academy. SFPf!ri,7ta€sdorirad icAMCda AWertd M. Ca.rwidria May 31. 2019 To whom it may cpacen flpp py f Sctwa,t,ffiGard Di, !Amp -Ivaco S• Fghtnarl, [dtiafr pc Marta PAmx, t7io® Chorr titriDaroahy eererws-1:6-K61 a0' Sufis tr Ga81dd% Dr Stoma. &align a f7aNimes Nieman n SE Martel Kam UAW Niawarria Allard Tel s It is indeed a pleasure to writes letter ofrecc n icrtdationforMr.1-Icrn et Vixamar. As anAssistant Principal at Madie Ives K-S Preparatory Academy, I had the pleasure of ❑bscrving and working with Met. Vix star since lite first day of school, August 20, 2O1>t. Security is an essential pelt of the school's daily operation, and Mr. Vixamar is One of the most thorough and dependable pcapic working here. Mr. Vixamar never misses his patrol rounds, cafeteria supervision, and arrival and dismissal assistance. He has an extremely strong sense of dedication, never misses a day of work, and is always comprehensive in his security cheeks around the school grounds. Mr. Vixarort is one of the most reliable people I bow. Overall, ht does a consistently excellent job and vie are extremely lucky to have him here at Made Ives IC-8 3'rep&ato y Academy. If you have any gqueatiotts, please do not hesitate to contact nee. Dr. exandra I,ithtm'n Assistant Principal Madre dyes dS•5 Proparaaory Academy • ro770 WI* St • Aairafrof, fiC .a.917P - acbvrah Jrxrnas Orr Prd�mrsQn Pr/moat 305-65i-345d • 306-77O.3740 ( AK • maatives.tie1 23 MIAM1 CCUNTY m,amidasle,R!w (3) Negotiations for renewal of service contract with Miami -Dade County Special Assessment Districts 1XJIERNAL SERVICES DEPARTM I NT STRATEGIC PROCtRI IENT DIVISION 111 NW 1sr Street • Suite 1300 Miami_ Florida 33128 —1974 Telephone 305-375-5289 Fax 305-375-4407 or 305-372-6128 September 18, 2019 Emailed To: Gneumangkentservices_cem, Kent Security Services, Incorporation Re: Negotiation for RFP No. 01261 Security Guard Services for Special Assessment Districts Dear Mr_ Neuman: Please be advised that the negotiation of referenced project has been tentatively scheduled with your WM for October 23, 2019 at 12:00 Noon (local time), at Miami -Dade County's Stephen P Clark Center, 111 NW 1st Street, 13t`' Floor, Conference Room A, Miami Florida_ Once the recommendation to negotiate is approved I will confirm the meeting. Please confirm your firm's attendance via e-mail to my attention at lydiaos�[7a miamidade_gov_ Additionally, pursuant to Section 4.8, this notice also serves to confirm that Proposer(s) recommended for negotiations shall provide to the County the attached Collusion Affidavit in accordance with Sections 2-8_1.1 and 10-33.1 of the Code of Miami -Dade County. (Any bidder/proposer that fails to submit the required affidavit shall be ineligible for award_ ) Please forward the requested information to my attention by close of business on October 21, 2019_ If you require further assistance, please refer to Section 1.5, Cone of Silence of the solicitation, as it pertains to contact with Miami -Dade County. Note: All Lobbyists must register prior to any meeting with County Personnel. Register at: Clerk of the Board: WNW WNW fist Street Miami, 17th Floor, Suite 17-202, Florida 33128; Lobbyist Registrar: Claude Francis at (305) 375-5137. Sincerely, Odortite Lydia Osborne, CPPO„ CPPB Strategic Procurement Division Director c: Clerk of the Board 24 8) Provide a complete list of the Security Supervisor(s) used in the referenced Contract(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of these individuals. JERRY TOLLEFSEN Vice President, Government Affairs jtollefsen@kentservices.com Education/Training: B.A. Public Administration, St Thomas University, Miami, FL A.A. Miami -Dade Community College Drug Unit Commander's Academy (DEA) Fredericksburg, VA Caribbean Police School — FBI and International Criminal Investigative Training Assistance Program Prior Related Experience: Sergeant — US ARMY Miami Beach Police Department 1973 — 2001 • Major — Patrol Division • Commander— Strategic Investigations Unit • Executive Officer— Criminal Investigations Division • Commander — Patrol Division, 3rd Platoon • Lieutenant — Patrol Division • Sergeant — Patrol Division Jerry Tollefsen served in the 173rd Airborne Brigade in Vietnam from 1965 through 1966 before joining the 7th Special Forces unit in 1967. Following his discharge, he joined the Miami Beach Police Department in 1973 and rose through the ranks before retiring as a Major of Police in charge of the Patrol Division. During his time of service, Mr. Tollefsen was in command of the Criminal Investigations Division, the Narcotics Unit, The Tactical Team (SWAT) and the Field Officer Training program. Mr. Tollefsen designed the concept for the Financial Crimes Task Force, implemented a sector plan that placed emphasis on accountability to the community, designed the traffic plan currently used for major events including Memorial Day Weekend, initiated the San Jose Model to train new officers, and even created and organized three department -sponsored SWAT schools that received national accreditation. Today, Mr. Tollefsen uses his extensive experience and expertise in his role as Vice -President of Kent Security Services Government Division. He is responsible for the Cities of Miami and Bal Harbour. Included in his responsibilities is ensuring the security of the City of Miami, which spans 23 separate locations and employs nearly 100 officers. Mr. Tollefsen is a member of the Dade County and Florida Associations of the Chiefs of Police. Responsibilities: • Directs Operations and Develops Policy and Procedures • Training of All Security Officers • Scheduling Staff Hours • Manage Payroll Matrices • Approximately 5,000 Hours of Security Services a Week • Customer Retention — Ensures Client Satisfaction 25 NELSON J. BARBOSA Director of Quality Control, Training and Compliance nbarbosa@kentservices. com PROFESSIONAL SUMMARY Retired from the FBI as a Special Agent after twenty-four years of service. I participated in the investigation of a wide range of national and international criminal activities and served six years as an overseas diplomat in Bogota, Colombia and Quito, Ecuador as an Assistant Legal Attache (ALAT). I also served as the coordinator of the InfraGard South Florida Chapter, an organization of approximately 900 law enforcement and civilian members designed to help fight terrorism. Prior to the FBI, I served as a DEA Diversion Investigator (DI) for four years investigating illicit pharmaceutical, five years in the military reserves, and three years active in the US Marine Corps. I served as a Global Security Associate Director for a multinational pharmaceutical company responsible for overseeing physical and product security and compliance of its multiple operations in the Latin America the Caribbean (LAC) region. Currently, I work at Kent Services as the Director of quality, training and compliance. STRENGTHS & EXPERTISE • Extensive Investigative experience • International diplomatic relations • Corporate Investigations • Risk Assessment and Crisis Management • Homeland Security • English and Spanish language proficient • Public Speaking PRIOR EXPERIENCE: and MIAMI DADE PUBLIC SCHOOLS Barbara Goleman Sr. High School Certified Criminal Justice Lead Teacher 9/2015- Current Responsible for organizing, planning and teaching the Criminal Justice program. NOVARTIS PHARMACEUTICAL Global Security — Miami office Associate Director 2/2014-7/2015 Responsible for overseeing the physical and product security strategic guidelines and company objectives throughout the LAC region. Responsible for investigating internal compliance, fraud, crisis management and code of conduct allegations. Assisted in the development and implementation of security procedures and standards, conducted liaison with local authorities and provided expertise and guidance to security and management personnel. Managed and trained multiple security personnel throughout LAC. 26 FEDERAL BUREAU OF INVESTIGATIONS (FBI) Miami office 2/1990-1/2014 Diverse FBI career spanning 24 years investigating wide range of criminal activities such as counterfeiting, drugs/money laundering, bank and armored car robberies, domestic and international terrorism, kidnappings of US citizens abroad, extortions, bombings, crimes aboard aircrafts, and white collar/Medicare fraud. Lead high profile investigations in countries such as Panama, Colombia, Ecuador, Peru, Argentina and Iraq. Served as a diplomat Assistant Legal Attache (ALAT) in Colombia and have been the recipient of many financial and commendation awards. DRUG ENFORCEMENT ADMINISTRATION (DEA) Office of Diversion Control Diversion Investigator (DI) 1986 —1990 Four years experience in the investigation of illicit activities involving pharmaceutical drugs in South Florida. Audited, conducted full investigations, and performed follow-up activities regarding the use of controlled substances by physicians, laboratories and pharmacists. Coordinated with Federal, State and local law enforcement and federal and state regulators. CHIGACO BOARD OF EDUCATION School Teacher - Elementary and Intermediate levels 1983 -1984 1985 -1986 CHICAGO CITY-WIDE COLLEGES Adult Education Teacher (Part time- night classes) 1983 -1986 DEPARTMENT OF VOCATIONAL REHABILITATION SERVICES Vocational Rehabilitation Counselor UNITED STATES MILITARY • United States Marine Corps — Active Duty (1978 — 1980) • United States Marine Corps — Reserves (1981 — 1982) - Honorable Discharge • United States Illinois Army National Guard - Reserves (1983 — 1985) - Honorable Discharge • United States Army Reserves (1987 — 1989) - Honorable Discharge FBI AND CORPORATE EXPERIENCE DETAIL • Corporate Global Security (2014-2015) • Counterterrorism Surveillance (2012-2014) • Human Intelligence Program -InfraGard Program Coordinator (2008 — 2012) • White Collar Crime (Medicare Fraud) (2006 — 2008) • Assistant Legal Attache (2002 — 2006) • Criminal Matters (2001 — 2002) • Extra -Territorial Matters (2000 — 2001) • Assistant Legal Attache (1999 — 2000) • Extra -Territorial Matters (1996 — 1998) • Money Laundering/Drugs (1991 — 1996) • Bank Robberies/Fugitives (1990 — 1991) EDUCATION/TRAINING: • Certified Fraud Examiner (CFE), 2014 • Special Agent - Federal Bureau of Investigation Academy, 1990 • Diversion Investigator - Drug Enforcement Administration Academy, 1986 • BA in Business Administration & Management - Northeastern Illinois University, 1983 27 1984 —1985 1978 - 1989 JORGE CASTRO Regional Director j castro@kentservices.com Education/Training: B.S. Criminal Justice Administration, University of Phoenix, Fort Lauderdale, FL Prior Related Experience: Correctional Officer, Miami FL Auxiliary Police Officer, Florida Highway Patrol, Miami, FL Police Officer, Hialeah Police Department Private Investigator Director of Security, Securitas Director of Security, Allied Barton Federal Law Enforcement Officer, Department of Homeland Security — U.S. Coast Guard Mr. Castro began his law enforcement career in 1993 as a correctional officer in Miami, FL. In 1995, he served with the Florida Highway Patrol. Later Mr. Castro joined the Hialeah Police Department before making his transition into the private sector as a private investigator. In 2003, Mr. Castro began serving his country and is currently a 2"d Class Peet Officer Port Specialist with the United States Coast Guard Reserve. Mr. Castro's supervises six managers and more than 800 supervisors and officers. Jorge Castro has been a volunteer head football for the Hialeah Optimist Club & the Extreme Youth Football League organized and managed by the Orange Bowl Committee since June 2004. He has also been involved with Habitat for Humanity for the City of Miami since 2005. Responsibilities: • Conducts Site/Officer Inspections Quality Control — Contract Monitoring Ensures Client Satisfaction Develops Site -Specific Training • Implements Personnel and Procedural Changes as Needed • On Call 24 Hours a day, 7 Days a week 28 MIRLANDE MAZARD Operations Manager Summary Focused Operations Manager bringing 4 years of experience in day- to-day business operations management. Adept at liaising with clients to build rapport and drive retention. Focused on promoting safety to ensure the safety of client, employees of client, site location and all properties pertaining to site location as well as the safety of the officer. Skills Workforce training Multi -unit operations management Policies and procedures implementation Team Building/Leadership Customer service Experience September 2013 to Current Kent Security Services Inc. North Miami Beach, FL Operations Manager Manages * Special Taxing District posts with a combined total of 1,456 hours per week. * 34 Armed School Officer with a total of 7,200 hours during the school calendar year off 2018- 2019 *17 various City of Miami accounts that includes School Transportation Service Centers(Armed and Unarmed), Parks and Recreation , City Hall and a Police Subdivision facility with total 1600 combined hours per week. * School fire watch(armed & unarmed) that varies depending on the needs of the client. Hours may range from 40 hrs per week to 250 hours(multiple guards on a 24 hr shift) per week. Reviews daily financial reports and accounts to keep information current and accurate Assessed, optimized and elevated operations to target current and expected demands Completes Weekly payroll for an estimate of 150-200 security officers Recruits, hire and train security officers for each individual site location Maintains training for all armed and unarmed security officers 29 Kent Key Personnel GIL NEUMAN Chief Executive Officer Education/Training: B.S. Electrical Engineering, Florida Atlantic University Prior Related Experience: 1/ Over 20 years experience leading Kent Security Services From its humble beginnings as a business plan sketched out on a cocktail napkin, Kent Security today employs close to 2,000 officers who provide tens of thousands of hours per week of security services. Mr. Neuman has been at the helm of this family -owned business for over 20 years and leads Kent Security with diligence and pride. Mr. Neuman's early interest in technology provided him with the insight to steer Kent's future towards advanced technology in the early 1990s. Since then, Mr. Neuman's implementation of cutting -edge business and security strategies have made Kent Security one of the most established and largest locally owned security firms in Florida. He is also credited with being the driving force that positioned the company as a unique provider of security services to commercial properties, residential community associations, educational facilities, governmental agencies and high -profile, special events. Mr. Neuman is a firm believer in the importance of solid family values and these beliefs carry over into his professional life. Despite Kent Security's vast employee pool, each can expect a personal phone call from Mr. Neuman wishing them a happy birthday, congratulating them on reaching a milestone as a Kent associate, or just to extend a simple thank you for a job especially well done. Community involvement is also of paramount importance. Mr. Neuman generously donates to many causes and is on the Board of Directors for the Youth Crime Watch (of America) and Temple Kol Ami. He is a collaborator for the City of Miami's "Teach -Learn -Play" program and a member of The Dade County Association of Chiefs of Police. 30 LIZ MARTIZ Director of Human Resources lmartis@kentservices.com A performance -driven Human Resources Professional with over 18 years of experience in aligning business objectives with employee and management across business units. She possess extensive background in Human Resources affairs in planning, directing and coordinating human resources management activities of an organization to maximize the strategic use of human resources. In addition, the combination of MIS knowledge and HR expertise has been key to many HRIS successful implementations in her career. PROFESSIONAL EXPERIENCE Director of Human Resources Manager Museum of Science, Inc., Miami FL • Hired to support the HR operations in preparation for the Museum expansion. During her tenure, she managed the full implementation of the HRIS system, advice senior managers in employment laws to ensure compliance, automated the recruitment and performance review process, worked with President & CEO to design employee engagement programs to improve overall communication, created internal training to improve employees' knowledge and skills in the areas of Guest Experience/Customer Services and Safety and administer company benefits. Corporate Human Resources Manager Doral Bank, Miami FL • Supported business leaders with maintaining organization structure, employee relation issues, compensation, promotions, full recruitment cycle, and performance reviews. Implemented HR metrics to measure the success of HR initiatives, supported training initiatives and became a key contributor of the Oracle R12 HRIS implementation to streamline HR systems and processes between Corporate, Puerto Rico and US Operations. Human Resources Manager National Brands, Inc., Miami, FL • A strategic HRBP who managed all aspects of Human Resources for 12 companies nationwide. She provided consulting expertise to employees and management in employee relations, company benefits, workers' compensation, policies & procedures and worked diligently to streamline workflow and process. EDUCATION • Masters of Science in Human Resources Management • Bachelor of Science in Business Administration, MIS (Management Information System 31 TOM SOL BEN-HAYOUN Director of Business Development Tsol@kentservices.com EDUCATION The Interdisciplinary Center Herzliya (IDC), Israel (December 2015) LL.B. in Law and B.A in Business Administration and Accounting Honors: Contract and Patent Law CERTIFICATION 2016- CPA, Israel Accountants Council 2017- ATTORNEY, Israel Bar Association EXPERIENCE KENT SECURITY, North Miami Beach, FL Director of Business Development AYR — Amar Reiter Jean Shochtovitch, LLP — Tel Aviv, Israel Legal Intern Assisted attorneys with depositions, hearing and trial preparation for corporate, administrative law litigation, securities law, liquidation and debt settlements cases. (2017-present) NOX Group, Tel Aviv, Israel Manager Assisted in operations, by managing inventory. Managed payroll, hiring and employee training. Coordinated events on a weekly basis. (2016-2017) (2013-2015) Tel Aviv District Attorney, Criminal desk (2012-2013) Legal Assistant Assisted attorneys in trial preparation. Analyzed interrogation data. Provided legal opinions regarding criminal charges. Witnessed interrogation, both in court and out in addition to conducting appeals Citroen & Peugeot Service Center, Ashdod, Israel (2010-2013) Accounts Manager Managed suppliers, customers and business checking accounts. Gathered and organized all financial data. Prepared and presented financial reports to executive staff. Organized accounting and financial information in a new advanced IT environment. MILITARY EXPERIENCE Israel Defense Forces (2007-2011) • Military service as a naval officer with 80+ soldiers under my command. • Israeli naval spokesperson office. • Responsible for communications in emergency and high threat situations. • ICT officer -Responsibility spanned through seven different bases and their Information and Communications Technology systems and corresponding staff. • Underwater weapon systems technician. 32 5. Approach and Methodology to Scope of Services: 1) Describe Proposer's Approach and Methodology to providing the services to be performed. Kent Security Services has the experience, management and support to ensure that we will be able to preform the services describe in the RFP. As a current security service contractor to the City of Miami, Miami -Dade County, The Town of Miami Lakes, Miami Dade Special assessment districts and numerous other public and privately owned facilities, we at Kent have demonstrated ability to ramp up quickly and mobilize large teams if and when the need arises. Kent also has the ability to successfully transition large complex projects in short periods of time and to accommodate a wide range of project scope, size and complexity. Our special teams have worked in highly -elevated security environments and on highly -sensitive events i.e., four Super Bowls and have been requested to provide the same services during the upcoming 2020 Super Bowl event scheduled to take place in Miami Dade. Once the background checks and medical exams have been successfully completed, our compliance department confirms the licensing status and then applicant attends an eight -hour orientation on company policies, procedures and protocols. Then the applicant is sent for an interview with an Operations Manager to evaluate compatibility to a specific post and the security team currently providing services there. From there, a complete uniform supply and employee handbook is delivered and reviewed. Finally our senior operational personnel meet with and assign the new officer to a site specific training program where they then undergo a four hour on special district post order. This training prepares the applicant to pass the post order requirements evaluation under training supervision. Our recruiting efforts are not only focused on bringing new highly skilled and qualified individuals to our company, they also focus on identifying and promoting talented and driven individuals within our company. Kent Security has many internal candidates which are qualified to hold the positions of unarmed officers, armed officers, supervisors, Operational Managers, and Security Directors. All personnel files will be available to the City of Miami upon request. 33 Kent Service Approach Throughout The City of Miami, Kent will create a visible presence of security personnel to improve the perception of public safety and safeguard the residents, visitors, employees and property of The City of Miami. As part of its proposal, Kent will provide the following services, with a more detailed approach to methodology and implementation later in this proposal: • Site Supervisors, Level 1/2/3 Unarmed Security Personnel, 2/3 Armed Security Personnel, Golf cart. • Written activity and incident reports, maintenance requests, visitor logs as dictated by the post assignment • An Operations manager who will be required to meet with The City of Miami manager upon request • All uniforms, radios, rain gear, traffic vests, tool and equipment necessary to perform the required services • Rules and Regulations Manual for Security Officers • Project Manager to work with the Contract Administrator or their designee to review and/or develop Post Orders for all locations where Security Officers will be utilized. • A written, quarterly report of security incidents to the Contract Administrator Project Approach: Coverage and Security Operations I. Technical Operating Plan Kent Security proposes an operating plan that incorporates our experience management team of well -trained, empowered decision makers; the expertise of 30+ years of best practices in Post Order development, Quality Assurance procedures and digital Incident Reporting coupled with advanced technology that enables Kent' s management team to ensure post coverage and real-time guard tour monitoring, while allowing The City of Miami management teams to view a real-time dashboard, generate on -demand reports and obtain trend analyses over the life of the contract to see where efficiencies can be found. This comprehensive program will be delivered by Kent Officers who will represent the brand and image that The City of Miami requires. II. Key Pain Point Areas To Be Addressed By Kent Kent personnel have spent several months conducting extensive due diligence determining where possible areas of concern may arise and what pain points can proactively be addressed by Kent, should we be awarded the contract: • Kent will ensure that there are sufficient staffing levels at all times and will commit to having a talent bench of available employee, who are properly trained and vetted and tapped in at a moment's notice. • Kent will ensure that our attrition rates remain well below the national average for the Security Industry. We are proud that Kent employees, on average, stay 3 times longer with Kent than with most any other national security company. Our turnover ratio has always been at least 15% lower, on average, than the industry norm. 34 • Kent will conduct extensive background checks on any new hire, and re -check each employee multiple times per year in order to ensure that their record remains clean. As part of the background check, Kent will check employer references to ensure accuracy and that inappropriate behavior did not take place in the previous place of work. • Kent will ensure that there are no delays in responding to important job functions — such as the opening of the checkpoint gates that are not manned 24 hours a day. • Kent will ensure that each officer arriving on -site each day knows where they are stationed, how to get there, what their job duties and responsibilities are and who the Officer In Charge (OIC) is. Kent will ensure that each roving officer knows the site plan, how to get around most efficiently and in a manner that allows them to respond to requests such as opening of a gate as quickly as possible. • Kent will enforce a ZERO TOLERANCE policy for certain infractions (e.g. "sleeping on post") and a three -strike rule for other infractions. We believe in holding our employees accountable and ensuring that when our clients are unhappy with the performance of a Kent officer, that we either try to counsel the individual and mentor them, or we remove them for the site. • The Kent management team will encourage and foster the culture of teamwork between The City of Miami and the security vendor. Kent officers will understand that The City of Miami officers have a lot of knowledge and expertise to offer our on -site team and ensure that we are open to suggestions and opportunities for mentoring. Kent Time and Attendance Management Plan We believe that fail-safe systems need to be built with redundancies and using technological support. Kent utilizes several systems to ensure that Scheduling, Time and Attendance, and Payroll are accurately captured, actively monitored and continuously provided with oversight through real-time surveillance. These systems are the most sophisticated technology available to manage operations and provide efficiencies that are passed on to our clients — ultimately saving our client's money at the end of each budget year. I. Scheduling Accurate scheduling is a vital component of effectiveness and client satisfaction. Our automated scheduling system will provide The City of Miami with the most accurate and efficient scheduling available. The system plans who will work and when, and integrates with our training compliance tracking to ensure scheduled security officers meet the criteria required to hold the post, that they were trained and have the skills. Our employees are provided with their schedules more than one week in advance, so that they can effectively manage their time and personal commitments without compromising their professional lives and Kent' s service delivery. 35 II. Post WatchTM Post WatchTM ensures that Kent officers assigned to duty are on duty at the assigned post at the required start time. The City of Miami can benefit by knowing in real-time that Kent officers are: on -site at the contracted start times, properly trained and credentialed for the site post, and that the officer who was scheduled to work is actually the officer on -duty. We would be happy to demonstrate all available technologies during the question and answer phase. PERSONNEL SCHEDULING Manage your workforce efficiently with integrated scheduling. . Rol: aver d rnasterschedute acre le a Weekly schec'le essay, &suing time, r��ain i ling can act parameters & avuic:ng wage x ep. - Manage by exception & make changes to weekly work schedule yrresserr- Manage a•ertirne effectively by vrewirrgthe entire w+e&Jyschedule r;n advance- - Keep thorough, custarnized hiring information for eachjabsite. Streamline payroll & billing processes with ecc:rate, timely scheduling information. - Ersurethat schedrled employees meet past & compliance requirements. • .Address open shaft, overtime & scheduling c of ou;Aly with alerts. Ea'luate profitability & schedufingactivity wit interactive reports. On -the -go features trough eHub Employee SefF Ser ace on the Web & Mobile Supervisors can fill open Fogs, modiAy schedules & send sche Iles to ernpioyses. Emplq.ees can check the' r s Kerlules POST WATCH Monitor attendance and manage exceptions easily with Post Watch. • Get a snapshot of scheduling inforrnetion d rectlyfrom Persorinei Scheduling in WinTeam, TEAM's core financial aperatior+s & workforce management solution. Edit shifts, clock employees in or out, charge shift Wieser assign a different empk yee to a shift to keep operations running smoothty. Post Watch can also read clock-in/clock-out information from Tea miime, TEAM'S time and attendance solution. Stay updated nth real•time scheduling activity from the field. Revert open positions, posts with no clock -in time & posts with no dock -out time & take action net from the Post Watch screen. The utilization of Post WatchTM ensures that guards cannot report they are a gate or at a post when they are not physically there. We know this has been an issue in the past and we can assure you that it won't be with Kent! 36 III. Patrol Confirmation Tool- ProxiGuard Live With ProxiLive you will be able to monitor the on -site guard tours Online and Live! No limit for administrators to view and ensure high security level and guaranteed protection of your assets. ► Real-time ► Cloud system ► User friendly ► Advanced Reporting ► Multiple User Management SCAN •• QR-codes/NFC tags compatibility ••TEST Check. Guards' position' <:LHr• ••INCIDENT Send incident report (broken door. etc) MME •• Send image, text, voice & / add signature SOS •• Send SOS alerts - take — — immediate action PATROL • • Start -End a patrol tour ProxiLive has five reporting features: ► Basic Report ► Missed Scan Alert ► Daily Guard Duration Report ► Client Event Report ► Incident Report Client Events Report Client Miami World Center Sites MWC Patrol Type MME, INCIDENT Period 01/22/2018 00:00:00 - 02/01/2018 23:59A0 Total Events 153 01/22/2018 Events: 8 Type • MME MME MME • MME MME MWC Patrol MWC Patrol MWC Patrol Time Worker 08:35:33 MWC Rwer 090323 Rover One car parked in Paramount sales office parking lot. 090627 Rwer MWC Incident WC par« 1109:38 Rwer Director Wright began shift relieving supervisor Jackson. Performed vehicle inspection. Check Point 12150- Group Site Office 34346 - Sales Office 36545 - Demolition crew on site at Venture hive. Back gate open. Venture Hive The hangar nightclub on 11 th Street active. 36147 - Rwer 1404 Location 36147- Pa rO C15:4630 Rwer Exiting Miami World Center on route to EC background. Rover 1404 Location 37 Incident reports includes: ► GPS Location stamp ► 1 Photo Attachment ► 256 character description ► Guard signature ► Emailed to clients automatically Incidents Report Client Show All Sites Show All Workers Show All Period 02/01/2018 00:00:00 - 02/01/2018 23:59:00 Date 02/01/201801:26:47 Client fendi Site Chateau Ocean Worker 6(50000079 Description S/o Garcia noticed on 2/1/2018 at 1230 am that one of the lamps at the lobby was out. Reported to front desk for work order. IV. Kent's Overtime GuaranteeTM Incidents Incident / Misc Image Signature Overtime happens. It's the nature of the security industry. Kent understands its fiduciary responsibility to the client and to make sure that we help you stay on budget. Therefore, if staffing shortages produce overtime and are due to any operational challenges not met by Kent, Kent will not pass the overtime charges to The City of Miami. V. Worker Retention Program Kent agrees that we will evaluate and retain employees for a 90-day trial period. Upon a favorable review at the end of this trial period, Kent will offer high -performing guards a job. We cross -train officers to ensure that they have in-depth knowledge and experience in a variety of posts, locations and job requirements across all The City of Miami facilities. 38 2) Provide detailed plans addressing the following: a) A staffing plan that includes an organizational chart showing key management personnel and identification of onsite management, inclusive of the number of Security Guards and supervisors as reflected per the Specifications/Scope of Work section herein; At Kent, we pull from an infinite array of security and service solutions and integrate them to deliver the most manpower -efficient, operationally effective and ROI-rich program you'll find anywhere. Our company was created to improve the way things were done. This vision remains the core of everything we do. Kent Security is committed to constantly improving the performance and efficiency of the company by recruiting high caliber Security Officers, who are the best applicants available for the j ob Our recruitment personnel adheres to policies that reflects the needs of our clients as well as internal policies. During the application process, applicants are required to complete Form I-9 to verify their identity and employment authorization. Acceptable documents are requested to verify their eligibility to work in the United States. All Security Officers undergo a criminal background checks to identify applicants prone to unacceptable workplace behavior. This tool allows us to identify potential hiring risks for safety and security reasons, giving us the ability to provide clients with high caliber Security Officers. The Human Resources staff evaluates the results on a case -by -case basis. Kent is currently the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas just to name a few. 39 Kent Organizational Chart Gil Neuman CEO/President Erika Tejeda Executive Assistant Orly Alexander CFO Camille Flores Legal Assistant Tom Sol Ben Hayoun Director of Business Development Business Development Associates Vivian Cheung Controller Accounts Payable Ina Gegoutchadze Payroll Mgr. Staff Accountants ) Payroll Jenny Borrero Accounting Mgr. 40 A/P AjR Stuff Accountant Liz Marts Director of HR Compliance Benefits HR Recruiter HR Assistant Kent Organizational Chart for the Operations of The City of Miami Gil Neuman CEO Nelson Barbosa Director of quality, training and compliance 4.1 Road Supervisors Quality Assurance Managers r Jerry Tollefsen VP of Governmen Affairs Jorge Castro Regional Director 1 t Mirlande Mazzard Operations Manager Kent Site Supervisor Kent Security Officer Kent Rovering III Officer 1 Kent 24/7/365 Central Command and Dispatch 41 Miami -Dade County Regional Director Each Kent Security office is supported by Regional Managers who is the empowered decision makers overseeing that area' s regional office. This individual holds the Account Manager accountable and supervises strategic processes and approaches and works hand in hand with the Project Executive and Project Manager. Operations Manager On each functional area and geographical area will be assigned an Operation manager who will supervise and support all posts, access points and positions on site. This individual will attend to any matters that arise and be in a position, working with the Assistant site Manager -On -Duty, to respond to an event, incident, escalation or otherwise. Site Supervisor At each post, terminal, traffic control position where there are multiple officers stationed, there will be a Site Supervisor assigned. Kent Site Supervisor will work hand -in -hand with the City of Miami Supervisor to ensure that operations run smoothly and that there is always at least one point - person who is designated to provide direction and make decisions during the course of the operations. Value -Add On: Road Supervisors/Quality Assurance Managers At no additional cost to the City, the Kent corporate operational methodology is to retain a staff of dozens of Road Supervisors, whose function it is to conduct randomized quality assurance control, and to visit each client site at least once per shift after normal business hours. Relationship with Law Enforcement Entities Kent' s managers and executive are individuals with strong ties to law enforcement. This means they understand the importance of security officers providing a uniformed presence in order to deter crime and to act as an extension of the law enforcement team. However, while acting as an extension of the team, Kent officers understand the line between what their job functions are and what j ob functions need to be handled by law enforcement. Kent will work hand -in -hand with ther City of Miami, to ensure that the relationship remains strong, that open lines of communication are maintained and that suggestions and requests are implemented. Kent Security Officers What differentiates Kent from other service providers is our unique ability to attract the best talent; our possession of the best tools and training; our access to the most advanced technology; and our ability to answer to clients first, rather than to shareholders. Our extensive experience spanning over three decades has led us to the development of the most advanced and forward -thinking best practices in the industry. 42 Kent Services is supported by a seasoned Human Resources team that has successfully transitioned projects of similar scope and size. We understand that our success is directly related to the capabilities and quality of our staffing Plan. Internally, we will look to current, proven on -site employees who are looking for a new opportunity to shine, excel and grow. We will deploy a detailed project management approach in order to achieve the objectives in the most cost-effective and efficient manner. Our approach to any start-up or transition process is a combination of a strong organizational structure with a definitive, detailed operation plan. We will assemble an elite team that will launch this account and ensure that each step of the process is attended to. Staffing Plan Kent Security will take multiple steps in order to meet the staffing requirements for each facility of this The City of Miami contract, using our proven processes and methodologies to attract and identify the best officers: • Retention of Current Staff. We will work with the management team at the County, to analyze the qualifications of the incumbent personnel who wish to remain on the new contract. They will be placed to maximize their experience. We will then screen this select group of personnel to ensure they meet the same rigorous requirements, background and screening standards that Kent requires of them. We will all make sure that their security licenses are up-to-date, that they are background checked and that they pass a drug test. • Internal Recruiting. Kent Services will look within our organization and hand -select the top personnel who are looking for new career opportunities or career advancement and who have proven themselves to be valuable members of our team. • External Recruiting. We will recruit and screen the best candidates using our proven recruitment expertise to advertise, attract and assess the top applicants to fill the staffing profile required to staff the City's facilities. Immediately following the awarding of this contract, Kent Security will implement a comprehensive staffing strategy to address retention and acquisition of qualified personnel. Identifying and assessing retainable staff is a primary task. The incumbent work force will be invited to Open House events at near -by off -site locations providing immediate opportunities to meet Kent managers and staff, learn more about Kent and provide our recruiters with an opportunity to distribute information and collect resumes. A number of events on different days will be planned to ensure incumbents have an equal opportunity to ascertain their personal work choices. While every effort will be made to hire the qualified and capable incumbent work force, Kent will also be screening candidates from our local workforce and internal workforce. Kent Security has an excellent reputation for successful transitions of accounts big and small, even under the most difficult conditions, challenging timelines and requirements. We have a demonstrated history of seamless transitions for our clients that are similar in scope and size to the Miami -Dade County. 43 b) A technical operating plan describing the operating policies and procedures to be employed for the management and/or operation of all security services, the Proposer shall also describe its approach to financial management and administrative policies and procedures; Recruitment Policy and Plan Kent Security is committed to constantly improving the performance and efficiency of the company by recruiting high caliber Security Officers, who are the best applicants available for the j ob Kent Services recruitment personnel adheres to policies that reflects the needs of our clients as well as internal policies. Our company is proud to be an equal opportunity employer. We are committed to recruit without discrimination and harassment of any type without regardless of race, color, religion, age, sex, national origin, genetics, protected veteran status, sexual orientation, marital status, disability, or gender identity or expression, or any other characteristic protected by federal, state or local laws. Purpose The purpose of this procedure is to increase efficiency in hiring and retention. The steps below are recommended in order to ensure consistency and compliance in the recruitment and selection process. Scope Kent Services is committed to employing, in its best judgment, the best qualified candidates for approved positions while engaging in recruitment and selection practices that are in compliance with all applicable employment laws. It is Kent's policy to provide equal employment opportunity for employment to all candidates and employees. Responsibilities Hiring Manager (HM) — The hiring manager identifies hiring needs, develops and/or updates the job description, prepares and submits documentation to Human Resources. In addition, the hiring manager will schedule job interviews and conduct interviews showing good faith efforts to broaden diversity. To ensure a successful hiring process, the hiring manager must work closely with Human Resources to develop a recruitment strategy. Human Resources — Works closely with the Hiring Manager to ensure compliance with the proper procedures and documentation. Human Resources will initiate the hiring process in the Applicant Tracking System, post open position on selected job boards, works with hiring manager in the selection of candidates, conducts background checks and drug screenings, predictive index assessment, notifies interviewees not selected and issues offer of employment. 44 Procedure Step 1: Identify Hiring Needs New Positions - When a new position is needed, it is important to understand and take into consideration Kent's goals and those of the department. Taking into consideration the changes that may impact this role is also important. To help identify gaps, conduct a quick analysis of the skill set missing in the department and/or company. Evaluate the core skills required now and those which may be needed in the future. Newly created positions required approval from the CEO. Replacement — Before contacting Human Resources to advertise of the position, review the role and decide if there are any changes required as certain tasks and responsibilities performed by the previous person may not or should not be performed by the new person. Step 2: Develop a Job Description • A Position Summary. This is a statement summarizing the position's essential functions and its role in relation to supporting, administering, or managing the activities of the department or company. • The Essential Duties and Responsibilities. They describe the duties and responsibilities of the position. A job function is considered essential when the performance of the function is the purpose for the position. Typically, an essential function occupies a significant amount of time of the employee's time and required specialized skills to perform. By accurately describing the essential functions of the job, job seekers will have a clear understanding of the role and your expectations for performing them. Things to consider when developing essential functions for the position: Functions of the job which are critical for the position are arranged by importance and percentage of time spend Complexity levels and authority for the role should be described to help attract the appropriate level of qualified candidates Essential tasks listed should be inter -related to the accomplishment of the essential function. • The Qualifications (Background and Education) of the job. They support the accomplishment of the essential functions. They must be relevant and relate to the duties and responsibilities. Qualifications can be listed here as they can be used to narrow down the pool of candidates. These skills, knowledge, abilities and competencies can describe a more proficient level at which the essential functions can be performed. • The Physical Requirements. It describes the physical demands of the position that must be met by an employee to successfully perform the essential functions of the job such lifting, repetitive bending, reaching, etc. You can also include the overall working conditions such as hours of work. Make sure that force and frequency requirements are based on objective measurements rather than subjective assessments or guesses. 45 Adding a disclaimer language to the job description serves as a reminder to employees and applicants that the description is subject to change. For example: • Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time, or • This job description is subject to change at any time. Step 3: Documentation Hiring Requisition form To initiate any action for an open position, an approved Hiring Requisition form is required. This will be utilize for a newly created position and a replacement. The Hiring Manager submits the approved Hiring Requisition along with the job description to Human Resources. Step 4: Job Posting & Screening Candidates Human Resources will work with the Hiring Manager to determine the most effective method of recruitment and selection, including job posting. A variety of recruiting sources (both internally and externally) should be utilized to attract candidates such as: • Kent's website — KentSecurity.com • Online job boards (Indeed, ZipRecruiter, Career Builders, Google Jobs, others) • Social media (Facebook, Linkedln, Twitter and Instagram) • Security Schools • Job Fairs • Employee referrals Human Resources will post the position and submit resumes of qualified candidates to the hiring manager. They will work together to identify the most suitable candidates for interviewing. Human Resources will phone screen candidates to obtain information such as availability, salary requirements, special position requirements (e.g. ability to perform shift work), and other preliminary information needed. Human Resources will share the phone screen findings with the Hiring Manager and develop the short list. Once the shortlist has been determined, candidates can be contacted for the interview. Step 5: Conduct Interview The interview is the single most important step in the selection process. Therefore, it is important to properly prepare for the interview as this is the opportunity to evaluate the candidate's skills and validate the information the candidate has provided in their application and resume. • Hiring Managers are responsible for conducting timely, and effective interviews. • Hiring Manager will schedule and conduct job interviews for Security Guard positions. • The Human Resources Director along with the Hiring Manager will interview for all corporate positions. • A predictive Index may be giving to corporate candidates. • The HR department is available to advise Hiring Managers on interview techniques and final candidate selection. 46 Interview questions should be relevant to the position, performance based and seek information specific to the skills and abilities of the candidate. Interview questions not pertaining to the current requirements of the position are not to be used. Step 6: Candidate Selection Upon selection of the final candidate, Human Resources will conduct the background check and drug screening. Once the results are received, if applicable, the Hiring Manager and Human Resources will collaborate to develop an appropriate offer of employment, which will include hire date, job title and salary. All Security Officers undergo a criminal background checks to identify applicants prone to unacceptable workplace behavior. This tool allows us to identify potential hiring risks for safety and security reasons, giving us the ability to provide clients with high caliber Security Officers. The Human Resources staff evaluates the results on a case -by -case basis. Applicants may be disqualified if the results reflect unacceptable behavior such as felony, sexual or domestic violence convictions and dishonorable military discharged. During the selection process and/or onboarding, applicants are required to complete Form I-9 to verify their identity and employment authorization. Acceptable documents are requested to verify their eligibility to work in the United States. The Human Resources department will extend the offer of employment to the selected candidate and initiate the onboarding process. Candidates not selected will receive a Thank You letter, also known as Candidate Rejection letter from Human Resources. Step 7: Preparing for Newly Hire Employee If the candidate accepts the offer of employment, we will begin preparation for the employee first day of employment. The Hiring Manager will work closely with Human Resources to prepare for the onboarding process and all the items for a successful first day of employment. Before arriving to a new post, newly hire employees must have or should know the location of: • Post Offer with details information of the post (name, address, contact person, etc.) • Employee orientation • Uniforms - A high standard of personal presentation is required from Security Officers at all times. Uniforms will be issued in accordance with the role and post • Post Orders • Emergency procedures • Training related to the post. Additional training will be provided throughout the year. • Active Class D Security License which must be carry while on duty. • Kent identification card which must be carry while on duty. • Equipment such as proxy phone, radio, keys, lock box code, passwords, others. 47 Additional onboarding responsibilities for Human Resources on the Onboarding Procedures. Main Requirements for Security Officer: • High school diploma or equivalent. • Must be a minimum of 21 years of age. • An active Florida Class D Security License is required. • Proficient in English; able to read, write and communicate orally. • Must possess a valid driver's license if driving company vehicles. • Based on the position and/or post, Security Officers may possess: ✓ A minimum of 3 or 5 years' of experience. ✓ Prior military or law enforcement experience. ✓ An associate or bachelor's degree. ✓ A combination of the above. • Good communication and customer service skills. • Able to multitask. • Able to stay calm under pressure. Managing Security Operations Kent has created an environment in which employees are able to share concerns or obstacles they're facing to increase loyalty and higher retention rates. Our conflict resolution policy allows security officers to follow a procedure to resolve problems, misunderstandings and frustrations that may arise in the workplace, which positively impacts both performance and retention. Operations Manager and Security Officers develop a positive relationship from day one in order to keep Security Officers motivated. In addition, Operations Managers visit sites periodically to continue to develop a working relationship that will play an important role in improving working conditions not only for the Security Officer, but for the client as well. Similarly, Road Supervisors conduct routine site inspections. The goal is to maintain our security officer fully engage with their work. Kent proudly offers training and development opportunities to our employees through various methods. Training not only improves their knowledge and skills, it makes them feel confident in their job role, allowing them to deal with any situation. With training, we expedite acquisition of knowledge, skills, and abilities required for effective job performance. Furthermore, with training and development opportunities, employees are more likely to feel valued if they are invested in and therefore, less likely to change employers. At Kent, employee retention begins on the employee's first day of employment. The training and support we provide from day one sets the tone for the employee's tenure and boosts job satisfaction. • Onboarding and Orientation — on day one, new hires are scheduled to participate in a mandatory orientation, which includes company policies and procedures, including security procedures, company culture, time management and payroll instructions, company benefits, expectations, uniforms, security license, ID badge, post orders, use of equipment, among other things. 48 • Mentorship — new hires are paired with Supervisors and/or Post Captains during their first day of employment for training purpose and to get them a custom to their new working environment. At any given time, employees are encouraged to solicit the guidance of managers, supervisors and veteran employees who possess a wealth of knowledge and resources. • Communication and feedback — We have established an open door policy to encourage open communication, feedback and discussion about any matter of importance to our employees. In essence, it fosters an environment of collaboration, high performance, and mutual respect among management and employees. • Recognition Program — We have instituted a recognition program for employees who go the extra mile and share how their hard work helps improve Kent and/or the client. Recognition can come in the form of an email, a gift card, movie tickets or a pay day off. These forms of recognition allow our employees to feel appreciated for the hard work while helping with retention. 49 Employee Benefits Once Kent finds the best candidate for the position we provide the following benefits to ensure a positive retention rate with the officer. • Health Insurance: Fully compliant with ACA, Kent pays 60% of an employee's Health Insurance monthly premium providing full coverage for each employee. Major medical health insurance is offered, which includes prescription drugs, hospitalization and alcohol and mental riders. • Other Insurance: Supplemental insurance plan, managed by UNUM. It includes benefits such as Hospital Indemnity policy, Critical Illness policy, Accident Policy. • Dental Insurance plan offered. • Vacation: After 1 year, employees earn one (1) week paid vacation. After 4 years, employees earn two (2) weeks paid vacation. After 8 years, employees earn three (3) weeks paid vacation. • Paid Holidays: All employees are eligible to be paid for six (6) national holidays. Guards scheduled to work on these national holidays will be paid time and half. Holidays include: Labor Day, Memorial Day, New Year's Day, Thanksgiving, Christmas and Fourth of July. • Retirement Plan: 401(k) with 100% employee match after first 180-day employment. untm XAetna t'HUMANA 50 Uniforms Kent Security can offer a variety of uniforms for The City of Miami to choose from. We can also co -brand the uniform so that is clear that our guards are not just security guards, but an extension of The City of Miami brand. A high standard of personal presentation is required from employees at all times while on duty. It is expected that items of personal hygiene are attended to daily and all clothing is clean, neatly pressed and in good condition. Kent will provide each guard with standard Kent uniform includes a blue button-down shirt and navy blue pants. Kent will also provide an alternative pants/shorts for those tasked with bicycle patrols, a winter jacket for cold weather, and a hat allowing for sun protection for outdoor posts. Uniforms Deposit Kent employees are requested to wear Kent designated uniforms during time of employment. To account for costs, Kent respectfully deducts the cost of the uniform from employee pay, as a deposit. Our deduction procedure calls for small deductions over time to ensure that employees are not unduly impacted by such deductions. As a result of Kent asking employees for a nominal uniform deposit, they are entitled to exchange uniform and as for more, if needed. After employees leave the Kent family, the uniform deposit will be refunded upon return of their uniform, less a usage fee of forty dollars. 51 Performance Remediation Plan Employee retention is a challenging goal for the security industry. Our company has been able to effectively reduce turnover rate by offering: higher than industry standards wages, superior training for all security officers, a vacation package, a comprehensive employee health and dental program, and a company matching 401K savings program. Kent Security corrects poor performance through fair and impartial discipline designed to correct the employee deficiency and improve performance. This administrative action is then followed, if necessary, with in-service training conducted by a site supervisor. The field supervisor then evaluates the progress made by the employee and reports said progress to the Operational Manager. Kent Management and Administrative Approach FINANCIAL MANAGAMENT For accounts payable, invoicing, time -keeping, payroll, cash management and financial audits, Kent Security uses an in-house computerized cost -accounting system called WinTeam Software (www.teamsoftware.com) that allows us to accurately track costs on a client -by -client and post -by -post basis. PAYROLL MANAGEMENT Kent Security uses WinTeam Software for scheduling and payroll processing. Use of WinTeam Software results in fewer payroll discrepancies and accurate pay for our officers and support staff. HUMAN CAPITAL MANAGEMENT Kent provides recruitment, hiring, employee -benefits processing, labor relations, employee development and recognition programs. The Human Resources module of WinTeam (HR Tracker) allows Kent Services to ensure all of our security professionals meet and/or exceed the qualifications and proper training required in the scope of work, prior to their assignment to any post. STRATEGIC SOURCING Kent provides purchasing of uniforms, security equipment, vehicles, radio communications, computers, office equipment, disposable supplies, or security technology. Our experience in outfitting large projects has enabled us to develop ongoing vendor relationships, which ensure available vendor credit and the best pricing. INFORMATION TECHNOLOGY & TECHNOLOGY Kent provides our guards with the latest state-of-the-art technology, including smart phones and tablets. We also provides support in procedures and manual development, digital reporting, and web -based portals for real-time viewing of each guard, on -demand reports and trend analyses, and the ability for cloud -based storage and redundancy of all data and key video footage related to incidents. 52 Employee Management Plan Our local managers are empowered decision makers who understand the unique needs and challenges of The City of Miami. These managers routinely deal with scheduling, coverage for sick days, uniform ordering, training compliance — all the operational components that make up a seamless security program. Kent has more than 30 years of security industry experience, with our national human resource network supporting the local management teams. Our managers set high standards for service; standards that are maintained through continuous and effective supervision. Quality Assurance We understand that Quality Assurance (QA) inspections help us meet our contracted obligations and hold our managers and on -site employees accountable for the levels of service they provide. Kent will inspect the security services at each of The City of Miami facility on a randomized basis and make the scorecards and reports available to your management team. QA Inspections offer the opportunity for management to work with security officers, providing hands-on training, mentoring and supervisory support. It measures whether or not the on -site team is demonstrating proficiency at their duties, while they are under close observation. We find that inspections often time provide our staff with positive reinforcement and feedback, which promoted communication amongst field personnel. The results of inspections are used to help us identify best practices and/or areas of improvement that ultimately results in better service. Administrative Processes and Procedures: Post Orders Post Orders are the definitive guide for day-to-day activities of the entire account, for each post and position. Our Standard Operating Procedures and customized post -orders are the backbone of our operations at The City of Miami facilities. As part of our transition process, our Director of Start -Up, along with your Account Manager and Director of Security, will customize, implement and update the SOPs and post -orders. Completed Post Orders are then digitized and available on-line, on our officer' s tablets and through Kent Guard TourTM. The Post Orders are searchable so that when troubleshooting, our officers or support staff can easily find the information they are looking for, as well as a step-by-step guide of how to proceed. Post Orders are reviewed quarterly to ensure that they are updated and that any changes required are completed, communicated and discussed at our training/staff meetings 53 STANDARD OPERATING PROCEDURES AND POST ORDERS BINDER • Introduction to The City of Miami and specific posts • Security Basics • Access Control • Patrol Procedures • Kent Organizational Chart & Contact Information • Facility Organizational Charts & Contact Information • Emergency Notification List • Site -specific Emergency Reference Guide & Procedural Checklist • Site -specific Post Orders • Templates and Samples of Kent Reports (Daily Activity Reports, Incident Reports, Vehicle Inspection Reports, etc.) Kent Security has established an Internal Quality Assurance Department that is charged with the responsibility to review field operations for compliance with corporate policy, regulatory requirements and operating procedures. The audit program is a support function that assists each District office and operating unit in their compliance efforts, and helps to protect the assets of the company. To assist with compliance efforts, the QA Department has provided a manual titled QA Audit Control Criteria and Related Policies. This publication defines the areas that will be audited, and provides specific audit criteria and audit point values. Administrative Processes and Procedures: Operational Audits Kent's Operational Audit (OA) process involves a thorough review of each departmental and divisional operating procedures and internal controls. The process deals with broad performance issues, focusing on whether funds and resources have been economically, efficiently and effectively managed on behalf of our clients in order to fulfill our missions and objectives. Our OA process includes elements of a compliance audit, financial audit and an information systems audit. In particular, management audits examine and report on matters related to any or all of the following: • the adequacy of management systems, controls and practices, including those intended to control and safeguard assets, to ensure due regard to economy, efficiency and effectiveness; • the extent to which resources have been managed with due regard to economy, efficiency and effectiveness; • the extent to which programs, operations or activities of an entity have been effective. 54 Key Components to Kent's Internal Audit Process 1. Scope- The first step would be to work with The City of Miami and the SAD teams to customize the scope and objectives of our audit. It is also necessary to decide the exclusions to the scope. 2. Set audit objectives -The second step would be to set audit objectives as it pertains to The City of Miami accounts and define what our Key Performance Indicators are, which are unique to this account. Appropriate audit evidence can be gathered only when objectives are clear. Three elements need to be identified - criteria, cause and effect. They will be concerned with whether the operating objectives will be met. Then, we will review and update the audit objectives after the preliminary survey. 3. Set scope- To manage expectations on what will be achieved by the audit, Kent will communicate what will and will not be included. 4. Gathering information- The sources of information will be: • Operating standards • Organizational chart • Nature of operations in each position • Operating reports • Senior management • Prior audit papers, if available • Internet • Industry, trade journals and publications • Files and papers 5. Benchmark Survey- A preliminary survey is essential in order to gain a working knowledge of the operation to be audited, to logically investigate and evaluate all information, including: • Information on overall business operations • A questionnaire for discussions with staff • Interviews with key operators • The objectives, goals, and standards of the operation • Initial opportunities for improvement • An understanding of the inherent risks and internal controls • Learn about the people performing the operation — key personnel, job descriptions, evaluation methods • Physical inspection of operations • Focus on possible cost savings from inefficiencies • Presentation of the survey results • Audit plan - time, resources and expertise required, audit program, audit tests and identify audit risks 55 6. Review of Internal Controls- To determine what level of reliance can be placed on internal controls. This step takes place throughout the audit process. Methods to review would include: • Responses of interviewing staff to control questions in the Internal Control Questionnaire would indicate areas of control weakness to concentrate on • Prepare flow charts or narrative descriptions • Walk-through and limited system testing • Evaluate policy and procedures manuals 7. Results of Internal Control Review- This will provide information regarding: • Identification of the controls that the auditor will rely on during detailed testing • Analysis of the controls • Evaluation of the appropriateness of the controls • Risk Assessment 8. Existence of controls- Kent will consider whether there are any factors, which might render controls ineffective, such as: • Accidental or deliberate avoidance • Management override • Inadequate Backup and recovery • Environmental impact • Access control over computer systems • A re -analysis of risk and budget time will need to be done at this stage 9. Detailed Testing- Kent will carry out sufficient audit tests of compliance and substantiation to gain sufficient evidence on the objective of the audit. The testing is aimed at significant controls that have previously been assessed as adequate to evaluate their effectiveness, and those controls assessed as inadequate to verify that the required results are not being consistently achieved. 10. Compilation of Findings/Report- Kent will present The City of Miami with a report that will inform the management of the issues or opportunities for improvement and provide constructive means of achieving the goals. Administrative Processes and Procedures: Compliance Audits Kent understands that in order to maintain our licensing with the Florida Department of Agriculture and Consumer Services Division of Licensing, we must abide by specific rules and regulations. Audits in these areas include verification that each of our employees are in compliance with the established guidelines. Compliance audits include compliances with: • Laws and regulations • Policies • Standards • Contracts 56 Kent's Road Supervisors visit each post, on random shifts to ensure that each officer has the correct uniform, badging requirements and current licenses The Kent Security management team ensures consistent quality work performance and immediate response to the site resource needs and problems through their resolution through the use of our corporate quality program. Our quality program is based on our corporate wide implementation of our 6 Sigma Process to ensure continuing improvements in quality, service, productivity and schedule. Kent Security has a management team that can lead the effort to measure, analyze, improve and control our business processes to meet ever -rising customer expectations. We implement our contracts based on our corporate quality plan implemented at the project and task level through project specific quality assurance programs. Quality Management is performed outside of the direct program or project manager and reports directly to the District and Account Managers. It includes instruction to ensure effective execution of all phases of a contract roll-out/project; process design, procurement, implementation/transition, benchmarking, testing, training and maintenance. This program is applied to projects on an ongoing basis and ensures that adequate and accurate execution and management systems, document and data control, purchasing and equipment procurement, work process control, testing and training are performed consistent with Kent Security and The City of Miami standards. The Project Quality Plan is a fully contained Quality Control Program that includes process management and repeatability, quality assurance, quality control and quality related configuration management. Kent Security implements its Quality Program to ensure that established security system design standards are properly implemented, measured and met. The Contents of the plan include: Quality Control Program Principles Quality Program Purpose Quality Control Program Business Processes and Procedures Organization — Project, Quality, Division reporting Quality Officer Responsibilities and Authority Supervisory Program Post Orders Quality requirements and responsibilities Effective Reports Non-conformance Process Quality Program Monitoring and Corrective Action Process Project level implementation, inspection, acceptance, reporting and closure 57 Kent Performance Survey- Miami -Dade County Public Schools Pursuant to a Kent Security 2018-2019 school year armed security officer performance satisfaction survey, submitted to each of the 34 Miami -Dade County Public Schools principals we represent, attached you will one of the positively overwhelming number of responses our company received as well as a personalized letter from Mr. Heraut Vixamar, Assistant Principal at Madie Ives K-8 Preparatory Academy. it KENT ONE SOURCE, kNIFINuTE SOLUTrONS. Kent Security School Survey Miami Dade Public Schools 1. The efficiency of the Security Officer(s) carrying out their duties? 6''Excel Lent r G• ood r A• cceptable r Needs Improvement r U• nsatisfactory ✓ Not Applicable 2. Kee Security overall impact on the school? Excellent ' G• ood A• cceptable ✓ Needs Improvement ✓ Unsatisfactory • Not Applicable 3. Level of safety with armed guards at your school? `Excellent r G• ood r A• cceptable " N• eeds Improvement r Unsatisfactory N• ot Applicable 4. Students and parents perception of armed guards a t the school? ‘r/ Excellent r Good Acceptable ' Needs Improvement U• nsatisfactory Not Applicable 5. The Security Officer(s) appearance? Excellent ✓ Good ✓ Acceptable ✓ Needs Improvement r U• nsatisfactory N• ot Applicable 6. The competency of the response Security Offrcer(s)? C/rExcellent r G• ood ✓ Acceptable r N• eeds Improvement r Unsatisfactory ✓ Not Applicable 7. Tfle overall level of service provided? Excellent r. G• ood r A• cceptable Needs Improvement U• nsatisfactory c. N• ot Applicable 58 S. How likely are you to recommend Kent Security to other schools? root � I II Al e likeq .o ✓ likNr. la. 9. If you have rated the Security Service as Unsatisfactory or Needs Improvement for any of the above, please specify your reason(s) for this below 1D. Anything else you would like us to know? *cer l,upeti is cal e(qlrho eil ch6'cer w]lno Wt. 4,10k4401 61nue. f h fur 11C 2019—?0ao. PI ei9.. 41t ` n'e k4 rn Il.. Name of your school? I),.Mawr; C. rreirwE giving cur stld r.Es they:world Suppria0046of of'4040o/s Agypft6M. Carvalfo May 31. All To whom it may concern ct,rrrtySchrsar oam tr l;aW ace) S. Potelrma, GYralr. Pe Maria F z, trios, Cfiorr tit- t +y eenrirch s-P ail Sate Y Gasrrtfo Or Stigma &port Ps/Ai urea H rn'rnan Or. Moitthi 4cep Lu5$y elaiaf-o 64.161 Teia F& rs It is indeed a pleasure to write letter of recomnncadationfor Mr. Benirt Vixitmar. As anAttistant Princ4l at Madie Ives K-S Preparatory Academy, I had the pleasure of observing slid Irking with Mr. sake the first day of school, August 20, 20Ig. Security is an essential part of the school's daily operation, and Mr. Vixarrier is one of the most thorough and dependable people working here. Mr. Vixatnar never misses his patrol rounds, cafeteria supervision, and arrival and dismissal assistance. 1-le has an extremely strong sense of dedication, never misses a clay of virork, and is always comprehensive in his sectrrity checks around the school grvamds. Mr. Vixenar is one of the most reliable people 1 bow. Overall, he dues a consistently excellent job and we are extremely lucky to have him here as Madie Ives K-8 Preparatory Academy If you have any questions, please do not hesitate to r vralact ore. Dr. exandre Lichtnan Assistant Principal media tVe.9 K Proparator}' Academy =2U7777 JQE 14* St • hoof i. FI. 39179. - Dcbvrah J6hosor •ArV &O Piirrer¢sl 305-651-3455 - 306-77O-3740 i(FASQ .inaMekesdiel 59 c) A transition plan from the current security personnel services agreement in order to ensure a seamless transition inclusive of a plan for the retention of qualified employees as stated in Section 2.17 (not applicable to the incumbent); and As mentioned previously in this proposal, Kent is the main security provider for the City of Miami, proving security services to the City since April 2007. Therefore, Kent transition will be seamless as we already providing security services for the facilities outlined in this RFP. In order to compline with the requirements on this RFP, below is Kent's transition approach: Kent Transition Approach: 30- Day Transition Plan As the current security provider to several large-scale, complex accounts, that have multiple facilities and locations, Kent is in a perfect position to provide services for a dynamic account like the City of Miami and its special assessment districts. We are familiar with the geographic location, demographics and unique challenges that face The City of Miami. A key component will be worker retention. We want to provide every employee an opportunity to transition to Kent. Displacement of workers is not beneficial to our clients or to Kent. We will work with The City of Miami staff to finalize a plan. Kent Services is supported by a seasoned Human Resources team that has successfully transitioned projects of similar scope and size. We understand that our success is directly related to the capabilities and quality of our Transition Plan. Our team will generate hundreds of qualified applicants within the first weeks of advertising for a position with our company. Internally, we will look to current, proven on -site employees who are looking for a new opportunity to shine, excel and grow. We will deploy a detailed project management approach in order to achieve the objectives in the most cost-effective and efficient manner. Our approach to any start-up or transition process is a combination of a strong organizational structure with a definitive, detailed operation plan. We will assemble an elite team that will launch this account and ensure that each step of the process is attended to. 60 DISCOVERY Understand your needs, your business and your clients. 11_1f1:lot _:il 111 _lam "`JU1J1:, 111/J1U1 Iltga Patr s5fe _ON !)- rn.'efrte pparametersgs i v v fl81l I fafiony beship PLANNING Build a project plan, set deadlines and identify stakeholders. The following five stages outline the phases of the Kent Services 100-Day Start -Up Plan: Description Step 1 START UP Project manager ensures that the requirement phase and all administrative tasks are complete. Step 2 PLANNING/ TRAINING Project Manager will create a comprehensive schedule coupled with key training milestones ensuring that Scope of Services is complete. Step 3 EXECUTION Coordination of people and resources to carry out the Project Plan and ensure that quality service is delivered. Step 4 QUALITY ASSURANCE Kent will put our Quality Assurance Plan in place, with our dashboard technology and deploy the Standard Operating Procedures (SOPs) to ensure that our officers' performance meet and exceed Miami -Dade County's expectations. Step 5 TRANSITION Staffing Plan Project Manager will ensure that the transition from Start -Up to full operational capability has been completed and that benchmarks are put in place to continuously ensure quality service is delivered. Kent Security will take multiple steps in order to meet the staffing requirements for each facility of this The City of Miami contract, using our proven processes and methodologies to attract and identify the best officers: • Retention of Current Staff. We will work with the management team at the County, to analyze the qualifications of the incumbent personnel who wish to remain on the new contract. They will be placed to maximize their experience. We will then screen this select group of personnel to ensure they meet the same rigorous requirements, background and screening standards that Kent requires of them. We will all make sure that their security licenses are up-to-date, that they are background checked and that they pass a drug test. • Internal Recruiting. Kent Services will look within our organization and hand -select the top personnel who are looking for new career opportunities or career advancement and who have proven themselves to be valuable members of our team. • External Recruiting. We will recruit and screen the best candidates using our proven recruitment expertise to advertise, attract and assess the top applicants to fill the staffing profile required to staff the City's facilities. Immediately following the awarding of this contract, Kent Security will implement a comprehensive staffing strategy to address retention and acquisition of qualified personnel. Identifying and assessing retainable staff is a primary task. The incumbent work force will be invited to Open House events at near -by off -site locations providing immediate opportunities to meet Kent managers and staff, learn more about Kent and provide our recruiters with an opportunity to distribute information and collect resumes. A number of events on different days 61 will be planned to ensure incumbents have an equal opportunity to ascertain their personal work choices. While every effort will be made to hire the qualified and capable incumbent work force, Kent will also be screening candidates from our local workforce and internal workforce. Kent Security has an excellent reputation for successful transitions of accounts big and small, even under the most difficult conditions, challenging timelines and requirements. We have a demonstrated history of seamless transitions for our clients that are similar in scope and size to the Miami -Dade County. Kent's 100-Day Start -Up P1anTM Long before a Kent officer ever step foot on a Miami -Dade County facility, the transition plan is set in motion. As soon as the contract is awarded, our management team begins setting our tried and true 100-Day Start Up PlanTM in place. • We assign Jerry Tollefsen, Kent's Vice -President of Government Affairs to act as Director of Start -Up Operations to your account, with his only responsibility being to ensure that each item on the 100-Day Start -Up PlanTM is checked off the list and done correctly and to our standards. • We assign our Director of Quality Control, Training and Compliance, Nelson Barbosa, a retired Federal Bureau of Investigation, Special Agent, to assure all the required training of the transition team, ensuring that the assessment of correct employees, hiring and training process are flawless. • While the Director of Start -Up Operations supervises the Plan, oversight and corporate support are provided by the Account Manager, Regional Director, Director of Operations and President of Kent Security. • We place great emphasis on improving the quality of communications, reducing administrative overhead and resource costs — thereby increasing efficiency — and using project management tools to track all mission -critical action items/deliverables. • The Director of Start -Up Operations, along with their Transition Team, manages through daily critical path and action item reviews, collaborating with appointed The City of Miami representatives. • Timelines for all primary tasks are packaged as a Gantt chart for easy, visual tracking. • Transition objectives catalog the range and depth of task and goals that support an effective evolution from award to notification to service delivery start and include every facet of the organization. • The Start -Up Team is a group of subject -matter experts who support the Director of Start- up Operations during implementation of the Plan. Each person has a well-defined role and experience with complex start-ups. • Work begins prior to contract award and continues through start-up, remaining in place for an average of 60 days after service delivery begins. 62 TEAM MEMBER ROLE & RESPONSIBILITIES Director of Start- • Oversees entire 100-Day Start -Up Plan Up Operations • Is responsible for putting the plan together, bringing in key team members, communications and management of action items Account Manager • Key liaison between Kent and The City of Miami • Finalizes and submits contract deliverables • Creates work scheduling procedures • Interviews candidates • Customizes Post Orders and SOPs Operations • Creates employee files Manager • Sets up payroll and schedules in systems • Logistics support (equipment, resources) • Supports Account Manager President • Client relations and assurance of contract deliverables and accountability Corporate • Internal assurance of contract deliverables and accountability Director of Operations Human Resources • Recruitment of incumbent officers and new personnel Managers & • Interviews and new hire paperwork Talent Acquisition • Compliance, background checks and drug screening • Uniform distribution • On -boarding • Benefits enrollment Quality Assurance • Customizes QA reporting and trains QA staff and Road Supervisors Managers Corporate • Payroll and accounting Administrative • Legal and insurance Support Training • Conducts all Kent -required training Managers & • Conducts Kent on -boarding Trainers • Conducts Kent "Principles of Outstanding Service" Customer Service Training • Conducts CPR, AED, First -Aid, Active -Shooter and Emergency Response Training 63 Transition Plan Development Most of the work for this initial phase of the start-up process is completed by the time of RFP submittal and/or by the time of the award. Kent's templates are used to expedite discussions and help facilitate the specific account requirements. They are updated in order to provide more accurate data and relevant perspective to the operations planners who provide feedback. Assessment of incumbent personnel and operations is completed. The Kent 100-Day Start -Up PlanTM is updated and critical success factors are determined as well as Key Performance Indicators for top staff members. Project tasks are mapped and scheduled. Account Pre -Launch The Start -Up Team completes review of the existing contract security program and finalizes procedures, methodologies and plans for service initiation. The team concentrates on close coordination with the client to be certain that goals have been clearly established and understood. Gaining knowledge regarding specifications and compliance requirements across the spectrum of operations, administration and finance is a high priority. Using a top -down approach, the Start -Up Team will review operations documentations from which specific operational requirements will be extracted. Everything related to people, procedures, systems and equipment is assessed and planning begins, in order to achieve timeline goals for personnel and logistics. Once required capabilities are defined, they are compared with the current program. This provides the basis for gap analysis and development of action plans to address changes or enhancements required to support the contract. There are regular, daily staff meetings and conference calls to ensure that all stakeholders and the client are communicating clearly about specifications, expectations and timelines. Partnership Launch Specific deliverable and compliance requirements have been identified and successfully deployed. Staff and equipment are in place. Quality Assurance operational milestones are being met. Day- to-day monitoring and support of operations are occurring without disrupting service or failure to achieve established quality and operational benchmarks. On -Going Operations This phase covers the long-term operations under the contract. All transition and action plan milestones have been achieved, critical success factors are being met, key performance indicators are being measured, and the account is being continuously reassessed, tested, reviewed and audited to ensure that the best service is being delivered. Quality Assurance protocols are put in place and begin. The Quality Assurance team collects and analyzes information to learn how to improve productivity and service as well as to capture historical data in order to assess potential for cost reductions and operational efficiencies. Operational and financial assessments are used to identify costs and financial factors associated with service and propose ways to reduce operational costs where possible, deploying technology and creating innovative methods to protect people and assets at each facility. This process ensures that Kent always meets and exceeds Miami -Dade County's expectations. 64 Kent's Start -Up Process Overview TASKS ADMINISTRATIVE TASKS Award Notification 30 DAYS 21 DAYS 14 DAYS 7 DAYS START DATE Finalize Transition Schedule Customize Kent 100-Day Start -Up Plan Discussions With Current Service Provider Formation of Start -Up Team Progress Meetings with Broward County and Port/Airport Mgmt Internal Progress Meetings Ordering of Vehicles/Carts/Bicycles Set -Up Vehicle/Fuel Accounts Set -Up of Scheduling Matrix Order Uniforms and Speciality Badges Order Tablets, Smart Phones and Technology Prepare Inventory and Transfers Contract Review Issue Certificate of Insurance Communicate Client Expectations Internally Establish Communication Protocols On -Site Start TRAINING TASKS Develop Site -Specific Training Segments Onboarding & Informational Sessions Kent "Principles of Oustanding Service" Training Classroom Training Site -Specific Trainings AED/CPR/First-Aid Trainings for Non -Certified Employees Development of On -Going Training Schedules OPERATIONAL TASKS Develop List for Data and Document Collection Site Walk-Throughs and Familiarization Review of Existing Post Orders Site Security Assessments/Identify Gaps Site Safety Audits Development of Post Orders and SOPs Review of Staffing Plans Development of Quality Assurance Protocols Client Review of Post Orders Finalization of Bonus/Incentive Programs HUMAN RESOURCES TASKS Open House and Informational Sessions with Incumbent Staff Post Assignment Job Analysis Identify Director of Security Candidates Identify Current Kent Employees for Career Advancement Begin Recruitment Process of Outside Employees Development of Client -Specific Screen Requirements Applications and Interviews Security Officer Orientation and Benefits Information Backgroud Investigations Second Round of Interviews Client Interviews of Candidates for Management Positions Offers Extended 65 d) The training methodology and approach to ensure all required training is accomplished, especially training of new employees, and any additional training, which may not be outlined and/or required by this RFP. Training Policy and Plan Background screening is an essential component in our process for selecting high caliber officers for The City of Miami as we have continued to do over the years. Initial conversations with current incumbent officers and new applicants provide an opportunity to evaluate demeanor, attitude and communication skills. Qualified candidates will advance to a formal interview with our recruiters and attend our orientation programs. Only those candidates who pass the "Kent Basics" course and written test will be considered. Language Proficiency Among many of the qualities assessed as part of the "Kent Basics" course is whether or not each candidate is fluent in English — both in speaking, writing and reading. We understand the importance of having educated guards who are capable of communicating verbally and in writing. Kent guarantees that we will provide The City of Miami with the industry' s best -vetted, best - trained and best uniformed security officers, superior supervisors with the qualities and skills that one would expect from an industry leader, and a local response supported by our corporate resources — located in Coral Springs, Broward County and in North Miami, Miami -Dade County. Background Checks and Drug Screening Our Compliance Department, which reports up to our Human Resources Divisions, conducts background checks and drug testing on all employees and candidates. Working with an employment -screening firm allows us to ensure quality and allows for a quick turnaround time. We offer a comprehensive range of background screening solutions that can be customized for virtually every type of industry and position. The core services include: background screening, drug testing and fingerprinting. We are also capable of conducting lie -detector tests, when necessary, as a condition of hire. Our service providers are members of the National Association of Professional Background Screeners (NAPBS), Drug and Alcohol Testing Industry Association (DATIA), Substance Program Administration Association (SPAA), as well as Safe Harbor Certified. 66 Class "D" and "G" Expected Training & Experience Requirements All Kent security personnel are "D" (unarmed), "G" (armed), or both, trained license holders when hired and their roll out is conducted in the following three phases: Pre -Assignment Training As a State certified training center, Kent management requires that each newly hired security officer undergo 8 hours of visual orientation describing the history of our company, overall guard responsibilities and demeanor while at their assigned posts, report writing skills, threat assessment and many other aspects of security. On -the -Job Training Every site has post orders that must be adhered to by our officers. Our operational managers, road supervisors and post captains are responsible for making sure that all officers are well trained and qualified to work their designated post. This part of the training process is steady and intended to build the officer's job proficiency and confidence level. In -Service Training Our in-service training is conducted in-house by professional trainers and is ongoing in our classroom and/or selected post settings and always reinforcing established prerequisites as follows: • Prevention of possible theft and vandalism by emphasizing adherence to post orders and the use of our proxy reporting system when patrolling. • Reporting of incidents using the proxy system by documenting, photographing and disseminating incidents immediately when they occur. This training is ongoing and it normally take place at each post in adherence to post orders requirements and observations. • Fire protection training at each post. Our officers are expected to learn their posts well and to identify potential fire hazards and prevention. Fire drills are routinely conducted at our posts by clients as depicted in post orders and are adhered to by our officers and post captains. • Besides calling 911 during serious emergency situations, our security officers are instructed to contact our in-house 24/7 dispatch, our clients and managers when an emergency takes place. They are also trained to assist in evacuation procedures as per post orders and to properly document all events as they occur. • Report writing and effective writing skills is an ongoing portion of the training our officers receive. This training takes place in a classroom setting, at their designated posts and at various selected training facilities. 67 • State and company regulations, require that our officers constantly display proper uniform, appearance and licenses as mandated in our employ handbook and during their employment orientation training. • Our officers are routinely trained that they do not have law enforcement authority and that their primary responsibility is simply deterrence. They learn that their primary responsibility is to observe and report unless an issue becomes imminent which requires the officer to take some form of action such as contacting law enforcement authorities if time and the situation permits. • Patrolling is another essential part of the training our officers receive on a routine basis. This is learned at their assigned posts under the supervision of our experienced managers and pursuant to post orders. • Kent officers know the importance of reading and following post orders and site regulations. Our operational managers make sure that our guards become fully knowledgeable of what is expected of them at their post of assignment while our supervisors are expected to learn every post in the event they need to cover a specific post and /or train replacement officers. • Our post captains and operational managers provide our officers with fire drill and safety situation training at their assigned post in adherence to post orders instructions and fire department regulations. Every site has post orders that must be adhered to by our officers, operational managers and post captains and each is responsible for making sure that all officers are well trained and qualified to work their post. • Our armed ("G" licensed) security officers receive ongoing firearms qualification, weapon retention and active shooter situation training under the supervision of hired state certified firearms instructors. They are also expected to enhance their firearms skills by frequently practicing at local ranges of their choice and for each training they receive, a certificate of achievement is awarded. All training is well planned and coordinated by Mr. Nelson Barbosa, a retired Federal Bureau of Investigation (FBI) Special Agent and our current Director of Quality Control, Training and Compliance. 68 Class "G" Training & Experience Our Director of Training, Mr. Nelson J. Barbosa, is former U.S. Marine and retired FBI Special Agent, with many years of firearms experience. He is responsible for hiring and overseen professional firearms and active shooter instructors to provide ongoing firearms and active shooter training to our "G" (armed) officers. Our ongoing firearms training focuses not only on firearms qualification and practice but also on deploying their personal sidearm for personal protection, and crisis intervention. In addition, the training focusses on drawing from concealment, multiple targets, closing distance, shooting from cover, magazine changes/jams corrections and third party protection. Ongoing Training Courses Evaluation Validation Training Needs Analysis Delivery 8 Support Determine 8 Design Kent Security Services continuing education is a key component in our personnel development plan and quality assuranc measures. At Kent Security, we believe in promoting officers who demonstrate superior abilities and dedication. Training does not stop in the start-up phase, but rather we at Kent offer a variety of courses both at our offices, on -site and online, to assist with our officers' continuing education and pursuit towards excellence in their field. The Kent Corporate Training division is committed to provide on -site training at least once per quarter, while the on -site training supervisor will be providing on-the-job training, mentoring and reinforcements daily. 69 3) Describe Proposers Corporate Responsibility Model that outlines how they successfully integrate into the communities where they provide services, including their approach regarding compensating their employees. Proposers shall be good corporate citizens providing their employees with competitive wages, making a positive difference by supporting the local communities where they operate, and conducting themselves in an environmentally conscious manner. Kent Security is committed to its community, and the communities it serves. Kent Security has always operated under the corporate governance model that to run a successful business, one must give back to those who make it possible. Kent Security's two most recent projects highlight the different ways Kent tries to "give back." Firstly, Kent Security sponsored and built a computer learning lab for Meyga Learning Center, in Miami's Liberty City. Kent Security believes that by investing and educating people in the community, the community itself will prosper. As such, Kent is committed to helping, in any way it can, members of its community, from kids to adults, learn and reach their full potential. Another example of Kent Security's Corporate Governance Model in practice is the free Security Guard License Training event that Kent Security sponsored and put forth in the City of Miami. Kent Security believed that this opportunity would enable members of the City of Miami and the surrounding area(s) have access to training that will give them an opportunity to gain meaningful employment. At Kent Security, we believe that the only way for a successful business to run, it must respect the community that it sits in and must thank it for allowing it to thrive. That is what we are committed to doing. We want every market we are in to thrive. 70 Kent's Core Principles and Service Pledge At Kent, our philosophy and tactical mission is to maximize each dollar spent by securing the best people with the most advanced technology and resources in the industry. To get there, we know how important it is to have a unified, front-line team that is just as committed to being hospitable as they are about securing their post. As a condition of employment, every Kent professional adopts a set of core service values that we call the Kent "Principles of Outstanding Service." They are simple reminders of the deep financial and professional responsibilities entrusted to us by our customers. Every Kent professional is in possession of a personal pledge card and is trained to deliver them and to live up to them each and every day on the j ob. S incerity E fhaency R espect Value ntegrity C ourtesy E nthusiasm EACH O/NV I W1LL: • Put the clients needs ahead of my own • Meet challenges with determination A enthusiasm • Be kind. respectful and open-minded • Set an example for others through my work ethic. • Meet and exceed the Kent Principles of Outstanding Service Active Senior Management — No matter which services are entrusted to Kent, you will enjoy active supervision from senior management. We operate from the top down and a visible commitment from management drives the daily commitment of your on -site staff. Customized, Value -Based Solution — We adapt our services to your specific business challenges to create the most cost-effective and operationally sound solutions. From the menu of services and products we deliver, to the uniforms our personnel wear and any specialized equipment or training you will need for your community, Kent will build it and make it specific to The City of Miami. Unequalled Training — Kent AcademyTM trains our security personnel to be friendly yet formidable with military law enforcement and anti -terrorism expertise. All Kent personnel receive training and continuing education in hospitality -based five-star customer service standards, leadership, professional presentation, situation management and policies and procedures. Precise Talent Acquisition — We are meticulous about personnel we bring to you. All Kent staff will be screened, drug tested and background -checked to ensure the criteria specified by The City of Miami is met. When we find the right person, we believe in paying a mark above the rest, and as a result, we enjoy a well -populated pipeline of talent. Monitoring/Accountability — At each site we service, we install technology to monitor officers. This includes Kent Guard TourTM powered by TrackTik®, a web -based tracking system that is 71 used on a smartphone or tablet. This system includes GPS geo-fencing technology, as well as guard tour applications and online reporting that can be viewed in real-time on the management dashboard portal. Our Quality Assurance team supports the training investment made in each officer by conducting routine, unannounced site visits. Scorecards are issued and quality standard adherence is rewarded. Through technology, our 24/7/365 Central Command Center can be interconnected to the The City of Miami facilities, adding yet another layer of oversight. We also use the Proxi system to review daily reports, workplace incidents and officers daily performance. Fully Transparent Reporting — Kent is a paperless operation! Your team will prepare and provide you with regular, web -based reports in all service areas. This includes cleanliness inspections, cost -analysis, an annual security assessment and evaluation, as well as quality assurance reports. Each guard completes their Daily Activity Reports (DARs), Incident Reports and Vehicle Inspection Reports on their tablet or smartphone — immediately emailing the file to their supervisor, your management team and the Director of Security. When and where appropriate, we will provide you with the trend reporting as well. 4) Identify if Proposer has taken any exception to the terms of this Solicitation. If so, indicate what alternative is being offered and the cost implication of the exception(s). N/A 72 6. Proposer's Financial Strength: a) Proposer shall have a minimum of an "A" rating from Standard & Poor or Moody's as of the due date of this RFP, if the company has a rating from either of those two (2) agencies, copies of these documents shall be submitted, if the Proposer has no such rating because it is a non - stock organization or a non-profit entity and has no long-term debt, then the Proposer shall submit financial statements reflecting a strong financial position as the City may determine, including a strong asset to liability ratio indicative of the same. L'alarraurr & Givrrrs, rer6t1rd Pohllr itlY,Gllalaras .IOL A, CATARlNEAU, CP.4 CONNIE F. CATARJNEAU. CPA Eaeall:¢trnrwlanls(rrJ�caIarineaurpa.enM www. cararinR;aucpa, co 80011,E W l l 7" AVENUE, SUITE 204 • MAMA FLORIDA 33183 s PHONE (305) 596-7883 • FAX (305) 596-45 77 July 3,2019 To whom it may concern: RE: Kent Security We, Catarineau & Givens, P.A., have been doing Kent tax returns and reviews on their financials fur morn than 1.0 years_ Kent's Financials have proved stable and have showed steady growth over the years. At the end of 2018, they had an approved Line of Credit from JP Morgan Chase at S3.5M which had a zero balance and was available to be used in its entirety. If Kent Security needs extra funding for operations, they would have an approved Tine of credit readily available to use. Sincerely, CO14i#.4+ Connie Catarineau. CPA Catarineau & Givens, EA Member of Ameflcan and Florida Involutes ofCert#Ied Public Aecoimta a 73 CHASE 0 August 21, 2 019 Re: Kent Security Services Inc. and Related Companies. (the -Company") To Whom It May Concern: This letter is being delivered to you to provide information on the Company's banking relationship with JPhforgan Chase Bank N.A. (the '-Bank"). We can hereby confirm that the Company has maintained accounts at the Bank since June 2009 and. has operated the accounts in a satisfactory rn ntner_ The Bank has extended the Company credit from time to time on a secured basis, with the high ainount in the high seven figures_ The Company has performed in accordmre with the credit documentation. Please be advised that this letter refers only to facts as they exist as of the date of this letter and the Bank shall have no duty or obligation to inform the addressee hereof of any future changes in such facts. This letter is solely for the benefit of the addressee hereof for the referenced purpose. and may not be relied on by any other person or for any other purpose_ Sincerely_ Daniel Salazar Vice President JPMorgan Chase Bank, N.A. The information in this le4.er is provided as an accommodation Ea the inquurer. This letter and any inforManon provided in connection therewith. are furnished on the condition that they are strictly confidential. th.a7 no liability ae responsibility wbstsaev&in oanrrecnontheremith shall attach so Sank or any of its officers. employees. or agents, that this letter makes norepresenintions regarding the general condition of the companies named herein_ their managemenr, or their future ebiliEy to meet their obligations. .end that inforuaadon provided in this letter or in connection therewith Es subject to change without notice. CB Le -gal 07 28.16 74 Kent Holding Group, Inc. and Affiliates Combined Balance Sheet December 31, 2017 ASSETS CURRENT ASSETS: Cash $ 2,766,282 Accounts receivable, net of allowance for doubtful amount9 5,954,781 Prepaid expenses 496,130 Unbi]1ed revenues 582,213 Inventory 64,230 Due from employees 11,959 Other current assets 184,746 Total Current Assets 10,064,341 PROPERTY AND EQUIPMENT, NET (Note 4) 1,1 010,831 OTHER ASSETS; Deposits 133,801 Other receivables (Note 3) 354,440 Mortgage e5cmw I6,562 Total Other Assets 500,363 TOTAL ASSETS $ 11,661.535 LIABILITIES AND EOUITY CUNT LIABILITIES: Accounts payable- trade Payroll taxes payable Aomed expenses Current portion of notes payable (Note .6) Line of credit (tote 5) Other current liabilities Total Cuneet Li>tbilitits LONG-TERM LIABILITIES: Unifurm deposits Nth payable, net of current portion (Note 6) 'iota] Long-term Liabilities EQUITY'_ Partner capital Sharehol s equity: Common stock (Note 9) Additional paid itt capital Retained earnings Total Equity TOTAL LIABILITIES AND EQUITY 1,423,756 0721 1,953,G69 134.357 1,440,044 177,827 4,688,737 132,856 1,537,629 1.67U,485 1,492,995 113 2,267,628 1,541,577 5,3L 2,313 S 11,661,535 See accompanying notes and independent ancnuntant"s review report 75 Kent Folding Group, Inc. and Affiliates Combined Statement of Inconlc For the Year Ended December 31; 2017 SALES COST OF SALE$ GROSS PROFIT 42,620,211 38,280,532 10039,699 OPERATING EXPENSES: Sell [nip', genrfel and administrative expenses 3,790,13.6 INCOME FROM OPERATIONS 1,549,563 OTHER INCOME (EXPENSE): Interest income Interest dense 3,510 (108,630) Total Other Income. (Expense) (1U5,120) NET INCOME S 1,444,443 See accompanying nags and independent ar,ecitintane$ review report 76 b) Provide a summary of how previous or ongoing contracts of similar size and scope were handled financially and how the addition of this Contract would impact the Proposer's financial capacity As demonstrated in this proposal, Kent is equipped to provide the City of Miami with the services it requires due to our experience with contracts of this size and magnitude, scope and complexity. Kent's team was selected to provide security at four previous Super Bowl games and has been selected as a security provider for the Super Bowl in Miami scheduled to take place in February of 2020. Further, Kent provides service to a significant number of properties located within Miami -Dade County. Since 2013, Kent has provided armed and unarmed security officers to the Miami -Dade County Public School Board at its Maintenance Service Centers, Transportation Centers, Food & Nutrition Centers, Primary Learning Centers and over 30,000 hours of Fire -watch services at various county properties. In addition, Kent has been the security provider of 16 Special Assessment Districts for the last 8 years. In addition, we are proud to call Chapman PartnershipTM and the Town of Miami Lakes Kent Services clients. Furthermore, Kent is currently the main security provider to the City of Miami, providing security services at Police Headquarters, City Hall, the MRC (Main Administrator Building), and all the city marinas, just to name a few. As shown in the documents in sub -section "a" above, Kent's financials have proved stable and have shown steady growth over the years. At the end of 2018, Kant had an approved Line of Credit from JP Morgan Chase at $3.5M which had a zero balance and was available to be used in its entirety. In the event Kent will need any further funding for operations, Kent has an approved line of credit readily available to use. Kent is proud that it has a proven, stable, and reliable financial ability to meet operational needs. Therefore, Kent does not anticipate any financial issues in providing services to the City of Miami. 77 7. Compensation Proposal: Provide, in detail, proposed fee(s) for services provided. Refer to detailed fee requirements cited in Section 2.25 Compensation Proposal. Security Guard Services Citywide RFP 985381 ATTACHMENT B COMPENSATION PROPOSAL Security Guard Services The rates outlined below are for the term of the contract and include all out-of-pocket expenses, employee travel,, miscellaneous costs_ Estimated Yearly Quantity Proposed Hourly Rate Total Proposed Hourly Rate 1 Hourly Rate for Level 1 Personnel 137,816 $ 21.60 $ 2,076,825.60 2 Hourly Rate for Level 2 Personnel 15,600 $ 21.60 $ 336,960.00 3 Hourly Rate for Level 3 Personnel 100 $ 25.92 $ 2,592.00 4 Hourly Rate for Level 2 Personnel (Armed) 8,760 $ 23_04 $ 201,830.40 5 Hourly Rate for Level 3 Personnel (Armed) NIA $ 25.92 $ NIA Daily Rate Monthly Rate 5 Golf Cart $ 12_00 $ 300.00 78 8. Copy of the Bid Bond CHASE Terms and Conditions (Remitter and Payoo ` Please keep this copy for your record 01 the transaction *The laws of a specific state will consider these funds to be "abandoned" if the Cashier's Check is not cashed by a certain three - Please cash/deposit this Cashier's Check as soon as possible to prevent this from occurring - In most cases, the funds will be considered "abandoned" before the "Void After" Cate *Placing a Stop Payment on a Cashier's Check - Stop Payment can only be placed If the Cashier's Check is lost, stolen, or destroyed - may not reissue or refund the funds after the stop payment has been placed until 90 days after the original check was issued ' Please visit a Chase branch to report a lost, stolen, or destroyed Cashier's, Check or for any other information about this item POR YOUR PROTECTION SAVE THrS COPY CASHIER'S CHECK Remitter: FLORIDA PARKING SYSTEMS, INC_ Pey To The CITY OF MIAMI Order Oaf: IAEInb: d4.1o: For Irorrnallon early. Cowan! has no ego. on twice peyrrlem!, 'CHASE ill Customer Copy 9575312462 1011512019 yea n. 5,000_1013 omrrer. JPWOROAYsl CHASE RANA, M,A, NON NEGOTIABLE CASHIER'S CHECK Dale 1011512019 Ramltt.n FLORIOA PARKING SYSTEMS. INC. Pay To The CITY OF MIAMI Order Of Pay: FIVE THOUSAND DOLLARS AND CO CENTS oa not Anna aarfE. v,y P..,. Note: For Inrorrn®Ilan ary. OrorrlrY!erlr hss no erne[ on twrk's payrnen 292 110: NEW 0!m®aseoaru re 9575312462 zs s Yald aex x,wrs 4ill $* 5.QO0.QO e�wrn JP MORCIAM CMIM RANK, N. Reglraltl Ghamben, Chid ArjrninlsfraIr Officer JPMargar, Chase Bank NA. um xIs, 116115? 53 i 246 20 F;at,L.Oo❑u ?r: ?5f866 L3 060 79 9. Signed Addendums and Local Office Certification ANNIE PEREZ, CPPO Procurement Director YIt of Yanci ADDENDUM NO. 1 DATE: September 25, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A Please find attached the attendance sheet for the Pre -Proposal Conference held Monday, September 23, 2019 at 10:00 AM at the Miami Riverside Center. B. Section 2.9 Living wage has been deleted n its entirety and is hereby replaced with the following: The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached the Header / Notes and Attachments Section of this RFP.) If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Department of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive 1 solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided n section 18-557 herein). Should an adjustment be made to the Living wage, it will automatically be applied proportionately to the Successful Proposer's Price Schedule as of the effective date, and the new rate would take effect for employees. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. G Section 2.10 Bid/Security Bond has been deleted n its entirety and is hereby replaced with the following: To ensure faithful performance; at the time of proposal submittal, the Proposer shall provide to the City a Bid Bond in the sum offive thousand dollars ($5,000.00) payable to the City of Miami. Upon execution of an Agreement, and receipt of the Performance Bond as outlined below, the Bid Bonds will be returned to all Proposers. Q Section 2.11 Performance Bond has been deleted in its entirety and is hereby replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond n the total amount of the annual Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business n the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. E Section 2.14 Insurance Requirements first paragraph has been deleted n its entirety and is hereby replaced with the following: Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further indemnify, save and hold harmless, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the services, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in. no way limit. the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 2 F. Section 3.10 Special Assignments first paragraph has been deleted n its entirety and is hereby replaced with the following: Security Personnel services may also be requested on occasion for special events sponsored IN the City the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. G. Attachment C titled "Draft PSA RFP 985381" has been revised to include minor language revisions n Section 2, and Section 10, added words have been underlined and deleted words have been stricken, and has been attached to the Header/Attachment Section n the Oracle iSupplier System. H The following are inquires received and the corresponding responses: Q1. Can the City of Miami ("City") clarify on the Exceptions stated n page 2 of the solicitation n the Certification Section, General Condition Section 1.35, and Section 4, Subsection 5 item 4 on page 90. VUII a Proposer be able to provide exceptions or will the response be considered non -responsive? Al. Yes, Proposer(s) can take exemption(s) as prescribed in Section 4, Subsection 5, item number 4. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. Az i i Perez, CPPO, Director of Procurement Cvf Miami Procurement Department AP:ef c Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attomey Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed IN an authorized representative and dated IN the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATURE. Security Se 3 DATE: 10/29/2019 ANNIE PEREZ, CPPO Procurement Director illit of iami ADDENDUM NO. 2 DATE: October 15, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO. 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become ai integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now n effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have cn hand. This Addendum becomes a part of the subject solicitation. The deadline for submission of proposals has been changed to Monday, November 4,, 2019 at 3:00 PM. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. An e P rez, CPPO, Director of Procurement Cit of riami Procurement Department AP:ef c Femando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed IN ai authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATU Securi�_Sewice fnc -> DATE: 10/29/2019 ANNIE PEREZ, CPPO Procurement Director Qiitt! o f iami .' m ADDENDUM NO. 3 DATE: October 24, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. Section 2.11, Performance Bond is hereby deleted in its entirety and is replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost of the contract to the City based on the estimated hours used (to be determined at the time of award). The Performance Bond can be the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. B. Section 2.13, Jessica Lunsford Act is hereby deleted in its entirety and is replaced with the following: In accordance with the requirements of Sections 435.04 and 435.05, Florida Statutes (2015) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, as amended, and to the extent required by applicable law, Successful Proposer agrees that all of its Personnel who provide or may provide Services under this Contract have completed all background screening requirements as outlined in the above -referenced statutes. Successful Proposer agrees to bear any and all costs associated with acquiring the required background screenings. Successful Proposer agrees that it has an ongoing duty to maintain and update this list as new Personnel are hired and in the event that any previously screened employee fails to meet the statutory standards. Successful Proposer further agrees to notify the City within 1 twenty-four (24) hours upon becoming aware that one of its Personnel, who was previously certified as completing the background check and meeting the statutory standards, is subsequently arrested or convicted of any disqualifying offense. Successful Proposer further covenants that any of its Personnel who provide or may provide Services under this Contract, shall also satisfy the requirements and conditions of the Lauren Book Child Safety Ordinance under Article XVII, Miami -Dade County Code of Ordinances, as amended, including background screening requirements. G. Section 2.22, Liquidated Damages, subsection 3. Special Violations is hereby deleted n its entirety and is replaced with the following: The graduation of Liquidated Damages will occur with the involvement of the same facility, Successful Proposers Security Personnel and a pattern of the same incidents at multiple posts (i.e. repeated violations of the same type). Violations discovered subsequently to the infraction(s) occurrence shall be treated in the same manner (e.g. three infractions are discovered after the fact the first, second and third step damages would all apply or $3,000.). Any violations committed by Successful Proposers Security Personnel may result in the suspension or removal from. duty of said Security Personnel at the discretion of the Facility Administrator or designee. Special Violations that may result in the assessment of Liquidated Damages include, but are not limited to, the following; • Reassignment of any Security Personnel previously suspended or removed from duty by the City; • Assignment of Security Personnel not properly qualified or approved for duty; • Failure to notify the City of an arrest of Security Personnel or Principal within twenty-four (24) hours; • Improper internal employee fines or wage practices; • False or misleading statements by Security Personnel; • Deducting money from an employee's paycheck as a result of Liquidated Damages; • Failure to immediately report the display or discharge of a weapon; • Failure to staff a duty assignment (open post); and • Failure to make proper notifications regarding open duty assignments (open post). Infractions will be applied a follows: 1st infraction $500.00, 2nd infraction $1,000.00, 3rd infraction $1,500.00. Note: The Successful Proposer shall NOT pass along to its Security Personnel any liquidated damages assessed for infractions on any Contract issued as a result of this Solicitation. Such conduct constitutes a violation that shall result in additional Liquidated Damages to the Successful Proposer. Non-performance Actions Continuing patterns of contractual violations, or the commission of an especially egregious violation, may warrant the filing of a Successful Proposer Non -Performance Action by the City Facility Administrator or designee. In such circumstances, the Successful Proposer ltlil receive copies of such actions, and will be given the opportunity to respond, in accordance failure to perform procedures. Upon documentation of Non -Performance Actions, the Facility Administrator or designee may take actions (beyond the imposition of Liquidated Damages) that may result in the termination of the Contract. 2 D. Section 2.32 Subcontractor{s) is hereby added: A Sub -Consultant, herein known as Sub-Contractor(s) is ai individual or firm contracted Ly the Proposer or Proposer's firm to assist n the performance of services required under this Solicitation. A Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City n the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub - Contractors to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed n the response of Successful Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be bome solely by the Successful Proposer and insurance for each Sub -Contractors must be maintained in good standing and approved IN the City throughout the duration of the Contract. Neither Successful Proposer nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include n their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors that the Successful Proposer intends to utilize n the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. E The following are inquires received and the corresponding responses: Q1. Can the security guard firm use company issued cell phones instead of radios? Al. Please refer to Section 3.9, City Facilities, subsection C, Duties/Standard Operating Procedures, which provides detailed information regarding equipment that Security Personnel shall have order to provide said services. Q2. What is the timeframe to report ai arrest of a security personnel? A2. Refer to Sections B and C above. Q3. Is the on -duty supervisor reference in Section 2.20, considered a contract supervisor? A3. No, a contract supervisor would be an administrative person that can be reached for contractual issues, an on -duty supervisor would be a Watch Commander that can be reached at the Successful Proposer's office for daily operations. Q4 Can you provide the annual cost for the current security contract? A4. Approximately $1,809, 163.48. Q5. What is the proposed budget for the security contract? A5. Budgets are approved once a year and each department who needs Security Personnel will determine how much will be needed based on the hourly rate, these services are requested en ai as needed and may increase or decrease during the contract term. 3 Q6. What are the current hourly rates City of Miami is paying for this service, IN position? A6. - Level 1 Basic Classification $15.28 • Level 2 Intermediate Classification $15.28 • Level 3 Advanced Classification $19.67 Q7. Are fixed post officers relieved for meal and comfort breaks IN another security officer or the supervisors? A7. Proposer shall address this in their proposal. QB Provide the most recent invoices submitted IN the incumbents to City of Miami for these services? AB. Refer to the attached Exhibit A Previous Invoices. Q9. What is the anticipated start date for this contract? A9. The approximate anticipated date for commencement of the contract is March 2020. Q10. How many hours of training in total is required? Both pre -assignment and annual? And are these hours billable? A10. Refer to Section 3.5, Training, which delineates training requirements. Q11. Can the City clarify if there is one (1) radio required per site? All. Please refer to the response to question number 1. Q12. Can the City clarify if there are three (3) Golf carts required and if they are billed separately? Al2. Refer to Section 3.9, City Facilities for the number of golf carts needed, and Section 2.25, Compensation Proposal for the billing of golf carts. Q13. Does City of Miami provide any of the training required? Are these hours billable? A13. Please refer to the response to question number 10. Q14. Section 1.28, DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY states "Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined n the Formal Solicitation." Can the City provide a list of all forms that are required to be deemed responsive and if anything is added after the initial communication will the City provide that addition in an addendum? A14. Refer to Section 4, Submission Requirements. Q15. The Certifications section states, "Description: Proposers shall not enter a unit price al this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices cn Attachment Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar 4 Unit Price: $ Number of Units: 1 Total: $ " Can the City clarify if pricing needs to be submitted in both the Certifications section and the Attachment B, Compensation Proposal? Since the solicitation states "Proposers shall not enter a unit price on this line." Does that mean that the Unit Price and Number of Units lines should be left blank? A15. The price field located in page 5 of the solicitation shall be left blank, all prices shall be submitted on Attachment B. 016. Can the City provide Attachment B - Compensation Proposal or provide a link to the location of the form online? It is not provided n the RFP document. A16. Attachment B, is hereby attached for reference, however it is recommended that the prospective proposer access all attachments via the Oracle System. All of the attachments can be located n the Header/Notes section of the solicitation and can Le viewed by logging in at www.imiami.miamiciov.com or following the instructions cn www.miamigov.com/procurement. 017. RFP Section 1.61, Performance/Payment Bond on page 26 states that a performance/ payment bond "may" be required. However, RFP Section 2.11, states that a performance bond only "shall" be required. Since this is a significant cost item can the City clarify if a Performance Bond will or will not be required? A17. Yes a performance bond s required per Section 2.11, Performance Bond. Per Section 1.30, Discrepancies, Errors, and Omissions, subsection a, Order of Precedence, Special Conditions Section supersedes General Terms and Conditions. 018. Section 2.22, Liquidated Damages indicates an extensive list of potential liquidated damages including: Security Personnel Violations, Administrative Violations, Special Violations and Non-performance Actions. Can the City provide a summary of these violations? A18. Refer to Section C above. 019. Can the City provide a list of punitive actions that have been taken n 2018 and 2019? A19. The current Contract does not have a liquidated damages clause. 020. Section 3.6, Uniforms, Maintenance and Equipment states that, "Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required." Is the successful proposer required to provide these at no cost to the security officer or can the cost of these costs be passed through to the security officer (which effectively lowers their wage)? A20. Proposers shall state what their policies are with respect to uniforms in their proposal, and shall state if they will charge their employees or if the costs of uniforms are part of their overhead. 021. Section 3.10, Special Assignments states the following: "Security Personnel services may also be requested occasion for special events sponsored by the City at these or other facilities. Notification of any non-scheduled work assignments ofthis nature shall be made 5 by the appropriate Department representative to the Successful Proposer at least forty- eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City." Can the City provide the annual number of hours of service requested for Special Assignments h 2018 and 2019 (to date)? A21. Approximately 2,700 hours. Q22. Section 3.11, Compensation states: "Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charged for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based m the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City - the hourly rate shall remain unchanged." Can the City provide a list of locations and shifts that require service during the holidays? A22. Refer to Section 3.9, City Facilities which provides a list of all of the locations and work schedules under subsection E, which provides a list of all the locations and work schedules. Q23. Section 4, Proposer Information, Item 7, requests that proposers "Provide a complete list of the Security Supervisor(s) used h the referenced Contrad(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of thes individuals." Since the incumbent provider will be the only bid participant to currently have Security Supervisors h place this represents a distinct competitive advantage to the incumbent since they already have resumes and qualifications for these individuals. Are other proposers required to assume the expense of recruiting the staff for each of these positions h advance of an award h order to comply with this requirement? A23. Prospective Proposers may use the qualified personnel they already have cn staff to satisfy this requirement. Q24. Who is the Evaluation Committee composed of? A24. Refer to Section 2.27, Evaluation/Selection Process and Contract Award subsection (5) for details. Q25. Clarify the maximum contract term. RFP Section 2.4(1) cn page 40 states a maximum term of eight (8) years. However, Professional Services Agreement Section 2, states a maximum term of ten (10) years. A25. Refer to Addendum No. 1, letter G Q26. RFP Section 1.37, Firm Prices states that prices shall be firm throughout the duration of the contract. Will the City permit rate increases to account for increases mandated IN the City of Miami Living Wage Ordinance and other statutory minimum wage legislation? A26. Yes, refer to Addendum No. 1, letter B 6 Q27. Does the City expect for the quoted pricing to be maintained for the duration of the entire contract term, including the renewal term? A27. Final prices will be negotiated by the City. Such negotiated prices will be for the term, renewals and extensions thereof. Q28. Our company stands behind our security services and regularly accepts the obligation to indemnify and defend clients for the comparative portion of any losses, costs or damages that are caused by the negligent acts or omissions of our personnel in the performance of security services under client agreements. Our insurers will conduct a robust defense of any such claims. Will the City revise the provisions cited below as follows to reflect that standard? • RFP Section 1.42 on page 22: o On lines 6-7, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence n performance of the permitted work". o On line 15, delete the phrase "or to provide for such defense, at City's option." RFP Section 2.14 on page 43:f o On lines 7-8, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On lines 16-17, delete the phrase "or to provide for such defense, at City's option." Professional Services Agreement Section 10 on pages 7-8: o On lines 8-9, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On line 18, delete the phrase "or to provide for such defense, at City's option." Our company's standard business terms also include a disclaimer of consequential damages. Will the City revise RFP Section 1.42 Indemnification on page 22; RFP Section 2.14 Insurance Requirements on page 43; and Professional Services Agreement Section 10 Indemnification on pages 7-8 to add the following provision to the end of each section? • "Anything to the contrary notwithstanding under no circumstances will Contractor be liable to any indemnified party for consequential, incidental, indirect or punitive damages, or for lost profits." A28. The City is willing to negotiate certain terms and conditions during the negotiations phase, and incorporate into the Professional Services Agreement, however the proposal package shall list all exceptions in order to be considered. Sections 1 and 2 of the RFP will not be changed because the PSA will take precedence over the RFP. As stated in the Certification Statement attached herein as Exhibit B, the Term, Audit and Inspection Rights and Records Retention, Public Records, Compliance with Federal, State and Local Laws, Termination; Obligations Upon Termination, Nondiscrimination, City Not Liable for Delays, No Conflict of Interest and Contingency Clause are non-negotiable. Q29. Is a pre -employment polygraph required for all Security Personnel assigned to this contract? A29. Refer to Section 3.2, General Requirements, subsection B, Personnel Qualifications, Note Section. 7 Q30. Will the City clarify the parameters around the "most favored nations" provision n RFP Section 1.51, on page 24 IN adding the following as the last sentence? • "As used herein, a "similarly situated local govemment" shall refer to a local government in the same regional market, requiring the same or substantially similar officer qualifications, service and training, n like or smaller quantities, over a substantially comparable time period and under the same or substantially similar terms and conditions." A30. Please refer to the response to question number 28. Q31. RFP Section 1.66, Prompt Payment cn page 28 instructs proposers to "provide their prompt payment terms in the space provided on the Formal Solicitation". Please direct us to the location of that space n the solicitation. A31. Prompt Payment Terms pursuant to Section 1.66, s hereby added to the Certifications page. Q32. Our company routinely adds clients as additional insured al our insurance policies, so long as our obligations are aligned with our indemnification obligations and limited to the specified insurance limits we have agreed to provide. Will the City revise the sections cited below as follows to reflect that standard? • RFP Section 2.14, Insurance Requirements on page 46 and Professional Services Agreement Exhibit D. o Insert the following as the last sentence: "Anything to the contrary notwithstanding, the rights of the City of Miami as an additional insured as described herein shall apply to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount." Professional Services Agreement Section 14.A: o On line 4, insert the phrase "to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount" after the reference to "additional insured." A32. Please refer to the response to question number 28. Q33. Will the City revise RFP Section 2.31, Termination cn pages 54-55 and Professional Services Agreement Section 13.A, on page 10 to give the Contractor the reciprocal right to terminate for convenience cn 120 days' prior written notice? A33. No, this clause is non-negotiable. Q34. a. The background adjudication standards n RFP Section 3.2. General Requirements, subsection B .10 cn page 58. We assume those standards are intended to comply with Title VI I of the Federal Civil Rights Act of 1964 which prohibits employment discrimination. In interpreting Title VII, EEOC Enforcement Guidance 915.002 (4/25/12) prohibits blanket exclusions based cn a class of crime or type of military discharge. The Guidance requires assessment of the facts and circumstances of a conviction or military discharge to determine whether it truly renders a person unsuitable for the position for which he or she is intended. Will the City revise the cited section as follows to achieve compliance with applicable law? Replace line 1 with the following: o "Security Personnel may be ineligible for assignment under this Contract if they are currently or have been previously been involved in:" • Insert the following at the end of the section: 8 "Contractor's determination regarding the suitability of any person described above for assignment at a Contract location shall Le based en guidance provided IN the U.S. Equal Employment Opportunity Commission regarding the use of criminal conviction and military discharge history h employment decisions which requires a weighing of 0 the nature and gravity of the offense or discharge; (ii) the time that has passed since the offense or discharge, or the employee's completion of any sentence given as a result of the offense; and (iii) the nature of the job held or sought." b. V\,e note the specification addressing the City's right to require Security Personnel to undergo a polygraph h RFP Section 3.2.B "Note" en page 58: The Federal Employee Polygraph Protection Act ("EPPA") generally prohibits the use of polygraph tests h the employment context. However, there are certain exemptions for uniformed security personnel. Please identify the specific exemption the City believes applies to the employees assigned to this account. c. To the extent that City is relying en the exemption for facilities having a significant impact en health or safety set forth h 29 U.S.C. § 2006(e)(1 )(A), please provide a letter from ai authorized public official for the City of Miami stating that the location a at issue are facilities against which acts of sabotage, espionage, terrorism, or other hostile, destructive, or illegal acts could significantly impact en the general public's safety or health. d. Under the EPPA, prospective employees cannot Le denied employment based solely en the results of a polygraph examination or a refusal to take the examination. SR. 29 U.S.C. § 2007(a)(2). Rather, the employer must have additional grounds for excluding the individual h question. Hew does the City intend to use the results of the polygraph examinations? e The EPPA prohibits the asking of questions that are designed to degrade or needlessly intrude on the examinee. See 29 U.S.C. §2007(b)(1)(B). The EPPA also explicitly prohibits asking questions about "any matter relating. to sexual behavior." See 29 U.S.C. § 2007(b)(1 )(C)(iv). Please explain why the City believes questions about "child abuse and/or molestation" are permissible A34. The City has disclosed that a polygraph may Le required. If and when said polygraph is required of the Successful Proposer, upon request and at the City's sole discretion, the City shall reply accordingly to these inquiries abiding IN all applicable Federal and State laws, rules, and regulations. Q35. Is Section 1.49, Manufacturer's Certification applicable to this solicitation? A35. Section 1.49, Manufacturer's Certification only applies for the procurement of goods, this solicitation does not require goods, therefore, Section 1.49 does not apply. Q36. Are marine radios billable? A36. No. Please refer to Section 3.9, City Facilities, subsection C Duties/Standard Operating Procedures, which clearly delineates that Security Personnel will Le provided with a marine VI -IF radio IN the Marina. Q37. Clarify if the Proposer must have a "Supervisor" en duty for all hours when there are active security officer shifts (E.3 Supervisor Duties pg 63)? A37. Yes, it is required for the Proposer to provide ai off -site or on -site supervisor depending on the location. Most locations will use ai off -site supervisor, which the Security Personnel, or the Facility Manager can reach via phone. The MRC location will have ai 9 on -site Supervisor (level 3 Security Personnel) due to the number of Security Personnel in that facility. Q38. Is the current security staff part of any labor union? If so, provide a copy of their collective bargaining agreement ("CBA")? A38. No, there is no CBA available as it pertains to the current contract. Q39. Will the City award the contract to more than one (1) proposer? A39. It is the City's intention to award the contract to only one (1) Proposer. Q40. Provide a copy of the pre -bid sign n sheet? A40. Please refer to Addendum No.1. Q41. Page 41 states Proposer must have a class "BB" Security Agency Branch License. This is a branch office license requirement. Confirm this isn't a requirement if you do not have a branch office. A41. No, a class "BB" Security Agency Branch License is only required if applicable. Section 2.7, Minimum Qualifications Requirements subsection B, states "Shall be licensed n accordance with the requirements of Florida Statute Chapter 493.6301 and must submit proof of the requisite licensure. Proposer shall submit copies of all applicable licenses including, but not limited to, Class "B" Security Agency, Class "BB" Security Branch Office, Class "D", Class "G" for proposed Security Personnel, and Class "MB". All licenses required shall be maintained throughout the duration of a resulting contract." Q42. In reference to adjustments made to billing rate due to increase in the living wage, will the City also taken into account the payroll burden that's associated with the pay rate? A42. Please refer to the response to question number 26. Q43. Is any subcontracting permitted in this contract? A43. Yes, Refer to Section D above. Q44. Confirm how many hours the City has paid the incumbent n the last fiscal year for each level of security. (Level 1, Level 2, Level 3)? A44. Approximately 97,807 hours for level 1; 1,977 hours for level 2; and 1,978 hours for level a ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM 6 AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. A�rJie P•rez, CPPO, DirJctor of Procurement Citf of Procurement Department t•mi \ ,/ 10 F. Section 3.10 Special Assignments first paragraph has been deleted n its entirety and is hereby replaced with the following: Security Personnel services may also be requested on occasion for special events sponsored by the City the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. G. Attachment C titled "Draft PSA RFP 985381" has been revised to include minor language revisions n Section 2, and Section 10, added words have been underlined and deleted words have been stricken, and has been attached to the Header/Attachment Section n the Oracle iSupplier System. H The following are inquires received and the corresponding responses: Q1. Can the City of Miami ("City") clarify on the Exceptions stated n page 2 of the solicitation n the Certification Section, General Condition Section 1.35, and Section 4, Subsection 5 item 4 on page 90. Will a Proposer be able to provide exceptions or will the response Le considered non -responsive? Al. Yes, Proposer(s) can take exemption(s) as prescribed n Section 4, Subsection 5, item number 4. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL EE MADE A PART THEREOF. A ri = Perez, CPPO, Director of Procurement city +f Miami Procurement Department AP:ef c Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe lhekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with e-)submission of the Proposal. iced es, I�e�� NAME OF FIRM: Kent Se�urit SIGNATURE: 3 DATE: 10/29/2019 CITY OF MIAMI LOCAL OFFICE CERTIFICATION (City Code, Chapter 18, Article III, Section 18-73) Solicitation Type and Number: 9 8 5 3 8 1 (i.e. IFQ/IFB/RFP/RFQ/RFLI No. 123456) Solicitation Title: Request for Proposals for Security Guard Services Citywide (Bidder/Proposer) hereby certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, o f the Code of the City o f Miami, Florida, as amended. Local office means a business within the city which meets all ofthe following criteria: (1) Has bad a staffed and fixed office or distribution point, operating within a permanent structure with a verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue; for purposes of this section, "staffed" shall mean verifiable, full-time, on -site employment at the local office for a minimum of forty (40) hours per calendar week, whether as a duly authorized employee, officer, principal or owner ofthe local business; a post office box shall not be sufficient to constitute a local office within the city; (2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a term of m less than twelve (12) months, been in effect for m less than the twelve (12) months immediately preceding the date bids or proposals were received, and be available for review and approval by the chief procurement officer or its designee; for recently -executed leases that have been in effect for any period less than the twelve (12) months immediately preceding the date bids or proposals were received, a prior fully -executed lease within the corporate limits ofthe city that documents, in writing, continuous business residence within the corporate limits o f the city for a term of m less than the twelve (12) months immediately preceding the date bids or proposals were received shall be acceptable to satisfy the requirements ofthis section, and shall be available for review and approval by the chief procurement officer or its designee; further requiring that historical, cleared rent checks or other rent payment documentation in writing that documents local office tenancy shall be available for review and approval by the chief procurement officer or its designee; (3) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami - Dade County, if applicable; and (4) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, any license or certificate of competency and certificate of use required by either the city or Miami -Dade County that authorizes the performance of said business operations; and (5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or proposal to be eligible for consideration under this section; provided, however, that the burden of proof to provide all supporting documentation in support of this local office certification is bome by the business applicant submitting a bid or proposal. 1 FORM -City of Miami Local Office Certification 7/22/2013 PLEASE PROVIDE THE FOLLOWING INFORMATION: Bidder/Proposer Local Office Address: 14600 Biscayne Blvd. N.Miami Beach, FL 33181 Does Bidder/Proposer conduct verifiable, full- time, on -site employment at the local office for a minimum of forty (40) hours per calendar week? RI YES NO If Bidder/Proposer's Local Office tenancy is pursuant to a lease, has Bidder/Proposer enclosed a copy of the lease? NIA [ { ] YES NO Has Bidder/Proposer enclosed a copy of the Business Tax Receipt (BTR) issued by the City of Miami and Miami -Dade County? City of Miami: YES Exempt [ { ] NO Cite Exemption: Miami -Dade County: Cite Exemption: 111 YES Exempt ENO Has Bidder/Proposer enclosed a copy of the license, certificate of competency and certificate of use that authorizes the performance of Bidder/Proposer's business operations? /1] YES NO Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended. G' uman Print Name (Bi s - r/Proposer Authorized Representative) ture 2 l0 vl__c) 2_otci Date FORM -City of Miami Local Office Certification 7/22/2013 STATE OF FLORIDA COUNTYOF /IAttl.xll.1 - -?).k-/e Certified to and subscribed before me this jJ_ day of /}t-/2 Jr r , 20 / 9 , by (NOTARy SEAL) (Sin u e f ntar .Public -State o f Florida ..§•;u/•.. CAMILLE A FLORES [ ' ;\ Notary Public - State of Florida \ 1- My GG 194083 My Comm. Expires Apr 26, 2022 Bonded through National Notary Assn. (Name ofNotary T'ypeca, Printed, or Stamped) Personally Known OR Produced Identification Type of Identification Produced 3 FORM -City of Miami Local Office Certification 7/22/2013 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES NICOLE "NIKKI" FRIED COMMISSIONER DIVISION OF LICENSING 09/27/19 DAIE ISSUED 11/16/22 B 0001317 DAIL OF EXPIRATION LICENSE NUMBER KENT SECURITY SERVICES, INC DBA KENT SECURITY 14600 BISCAYNE BLVD. NORTH MIAMI, FL 33181 ALEXANDER, SHLOMO C., PRESIDENT ALEXANDER, ORLY, VICE PRESIDENT NEUMAN, GIL, OTHER THE SECURITYAGENCYNAMED ABOVE rs LICENSED AND REGULATED UNDER THE PROVISIONS OF CHAPTER 493, FLORIDA STATUTES. iw4J NICOLE "NIKKI" FRIED COMMISSIONER Florida Commercial Lease Agreement This Commercial Lease Agreement ("Lease") is made and effective January 1, 2007, by and between G & S Investments ("Landlord") and Kent Security Services, Inc. ("Tenant"). Landlord is the owner of land and improvements commonly known and numbered as 14600 Biscayne Bqulevard, North Miami Beach, FL 33181 and legally described as follows (the "Building"): Section 21, Township 52 South Range 42 East, City of North Miami Beach, Miami -Dade County, FL. Landlord makes available for lease a portion of the Building designated as Suite 100 (the "Leased Premises"). Landlord desires to lease the Leased Premises to Tenant, and Tenant desires to lease the Leased Premises from Landlord for the term, at the rental. and upon the covenants, conditions and provisions herein set forth. THEREFORE, in consideration of the mutual promises herein, contained and other good arid Valuable consideration, it is agreed: 1. Term. A. Landlord hereby leases the Leased Premises to Tenant, and Tenant hereby leases the same from Landlord, for an "Initial Term" renewing January 1, 2007 and ending December 31, 2012. Landlord shall use its best efforts to give Tenant possession as nearly as possible at the beginning of the Lease term. If Landlord is unable to timely provide the Leased Premises, rent shall abate for the period of delay. Tenant shall make no other clairti against Landlord for any such delay. B. Tenant may renew the Lease for one extended term of 5 years. Tenant shall exercise such renewal option, if at all, by giving written notice to Landlord not less than ninety (90) days prior to the expiration of the Initial i e rm. The renewal term shall be at the rental set forth below and otherwise upon the same covenants, conditions and provisions as provided in this Lease. 2. Rental. A. Tenant shall pay to Landlord during the Initial Term rental of $65,520.00 per year, plus sales tax; payable in installments of $5,460.00 per month, plus sales tax. Each installment payment shall be due in advanc on the first day of each calendar month during the lease term to Landlord at 14600 Biscayne Boulevard, North Miami Beach, FL 33181 or at such other place designated by written notice from Landlord or Tenant. The rental payment amount for any partial calendar months included in the lease term shall be prorated on a daily basis. B. The rental for any renewal lease term, if created as permitted under this Lease, shall be $65,520.00 per year, plus sales tax, payable in installments of$5,460.00 per month, plus sales tax. 3.Use Notwithstanding the forgoing, Tenant shall not use the Leased Premises for the purposes of storing, manufacturing or selling any explosives, flammables or other inherently dangerous substance, chemical; thing or device. 4, Repairs. During the Lease term, Tenant shall make, at Tenant's expense, all necessary repairs to the Leased Premises. Repairs shall include such items as routine repairs of floors, walls, ceilings, and other parts of the Leased Premises damaged or worn through normal occupancy, except for major mechanical systems or the roof; subject to the obligations of the parties otherwise set forth in this Lease. Page 1 of 6 5. Alterations and Improvements. Tenant, at Tenant's expense, shall have the right following Landlord's consent to remodel, redecorate; and make additions, improvements and replacements of and to all or any part of the Leased Premises from time tb. time as Tenant may deem desirable, provided the same are made in a workmanlike manner and utilizing good quality materials. Tenant shall have the right to place and install personal property, trade fixtures, equipment arid other temporary installations in and upon the Leased Premises, and fasten the same to the premises. An personal property, equipment, machinery, trade fixtures and temporary installations, whether acquired by Tenant at the commencement of the Lease term or placed or installed on the Leased Premises by Tenant thereafter, shall remain Tenant's property free and clear of any claim by Landlord. Tenant shall have the right to remove the same at any time during the term of this Lease provided that all damage to the Leased Premises caused by such removal shall be repaired by Tenant at Tenant's expense. 6. Property Taxes. Landlord shall pay, prior to delinquency, all general real estate taxes and installments of special assessments coming due during the Lease term on the Leased Premises, and all personal property taxes with r spect to Landlord's personal property, if any, on the Leased Premises. Tenant shall be responsible for paying all personal property taxes with respect to Tenant's personal property at the Leased Premises. 7. Insurance. A. If the Leased Premises or any other part of the Building is damaged by fire or other casualty resulting from any act or negligence of Tenant or any of Tenant's agents, employees or invitees, rent shall not be diriil171shed or abated while such damages are under repair, and Tenant shall be responsible for the costs of repair not covered by insurance. 8. Landlord shall maintain fire and extended coverage insurance on the Building and the Leased Premises in such amounts as Landlord shall deem appropriate. Tenant shall be responsible, at its expense, for fire and extended coverage insurance on all of its personal property, including removable trade fixtures, located in the Leased Premises. C. Tenant and Landlord shall, each at its own expense, maintain a policy or policies of comprehensive general liability insurance with respect to the respective activities of each in the Building with the premiums thereon fully paid on or before due date, issued by and binding upon some insurance company approved by Landlord, such insurance to afford minimum protection of not less than $1,000,000 combined single limit coverage bf bodily injury, property damage or combination thereof. Landlord shall be listed as an additional insured 6n Tenant's policy or policies of comprehensive general liability insurance, and Tenant shall provide Landlord With current Certificates of Insurance evidencing Tenant's compliance with this Paragraph. Tenant shall obtain th agreement of Tenant's insurers to notify Landlord that a policy is due to expire at least (10) days prior to such. expiration. Landlord shall not be required to maintain insurance against thefts within the Leased Premises or the Building. 8. Signs. Following Landlord's consent, Tenant shall have the right to place on the Leased Premises, at locatio.ns elected by Tenant, any signs which are permitted by applicable zoning ordinances and private restrictions. Landlord may refuse consent to any proposed signage that is in Landlord's opinion too large, deceptive, unattractive or otherwise inconsistent with or inappropriate to the Leased Premises or use of any other tenant. Landlord shall assist and cooperate with Tenant in obtaining any necessary permission from governmental authorities or adjoining owners and occupants for Tenant to place or construct the foregoing signs. Tenant shall repair all damage to the Leased Premises resulting from the removal of signs installed by Tenant. Page 2 o f 6 9. Entry. Landlord shall have the right to enter upon the Leased Premises at reasonable hours to inspect the same, provided Landlord shall not thereby unreasonably interfere with Tenant's business on the Leased Premises. 10. Parking. During the term of this Lease, Tenant shall have the non-exclusive use in common with Landlord, other tenants of the Building, their guests and invitees, of the non -reserved common automobile parking areas, driveways, and footways, subject to rules and regulations for the use thereof as prescribed from time to time by L.andlord. Landlord reserves the right to designate parking areas within the Building or in reasonable proximity thMeto, for Tenant and Tenant's agents and employees. Tenant shall provide Landlord with a list of all license riunibers for the cars owned by Tenant, its agents and employees. Separated structured parking, if any, located about the Building is reserved for tenants of the Building who rent such parking spaces. 11. Building Rules. Tenant will comply with the rules of the Building adopted and altered by Landlord from time to time arid Will cause all of its agents, employees, invitees and visitors to do so; all changes to such rules will be sent by Landlord to Tenant in writing. The initial rules for the Building are attached hereto as Exhibit "A" and incorporated herein for all purposes. 12. Damage and Destruction. Subject to Section 8 A. above, if the Leased Premises or any part thereof or any appurtenance thereto is so damaged by fire, casualty or structural defects that the same cannot be used for Tenant's purposes, then Tenant shall have the right within ninety (90) days following damage to elect by notice to Landlord to terminate this Lease as of the date of such damage. In the event of minor damage to any part of the Leased Premises, i3d if such damage does not render the Leased Premises unusable for Tenant's purposes, Landlord shall promptly repair such damage at the cost of the Landlord. In making the repairs called for in this paragraph, Landlord shall not be liable for any delays resulting from strikes, governmental restrictions, inability to obtain necessary materials or labor or other matters which are beyond the reasonable control of Landlord. Tenant shall be relieved frqm paying rent and other charges during any portion of the Lease term that the Leased Premises are inoperable or .unfit for occupancy, or use, in whole or in part, for Tenant's purposes. Rentals and other charges paid in advance for any such periods shall be credited on the next ensuing payments, if any, but if no further payments are to be made, any such advance payments shall be refunded to Tenant. The provisions of this paragraph extend not only to the matters aforesaid, but also to any occurrence which is beyond Tenant's reasonable control and which renders the Leased Premises, or any appurtenance thereto, inoperable or unfit for occupancy or use, in whole or in part, for Tenant's purposes. 13. Default. If default shall at any time be made by Tenant in the payment of rent when due to Landlord as hererri provided, and if said default shall continue for fifteen (15) days after written notice thereof shall have been given to Tenant by Landlord, or if default shall be made in any of the other covenants or conditions to be kept, obset\led and performed by Tenant, and such default shall continue for thirty (30) days after notice thereof in writing to Tenant by Landlord without correction thereof then having been commenced and thereafter diligently prosecuted, Landlord may declare the term of this Lease ended and terminated by giving Tenant written notice bf such intention, and if possession of the Leased Premises is not surrendered, Landlord may reenter said premises. Landlord shall have, in addition to the remedy above provided, any other right or remedy available to Landlord on account of any Tenant default, either in law or equity. Landlord shall use reasonable efforts to mitigate its damages. Page 3 of 6 14. Quiet Possession. Landlord covenants and warrants that upon performance by Tenant of its obligations hereunder, Landlord will keep and maintain Tenant in exclusive, quiet, peaceable and undisturbed and uninterrupted possession of the Leased Premises during the term of this Lease. 15. Condemnation. If any legally, constituted authority condemns the Building or such part thereof which shall make thi=! Leased Premises unsuitable for leasing, this Lease shall cease when the public authority takes possession, arid Landlord and Tenant shall account for rental as of that date. Such termination shall be without prejudice to the rights of either party to recover compensation from the condemning authority for any loss or damage caLJSed by the condemnation. Neither party shall have any rights in or to any award made to the other by the condemning authority. 16. Subordination. Tenant accepts this Lease subject and subordinate to any mortgage, deed of trust or other lien presently existing or hereafter arising upon the Leased Premises, or upon the Building and to any renewals, refiriaricing and extensions thereof, but Tenant agrees that any such mortgagee shall have the right at any time to subordinate such mortgage, deed of trust or other lien to this Lease on such terms and subject to such conditions as such mortgagee may deem appropriate in its discretion. Landlord is hereby irrevocably vested with full power and authority to subordinate this Lease to any mortgage, deed of trust or other lien now existing or hereafter placed upon the Leased Premises of the Building, and Tenant agrees upon demand to execute such further instruments subordinating this Lease or attorning to the holder of any such liens as Landlord may request. In th event that Tenant should fail to execute any instrument of subordination herein require d to be executed by Tenant promptly as requested, Tenant hereby irrevocably constitutes Landlord as its attorney -in -fact to execute such instrument in Tenant's name, place and stead, it being agreed that such power is one coupled with an interest. Tenant agrees that it will from time to time upon request by Landlord execute and deliver to such persons as Landlord shall request a statement in recordable form certifying that this Lease is unmodified and in full force and effect (or if there have been modifications, that the same is in full force and effect as so modified), stating the dates to which rent and other charges payable under this Lease have been paid, stating that Landlord is not in default hereunder (or if Tenant alleges a default stating the nature of such alleged default) and further stating such other matters as Landlord shall reasonably require. 17. Notice. Any notice required or permitted under this Lease shall be deemed sufficiently given or served if sent by United States certified mail, return receipt requested, addressed as follows: If to Landlord to: If to Tenant to: G & S Investments, Inc. Kent Security Services, Inc. 14600 Biscayne Boulevard 14600 Biscayne Boulevard, Suite 100 North Miami Beach, FL 33181 North Miami Beach, FL 33181 Landlord and Tenant shall each have the right from time to time to change the place notice is to be given under this paragraph by written notice thereof to the other party. Page 4 of 6 18. Brokers. Tenant represents that Tenant was not shown the Premises by any real estate broker or agent and that Tenant has not otherwise engaged in, any activity which could form the basis for a claim for real estate commission, brokerage fee, finder's fee or other similar charge, in connection with this Lease. 19. Waiver. No waiver of any default of Landlord or Tenant hereunder shall be implied from any omission to take any action on account of such default if such default persists or is repeated, and no express waiver shall affect ariy default other than the default specified in the express waiver and that only for the time and to the extent therein stated. One or more waivers by Landlord or Tenant shall not be construed as a waiver of a subsequent breach of the same covenant, term or condition. 20. Memorandum of Lease. The parties hereto contemplate that this Lease should not and shall not be filed for record, but in lieu th reof, at the request of either party, Landlord and Tenant shall execute a Memorandum of Lease to be recorded for the purpose of giving record notice of the appropriate provisions of this Lease. 21. Headings. The headings used in this Lease are for convenience of the parties only and shall not be considered in interpreting the meaning of any provision of this Lease. 22. Successors. The provisions of this Lease shall extend to and be binding upon Landlord and Tenant and their respective legal representatives, successors and assigns. 23. Consent. Landlord shall not unreasonably withhold or delay its consent with respect to any matter for which Landlord's consent is required or desirable under this Lease. 24. Performance. If there is a default with respect to any of Landlord's covenants, warranties or representations under this Lease, and if the default continues more than fifteen (15) days after notice in writing from Tenant to Landlord specifying the default, Tenant may, at its option and without affecting any other remedy hereunder, cure such default and deduct the cost thereof from the next accruing installment or installments of rent payable hereunder until Tenant shall have been fully reimbursed for such expenditures, together with interest thereon at a rate equal to the lessor of twelve percent (12%) per annum or the then highest lawful rate. If this Lease terminates prior.to Tenant's receiving full reimbursement, Landlord shall pay the unreimbursed balance plus accrued interest to Tenant on demand. 25. Compliance with Law. Tenant shall comply with all laws, orders, ordinances and other public requirements now or hereafter pertaining to Tenant's use of the Leased Premises. Landlord shall comply with all laws, orders, ordinances and 6th r public requirements now or hereafter affecting the Leased Premises. Page 5 of 6 26. Final Agreement. This Agreement terminates and supersedes all prior understandings or agreements on the subject matter hereof. This Agreement may Le modified only by a further writing that s duly executed by both parties. 27. Governing Law. This Agreement shall be governed, construed and interpreted by, through and under the Laws of the State of Florida. ----' r". IN WITNESS/WHEREOF, the paties have executed this Lease as of the day and year first above written. Gyl-Neu an for G & S Investments, Inc. nn i� Orly Alexand r for Dent Se urity Services, Inc. (i COtpo rate 1: SaaI Page 6 of 6 ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 31st day of December, 2015. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration ofthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. The Lease Agreement shall renew for a period of (5) years commencing on January 1, 2016, and ending December 31, 2020. The rent shall remain the same and the Tenant shall pay to Landlord for the remainder of the term, $1,500.00, plus $105.00 sales tax, for a total of $1,605.00 per month. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws ofthe State of Florida. IN WITNE HEREOF a e executed this Addendum to the Lease Agreement and .yar /G':f---Ne for G & S Investments, In Orly Alexande4 or 'nt Sec Services, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 31st day of December, 2012. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration of the above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. The Lease Agreement shall renew for a period of (5) years commencing on January 1, 2013, and ending December 31, 2018. The rent shall remain the same and the Tenant shall pay to Landlord for the remainder of the term, the sum of $5,612.15 per month, including sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws of the State of Florida. IN W I T N £ WHEREOF the parties have executed this Addendum to the Lease Agreem 111 on the day a . set Lo rth above. nan for G & S In stments, Inc. Orly • lexander or t Secur. . y ' ervices, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ("Landlord") and Kent Security Services, Inc. ("Tenant"), this 24th day o f March, 2011. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration ofthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: 1. Effective April 1, 2011, the rent shall increase and the Tenant shall pay to Landlord for the remainder ofthe "Initial Term", the sum of$5,612.15 per month, including sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws ofthe State of Florida. IN WIlE S WHEREOF the parties have executed this Addendum to the Lease Agree ent on their d year set forth above. euma Lor G & S InvesL ents, Inc. Orexander fent Security ervices, Inc. ADDENDUM TO FLORIDA COMMERCIAL LEASE AGREEMENT This Addendum to the Lease Agreement has been entered into by and between G & S Investments, Inc. ('Landlord') and Kent Security Services, Inc. ('Tenant"), this _ _ day o f , 2008. WHEREAS, the parties hereto desire to amend the Lease Agreement entered on January 1, 2007, in accordance with the conditions set forth below. NOW THEREFORE, in consideration o fthe above recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: Original Lease Agreement is modified to state the following: L Effective November 1, 2008, the rent shall increase and the Tenant shall pay to Landlord for the remainder of the "Initial Term", the sum of $7,000.00 per month, plus sales tax. Each payment shall be due in advance on the first day of each calendar month during the lease term to Landlord. This addendum to the agreement shall be governed, construed and interpreted by, through and under the Laws o f the State of Florida. IN WITNESS W ..01 ' the parties have executed this Addendum to the Lease Agreement on the'day and year set forth above. for G & S Investments, Inc. (IjAk er fo cent Security Services, Inc. Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: Kent Security Services, Inc. ADDRESS• 14600 Biscayne Blvd. North Miami Beach, FL 33181 PHONE: (305) 919-9400 FAX• (305) 919-9590 EMAIL: Gneuman@kentservices.com CELL(Optional)• SIGNED BY: Gil Neuman TITLE: CEO — DATE• 10/31/2019 FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISOUALWFY THIS RESPONSE. Page 2 of 92 Certifications Legal Name of Firm: Kent Security Services, Inc. Entity Type: Partnership, Sole Proprietorship, Corporation, etc. S- Corporation Year Established: 1982 Federal Employer Identification Number ("FEIN") 59-2234701 Office Location: City of Miami, Miami -Dade County, or Other Miami- Dade County, North Miami Business Tax Receipt / Occupational License Number: Receipt #3357183 Business Tax Receipt / Occupational License Issuing Agency: Miami -Dade County Business Tax Receipt / Occupational License Expiration Date: September 30, 2020 Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 3/1/19). If no addendum/addenda was/were issued, please insert N/A. Addendum No. 1, 9/26/19; Addendum No. 2, 10/15/19; Addendum No. 3, 10/28/19 If Proposer has a Local Office, as defined under Chapter 18/Article III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) YES Has Proposer reviewed the Attached Sample Professional Services Agreement? YES OR NO YES Proposer has reviewed the attached Sample Professional Services Agreement ("Agreement"). Does Proposer acknowledge that the attached Agreement is an example of the standard Agreement used in conjunction of these services, and Proposer will be required to execute an Agreement in substantially Page 3 of 92 the attached form. Yes / No YES Page 4 of 92 Line: 1 Description: Proposers shall not enter a unit price on this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices on Attachment B, Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 92 Security Guard Services Citywide RFP 985381 ATTACHMENT B COMPENSATION PROPOSAL Security Guard Services The rates outlined below are for the term of the contract and include all out-of-pocket expenses, employee travel, miscellaneous costs. 4 5 Estimated Yearly Quantity Proposed Hourly Rate Negotiated Hourly Rate Hourly Rate for Level 1 Personnel 137,816 $ 21.60 $ 20.80 Hourly Rate for Level 2 Personnel 15,600 $ 21.60 $ 21.60 Hourly Rate for Level 3 Personnel 100 $ 25.92 $ 24.92 Hourly Rate for Level 2 Personnel (Armed) 8,760 $ 23.04 $ 23.04 Hourly Rate for Level 3 Personnel (Armed) N/A $ 25.95 $ 25.92 6 Daily Rate Monthly Rate Golf Cart $ 12.00 $ 300.00 Name Signatur Title /v i4-/)->cY Date / 7,4(CH 12 702c) Olr#u of gmami ANNIE PEREZ, CPPO EMILIO T. GONZALEZ, PH.D. Procurement Director City Manager ADDENDUM NO. 3 DATE: October 24, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. Section 2.11, Performance Bond is hereby deleted in its entirety and is replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost of the contract to the City based on the estimated hours used (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. B. Section 2.13, Jessica Lunsford Act is hereby deleted in its entirety and is replaced with the following: In accordance with the requirements of Sections 435.04 and 435.05, Florida Statutes (2015) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, as amended, and to the extent required by applicable law, Successful Proposer agrees that all of its Personnel who provide or may provide Services under this Contract have completed all background screening requirements as outlined in the above -referenced statutes. Successful Proposer agrees to bear any and all costs associated with acquiring the required background screenings. Successful Proposer agrees that it has an ongoing duty to maintain and update this list as new Personnel are hired and in the event that any previously screened employee fails to meet the statutory standards. Successful Proposer further agrees to notify the City within 1 twenty-four (24) hours upon becoming aware that one of its Personnel, who was previously certified as completing the background check and meeting the statutory standards, is subsequently arrested or convicted of any disqualifying offense. Successful Proposer further covenants that any of its Personnel who provide or may provide Services under this Contract, shall also satisfy the requirements and conditions of the Lauren Book Child Safety Ordinance under Article XVII, Miami -Dade County Code of Ordinances, as amended, including background screening requirements. C. Section 2.22, Liquidated Damages, subsection 3. Special Violations is hereby deleted in its entirety and is replaced with the following: The graduation of Liquidated Damages will occur with the involvement of the same facility, Successful Proposer's Security Personnel and a pattern of the same incidents at multiple posts (i.e. repeated violations of the same type). Violations discovered subsequently to the infraction(s) occurrence shall be treated in the same manner (e.g. three infractions are discovered after the fact the first, second and third step damages would all apply or $3,000.). Any violations committed by Successful Proposer's Security Personnel may result in the suspension or removal from duty of said Security Personnel at the discretion of the Facility Administrator or designee. Special Violations that may result in the assessment of Liquidated Damages include, but are not limited to, the following; • Reassignment of any Security Personnel previously suspended or removed from duty by the City; • Assignment of Security Personnel not properly qualified or approved for duty; • Failure to notify the City of an arrest of Security Personnel or Principal within twenty-four (24) hours; • Improper internal employee fines or wage practices; • False or misleading statements by Security Personnel; • Deducting money from an employee's paycheck as a result of Liquidated Damages; • Failure to immediately report the display or discharge of a weapon; • Failure to staff a duty assignment (open post); and • Failure to make proper notifications regarding open duty assignments (open post). Infractions will be applied a follows: 1st infraction $500.00, 2nd infraction $1,000.00, 3rd infraction $1,500.00. Note: The Successful Proposer shall NOT pass along to its Security Personnel any liquidated damages assessed for infractions on any Contract issued as a result of this Solicitation. Such conduct constitutes a violation that shall result in additional Liquidated Damages to the Successful Proposer. Non-performance Actions Continuing patterns of contractual violations, or the commission of an especially egregious violation, may warrant the filing of a Successful Proposer Non -Performance Action by the City Facility Administrator or designee. In such circumstances, the Successful Proposer will receive copies of such actions, and will be given the opportunity to respond, in accordance failure to perform procedures. Upon documentation of Non -Performance Actions, the Facility Administrator or designee may take actions (beyond the imposition of Liquidated Damages) that may result in the termination of the Contract. 2 D. Section 2.32 Subcontractor(s) is hereby added: A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the Proposer or Proposer's firm to assist in the performance of services required under this Solicitation. A Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub - Contractors to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be borne solely by the Successful Proposer and insurance for each Sub -Contractors must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Proposer nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors that the Successful Proposer intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. E. The following are inquires received and the corresponding responses: Q1. Can the security guard firm use company issued cell phones instead of radios? Al. Please refer to Section 3.9, City Facilities, subsection C, Duties/Standard Operating Procedures, which provides detailed information regarding equipment that Security Personnel shall have in order to provide said services. Q2. What is the timeframe to report an arrest of a security personnel? A2. Refer to Sections B and C above. Q3. Is the on -duty supervisor reference in Section 2.20, considered a contract supervisor? A3. No, a contract supervisor would be an administrative person that can be reached for contractual issues, an on -duty supervisor would be a Watch Commander that can be reached at the Successful Proposer's office for daily operations. Q4. Can you provide the annual cost for the current security contract? A4. Approximately $1,809,163.48. Q5. What is the proposed budget for the security contract? A5. Budgets are approved once a year and each department who needs Security Personnel will determine how much will be needed based on the hourly rate, these services are requested on an as needed and may increase or decrease during the contract term. 3 Q6. What are the current hourly rates City of Miami is paying for this service, by position? A6. • Level 1 Basic Classification Level 2 Intermediate Classification Level 3 Advanced Classification $15.28 $15.28 $19.67 Q7. Are fixed post officers relieved for meal and comfort breaks by another security officer or the supervisors? A7. Proposer shall address this in their proposal. Q8. Provide the most recent invoices submitted by the incumbents to City of Miami for these services? A8. Refer to the attached Exhibit A Previous Invoices. Q9. What is the anticipated start date for this contract? A9. The approximate anticipated date for commencement of the contract is March 2020. Q10. How many hours of training in total is required? Both pre -assignment and annual? And are these hours billable? A10. Refer to Section 3.5, Training, which delineates training requirements. Q11. Can the City clarify if there is one (1) radio required per site? Alt Please refer to the response to question number 1. Q12. Can the City clarify if there are three (3) Golf carts required and if they are billed separately? Al2. Refer to Section 3.9, City Facilities for the number of golf carts needed, and Section 2.25, Compensation Proposal for the billing of golf carts. Q13. Does City of Miami provide any of the training required? Are these hours billable? A13. Please refer to the response to question number 10. Q14. Section 1.28, DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY states "Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation." Can the City provide a list of all forms that are required to be deemed responsive and if anything is added after the initial communication will the City provide that addition in an addendum? A14. Refer to Section 4, Submission Requirements. Q15. The Certifications section states, "Description: Proposers shall not enter a unit price on this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices on Attachment B, Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar 4 Unit Price: $ Number of Units: 1 Total: $ " Can the City clarify if pricing needs to be submitted in both the Certifications section and the Attachment B, Compensation Proposal? Since the solicitation states "Proposers shall not enter a unit price on this line." Does that mean that the Unit Price and Number of Units lines should be left blank? A15. The price field located in page 5 of the solicitation shall be left blank, all prices shall be submitted on Attachment B. Q16. Can the City provide Attachment B — Compensation Proposal or provide a link to the location of the form online? It is not provided in the RFP document. A16. Attachment B, is hereby attached for reference, however it is recommended that the prospective proposer access all attachments via the Oracle System. All of the attachments can be located in the Header/Notes section of the solicitation and can be viewed by logging in at www.imiami.miamigov.com or following the instructions on www.miamigov.com/procurement. Q17. RFP Section 1.61, Performance/Payment Bond on page 26 states that a performance / payment bond "may" be required. However, RFP Section 2.11, states that a performance bond only "shall" be required. Since this is a significant cost item can the City clarify if a Performance Bond will or will not be required? A17. Yes a performance bond is required per Section 2.11, Performance Bond. Per Section 1.30, Discrepancies, Errors, and Omissions, subsection a, Order of Precedence, Special Conditions Section supersedes General Terms and Conditions. Q18. Section 2.22, Liquidated Damages indicates an extensive list of potential liquidated damages including: Security Personnel Violations, Administrative Violations, Special Violations and Non-performance Actions. Can the City provide a summary of these violations? A18. Refer to Section C above. Q19. Can the City provide a list of punitive actions that have been taken in 2018 and 2019? A19. The current Contract does not have a liquidated damages clause. Q20. Section 3.6, Uniforms, Maintenance and Equipment states that, "Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required." Is the successful proposer required to provide these at no cost to the security officer or can the cost of these costs be passed through to the security officer (which effectively lowers their wage)? A20. Proposers shall state what their policies are with respect to uniforms in their proposal, and shall state if they will charge their employees or if the costs of uniforms are part of their overhead. Q21. Section 3.10, Special Assignments states the following: "Security Personnel services may also be requested occasion for special events sponsored by the City at these or other facilities. Notification of any non-scheduled work assignments of this nature shall be made 5 by the appropriate Department representative to the Successful Proposer at least forty- eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City." Can the City provide the annual number of hours of service requested for Special Assignments in 2018 and 2019 (to date)? A21. Approximately 2,700 hours. Q22. Section 3.11, Compensation states: "Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charged for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based on the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City -- the hourly rate shall remain unchanged." Can the City provide a list of locations and shifts that require service during the holidays? A22. Refer to Section 3.9, City Facilities which provides a list of all of the locations and work schedules under subsection E, which provides a list of all the locations and work schedules. Q23. Section 4, Proposer Information, Item 7, requests that proposers "Provide a complete list of the Security Supervisor(s) used in the referenced Contract(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of these individuals." Since the incumbent provider will be the only bid participant to currently have Security Supervisors in place this represents a distinct competitive advantage to the incumbent since they already have resumes and qualifications for these individuals. Are other proposers required to assume the expense of recruiting the staff for each of these positions in advance of an award in order to comply with this requirement? A23. Prospective Proposers may use the qualified personnel they already have on staff to satisfy this requirement. Q24. Who is the Evaluation Committee composed of? A24. Refer to Section 2.27, Evaluation/Selection Process and Contract Award subsection (5) for details. Q25. Clarify the maximum contract term. RFP Section 2.4(1) on page 40 states a maximum term of eight (8) years. However, Professional Services Agreement Section 2, states a maximum term of ten (10) years. A25. Refer to Addendum No. 1, letter G. Q26. RFP Section 1.37, Firm Prices states that prices shall be firm throughout the duration of the contract. Will the City permit rate increases to account for increases mandated by the City of Miami Living Wage Ordinance and other statutory minimum wage legislation? A26. Yes, refer to Addendum No. 1, letter B. 6 Q27. Does the City expect for the quoted pricing to be maintained for the duration of the entire contract term, including the renewal term? A27. Final prices will be negotiated by the City. Such negotiated prices will be for the term, renewals and extensions thereof. Q28. Our company stands behind our security services and regularly accepts the obligation to indemnify and defend clients for the comparative portion of any losses, costs or damages that are caused by the negligent acts or omissions of our personnel in the performance of security services under client agreements. Our insurers will conduct a robust defense of any such claims. Will the City revise the provisions cited below as follows to reflect that standard? • RFP Section 1.42 on page 22: o On lines 6-7, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On line 15, delete the phrase "or to provide for such defense, at City's option." • RFP Section 2.14 on page 43:f o On lines 7-8, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On lines 16-17, delete the phrase "or to provide for such defense, at City's option." • Professional Services Agreement Section 10 on pages 7-8: o On lines 8-9, replace the phrase "resulting from the permitted work" with the phrase "to the extent caused by the Contractor's negligence in performance of the permitted work". o On line 18, delete the phrase "or to provide for such defense, at City's option." Our company's standard business terms also include a disclaimer of consequential damages. Will the City revise RFP Section 1.42 Indemnification on page 22; RFP Section 2.14 Insurance Requirements on page 43; and Professional Services Agreement Section 10 Indemnification on pages 7-8 to add the following provision to the end of each section? • "Anything to the contrary notwithstanding under no circumstances will Contractor be liable to any indemnified party for consequential, incidental, indirect or punitive damages, or for lost profits." A28. The City is willing to negotiate certain terms and conditions during the negotiations phase, and incorporate into the Professional Services Agreement, however the proposal package shall list all exceptions in order to be considered. Sections 1 and 2 of the RFP will not be changed because the PSA will take precedence over the RFP. As stated in the Certification Statement attached herein as Exhibit B, the Term, Audit and Inspection Rights and Records Retention, Public Records, Compliance with Federal, State and Local Laws, Termination; Obligations Upon Termination, Nondiscrimination, City Not Liable for Delays, No Conflict of Interest and Contingency Clause are non-negotiable. Q29. Is a pre -employment polygraph required for all Security Personnel assigned to this contract? A29. Refer to Section 3.2, General Requirements, subsection B, Personnel Qualifications, Note Section. 7 Q30. Will the City clarify the parameters around the "most favored nations" provision in RFP Section 1.51, on page 24 by adding the following as the last sentence? • "As used herein, a "similarly situated local government" shall refer to a local government in the same regional market, requiring the same or substantially similar officer qualifications, service and training, in like or smaller quantities, over a substantially comparable time period and under the same or substantially similar terms and conditions." A30. Please refer to the response to question number 28. Q31. RFP Section 1.66, Prompt Payment on page 28 instructs proposers to "provide their prompt payment terms in the space provided on the Formal Solicitation". Please direct us to the location of that space in the solicitation. A31. Prompt Payment Terms pursuant to Section 1.66, is hereby added to the Certifications page. Q32. Our company routinely adds clients as additional insured on our insurance policies, so long as our obligations are aligned with our indemnification obligations and limited to the specified insurance limits we have agreed to provide. Will the City revise the sections cited below as follows to reflect that standard? • RFP Section 2.14, Insurance Requirements on page 46 and Professional Services Agreement Exhibit D: o Insert the following as the last sentence: "Anything to the contrary notwithstanding, the rights of the City of Miami as an additional insured as described herein shall apply to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount." • Professional Services Agreement Section 14.A: o On line 4, insert the phrase "to the extent of the Contractor's indemnification obligations and up to the required insurance coverage amount" after the reference to "additional insured." A32. Please refer to the response to question number 28. Q33. Will the City revise RFP Section 2.31, Termination on pages 54-55 and Professional Services Agreement Section 13.A, on page 10 to give the Contractor the reciprocal right to terminate for convenience on 120 days' prior written notice? A33. No, this clause is non-negotiable. Q34. a. The background adjudication standards in RFP Section 3.2. General Requirements, subsection B .10 on page 58. We assume those standards are intended to comply with Title VII of the Federal Civil Rights Act of 1964 which prohibits employment discrimination. In interpreting Title VII, EEOC Enforcement Guidance 915.002 (4/25/12) prohibits blanket exclusions based on a class of crime or type of military discharge. The Guidance requires assessment of the facts and circumstances of a conviction or military discharge to determine whether it truly renders a person unsuitable for the position for which he or she is intended. Will the City revise the cited section as follows to achieve compliance with applicable law? • Replace line 1 with the following: o "Security Personnel may be ineligible for assignment under this Contract if they are currently or have been previously been involved in:" • Insert the following at the end of the section: 8 "Contractor's determination regarding the suitability of any person described above for assignment at a Contract location shall be based on guidance provided by the U.S. Equal Employment Opportunity Commission regarding the use of criminal conviction and military discharge history in employment decisions which requires a weighing of (i) the nature and gravity of the offense or discharge; (ii) the time that has passed since the offense or discharge, or the employee's completion of any sentence given as a result of the offense; and (iii) the nature of the job held or sought." b. We note the specification addressing the City's right to require Security Personnel to undergo a polygraph in RFP Section 3.2.B "Note" on page 58: The Federal Employee Polygraph Protection Act ("EPPA") generally prohibits the use of polygraph tests in the employment context. However, there are certain exemptions for uniformed security personnel. Please identify the specific exemption the City believes applies to the employees assigned to this account. c. To the extent that City is relying on the exemption for facilities having a significant impact on health or safety set forth in 29 U.S.C. § 2006(e)(1)(A), please provide a letter from an authorized public official for the City of Miami stating that the location a at issue are facilities against which acts of sabotage, espionage, terrorism, or other hostile, destructive, or illegal acts could significantly impact on the general public's safety or health. d. Under the EPPA, prospective employees cannot be denied employment based solely on the results of a polygraph examination or a refusal to take the examination. See 29 U.S.C. § 2007(a)(2). Rather, the employer must have additional grounds for excluding the individual in question. How does the City intend to use the results of the polygraph examinations? e. The EPPA prohibits the asking of questions that are designed to degrade or needlessly intrude on the examinee. See 29 U.S.C. § 2007(b)(1)(B). The EPPA also explicitly prohibits asking questions about "any matter relating to sexual behavior." See 29 U.S.C. § 2007(b)(1)(C)(iv). Please explain why the City believes questions about "child abuse and/or molestation" are permissible A34. The City has disclosed that a polygraph may be required. If and when said polygraph is required of the Successful Proposer, upon request and at the City's sole discretion, the City shall reply accordingly to these inquiries abiding by all applicable Federal and State laws, rules, and regulations. Q35. Is Section 1.49, Manufacturer's Certification applicable to this solicitation? A35. Section 1.49, Manufacturer's Certification only applies for the procurement of goods, this solicitation does not require goods, therefore, Section 1.49 does not apply. Q36. Are marine radios billable? A36. No. Please refer to Section 3.9, City Facilities, subsection C. Duties/Standard Operating Procedures, which clearly delineates that Security Personnel will be provided with a marine VHF radio by the Marina. Q37. Clarify if the Proposer must have a "Supervisor" on duty for all hours when there are active security officer shifts (E.3 Supervisor Duties pg. 63)? A37. Yes, it is required for the Proposer to provide an off -site or on -site supervisor depending on the location. Most locations will use an off -site supervisor, which the Security Personnel, or the Facility Manager can reach via phone. The MRC location will have an 9 on -site Supervisor (level 3 Security Personnel) due to the number of Security Personnel in that facility. Q38. Is the current security staff part of any labor union? If so, provide a copy of their collective bargaining agreement ("CBA")? A38. No, there is no CBA available as it pertains to the current contract. Q39. Will the City award the contract to more than one (1) proposer? A39. It is the City's intention to award the contract to only one (1) Proposer. Q40. Provide a copy of the pre -bid sign in sheet? A40. Please refer to Addendum No.1. Q41. Page 41 states Proposer must have a class "BB" Security Agency Branch License. This is a branch office license requirement. Confirm this isn't a requirement if you do not have a branch office. A41. No, a class "BB" Security Agency Branch License is only required if applicable. Section 2.7, Minimum Qualifications Requirements subsection B, states "Shall be licensed in accordance with the requirements of Florida Statute Chapter 493.6301 and must submit proof of the requisite licensure. Proposer shall submit copies of all applicable licenses including, but not limited to, Class "B" Security Agency, Class "BB" Security Branch Office, Class "D", Class "G" for proposed Security Personnel, and Class "MB". All licenses required shall be maintained throughout the duration of a resulting contract." Q42. In reference to adjustments made to billing rate due to increase in the living wage, will the City also taken into account the payroll burden that's associated with the pay rate? A42. Please refer to the response to question number 26. Q43. Is any subcontracting permitted in this contract? A43. Yes, Refer to Section D above. Q44. Confirm how many hours the City has paid the incumbent in the last fiscal year for each level of security. (Level 1, Level 2, Level 3)? A44. Approximately 97,807 hours for level 1; 1,977 hours for level 2; and 1,978 hours for level 3. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. 1 1 j C Annie Perez, CPPO, Di4ctor of Procurement Cit of 11iami Procurement Department ,/10 AP:ef c. Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: SIGNATURE: DATE: 11 ANNIE PEREZ, CPPO Procurement Director Tito .uf �t�xxnt ADDENDUM NO. 2 DATE: October 15, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO. 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE EMILIO T. GONZALEZ, PH.D. City Manager The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. The deadline for submission of proposals has been changed to Monday, November 4, 2019 at 3:00 PM. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. An ie P rez, CPPO, Director of Procurement Cit of i lami Procurement Department AP:ef c. Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: DATE: SIGNATURE: ANNIE PEREZ, CPPO EMILIO T. GONZALEZ, PH.D. Procurement Director City Manager ADDENDUM NO. 1 DATE: September 25, 2019 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 985381 TITLE: SECURITY GUARD SERVICES CITYWIDE The following changes, additions, clarifications, and deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein, and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. Please find attached the attendance sheet for the Pre -Proposal Conference held Monday, September 23, 2019 at 10:00 AM at the Miami Riverside Center. B. Section 2.9 Living wage has been deleted in its entirety and is hereby replaced with the following: The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached the Header / Notes and Attachments Section of this RFP.) If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Department of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive 1 solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided in section 18-557 herein). Should an adjustment be made to the Living wage, it will automatically be applied proportionately to the Successful Proposer's Price Schedule as of the effective date, and the new rate would take effect for employees. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. C. Section 2.10 Bid/Security Bond has been deleted in its entirety and is hereby replaced with the following: To ensure faithful performance; at the time of proposal submittal, the Proposer shall provide to the City a Bid Bond in the sum of five thousand dollars ($5,000,00) payable to the City of Miami, Upon execution of an Agreement, and receipt of the Performance Bond as outlined below, the Bid Bonds will be returned to all Proposers. D. Section 2.11 Performance Bond has been deleted in its entirety and is hereby replaced with the following: Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. E. Section 2.14 Insurance Requirements first paragraph has been deleted in its entirety and is hereby replaced with the following: Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further indemnify, save and hold harmless, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the services, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 2 F. Section 3.10 Special Assignments first paragraph has been deleted in its entirety and is hereby replaced with the following: Security Personnel services may also be requested on occasion for special events sponsored by the City the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. G. Attachment C titled "Draft PSA RFP 985381" has been revised to include minor language revisions in Section 2, and Section 10, added words have been underlined and deleted words have been stricken, and has been attached to the Header/Attachment Section in the Oracle iSupplier System. H. The following are inquires received and the corresponding responses: Q1. Can the City of Miami ("City") clarify on the Exceptions stated in page 2 of the solicitation in the Certification Section, General Condition Section 1.35, and Section 4, Subsection 5 item 4 on page 90. Will a Proposer be able to provide exceptions or will the response be considered non -responsive? Al. Yes, Proposer(s) can take exemption(s) as prescribed in Section 4, Subsection 5, item number 4. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART THEREOF. A ni= Perez, CPPO, Director of Procurement CIty •f Miami Procurement Department AP:ef c. Fernando Casamayor, Assistant City Manager/Chief of Operations Sandra Bridgeman, CPA, Assistant City Manager/Chief Financial Officer Nzeribe Ihekwaba, Ph.D., P.E. Assistant City Manager/Chief of Infrastructure Pablo Velez, Senior Assistant City Attorney Yadissa A. Calderon, CPPB, Assistant Director of Procurement This Addendum shall be signed by an authorized representative and dated by the Proposer and submitted as proof of receipt with the submission of the Proposal. NAME OF FIRM: DATE: SIGNATURE: 3 City of Miami Request for Proposals (RFP) Procurement Department Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: www.miamigov.com/procurement RFPNumber: Title: Issue Date/Time: RFPClosing Date/Time: Pre-Bid/Pre-Proposal Conference: Pre-Bid/Pre-Proposal Date/Time: Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting Officer: Hard Copy Submittal Location: Contracting Officer E-Mail Address: Contracting Officer Facsimile: 985381,2 Request for Proposals for Security Guard Services Citywide 26-SEP-2019 10/16/2019 @ 15:00:00 Voluntary Monday, September 23, 2019 at 10:00 AM 444 SW 2nd Avenue, 6th Floor South Conference Room Wednesday, October 2, 2019 at 12:00 PM Falcon, Eduardo City of Miami - City Clerk 3500 Pan American Drive Miami FL 33133 US efalcon@miamigov.com 305-400-5390 Page 1 of 92 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name. PROPOSER NAME' ADDRESS PHONE: FAX - EMAIL: CELL(Optional) • SIGNED BY• TITLE: DATE - FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS RESPONSE. Page 2 of 92 Certifications Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Federal Employer Identification Number ("FEIN") Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt / Occupational License Number: Business Tax Receipt / Occupational License Issuing Agency: Business Tax Receipt / Occupational License Expiration Date: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 3/1/19). If no addendum/addenda was/were issued, please insert N/A. If Proposer has a Local Office, as defined under Chapter 18/Article III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) Has Proposer reviewed the Attached Sample Professional Services Agreement? YES OR NO Proposer has reviewed the attached Sample Professional Services Agreement ("Agreement"). Does Proposer acknowledge that the attached Agreement is an example of the standard Agreement used in conjunction of these services, and Proposer will be required to execute an Agreement in substantially Page 3 of 92 the attached form. Yes / No Provide Prompt Payment Terms Page 4 of 92 Line: 1 Description: Proposers shall not enter a unit price on this line. Refer to Section 2.25, Compensation Proposal. Proposers shall submit their proposed prices on Attachment B, Compensation Proposal (located under the Header/Notes and Attachments section of this solicitation). Category: 99046-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 92 Request for Proposals (RFP) 985381,2 Table of Contents Terms and Conditions 7 1. General Conditions 7 1.1. GENERAL TERMS AND CONDITIONS 7 2. Special Conditions 40 2.1. PURPOSE 40 2.2. PRE -PROPOSAL CONFERENCE 40 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 40 2.4. TERM OF CONTRACT 40 2.5. CONDITIONS FOR RENEWAL 40 2.6. NON -APPROPRIATION OF FUNDS 41 2.7. MINIMUM QUALIFICATION REQUIREMENTS 41 2.8. CURES 41 2.9. LIVING WAGE ORDINANCE 41 2.10. BID/SECURITY BOND 42 2.11. PERFORMANCE BOND 42 2.12. EXECUTION OF AN AGREEMENT 42 2.13. JESSICA LUNSFORD ACT 42 2.14. INSURANCE REQUIREMENTS 43 2.15. FACILITIES TO BE SERVICED 46 2.16. FACILITY ADMINISTRATORS 46 2.17. RETENTION OF QUALIFIED WORKERS 49 2.18. UNAUTHORIZED WORK 49 2.19. RECORDS 49 2.20. SUPERVISION 49 2.21. FAILURE TO PERFORM 49 2.22. LIQUIDATED DAMAGES 50 2.23. EMERGENCY 52 2.24. CHANGES/ALTERATIONS 52 2.25. COMPENSATION PROPOSAL 52 2.26. METHOD OF PAYMENT 53 2.27. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 53 2.28. TRUTH IN NEGOTIATION CERTIFICATE 54 2.29. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/SERVICES 54 2.30. PRIMARY CLIENT (FIRST PRIORITY) 54 2.31. TERMINATION 54 2.32. ADDITIONAL TERMS AND CONDITIONS 55 3. Specifications 56 3.1. SPECIFICATIONS/SCOPE OF WORK 56 4. Submission Requirements 88 4.1. SUBMISSION REQUIREMENTS 88 5. Evaluation Criteria 92 5.1. EVALUATION CRITERIA 92 Page 6 of 92 Request for Proposals (RFP) 985381,2 Terms and Conditions 1. General Conditions 1.1. GENERAL TERMS AND CONDITIONS Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defined as issuance of a Request for Proposals (RFP), Request for Qualifications (RFQ), or Request for Letters of Interest (RFLI) pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this Solicitation the use of the word "services" includes without limitation professional and personal services as that term professional and personal services is defined by the City of Miami Procurement Ordinance and as set forth in the Definitions Section 18-73 of the City Code. 1.2. ACCEPTANCE OF OFFER -Subject to prior occurrence of all condition's precedent set forth in Section 1.88, The signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or Agreement, approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice to proceed, as applicable. 1.3. ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Procurement shall notify all affected Proposers and make available a written explanation for the rejection. The City also reserves the right to reject: 1.the response of any Proposer who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement ("PSA") and/or Agreement, Page 7 of 92 Request for Proposals (RFP) 985381,2 2.Failed to deliver on time contracts of a similar nature, 3. Who is not in a position to perform the requirements defined in this formal solicitation 4. Who has been debarred, 5.Who is on the convicted vendors list, 6.Who is indebted to the City, 7.Who is otherwise determined to be non- responsive or non -responsible. The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4. ADDENDA -It is the Proposer's responsibility to ensure receipt of all Addenda. Addenda are available at the City's website at: https://imiami.miamigov.com/OA HTML/OA.jsp?OAFunc=PON ABSTRACT PAGE 1.5. ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all of its right, title or interest herein, without the City of Miami's prior written consent. 1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each party shall bear their own attorney's fees through and including appellate litigation and any post judgment proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes fmal payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. The audit and inspection provisions set forth in Sections 18-100 Page 8 of 92 Request for Proposals (RFP) 985381,2 to 18-102, City Code, are deemed as being incorporated by reference herein as set forth in full. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, not -for -profit, or quasi -governmental entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Each governmental, not -for -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract will establish its own Contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Proposer. 1.10. AWARD OF CONTRACT: A.The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or addenda. B.The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Proposer is in default of these contractual requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Proposer's default. C.The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer. These documents may either be a blanket purchase order, notice of award and/or contract award sheet. D.The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City depait<nents with continual service and supplies while a new contract is being solicited, evaluated, and awarded. If the right is exercised, the City shall notify the Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days. Page 9 of 92 Request for Proposals (RFP) 985381,2 Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Proposer are in mutual agreement of such extensions. E.Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. F.An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best interests. Such PSA and/or Agreement which will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. All conditions precedent identified in Section 1.88 before any Agreement is binding. 1.11.BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept the order or contract/agreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers within ten (10) days after the award and Successful Proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all deposits will be returned on demand. 1.12.RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted accordingly. 1.13.BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible Proposal most advantageous to the City or all responses may be rejected. 1.14.BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or Proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be fmal. Unless otherwise Page 10 of 92 Request for Proposals (RFP) 985381,2 specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. 1.15.CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a written explanation for the cancellation. 1.16.CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17.CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18.COLLUSION -Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response for the same items/services or with the City of Miami's Procurement Depai tuient or initiating depai intent. The Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred, and the City reserves the right to reject any and all responses where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A.Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. Page 11 of 92 Request for Proposals (RFP) 985381,2 B.Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C.The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D.Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E.Uniform Commercial Code (Florida Statutes, Chapter 672). F.Americans with Disabilities Act of 1990, as amended. G.National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. H.National Forest Products Association (NFPA), as applicable to this Formal Solicitation. I.City Procurement Ordinance City Code Section 18, Article III. J.Conflict of Interest, City Code Section 2-611;61. K.Cone of Silence, City Code Section 18-74. L.The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M.City Financial Policies, City Code Chapter 18, Article IX. N.City of Miami Charter Sections 3(f) (iii) and 29-B. O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V. P.City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code. Q.Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws. R.Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code. Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, regulations, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, or RFLI after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the Page 12 of 92 Request for Proposals (RFP) 985381,2 provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, or RFLIs between, among others: Potential vendors, service providers, Proposers, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications: Oral communications with the City's Procurement staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents (See Section 2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, or RFLI, by City Procurement staff. Proposers must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk (clerks@miamigov.com), which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer shall render any award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics Commission. Proposers should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision and Florida municipality, the City of Miami is subject to the Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST - Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is fmancially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Page 13 of 92 Request for Proposals (RFP) 985381,2 Proposer's firm. A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their trust, or perform their duties, to secure a special privilege, benefit, or exemption for itself, or others. Proposer may not disclose or use information not available to members of the general public and gained by reason of their position, except for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain or benefit of any other person or business entity. B.Proposer who is a person (every officer, official and employee of the city, including every member of any board, commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Proposer further warrants that they are not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C.A violation of this section may subject the Proposer to immediate termination of any Professional Services Agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23.COPYRIGHT OR PATENT RIGHTS - Proposers warrant that there has been no violation of any intellectual property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered and/or services provided as a result of this formal solicitation, and Proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24.COST INCURRED BY PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Proposer(s). 1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107) (a)Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than Page 14 of 92 Request for Proposals (RFP) 985381,2 three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission. (b)Causes for debarment or suspension. Causes for debarment or suspension include the following: (1)Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (2)Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (3)Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (4)Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (5)Debarment or suspension of the Contractual Party by any federal, state, local, or other governmental (public) agency or entity. (6)False certification pursuant to paragraph (c) below. (7)Found in violation of a zoning ordinance for which the violation remains noncompliant. (8)Found in violation any city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (9)Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c)Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5). (d)Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. Page 15 of 92 Request for Proposals (RFP) 985381,2 1.26.DEBARRED/SUSPENDED VENDORS -An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not: 1) submit a response fora contract to provide goods or services to a public entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public work; 3) Submit response on leases of real property to a public entity; 4)award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity. 1.27.DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Proposer to meet any terms of this agreement, the City will notify the Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A.Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B.Failure to begin the work under this Contract within the time specified. C.Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D.Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E.Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28. DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A. Responsive Proposal is one which follows the requirements of the Formal Solicitation, includes all Page 16 of 92 Request for Proposals (RFP) 985381,2 documentation, is submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Proposal non -responsive. B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. 1) Proposals will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)/service(s) required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity, and have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. 2) The City may consider any information available regarding the fmancial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity, in making the award. 3) The City may require the Proposer(s) to provide documentation that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Proposer(s) during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission. Any discounts offered by a manufacturer to Proposer will be passed on to the City. 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Depaitment. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) PSA and/or Agreement and/or any Amendments to the PSA and/or Agreement 2)Specifications Page 17 of 92 Request for Proposals (RFP) 985381,2 3)Special Conditions 4)General Terms and Conditions 1.31.EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32.ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. 1.33.ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the most advantageous Proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. 1.34. EVALUATION OF RESPONSES A. Rejection of Responses The City may reject a Response for any of the following reasons: 1)Proposer fails to acknowledge receipt of addenda; 2)Proposer misstates or conceals any material fact in the Response; 3)Response does not conform to the requirements of the Formal Solicitation; 4)Response requires a conditional award that conflicts with the method of award; Page 18 of 92 Request for Proposals (RFP) 985381,2 5)Response does not include required samples, certificates, licenses as required; and, 6)Response was not executed by the Proposer's authorized agent. The foregoing is not an all-inclusive list of reasons for which a Response may be rejected. The City may reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination from Consideration 1)A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate furnished has not performed despite demand they do so or otherwise upon any obligation to the City. 2)A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3)A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1)Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient fmancial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well -established entity in line with the best industry practices in the industry as determined by the City. 2)The City may consider any evidence available regarding the fmancial, technical and other qualifications and abilities of a Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3)The City may require the Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations. Page 19 of 92 Request for Proposals (RFP) 985381,2 1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the Proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal. 1.37. FIRM PRICES - The Proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain film for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1.38. FLORIDA MINIMUM WAGE AND CITY OF MIAMI LIVING WAGE ORDINANCE - A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Depait<nent of Labor. Each adjusted minimum wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of bid submittal constitute Successful Proposer's/Contractor's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful Proposer/Contractor must provide for any, and all information to make a wage and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A. Please see provisions in Attachment A. Page 20 of 92 Request for Proposals (RFP) 985381,2 If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 1.39. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attorney's fees. 1.40. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A.Use of information only for performing services required by the contract or as required by law; B.Use of appropriate safeguards to prevent non -permitted disclosures; C.Reporting to the City of Miami of any non -permitted use or disclosure; D.Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Proposer and reasonable assurances that IIHI/PHI will be held confidential; E.Making Protected Health Information (PHI) available to the customer; F.Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G.Making PHI available to the City of Miami for an accounting of disclosures; and H.Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. Page 21 of 92 Request for Proposals (RFP) 985381,2 PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Proposer must give its customers written notice of its privacy information practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attomey's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43. FORMATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. Page 22 of 92 Request for Proposals (RFP) 985381,2 1.44. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.46. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Depait<nent, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604. The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. 1.47. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc.); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.48. LOCAL PREFERENCE Page 23 of 92 Request for Proposals (RFP) 985381,2 A.City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and fmal bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and fmal bid. In the case of a tie in the best and fmal bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B.City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the Proposer must bear full liability. 1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Procurement of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. 1.51. MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Bidder/Proposer grants now or in the future to a similarly situated local government. 1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship between the parties. 1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Depai talent of Agriculture and Consumer Services or by other Page 24 of 92 Request for Proposals (RFP) 985381,2 appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Proposer's expense. These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54. NONDISCRIMINATION -Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56. NOTICE REGARDING "CURES" - Proposals submitted with irregularities, deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), invitation to bid (ITB), invitation for bids (IFB), invitation to quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. any solicitation issued after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by Page 25 of 92 the proposer, and are not waivable by the city. Request for Proposals (RFP) 985381,2 PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS RFP/Q SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q. Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the Evaluation/Selection Process 1.57. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. 1.58. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. 1.59. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever without the written consent of the City. 1.60. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. 1.61. PERFORMANCE/PAYMENT BOND- A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. Page 26 of 92 Request for Proposals (RFP) 985381,2 1.62. PREPARATION OF RESPONSES (HARDCOPY FORMAT) - Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Proposer's risk. A.Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response and print in ink or type the name of the Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, where required. B.If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C.The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D.The Proposer should retain a copy of all response documents for future reference. E.A11 responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or fnui by his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response may be rejected. F.Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Proposer's response may be included as part of the contract, at the City's discretion. G.The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of the response. RESPONSES WILL BE SUBMITTED AS FOLLOWS: ONEORIGINAL HARDCOPY AND SEVEN (7) COPIES INELECTRONIC FORMAT (FLASH DRIVE). NO ON-LINE SUBMITTALS WILL BE ACCEPTED. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE. 1.63.PRICE ADJUSTMENTS - Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.64. PRODUCT SUBSTITUTES - In the event a particular good (that has been awarded and approved) becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. Page 27 of 92 Request for Proposals (RFP) 985381,2 1.65. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.66. PROMPT PAYMENT -Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or fmal acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date fmal approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful Proposers during the term of the contract. 1.67. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any. 1.68. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.69. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime may not: Page 28 of 92 Request for Proposals (RFP) 985381,2 A. Submit a Bid to provide any goods or services to a public entity. B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. E. 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. 1.70. PUBLIC RECORDS - Proposer understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City Code, Section 18, Article III, and agrees to allow access by the City and the public, to all documents subject to disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. Page 29 of 92 Request for Proposals (RFP) 985381,2 D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's information technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDS@MIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. 1.71. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.72. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.73. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.74. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) A. Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the City Attorney, shall have the authority to resolve disputes between the Proposer and the City which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake, misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. Page 30 of 92 Request for Proposals (RFP) 985381,2 B. Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be fmal and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104): Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. (1) Protest of solicitation. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the request for proposals, request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief procurement officer. (2) Protest of award. a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer of such notice shall be confirmed by the city by Page 31 of 92 Request for Proposals (RFP) 985381,2 facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer; or b. Any actual responsive and responsible bidder whose bid is lower than that of the recommended bidder may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within two days after receipt by the bidder of the notice of the city's determination of non -responsiveness or non -responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer. c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the chief procurement officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. Authority to resolve protests; hearing officer(s). Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code. The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests filed in accordance with this section, no later than five working days following the filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. Page 32 of 92 Request for Proposals (RFP) 985381,2 (1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right of protest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timeframes will result in an administrative dismissal of the protest. (3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard. (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called him/her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of Page 33 of 92 Request for Proposals (RFP) 985381,2 multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a fmal order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a fmal order consisting of his/her fmdings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f. The decisions of the hearing officer are fmal in terms of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. Page 34 of 92 Request for Proposals (RFP) 985381,2 Stay of procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the contract until the protest is resolved by the chief procurement officer or the city commission as provided in subsection (b) above, unless the city manager makes a written determination that the solicitation process or the contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. Costs. All costs accruing from a protest shall be assumed by the protestor. Filing fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the chief procurement officer and/or the city commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16). 1.76. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, Proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.77. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Proposer shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. Page 35 of 92 Request for Proposals (RFP) 985381,2 1.78. SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements that will be provided. Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.79. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services are to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Depai tment of General Services, to supply the items on this solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of proposal. 1.80. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the RFP, RFQ, or RFLI. NO EXCEPTIONS. Proposers are welcome to attend the solicitation closing; however, no award will be made at that time. A.Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or package must show the hour and date specified for receipt of responses, the solicitation number and title, and the name and return address of the Proposer. Hardcopy responses not submitted on the requisite Response Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed non -responsive. Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US 1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. B.Facsimile responses will not be considered. C.Failure to follow these procedures is cause for rejection of proposal. Page 36 of 92 Request for Proposals (RFP) 985381,2 D.The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the responsibility of Proposer. The City of Miami is not responsible for delays caused by the United States mail delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be returned unopened and will not be considered for award. E. Late responses will be rejected. F.All responses are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. G.Modification of responses already submitted will be considered only if received at the City before the time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent submission which alters the responses. H.If hardcopy responses are submitted at the same time for different solicitations, each response must be placed in a separate envelope, box, or package and each envelope, box or package must contain the information previously stated in 1.82.A. 1.81. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Proposer. 1.82. TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A.The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B.The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C.Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.83. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Page 37 of 92 Request for Proposals (RFP) 985381,2 Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. 1.84. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.85. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.86. TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attomey's fees incurred by the City by reason of any legal action challenging your claim. 1.87. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.88. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City Commission. Page 38 of 92 Request for Proposals (RFP) 985381,2 1.89. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, Proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. Page 39 of 92 Request for Proposals (RFP) 985381,2 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Security Guard Services Citywide, hereinafter refered to as Security Personnel, as specified herein, from a source(s), fully compliant with the terms, conditions and stipulations of the Solicitation. 2.2. PRE -PROPOSAL CONFERENCE Prospective Proposers are encouraged to attend the Voluntary Pre -Proposal Conference, which will occur on Monday, September 23, 2019 at 10:00 AM, at 444 SW 2nd Avenue, 6th Floor South Conference Room. A discussion of the requirements of the solicitation will occur at that time. Each potential Proposer is required, prior to submitting a Proposal, to acquaint itself thoroughly with any and all conditions and/or requirements that may in any manner affect the work to be performed. No allowances will be made because of lack of knowledge of these conditions. The purpose of the pre -proposal conference is to allow potential Proposers an opportunity to present questions to staff and obtain clarification of the requirements of the solicitation documents. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Procurement Department, Attn: Eduardo Falcon; fax: (305) 400-5390 or email: efalcon@miamigov.com, and a copy filed with the Office of the City Clerk, pursuant to Section 1.20. Cone of Silence. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Wednesday, October 2, 2019 at 12:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer qualified to provide the service(s) requested herein (the "Successful Proposer") shall be required to execute a Professional Services Agreement ("Agreement") with the City, which shall include, but not be limited to, the following terms: (1) The term of the Contract(s) shall be for five (5) years with an option to renew for one (1) additional three (3) year period. (2) The City shall have the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established Page 40 of 92 Request for Proposals (RFP) 985381,2 herein. (2) Availability of funds 2.6. NON -APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to the Successful Proposer(s), shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firm(s). 2.7. MINIMUM QUALIFICATION REQUIREMENTS The minimum qualification requirements for this solicitation are that prospective Proposers: A. Shall be in the business of providing Security Guard Services as described in this RFP for a minimum of at least the last five (5) years; with the same active Federal Employer Identification Number (FEIN"), in good standing with the Florida Department of State, Division of Corporations for the last five (5) years. Proposer shall have sufficient fmancial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. B. Shall be licensed in accordance with the requirements of Florida Statute Chapter 493.6301 and must submit proof of the requisite licensure. Proposer shall submit copies of all applicable licenses including, but not limited to, Class "B" Security Agency, Class "BB" Security Branch Office, Class "D", Class "G" for proposed Security Personnel, and Class "MB". All licenses required shall be maintained throughout the duration of a resulting contract. C. Shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and not have any conflicts of interest that have not been waived by the City Commission. D. Shall not have any principal, officer, or stockholder of Proposer in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform contractually on any previous contract with the City. 2.8. CURES Please refer to Section 1.56, Notice Regarding "Cures" of the General Terms and Conditions of this Solicitation. 2.9. LIVING WAGE ORDINANCE The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as Page 41 of 92 Request for Proposals (RFP) 985381,2 defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached the Header / Notes and Attachments Section of this RFP.) If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Depai intent of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided in section 18-557 herein). This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance 2.10. BID/SECURITY BOND To ensure faithful performance; at the time of proposal submittal, the Proposer shall provide to the City a Bid Bond in the sum of five thousand dollars ($5,000.00) payable to the City of Miami. Upon execution of an Agreement, and receipt of the Performance Bond as outlined below, the Bid Bonds will be returned to all Proposers. 2.11. PERFORMANCE BOND Within ten (10) working days following notice of award by the City, the Successful Proposer shall furnish to the City of Miami, a Performance Bond in the total amount of the annual Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's or Certified Check, a bond written by a surety company that is licensed to do business in the State of Florida; or an Irrevocable Letter of Credit, all made payable to the City of Miami. If the latter is chosen, it must be written by a bank located in Miami -Dade County, be in the amount of the annual contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the Successful Proposer. 2.12. EXECUTION OF AN AGREEMENT The Successful Proposer evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a Professional Services Agreement ("Agreement") (Refer to Attachment C in the Header / Notes and Attachments Section of this RFP). The City reserves the right to execute or not execute, as applicable, an Agreement with the Successful Proposer in substantially the same form as the draft Agreement included as part of this Solicitation. Such Agreement will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal form by the City Attorney. 2.13. JESSICA LUNSFORD ACT Page 42 of 92 Request for Proposals (RFP) 985381,2 The following shall be only applicable to Security Personnel assigned to a City Park. In accordance with the requirements of Sections 435.04 and 435.05, Florida Statutes (2015) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, as amended, and to the extent required by applicable law, Successful Proposer agrees that all of its Personnel who provide or may provide Services under this Contract have completed all background screening requirements as outlined in the above -referenced statutes. Successful Proposer agrees to bear any and all costs associated with acquiring the required background screenings. Successful Proposer agrees that it has an ongoing duty to maintain and update this list as new Personnel are hired and in the event that any previously screened employee fails to meet the statutory standards. Successful Proposer further agrees to notify the City immediately upon becoming aware that one of its Personnel, who was previously certified as completing the background check and meeting the statutory standards, is subsequently arrested or convicted of any disqualifying offense. Successful Proposer further covenants that any of its Personnel who provide or may provide Services under this Contract, shall also satisfy the requirements and conditions of the Lauren Book Child Safety Ordinance under Article XVII, Miami -Dade County Code of Ordinances, as amended, including background screening requirements. 2.14. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attomey's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and persons employed or utilized by Successful Proposer in the performance of this Contract. Successful Proposer shall further indemnify, save and hold harmless, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the services, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Proposer to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer, or persons employed or utilized by Successful Proposer. These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer shall require all sub -Successful Proposer agreements to include a provision that each sub -Successful Proposer will indemnify the City in substantially the same language as this Section. The Successful Page 43 of 92 Request for Proposals (RFP) 985381,2 Proposer agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Proposer in which the City participated either through review or concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by the Successful Proposer or other acts of the Successful Proposer, the City, in no way, assumes or shares any responsibility or liability of the Successful Proposer or sub -Successful Proposer under this Contract. Ten dollars ($10.00) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer. The Successful Proposer shall furnish to the City of Miami, c/o Procurement Depai tment, 444 SW 2nd Avenue, 6th Floor, Miami, Florida 33130; Certificate(s) of Insurance which indicates that insurance coverage has been obtained which meets the requirements outlined below: Please see the Insurance Addendum Attachment for insurance defmitions, requirements, and conditions, in the Header/Attachments Section of this solicitation. L Commercial General Liability (Primary & Non Contributory) A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence General Aggregate Limit Products/Completed Operations Personal and Advertising Injury $1,000,000 $2,000,000 $1,000,000 $1,000,000 B. Endorsements Required City of Miami listed as an additional insured CG 2274/10/01-Contractual liability for false arrest, Detention and Imprisonment Contingent Liability Premises & Operations Liability II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto/Owned Autos/Scheduled Including Hired, Borrowed or Non -Owned Autos Any One Accident $1,000,000 Page 44 of 92 B. Endorsements Required City of Miami listed as an additional insured III. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of subrogation Employer's Liability A. Limits of Liability $500,000 for bodily injury caused by an accident, each accident. $500,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit IV. Umbrella Liability (Excess Follow Form) Limits of Liability Each Occurrence Aggregate Limit City of Miami listed as an additional insured $2,000,000 $2,000,000 V. Professional Liability/Error's & Omissions Coverage A. Limits of Liability Bodily Injury and Property Damage Liability Each Claim Aggregate Limit Retro Date included $1,000,000 $1,000,000 Request for Proposals (RFP) 985381,2 The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A-" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written Page 45 of 92 Request for Proposals (RFP) 985381,2 advance notice to the certificate holder. NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Successful Proposer of liability and obligation under this section or under any other section of this Agreement. - -If insurance certificates are scheduled to expire during the contractual period, the Successful Proposer shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. - -In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: (4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Request for Proposal (RFP). (5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the Successful Proposer in conjunction with the General and Special Terms and Conditions of the RFP The Successful Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Successful Proposer. 2.15. FACILITIES TO BE SERVICED It is hereby agreed and understood that the listing of the City locations herein is not an all inclusive list, as facilities may be added or deleted from the contract at any time, when deemed to be in the best interest of the City. The City provides no guarantee concerning the amount of facilities to be serviced or the amount of work to be provided by the Successful Proposer. 2.16. FACILITY ADMINISTRATORS Upon award, Successful Proposer shall report and work directly with the Facility Administrator(s) or designee(s) for each facility listed below (the facilities and contacts listed below are subject to change): 1. James L. Knight Center Robert Murray 305-416-5977 rmurray@jlkc.com 2. Miamarina at Bayside Jose Banos 305-960-5180 jbanos@miamigov.com 3. Marine Stadium Marina Page 46 of 92 Daniel Muelhaupt 305-329-4755 dmuelhaupt@miamigov.com 4. Dinner Key Marina (DKM) Maria Busto 305-329-4755 mbusto@miamigov.com 5. Ft. Dallas/Flagler Worker House Mark Burns 305-416-1471 mburns@miamigov.com 6. Ralph Munroe Marine Stadium Mark Burns 305-416-1471 mburns@miamigov.com 7. Stearns Park Shedrick Pope 786-314-6430 spope@miamigov.com 8. Paul Walker Park Shedrick Pope 786-314-6430 spope@miamigov.com 9. Charles Hadley Park Antavious Howell 305-634-5791 anhowell@miamigov.com 10. Maximo Gomez Park (Domino Park) Noel Cubela 305-643-7150 ncubela@miamigov.com 11. Little Haiti Cultural Center Abraham Metellus 305-960-2972 ametellus@miamigov.com 12. Bayfront Park Management Trust (the Trust) Jose Solano 305-358-7550 Request for Proposals (RFP) 985381,2 Page 47 of 92 Request for Proposals (RFP) 985381,2 jsolano@miamigov.com 13. Miami Riverside Center (MRC) Building Juan Oves 305-416-1465 joves@miamigov.com 14. South District Police Sub -Station Major Richard Perez 305-603-6195 5630@miami-police.org 15. Central District Police Headquarter Building Major Richard Perez 305-603-6195 5630@miami-police.org 16. Police Auto Pound Major Richard Perez 305-603-6195 5630@miami-police.org 17. Police College Major Richard Perez 305-603-6195 5630@miami-police.org 18. Grapeland Heights Substation (SOS) Major Richard Perez 305-603-6195 5630@miami-police.org 19. City Hall Alex Lamprou 305-331-2754 3872@miami-police.org 20. Building Department 4th Floor (MRC) Roberto Santana 305-416-2574 rsantana@miamigov.com 21. Department of Resilience and Public Works Transportation Division Sandra Harris or Natasha Wade 305-416-1726 or 305-416-1092 sardarharris@miamigov.com Page 48 of 92 Request for Proposals (RFP) 985381,2 nwade@miamigov.com 22. Department of Resilience and Public Works Operations Division Lee Wilkins or Seymour Placide 305-343-3114 or 954-473-8570 lwilkins@miamigov.com splacide@miamigov.com 2.17. RETENTION OF QUALIFIED WORKERS The Successful Proposer shall in good faith offer those employees (other than managerial and supervisory employees) employed under the predecessor Contract whose employment will be terminated as a result of award of this Contract or the expiration of the Contract under which the employees were hired, a right of first refusal of employment under this Contract in positions for which the employees are qualified. The Successful Proposer shall determine the number of employees necessary for efficient performance of this Contract and may elect to employ fewer employees than the predecessor Successful Proposer employed in connection with performance of the work. All employees hired by the Successful Proposer who were employed under the predecessor shall be retained for a minimum ninety (90) day transition period during which the Successful Proposer shall refrain from discharging without cause any employee retained pursuant to this Section. 2.18. UNAUTHORIZED WORK The Successful Proposer shall not begin work until a Purchase Order and/or written Notice to Proceed has been issued. 2.19. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.20. SUPERVISION Successful Proposer shall assign one working "On Duty" Supervisor when designated by the Facility Administrator, or designee. Successful Proposer shall also provide the name and telephone number where a responsible Supervisor, or the Successful Proposer, may be reached at any time for purposes of addressing complaints and submitting information concerning daily contract performance. In the even the assigned Supervisor demonstrates an inability to properly supervise personnel as determined by the Contract Administrator, or designee, then the Contract Administrator, or designee, shall have the authority to request immediate dismissal of said Supervisor of their responsibilities at the facility and the Successful Proposer shall assign another individual upon four (4) hours notice (if requested by the City) to supervise staff in a satisfactory manner as determined by the Contract Administrator, or designee. The City shall only be liable for payment of the actual hours worked by said Supervisor(s). 2.21. FAILURE TO PERFORM Page 49 of 92 Request for Proposals (RFP) 985381,2 Should it not be possible to reach the Successful Proposer or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to the specifications, the City reserves the right to declare Successful Proposer in default of the contract or make appropriate reductions in the contract payment. 2.22. LIQUIDATED DAMAGES Successful Proposer shall be liable for damages, indirect or direct, resulting from its failure to meet all contractual requirements or standards. Successful Proposer acknowledges and agrees that damages likely to be incurred by the City as a result of the below listed incidents is difficult to determine at this time. In light of this difficulty, for each occurrence of an incident listed below, the Successful Proposer shall be liable to the City in the amounts listed therein as liquidated damages, and not as penalties. Any of these violations may also result in the Successful Proposer's Security Personnel being removed from the post and/or Contract issued as a result of this Solicitation at the request of the Facility Administrator or designee. Upon the occurrence of an incident, the Facility Administrator or designee will promptly provide the Successful Proposer(s), a written notice and intent to impose liquidated damages for the infractions written below. The assessment of Liquidated Damages include, but are not limited to, the following; 1. Security Personnel Violations • Late for duty; • Sleeping on duty; • Failure to follow post orders; • Abandoning post; • Inappropriate behavior; • Improper or badly soiled uniform or failure to adhere to dress code; • Failure to conspicuously display on person Security Personnel State of Florida Security Officer License type "D" or "G"), Successful Proposer's issued picture ID, and City of Miami picture ID (if required by location); • Failure to make report; • Improper guard tour rounds; • Improper state licensure (e.g. not on person, expired); • Improper records, reports or logbook; • Improper reading materials other than work related (e.g., newspapers and magazines); • Improper audio/video devices other than work related; • Unauthorized visitors on post; • Not signing in or out in logbook; • Vehicle irregularities; • Post opened or closed late; • Personal phone use; and • Failed to report for duty. 2. Administrative Violations • Improperly or insufficiently equipped; Page 50 of 92 ( Request for Proposals (RFP) 985381,2 • No radio or inoperative radio; • No vehicle or inoperative vehicle; • Weapon or ammunition violation; • Inadequate writing skills; • Inadequate training; • Lack of contract supervision; • Excessive hours on duty (not approved in writing by the Facility Administrator or designee); • Violations of local, state, or federal laws, regulations, or ordinances; • Failure to provide Security Personnel for special requests assignment after making commitment; • Criminal records check not complete/or hired; • Successful Proposer Security Personnel with criminal records; • Difficulty in speaking or understanding English, and/or being understood by other; • Failure to have current Post orders on site; • Invoicing discrepancies or inaccuracies; • Contract Section violations; Infractions will be applied a follows: 1st infraction $100.00; 2nd infraction $200.00; and 3rd and subsequent infractions $300.00. 3. Special Violations The graduation of Liquidated Damages will occur with the involvement of the same facility, Successful Proposer's Security Personnel and a pattern of the same incidents at multiple posts (i.e. repeated violations of the same type). Violations discovered subsequently to the infraction(s) occurrence shall be treated in the same manner (e.g. three infractions are discovered after the fact the first, second and third step damages would all apply or $3,000.). Any violations committed by Successful Proposer's Security Personnel may result in the suspension or removal from duty of said Security Personnel at the discretion of the Facility Administrator or designee. Special Violations that may result in the assessment of Liquidated Damages include, but are not limited to, the following; • Reassignment of any Security Personnel previously suspended or removed from duty by the City; • Assignment of Security Personnel not properly qualified or approved for duty; • Failure to notify the City of an arrest of Security Personnel within the required time frame; • Improper internal employee fines or wage practices; • False or misleading statements by Security Personnel; • Deducting money from an employee's paycheck as a result of Liquidated Damages; • Failure to immediately report the display or discharge of a weapon; • Failure to staff a duty assignment (open post); and • Failure to make proper notifications regarding open duty assignments (open post) Page 51 of 92 Request for Proposals (RFP) 985381,2 Infractions will be applied a follows: 1st infraction $500.00, 2nd infraction $1,000.00, 3rd infraction $1,500.00. Note: The Successful Proposer shall NOT pass along to its Security Personnel any liquidated damages assessed for infractions on any Contract issued as a result of this Solicitation. Such conduct constitutes a violation that shall result in additional Liquidated Damages to the Successful Proposer. Non-performance Actions Continuing patterns of contractual violations, or the commission of an especially egregious violation, may warrant the filing of a Successful Proposer Non -Performance Action by the City Facility Administrator or designee. In such circumstances, the Successful Proposer will receive copies of such actions, and will be given the opportunity to respond, in accordance failure to perform procedures. Upon documentation of Non -Performance Actions, the Facility Administrator or designee may take actions (beyond the imposition of Liquidated Damages) that may result in the termination of the Contract. 2.23. EMERGENCY The Successful Proposer shall provide the City with Security Personnel in the evenings, weekends, and holidays, on an as needed basis, to manage any emergency situation which may threaten public health and safety, as determined by the City. Successful Proposer shall furnish with its proposal submittal a twenty-four (24) hour telephone number in the event of any such emergency situation. 2.24. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. 2.25. COMPENSATION PROPOSAL Proposer shall provide a detailed list of all costs to provide all services as detailed in Section 3, Scope of Services, as proposed. The Compensation Proposal shall include full compensation for labor, equipment use, uniforms, accessories, travel time, and any and all other costs to the Proposer. Golf Cart pricing shall be a separate cost as indicated on the Compensation Proposal Attachment. The City reserves the right to add or delete any service, at any time. Should the City determine the need to add an additional service for which pricing was not previously secured, the City will ask the Successful Proposer to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another Proposer for the provision of said service(s). FAILURE TO SUBMIT THE COMPENSATION PROPOSAL (REFER TO ATTACHMENT B IN THE Page 52 of 92 Request for Proposals (RFP) 985381,2 HEADER / NOTES AND ATTACHMENTS SECTION OF THIS RFP) AS REQUIRED SHALL DISQUALIFY PROPOSER FROM CONSIDERATION. 2.26. METHOD OF PAYMENT Full payment will be made upon receipt and acceptance of completed services. Invoices shall contain Purchase Order number and details of services provided. 2.27. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) Opening and listing of all responses received; (4) Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; (5) An Evaluation Committee ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Committee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof; (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof; (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a fmal contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract (s) to the City Commission for approval. Written notice shall be provided to all proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of "Award To" fields. If "various" is indicated in the Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; Page 53 of 92 Request for Proposals (RFP) 985381,2 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shall be final. Written notice of the award shall be given to the Successful Proposer. 2.28. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. 2.29. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/SERVICES Although this solicitation identifies specific facilities/items/services, it is hereby agreed and understood that any facility/item/service may be added/deleted to/from this contract at the sole option and discretion of the City as it may deem in its best interest at such time. 2.30. PRIMARY CLIENT (FIRST PRIORITY) The Successful Proposer agrees upon award of this contract that the City of Miami shall be its primary client and shall be serviced first during a schedule conflict arising between this contract and any other contract Successful Proposer may have with any other cities and/or counties to perform similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency impacting various areas during or approximately the same time. 2.31. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure the default within thirty (30) days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Successful Proposer was not in default or (2) the Successful Proposer's failure to perform is without his or his Subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon thirty (30) days prior written notice when it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so Page 54 of 92 Request for Proposals (RFP) 985381,2 terminated for the convenience by the City of Miami the Successful Proposer will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.32. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's acknowledgment form attests to this. If a Professional Services Agreement ("PSA") or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. Page 55 of 92 Request for Proposals (RFP) 985381,2 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK The City of Miami ("City") is requesting proposals for the provision of unarmed and armed Security Guard Services (hereinafter referred to as "Security Personnel") at various locations within the City. Successful Proposer shall provide armed and unarmed Security Personnel twenty-four (24) hours per day, seven (7) days per week, including holidays. The number of Security Personnel and shift times shall be provided on a per facility basis as needed. Successful Proposer shall perform all the work provided in this RFP and shall perform additional, and incidental work as may be considered necessary from time to time in a complete and satisfactory manner The City expects the Successful Proposer to provide a full range of security services, including, but not limited to, protection and security to the best of its ability against vandalism, trespassing, and theft of property on / or from City premises. Successful Proposer shall instruct and require its Security Personnel to perform the services specified herein in an orderly and efficient manner while enforcing City regulations with regards to safety and facility security, and shall accomplish these specified services in such a manner as not to interfere with the normal routine of the City's business. 3.2. GENERAL REQUIREMENTS A. Work Force and Work Assignment Successful Proposer shall: 1) Provide Security Personnel to work various assignments at locations as determined by the City. Some may require optional equipment such as two-way radios, golf carts etc. 2) Provide qualified, trained personnel to perform all the specifications of this RFP which shall include holidays and weekends, and the ability to immediately backfill any regularly scheduled personnel who fail to report for duty. Successful Proposer shall provide each Facility Administrator or designee with the names and contact numbers of all security personnel assigned to their facility. Successful Proposer shall update that list of information on a weekly basis, as changes occur, to maintain its accuracy. The Successful Proposer shall provide accurate time records for the previous week for each assignment by listing the full name of the assigned Security Personnel. 3) Instruct Security Personnel that no gratuities shall be solicited or accepted for any reason whatsoever from any department/office, employee, or other persons using the premises. 4) Be allowed job -related use of City telephone service where available at no cost to Successful Proposer. ANY DAMAGE DONE BY THE SUCCESSFUL PROPOSER OR ITS EMPLOYEES TO EQUIPMENT BEYOND NORMAL WEAR AND TEAR WILL BE REIMBURSED TO THE CITY BY THE SUCCESSFUL PROPOSER. 5) Have upon the award of the Contract, all necessary personnel required to perform all services arising from the award of the Contract. All personnel employed shall be employees of the Successful Proposer. Page 56 of 92 Request for Proposals (RFP) 985381,2 B. Personnel Qualifications Successful Proposer shall: 1) Employ Security Personnel in all classifications that are no less than 21 years of age; have a high school diploma or a G.E.D.; possess good human relation skills, possess a valid Florida Driver's License, and the minimum required auto insurance for any vehicle that they drive onto City property, as necessary. They shall be required to successfully pass a rigid background investigation including, but not limited to, a criminal background check, inclusive of a Florida Department of Law Enforcement (FDLE) check and a medical examination, inclusive of a drug screening. (SUCCESSFUL PROPOSER SHALL ASSUME ALL COSTS FOR THE AFOREMENTIONED TESTS AND SCREENINGS.) 2) Employ Security Personnel in all classifications that are Citizens of the United States of America, or an alien who has been lawfully admitted for permanent residence, can lawfully work, or who presents other documents from the Immigration and Naturalization Service that employment will not affect their immigration status. Acceptable documentation shall consist of a birth certificate or appropriate naturalization papers. 3) Employ Security Personnel that possess the following State of Florida Guard License requirements: a. Guard License "D" Levels 1, 2, and 3; b. Required professional, technical licenses, or certificates including, but not limited to cardiopulmonary resuscitation (CPR) certification which shall be active and available for all on -duty personnel at all times; and c. Armed Personnel will be requested by the City at certain locations, the armed guards assigned by the Successful Proposer shall possess, at a minimum, a Class "G" license pursuant to Florida Statute Chapter 493. 4) Employ Security Personnel at all levels that are fully literate in the English language, (i.e., able to read, write, speak, understand, and be understood). Oral command of English must be sufficient to permit full communication, even in times of stress. Successful Proposer shall also have personnel which are bilingual (English, Spanish, and Creole) and which shall be available to the City when required. There shall be no exceptions. 5) Allow Security Personnel to be evaluated by and/or receive the approval of the Facility Administrator or designee prior to assignment. 6) Employ Security Personnel that are able to perform normal and / or emergency duties requiring moderate to arduous physical exertion, such as standing or walking for an entire shift and climbing stairs and ladders. Concerning stair climbing, this requires Security Personnel be capable of climbing from the ground level to the roof level and back to the ground level without stopping and without difficulty. Physical stamina is a basic requirement of this position. Any Security Personnel, who cannot meet the physical requirements of the position, including inability discovered through job performance, will not be qualified to work under this Contract. Additionally, this requirement is in place for the Security Personnel's protection and safety as well as reduction of the City's liability. 7) Employ Security Personnel that possess desirable qualities and knowledge such as the ability to recognize the Page 57 of 92 Request for Proposals (RFP) 985381,2 following: 1. Fire hazards and proper usage of fire extinguishers; 2. Able to perceive hazardous or unusual situations; 3. Affectively handle prowlers, trespassers, and other unauthorized persons; and 4. Remain alert during emergencies and act calmly and quickly to address the same, etc. 8) Employ Security Personnel that are able to effectively use a two-way radio and drive a golf cart -type vehicle without difficulty, if necessary. 9) Employ Security Personnel that keep active, and be current with all professional, technical licenses or certificates as required by the State during the full term of employment. This includes a company issued photo I.D. card. All of the above are to be conspicuously displayed while on duty. 10) Not Employ Security Personnel under this Contract if they are currently or have been previously involved in: a. military conduct resulting in a dishonorable or undesirable discharge; b. any pattern of irresponsible behavior, including but not limited to, reckless driving or an unfavorable employment record; or, c. a criminal conviction (felonies or misdemeanors). Note: The City reserves the right to require any of the Successful Proposer's Security Personnel to submit to a polygraph examination, as deemed necessary by the Facility Administrator or designee as permitted by law. This examination shall be at the Successful Proposer's expense and, whose minimum testing parameters shall include, but not be limited to: a. Nature of discharge from military service; b. Substance abuse (drug and alcohol); c. Child abuse and/or molestation; d. Convictions (felonies and/or misdemeanors); and e. Dismissals (other than layoff) and the ability to handle a gun (and whether a gun permit has ever been denied). C. Personnel Probation/Dismissal Security Personnel may be observed by the Facility Administrator or Designee for at least an initial period of five (5) working days. If during this period the City is not satisfied with the performance of the Security Personnel, the City shall notify the Successful Proposer who shall immediately replace said employee. Additionally, the City reserves the right to request the replacement of any Security Personnel at any time during the term of the Contract. The City further reserves the right to demand that the Successful Proposer relieve/suspend a Security Personnel from their assignment. Be advised the City will not tolerate sleeping while on duty; nonperformance regarding making their rounds and completion of daily reports, being under the influence of alcohol, drugs, or non-prescription medication which will impact job performance; inability to communicate (both verbally and in writing); theft; unprofessional conduct or other unbecoming similar activities. Page 58 of 92 Request for Proposals (RFP) 985381,2 3.3. TRANSITION The Successful Proposer shall have sixty (60) days from award of the Contract to be fully transitioned into all of the facilities. The Facility Administrator or designee will coordinate Successful Proposer(s) activities with those of the current provider to ensure an orderly transition. At the conclusion of the Contract which includes any exercised option -to -renew period or extensions, the Successful Proposer shall coordinate their activities with any new Successful Proposer to ensure an orderly transition. 3.4. TYPES OF SECURITY PERSONNEL A. Level 1 This is the minimum classification for Security Personnel and it is an unarmed position. This Security Personnel shall be able to perform basic functions such as maintain a standing post, complete reports, make notifications and screen persons. These Security Personnel shall have at least one (1) year of security experience working with diverse crowds, elderly persons and children of all ages. B. Level 2 This is an intermediate classification for Security Personnel and may be armed or unarmed and these Security Personnel shall have one (1) or more of the following: One (1) year of law enforcement and/or military experience, three (3) years of security experience, and/or one (1) year of security supervisory experience working with diverse crowds, elderly persons and children of all ages. This classification may be used in sensitive and highly visible areas. C. Level 3 This is the advanced classification for a Security Personnel and may be an armed or unarmed position. These Security Personnel shall possess the following requirements: graduation from a certified federal, county, state or local law enforcement or military police training program, or equivalent, with the appropriate certificates and/or diplomas. Additionally, Security Personnel shall possess a minimum of three (3) years of certified law enforcement experience in a military or civilian setting, providing that such qualification is verifiable by supporting documentation. This classification shall be mandatory for work at specialized site locations requiring this type of background, and shall also possess experience working with diverse crowds, elderly persons and children of all ages. 3.5. TRAINING The Successful Proposer shall be required to provide training to all Security Personnel to ensure that the City may be assured that said personnel are capable of assuming the responsibilities of their respective assignments. The cost for such training shall be considered part of the Successful Proposer's operational expenses and shall be taken into consideration by the Successful Proposer when proposing overall hourly rates. The time spent by staff in such a program, though required, shall not be billable to the City, as only those hours of actual Security Personnel Page 59 of 92 Request for Proposals (RFP) 985381,2 duty shall be compensated by the City. All Security Personnel of the Successful Proposer shall successfully complete and pass the course prior to assumption of duty under this Contract. This training course, which shall be developed or made available by the Successful Proposer, shall be included as part of the minimum requirements for the subject matter and the hours of instruction, and shall be subject to the City's approval. All formal training shall be administered by persons, corporations, and/or institutions who have been expressly approved by the City. A written certification of each security personnel's training shall be made available as part of the employees personnel file. All Successful Proposer supervisors shall have completed the required training and shall have worked for six (6) continuous months as an actual Security Personnel; additionally, basic supervisory skills are required, as well as an overall knowledge of operations, locations, etc. A. Site Orientation Training The Successful Proposer shall provide on -site training for Security Personnel for each shift to be worked in order to familiarize each Security Personnel with the post, at no cost to the City. Said training shall be conducted by a Contract shift supervisor or experienced Security Personnel who is fully qualified at that post. The trainee is not to be in an active duty status and may not be placed on duty at that site until said training has been completed. This training shall be conducted at each different job site to which the Security Personnel is assigned. The measure of success for the training shall not be the time invested [e.g., eight (8) hours], but rather the effectiveness with which the trained employee is able to perform post duties. The City shall be the sole assessor of that effectiveness. The Site Orientation Training shall include, but not be limited to, the following: 1. General and specific orders for the facility; 2. Policy and specific procedures for responding to emergency alarms, bomb threats, or incendiary devices in the facility, etc.; 3. Procedures for access control and operation of the security system within the facility; and 4. Procedures for operation of the fire alarms, fire control system, and fire -fighting equipment. B. Refresher Training (RT) Periodic and State required training of each Security Personnel shall be conducted by Security Supervisors in order to insure continued understanding of and familiarity with existing or new facility conditions. C. Training for Security Supervisors In compliance with all other Contract stipulations requiring that a Security Supervisor be fully qualified and capable of staffing a post, said supervisors shall have met all Basic Instructional Training requirements prior to assuming any duties under this Contract. Additionally, Supervisors shall be provided sufficient on -site post instruction necessary for provision of the Site Orientation Training (SOT) to Security Personnel assigned to posts within the supervisor's span of control or shift of duty. 3.6. UNIFORMS, MAINTENANCE AND EQUIPMENT Security Personnel shall always wear a distinctive, neat, and freshly laundered uniform, which the Successful Page 60 of 92 Request for Proposals (RFP) 985381,2 Proposer shall supply at no additional cost. Uniforms shall include tightened ties, shined black shoes, buttoned cuffs (if long sleeve shirt), cap with badge, whistle or a chain, writing implements, flashlight, night stick and other optional equipment as may be required. The Successful Proposer's name and/or logo shall appear on Security Personnel's uniform. The City's Facility Administrator or designee may request removal of any Security Personnel not properly uniformed. Successful Proposer shall provide identification badges for each Security Personnel and said badges shall be worn at all times. Uniform and equipment shall be used only when Security Personnel are on official duty or while in transit between their place of residency and their assigned duty station. Additionally, the use of unauthorized equipment (e.g., chemical agents, concealed weapons/firearms, personal radios, etc.) or other items not specifically approved in writing by the Contract or the Facility Administrator or designee will not be permitted. All equipment used by the Successful Proposer shall be well -maintained (i.e., free from defects or wear and tear which may in any manner constitute a hazard to any person or persons on City property), clean, and in safe operating condition at all times. Uniforms shall be readily distinguishable from the City of Miami Police uniforms. 3.7. SUCCESSFUL PROPOSER -FURNISHED ITEMS Successful Proposer shall provide all working materials necessary for proper performance of this Contract including, but not limited to, items such as bound logbooks, with consecutive numbered pages, notebooks, pens, and pencils. The Successful Proposer, at no expense to the City, shall supply these materials, unless otherwise specified by this Contract or the Facility Administrator or designee. All material required to perform this Contract, and not otherwise mentioned as being provided by the City, shall be provided by the Successful Proposer at their expense. Optional equipment as may be required by the City for specific locations, and/or assignments shall include, but not be limited to, the following: A. Marine radios (channels 68 and 78 must be accessible); and B. Golf carts Optional equipment as listed above shall be acceptable to the City in terms of aesthetics, reliability, safety, etc. The City reserves the right to refuse for use on City property, any and all such equipment deemed by the City as non -usable. Pursuant to Section 2.25 golf cart(s) shall be billed as a separate cost to the City 3.8. WORK FORCE AND WORK ASSIGNMENTS A. General Regular Security Personnel Duties Security Personnel furnished by the Successful Proposer shall provide all phases of building security, personal security, and personal property protection in and about the facility premises, both within and outside the facility. These duties shall include, but not be limited to, making rounds around the clock of assigned areas and key Page 61 of 92 Request for Proposals (RFP) 985381,2 locations; checking lights; assuring gate and door locks, etc. Security Personnel shall receive their instructions as to specific duties by the City and in consultation with their supervisor. Security Personnel shall: 1. Take proper steps to prevent unauthorized entrances and access to the facility and screen visitors, employees, residents and elected officials; 2. Report security/safety violations and suspicious or criminal acts; 3. Make emergency calls as required; 4. Follow all Standard Operating Procedures as determined by the Successful Proposer and the City; 5. Patrol inside and outside of assigned facilities as required Security Personnel shall utilize a different route and time, and if applicable, a punch station on a daily basis; 6. Effectively operate their radio and make radio contact with their supervisor or to notify the Police Depai tuient or City staff of incidents when necessary; 7. Detain, while fulfilling regular security duties, any person who is posing a threat to any City employees, visitors, etc., using reasonably necessary measures, in or about the premises, until able to turn such person(s) over to the police; 8. Make and submit daily written reports to the Facility Administrator or designee, regarding any problems or incidents occurring during their shift. These reports are to be written in clear and readable print and language, and shall be detailed as to unusual incidents, suspicious circumstances, crimes committed, the rounds taken by the Security Personnel at the facility (if not a fixed post), the times of those rounds, and specific observances during said round(s); 9. Give instruction or information to visitors upon request or direct them to the proper City employee if any questions cannot be answered; and 10 Immediately notify the City of Miami Police Department and Facility Administrator or designee if requested in case of an alarm and/or emergency. B. Post Orders Post Orders shall be written and contain complete duty instruction for staffing each Security Personnel post, including emergency procedures. All Security Personnel shall have access to these Post Orders at all times while on duty. This may be accomplished by storing the Post Orders on site or, in the instance in which no secure storage is available, delivering them to the site at the beginning of each tour of duty. Post Orders define the basic work that shall be performed by Security Personnel at the site. Post Orders are prepared by the Successful Proposer with the advice and consent of the Facility Administrator or designee. Post Orders shall include, but are not limited to, the following (which, once established, shall be the responsibility of the Successful Proposer to assure that copies are available to the Security Personnel for the duration of the Contract): 1. Facility information (e.g., operating hours, chain of command); 2. Building rules and regulations; 3. Operation of equipment; 4. Roving patrol routes, schedules, and duties; 5. Vehicular traffic control; 6. Access control procedures; 7. Emergency response procedures; 8. Security and fire control/alarm systems; 9. Hazardous conditions, inspection/reporting; 10. Response to emergencies, (i.e., fires, injury, or illness, etc.); Page 62 of 92 Request for Proposals (RFP) 985381,2 11. Procedures for raising, lowering, and half-masting U.S. and other flags (if delegated by the Facility Administrator or designee); and 12. Safeguarding persons and property. IT SHALL BE NOTED THAT POST ORDERS, WHILE VERY IMPORTANT, SHALL GIVE WAY TO GENERAL ORDERS TO "PROTECT CITY EMPLOYEE AND PROPERTY." THE LATTER ABSOLUTELY TAKES PRECEDENCE. C. Shift Relief Security Personnel shall not leave assigned posts at the end of a shift until relieved by Security Personnel assigned to the following shift, if such a shift is scheduled, or unless specifically authorized by Facility Administrator or designee. Security Personnel shall not to leave assigned posts for breaks or lunch until relieved as required. D. Limitation on Employment Hours Security Personnel shall not provide more than twelve (12) hours of service, including any and all break periods, on one (1) or more Contracts administered by the Facility Administrator or designee in any twenty-four (24) hour period. This limitation may be waived by the Facility Administrator or designee in emergency situations, which are beyond the control of the Successful Proposer, i.e., weather conditions preventing the next shift from entering the building. Each occurrence will require an individual waiver provided by the Facility Administrator or designee. E. Supervisor Duties Successful Proposer shall provide, at no additional cost to the City, a Security Personnel as a "Supervisor". This Supervisor shall have supervisory responsibility for all Security Personnel on that shift at that location, and, when applicable, special events or details. This Supervisor shall understand that they will be responsible for contacting all Security Personnel at all times and responding to requests of the City at that location at any time. The Supervisor shall also serve as a backup in the event that a Security Personnel does not report for work for subsequent tours of duty and/or a replacement Security Personnel is not provided. The Successful Proposer's Supervisor in charge of Security Personnel to the City facility shall: 1. Review and approve the day's or night's activities reports for each assigned Security Personnel and provide the same to the proper City authority for any unusual incident; 2. Ensure proper inventory and/or assignment of keys, equipment, etc. along with property belonging to the City; 3. Coordinate with the proper Site Designee all security operations and services for regular and event assignments, to insure that all are properly staffed (in some instances this requires daily communication with the Facility Administrator or designee to learn of authorized activity); and, 4. Conduct visual inspection of assigned personnel to ensure compliance with the Contract, to disseminate special instructions, and to provide other related information. Page 63 of 92 Request for Proposals (RFP) 985381,2 F. Assignments The facilities listed below are locations that currently require Security Personnel services. Determination of locations, number of Security Personnel, and hours of services needed at any particular time shall be at the City's sole discretion. Concerning the same, the City reserves the right to: 1. Add or remove locations during the term of the Contract; 2. Make changes to any of the work schedules described below as the City deems necessary; 3. Increase/decrease the number of Security Personnel per facility; 4. Change the type of Security Personnel from unarmed to armed; and, 5. Amend the duties/standard operating procedures as the City or Facility Administrator or designee deems necessary. Changes shall be communicated to the Security Personnel and to the Supervisor assigned to the facility. 3.9. CITY FACILITIES Unless specifically noted, Security Personnel shall be unarmed 1. James L. Knight Center 400 S.E. 2nd Avenue Miami, FL 33131 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Control traffic of at the loading dock; 2) Possess the ability to positively interact with the diverse public, Hyatt personnel, the Management company (currently, SMG) personnel and potential clients and/or promoters and staff who visit the facility; 3) Lobby doors shall be locked at 5:00 PM and shall open at 6:00 AM; 4) Patrol the James L. Knight Center and the Miami Convention Center on the 2nd and 3rd shifts at least four (4) times per shift; 5) Lock and secure all doors, especially restroom doors; 6) Restrict the freight elevators' usage from the general public with the exception of authorized vendors and maintenance staff -- the Security Personnel shall check with the Facility Administrator or designee; 7) Require any person asking for keys to sign -in on the log sheet -- no exceptions; 8) Restrict any parking in the loading dock unless authorized by the Facility Administrator or designee; Page 64 of 92 Request for Proposals (RFP) 985381,2 9) Provide a light patrol during the 2nd and 3rd shifts; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 2. Miamarina at Bayside 401 Biscayne Boulevard Miami, FL 33132 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) One (1) Security Personnel covering the marina from the east and south, along the ICW Sea Wall, Piers A, B, C, the interior basin east and south sea walls, to the west and north, along Pier Five (5) from Slip One (1) to Slip Thirty -Five (35); 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of marina and station routes shall be available to all Security Personnel); 3) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during their shift; 4) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish the Marina with hard copies of the Security Personnel routes; 5) Be required to punch and sign their own time card at the beginning and end of each shift; Security Personnel are prohibited from punching or initialing any other Security Personnel's time card; 6) Maintain and turn in a signed shift log to the Marina staff at end of each shift. Any incidents, reports of suspicious activities, or interruptions to Station rounds shall be recorded in the shift log; 7) The entire Marina shall be patrolled at a minimum of once (1) per hour using alternating routes; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. Page 65 of 92 Request for Proposals (RFP) 985381,2 D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 8:00 AM 3. Marine Stadium Marina 3501 Rickenbacker Causeway Miami, FL 33149 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage of the Marina: from the east in the Maintenance area, to the west at the gate to the Rickenbacker marina, through the boatyard, and along the floating staging docks; 2) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of the marina and station routes shall be available for all Security Personnel). 3) Create watch stations at preset locations throughout the marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes. 4) Be accompanied on first and last shift Station route by Marina staff, Security Personnel shall be provided with a list of all boats left in the water at close of the Marina and signed by City staff, Security Personnel shall return this list, updated to the Marina staff at the end of the shift, Security Personnel shall maintain and turn in a signed shift log to the Marina staff at the end of each shift, any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the log, Security Personnel shall be provided with a current schedule of boat owners, listed alphabetically, and updated weekly, Security Personnel shall request identification and record all persons entering the marina thereafter closure of the facility. 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift. 6) The entire Marina shall be patrolled at a minimum of two (2) times per hour, using alternating routes. 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) Page 66 of 92 Request for Proposals (RFP) 985381,2 E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 8:00 AM 4. Dinner Key Marina (DKM) 3400 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Provide coverage for the Marina: from the south near the Seminole Boat Ramps, to the north along the sea wall north of City Hall, and throughout all piers; 2) Work with the Facility Administrator or designee to set up all routes and schedules (a diagram copy of the Marina and station routes shall be available for all Security Personnel); 3) General Responsibilities: a. Assist in maintaining proper order throughout the Marina; b. Patrol and check piers, bay walk, and parking lot for suspicious activities; c. Verify the identity of unknown persons and tradesmen accessing the piers and facilities; d. Work with Marina staff in allowing access for approved mechanics, tradesmen, and guests accessing piers with Marina authorization; 4) Work with the Facility Administrator or designee to set up routes and schedules (a diagram copy of Marina and station routes shall be available for all Security Personnel); 5) Be provided with a marine VHF radio by the Marina, for communication with Marina customers during each shift; 6) Create watch stations at preset locations throughout the Marina and shall provide Security Personnel with an electronic watchman's clock to record stops during each route -- upon request, Successful Proposer shall furnish Marina with hard copies of Security Personnel routes; 7) Maintain and turn in a signed shift log to the Marina staff at the end of each shift -- any incidents, reports of suspicious activities, or interruptions to station rounds shall be recorded in the shift log; 8) The entire Marina shall be patrolled at minimum of once (1) per hour, using alternating routes; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. Page 67 of 92 Request for Proposals (RFP) 985381,2 D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 5. Ft. Dallas/Flagler Worker House 64 SE 4th Street Miami, FL 33131 A. Type of Guard: Level 2 Armed B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Posses a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 6. Ralph Munroe Marine Stadium 3501 Rickenbacker Causeway Miami, FL 33149 Page 68 of 92 Request for Proposals (RFP) 985381,2 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 7. Stearns Park NE 38 Street & 6 Ave Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating Page 69 of 92 Request for Proposals (RFP) 985381,2 routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 6:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 12:00 AM to 6:00 AM 8. Paul Walker Park 46 West Flagler Street Miami, FL 33130 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami 3) A complete circuit of the property shall be conducted no less than two (2) rounds routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) site; Police Department; per hour using alternating Proposer Watch Commander or E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 AM to 5:00 PM 9. Charles Hadley Park 1300 N.W. 50th Street Miami, FL 33127 Page 70 of 92 Request for Proposals (RFP) 985381,2 A. Type of Guard: Level 2 (Level 3 shall be required for Memorial Day through Labor Day ONLY) B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds, inclusive of the parking lots; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Operate a radio to contact the Supervisor and/or Police Department concerning different incidents when necessary; and 6) Possess cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 8:00 PM 10. Maximo Gomez Park (Domino Park) 801 S.W. 15th Avenue Miami, FL 33135 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; Page 71 of 92 Request for Proposals (RFP) 985381,2 3) Report incidents to the Park Manager; 4) Write reports for possible solutions to problems Park staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Depai tment and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 4:00 PM to 11:00 PM 11. Little Haiti Cultural Center 212 N.E. 59th Terrace Miami, FL 33137 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Make rounds of area; 2) Closing and locking of all perimeter gates at closing time; 3) Report incidents to the Cultural Center Manager; 4) Write reports for possible solutions to Cultural Center staff may be unaware of; 5) Be able to speak Spanish; 6) Operate a radio to contact the supervisor and/or Police Depait<nent and report incidents when necessary; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 2:00 PM Page 72 of 92 Request for Proposals (RFP) 985381,2 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 9:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 3:00 AM 12. Bayfront Park Management Trust (the Trust) 301 N. Biscayne Boulevard Miami, FL 33131 Services are needed for both properties managed by the Trust: Bayfront Park and Maurice A. Ferre Park (formerly Museum Park). Bayfront Park is a 32-acre public park, located at 301 N. Biscayne Boulevard, Miami, Florida 33132, in the Downtown Miami area -- adjacent to the Central Business District. It is the area located between the Bayside Market Place, the Hotel InterContinental, Biscayne Boulevard, and Biscayne Bay. Maurice A. Ferre Park is a 21-acre public park, located at 1075 Biscayne Boulevard, Miami, Florida 33132. A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) for each park C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the facilities with a golf cart(s); 2) Communicate with the central Security Personnel office/supervisor, as well as the Miami Police Department; 3) Possess the ability to positively interact with the diverse public, both residents and tourists, who visit the park; 4) Provide the Trust with a proposed security plan for the facility which will then serve as the standing orders for the Security Personnel; 5) Provide the Trust with daily reports of activities in the park, with incident reports for any unusual events or activities; 6) Be able to speak Spanish; 7) Be able to provide additional Security Personnel from time to time; and 8) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) One (1) Security Personnel for each facility - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM Page 73 of 92 Request for Proposals (RFP) 985381,2 3) One (1) Security Personnel facility - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 13. Miami Riverside Center (MRC) Building 444 S.W. 2nd Avenue Miami, FL 33130 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) or One (1) depending on shift C. Duties/Standard Operating Procedures 1) General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The ability to patrol grounds on foot and/or via golf cart; patrol inside and outside buildings; staff the MRC main entrance security desk; ensure compliance with facility standard operating procedures; provide detailed security reports; utilize two-way radios; respond to routine and emergency safety, security -related requests, and call -outs; respond to security and fire -safety alarms; operate the facility's fire alarm panel; operate building security management system software; perform other security -related functions as required; be cordial with the public; have the ability to deal tactfully and effectively with the public and employees; and always represent the City in a positive manner 2) Specific Duties: a. Be stationed at the MRC main entrance security desk ("front lobby desk") at all times 24 hours per day and seven (7) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance. b. If and when available, a minimum of one (1) Security Personnel is to cover each of the following areas: the MRC front desk, the I.D. table, the metal detector machine, the City employee entrance way, and the patrol route (inside and outside of the facility). Coverage locations may be deleted and/or added at the discretion of the MRC Facility Administrator or designee. c. Randomly patrol the inside and outside perimeter of the MRC facility, including the parking garage and parking lots. d. Security Personnel may switch positions upon mutual consent with the Security Personnel Supervisor's authorization. Security Personnel may not be together at the same post at any moment while on duty. Exception is allowed only when switching positions and when handling an incident or an emergency situation which requires additional Security Personnel assistance. e. When an incident or an emergency situation occurs, the Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel Supervisor, the MRC Facility Administrator or designee and the appropriate authorities. The Security Personnel shall always write an Incident Report and submit to the Facility Administrator or designee's office. f. It is extremely important that anything and everything unusual during their tours of duty, is written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in the cafeteria, repairs that may be required, fire alarms, etc.) even though seemingly insignificant. Write complete and precise Security Officer Page 74 of 92 Request for Proposals (RFP) 985381,2 Reports, sign and submit daily to the Facility Administrator or designee's office. g. Be familiar and knowledgeable of all applicable, established, modified MRC policies and procedures. Said policies and procedures, including revisions/updates shall be provided by the Facility Administrator or designee to the Security Personnel. 3) Facility Access Hours: a. Access Hours 1. The MRC building is open to the general public from 8:00 AM to 5:00 PM, Monday through Friday (and is closed on City recognized holidays). 2. The main entrance doors to the MRC building shall be locked at 6:00 PM, Monday through Friday. The doors shall remain locked on weekends and holidays. b. General Public 1. The general public may enter the MRC building at 8:00 AM and remain in the main lobby area. At 8:00 AM the elevators shall be available to the general public. 2. Ensure that the general public does not access the elevators before 8:00 AM. 3. The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM. 4. Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited depai talents shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting department and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and depaituient authorizing the entry. 5. After hour visitors shall be processed according to the identification requirements included in this document and the Sign -In Sheet. 6. The after hour Sign -In Sheet shall be submitted by the Security Personnel on a daily basis to the MRC Facility Administrator or designee. c. City Employees 1. City employees carrying their City I.D. may be granted access to the MRC building. 2. Employees not carrying proper identification shall be required to follow the identification requirements as described in this document. 3. Access to the facility after hours or on weekends shall require that employees show their City I.D. and sign -in with the front desk Security Personnel. The after hour sign -in log shall be submitted on a daily basis to the Facility Administrator or designee's office. 4) Identification Requirements to Access the MRC: a. All visitors shall show a valid photo I.D. (passport, driver's license, identification card or military identification) -- NO EXCEPTIONS. b. All visitor's handbags, purses, briefcases, packages, plans, etc. shall be searched or inspected before being allowed access to the building. c. City employees shall wear a City issued I.D. card at all times when inside the MRC or on its premises so as observable by the Security Personnel. d. City employees not carrying their City I.D. shall go through the screening area and present a valid photo I.D. (passport, driver license, identification card or military identification) to the Security Personnel. In the event that no I.D. is available, the employee's supervisor shall come down and pick-up the employee. The employee shall Page 75 of 92 Request for Proposals (RFP) 985381,2 also sign -in with the Security Personnel monitoring identifications. e. City of Miami Police Officers and Fire -Rescue personnel, when in uniform with a name tag, shall not have to wear a City I.D or sign -in. f. Non -City Police and Fire -Rescue personnel, whether in or out of uniform, shall go through the screening area and present a valid photo I.D. g. The City Mayor, Commissioners and the City Manager shall not be required to wear a City I.D. or sign -in. Security Personnel shall utilize the photographs displayed in the main lobby security desk to identify these officials and grant access to the facility. 5) Restricted Areas: The freight elevator is restricted to the general public with the exception of authorized vendors and maintenance staff. For all those authorized to use the freight elevator, Security Personnel shall request and maintain that person's driver license while that person is in possession of the elevator key. 6) Main Lobby: Unlock the main lobby entrance doors at 8:00 AM and shall lock them at 6:00 PM, Monday through Friday. Lobby entrance doors shall remain locked on the weekends and holidays. 7) Cafeteria: a. Cafeteria doors shall be open at 7:00 AM and shall close at 3:00 PM, Monday through Friday. The Cafeteria shall remain closed on weekends and holidays. b. No one shall be allowed in the cafeteria after 3:00 PM with the exception of authorized Cafeteria personnel. Anyone found inside the Cafeteria area shall be immediately escorted out. Upon removal, Security Personnel shall inspect the cafeteria and write-up an Incident Report. Report shall be forwarded on a daily basis to the MRC Facility Administrator or designee's office. c. A Cafeteria after-hours exception shall be made for authorized City Union meeting(s). MRC Management shall be responsible for advising Security Personnel of such Union meeting(s) or any other use authorized by the MRC Facility Administrator or designee. 8) MRC Parking Garage: a. The Parking Garage shall only be accessible to City employees with a parking access card or individuals with a valid disability permit. Concerning the same, exception shall be granted with prior coordination with MRC Management (e.g. key visitors such as judges, visiting attorneys, etc.) b. Verify City I.D. and disability permit cards for all those who press the "Call Button" and require access to the MRC Parking Garage. A record of all who enter the Parking Garage as a result of a "Call Button" shall be kept, including reason for access (e.g. forgot access card, special authorized permission by Management, etc.) and a weekly report shall be provided to the MRC Facility Administrator or designee's office. c. MRC parking access cards that are found shall be immediately returned to the MRC Facility Administrator or designee's office and shall be deactivated. d. Observe or are make aware that employees that are sharing or lending out their MRC parking access card shall immediately report the incident to the Security Personnel Supervisor and MRC Facility Administrator or designee's office. When possible, Security Personnel shall record vehicle make, model, and tag. e. No vehicle shall be towed without the verification and approval of the owner of said vehicle. It shall be the responsibility of the vehicle's owner to advise the MRC Facility Management office that their vehicle shall be towed. No tow truck shall have access to the MRC Parking Garage without the permission of the MRC Facility Administrator or designee's office. f. At the sole discretion of the MRC Management, booting of vehicles shall take place as a result of parking Page 76 of 92 Request for Proposals (RFP) 985381,2 violations. Security Personnel shall issue a warning before a vehicle is booted. g. In order to expedite traffic during normal working hours, the Parking Garage east vehicle ingress roll -up gate shall remain open from 6:00 AM to 6:00 PM, Monday through Friday. On weekends and holidays, this roll -up gate shall remain closed and will only open with a parking access card. All other roll -up gates shall remain closed and will only open with a parking access card. h. The garage pedestrian access door shall be unlocked at 6:30 AM and shall be locked at 6:00 PM, Monday through Friday. On weekends and holidays, the garage pedestrian access door shall remain locked. These doors can only be opened with an access card. i. The north and east entrance/exit driveways shall not be used as temporary or permanent parking areas. At the sole discretion of the Security Personnel, exceptions shall be allowed for quick drop-offs and other rare circumstances (e.g. large sets of plans, etc.) Security Personnel shall not allow anyone to park at these locations. Emergency vehicles are the exception. Anyone found permanently parked shall be at the risk of receiving from a written warning up to and including the towing of their vehicle. Security Personnel shall record the tag numbers of City vehicles who also violate the north and east entrance/exit driveway's parking restrictions. On a monthly basis, a report listing violators shall be provided to the MRC Facility Management's office. Depai Intent Directors shall be notified of employees violating the north and east entrance/exit driveway parking restrictions. 9) MRC Parking Lots: a. Parking Lot No. 16 (across from the parking garage) shall be available to City employees with a valid City parking hanging tag and for persons with a valid disability permit. Non -employees parking in Lot No. 16 shall be monitored and ticketed by the Miami Parking Authority. Parking Lot No. 16 shall open at 6:00 AM and shall close at 7:00 PM, Monday through Friday. On weekends and holidays, gates shall remain locked. Security Personnel shall require proof of City I.D. for access to Parking Lot No. 17 after 7:00 PM. b. Parking Lot No. 17 is available to the general public and for overflow of City employees. Employees shall display their City hanging tag. This Parking Lot is monitored by the Miami Parking Authorities. 10) Loading Dock Entrance: Loading dock doors shall remain locked at all times when not in use. They are only accessible by utilizing a special access card (limited to MRC Management staff). 11) Security Patrol Tour of Facility a. Prior to beginning the patrol tour, Security Personnel shall follow the established Patrol Tour activation of Watchman apparatus procedures. b. The building perimeter patrol tour shall take place every day from 6:00 PM to 6:00 AM, Monday through Friday, and hourly on weekends, depending on weather conditions. c. Each Security Personnel shall be assigned a pass code by MRC Management. Security Personnel shall never give their keys or key box pass code to anyone, including the relieving Security Personnel. If a Security Personnel removes these keys from the key box, the Security Personnel shall be responsible for those keys while they are in their possession. When keys are not needed or when relieved from duty, the Security Personnel shall place them back in the key box. Upon departure of a Security Personnel, the keys and key box shall be inspected, and the pass code shall be deactivated by MRC Management. d. Make sure that the following is secured at the MRC facility including, but not limited to: assuring that all lights are shut off with light switches in the OFF position (including restrooms); checking all areas, including bathrooms, and ensuring that no one remains inside the building/area without proper authorization; ensuring that microwaves, coffee makers, etc. are turned off in the break rooms; checking for anything that seems unusual or suspicious (e.g. packages, boxes, envelopes, etc.); inspecting the facility and identifying any lights (indoors, outdoors, or in the parking lots) that are not operational or are malfunctioning; identifying any repairs or maintenance that needs to be Page 77 of 92 Request for Proposals (RFP) 985381,2 reported to the MRC Management; inspecting the hallways and stairways and ensuring that any obstructions are immediately removed; inspecting the vending machine areas; inspecting and ensuring there are no suspicious packages and following the established procedures for addressing the same; and, ensuring that the loading dock and other doors are properly secured. e. In addition, ensuring that: 1. Security Personnel inspect and observe elevator functions. At any moment that an elevator is found not working properly, malfunctioning, or out -of -order, the Security Personnel is to immediately contact MRC Management, their Supervisor and complete the appropriate report, including the course of action taken. 2. All telephone rooms, mechanical rooms and electrical rooms are locked at all times. Mechanical rooms shall be clear of debris. For anything found inside these rooms, the Security Personnel shall immediately follow established Critical Incident Response procedures. Any person requiring access to the telephone, mechanical or electrical rooms shall have authorization from the MRC Facility Administrator or designee's office. 3. If any of these rooms are found unlocked, the Security Personnel shall enter the room, conduct an inspection, and secure the room. The Security Personnel shall reflect in the daily report the exact time that the incident was discovered and the course of action taken. 4. If anything unusual is found, the Security Personnel shall immediately notify the Supervisor and/or the Police Department. 5. A Critical Incident Response Manual shall be provided to the Security Personnel once assigned to this facility. 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) 2) A well -maintained golf cart to ensure coverage of the entire facility. E. Work Schedule 1) Two (2) Security Personnel - on Weekdays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Security Personnel - on Weekends and Holidays 7:OOAM to 3:00 PM 14. South District Police Sub -Station 2200 W. Flagler Street Miami, FL 33135 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures Page 78 of 92 Request for Proposals (RFP) 985381,2 General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the South District shall be primarily responsible for the station's security and for the security for all parked vehicles at the same; 1) Be primarily stationed at the northwest entrance door of the station, where they can maintain constant vigilance of the parking area and the entrance gates to the station; 2) Maintain a work hours sign in/out log, where the Security Personnel name, arrival time, and departure time shall be maintained; 3) Monitor the automatic gates and watch for any civilian vehicles entering the compound; 4) Monitor any civilian vehicles that enter the rear parking area and ascertain if the vehicle belongs to an employee or authorized personnel; 5) Immediately report any unauthorized vehicles that enter the secured parking area of the Administrative or Front Desk Officers; 6) Security Personnel assigned to the afternoon and midnight shifts shall walk the interior perimeter of the parking area once every half hour; 7) Make note of any civilian, non -marked police vehicle that have been parked in the parking lot for an extended period of time without moving and report the same to the Administrative Officers; 8) Security Personnel assigned to the midnight shift shall make contact with the Front Desk Officer once every two (2) hours and relay any security concerns uncovered during the perimeter checks; 9) Maintain an hourly log documenting any activities that occur during their shift. Any non -City Employee visitors/contract workers shall be logged on the security log, with an arrival and departure time. The purpose of the visit shall also be logged. i.e. the cleaning crew, lawn maintenance, etc; 10) Not leave their post without authorization from the Administrative Officer or the Front Desk Officer. If the Security Personnel has to leave for any reason, the Security Personnel shall advise the Administrative Officer or Front Desk Officer of the reason for leaving and the expected time of their return. If for any unforeseen reason a Security Personnel shall leave their post, the Security Personnel shall notify the company and a replacement shall respond; 11) Monitor the parking of the marked vehicles and shall advise officers to move their vehicles if illegally parked within the compound. Security Personnel shall report to the Administrative Detail any illegally parked police vehicles which are not moved and shall log the incident on the hourly log. The Administrative Sergeant shall follow up on any complaints; 12) Report and log any damage to the security fencing or wall, such as graffiti, etc; and 13) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM Page 79 of 92 Request for Proposals (RFP) 985381,2 3) One (1) Security Personnel - on Weekdays, Weekends and Holidays 11:00 PM to 7:00 AM 15. Central District Police Headquarter Building 400 N.W. 2nd Avenue Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: The Security Personnel assigned to the Central District shall be responsible for the security at the main entrance, station lobby, and rear gate. 1) Main Entrance/Lobby Detail: a. Be responsible for screening all visitors and vendors coming into the building. b. Request an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; d. Ensure that each visitor passes through the metal detector before entering the main lobby area; e Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and f. After completing steps c, d, and e immediately above, the Security Personnel shall then send the visitor to the front desk Officer. 2) Rear Gate Detail: a. Be responsible for checking all visitors, vendors, and contractors etc. wishing to drive into the police compound; b. Obtain an I.D. from each visitor inside the vehicle and then issue a Fast Pass Photo badge showing where in the compound the visitor(s) is going. If the Security Personnel feels that there are too many individuals inside the vehicle they shall tell the driver of the vehicle to enter the building through the main entrance/lobby of the Police Depai t<nent. Note: there shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; c. The Security Personnel, upon the visitor's vehicle entering the rear gate, shall write down the tag number of the vehicle on a log and that log shall be maintained inside the Security Personnel house; d. Make sure that all Police Department employees, both sworn and non -sworn use, their departmental issued key card to gain access to the police compound. If in the event an employee does not have their key card with them, the Security Personnel shall request their I.D. prior to allowing the employee access into the police compound; and e Immediately report any unauthorized vehicle and/or person that enters the police compound to the Front Desk Page 80 of 92 Request for Proposals (RFP) 985381,2 Officer and/or the Administrative Officer. 3) All Security Personnel: a. Maintain a work hours sign in/out log, with the date, Security Personnel name, and arrival and departure times; b. Maintain a shift log documenting any activities that occur during their shift and shall pass down this log to each new Security Personnel for their shift; c. Not leave their post without authorization from the Front Desk Officer or the Administrative Officer. If a Security Personnel has to leave their post for any reason they shall tell the authorizing person the reason for leaving and the expected time they shall be gone. If for any reason a Security Personnel must leave their post, they shall immediately notify their company and a replacement shall respond to replace the Security Personnel that is leaving; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 2) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 3) One (1) Rear Gate Security Personnel - on Weekdays, Weekends, and Holidays 11:00 PM to 7:00 AM 4) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 7:00 AM to 3:00 PM 5) One (1) Main Entrance/Lobby Security Personnel - on Weekdays, Weekends, and Holidays 3:00 PM to 11:00 PM 16. Police Auto Pound 300 N.W. 7th Street Miami, FL 33136 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Monitor the auto pound perimeters to insure that there are no breaks in the secured fenced areas of the auto pound; 2) Report any entry or subjects in the area to the complaint room to dispatch a police unit; 3) Forward a log of incidents from to the auto pound detail on a weekly basis; and Page 81 of 92 Request for Proposals (RFP) 985381,2 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule: 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 2:00 PM to 10:00 PM 2) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 10:00 PM to 6:00 AM 17. Police College 350 N.W. 2nd Ave Miami, FL 33101 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Be responsible for screening all visitors and vendors coming into the building; 2) Obtain an I.D. from each visitor and shall issue each a Fast Pass Photo badge indicating where the visitor is going in the building. Note: There shall be no need to keep a handwritten log of visitors because the Fast Pass system shall address this automatically; 3) Assure the building's safety by requesting that all visitors entering the building place all items (bags, boxes, purses, briefcases, etc.) through the Megatometer; 4) Ensure that each visitor passes through the metal detector before entering the main lobby area; 5) Immediately notify the Front Desk Officer or Administrative Officer of any suspicious person or package attempting to gain entry into the building; and 6) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 7:00 AM to 5:00 PM Page 82 of 92 Request for Proposals (RFP) 985381,2 18. Grapeland Heights Substation (SOS) 1701 N.W. 30 Ave Miami, FL 33125 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) A complete circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays 5:00 PM to 12:00 AM 2) One (1) Security Personnel - on Weekdays 12:00 AM to 7:00 AM 3) One (1) Security Personnel - on Weekends, and Holidays 7:00 AM to 3:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 3:00 PM to 11:00 PM 5) One (1) Security Personnel - on Weekends, and Holidays 11:00 PM to 7:00 AM 19. City Hall 3500 Pan American Drive Miami, FL 33133 A. Type of Guard: Level 2 B. Number of Security Personnel: One (1)per shift C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Page 83 of 92 Request for Proposals (RFP) 985381,2 Security Personnel Shall: Be responsible for the security at the front Main Entrance/Lobby area. 1) The desk shall be manned by one (1) Security Personnel per six (6) hour shift, Monday through Friday; 2) Be responsible for screening all visitors coming into the building; 3) Be responsible for keeping a handwritten log of visitors; 4) Make sure all visitors are safe to enter the building by hand searching all items, (bags, boxes, purses, briefcases, etc.); 5) Ensure that each visitor passes through the metal detector before entering the main lobby area; 6) Immediately notify the Sergeant -at -Arms of any suspicious person or package attempting to gain entry into the building; and 7) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 8:00 AM to 2:00 PM 2) One (1) Security Personnel - on Weekdays, 2:00 PM to 8:00 PM 20. Building Department 4th Floor (MRC) 444 S.W. 2nd Ave. 6th Floor Miami, FL 33130 A. Type of Guard: Level 1, Level B. Number of Security Personnel: Two (2) C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Possess the ability to positively interact with the diverse public, both residents and commercial, who visit the facility; 2) Be stationed at the MRC 4th Floor lobby main entrance security desk at all times from 6:00 AM to 4:00 PM; 3) Five (5) days per week. Exception is allowed only when handling an incident or an emergency situation which requires additional Security Personnel assistance; 4) Report incidents to the Facility Administrator or designee; 5) Writing of reports indicating possible solutions for problems; Page 84 of 92 Request for Proposals (RFP) 985381,2 6) Be able to speak Spanish; 7) Operate a radio to contact the Supervisor and/or Police Department and report incidents when necessary; 8) The general public wishing to visit the Building Department Permit Section may have their names added to the Building Department's Sign -In sheet located at the Security Personnel I.D. table and available at 8:00 AM (Permit Counter area); 9) Access to the building after hours (after 5:00 PM) by the general public requires one of the following: visited depai tuients shall notify Security Personnel of visitors prior to their arrival. Security Personnel shall maintain a record of all expected visitors, including the name and department authorizing entry. Upon visitor's arrival, Security Personnel shall contact the visiting department and obtain access approval. Security Personnel shall maintain a record of all visitors, including the name and department authorizing the entry; and 10) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel Level 1 - Weekdays, 2) One (1) Security Personnel Level 3 - Weekdays, 21. Department of Resilience and Public Works 1390 N.W. 20th Street Miami, FL 3342 A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) 7:00 AM to 4:00 PM 6:00 AM to 3:00 PM Transportation Division C. Duties/Standard Operating Procedures General responsibilities shall include, but are not limited to, the following: Security Personnel Shall: 1) Restrict access in the area and shall only allow authorized personnel to access the site, open and close the gate as needed to let City trolley busses refuel; 2) Be vigilant for suspicious activities and contact their supervisor and/or the Miami Police Department; 3) Complete a circuit of the property shall be conducted no less than two (2) rounds per hour using alternating routes; and 4) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment Page 85 of 92 Request for Proposals (RFP) 985381,2 1) Two -Way Radio (if required) E. Work Schedule 1) One (1) Security Personnel - on Weekdays, Weekends, and Holidays 9:00 PM to 1:00 AM 22. Department of Resilience and Public Works Operations Division 1290 N.W. 20th Street Miami, FL 33142 The Operation Compound includes a Vehicle Staging Area and a Main Administration Building A. Type of Guard: Level 1 B. Number of Security Personnel: One (1) C. Duties/Standard Operating Procedures General Responsibilities for the Public Works Operations Compound shall include, but are not limited to, the following: Security Personnel Shall: 1) Patrol the grounds utilizing the facility's Morse Watchman data collection system; 2) Patrol the eastern portion of the compound at the main garage facility entrance and the fueling facility during the hours of operation; 3) Be required to patrol their respective areas every 20 minutes, logging into each predetermined security checkpoint using the Morse Watchman Data Recorder; 4) Be required to complete and submit detailed security reports; 5) Respond to routine and emergency safety and security -related requests; 6) When an incident or an emergency situation occurs, Security Personnel shall always gather the appropriate information regarding the matter and immediately notify the Security Personnel supervisor; the supervisor shall then submit a detailed report to the Fleet Manager; 7) Everything and anything unusual during the Security Personnel tour of duties shall be written daily in their Security Officer Report. This includes any minor detail (e.g. lights being out, visitors in unauthorized areas, repairs that may be required, etc.) even though the Security Personnel may feel it is not important, a daily written report shall be completed, signed, and submitted to the Fleet Manager's office; 8) The main entrance gate to the Public Works Compound shall be locked at 3:30 PM, Monday through Friday; The gate shall remain locked on weekends and holidays; and 9) Possess a cell phone or commercial radio for communicating with the Successful Proposer Watch Commander or for calling 911 for emergencies. D. Equipment 1) Two -Way Radio (if required) Page 86 of 92 Request for Proposals (RFP) 985381,2 E. Work Schedule 1) One (1) Security Personnel - on Weekdays, 9:00 PM to 6:00 AM 2) One (1) Security Personnel - on Weekends, and Holidays 6:00 AM to 2:00 PM 3) One (1) Security Personnel - on Weekends, and Holidays 2:00 PM to 10:00 PM 4) One (1) Security Personnel - on Weekends, and Holidays 10:00 PM to 6:00 AM F. Other The Public Works Operations Compound is open to City employee from 6:00 AM to 3:30 PM , Monday through Friday (closed on City recognized holidays). Access to the compound by the general public is prohibited. 3.10. SPECIAL ASSIGNMENTS Security Personnel services may also be requested on occasion for special events sponsored by the City at the above referenced locations or other facilities. Notification of any non-scheduled work assignments of this nature shall be made by the appropriate Department representative to the Successful Proposer at least forty-eight (48) hours prior to commencement of such assignments. These assignments and the number of Security Personnel required for service at each such site shall be determined and scheduled by the City. Additionally, Security Personnel services may also be required for escort of a City employee to the City's treasury or to a bank, as designated by the City. 3.11. COMPENSATION Hourly compensation rates shall remain constant and, as such, higher hourly rates shall not be charged for weekend days, holidays, and special details. Proposers shall be aware that personnel requirements are subject to change based on the needs of the City and that no guarantees shall be made as to the number of hours afforded regardless of the number of personnel utilized by the City -- the hourly rate shall remain unchanged. 3.12. ACCESS Security Personnel shall not be accompanied in their work area or performance of their duties by acquaintances, family members, assistants, or any other person unless the City authorizes the same. Page 87 of 92 Request for Proposals (RFP) 985381,2 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements where indicated. Proposals shall contain the information requested and in the order indicated. This information shall be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are not requested or desired. Sealed written Proposals must be received by the Office of the City Clerk no later than the date, time and at the location indicated in the RFP cover page, in order to be considered. Faxed documents are not acceptable. One (1) three (3) hole punched original in a binder, and seven (7) copies in digital format (on USB flash/thumb drive in .pdf file format) of the Proposer's Proposal must be timely received by the Office of the City Clerk, or the Proposal will be disqualified. Proposals can be hand delivered to the Office of the City Clerk, no later than the date, time, and at the location in RFP Cover page. Untimely or misdelivered submittals will not be considered. The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. A. Include the signed RFP Certification Statement. B. Include in detail, documentation that clearly demonstrates Proposer meets all of the qualification requirements, pursuant to Section 2.7., titled Minimum Qualification Requirements. 1. Cover Page The Cover Page shall include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, Email addresses; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number. 2. Table of Contents The table of contents shall outline, in sequential order, the major sections of the proposal as listed below, including all other relevant documents requested for submission. All pages of the proposal, including the enclosures, shall be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary: A signed and dated summary of no more than two (2) pages containing the Qualifications, and Experience, Ability to Perform Required Services, Methodology and Overall Approach to the Scope of Services, and fmancial strengths Page 88 of 92 Request for Proposals (RFP) 985381,2 as contained in the submittal. Include the name of the organization, business phone and contact person. 4. Proposer Information: Proposer's Relevant Experience Past Performance and Qualifications 1) Describe the Proposer's past performance and experience that qualifies Proposer to perform these services in a similar environment. 2) State the number of years that the Proposer has been in existence, the current number of employees, and the primary markets served Pursuant to Section 2.7, Minimum Qualification Requirements herein. 3) Provide a list of all principals, owners or directors. 3) Provide copies of all current licenses to provide said services in the State of Florida pursuant to Section 2.7, Minimum Qualification Requirements herein. 4) Provide the number of years Proposer has been in existence, both nationally and in the Florida market, providing documentation of active status with the Florida Division of Corporations ("Sunbiz"); the current number of clients Proposer has, both nationally and in Florida, and the primary markets served. Also, discuss specifically Proposer's involvement in providing such services, particularly in the South Florida market. 5) Provide a detailed description of comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed as required in this RFP. This list shall include those governmental entities of a similar size and diverse population to the City for whom services have been performed during the past five (5) years and other non -governmental clients. Include the overall value of the contract, and include the address, phone number(s), email, and contact persons within each organization. The City reserves the right to contact any reference as part of the evaluation process. The detailed description should identify for each project: 1. Client, 2. Description of work, 3. Degree of public contact, 4. Location and number of hours contracted per week, 5. Total dollar value of the contract, 6. Dates covering the term of the contract, 7. Client contact person and phone number, 8. Statement of whether Proposer was the prime contractor or subcontractor, and 9. The results of the project. 6) Provide three (3) client references on client letterhead from governmental entities of a similar size and diverse population to the City for whom similar services have been performed. These can include the clients listed in item 5 above. 7) Provide a complete list of the Security Supervisor(s) used in the referenced Contract(s) as well as the Security Supervisor(s) that will be utilized for the City, along with resumes, and qualifications of these individuals. The City reserves the right to verify any such information submitted in this process. Such verification may include, but is not limited to, speaking with Client References, reviewing any and all documentation for the same, site visitations, and any and all other independent confirmation of data as the City may deem necessary in its sole discretion. Page 89 of 92 Request for Proposals (RFP) 985381,2 5. Approach and Methodology to Scope of Services: 1) Describe Proposer's Approach and Methodology to providing the services to be performed. 2) Provide detailed plans addressing the following: a) A staffmg plan that includes an organizational chart showing key management personnel and identification of onsite management, inclusive of the number of Security Guards and supervisors as reflected per the Specifications/Scope of Work section herein; b) A technical operating plan describing the operating policies and procedures to be employed for the management and/or operation of all security services, the Proposer shall also describe its approach to fmancial management and administrative policies and procedures; c) A transition plan from the current security personnel services agreement in order to ensure a seamless transition inclusive of a plan for the retention of qualified employees as stated in Section 2.17 (not applicable to the incumbent); and d) The training methodology and approach to ensure all required training is accomplished, especially training of new employees, and any additional training which may not be outlined and/or required by this RFP. 3) Describe Proposers Corporate Responsibility Model that outlines how they successfully integrate into the communities where they provide services, including their approach regarding compensating their employees. Proposers shall be good corporate citizens providing their employees with competitive wages, making a positive difference by supporting the local communities where they operate, and conducting themselves in an environmentally conscious manner 4) Identify if Proposer has taken any exception to the terms of this Solicitation. If so, indicate what alternative is being offered and the cost implication of the exception(s). 6. Proposer's Financial Strength: a) Proposer shall have a minimum of an "A" rating from Standard & Poor or Moody's as of the due date of this RFP, if the company has a rating from either of those two (2) agencies, copies of these documents shall be submitted, if the Proposer has no such rating because it is a non -stock organization or a non-profit entity and has no long-term debt, then the Proposer shall submit financial statements reflecting a strong financial position as the City may determine, including a strong asset to liability ratio indicative of the same. b) Provide a summary of how previous or ongoing contracts of similar size and scope were handled fmancially and how the addition of this Contract would impact the Proposer's financial capacity. 7. Compensation Proposal: Page 90 of 92 Request for Proposals (RFP) 985381,2 Provide, in detail, proposed fee(s) for services provided. Refer to detailed fee requirements cited in Section 2.25 Compensation Proposal. Page 91 of 92 Request for Proposals (RFP) 985381,2 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of this solicitation, includes all documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has the appropriate signatures as required. Failure to comply with these requirements may result in the proposal being deemed non -responsive. Proposals will be evaluated by an Evaluation/Selection Committee (Committee) which will evaluate and rank proposals based on the criteria listed below. The Committee will be comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum of one hundred (100) points per Committee member. Technical Criteria Points Proposer's Relevant Experience, past performance, and Qualifications 30 Approach and Methodology to the Scope of Services 30 Proposer's Financial Strength 15 Compensation Proposal Proposer's Proposed Fees Total 25 100 Local Office As defined in Section 18-73 of the City of Miami Procurement Code 5 Page 92 of 92