TENDER DOCUMENT FOR SECURITY SERVICES THE WIL SKILL CENTRE. 141 Dundas Street, 4 th Floor London, Ontario N6A 1G3. Voice 1 (519)

Transcription

1 TENDER DOCUMENT FOR SECURITY SERVICES AT THE WIL SKILL CENTRE 141 Dundas Street, 4 th Floor London, Ontario N6A 1G3 Voice 1 (519) Fax 1 (519) Dundas Street; 4 th Floor; London, Ontario; N6A 1G3 Voice: Fax: office@skillcentre.on.ca Website:

2 The WIL Skill Centre invites sealed tenders from reputable and experienced security service providers to provide security services at 141 Dundas Street. The service provider will have a minimum of 5 years of experience in the field. BACKGROUND INFORMATION The WIL Skill Centre is a service-oriented, community based partnership of organizations offering programs and support to help clients find and keep meaningful employment through the provision of information, employment counseling, job training and work placements. Together, these organizations serve the under and unemployed, youth at risk, persons with disabilities, Canadian born and new Canadians. Family counseling is also offered to clients of The WIL Skill Centre. The WIL Skill Centre opened its doors to the community in On January 2014, the Dollarama store opened its doors in the building. PROPERTY INFORMATION The Skill Centre is a 6 story office building in downtown London. Tenants in the building The WIL Skill Centre Administration 4 th floor DAYA Counselling Centre 6 th floor Accommodation, Training and Networking for Persons with Disabilities ATN 5 th floor WIL Employment Connections Lower Level, 3 rd, 4 th and 5 th floor Youth Opportunities Unlimited/YOU 2 nd floor Dollarama Main Floor Building hours of operation Monday to Friday The WIL Skill Centre Administration Monday to Thursday 8:30 a.m. to 4:30 p.m. Fridays 8:30 a.m. to 4:00 p.m. DAYA 9:00 a.m. to 9:00 p.m. ATN 8:30 a.m. to 4:30 p.m. Page 2

3 WIL 8:30 a.m. to 4:30 p.m. Monday to Thursday Fridays 8:30 a.m. to 4:00 p.m. Youth Opportunities Unlimited/YOU Monday to Friday 8:30 a.m. to 5:00 p.m. All tenants listed above are closed on Saturdays, Sundays and statutory holidays Dollarama - Monday to Sunday 9:00 a.m. to 9:00 p.m. Closed on statutory holidays SCOPE OF WORK SCHEDULE A The WIL Skill Centre is tendering for the following services: PROVISION OF SECURITY GUARDS INTERNAL AND EXTERNAL PROPERTY CHECKS ALARM RESPONSE BURGLAR ALARM MONITORING SERVICES TROUBLESHOOTING, UPGRADES, NEW INSTALLATIONS, AND REPAIRS OF BUILDING ALARM SYSTEM PROVISION OF SECURITY GUARDS Regular Guard Schedule Monday to Friday The security guard will work a ten hour shift as follows: Morning Shift 7:00 A.M. TO 11:00 A.M. - 1 guard per shift Afternoon Shift 3:00 P.M. TO 9:00 P.M. - 1 guard per shift Extra Security Depending on the tenant schedule, extra security is required on Easter Monday, Remembrance Day, Civic holiday and between Christmas and New Year. A fourteen hour shift is needed on these days. Remembrance Day, Easter Monday and Civic Holiday Schedule /7:00 a.m. to 9:00 p.m. The shift may be shared by 2 guards to avoid extra charges for over time. Page 3

4 INTERNAL AND EXTERNAL PROPERTY CHECKS 1 check daily Monday to Friday 2 checks Saturdays, Sundays and holidays One patrol check is required daily in combination with guard services. Two patrol checks are required when the property is closed and no guard is on site. i.e. Saturdays, Sundays and statutory holidays. Patrol checks are to be conducted at midnight and midday. One grand master key and one access card will be provided for each, patrol unit and security guard. All property check slips should include the following: Status of building components, such as lights, doors, windows, HVAC system, elevator, mechanical equipment and server room temperature. Normal or suspicious activity in the building Emergency conditions, such as fire, leakage and unauthorized entry Date and time of arrival and departure Name of assigned officer A copy of the property check slip should be left at the administration office on the 4 th floor. Include a sample of a property check slip with your submission. ALARM RESPONSE The security guard and patrol unit will respond to burglar alarms in a timely fashion. When dispatched to the property, the patrol unit will conduct and internal and external patrol of the property and will secure the property if needed. Emergencies will be reported to the Property Administrator immediately. A copy of the report will be left at the Administration office on the 4 th floor. The service provider is asked to describe in detail the alarm response procedure. The response time should also be included and a copy of the alarm response slip should be included in the proposal. Tenants in the building have their own alarm response procedures and alarm systems. The security guard will ensure these procedures are followed and that the service provider agrees to work with other security service providers in the building as required by tenants. Page 4

5 BURGLAR ALARM MONITORING SERVICES The WIL Skill Centre requires that the burglar alarm system in the building be monitored 24 hours a day and 7 days a week. The monitoring station is required to provide the following: users arming and disarming of system add and delete users and issue ID cards. Once a year the monitoring station will be asked to provide an up to date users list. Monitoring fees should be included in the proposal, invoice method i.e. monthly, quarterly, yearly, etc. The monitoring station number should be included in the proposal. BUILDING ALARM SYSTEMS The service provider should indicate in the proposal the ability to troubleshoot, upgrade, and repair the current alarm system. If the service provider is not able to work with the current alarm system, specifications and pricing of a new system should be provided. The service provider will have the capability to do new installations. Current alarm system specifications DSC Power 1832 system Total of 8 16 zone keypads in the building and respective panels Access Control System - KT-200 Door Controller Security software Entrapass Ver: 4/Building Access Controls For more information on systems visit the following websites: QUALITY OF SERVICES Security services should be compliant with industry standard. PERSONNEL The service provider must have sufficient security personnel to provide the security required by The WIL Skill Centre i.e. security guards and mobile patrol units. All security personnel must have sufficient knowledge, skill, and experience to perform security services, be trained on The WIL Skill Centre site and follow instructions in The WIL Skill Centre post order binder. Subcontracting security personnel is not a preferred option. Include the number of guards and mobile patrol units available for deployment. In the event of any security personnel leave/absence, the Service Provider will ensure suitable alternative arrangements to make up for the absence. The service provider will provide uniform with id badges and any other accessories, such as belts, shoes, socks, caps, jackets to its personnel at its own cost and ensure that they are used by the personnel and are maintained in good condition. Page 5

6 The badge will clearly indicate the guard position and the Service Provider will be clearly distinguished on the uniform badge. LICENSES, CERTIFICATION AND EDUCATION All security personnel deployed at the Skill Centre will have a Provincial Security Guard License, First Aid and CPR certification, police foundation or security related education. The service provider is required to enclosed photocopies of the following documents: WSIB Coverage Liability Insurance All valid licenses required to operate the business HIRING PRACTICES The service provider will: Verify education and prior employment references in the industry Determine any criminal history. The personnel deployed by the service provider will have good police records and no criminal case should be pending against them. The service provider will be asked to provide proof. DEMAND SERVICES The service provider will be able to provide security personnel as requested within short notice. This includes but it is not limited to guards and mobile patrol units. The security personnel will be deployed as per schedule and when required by the Skill Centre. REGULAR MEETINGS The service provider will be required to participate in regular meetings with The WIL Skill Centre Administration to review expectations, successes, feedback, issues and incidents on a yearly basis during the life of the agreement. Ongoing contact over the telephone will be expected to discuss pressing issues. TERM OF AGREEMENT The WIL Skill Centre is seeking a 3 year contract. The agreement may be extended under the same conditions or with some additions/deletions/modifications. Once the term expires the service provider will prepare a new agreement for review by The WIL Skill Centre. A clause for automatic renewals once the current term expires is not a preferred option. The contract for security services shall be for a period of three years from the date of personnel deployment. Page 6

7 The service provider shall not be allowed to transfer, assign, or subcontract the agreement to any other service provider without the prior written consent of The WIL Skill Centre. The agreement will be terminated because of non-performance, deviation of terms, nonpayment of employees, non-payment of statutory dues. The WIL Skill Centre will have no liability. CUSTOMER SERVICE SUPPORT Customer service support is to be available 24 hours a day and 7 days per week for security personnel dispatch in case of emergencies. Customer service support contact information will be made available to The WIL Skill Centre Property Administrator. CHANGE TO THE SCOPE OF SECURITY SERVICES The WIL Skill Centre without invalidating the agreement, reserves the right to make changes by altering, adding or reducing frequency of services. Any changes to the agreement by the service provider should be notified to The WIL Skill Centre prior to implementation. A 30 day notice will be given by each party prior to implementation of changes. BACK UP The service provider will be required to maintain the contracted security service levels during the term of the agreement. The service provider will ensure there is security coverage during times of absence, sickness, vacation etc. The service provider will make sure the staff covering for an absence is fully trained, possesses current licenses and will be directed to contact The WIL Skill Centre Property Administrator for on-site training and review of post order binder. SECURITY CONTRACT MANAGER AND SUPERVISOR The service provider will provide a designated contract Manager and Supervisor to oversee the requirements of the agreement and ensure that all relevant paperwork and reports are completed and act as liaison with The WIL Skill Centre for security concerns. The service provider will provide all pertinent contact information i.e. telephone numbers and extensions, addresses for accounting department, contract manager, supervisor and any other contact needed for services outlined in Schedule A. Page 7

8 QUALIFICATIONS OF SECURITY PERSONNEL The service provider must ensure that all security personnel are qualified, have appropriate and sufficient training, certification, experience in assisting people with disability and non-violent crisis prevention, conflict resolution, enforcing trespassing bylaws, ability to deal with a wide range of clients, youth, disable, new Canadians, potential hostile and difficult individuals. Ability to work well and communicate with trades in the building and The WIL Skill Centre Property Administrator Demonstrate sound judgment, excellent people skills and be customer oriented. Must be accessible and attentive at all times to The WIL Skill Centre staff and clients. Must demonstrate tact, diplomacy and professionalism in all dealings with clients and staff. Must be able to handle difficult or aggressive people in a diplomatic, professional and appropriate manner. Must maintain on going communication with The WIL Skill Centre administration and tenants. Security personnel are free of physical restrictions that would limit the ability to patrol stairways or respond effectively and quickly if required in an emergency. Must be able to deal with all age groups and gender. Diplomatic, cordial and yet firm when dealing with the general public. Be polite and professional as well as ready to answer simple questions and direct clients of the Skill Centre. Must be able to handle difficult or intoxicated people in a diplomatic and professional manner. Should be able to identify potential sources of security concern. Should be able to respond quickly and effectively in an emergency situation. Must have familiarity with the building layout, events taking place while on duty and tenant policies. Must use The WIL Skill Centre resources appropriately i.e. cell phone, computer, elevator, etc. Must communicate with Property Administrator around placing after hours service calls and extended security hours. Become familiar and be able to use the building access control software/entrapass to modify building door and elevator schedules. Program access cards for tenants in the building when required. Guards will assist with property fire evacuation. Guards will carry out monthly emergency lighting and fire extinguisher inspections. Guards will test all burglar alarm panels and fire alarm panel to ensure monitoring stations receive signals. Guards will deal effectively with mechanical and water leak problems. Guards will carry out all duties outlined in The WIL Skill Centre post order binder. The deployed personnel will be able to read and write, able to follow written and verbal instructions. Page 8

9 The security personnel must be trained in all aspects of security work. All personnel are certified and trained according to the requirements of the Occupational Health and Safety Act, Workplace Violence and Workplace Harassment, WHMIS and AODA. REPLACEMENT OF SECURITY PERSONNEL If The WIL Skill Centre reasonably objects to the performance, experience, qualifications or suitability of any of the security personnel then the service provider will replace the security personnel as requested. The Service Provider will be responsible for any act of indiscipline on the part of the personnel deployed. CONDUCT AND PROFESSIONALISM Security services will be conducted and performed diligently and competently and in accordance with professional standards. Perform the services in a manner that minimizes any inconvenience or nuisance to the public. The service provider will require that all security personnel wear at all times, neat, clean and sanitary uniforms and number badges. All clothing and badges maintenance and replacements will be the responsibility of the service provider. All relationships between the security personnel and Skill Centre staff and clients are professional. RECORDS The service provider will maintain accurate and up-to-date accounting records of all business transitions for the security services performed for The WIL Skill Centre and will ensure all invoices are submitted to The WIL Skill Centre accounting department promptly and within the current fiscal year. The WIL Skill Centre fiscal year is as follows: April 1st to March 31st. Failure to submit invoices within the current fiscal year will result in nonpayment. All invoices for services will be submitted with back up documentation i.e. alarm response and property check slips. All legible officers daily reports and incident reports will be completed and submitted on a daily basis to the Property Administrator. All mobile patrol units will ensure a copy of the property check report/slip is left on site for the Property Administrator. EMERGENCIES Security guards and mobile patrol units will report all emergencies to the administration office as follows: 1) Johanna Bran 2) Larris Biggs Page 9

10 CONFIDENTIALITY The potential service provider whether or not its tender is accepted and all other recipients of this tender will treat the details of this document as private and confidential. All documents submitted by the tenderer will also be treated as confidential information and no information will be disclosed to any of tenderer or potential service providers. The personnel deployed will be privy to certain qualified information or resources which they are not supposed to divulge to their parties or to damage in any way. The personnel will be asked to sign a confidentiality agreement. LIABILITY The service provider will provide security services by deploying adequately trained and well-disciplined security personnel. They will safeguard the premises, movable and immovable assets of tenants of the Skill Centre. The guard will guard against any thefts, damage and also ensure the safety of the employees, clients, and any other person found at the Skill Centre at any given time. The entire financial liability in respect of security services deployed at the Skill Centre will be the responsibility of the Service Provider and the Skill Centre will be free of all liability. It is the responsibility of the service provider to pay their employees a sum no less than the minimum wage as set by the government. For all intents and purposes the Service Provider is the employer and will ensure all security personnel understand that The WIL Skill Centre is not the employer and won't have any claims like employer and employee relationship against the Skill Centre. The WIL Skill Centre shall not be responsible for any financial loss or any injury to any personnel deployed by the service provider while on duty or payment towards any compensation. In case of termination of this agreement upon expiry or otherwise, the personnel deployed by the service provider shall have no claim against The WIL Skill Centre for rehiring under the same or any other capacity. The service provider will be held responsible for any loss, damage or misuse to The Skill Centre property by the personnel deployed. The personnel deployed shall not use any of The WIL Skill Centre resources unless authorized by The WIL Skill Centre. Page 10

11 There will be no increase in rates payable to the service provider during the contract period, except reimbursement of the incremental wages paid the service provider as consequence of revision of wages increased by the government. These terms and conditions are part of the contract between The WIL Skill Centre and the service provider. TENDER PROCESS The interested service providers are required to submit their bids in a sealed envelope no later than April 25, 2014 at 3:00 p.m. Late and incomplete bids won t be considered during this tendering process. Four printed copies of the proposal should be submitted to: Proposals will be evaluated as follows: Johanna Bran Property Administrator 141 Dundas Street, 4 th Floor London, Ontario N6A 1G3 Voice 1 (519) ext. 248 Cell 1 (519) Fax 1 (519) johanna@skillcentre.on.ca Experience in security industry Compliance with requirements as outlined in the tender document Ability to provide all services outlined in Schedule A Quote for services outlines in Schedule A Name of 3 references that can be contacted and reference letters The service provider will provide a contact who will be responsible for immediate communication with The WIL Skill Centre regarding the tender process. The service provider is encouraged to submit other documents considered relevant. Interested service providers may visit the premises between the hours of 9:00 a.m. and 4:00 p.m. Monday to Friday and carry out a comprehensive security survey prior to submitting their bids. Please contact Johanna Bran to arrange a convenient time for a visit. The Skill Centre reserves the right to reject or accept any or all bids without assigning any reason. Page 11

12 DOCUMENTS TO BE SUBMITTED WITH PROPOSAL Sample of a property check slip Copy of the alarm response slip Monitoring fees and monitoring station telephone number Specifications and pricing of new alarm systems if Service Provider is not able to service existing ones WSIB Coverage Liability Insurance Name of 3 references that can be contacted and reference letters All valid licenses required to operate the business Page 12