PUTNAM CITY SCHOOLS CAMPUS POLICE DEPARTMENT REQUEST FOR QUOTE FOR ARMED SECURITY GUARDS SCHOOL YEAR

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1 PUTNAM CITY SCHOOLS CAMPUS POLICE DEPARTMENT REQUEST FOR QUOTE FOR ARMED SECURITY GUARDS SCHOOL YEAR

2 PREFACE Technical contact for this Quote: Mark Stout Chief of Police Putnam City Campus Police Department Office: ext District contact for this Quote: Jim Hooper Executive Director of Operations Putnam City School District Office Phone: ext TIMELINE May 29, 2012 June 12, 2012 June 12, 2012 After Review Release RFQ RFQ submitted to Cindy Smith by 2:00 pm PC Administrations Building Quote Opening 2:01 pm PC Administration Bldg. Recommendation to the Putnam City Superintendent

3 TABLE OF CONTENTS Purpose pg. 4 Scope of work pg. 5 Request for Quote pg. 6 General Information pg. 7 Vendor Information pg. 9 Non-Kickback Affidavit pg. 11 Representations and Certifications pg. 12

4 PURPOSE The Putnam City School District, abbreviated as PCS, is requesting quotes for Armed Security Officers from a licensed Security Company with operations within the Oklahoma City Metro Area. These Security Officers would be working within the school setting, providing security services in our districts Middle Schools and High Schools. Sealed quotes shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected vendor to meet all specifications and guidelines set forth herein. Putnam City Schools, at its discretion, determines the criteria and process whereby bids are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Putnam City Schools. Current Situation Putnam City Schools has an active enrollment of 19,200 students, attending a total of 29 schools: 2 pre-k centers, 18 elementary (K-5), 5 middle (6-8); 3 high (9-12); and 1 alternative high school. Putnam City Schools covers a large geographical area and is represented within the boundaries of Oklahoma City, Bethany, and Warr Acres. Putnam City Schools has a full service Campus Police Department that is the primary law enforcement agency for the District. The Security Officers from this quote will be under the direction of the Campus Police Department and the Chief of Police. The Chief of Police will work closely with the Security Company in all aspects of the program.

5 SCOPE OF WORK The Putnam City School District is seeking a vendor that will provide Armed Security Officers for the School year. These Security Officers will be required to work a total of 176 days. (all days when school is in session) They will be required to work an 8 hr. shift, general time will be from 8:00 am to 4:00 pm. (these times may vary slightly due to school start times) Officers will have to demonstrate that they are able to work within an environment with juveniles. Security Officers will be evaluated on a regular basis, if at any time a Security Officer is not able to function in a school environment, the Officer will be replaced by the Security Company. Extra Duty assignments to help cover after-school events (Athletics, Open House, etc.) are to be expected and will be paid for by the individual schools. General duties will include parking lot supervision, hallway patrol, lunch duty supervision, and other duties needed by the School Principal and/or the Chief of Campus Police. Uniforms All Security Officers will be uniformed and armed. The uniform will be agreed upon by the Chief of Police and the Security Company designee. The following are requirements for the uniform and equipment: 1) Uniform will be distinctly different than the Putnam City Campus Police Officers uniform. 2) No Pepper Spray, Batons, Asps, or Tasers are allowed to be carried by the Security Officers. 3) No vehicles will be provided by the PCS, Security Officers working in High School parking lots will typically have to use personal vehicles.

6 PROPOSAL The Putnam City School District requests a quote for the following: Total Cost per Security Officer Contract will be for no less than (3) Security Officers and no more than (8). Please provide a breakdown to include the hourly wage per Officer. As stated, Security Officers will be assigned to the High Schools for Parking Lot Patrol and at the Middle Schools for general security duty. In your quote please show the total cost of (1) Officer per year, then total for (3), (6) & (8) Security Officers. Security Officers will be the employee of the Security Company, which will be under contract to provide these Officers for the PCS. All employment expenses will be the responsibility of the Security Company. All uniform costs will be the responsibility of the Security Company. The Putnam City School Districts only responsibility will be for what is agreed upon in the contract with no other expenses. Quotes will be opened on June 12 th, 2012 at 2:01 pm, at the Putnam City Schools Administration Building. All proposals received shall remain confidential until a contract from this RFQ is signed by the District and the apparent successful Respondent, the proposal shall be deemed a public record. In the event that a Respondent desires to claim that portions of its proposal are exempt from disclosure, it is incumbent upon the Respondent to identify those portions in its transmittal letter. The transmittal letter must identify the page, that particular exemption(s) from disclosure, and the contended justification for exemption upon which it is making it claim. Each

7 page, or part thereof, claimed to be exempt from disclosure must be clearly identified by the word confidential printed on the lower right-hand corner of the page. The District will consider a Respondent s request(s) for exemption from disclosure; however the District will not be bound by the assertion that a page contains exempt material. An assertion by a Respondent that an entire volume of its proposal is exempt from disclosure will not be honored. GENERAL INFORMATION Technical questions may be directed to Mark Stout, Chief of Police at Questions or requests for clarification should be directed to Jim Hooper, Executive Director of Operations at PCS is under no obligation to purchase goods or services totaling the amount proposed in your response; Vendor will only be paid for services rendered. Payment may be made when the item or service has been satisfactorily delivered or within thirty (30) days after the date of delivery and the receipt of a satisfactory invoice. The Vendor will be required to deliver monthly invoices for services rendered per the contract. Invoices will be paid monthly after being approved by the Chief of Police. This Agreement states the total obligation of PCS to the vendor for compensation for the services to be performed hereunder. PCS shall pay vendor in accordance with the proposal made by the vendor and accepted by PCS. PCS shall pay vendor for the satisfactory performance of the work solicited, approved and accepted under this Agreement. The vendor shall provide data to indicate the financial condition of the company.

8 The vendor shall provide a statement as to it qualifications to provide the specific services and detail experience working within a school environment. INSURANCE The vendor shall be required to maintain insurance coverage, which is satisfactory to the District. All insurance certificates must require the insurance company to provide at least thirty (30) day written notice of cancellation in the event any portion of the required insurance or bonding is cancelled. All insurance policies and/or bonds will be written with insurance companies licensed to do business in the State of Oklahoma and subject to approval of the District. The Vendor shall hold the district harmless and indemnify the District, the School Board, the Superintendent and District Employees from every claim or demand by reason of injury to the vendor, or to the direct vendor employees and injury to the extent caused by the vendor or the direct employees of the vendor. PAYMENT The District will pay for services provided on a monthly basis in arrears. Full payment will be made within thirty calendar days of receipt of a properly documented invoice. Ownership of all data, materials and documentation originated and prepared for the District pursuant to the RFQ shall belong exclusively to the District and be subject to inspect in accordance with the Oklahoma Open Records Act. Licenses and Certifications The Vendor will provide current copies of it Business and license and CLEET license, and any other certificates required by law to operate as a Security Company.

9 VENDOR INFORMATION FORM RFQ Name: Security Officers School Year This form must be completed and returned with your bid. 1. Company Name: 2. Street Address: 3. City, State, Zip Code: 4. Primary Contact: 5. Telephone:( ) Fax: ( ) Company web site: 8. State tax identification number and state issued from: 9. State of Incorporation: 9. Have any conditions or restrictions been placed by the company on this proposal that would declare it non-responsive? Yes No 10. Are you prepared to provide proof of insurance as required? Yes No

10 11. Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details including agency name, date and reason for debarment. Yes No 12. Has your company ever defaulted on a contract or been denied a bid due to non-responsibility to perform? If yes, please provide details. Yes No

11 PUTNAM CITY SCHOOLS COMPANY VENDOR INVOICE# REQ./PO # AMOUNT $ Dear Vendor: We are required by law to have on file a signed affidavit (below) from each vendor for any invoice totaling $25,000 or more. To obtain your payment promptly, please sign, notarize and return this form to: School Name: Putnam City School District Attention: Jim Hooper Street Address: 5401 NW 40th City, State Zip+ Four: OKC. OK AFFIDAVIT STATE OF Oklahoma COUNTY OF Oklahoma The undersigned person, of lawful age, being first duly sworn, on oath says that this invoice is true and correct and that (s)he is authorized to submit the invoice pursuant to a contract or purchase order. Affiant further states that the (work, services, or materials) as shown by this invoice have been (completed or supplied) in accordance with the plans, specifications, orders, requests or contract furnished or executed by the affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of Putnam City Schools, Independent School District #1, Oklahoma County, Oklahoma, or money or any other thing of value to obtain payment of the invoice or procure the contract or purchase order pursuant to which an invoice is submitted. Contractor, Supplier, Engineer, Architect Subscribed and sworn to before me this day of _ (SEAL) _ Notary Public My Commission Expires: _

12 Representations & Certifications Proposer's Certification The undersigned affirms that he or she is duly authorized to execute this certification and Proposal response, that this company, corporation, firm, partnership or individual has not prepared this Proposal response in collusion with any other person, firm or entity making or considering making a Proposal response to Putnam City Schools for any future District projects and that contents of this Proposal response as to prices, terms or conditions of said Proposal response have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal response. The foregoing is true and correct. The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced herein, if accepted within ninety (90) calendar days after Solicitation closing. Firm Name: Phone: Address: City, St, Zip: Date Title (Signature of Person Authorized to Sign Proposal) Printed Name: (Please print or type)

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