REQUEST FOR PROPOSAL

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1 REQUEST FOR PROPOSAL PURCHASING DEPARTMENT P.O. BOX N. PATTERSON ST. VALDOSTA, GEORGIA #LC R FOR: Security Guard Services DUE DATE: April 20, 2016 Proposals Due By: 10:00 am EST Amy Woods Purchasing Agent (229) (V) / (229) (F)

2 Lowndes County wishes to furnish two (2) unarmed, properly trained officers at the Lowndes County Human Resources Building, located at 206 South Patterson Street, Valdosta, Georgia. Interested vendors must meet the requirements set forth in this proposal as well as provide information requested in Section B, Format of Proposal. II. General Information A. Scope of Work/Staffing Requirements The Contractor agrees to furnish at all times, two (2) unarmed, properly trained, and equipped uniformed guards as specified in the Facility Coverage Schedule. The contractor agrees to maintain a contingency of security personnel on call to replace no shows or call-ins. The guards will be of good moral character, without record of conviction of criminal offenses, other than minor traffic violations. Guards must possess good judgment, alertness, tact and even temperament and must have the physical capability to perform security services. Guards are allowed to carry pepper spray. The contractor must pay the officers at last the minimum wage per hour. Duties and responsibilities of these officers will include: - Monitor the entrance to this facility during security hours located beside the metal detector on the first floor of the building. - Inspect all three waiting areas before the building opens at 7:55am and before leaving the building at night. - Complete all necessary time sheets as per the Contractor. - Record any unusual incident and contact the appropriate facility personnel in the event of a hazardous or potentially damaging situation. - Perform any additional future duties, which the Owner and the contractor may agree upon. When necessary, these duties must be authorized in writing by property authority and made a part of this contract. - Must be aware of their responsibility to cover this facility until relieved by another guard or supervisor. - Sign a privacy statement concerning the patients that visit the facility. Supervision The Contractor shall employ experienced supervisors who are authorized to represent and act for the Contractor in matters pertaining to the security of operations and activities. -Initial training for touring the facility will be conducted by Lowndes County. Thereafter, the Contractor will conduct all training of the guards for this post and monitoring their work performance and provide a list of security officers trained at this location. -Respond to questions and concerns presented to him/her by Lowndes County within one business day. Work Standards The contractor shall provide security services that shall be performed in accordance with accepted security practices and standards. Lowndes County shall retain the right in its sole discretion to approve or reject any security office or supervisor selected by the Contractor. The contractor further agrees that upon request by the Owner, it will reassign any of its employees who, in the opinion of the Owner, are not satisfactory. E-Verify The Contractors E-Verify number must be furnished in this proposal.

3 Requirements The Contractor shall, within thirty (30) days of hiring an employee for this contract, submit proof that the employee has been fingerprinted, completed background checks and had a negative drug screen. The proof of the abovecompleted checks must be submitted to Lowndes County prior to placing any employee at the site. The Contractor shall use a Cellular phone with local 911 and 2-way paging as well as furnish, at no cost to the Owner, all equipment and tools necessary to properly perform all facets of this contract. Failure to Perform In the event it appears to Lowndes County that the Contractor is failing to substantially comply with the quality of serviced under this Agreement, Lowndes County shall provide written notice thereof to the Contractor. The notice must identify specific incidents or circumstances that the Owner finds unsatisfactory. The Contractor must respond in 24 hours of notification of discrepancies. Within 7 business days, the Contractor will describe in writing the actions taken to correct any discrepancies. In the event that the discrepancies are not thereafter corrected than Lowndes County reserves the right to withhold payments otherwise due under this Agreement. Modifications/Alterations No modification or alteration of this Agreement will be valid or effective unless such modification is made in writing and signed by both parties and affixed to this Agreement as an amendment. Confidentiality The Contractor agrees to abide by all County, State, or Federal laws and regulations regarding confidentiality and individual records. The Contractor also agrees not to divulge any information concerning any individual to any unauthorized person without the written consent of the individual or responsible parent or guardian. B. Insurance Requirements The Contractor shall furnish to Lowndes County Certificates of insurance with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by Lowndes County before work commences. Lowndes County reserves the right to require the Contractor to furnish details of insurance coverage at any time. 1. Minimum Limits of Insurance The selected Contractor shall maintain during the life of this Agreement public liability and property damage insurance. The insurance shall protect the contractor from claims for injuries including accidental death, as well as from claims for property damages that may arise from the performance of work under this Agreement. The limit of liability for such insurance shall be as follows: 1. Commercial general liability insurance, including personal injury liability, blanket liability, blanket contractual liability, and broadform property damage liability coverage. The combined single limit for bodily injury and property damage shall be not less than $1,000, Worker s compensation and employers liability insurance with limits as required by the Labor Code of the State of Georgia and employer liability limits of $500,000 per accident.

4 2. Deductibles and Self-Insured Retention Any deductibles or self-insured retention must be declared to Lowndes County. At Lowndes County s option, the contractor shall demonstrate financial capability for payment of such deductibles or self-insured retention. 3. Other Insurance Provisions The policy or polices for comprehensive general liability and automobile bodily injury and property damage insurance are to contain, or be endorsed to contain, the following provisions: a. Lowndes County, its officers, officials, employees and volunteers are to be covered as additional named insured as respects: products and completed operations of the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to Lowndes County, its officers, officials, employees, or volunteers. Nothing in this paragraph shall be construed to require the Contractor to provide liability insurance coverage to the county for claims asserted against the county for its sole negligence. b. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to Lowndes County, its officers, officials, employees or volunteers. c. Coverage shall state that the Contractor s shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer s liability. 4. All Coverage Each insurance policy required by this clause shall be endorsed to the state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to Owner. 5. Workers Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the Owner, its offers, officials, employees and volunteers for losses arising from work performed by the Consultant for the Owner. 6. Acceptability of Insurance Insurance is to be placed with insurers with a Bests rating of no less than A. VII, or acceptable to Lowndes County. All insurance companies must be licensed to do business in the State of Georgia. C. Independent Contractor The Contractor, and the agents and employees of the Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees of Lowndes County.

5 D. Terms and Conditions This is a one year contract with an option to renew for four (4) additional year-long terms. Initial Contract: July 1, 2016 until June 30, st year renewal: July 1, 2017 until June 30, nd year renewal: July 1, 2018 until June 30, rd year renewal: July 1, 2019 until June 30, th year renewal: July 1, 2021 until June 30, 2021 This contract may be terminated at any time during the life of the agreement with a minimum 60 day written notice, to be submitted by the cancelling party. Failure to terminate this agreement by the sixty (60) days prior written notice will incur said Contractor to pay Lowndes County for two (2) months of their monthly equal installment amount listed in this contract E. Facility Coverage Schedule Monday: 7:45am 6:30pm Tuesday: 7:45am 7:30pm Wednesday: 7:45am 6:30pm Thursday: 7:45am 8:30pm Friday: 7:45am 6:15pm Building is closed on Saturdays, Sundays and holidays. F. Facility Holiday Schedule please note that the inhabitants of the Human Resource building take all Georgia State Holidays. Furlough days may be added during any year as announced by the State of Georgia. G. Pricing Be aware that this solicitation is a Request for Proposal, meaning that the proposals will be evaluated as a whole, not solely on pricing. Lowndes County staff will recommend purchase of the product or service which best serves the needs of the citizens of Lowndes County. Hourly cost to secure the Human Resource Building Area as requested in the above Proposal: $ per hour for One security guard. 1 st year renewal percentage of increase: $ (if applicable) 2 nd year renewal percentage of increase: $ (if applicable) 3 rd year renewal percentage of increase: $ (if applicable) 4 th year renewal percentage of increase: $ (if applicable) I hereby state that all of the information that I have provided is true, accurate, and complete. I hereby state that I have the authority to submit this bid which will become a binding contract if accepted by Lowndes County. I hereby state that I have read, understand, and agree to be bound by all the terms of this document.

6 signature H. Billing Information The contractor shall bill Lowndes County by the Calendar month for all hours worked. The billing shall contain the date and hours worked. Invoices should be sent to: Lowndes County Accounts Payable PO Box 1349 Valdosta, Georgia Invoices are processed on a Net 30 basis. No overtime billing is allowed by the Contractor. II. Format of Proposal To standardize responses and simplify the comparison and evaluation responses all proposals must be organized in the manner set forth below, separated into sections, and appropriately entitled. All information and materials requested below for the proposal qualification proposal shall be provided under a single cover. Submit 2 copies of your proposal, NO three ring binders, please. A. Vendor Staffing and Organization. An organizational chart for key personnel to be assigned to the facility shall be provided. The organizational chart must show administrative structure, service responsibilities, and emergency response capability. B. Approach and Scope of Work. The responding Contractor shall describe in detail its approach to providing the Security guard and patrol services outlined in Specifications. C. Vendor s Expertise and Experience. Specialized expertise, certifications, and resources shall be highlighted with concise explanation of their value and relevance to the Specifications. D. Financial Stability. The contractor shall submit a statement of financial stability prepared by a recognized financial date services (e.g. Dunn or Moody s), or an audited financial statement. E. Cost of Services. The cost of services shall reflect the cost to provide equipment, materials and services as described in the specifications. Provide the cost of services per hour. Be aware that this solicitation is a Request for Proposal, meaning that the proposals will be evaluated as a whole, not solely on pricing. F. Proof of Insurance. Contractor shall submit proofs of insurance requested in Section B, Insurance Requirements. G. References. Contractor shall submit references using the form provided. III. Submission Guidelines & Due Date Proposals should be placed in a sealed envelope. The following information should be listed legibly on the outside of the sealed envelope: 1. Name of vendor submitting the bid. 2. Bid number and Title located on the cover page of the Bid Package. Bids may be mailed or hand delivered ONLY by March 31, 2016 at 10amEST, to the Purchasing Department of Lowndes County, located on the 3rd floor at 327 N. Ashley St., Valdosta, GA In the event you choose to mail your proposal, it should be mailed to Amy Woods, Purchasing Agent, P O BOX 1349, Valdosta,GA Faxed proposals and/or late submissions will NOT be accepted.

7 IV. Questions You may submit questions in writing to (preferred method) or by fax to The deadline for submitting written questions is April 5, You may view the facility upon request during the dates of March 21-24, 2016 by appointment only by calling the Public Works Department at V. References All bidders must provide at least three (3) commercial references, two of which must be of similar size and scope of the project. NAME OF COMPANY : ADDRESS: PHONE NUMBER: CONTACT PERSON: SERVICE PROVIDED: NAME OF COMPANY : ADDRESS: PHONE NUMBER: CONTACT PERSON: SERVICE PROVIDED: NAME OF COMPANY : ADDRESS: PHONE NUMBER: CONTACT PERSON: SERVICE PROVIDED: SIGNATURE: DATE: Lowndes County Board of Commissioners reserves the right to accept or reject any and/or all proposals in the best interest of Lowndes County.

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