HomeMy WebLinkAbout1999-324
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RESOLUTION NO. 1999-324
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
SERVICE AGREEMENT AND AN ANNUAL PURCHASE ORDER IN AN AMOUNT
NOT TO EXCEED $331,323 TO THE WACKENHUT CORPORATION FOR
CLERICAL SUPPORT SERVICES, WITHIN THE RECORDS DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That the Mayor and Common Council of the City of San Bernardino
authorize the Purchasing Manager to issue a service agreement and an annual purchase order in an
amount not to exceed $331,323, for clerical support services. The annual purchase order is for one
year with the option of five one-year extensions, commencing on January 1, 2000.
SECTION 2, The authorization to execute the above referenced is rescinded if it is not
issued within sixty (60) days of the passage of this resolution.
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December 20, 1999
1999-324
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
SERVICE AGREEMENT AND AN ANNUAL PURCHASE ORDER IN AN AMOUNT
NOT TO EXCEED $331,323 TO THE WACKENHUT CORPORATION FOR
CLERICAL SUPPORT SERVICES, WITHIN THE RECORDS DIVISION.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a joint regular meeting thereof, held on
the 20th
day of December
,1999, bythefollowing vote, to wit:
Council Members:
Nays
Abstain
Absent
Ayes
ESTRADA
x
LIEN
x
MCGINNIS
x
SCHNETZ
x
SUAREZ
x
ANDERSON
x
x
MILLER
~~ty~;kCLAA-
The foregoing resolution is hereby approved this
~_ day of
December
,1999.
~~~.
Susan Lien
Mayor Pro Tern
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1999-324
SERVICES AGREEMENT
THIS AGREEMENT is entered into this 1st day of January, 2000, between
Wackenhut ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY)".
WITNESSETH:
A.
WHEREAS, CITY has need for Clerical Support Services and,
8,
WHEREAS, CONTRACTOR is competent, experienced and able to perform
said services: and,
C, WHEREAS, CONTRACTOR has provided the most advantageous and best
responsible proposal for the providing of such services;
NOW THEREFORE, the parties hereto agree as follows:
I. CONTRACTOR shall furnish Clerical Support Services in accordance with Request for
Qualifications dated December 87, 1999 (RFQ) and Offeror's Proposal dated December 7,
1999 (PROPOSAL).
2. Over the term of this Agreement, CONTRACTOR shall be paid for such services an
amount in accordance with RFQ and PROPOSAL.
3. CONTRACTOR shall provide a monthly invoice in arrears and shall be provided payment
within thirty (30) days therefrom. CITY retains the right to challenge all or any part of an
invOice.
4. The initial term of this Agreement shall be one (1) year from the date first shown above and
is subject to termination by either party upon thirty (30) days written notice to the other.
There may be Four (4) one-year extensions.
5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including, without
limitation, reasonable costs of defense) arising out of or related to CONTRACTOR's
performance of this agreement, except that such duty to indemnify, defend and hold
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1999-324
harmless shall not apply where injury to person or property is caused by CITY's willful
misconduct or sole The costs, salary and expenses of the City Attorney and members of his
office in enforcing this Agreement on behalf of the City shall be considered as "attorney's
fees" for the purposes of this paragraph.
6. While not restricting or limiting the foregoing, during the term of this Agreement,
CONTRACTOR shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of $1,000,000 combined single limit, and
statutory worker's compensation coverage, and shall file copies of said policies with the
CITY's Risk Manager prior to undertaking any work under this Agreement. The policies
shall name the CITY as an additional insured and shall provide for ten (10) day notification
to the CITY if said policies are terminated of materially altered.
7. CONTRACTOR shall perform work tasks as directed by the San Bernardino Police
Department, but for all intents and purposes, CONTRACTOR shall be an independent
contractor and not an agent or employee of the CITY.
8. In the performance of this Agreement and in the hiring and recruitment of employees,
CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex,
physical handicap, ethnic background or country of origin.
9. Any notice to be given pursuant to this Agreement shall be deposited with the United States
Postal Service, postage prepaid and addressed as follows:
TO THE CITY:
(Name)
City of San Bernardino Police Department
300 North 'D' Street
San Bernardino CA 92418
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1999-324
"
TO THE CONTRACTOR
W.A.cKENHUT CORP.
1533 Spruce St.
Suite 310
Riverside, CA 92507
Nothing in this paragraph shall be construed to prevent the giving of notice by personal service.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
day and date first above shown.
Date:
;:;')31/ J'J'}~
I (
by:
w' /tci!-l:::YV Hvi C::Oe.pf)~TlOI\)
"
BusintName/l , f)1l
1 v~ /d ()(f l/\-.
Signature ReS!:",1"' B Dt<131KR. -,:jJll,-'1\ Mt..Il..
Date:
I;;? bci~'79'
/ /
CITY OF SAN BERNARDINO
by: ~~~
~usan Lien
Mayor Pro Tern
-
ATTEST:
R~Y~~k~
Approved as to form
and legal content:
James F. Penman
City Arney
/
1999-324
W[;]CS~~~wQQCU
SECURITY SYSTEMS AND SERVICES THROUGHOUT THE WORLD
December 07, 1999
THE WACKENHUT CORPORATiOf\J
SUITE 310
1533 SPRUCE STREET
RIVERSIDE. CA 92507
Captain Robert Curtis
City of San Bernardino
Police Department
710 North "D" Street
San Bernardino, CA 91401
TELEPHONE: (909J 341 .3000
FAX [909) 341 .3030
Dear Captain Curtis:
Enclosed please find our proposal to provide contractual clerical support services tor the
City of San Bernardino Police Department. The following proposal is in response to and
in accordance with the "R.F.Q." specifications of December 1999, submitted to The
Wackenhut Corporation for clerical support services. January 1st, 1000 through
December 31 st. 1000.
Thank you for the opportunity to respond to your invitation, we value you as a client and
are hopeful to continue our partnership in the years to follow. We are available for
discussion on any point in our proposal at your convenience. You may direct further
inquires to me at (909) 341-3000.
Sinc71Y,. ~
/~~ f) J;~
RobertB.DeBarr
Area Manager
Professionalism With IntegritysM
1999-324
W[;]CS~@G;]wC!Olf
SECURITY SYSTEMS AND SERVICES THROUGHOUT THE WORLD
THE WACKENHUT CORPORATION
SUITE 310
1533 SPRUCE STREET
RIVERSIDE, CA 92507
TELEPHONE: (909) 341 - 3000
FAX: [909J 341 - 3030
BILL RATE PROFILES TO PROVIDE CLERICAL SUPPORT FOR THE CITY OF
SAN BERNARDINO POLICE DEPARTMENT AS DIRECTED BY "R.F.Q." OF
DECEMBER 1999.
CLASSIFICA TIONS BILL RATE
l. Subpoena Coordinator ( I ) Position 5 I 4.42 *
2. File Clerk (I) Position 511.44 *
, Permits Clerk (I) Position 514.70 *
~.
4. Document Imaging Scanner (8) Positions 513.83 *
5. Document Imaging Lead (I) Position $ I 4.42 *
* 3 % increase. (A VG . )
* Note: This is a FLAT BILL RATE it includes all training, holidays. uniforms, overtime
and management overhead. etc. Hours worked as prescribed in "R.F.Q.".
Wackenhut Corporation will request an annual increase of 3% to 5% to the billing rate,
subject to approval by both parties prior to contract date.
2
Professionalism With IntegrirySM
1999-324
U1L;]CS~@[}JwQ01J
SECURITY SYSTEMS AND SERVICES THROUGHOUT THE WORLD
THE WACKENHUT CORPCRATION
SUITE 310
1533 5PRUCE STREET
RIVERSIDE, CA 92507
TELEPHONE (9091 341,3000
FAX 1909) 341 ,3030
All items of the "R.F.Q." will be adhered to, currently all Wackenhut Records
Department Employees are qualified and trained in meeting or exceeding the minimum
requirements of the "R.F.Q."
Management staff of the San Bernardino City Police Department, Records Department
have the right to interview perspective Wackenhut employees and/or dismiss, without
cause.
All spccifications within Section Ill, scope of work and Section V. general job
requircments wi II be adhered to.
BILL RATES WITH Al','NUAL PROJECTED COST.
I. Subpoena Coordinator 1,992 Hrs @ $14.42 per hr. S28,724.64
., File Clerk 1,040 Hrs @ S 11.44 per hr. = S II ,897.60
3. Permits Clerk 2,080 Hrs @ $14.70 per hr. $30,576.00
4, Document Scanner 16,640 Hrs @ $13.83 per hr. $230,131.20
5. Document Scanner Lead 2,080 Hrs @ $14.42 per hr. = $29,993.60
Total $331,323.04
(1)=3%
(2) =3%
(3)=5%
(4) = 4%
(5) = 3%
3% average
3
Professionalism W7th IntegritySM
r
1999-324
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Wackenhut Corporate Support
Wackenhut has many years of experience providing security for facilities govemed by
federal, state and local regulations. Additional Corporate resources that will support
this contract include:
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Staff and line supervision.
Contract administration.
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Guidance and instruction in personnel matter, such as workers' compensation
insurance, EEO/AAP, and the recruitment of personnel.
Procurement of and the provisioning of uniforms, equipment, vehicles, materials.
and supplies.
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Insurance claims, tax information and reports.
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Employer-employee relations, laborrelations, and the negotiation of
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Development of training software and use of audio-visual materials.
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Legal guidance and assistance. to include selection of local counsel, review of
written briefs and publications of the courts, and compliance with state and local
licensing laws.
Availability of a back-up emergency force.
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WACKENHtIT / LAN
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1i!J002
199~-324
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Background Investigations
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Background Investigations are conducted by our Orange, California office. Searches
pellfonned may include Criminal Convictions, Driving and Credit History, Civil
Records, Employment and Education Verification, Social Security Number Verification
and Personal References. Additional searches are available pursuant to each c1ienrs
request.
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Aon Risk Services, Inc. of FL
P.O. Box 019012
Miami. Florida 33101
1999-324
,.:-;.,,- :::::H(%F ~T>@dttM'." DATE IMMIOONY)
,...... > """""""'''':'~:''::::f1F''':'' 7/07/99
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY ANO CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFOROED BY THE POLICIES BELOW.
COMPANIES AFFORDING COVERAGE
PRODUCER
The Wackenhut Corporation
4200 Wackenhut Driva( #100
Palm Beach Gardens. "FL 33410
COMPANY
A American Home Assurance
I COMPANY
B National Union Fire Ins. Co.
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COMPANY
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305-372-9950
INSURED
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THIS IS TO CERTIFY THAT THE POl:C1ES OF INSURANCS LISTED BELOW HAVE BEEN ISSUED TO THE INSURED ~AMED ABOVE FOR THE POUCY P!:RIOD
INDICATED. ;.JOTWITHSTANOING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY 9E ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TEAMS.
EXCLUSIONS AND CONDITIONS OF SUCH POUCIES. LIMITS SHOWN MAY HAVE SEEN REDUCED BY PAID CLAIMS.
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POLICY NUMBER
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DATE IMMtDOIYYJ DATE iMMIOOIYYI
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1999-324
REQUEST FOR QUALIFICATIONS
TO
PROVIDE CLERICAL SUPPORT SERVICES
FOR
CITY OF SAN BERNARDINO
POLICE DEPARTMENT
1999-324
I. INTRODUCTION
The City of San Bernardino has a population of 184,000. It is a full service city, providing fire,
police, utility, public works, library and leisure services. The City has an estimated 1,200 full-
time employees and an armual budget of approximately $79 million.
The City operates under a Mayor/Council form of government, with the Mayor elected at large
and a seven-member Council elected by geographic wards. The Mayor is the Chief Executive
Officer of the City and appoints all officers, with the consent and approval of the Common
Council. The City Attorney, City Clerk, and City Treasurer are elected officials.
II. PURPOSE OF REQUEST FOR QUALIFICATIONS (RFQ)
The City of San Bernardino is seeking to hire an individual and/or firm to provide police clerical
support services for the following functions: .
.. Records Bureau Subpoena Coordinator desk (I) Position
· Records Bureau File Room (I) Position
· Records Bureau Permits Clerk (I) Position
· Document Imaging Scanning (8) Positions
· Scanner Supervisor (1) Position
Background on Request
In FY 1997/98, the Police Department outsourced the functions of subpoena coordinator desk,
file room, and permits, and document imaging/scanning functions within the Records Bureau.
Outsourcing these Police Department functions have generated recurring budget saving and
helped to eliminate chronic staffing deficiencies associated with the personnel absences, training
of new personnel, and guarantee the required staffing.
III. SCOPE OF WORK
Responsibilities of the Vendor
I. Requirement to provide service on-site at the San Bernardino Police Department,
utilizing department provided equipment and supplies.
2. Vendor will back fill behind any vacancies created by illness, vacation, etc., and
provide a trained replacement at no additional cost to the City.
3. Vendor will provide full-time clerical staffing to process subpoenas; half-time staff to
handle file room tasks; full-time staff to handle the Permits counter; and provide full-time
clerical staffing to process document imaging scanning. Full-time positions require
familiarity with clerical procedures, data entry, and phone contacts.
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4. Compliance to and application of minimum training for each person assigned to fulfill
this contract. Training will include:
Permits
. Intro RMS (Records Management System)
. CLETSINCIC
. CN! (Central Name Index) and
SAW (Sheriff Automated Warrant) Systems
. Windows 95
. Photos
. Fingerprinting (ink and live scan machine)
. Jailer Course (DOJ approved J ailer class)
. Cash Register Operations
. File Maintenance
Total hours:
Training Hours
8
24
8
8
8
32
24
~
160
Total Training Costs:
$2,200
NOTE: IN ADDITION TO TRAINING PROVIDED BY THE CITY, VENDOR MUST
PROVIDE JAILER COURSE (DOl APPROVED) AT THEIR COST.
Subpoena Clerk
. Intro RMS (Records Management System)
. Windows 95, Electronic e-mail
. Visiflow Data-Max Document Imaging
. Subpoena Distribution
Total hours:
40
16
16
--8.
80
Total Training Costs:
$1,375
Scanners
. Visiflow Data-Max Document Imaging
. Intro RMS (Records Management System)
. Windows 95
. Phone Operator Console
. File Maintenance
Total hours:
Scanner will be trained 2 each per class. Total of 4 classes.
40
8
8
8
-1
68 each
Total Training Cost: $4,750
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1999-324
File Clerk
· RMS (Records Management System)
· File Maintenance
Total hours:
Training Hours
40
-.1
44
Total Training Cost:
$750
Vendor shall make staff available, at Vendor's cost. in meeting this reQuirement.
5. Furnish the City with one copy of the background investigation done on all personnel
assigned to fulfill this contract. Background investigation shall include:
· Five-year employer background check revealing meaningful employment
· High school diploma or equivalent
. Drug screening test
· Reference check
· Fingerprint check (Permits Position Only)
. Credit check
· MMPI psychological test (Permits Position Only)
· Proof of security clearance, if any, specifying level of clearance pertammg to
company and/or employees. (Vendor may elect to fulfill this requirement by
contracting with background investigation vendor used by the Police Department at
vendor's negotiated cost.)
6. Furnish the City with one copy of a Certificate of Insurance, which is valid through the
current year contract period, denoting the following minimum limits:
· $1,000,000 general liability, personnel injury and non-owned automobile liability.
· $1,000,000 worker's compensation and employer's liability.
7. Compliance to and application of the San Bernardino Police Department's "Manual of
Policy and Procedure". A copy will be provided to vendor upon ratification of contract by
the City Council.
8. Compliance to and application of the San Bernardino Police Department's "Standard
Operating Procedures". Each assigned employee will be required to read sections
designated by the Police Department.
9. Compliance to and application of the "Records Bureau Operational Procedures Manual"
that concerns specific duties and responsibilities of the Records Bureau Subpoena
Coordinator's Desk, the Records Bureau File Room, the Records Bureau Permits Desk,
and the Document Imaging Scanning position. A copy will be provided to vendor upon
ratification of contract by the City Council.
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1_
1999-324
Specific Tasks
1. Vendor's staff for the subpoena position will be required to enter and track subpoena
documents in an in-house computer system, distribute, log and statistically record them,
access E-mail for receiving subpoenas electronically and distribute through E-mail.
a. Vendor's staff will be responsible for subpoena notifications received by phone
from the District Attorney's Office and relay them to personnel; handle personal
and phone inquiries about subpoenas from personnel.
2. Vendor's file clerk stall will file and retrieve documents from file rooms, microfilm and
document imaging equipment, make copies, and fax.
3. Vendor's permits desk staff will process registrants, applicants, city employees,
fingerprint subjects, handle cash and checks, operate a cash register, prepare receipts,
schedule appointments, handle phone calls, take photographs, and file.
4. Vendor's Document Imaging/Scanning staff will be required to complete all document
preparation to include unstapling and restapling documents.
a. Vendor's staff will complete data entry required to index minimum six fields.
b. Vendor will be responsible for quality control for legibility and indexing
accuracy. Police department staff will periodically audit these requirements.
Vendor, at no additional cost to the City, will correct all identified deficiencies.
4. Vendor will designate one of the Scanning personnel to perform duties collateral to those
listed which included first line supervision, scheduling personnel (to provide coverage for
both anticipated and unanticipated absence's), processing payroll, and day to day liaison
between the vendors (contractors) personnel and the Records manager.
6. Vendor's staff will take direction from police supervision and management.
THE CITY RETAINS THE RIGHT TO:
I. Fingerprint staff.
2. Obtain criminal history records on assigned staff.
3. Coordinate on vendor selection of personnel prior to placement in the police facility.
4. Identify vendor employees who are not performing satisfactorily so that they may be
replaced by the vendor.
5. Monitor vendor assigned staff for contract compliance.
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1999-324
6. Discuss contractual agreement with other law enforcement agencies.
7. Verify background information and assigned employees' drivers license status.
IV. BACKGROUND STATEMENT AND VENDOR SOLVENCY
All proposals must include a brief history plus description of your organization, including staff
size. The proposal must also include the most recent audited statements along with a statement of
financial outlook.
The proposal should include a plan to deal with the situation where the vendor/organization files
for bankruptcy.
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1999-324
V. GENERAL JOB REQUIREMENTS - POSITIONS TO BE FILLED
Subpoena Clerk
Processes employee subpoenas for appearance in court. Includes data entry into in-house
computer system, use of Microsoft E-mail systems, distribution, logging, filing, preparing
monthly statistics. Phone contact and liaison with department staff and District Attorney's
Office; personal contact with department staff.
General Oualifications:
Knowledge of:
Modern office equipment
English usage, spelling, grammar and punctuation
Rules of alpha and numeric filing
Computer terminal and techniques
Telephone procedures and etiquette
Microsoft Windows 95 operating system
Ability to:
Type 30 wpm accurately
Work with a high degree of accuracy
Work efficiently with a high level of interruption
Proofread and detect errors in records processing work
Understand pertinent procedures, policies, and functions quickly and apply
them without immediate supervision
Maintain filing systems
Operate a computer terminal
Remain sedentary for long periods of time
See in the normal visual range with or without correction
Distinguish colors
Hear in the normal audio range with or without correction
Speak clearly and distinctly
Exhibit normal range of body motion
Establish and maintain effective relationships with those contacted in the
course of work
Service department and other agency staff by phone and in person in
situations which may be stressful
Maintain confidentiality of privileged information
Requirements:
1992 hours armually, 52 weeks per year, Monday through Friday, 8:00
a.m. - 4:30 p.m., one (30) minute unpaid lunch, and two (15) minute paid
breaks. No holiday or weekend work (City recognizes 11 holidays per
year).
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1999-324
File Clerk
Files crime reports and related documents' researches filing problems; uses copiers, fax
machines and microfilm machines and document imaging equipment.
General Oualifications:
Knowledge of:
Modern office equipment
English usage, spelling, grammar, punctuation
Rules of alpha and numeric filing
Ability to:
Work with a high degree of accuracy
Work efficiently with a high level of interruption
Detect errors in records processing work
Understand pertinent procedures, policies, and functions quickly and apply
them without immediate supervision
Maintain filing systems
Remain standing or sedentary for long periods of time
See in the normal visual range with or without correction
Distinguish colors
Hear in the normal audio range with or without correction
Exhibit normal range of body motion
Establish and maintain effective relationships with those contacted in the
course of work
Service department and other agency staff by phone and in person in
situations which may be stressful
Maintain confidentiality of privileged information
Requirements:
20 hours per week, 4 hours daily as scheduled by Records Manager, 52
weeks per year, Monday through Friday. No weekends or holidays.
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1999-324
Permits Clerk
Processes narcotics, sex, and arson registrants including setting appointments, fingerprinting,
photographing, checking for scars, miITks, and tattoos, completing required documents. Sets
appointments, fingerprints, and photographs applicants, and complete required documents.
Processes applications and renewals for various permits and licenses. Maintains files, logs and
statistics of Permits office. Accepts monies, prepares and balances cash register receipts. Orders
supplies for the Permits Office.
General Oualifications:
Knowledge of:
Modern office equipment
English usage, spelling, grammar and punctuation
Basic math
Rules of alpha and numeric filing
Business correspondence and forms
Word processing techniques
Computer terminal techniques
Telephone procedures and etiquette
Ability to:
Work with a high degree of accuracy
Work efficiently with a high level of interruption
Proofread and detect errors in records processing work
Understand pertinent procedures, policies, and functions quickly and apply
them without immediate supervision
Maintain filing systems
Operate a computer terminal
Remain sedentary for long periods of time
See in the normal visual range with or without correction
Hear in the normal audio range with or without correction
Speak clearly and distinctly
Exhibit normal range of body motion
Establish and maintain effective relationships with those contacted in the
course of work
Service department and other agency staff by phone and in person in
situations which may be stressful
Maintain confidentiality of privileged information
Requirements:
2080 hours annually, 52 weeks per year, Monday through Friday, 6:00
a.m. to 2:30 p.m., one (30) minute unpaid lunch, and two (15) minute paid
breaks.
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1999-324
Document Imaging Scanning Clerk
Scans crime reports and related documents on Pc. Includes indexing and quality control
checking.
General Oualifications:
Knowledge of:
Modern office equipment
English usage, spelling, grammar and punctuation
Work all shifts, including weekends and holidays when required
Rules of numeric filing
Computer terminal and techniques
Telephone procedures and etiquette
Ability to:
Type 30 wpm accurately
Work with a high degree of accuracy
Work efficiently with a high level of interruption
Proo fread and detect errors in records processing work
Understand pertinent procedures, policies, and functions quickly and apply
them without immediate supervision
Maintain filing systems
Operate a computer terminal
Remain sedentary for long periods of time
See in the normal visual range with or without correction
Distinguish colors
Hear in the normal audio range with or without correction
Speak clearly and distinctly
Exhibit normal range of body motion
Establish and maintain effective relationships with those contacted in the
course 0 f work
Service department and other agency staff by phone and in person in
situations which may be stressful
Maintain confidentiality of privileged information
Requirements:
A total of 360 hours per week for all scarming clerks, 52 weeks per year,
work all shifts, including weekends and holidays. Scheduling subject to
approval by Police Department.
Page 1 Oof 13
1999-324
VI. REQUEST FOR QUALIFICATION REQUIREMENTS
Vendor shall include responses, but not limited to, the specifications within the Section III,
SCOPE OF WORK, and Section V. GENERAL JOB REQUIREMENTS. Primary vendor
will be fully responsible to the City for self and any sub-contractors.
1. Three (3) copies of the response to this solicitation shall be submitted to Captain Robert
Curtis, 710 North 'D' Street, San Bernardino, California, 92401, no later than
, 1999,5:00 p.m.
2. Responses shall indicate the following in a detailed marmer:
A. Age of business and past experience in document imaging with agencies/companies
of San Bernardino Police Department volume requirements. Include contract persons,
addresses and telephone numbers.
B. Staff persons or company, address and telephone number of who will be performing
the background investigations.
C. Staff that vendor intends to assign to the Police Department; to include employment
history, experience with document imaging systems and other expertise pertinent to
services requested.
~
D. Proof of security clearance, if any, specifying level of clearance pertaining to
company and/or employees.
E. Billing rate per hour and annual project cost for each requested service, to include all
related charges.
VII. GENERAL
I. This "Request for Qualifications" does not commit the City to award a contract, to pay any
costs incurred in the preparation of a proposal in response to this request, or to procure or
contract for any services. The City reserves the right to accept or reject, in part or its entirety,
all responses to this solicitation if such action is deemed to be in the best interest of the City.
2. Qualifying responses will be evaluated based on an evaluation criteria outlined on the
accompanying "Rating Sheet" with a fifty percent (50%) weight given to cost. If agreement
cannot be reached with the highest rated vendor, the next highest scoring offeror will be
considered, and so on.
3. Any contract entered into as a result of this request shall include the items of work detailed in
this writing. The City will require a Service Agreement. A blank agreement is attached and
should be completed as written and returned signed with your response.
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1999-324
4. Requests for additional information or clarification regarding this RFQ should be submitted
to Captain Robert Curtis at 909-384-5606.
5. Requests for additional information regarding the City of San Bernardino bid process should
be submitted to Dave Batson, Purchasing Manager at 909-384-5085.
VIII. EVALUATION OF PROPOSALS
The evaluation of proposals for Clerical Support Services will be completed by a committee
comprised of city staff and any other persons deemed necessary for the proper evaluation of the
proposals by the Police Captain, based on the following criteria.
· The ability to meet or exceed the functional requirements of the RFQ.
· The ability to commence operations effective upon signing services contract with the
City of San Bernardino.
· Total cost of providing the requested services.
· The financial stability and reputation of the vendor.
· The vendor's experience in successfully providing similar clerical support in another
agency/company/organization.
Each proposal will be evaluated using the attached rating sheet.
Page 120f 13
Points Points
Possible Scored
1. Cost of providing services 0-50
Points awarded as follows:
50 Low bid
** All others, calculated using the
following formula:
Low bid x 50 points
Proposer's bid
2. Reference checks 0-20
Points awarded as follows:
20 5 or more favorable
10 3 to 4 favorable
5 I to 2 favorable
0 Not favorable
3. Expectation that vendor can commence service
Immediately after award of contract 0-30
Points awarded as follows:
30 Vendor has all requirements
currently in place
20 Vendor needs to expand or
train existing work force
10 Vendor plans to hire and train
all required personnel
0 Vendor's bid does not detail how
requirements will be met
MAXIMUM TOTAL POINTS 100
1999-324
CITY OF SAN BERNARDINO POLICE DEPARTMENT
CLERICAL SUPPORT FOR RECORDS DIVISION
RATING SHEET
Vendor:
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