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Home My WebLink About21-Police Department . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION f ,. ',' >,1.1., L u i< I l..:; i r~/~ From: Michael A Billdt, Olief of Police Subject: Resolution of the Mayor and Common Council renewing a Services Agreement with Paramount Protective Services, Ine. to provide jail staffing for FY 2008-09. Dept: Police Department Date: December 16, 2008 Mice DATE: January 20,2009 Synopsis of Previous Council Action: Resolution # 2008-335, adopted August 18, 2008, authorizing the purchase and installation of a replacement jail doors control console. Resolution # 2007-326, adopted August 6, 2007, authorizing a Services Agreement and an annual Purchase Order with Paramount Protective Services, Inc. to provide jail staffing in an amount not to exceed $334,559 for FY 2007/08 with (3) optional renewal years. Resolution # 2003-26, adopted January 27, 2006, authorizing an annual Purchase Order with the Wackenhut Corporation to provide jail staffing with (3) optional renewal years. Resolution # 1999-323, authorizing an annual Purchase Order with the Wackenhut Corporation through June 2000 with (3) single-year renewal options. Resolution # 1999-148, adopted June 12, 1999, authorizing a contract extension with the Wackenhut Corporation until December 31, 1999 to re-bid the contract for jail operations. Resolution #98-197, adopted July 6, 1998, authorizing a contract extension with the Wack en hut Corporation for jail operations until June 30. 1999. Resolution #95-437. adopted December 18. 1995, authorizing an annual Purchase Order with the Wackenhut Corporation to provide jail operations with (2) optional one-year extensions. Recommended Motion: Adopt Resolution. ~J~ MICHAEL A BILLDT, aJIEF OF POLICE Contact person: Captain Theodis Henson Phone: 384-5609 Supporting data attached: Yes Ward: All FUNDING REQUIREMENTS: Amount: $230,000 Source: Other Professional Services 001-228-5505 Finance Council Notes: IMLGD Agenda Item No. 1/ / ~20-oq . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: Resolution of the Mayor and Common Council authorizing the execution of a Services Agreement with Paramount Protective Services, Inc. to provide jail staffing for FY 2008-09. BACKGROUND: The Police Department has operated a Temporary Holding facility at the Central Police Department continuously since August 1996. Jail staffing is provided by a private vendor pursuant to the terms and conditions of formal Bid Specifications and a Services Agreement. Pre-detention bookings for felony arrests are performed at the city jail prior to lodging arrestees at a County of San Bernardino jail facility. A majority of misdemeanor and municipal code arrestees are booked and then released on a Notice to Appear citation, in lieu of being lodged at a County jail facility. These citation releases result in annual budget savings for the City in the form of lowered annual booking fees charged by the County as well as allowing police officers to return to patrol duties. On a monthly basis, police officers make approximately 1,000 adult arrests, with approximately 500 being booked and released on a Notice to Appear citation at the City Jail. Almost all of the remaining 500 are booked at the City Jail and then transported to the West Valley Detention Center by jail personnel. The arrest booking process at the City Jail averages 35 minutes (10 minutes driving + 25 minutes booking) versus the WVDC average of 70 minutes (40 minutes driving + 30 minutes booking) at the WVDC. On June 26, 2007, Request for Bids #F-07-49 was advertised on the City web page, in the Sun Newspaper and with the Chamber of Commerce. A Bid Review Committee selected Paramount Protective Services of Los Angeles, Ca, as the most responsive bidder. On August 6,2007, the MCC adopted Resolution #2007-326 authorizing a Services Agreement and annual purchase order with Paramount Protective Services, Inc., in an amount not to exceed $334,559.00 for FY 2007-08, with three optional renewal years. The initial Services Agreement was for September 1, 2007 through August 31, 2008. Actual expenditures for FY 2007/08 for the ten months of the jail services agreement were $282,676.40. To minimize jail staffing requirements, the City Jail uses an electronic door control system to open jail doors, turn intercoms on and off, open and close sally-port gates for patrol cars, view different locations in the jail on video screens, and to identify activated panic alarm buttons. On July 20, 2008, the jail doors control console suffered a catastrophic failure of the main controlling card for the high voltage switch rendering the entire panel out-of-service and causing for a temporary period of non-operation of the facility pending repairs. On August 18, 2008, the MCC adopted Resolution #2008-335, authorizing the purchase and installation of a replacement jail control console. Funding was derived from savings in the jail services contract resulting from the temporary closure of the holding facility while the console was being manufactured, installed and tested. The City Jail is slated to reopen in January 2009. The Police Department, working with the City Attorney's Office, has revised the Services Agreement with Paramount Protective Services for FY 2008/09 that includes the following changes. 1. Paramount Protective Services has agreed to a 5.0% decrease in their billing rates. 2. New standard indemnification language developed by the City Attorney's Office. 3. The services agreement for FY 2008/09 will end June 30, 2009, putting the contract on a fiscal year basis. 4. The position of Uniformed Custody Assistants has been eliminated and consolidated with the Uniformed Custody Officer position, allowing greater flexibility in jail assignments. Both were billed at the same rate in FY 2007108. 5. The Transport Officer hours has been changed from an eight- (8) hour shift to a ten- (10) hour shift. This change will eliminate two hours of overtime costs on most days, arising from booking delays at the West Valley Detention Center. 6. The Contractor's Employee Minimum Qualifications section has been revised to reflect two new requirements. a. Meet all California minimum jail training standards. b. Successfully complete a pre-employment drug screen at the contractor's expense. 7. Contractor's employees will be required to conduct hourly safety checks of inmates through direct visual observation and memorialize those checks on the housing observation log. Custody officers will also provide direct visual observation for inmates in sobering cells at least every half-hour. These direct observations will be memorialized on the Sobering Logl Alert Form. These provisions provide greater liability protection for the City. 8. The contract allows the Police Department to backfill jail staffing shortages with specified city employees and bill Paramount Protective Services to recoup our costs. The job classifications and total compensation costs have been updated to reflect the Class and Comp Study and raises provided to City employees. 9. A new clause has been added under Authorized Billing Rates to further clarify that straight time billing rates will be billed for regular shift hours on recognized holidays. 10. A new clause has been added specifying that the City will not be monetarily responsible to the contractor for unforeseen catastrophic events that close the City Jail. FINANCIAL IMPACT: The Police Department's FY 2008/09 General Fund adopted budget includes $343,000.00 for contract jail services in Account #001-228-5505. Jail console repairs cost $90,700.00, leaving $252,300.00 available for contract jail services. On November 13, 2008, Finance issued Purchase Order #209345 in the amount of $230,000.00 to Paramount Protective Services to continue jail services per Resolution 2007-326. Of this total, $22,121.30 was paid in January 2009 to Paramount Protective Services for jail services provided through July 20, 2008. The Police Department estimates that total cost of contract jail services for FY 2008/09 will total $174,300, leaving net projected yearend savings of $78,000.00. RECOMMENDATION Adopt Resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2009- RESOLt:TION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING THE EXECUTION OF A SERVICES AGREEMENT WITH PARAMOUNT PROTECTIVE SERVICES, INC. TO PROVIDE JAIL STAFFING FOR FY 2008-09. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I. That the Mayor and Common Council authorize the City Managcr to execute a Services Agreement with Paramount Protective Services, Inc. to provide jail services for FY 200X-09, which is attached hereto as Attachment "A" and incorporated as through set f(lrth in full herein. SECTIO'" 2. The authorizations given hereunder shall be void and of no further effect if the Agreement is not executed by both pat1ies and returned to the City's risk manager within 60 days. SECTION 3. The approvals given herein are contingent upon the City Attorney's receipt and approval of documents evidencing total compliance with the insurance provisions in Paragraph 17 of the Agreement and no work shall commence under the Agreement prior to the City Attorney's approval. 'I! /// i/l III /,// -77<2/ /~20 C:.c:, 7 1 RESOLUTION NO. 2009- 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING THE 3 EXECUTION OF A SERVICES AGREEMENT WITH PARAMOUNT PROTECTIVE SERVICES, INC. TO PROVIDE JAIL STAFFING FOR FY 2008-09. 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on the _day Abstain Absent 17 Rachel G. Clark, City Clerk 18 The foregoing Resolution is hereby approved this _ day of ,2009. 19 20 21 Patrick J. Morris, Mayor 22 City of San Bernardino 23 Approved as to form: 24 1-- /:v--- 25 es F. Penman Attorney 26 27 28 Attachment "A" Services Agreement This agreement is for the period starting on January 21, 2009 at 00:00 Hours (12:00 AM) and ending at 23:59.59 (11 :59.59 PM) on June 30, 2009, between the CITY OF SAN BERNARDINO, a municipal corporation (hereafter the "CITY"), and the PARAMOUNT PROTECTIVE SERVICES, INC., a Los Angeles, California corporation (hereafter the "VENDOR"). 1. Al!reement Documents and Precedence. In response to CITY RFP F-07- 49 (Jail Services for the San Bernardino Police Department), VENDOR shall furnish jail services at the CITY'S temporary holding facility (hereafter the "CITY JAIL") located at the San Bernardino Central Police Department (710 North D Street, San Bernardino, CA. 92402). The terms and conditions applicable to this agreement shall be those contained in the following documents which are hereby incorporated by reference into this agreement, in this order of precedence: A. This Services Agreement. B. CITY'S Bid Specification F-07-49, a copy of which is attacbed hereto and incorporated herein as Exhibit A. C. VENDOR'S response to RFP F-07-49, a copy of which is attached hereto and incorporated herein as Exhibit B. In the event of any conflict between the terms and conditions of any constituent parts of this Services Agreement, the terms and conditions of the document having the higher precedence shall control. 2. Tvpes of Service. VENDOR shall provide the following personnel to perform services at the CITY JAIL in accordance with CITY'S Bid Specification F-07-49 (Exhibit "A") and VENDOR'S response to RFP F-07-49 (Exhibit "B"): UNIFORMED CUSTODY OFFICERS (NON-TRANSPORT)(hereafter JAILERJS). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees provide limited assistance to staff assigned to transportation duties. UNIFORMED CUSTODY OFFICERS (TRANSPORTATION)(hereafter. TRANSPORT OFFICERJS). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. The duties focus on the transportation and lodging of inmates. UNIFORMED CUSTODY SUPERVISORS (hereafter CUSTODY SUPERVISORJS). These employees are responsible for a variety of administrative, data entry, clerical, custody, and transportation functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees also perform supervisory duties for the VENDOR with regard to the VENDOR'S employees. These employees have no supervisory authority over CITY employees of any rank or classification. Page 1 of 12 Services Agreement This agreement is for the period starting on January 21, 2009 at 00:00 Hours (12:00 AM) and ending at 23:59.59 (II :59.59 PM) on June 30, 2009, between the CITY OF SAN BERNARDINO, a municipal corporation (hereafter the "CITY"), and the PARAMOUNT PROTECTNE SERVICES, INC., a Los Angeles, California corporation (hereafter the "VENDOR"). 1. Al!reement Documents and Precedence. In response to CITY RFP F-07- 49 (.Tail Services for the San Bernardino Police Department), VENDOR shall furnish jail services at the CITY'S temporary holding facility (hereafter the "CITY JAIL") located at the San Bernardino Central Police Department (710 North D Street, San Bernardino, CA. 92402). The terms and conditions applicable to this agreement shall be those contained in the following documents which are hereby incorporated by reference into this agreement, in this order of precedence: A. This Services Agreement. B. CITY'S Bid Specification F-07-49, a copy of which is attached hereto and incorporated herein as Exhibit A. C. VENDOR'S response to RFP F-07-49, a copy of which is attached hereto and incorporated herein as Exhibit B. In the event of any conflict between the terms and conditions of any constituent parts of this Services Agreement, the terms and conditions of the document having the higher precedence shall control. 2. Tvpes of Service. VENDOR shall provide the following personnel to perform services at the CITY JAIL in accordance with CITY'S Bid Specification F-07-49 (Exhibit "A") and VENDOR'S response to RFP F-07-49 (Exhibit "B"): UNIFORMED CUSTODY OFFICERS (NON-TRANSPORT)(hereafter JAILER/S). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees provide limited assistance to staff assigned to transportation duties. UNIFORMED CUSTODY OFFICERS (TRANSPORT A TION)(hereafter TRANSPORT OFFICER/S). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. The duties focus on the transportation and lodging of inmates. UNIFORMED CUSTODY SUPERVISORS (hereafter CUSTODY SUPERVISOR/S). These employees are responsible for a variety of administrative, data entry, clerical, custody, and transportation functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees also perform supervisory duties for the VENDOR with regard to the VENDOR'S employees. These employees have no supervisory authority over CITY employees of any rank or classification. Page 1 of 12 3. VENDOR'S Services. VENDOR shall be responsible to perform the following services: JAILER. Provide a uniformed custody officer at the CITY JAIL 24-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 8,760 hours (24 x 365) during the contract. Provide a second uniformed custody officer at the CITY JAIL 16-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 5,840 hours (16 x 365) during the contract. Total JAILER hours are 14,600. TRANSPORT OFFICER. Provide a uniformed custody transportation officer who initially reports to the CITY JAIL 10-hours-a-day, seven days a week, including all weekend days, and all holidays for a total of 3,650 hours (10 x 365) during the contract. CUSTODY SUPERVISOR. Provide a uniformed custody supervisor at the CITY JAIL 8-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 2,920 hours (8 x 365) during the contract. Total annual contract hours are 21,170. 4. VENDOR'S Emplovee Minimum Qualifications. VENDOR shall provide employees who meet the following minimum qualifications at all times: A. Be at least 21 years of age. B. Be able to legally work within the United States. C. Type at least 25 words per minute. D. Have computer keyboarding knowledge and experience. E. Have good oral communications skills. F. Be able to print legibly on written forms. G. Have good customer service skills. H. Be able to move about within the jail without assistance from others and without assistance from devices. 1. Must be able to hear warning tones and ringing devices. J. Must have normal color and visual depth-of- field perception. K. Be a high school graduate. L. Possess a valid California Bureau of Consumer Affairs Guard Card. M. Meet all California minimum jail training standards. N. Successfully complete a pre-employment drug screen. O. Must possess a valid California Driver's License. TRANSPORTATlON OFFICERS must also meet the following mmlmum qualifications at all times: A. Must possess a valid California Driver's License (Class C, B, or A). CUSTODY SUPERVISORS must also meet the following minimum qualifications at all times: A. Possess at least 12 months of supervisory experience. 5. VENDOR'S Emplovee Minimum Duties. VENDOR shall provide employees who shall perform the following minimum duties at all times: VENDOR employees assigned to the JAILER position shall be responsible for accurately completing the following tasks while working at the CITY JAIL. These duties Page 2 of 12 shall be completed by the end of each shift, unless noted otherwise, and only carried over to the next shift with approval of the Watch Commander. A. Answering a multiple line telephone and providing courteous, prompt, and accurate information about inmates and jail operations to the public and departmental personnel. B. Controlling entry into and out of the CITY JAIL with an electronic door control system and manual keys. C. Monitoring CCTV cameras to insure safety of inmates, staff, and the public. D. Sounding alarms for assistance while remaining calm and alert. E. Collecting, inventorying, and safeguarding inmate property. F. Typing or writing information on log forms. G. Accurately entering inmate and arrest data into the CITY JAIL Corrections Management System (CMS) for every inmate lodged at the CITY JAIL while the person is still present at the CITY JAIL. H. Accurately entering inmate information and collecting digital photographs with a computerized mug-shot system for every inmate lodged at the CITY JAIL. 1. Accurately entering inmate information into a computerized fingerprint system for every inmate not transported to a San Bernardino County Sheriffs Department detention facility. J. Prepare release documents, including but not limited to Notices-to-Appear and property disposition sheets before releasing inmates. K. On a weekly basis the Day Shift JAILER shall inventory, order and stock supplies, preprinted forms, prisoners' meals and other materials necessary for the efficient operation of the CITY JAIL. L. Logging the arrival and departure of inmate workers. M. Coordinating work assignments for inmate workers. N. Searching inmates who arrive at the facility. o. Direct inmates to cells based on established housing criteria. P. Question inmates about medical history and document answers. Q. Coordinate inmate access to telephones. R. Fingerprint inmates on paper or with automated systems. S. Prepare meals for inmates and feed inmates. T. Provide hygienic supplies as needed for proper inmate health and bedding. U. Assure cleanliness of jail cells, offices, work areas, and equipment. V. Assist TRANSPORT OFFICERS with the actual transportation of inmates to San Bernardino County Sheriffs Department detention facilities. W. Conduct hourly safety checks of inmates through direct visual observation and memorialize those checks on the housing observation log. Custody Officers will also provide direct visual observation for inmates in sobering cells at least every half hour. This direct observation will be memorialized on the Sobering Log/Alert Form. VENDOR employees assigned to the TRANSPORT OFFICER position shall be responsible for accurately completing the following tasks while working at the CITY JAIL: Page 3 of 12 A. Inspect and prepare a transportation van for transporting inmates. B . Inspect and prepare inmate transportation restraints. C. Properly place all transport inmates with waist chains or handcuffs, and leg restraints. D. Coordinate the safe loading of inmates into a transportation van in compliance with California Vehicle Code restrictions regarding passenger transportation limitations. E . Collecting, inventorying, and safeguarding inmate property that is to be transferred with the prisoners. F. Collecting, inventorying, and safeguarding inmate booking documents that are to be transferred with the prisoners. G. Transporting prisoners to detention facilities in a transportation van in compliance with all California Vehicle Code regulations. H. Complying with all facility regulations of the San Bernardino County Sheriffs Department while at one of their facilities. I . Complying with all directions from members of the San Bernardino County Sheriffs Department while at one of their facilities. J. Typing or writing information on logs. K. Accurately entering inmate and arrest data into the CITY JAIL Corrections Management System (CMS), for every inmate transported from the CITY JAIL immediately upon returning from a Sheriffs Department facility. L. Prepare release documents, including but not limited to Notices-to-Appear and property disposition sheets before releasing inmates. M. Searching inmates who arrive at or are transported from the CITY JAIL. N. Direct inmates to cells based on established housing criteria. O. Question inmates about medical history and document answers. P. Assure cleanliness of jail cells, offices, work areas, and equipment. Q. Assure cleanliness of jail transportation vans and report any maintenance needed. VENDOR employees assigned to the CUSTODY SUPERVISOR position shall be responsible for accurately completing all of the tasks outlined for JAILER and TRANSPORT OFFICER. Additionally, VENDOR employees assigned to the CUSTODY SUPERVISOR position shall be responsible for accurately completing the following tasks: A. Properly staffing the CITY JAIL at all times in compliance with the contract. B. Ensure that all VENDOR employees are able to complete all duties listed in the appropriate sections of this service agreement. C. Interact with Police Department supervisors and managers courteously with regards to all aspects of CITY JAIL operations. D. Evaluate the daily performance of VENDOR employees and serve as the initial contact point for performance related issues. E. Provide training to VENDOR employees or arrange for training by CITY employees. Page 4 of 12 F. Courteously provide assistance and training to CITY personnel about CITY JAIL procedures. G. Ensure cleanliness of CITY JAIL cells, work areas, and equipment and that all VENDOR'S employees project a professional image. R. Ensure that all supplies and materials necessary for efficient CITY JAIL operations are on hand or have been ordered. 6. Authorized Staffinl! Levels. VENDOR is authorized and expected to always have the following staff present and available for work at the CITY JAIL each day of the contract: Personnel/Shift Day Shift Evening Shift Morning Shift Transport Shift 0800-1600 1600-2400 2400-0800 0200-1200 CUSTODY 1 SUPERVISOR JAILER 1 2 2 TRANSPORT OFFICER 1 VENDOR may not increase staffing levels without the expressed written approval of the CITY. Under no circumstances may VENDOR's employees work more than 16 hours in any 24-hour period. VENDOR's employees must have a minimum of 1 day off during each standard work week (Sunday through Saturday). 7. Closure of CITY JAIL/Alternative Staffinl! Methods. The staffing levels for the City Jail specified by the contract are outlined in Section 6 of the Services Agreement. If VENDOR fails to provide the staffing specified in the contract, the CITY JAIL shall be deemed as "understaffed." When understaffed, the CITY reserves the right to close the facility for safety or may optionally provide CITY staffing to keep the CITY JAIL operational at the staffing level in the contract. VENDOR shall not bill for any services during periods of closure due to the lack of staffing specified in the contract. If the CITY provides an employee to keep the City Jail operational instead of closing the jail, VENDOR shall credit full cost of the city employee (with benefits) to the CITY. VENDOR will have two hours to fully staff the CITY JAIL in accordance with Section 6 of the Services Agreement after being notified by the CITY of a staffing deficiency that leads to an understaffed status to remain in compliance with contract staffing requirements. If the CITY JAIL is still in an understaffed status two hours after notification from the CITY, the CITY shall have the right to close the facility or provide the necessary CITY personnel needed to meet the minimum staffing levels. The only City classifications qualified to replace CUSTODY OFFICERS or CUSTODY SUPERVISORS are Police Officers and Reserve Police Officers. The reimbursement rates for each classification shall be actual salary and benefit rates of the employee filling the vacancy. (The current top step salary and benefit rates for these positions are as follows: Police Officers - $52.14 per hour and Reserve Police Officers - $28.19 per hour. Page 5 of 12 8. Authorized Hillin!! Rates. VENDOR is authorized to invoice the CITY for actual services provided, after the services are provided, at the following agreed upon rates: A. UNIFORMED CUSTODY OFFICER (NON-TRANSPORT) hours at $14.53 per hour. B. UNIFORMED CUSTODY OFFICER (TRANSPORT) hours at $15.67 per hour. C. CUSTODY SUPERVISOR hours at $16.58 per hour. 9. Authorized Transportation Overtime and Overtime Rates. The CITY and VENDOR recognize that there are many variables associated with the transportation of inmates to San Bernardino County Sheriffs detention facilities. When a TRANSPORT-OFFICER must work overtime to complete his/her transportation duties, the following procedures shall always be used to document billable overtime: A. The TRANSPORT OFFICER shall remain at the detention facility until all inmates are properly booked into the facility or until properly relieved by a VENDOR employee or a CITY employee. B. Upon returning to the CITY JAIL and at the end of the officer's shift, the TRANSPORT OFFICER shall complete a VENDOR provided overtime slip. The overtime slip must be countersigned by a CITY supervisory employee. C. VENDOR may bill for transportation overtime worked, after it has been worked, and after the overtime slip has been countersigned by a CITY supervIsor. All transportation overtime shall be billed at the rate of$25.70 per overtime hour. 10. Special Enforcement Operations and Projects. At various times, the CITY may operate special enforcement operations or projects that result in an increase in workload for the CITY JAIL. The CITY has no requirement to increase staffing levels in the CITY JAIL specified in the contract to accommodate such operations or projects. The CITY may elect to supplement special enforcement operations or projects with additional VENDOR services. The CITY will make a good faith effort to provide VENDOR with 24 hours advance notice when the CITY wishes to purchase additional staffing services. VENDOR will likewise make a good faith effort to fill the additional CONTRACTUAL services and will convey the outcome of these efforts to the Watch Commander prior to the commencement of the special enforcement operation/project. VENDOR acknowledges the variable dynamics associated with modem municipal law enforcement services and acknowledges that there will be circumstances where advance notice may not be possible. When UNIFORMED CUSTODY OFFICERS work special enforcement operation or project overtime, the following procedures shall always be used to document billable overtime: A. Upon completing the assignment and before leaving the CITY JAIL, the CUSTODY OFFICER shall complete a VENDOR provided overtime slip. The overtime slip must be countersigned by a CITY supervisory employee. Page 6 of 12 B. VENDOR may bill for special enforcement operation or project overtime worked, after it has been worked, and after the overtime slip has been countersigned by a CITY supervisor. All special enforcement operation or project overtime shall be billed at the rate of $23.82 per overtime hour. 11. Handlin!! Inmate Monev. VENDOR'S employees shall not handle inmate money except when the money is presented to the employee by a CITY employee in a sealed CITY provided money envelope or evidence envelope that has been sealed in a plastic security bag. When transporting an inmate, or a group of inmates, to a Sheriffs Department detention facility the VENDOR'S employees shall present inmate money to the Sheriffs Department employee while it is still sealed in a plastic security bag. When releasing an inmate at the CITY JAIL, the VENDOR'S employees shall present inmate money to the inmate being released while it is still sealed in a plastic security bag. 12. VENDOR Invoicin!! and Payment. Over the term of this Service Agreement, VENDOR shall be paid for actual services provided, after the services have been provided, and after an invoice for the services has been delivered to the CITY. VENDOR shall provide the CITY with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. All overtime hours shall be itemized separately from normal service charges and a copy of each CITY approved overtime slip shall be provided with the monthly invoice. CITY retains the right to challenge all or any part of an invoice. CITY will deduct any reimbursement arising from using CITY employees to fill vacancies in staffing specified by the contract and will provide VENDOR with written documentation of the reimbursement. 13. CLETS Mana!!ement Control A!!reement. Pursuant to directions from the Department of Justice, California Law Enforcement Telecommunications Systems (CLETS), and Part 10 of the National Crime Information Center (NCIC) Operating Manual, it is agreed that CITY shall have management control over all automated computer systems used by VENDOR'S employees in the City Jail. In recognition of the necessity to conform with all policies, rules, and procedures of the National Crime Information Center (NCIC), the Criminal Justice Information System (CnS), the National Law Enforcement Telecommunications System (NLETS) and the CLETS, it is further agreed that CITY shall have the authority to set and enforce (1) priorities; (2) standards for selection, supervision, and termination of assignment of personnel; and (3) policy governing the operation of computers, circuits and telecommunications terminals within City Jail, used to store, process, and or transmit criminal history and other record information derived or transmitted via the CLETS. This management control includes the overall supervision of applicable equipment, systems design, programming, and operating procedures associated with the development, implementation, and operation of any computerized message switching or database systems utilized by the served law enforcement agency or agencies. VENDOR shall train all of VENDOR'S employees assigned to City Jail to recognize that all automated systems provided by the CITY within the City Jail are for official use only. VENDOR shall admonish all of VENDOR'S employees assigned to Page 7 of 12 the City Jail that they shall only make inquiries into CITY owned computer systems regarding inmates actually at the City Jail. CITY provided email accounts are for official business only. CITY provided internet services are for official CITY business only. VENDOR'S employees shall not remove printouts, records, data, files, or information, from CITY owned automation systems for any reason, except during the official course and scope of their assignment at the City Jail. All training will be documented and VENDOR will provide CITY with copies of this documentation for each VENDOR employee assigned to provide contract services. 14. Timelv Data Entrv. VENDOR acknowledges that data entered into CITY owned automation systems located in the City Jail are used by the CITY for real time operations and essential statistical reporting. VENDOR shall be responsible for ensuring that VENDOR'S employees enter booking data on all inmates brought to the City Jail while the inmate is still present at the City Jail. VENDOR shall ensure that VENDOR'S employees completely close an inmate's booking record within four hours of release, or within four hours of completing transfer to a Sheriffs Department detention facility. Having acknowledged the importance of the data VENDOR'S employees enter into CITY owned automation systems, if the CITY must correct, modify, repair, reenter or delete data entered by the VENDOR'S employees the VENDOR shall credit full cost of the CITY Information Technology employee (with benefits) who has to make the repairs to the CITY. The reimbursement rate shall be the actual salary and benefit rates of the employee correcting the data. (The current top step salary and benefit rates for Information Technician II is $33.78.) 15. Cancellation and Extensions. This Service Agreement is subject to termination without cause by either party upon thirty (30) days written notice to the other. The CITY will not be monetarily responsible to the VENDOR for unforeseen catastrophic events beyond either party's control related to closure of the jail facility. There shall be no extensions of this Service Agreement. 16. Indemnity. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all lcgal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. Page 8 of 12 17. Insurance. While not restricting or limiting the foregoing, during the term of this Service Agreement, VENDOR shall maintain in effect insurance as described below: A. B. Worker's compensation insurance as required by California law. Commercial general liability insurance, or equivalent form, with a combined single limit of not less than $5,000,000.00 per occurrence. If such insurance contains a general aggregate limit, such limit shall apply separately to each project VENDOR performs for CITY. Such insurance shall (a) name CITY, its appointed and elected officials, and its employees as insured; and (b) be primary with respect to insurance or self-insurance programs maintained by CITY. The additional insured coverage is provided to the extent of the indemnification provision, in 16 - Indemnity above. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $5,000,000.00 per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles. VENDOR shall (a) furnish properly executed certificates of insurance to CITY prior to commencement of work under this agreement which certificates shall clearly evidence all coverages required above, including the amount of any deductible or self- insured retention, and provide that such insurance shall not be materially changed, terminated or allowed to expire except on thirty (30) days prior written notice to CITY; and (b) maintain such insurance from the time work first commences until completion of the work under this Service Agreement; and (c) replace such certificates for policies expiring prior to completion of work under this Service Agreement. VENDOR shall file a copy of all policies of insurance applicable to this Service Agreement with CITY ATTORNEY prior to commencing performance; this Agreement shall have no effect and no work shall be commenced hereunder until the City Attorney certifies that the requirements of this section have been complied with. c. 18. Independent Contractor. VENDOR shall perform work tasks directed by provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure. At its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 19. Business License: VENDOR/consultant/vendor warrants it possesses, or shall obtain, and maintain during the term of this Agreement a business registration certificate pursuant to Title 5 of the City of San Bernardino Municipal Code, and any and all other licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required of the VENDOR/consultant/vendor to practice its profession, skill or business. Page 9 of 12 20. Discrimination Prohibited. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law. 21. Replacement of VENDOR'S Assigned Personnel. VENDOR and CITY agree that "cause" for replacement of a VENDOR'S assigned employee shall be established when CITY'S Chief of Police or his designee provides a verbal or written explanation to CONTRACTOOR of the reason why such action is necessary. The determination for such action shall be within the sole and unfettered discretion of the CITY'S Chief of Police or his designee. 22. Notices. 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 CITY: Michael Billdt, Chief of Police 710 North "D" Street San Bernardino, CA 92401 TO VENDOR: Ashraf Farah, President Paramount Protective Service, Inc. 5250 Century Blvd, suite #307 Los Angeles, CA 90045 Nothing in this paragraph shall be construed to prevent the giving of notice by personal service. 23. Assignment. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 24. Venue. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 25. Governing Law. This Agreement shall be governed by the laws of the State of California. Page 10 of 12 26. Successors and Assiens. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 27. Headines. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 28. Severabilitv. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 29. Remedies/Waiver. All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of any other remedies. The failure of either party to act in the event of a breach of this Agreement by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in writing and signed by the party against whom enforcement is sought. 30. Entire Aereement/Modification. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any pnor agreements and understandings relating to the subject matter of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. III III IIII IIII fill 1/11 1/// 1/1/ 1/1/ 1/1/ Page 11 of 12 AGREEMENT FOR JAIL SERVICES BETWEEN CITY OF SAN BERNARDINO AND PARAMOUNT PROTECTIVE SERVICES, INC. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown at San Bernardino, California. CITY OF SAN BERNARDINO A Municipal Corporation PARAMOUNT PROTECTIVE SERVICES,INC. Mark Weinberg City Manager Ashraf Farah President Approved as to Form: James F. Penman, City Attorney By: Page 12 of 12 Services Agreement This agreement is for the period starting on January 21, 2009 at 00:00 Hours (12:00 AM) and ending at 23:59.59 (11 :59.59 PM) on June 30, 2009, between the CITY OF SAN BERNARDINO, a municipal corporation (hereafter the "CITY"), and the PARAMOUNT PROTECTIVE SERVICES, INC., a Los Angeles, California corporation (hereafter the "VENDOR"). 1. Al!reement Documents and Precedence. In response to CITY RFP F-07- 49 (Jail Services for the San Bernardino Police Department), VENDOR shall furnish jail services at the CITY'S temporary holding facility (hereafter the "CITY JAIL") located at the San Bernardino Central Police Department (710 North D Street, San Bernardino, CA. 92402). The terms and conditions applicable to this agreement shall be those contained in the following documents which are hereby incorporated by reference into this agreement, in this order of precedence: A. This Services Agreement. B. CITY'S Bid Specification F-07-49, a copy of which is attached hereto and incorporated herein as Exhibit A. C. VENDOR'S response to RFP F-07-49, a copy of which is attached hereto and incorporated herein as Exhibit B. In the event of any conflict between the terms and conditions of any constituent parts of this Services Agreement, the terms and conditions of the document having the higher precedence shall control. 2. Tvnes of Service. VENDOR shall provide the following personnel to perform services at the CITY JAIL in accordance with CITY'S Bid Specification F-07-49 (Exhibit "A") and VENDOR'S response to RFP F-07-49 (Exhibit "B"): UNIFORMED CUSTODY OFFICERS (NON-TRANSPORT)(hereafter JAILER/S). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees provide limited assistance to staff assigned to transportation duties. UNIFORMED CUSTODY OFFICERS (TRANSPORT A TION)(hereafter TRANSPORT OFFICER/S). These employees are responsible for a variety of administrative, data entry, clerical, and custody functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. The duties focus on the transportation and lodging of inmates. UNIFORMED CUSTODY SUPERVISORS (hereafter CUSTODY SUPERVISOR/S). These employees are responsible for a variety of administrative, data entry, clerical, custody, and transportation functions outlined in this agreement, the CITY'S bid specification, and the VENDOR'S response to the bid. These employees also perform supervisory duties for the VENDOR with regard to the VENDOR'S employees. These employees have no supervisory authority over CITY employees of any rank or classification. Page 1 of 12 3. VENDOR'S Services. VENDOR shall be responsible to perform the following services: JAILER. Provide a uniformed custody officer at the CITY JAIL 24-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 8,760 hours (24 x 365) during the contract. Provide a second uniformed custody officer at the CITY JAIL 16-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 5,840 hours (16 x 365) during the contract. Total JAILER hours are 14,600. TRANSPORT OFFICER. Provide a uniformed custody transportation officer who initially reports to the CITY JAIL 10-hours-a-day, seven days a week, including all weekend days, and all holidays for a total of 3,650 hours (10 x 365) during the contract. CUSTODY SUPERVISOR. Provide a uniformed custody supervisor at the CITY JAIL 8-hours-a-day, seven days a week, including all weekend days, and all holidays, not to exceed 2,920 hours (8 x 365) during the contract. Total annual contract hours are 21,170. 4. VENDOR'S Emplovee Minimum Oualifications. VENDOR shall provide employees who meet the following minimum qualifications at all times: A. Be at least 21 years of age. B. Be able to legally work within the United States. C. Type at least 25 words per minute. D. Have computer keyboarding knowledge and experience. E. Have good oral communications skills. F. Be able to print legibly on written forms. G. Have good customer service skills. H. Be able to move about within the jail without assistance from others and without assistance from devices. 1. Must be able to hear warning tones and ringing devices. J. Must have normal color and visual depth-of-field perception. K. Be a high school graduate. L. Possess a valid California Bureau of Consumer Affairs Guard Card. M. Meet all California minimum jail training standards. N. Successfully complete a pre-employment drug screen. O. Must possess a valid California Driver's License. TRANSPORTATION OFFICERS must also meet the following mlmmum qualifications at all times: A. Must possess a valid California Driver's License (Class C, B, or A). CUSTODY SUPERVISORS must also meet the following minimum qualifications at all times: A. Possess at least 12 months of supervisory experience. 5. VENDOR'S Emplovee Minimum Duties. VENDOR shall provide employees who shall perform the following minimum duties at all times: VENDOR employees assigned to the JAILER position shall be responsible for accurately completing the following tasks while working at the CITY JAIL. These duties Page 2 of 12 shall be completed by the end of each shift, unless noted otherwise, and only carried over to the next shift with approval of the Watch Commander. A. Answering a multiple line telephone and providing courteous, prompt, and accurate information about inmates and jail operations to the public and departmental personnel. B. Controlling entry into and out of the CITY JAIL with an electronic door control system and manual keys. C. Monitoring CCTV cameras to insure safety of inmates, staff, and the public. D. Sounding alarms for assistance while remaining calm and alert. E. Collecting, inventorying, and safeguarding inmate property. F. Typing or writing information on log forms. G. Accurately entering inmate and arrest data into the CITY JAIL Corrections Management System (CMS) for every inmate lodged at the CITY JAIL while the person is still present at the CITY JAIL. H. Accurately entering inmate information and collecting digital photographs with a computerized mug-shot system for every inmate lodged at the CITY JAIL. I. Accurately entering inmate information into a computerized fingerprint system for every inmate not transported to a San Bernardino County Sheriffs Department detention facility. J. Prepare release documents, including but not limited to Notices-to-Appear and property disposition sheets before releasing inmates. K. On a weekly basis the Day Shift JAILER shall inventory, order and stock supplies, preprinted forms, prisoners' meals and other materials necessary for the efficient operation of the CITY JAIL. L. Logging the arrival and departure of inmate workers. M. Coordinating work assignments for inmate workers. N. Searching inmates who arrive at the facility. O. Direct inmates to cells based on established housing criteria. P. Question inmates about medical history and document answers. Q. Coordinate inmate access to telephones. R. Fingerprint inmates on paper or with automated systems. S. Prepare meals for inmates and feed inmates. T. Provide hygienic supplies as needed for proper inmate health and bedding. U. Assure cleanliness of jail cells, offices, work areas, and equipment. V. Assist TRANSPORT OFFICERS with the actual transportation of inmates to San Bernardino County Sheriffs Department detention facilities. W. Conduct hourly safety checks of inmates through direct visual observation and memorialize those checks on the housing observation Jog. Custody Officers will also provide direct visual observation for inmates in sobering cells at least every half hour. This direct observation will be memorialized on the Sobering Log/Alert Form. VENDOR employees assigned to the TRANSPORT OFFICER position shall be responsible for accurately completing the following tasks while working at the CITY JAIL: Page 3 of 12 A. Inspect and prepare a transportation van for transporting inmates. B . Inspect and prepare inmate transportation restraints. C. Properly place all transport inmates with waist chains or handcuffs, and leg restraints. D. Coordinate the safe loading of inmates into a transportation van in compliance with California Vehicle Code restrictions regarding passenger transportation limitations. E . Collecting, inventorying, and safeguarding inmate property that is to be transferred with the prisoners. F. Collecting, inventorying, and safeguarding inmate booking documents that are to be transferred with the prisoners. G. Transporting prisoners to detention facilities in a transportation van in compliance with all California Vehicle Code regulations. H. Complying with all facility regulations of the San Bernardino County Sheriffs Department while at one of their facilities. I . Complying with all directions from members of the San Bernardino County Sheriffs Department while at one of their facilities. J. Typing or writing information on logs. K. Accurately entering inmate and arrest data into the CITY JAIL Corrections Management System (CMS), for every inmate transported from the CITY JAIL immediately upon returning from a Sheriffs Department facility. L. Prepare release documents, including but not limited to Notices-to-Appear and property disposition sheets before releasing inmates. M. Searching inmates who arrive at or are transported from the CITY JAIL. N. Direct inmates to cells based on established housing criteria. o . Question inmates about medical history and document answers. P . Assure cleanliness of jail cells, offices, work areas, and equipment. Q. Assure cleanliness of jail transportation vans and report any maintenance needed. VENDOR employees assigned to the CUSTODY SUPERVISOR position shall be responsible for accurately completing all of the tasks outlined for JAILER and TRANSPORT OFFICER. Additionally, VENDOR employees assigned to the CUSTODY SUPERVISOR position shall be responsible for accurately completing the following tasks: A. Properly staffing the CITY JAIL at all times in compliance with the contract. B. Ensure that all VENDOR employees are able to complete all duties listed in the appropriate sections of this service agreement. C. Interact with Police Department supervisors and managers courteously with regards to all aspects of CITY JAIL operations. D. Evaluate the daily performance of VENDOR employees and serve as the initial contact point for performance related issues. E. Provide training to VENDOR employees or arrange for training by CITY employees. Page 4 of 12 F. Courteously provide assistance and training to CITY personnel about CITY JAIL procedures. G. Ensure cleanliness of CITY JAIL cells, work areas, and equipment and that all VENDOR'S employees project a professional image. H. Ensure that all supplies and materials necessary for efficient CITY JAIL operations are on hand or have been ordered. 6. Authorized Stam"!! Levels. VENDOR is authorized and expected to always have the following staff present and available for work at the CITY JAIL each day of the contract: Personnel/Shift Day Shift Evening Shift Morning Shift Transport Shift 0800-1600 1600-2400 2400-0800 0200-1200 CUSTODY 1 SUPERVISOR JAILER 1 2 2 TRANSPORT OFFICER 1 VENDOR may not increase staffing levels without the expressed written approval of the CITY. Under no circumstances may VENDOR's employees work more than 16 hours in any 24-hour period. VENDOR's employees must have a minimum of 1 day off during each standard work week (Sunday through Saturday). 7. Closure of CITY JAIL/Alternative StamU!! Methods. The staffing levels for the City Jail specified by the contract are outlined in Section 6 of the Services Agreement. If VENDOR fails to provide the staffing specified in the contract, the CITY JAIL shall be deemed as "understaffed." When understaffed, the CITY reserves the right to close the facility for safety or may optionally provide CITY staffing to keep the CITY JAIL operational at the staffing level in the contract. VENDOR shall not bill for any services during periods of closure due to the lack of staffing specified in the contract. If the CITY provides an employee to keep the City Jail operational instead of closing the jail, VENDOR shall credit full cost of the city employee (with benefits) to the CITY. VENDOR will have two hours to fully staff the CITY JAIL in accordance with Section 6 of the Services Agreement after being notified by the CITY of a staffing deficiency that leads to an understaffed status to remain in compliance with contract staffing requirements. If the CITY JAIL is still in an understaffed status two hours after notification from the CITY, the CITY shall have the right to close the facility or provide the necessary CITY personnel needed to meet the minimum staffing levels. The only City classifications qualified to replace CUSTODY OFFICERS or CUSTODY SUPERVISORS are Police Officers and Reserve Police Officers. The reimbursement rates for each classification shall be actual salary and benefit rates of the employee filling the vacancy. (The current top step salary and benefit rates for these positions are as follows: Police Officers - $52.14 per hour and Reserve Police Officers - $28.19 per hour. Page 5 of 12 8. Authorized Billinl!: Rates. VENDOR is authorized to invoice the CITY for actual services provided, after the services are provided, at the following agreed upon rates: A. UNIFORMED CUSTODY OFFICER (NON-TRANSPORT) hours at $14.53 per hour. B. UNIFORMED CUSTODY OFFICER (TRANSPORT) hours at $15.67 per hour. C. CUSTODY SUPERVISOR hours at $16.58 per hour. 9. Authorized Trausportation Overtime and Overtime Rates. The CITY and VENDOR recognize that there are many variables associated with the transportation of inmates to San Bernardino County Sheriffs detention facilities. When a TRANSPORT-OFFICER must work overtime to complete his/her transportation duties, the following procedures shall always be used to document billable overtime: A. The TRANSPORT OFFICER shall remain at the detention facility until all inmates are properly booked into the facility or until properly relieved by a VENDOR employee or a CITY employee. B. Upon returning to the CITY JAIL and at the end of the officer's shift, the TRANSPORT OFFICER shall complete a VENDOR provided overtime slip. The overtime slip must be countersigned by a CITY supervisory employee. C. VENDOR may bill for transportation overtime worked, after it has been worked, and after the overtime slip has been countersigned by a CITY supervIsor. All transportation overtime shall be billed at the rate of$25.70 per overtime hour. 10. Special Enforcement Operations and Proiects. At various times, the CITY may operate special enforcement operations or projects that result in an increase in workload for the CITY JAIL. The CITY has no requirement to increase staffing levels in the CITY JAIL specified in the contract to accommodate such operations or projects. The CITY may elect to supplement special enforcement operations or projects with additional VENDOR services. The CITY will make a good faith effort to provide VENDOR with 24 hours advance notice when the CITY wishes to purchase additional staffing services. VENDOR will likewise make a good faith effort to fill the additional CONTRACTUAL services and will convey the outcome of these efforts to the Watch Commander prior to the commencement of the special enforcement operation/project. VENDOR acknowledges the variable dynamics associated with modem municipal law enforcement services and acknowledges that there will be circumstances where advance notice may not be possible. When UNIFORMED CUSTODY OFFICERS work special enforcement operation or project overtime, the following procedures shall always be used to document billable overtime: A. Upon completing the assignment and before leaving the CITY JAIL, the CUSTODY OFFICER shall complete a VENDOR provided overtime slip. The overtime slip must be countersigned by a CITY supervisory employee. Page 6 of 12 B. VENDOR may bill for special enforcement operation or project overtime worked, after it has been worked, and after the overtime slip has been countersigned by a CITY supervisor. All special enforcement operation or project overtime shall be billed at the rate of $23.82 per overtime hour. 11. Handlin!! Inmate Monev. VENDOR'S employees shall not handle inmate money except when the money is presented to the employee by a CITY employee in a sealed CITY provided money envelope or evidence envelope that has been sealed in a plastic security bag. When transporting an inmate, or a group of inmates, to a Sheriffs Department detention facility the VENDOR'S employees shall present inmate money to the Sheriffs Department employee while it is still sealed in a plastic security bag. When releasing an inmate at the CITY JAIL, the VENDOR'S employees shall present inmate money to the inmate being released while it is still sealed in a plastic security bag. 12. VENDOR Invoidn!! and Pavment. Over the term of this Service Agreement, VENDOR shall be paid for actual services provided, after the services have been provided, and after an invoice for the services has been delivered to the CITY. VENDOR shall provide the CITY with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. All overtime hours shall be itemized separately from normal service charges and a copy of each CITY approved overtime slip shall be provided with the monthly invoice. CITY retains the right to challenge all or any part of an invoice. CITY will deduct any reimbursement arising from using CITY employees to fill vacancies in staffing specified by the contract and will provide VENDOR with written documentation of the reimbursement. 13. CLETS Mana!!ement Control A!!reement. Pursuant to directions from the Department of Justice, California Law Enforcement Telecommunications Systems (CLETS), and Part 10 of the National Crime Information Center (NCIC) Operating Manual, it is agreed that CITY shall have management control over all automated computer systems used by VENDOR'S employees in the City Jail. In recognition of the necessity to conform with all policies, rules, and procedures of the National Crime Information Center (NCIC), the Criminal Justice Information System (CnS), the National Law Enforcement Telecommunications System (NLETS) and the CLETS, it is further agreed that CITY shall have the authority to set and enforce (1) priorities; (2) standards for selection, supervision, and termination of assignment of personnel; and (3) policy governing the operation of computers, circuits and telecommunications terminals within City Jail, used to store, process, and or transmit criminal history and other record information derived or transmitted via the CLETS. This management control includes the overall supervision of applicable equipment, systems design, programming, and operating procedures associated with the development, implementation, and operation of any computerized message switching or database systems utilized by the served law enforcement agency or agencies. VENDOR shall train all of VENDOR'S employees assigned to City Jail to recognize that all automated systems provided by the CITY within the City Jail are for official use only. VENDOR shall admonish all of VENDOR'S employees assigned to Page 7 of 12 the City Jail that they shall only make inquiries into CITY owned computer systems regarding inmates actually at the City Jail. CITY provided email accounts are for official business only. CITY provided internet services are for official CITY business only. VENDOR'S employees shall not remove printouts, records, data, files, or information, from CITY owned automation systems for any reason, except during the official course and scope of their assignment at the City Jail. All training will be documented and VENDOR will provide CITY with copies of this documentation for each VENDOR employee assigned to. provide contract services. 14. Timelv Data Entrv. VENDOR acknowledges that data entered into CITY owned automation systems located in the City Jail are used by the CITY for real time operations and essential statistical reporting. VENDOR shall be responsible for ensuring that VENDOR'S employees enter booking data on all inmates brought to the City Jail while the inmate is still present at the City Jail. VENDOR shall ensure that VENDOR'S employees completely close an inmate's booking record within four hours of release, or within four hours of completing transfer to a Sheriffs Department detention facility. Having acknowledged the importance of the data VENDOR'S employees enter into CITY owned automation systems, if the CITY must correct, modify, repair, reenter or delete data entered by the VENDOR'S employees the VENDOR shall credit full cost of the CITY Information Technology employee (with benefits) who has to make the repairs to the CITY. The reimbursement rate shall be the actual salary and benefit rates of the employee correcting the data. (The current top step salary and benefit rates for Information Technician II is $33.78.) 15. Cancellation and Extensions. This Service Agreement is subject to termination without cause by either party upon thirty (30) days written notice to the other. The CITY will not be monetarily responsible to the VENDOR for unforeseen catastrophic events beyond either party's control related to closure of the jail facility. There shall be no extensions of this Service Agreement. 16. Indemnitv. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. Page 8 of 12 17. Insurance. While not restricting or limiting the foregoing, during the term of this Service Agreement, VENDOR shall maintain in effect insurance as described below: A. B. Worker's compensation insurance as required by California law. Commercial general liability insurance, or equivalent form, with a combined single limit of not less than $5,000,000.00 per occurrence. If such insurance contains a general aggregate limit, such limit shall apply separately to each project VENDOR performs for CITY. Such insurance shall (a) name CITY, its appointed and elected officials, and its employees as insured; and (b) be primary with respect to insurance or self-insurance programs maintained by CITY. The additional insured coverage is provided to the extent of the indemnification provision, in 16 - Indemnity above. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $5,000,000.00 per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles. VENDOR shall (a) furnish properly executed certificates of insurance to CITY prior to commencement of work under this agreement which certificates shall clearly evidence all coverages required above, including the amount of any deductible or self- insured retention, and provide that such insurance shall not be materially changed, terminated or allowed to expire except on thirty (30) days prior written notice to CITY; and (b) maintain such insurance from the time work first commences until completion of the work under this Service Agreement; and (c) replace such certificates for policies expiring prior to completion of work under this Service Agreement. VENDOR shall file a copy of all policies of insurance applicable to this Service Agreement with CITY ATTORNEY prior to commencing performance; this Agreement shall have no effect and no work shall be commenced hereunder until the City Attorney certifies that the requirements of this section have been complied with. c. 18. Independent Contractor. VENDOR shall perform work tasks directed by provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure. At its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 19. Business License: VENDOR/consultant/vendor warrants it possesses, or shall obtain, and maintain during the term of this Agreement a business registration certificate pursuant to Title 5 of the City of San Bernardino Municipal Code, and any and all other licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required of the VENDOR/consultant/vendor to practice its profession, skill or business. Page 9 of 12 20. Discrimination Prohibited. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law. 21. Replacement of VENDOR'S Assi!!:ned Personnel. VENDOR and CITY agree that "cause" for replacement of a VENDOR'S assigned employee shall be established when CITY'S Chief of Police or his designee provides a verbal or written explanation to CONTRACTOOR of the reason why such action is necessary. The determination for such action shall be within the sole and unfettered discretion of the CITY'S Chief of Police or his designee. 22. Notices. 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 CITY: Michael Billdt, Chief of Police 710 North "D" Street San Bernardino, CA 92401 TO VENDOR: Ashraf Farah, President Paramount Protective Service, Inc. 5250 Century Blvd, suite #307 Los Angeles, CA 90045 Nothing in this paragraph shall be construed to prevent the giving of notice by personal service. 23. Assi!!:nment. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 24. Venne. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 25. Governin!!: Law. This Agreement shall be governed by the laws of the State of California. Page 10 of 12 26. Successors and Assil!ns. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 27. Headinl!s. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 28. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 29. Remedies/Waiver. All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of any other remedies. The failure of either party to act in the event of a breach of this Agreement by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in writing and signed by the party against whom enforcement is sought. 30. Entire Al!reement/Modification. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject matter of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. III III 1111 111I IIII IIII I111 I1II I1I1 IIII Page 11 of 12 AGREEMENT FOR JAIL SERVICES BETWEEN CITY OF SAN BERNARDINO AND PARAMOUNT PROTECTIVE SERVICES, INC. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown at San Bernardino, California. CITY OF SAN BERNARDINO A Municipal Corporation PARAMOUNT PROTECTIVE SERVICES, INC. Mark Weinberg City Manager Ashraf Farah President Approved as to Form: James F. Penman, City Attorney By: t.f~ Page 12 of 12 EX. II I f3 ,1" "f1 1/ MEMORANDUM DATE: TO: FROM: SUBJECT: May 30, 2007 Mike Eckley, Public Safety Systems Manager Deborah R. Morrow, Administrative Services Manager Request for Proposals RFP F-07-49 "Jail Services" Attached please find the proposed schedule and final draft for the subject RFP. Please review these documents, and forward your concurrence/comments no later than 12:00 Noon, July 20,2007. Call me if you have any questions. 1. Issue RFP June 26, 2007 2. Advertise in Sun June 26, 2007 3. Mandatory Pre-Bid Conference July 10, 2007 4. Written Questions from Offerors Due July 17, 2007 5. Answers From City Due July 24, 2007 6. Proposals Due July 31,2007 at 2:30 PM, PST 7. RFP Evaluation and Negotiations To Be Determined 8. Vendor Selection To Be Determined 9. Request for Council Action Due To Be Determined 11. Council Approval To Be Determined 12. Vendor Award To Be Determined ---------------------------------..-------------------------------------...---------------------------------- I concur with the RFP (circle one). as written / with the attached comments X Signature Date Signed ~ June 26, 2007 SUBJECT: REQUEST FOR PROPOSALS RFP F-07-49 The City of San Bernardino (City) invites proposals from qualified vendors for: Jail Services for the City of San Bernardino Police Department. Parties interested in obtaining a copy of this RFP F-07-49 may do so via Internet at: http://www.sbcitV.orq - Under "Business> Request for Bids> City Finance - beginning June 26, 2007 or by faxing their request to (909) 384-5043, attention Deborah R. Morrow, or Sylvia. Copies of the RFP may also be obtained in person at City Hall, 300 N. "0" St., 4th floor, San Bernardino, CA 92418 - (909) 384-5086 or 384- 5348. Closing Date: Proposals must be submitted at or before 2:30 PM. Julv 31. 2007 at the address listed above. There will be a Mandatory Pre-Bid Conference at 10:00 AM on Julv 10. 2007, at the Police Department, 710 N. "0" Street, San Bernardino CA 92401. Bids will only be accepted from those who have attended the Pre-Bid Conference. Issuance of this RFP and/or receipt of proposals does not commit City to award a contract. Sincerely, Deborah R. Morrow Administrative Services Manager SECTION I. INSTRUCTIONS TO OFFERORS INSTRUCTIONS TO OFFERORS A. There will be a Mandatory Pre-Bid Conference at 10:00 AM on Julv 10, 2007, at the Police Department, 710 N. "0" Street, San Bernardino CA 92401. Bids will only be accepted from those who have attended the Pre-Bid Conference B. Examination of Proposal Documents 1. By submitting a proposal, the Offeror represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the City's objectives. 2. The City reserves the right to remove from its mailing list for future RFPs, for an undetermined period of time, the name of any Offeror for failure to accept a contract, failure to respond to two (2) consecutive RFPs and/or unsatisfactory performance. Please note that a "No Offer" is considered a response. C. Aaenda Any City changes to the requirements will be made by written addendum to this RFP. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instruction. D. Clarifications 1. Examination of Documents Should an Offeror require clarifications of this RFP, the Offeror shall notify the City in writing in accordance with Section 0.2 below. Should it be found that the point in question is not clearly and fully set forth, the City will issue a written addendum clarifying the matter which will be sent to all persons who have requested the RFP. 2. Submittina Reauests a. All questions, clarifications or comments must be received by the City no later than July 17, 2007, and be addressed as follows: RFP F-07-49 Jail Services City of San Bernardino 300 North "0" Street 4th floor, Attn: Deborah R. Morrow San Bernardino, CA 92418 b. The exterior envelope of all requests for clarifications, questions and comments must be clearly labeled, "Not an Offer." The City is not responsible for failure to respond to a request that has not been labeled as such. The City will also accept questions sent by facsimile machines; however, all faxed questions must be received by the City no later than the specified above. Send facsimile transmissions to (909) 384-5043, attention Deborah R. Morrow. c. I nquiries received after July 17, 2007 will not be accepted. 3. City Responses Responses from the City will be communicated in writing to all recipients, and will be postmarked and or posted to our website no later than July 24,2007. E. Submission of Bids 1. Date and Time All proposals are to be received by 2:30 p.m., PST, July 31, 2007. Proposals received after 2:30 PM. PST. Julv 31.2007, will be rejected by the City as non-responsive. 2. Address Bids shall be addressed as follows: City of San Bernardino 300 N. "0" Street 4th floor: AUn: Deborah R. Morrow San Bernardino, CA 92418. Bids may be delivered in person to the Finance Department, 4th floor of the above address. 3. Identification of Proposals Bidder shall submit a proposal package consisting of: a) a signed original and one (1) copies of its proposal, and b) a completed and signed Price form in a sealed envelope, separate from the proposals, marked "Price Form". The bid package shall be addressed as shown above, bearing the Bidder's name and address and clearly marked as follows: "RFP F-07-49 Jail Services" 4. Acceptance of Proposals a. The City reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals. b. The City reserves the right to withdraw this RFP at any time without prior notice and the City makes no representations that any contract will be awarded to any Offeror responding to this RFP. c. The City reserves the right to postpone proposal opening for its own convenience. F. Pre-Contractual Expenses Pre-contractual expenses are defined as expenses incurred by the Offeror(s) in: 1. preparing its proposal in response to this RFP; 2. submitting that proposal to City; 3. negotiating with City any matter related to this proposal; or 4. any other expenses incurred by the Offeror(s) prior to date of award, if any, of the Agreement. The City shall not, in any event, be liable for any pre-contractual expenses incurred by Offeror(s) in the preparation of its proposal. Offeror(s) shall not include any such expenses as part of its proposal. G. Contract Award Issuance of this RFP and receipt of Proposals does not commit the City to award a Purchase Order. The City reserves the right to postpone proposal opening for its own convenience, to accept or reject any or all Proposals received in response to this RFP, and to negotiate with other than the selected Offeror(s) should negotiations with the selected Offeror(s) be terminated. The City also reserves the right to apportion the award amonQ two or more OFFEROR(S). H. Acceptance of Order The successful Offeror(s) will be required to accept a Purchase Order in accordance with and including as a part thereof the published Request for Proposals, and the RFP documents including all requirements, conditions and specifications contained therein, with no exceptions other than those specifically listed in the written purchase order. SECTION II. TECHNICAL SPECIFICATIONS City of San Bernardino TECHNICAL SPECIFICATIONS BID SPECIFICATION NO. F-07-49 "Personnel Services for the Operation of the San Bernardino City Jail" NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" The worksheet attached to this bid must be signed by an authorized Bidder representative and must be completely filled out for a proposal to be accepted. The bidder must attach a completed draft of all proposed contractual documents with this proposal. City reserves the right to disqualify any Bidder who does not comply with instructions referenced in Section 11 for the technical specifications for this bid. Project: The San Bernardino Police Department owns a "Level-1" certified detention facility. This facility is referred to as the San Bernardino City Jail. This facility is located at the San Bernardino Police Department's central headquarters at 710 North D Street in San Bernardino, California 92401. This jail is operated as a temporary detention facility. Inmates are held up to 24 hours. While at the facility, the inmates are fingerprinted, photographed, housed, provided with food, and either released or transported to designated San Bernardino County Sheriffs Department detention facilities by non- sworn civilian custody staff. The mission of the City Jail is to provide professional detention center services so that San Bernardino Police Department's officers only have to spend limited time processing and lodging inmates. Prompt service that focuses on a smooth transfer of custody officers of the Police Department is essential. This project seeks personnel services to complete the tasks outlined in the following material. The successful vendor will provide a plan that provides professional staff, who are courteous and helpful to departmental personnel while remaining respectful to inmates lodged at the facility. Additionally, this project seeks cost quotes for several staffing enhancement options that may be implemented on a trial or permanent basis depending on the availability of funding. The options are detailed in the Addendum; however, each vendor's proposal will be evaluated and ranked based only on the primary services requested under Technical Specifications. Technical Specifications Section 1: Uniformed Custody Assistant Bidder shall provide a cost, on the attached proposal cost sheet for the services listed in this section. 1. Provide a uniformed custody assistant 24-hours-a-day, seven days a week, including all weekend days, and all holidays (24x365 = 8760 Hours). NOTE: Should JIMS be implemented by the San Bernardino County Sheriff's Department during the course of the contract, uniformed custody assistants will receive training on this software and will be expected to help complete all required pre-booking data into JIMS for all inmates subsequently transported to a County jail facility. 2. The personnel assigned to this uniformed custody assistant position must meet or exceed the following minimum qualifications at all times: A. Be at least 18 years of age. B. Be able to legally work within the United States. C. Type at least 25 words per minute. D. Have computer keyboarding knowledge and experience. E. Have good oral communications skills. F. Be able to print legibly on written forms. G. Display an orientation towards customer service. H. Be able to move about within the jail without assistant from others or without assistance from devices. I. Must be able to hear warning tones and ringing devices. J. Must have normal color and visual depth-of-field perception. K. Be a high school graduate or possess aGED. 3. Personnel assigned to this uniformed custody assistant position shall work 8- hour shifts and shall be limited to working no more than 12.hours during anyone 24 hour day (0000 Hours to 2359 Hours). The day shift shall run from 0800 Hours to 1600 Hours, the evening shift shall run from 1600 Hours to 2400 Hours. The morning shift shall run from 2400 Hours to 0800 Hours. 4. Personnel assigned to this uniformed custody assistant position shall be responsible for correctly completing the following tasks while working as this assignment: A. B. Answering a multiple line telephone and providing courteous, prompt, and accurate information about inmates and jail operations to the public and departmental personnel. Controlling entry into and out of the jail facility with an electronic door control system and manual keys. C. Monitoring CCTV cameras to ensure safety of inmates, staff and the public. D. Sounding alarms for assistance while remaining calm and alert. E. Collecting, inventorying, and safeguarding inmate property. F. Typing or writing information on log forms. G. Accurately entering inmate and arrest data into a computerized records management database for every inmate lodged at the jail while the person is still present at the facility. H. Accurately entering inmate information and collecting digital photographs with a computerized mug-shot system. I. Accurately entering inmate information into a computerized fingerprint collection system. J. Prepare release documents, including but not limited to Notices to Appear and property disposition sheets before releasing inmates. K. Logging the arrival and departure of inmate workers. L. Coordinating work assignment for inmate workers. M. Accurately preparing inmate release documents to include Notice-To- Appear citations. Section 2: Uniformed Custody Officer (Non-Transport) Bidder shall provide a cost, on the attached proposal cost sheet for the services listed in this section. 1. Provide a uniformed custody officer 16-hours-a-day, seven days a week, including all weekend days, and all holidays (16x365 = 5840 Hours). NOTE: Should JIMS be implemented by the San Bernardino County Sheriff's Department during the course of the contract, uniformed custody officers (non-transport) will receive training on this software and will be expected to help complete all required pre-booking data into JIMS for all inmates subsequently transported to a County jail facility. 2. The personnel assigned to this uniformed custody officer position must meet or exceed the following minimum qualifications at all times: A. Be at least 18 years of age. B. Meet all California minimum jail training standards. C. Be able to legally work within the United States. D. Type at least 25 words per minute. E. Have computer keyboarding knowledge and experience. F. Have good oral communications skills. G. Be able to print legibly on written forms. H. Display an orientation towards customer service. I. Be able to move about within the jail without assistant from others or without assistance from devices. J. Must be able to hear warning tones and ringing devices. K. Must have normal color and visual depth-of-field perception. L. Be a high school graduate or possess aGED. 3. Personnel assigned to this uniformed custody officer position shall work 8-hour shifts and shall be limited to working no more than 12-hours during anyone 24 hour day (0000 Hours to 2359 Hours). The evening shift shall run from 1600 Hours to 2400 Hours. The morning shift shall run from 2400 Hours to 0800 Hours. 4. Personnel assigned to this uniformed custody officer position shall be responsible for correctly completing the following tasks while working as this assignment: A. B. C. D. E. F. G. H. Answering a multiple line telephone and providing courteous, prompt, and accurate information about inmates and operations to the public and departmental personnel. Controlling entry into and out of the jail facility with an electronic door control system and keys. Monitoring CCTV cameras to ensure safety of inmates, staff and the public. Sounding alarms for assistance while remaining calm and alert. Collecting, inventorying, and safeguarding inmate property. Typing or writing information on log forms. Accurately entering inmate and arrest data into a computerized records management database for every inmate lodged at the jail while the person is still present at the facility. Accurately entering inmate information and collecting digital photographs with a computerized mug-shot system. Accurately entering inmate information into a computerized fingerprint collection system. Prepare release documents, including but not limited to Notices to Appear and property disposition sheets before releasing inmates. Logging the arrival and departure of inmate workers. Coordinating work assignment for inmate workers. Searching inmates who arrive at the facility. Direct inmates to cells based on established housing categories. Question inmates about medical history and document answers. Coordinate inmate access to telephones. Fingerprint inmates on paper and with automated systems Prepare meals for inmates and feed inmates. Provide hygienic supplies as needed for proper inmate health and bedding. Assure cleanliness of jail cells, offices, work areas, and equipment. Accurately preparing inmate release documents to include Notice-To- Appear citations. I. J. K. L. M. N. O. P. Q. R. S. T. U. Section 3: Uniformed Custody Officer (Transport) Bidder shall provide a cost, on the attached proposal cost sheet for the services listed in this section. 1. Provide a uniformed custody officer 10-hours-a-day, seven days a week, including all weekend days, and all holidays (10x365 = 3650 Hours) exclusively to complete tasks associated with transporting prisoners to designated San Bernardino County Sheriffs Department detention centers. NOTE: Should JIMS be implemented by the San Bernardino County Sheriff's Department during the course of the contract, uniformed custody officers (transport) will receive training on this software and will be expected to help complete a/l required pre-booking data into JIMS for a/l inmates subsequently transported to a County jail facility. 2. The personnel assigned to this uniformed custody officer position must meet or exceed the following minimum qualifications at all times: A. Be at least 18 years of age. B. Meet all California minimum jail training standards. C. Be able to legally work within the United States. D. Type at least 25 words per minute. E. Have computer keyboarding knowledge and experience. F. Have good oral communications skills. G. Be able to print legibly on written forms. H. Display an orientation towards customer service. I. Be able to move about within the jail without assistant from others or without assistance from devices. J. Must be able to hear warning tones and ringing devices. K. Must have normal color and visual depth-of-field perception. L. Be a high school graduate or possess aGED. M. Possess a valid California Driver's License (Class C, B, or A) 3. Personnel assigned to this uniformed custody transportation officer position shall work 10-hour shifts and shall be limited to working no more than 12-hours during anyone 24 hour day (0000 Hours to 2359 Hours). The transportation shift shall run from 0200 Hours to 1200 Hours daily. 4. Personnel assigned to this uniformed custody transportation officer position shall be responsible for correctly completing the following tasks while working as this assignment: NOTE: Should JIMS be implemented by the San Bernardino County Sheriff's Department during the course of the contract, uniformed custody transportation officers will receive training on this software and will be expected to help complete a/l required pre-booking data into JIMS for all inmates subsequently transported to a County jail facility. A. Inspect and prepare a transportation van for transporting inmates. B. Inspect and prepare inmate transportation restraints. C. Properly place all transport inmates in waist chains or handcuffs, and leg restraints. D. Coordinate the safe loading of inmates into a transportation van following all California Vehicle Code restrictions about passenger transport limitations. E. Collecting, inventorying, and safeguarding inmate property that is to be transferred with the prisoners. F. Collecting, inventorying, and safeguarding inmate booking documents that are to be transferred with the prisoners. G. Transporting prisoners to detention facilities in a transportation van while obeying all California Vehicle Code regulations about the operational of a vehicle on a public roadway. H. Obey all facility regulations of the San Bernardino County Sheriff's Department while at one of their facilities. I. Obey all directions from members of the San Bernardino County Sheriff's Department while at one of their facilities. J. Typing or writing information on log forms. K. Accurately entering inmate and arrest data into a computerized records management database for every inmate transported from the jail immediately upon returning from a Sheriff's Department facility. L. Prepare release documents, including but not limited to Notices to Appear and property disposition sheets before releasing inmates. M. Searching inmates who arrive at or are transported from the facility. N. Direct inmates to cells based on established housing categories. O. Question inmates about medical history and document answers. P. Assure cleanliness of jail cells, offices, work areas, and equipment. Q. Assure cleanliness of jail transportation vans. Section 4: Uniformed Custody Supervisor Bidder shall provide a cost, on the attached proposal cost sheet for the services listed in this section. 1. Provide a uniformed custody supervisor 8-hours-a-day, seven days a week, including all weekend days, and all holidays (8x365 = 2920 Hours). NOTE: Should JIMS be implemented by the San Bernardino County Sheriff's Department during the course of the contract, uniformed custody supervisors will receive training on this software and will be expected to help complete all required pre-booking data into JIMS for all inmates subsequently transported to a County jail facility. 2. The personnel assigned to this uniformed custody supervisor position must meet or exceed the following minimum qualifications at all times: A. Be at least 18 years of age. B. Meet all California minimum jail training standards. C. Be able to legally work within the United States. D. Type at least 25 words per minute. E. Have computer keyboarding knowledge and experience. F. Have good oral communications skills. G. Be able to print legibly on written forms. H. Display an orientation towards customer service. I. Be able to move about within the jail without assistant from others or without assistance from devices. J. Must be able to hear warning tones and ringing devices. K. Must have normal color and visual depth-of-field perception. L. Be a high school graduate or possess aGED. M. Possess a valid California Driver's License (Class C, B, or A) N. Have at least 12 months of prior supervisory experience. 3. Personnel assigned to this uniformed custody supervisor position shall work 8- hour shifts and shall be limited to working no more than 12-hours during anyone 24 hour day (0000 Hours to 2359 Hours). The supervisor shall work from 0800 Hours to 1600 Hours. 4. Personnel assigned to this uniformed custody supervisor position shall be responsible for correctly completing the following tasks while working as this assignment: A. B. C. D. All duties listed under Section 2 of this specification document. Shall insure proper staffing of the jail facility at all times. Shall insure all custody officers and assistants are able to complete all duties listing in the appropriate sections of this specification document. Shall interact with Police Department supervisors and managers courteously regards all aspects of the operation of the jail. Evaluate custody officers and assistants. Provide training to custody officers and assistants. Coordinate filling staffing vacancies with bidder and Police Department. Courteously provide assistance and training to Police Department personnel about jail procedures. Assure cleanliness of jail cells, offices, work areas, and equipment. E. F. G. H. I. Section 5: Minimum Mandatory Staffing Bidder shall be responsible for assuring that trained staff members, qualified to act in their assigned positions, report on time for the following contracted positions every day of the week, including weekend days and holidays: 1. One Day Shift Custody Assistant (0800-1600 Hours) 2. One Day Shift Custody Supervisor (0800-1600 Hours) 3. One Evening Shift Custody Assistant (1600-0000 Hours) 4. One Evening Shift Custody Officer (1600-0000 Hours) 5. One Morning Shift Custody Officer (0000-0800 Hours) 6. One Morning Shift Custody Officer (0000-0800 Hours) 7. One Custody Transport Officer (0200-1200 Hours) Section 6: Maximum Employee Working Hours The following provisions limiting the maximum hours that employees will work apply to this contract and should be factored into the vendor's staffing plan and bid proposal in order to reduce employee fatigue and minimize potential civil liability for both the vendor and the San Bernardino Police Department. 1. In general employees will work either an 8-hour or 1 O-hour shift depending on their assignments. 2. Employees shall be limited to working no more than 12-hours during anyone 24 hour day (0000 Hours to 2359 Hours) 3. Employees required to work extended shifts shall not be required to work more than 24 hours in two consecutive work days without a day off. 4. Without prior authorization by the Police Department, employees shall not work more than 60-hours in any work week. Work week is defined as the period from 0000 Hours on Monday through 2359 Hours on Sunday for the purposes of this contract. Section 7: Minimum Staffing Closure The minimum staffing for the jail is outlined in Section 5. If the bidder fails to provide the minimum staff outlined, the jail shall be deemed as "under staffed." While "under staffed," the Police Department reserves the right to close the facility for safety or may optionally provide staffing to keep the jail at the minimum staffing level. Bidder shall not bill for any services during periods of closure due to a lack of minimum staffing. If the Police Department provides an employee to keep the jail at the minimum staffing level, the bidder that credit the full cost of the employee (with benefits) to the Police Department. Section 8: Flat Hourly Rate Bidder shall provide a flat hourly rate for the minimum staffing requested in Section 5. Bidder may not charge more than the hourly rate for this minimum staffing. The flat rate shall be applied to all work days including weekends and holidays. Section 9: Overtime Hourly Rate Bidder shall provide a flat overtime hourly rate for each of the classifications. Bidder may only charge this rate for extra services above the minimum staffing requested in Section 4. A designated Police Department executive staff member must approve this overtime rate in advance. Section 10: Monthly Invoicing Bidder shall invoice monthly for services provided. Invoiced overtime hours must list the Police Department executive staff member who authorized the charge. The San Bernardino Police Department provides a standardized overtime control form that must be used by the vendor's employees to document overtime approval. Section 11: Indemnification Bidder shall indemnify the City of San Bernardino and the Police Department for acts of theft, misconduct, and damage to City property because of misuse or abuse by bidder's employees. The Police Department uses data entered into the records, jail management, fingerprint, and mug shot systems by the bidder's employees. If the City of San Bernardino must enter data, correct data, or update data after the release of an inmate, because the bidder's employees did not correctly enter or update data while the inmate was present or immediately after release, the bidder shall credit the full cost of the data entry or modification done by City employees (at the employee's rate with benefits) to the Police Department. The Police Department will itemize these expenses to the bidder. Section 12: Reference Submission Bidder shall submit the following information for all current and past California custody services customers for the last five years: 1. Agency Name and Address 2. Agency Contact Person 3. Agency Telephone Number 4. Summary of Services Provided The San Bernardino Police Department plans to use a reference questionnaire and grading rubric as part of the final scoring process and reserves the right to contact other current and past customers for whom bidder has provided California custody services. Section 13: Proposal Submission Bidder shall sign and complete the attached Bid Cost Summary document as part of their final proposal submission. A completed draft copy of any contractual documents that the bidder wishes to use must be included in the final proposal submission. EXHIBIT A Section A: Uniformed Custody Assistant (Misdemeanor Citation Release) Overview: The Police Department may implement on a trial or permanent basis a consolidated misdemeanor citation release program designed to reduce the amount of time that arresting officers spend at the City Jail processing arrestees. Arresting officers on all shifts will complete basic identifying information on arrestees falling into this classification and then transfer custody to City Jail personnel and return to field duties. Uniformed custody officers (Non-Transport) will house these arrestees in holding cells after completing the basic duties outlined in Section 4 of their duties. Bidder shall provide a cost, on the attached proposal price form for the services listed in this section. Uniformed Custody Assistants, in addition to their basic duties outlined in Section 4, will also: A. In place of a paper booking application form, question the inmate for all of the required data on the Police Department's Tiburon Jail Management System booking screen (pages 1 and 2). B. Prepare a Notice-To-Appear (citation) release document prior to release and insure that the inmate properly signs the document before release. Section B: Field Uniformed Custody Transportation Officer Overview: The Police Department may implement on a trial or permanent basis a field uniformed custody transportation service designed to reduce the amount of time that police officers spend transporting and processing arrestees. Uniformed custody transportation officers operating a transportation van will be dispatched to meet police officers at the scene of arrests and will take custody and responsibility for arrestees who fall in the category of medically cleared (no medical problems) misdemeanor and felony arrestees. The uniformed custody transportation officers will transport the arrestees to the City Jail for processing according to ongoing City Jail procedures. As time permits, these uniformed custody transportation officers may be called upon to transport processed prisoners to designated San Bernardino County Sheriff's Department detention centers. Bidder shall provide a cost, on the attached proposal price form for the services listed in this section. 1. Provide a uniformed custody transportation officer 8-hours-a-day, seven days a week, including all weekend days, and all holidays (8x365 = 2920 Hours) to complete tasks associated with picking up and transporting prisoners to the City Jail and as time permits transporting prisoners to designated San Bernardino County Sheriff's Department detention centers. 2. The personnel assigned to this uniformed custody transport officer position must meet or exceed the minimum qualifications in Section 3 at all times. SECTION III. PROPOSAL CONTENT AND FORMS A. PROPOSAL FORMAT AND CONTENT 1. Presentation Proposals shall be typed, double spaced, and submitted on 8-1/2" x 11" size paper. Offers should not include any unnecessarily elaborate or promotional material. Information should be presented in the order in which it is requested. Lengthy narrative is discouraged, and presentations should be brief and concise. Proposals should not exceed fifty (50) pages in length, excluding any appendices. 2. Letter of Transmittal A Letter of Transmittal shall be included with the proposal, addressed to (Contractor's name), and must, at a minimum, contain the following: a. Identification of Contractor, including name, address and telephone; b. Proposed working relationship between Contractor and subcontractors, if applicable; c. Acknowledgment of receipt of all RFP addenda, if any; d. Name, title, address and telephone number of contact person during period of proposal evaluation; e. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal; and f. Signature of a person authorized to bind Contractor to the terms of the proposal. 3. Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP. segregating "technical" exceptions from "contractual" exceptions. Where Contractor wishes to propose alternative approaches to meeting the City's technical or contractual requirements, these should be thoroughly explained. B. LICENSING AND CERTIFICATION REQUIREMENTS By submitting a proposal, Contractor warrants that any and all licenses and/or certifications required by law, statute, code or ordinance in performing under the scope and specifications of this RFP are currently held by Contractor, and are valid and in full force and effect. Copies or legitimate proof of such license and/or certification shall be included in Contractor's proposal. Proposals lacking copies and/or proof of said licenses and/or certifications may be deemed non-responsive and may be reiected. C. COST AND PRICE FORMS Contractor shall complete the Price Form in its entirety including: 1) all individual tasks listed and total price; 2) basis on which prices are quoted; and 3) Contractor's identification information including a binding signature. Contractor shall state cash discounts offered. Unless discount payment terms are offered, payment terms shall be "Net 30 Days". PRICE FORM (To be submitted in a sealed envelope separate from proposal documents) BID SPECIFICATION NO. RFP F-07-49 Jail Services: Personnel Services for the Operation of the San Bernardino City Jail NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" This worksheet must be signed by an authorized Bidder representative and must be completely filled out for a proposal to be accepted. The bidder must attach a completed draft of all proposed contractual documents with this proposal. City reserves the right to disqualify any Bidder who does not comply with instructions referenced in Section 11 for the technical specifications for this bid. Cost Summary: Section 1: One Uniformed Custody Assistant Hourly Rate: (24 Hours per day, x Hourly Rate above x 365): Total Annual Cost: Section 2: One Uniformed Custody Officer (Non-Transport) - Hourly Rate: (16 Hours per day x Hourly Rate above x 365): Total Annual Cost: Section 3: One Uniformed Custody Officer (Transport) - Hourly Rate: (10 Hours per day x Hourly Rate above x 365): Total Annual Cost: Section 4: One Uniformed Custody Supervisor - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: Overtime Rate: Section 5: 1. One Day Shift Custody Assistant - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 2. One Day Shift Custody Supervisor - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 3. One Evening Shift Custody Assistant - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 4. One Evening Shift Custody Officer - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 5. One Morning Shift Custody Officer - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 6. One Morning Shift Custody Officer - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: 7. One Custody Transport Officer - Hourly Rate: (10 Hours per day x Hourly Rate above x 365): Total Annual Cost: Exhibit A PRICE FORM Section A: Uniformed Custody Assistant (Misdemeanor Citation Release): Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: Section B: Field Uniformed Custody Transportation Officer: Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: Total Minimum Staffing Cost: Optional Flat Hourly Overtime Rates: Optional Extra Uniformed Custody Assistant Rates: Optional Extra Uniformed Custody Officer (Non-Transport) Rate: Optional Extra Uniformed Custody Officer (Transport) Rate: Optional Extra Uniformed Custody Supervisor Rate: Certification: The authorized bidder representative listed below certifies that these rates are correct. The representative also certifies that the bidder agrees to and will meet all technical specifications listed in this bid proposal. Signature: Name Printed: Title: Date: Telephone: Fax: REQUEST FOR PROPOSALS: RFP F-07-49 DESCRIPTION OF WORK: Jail Services CONTRACTOR'S NAME/ADDRESS: (SIGNATURE) (PLEASE PRINT NAME) (ADDRESS) NAMEITELEPHONE NO.lFAX NO. OF AUTHORIZED REPRESENTATIVE ANNUAL PURCHASE ORDER Effective on or about July 1, 2007 through June 30, 2008 plus four (4) single year options, for City's partial requirements, on an as-needed basis, with no guaranteed usage. Option year one, if exercised, shall be effective July 1, 2008 through June 30, 2009. Option year two, if exercised, shall be effective July 1, 2009 through June 30, 2010. Option year three, if exercised, shall be effective July 1, 2010 through June 30, 2011. Option year four, if exercised, shall be effective July 1, 2011 through June 30, 2012. Are there any other additional or incidental costs that will be required by your firm in order to meet the requirements of the Technical Specifications? Yes / No (circle one). If you answered "Yes", please provide detail of said additional costs: Please indicate any elements of the Technical Specifications that cannot be met by your firm. Have you included in your proposal all informational items and forms as requested? Yes / No . (circle one). If you answered "No", please explain: This offer shall remain firm for 90 days from RFP close date. Terms and conditions as set forth in this RFP apply to this proposal. In signing this proposal, Offeror warrants that all certifications and documents requested herein are attached and properly completed and signed. From time to time, the City may issue one or more addenda to this RFP. Below, please indicate all Addenda to this RFP received by your firm, and the date said Addenda was/were received. Verification of Addenda Received Addenda No: Addenda No: Addenda No: Received on: Received on: Received on: AUTHORIZED SIGNATURE: PRINT SIGNER'S NAME AND TITLE: DATE SIGNED: COMPANY NAME & ADDRESS: PHONE: FAX: IF NOT SUBMITTING AN OFFER, PLEASE STATE REASON(S) BELOW: SECTION IV. EVALUATION AND AWARD SECTION IV. EVALUATION AND AWARD A. EVALUATION CRITERIA 1. Capabilities of Firm to Effectively Complete the Project Requirements - 35% Depth of Offeror's understanding of, and ability to manage, City's requirements; ability to meet task deadlines; utility of suggested enhancements or technical innovations. 2. Qualifications of Firm/Related Experience - 45% Experience in providing services similar to those requested herein; experience working with public agencies; strength and stability of the firm; strength, stability, experience and technical competence of subcontractors; assessment by client references; qualifications of project staff; key personnel's level of involvement in performing related work; logic of project organization; adequacy of labor commitment. 3. Reasonableness of Cost and Price - 10% Reasonableness of the individual firm-fixed prices and competitiveness of quoted prices with other bids received; adequacy of the data in support of figures quoted; basis on which prices are quoted. 4. Completeness of Response - 5% Completeness of response in accordance with RFQ instructions; exceptions to or deviations from the RFQ requirements which the Offeror cannot or will not accommodate; other relevant factors not considered elsewhere. 5. Local Vendor Preference - 5% As approved in Executive Order 2003-01--0fferor's which posses a fixed office or distribution point with at least one owner or employee located within the City of San Bernardino, and possessing all valid and current permits, and licenses required to transact such business, including, but not limited to a City Business Registration Certificate shall receive a five percent (5%) preference. [Unless contrary to Federal, State or Local Law (such as contracts for the construction of public works projects), or unless contrary to the requirements mandated by the funding source for such contractual services (such as the Federal Government or other source which requires award to the lowest responsible bidder). B. EVALUATION PROCEDURE All proposals received as specified will be evaluated by City staff in accordance with the above criteria. Additional sub-criteria beyond those listed may be considered by the evaluators in applying the major criteria to the bids. During the evaluation period, the City may require an on-site visit and/or tour of the Offeror's place of business. Offerors should be aware, however, that award may be made without vendor visits, interviews, or further discussions. C. AWARD Depending on the dollar amounts of the offers received, City staff will either select the vendor best meeting the above-specified criteria or submit to City Council, for consideration and selection, the offer(s) judged by staff to be the most competitive. The City reserves the right to withdraw this RFO at any time without prior notice and, furthermore, makes no representations that any contract(s) will be awarded to any Offerors responding to this RFO. The City expressly reserves the right to postpone bid opening for its own convenience, to waive any informality or irregularity in the bids received, and to reject any and all bids responding to this RFO without indicating any reasons for such rejection. The City also reserves the riaht to award its total reauirement amona two or more Offerors as City staff may deem to be in its best interests. In addition, negotiations mayor may not be conducted with Offerors; therefore, the bid submitted should contain the Offerors most favorable terms and conditions, since the selection and award may be made without discussion with any Offeror. D. TIE BIDS If the final evaluation scores (after applying the local preference allowance) result in a tie score, then the recommendation for award will be given to the local vendor. E. NOTIFICATION OF AWARD Offerors who submit a bid in response to this RFO shall be notified regarding the firm(s) who was awarded the agreement. Such notification shall be made within a reasonable time after the date the agreement is awarded. 3. Appendices Information considered by Bidder to be pertinent to this RFP and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Bidders are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials; appendices should be relevant and brief. F. LICENSING AND CERTIFICATION REQUIREMENTS By submitting a bid, bidder warrants that any and all licenses and/or certifications required by law, statute, code or ordinance in performing under the scope and specifications of this RFP are currently held by bidder, and are valid and in full force and effect. Copies or legitimate proof of such licensure and/or certification shall be included in bidder's response. Bids lackina copies and/or proof of said licenses and/or certifications may be deemed non-responsive and may be reiected. G. COST AND PRICE FORMS Bidder shall complete the Price Form in its entirety including: 1) all items listed and total price; 2) all additional costs associated with performance of specifications; and 3) Bidder's identification information including a binding signature. Bidder shall state cash discounts offered. Unless discount payment terms are offered, payment terms shall be "Net 30 Days". Payment due dates, including discount period, will be computed from date of City acceptance of the required services or of a correct and complete invoice, whichever is later, to the date City's check is mailed. Any discounts taken will be taken on full amount of invoice, unless other charges are itemized and discount thereon is disallowed. Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless otherwise specified on price form. NON - COLLUSION AFFIDAVIT TO: THE COMMON COUNCil, CITY OF SAN BERNARDINO In accordance with Title 23, United States Code, Section 112, the undersigned hereby states, under penalty of perjury: That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken action in restraint of free competitive bidding in connection with RFP F-07-49 "Jail Services." Business Name Business Address Signature of Offeror X Place of Residence Subscribed and sworn before me this day of ,20_. Notary Public in and for the County of , State of California. My commission expires ,20_. v. GENERAL SPECIFICATIONS v. GENERAL SPECIFICATIONS 1. Each proposal shall be in accordance with Request for Proposals (RFP) Number F-07-49. All specifications are minimum. Contractors are expected to meet or exceed these specifications as written. Contractor shall attach to proposal a complete detailed itemization and explanation for each and every deviation or variation from the RFP specifications and requirements. Conditional proposals, or those that take exception to the RFP specifications and requirements, may be considered non-responsive and may be rejected. 2. The City reserves the right to accept or reject any and all proposals and to award a contract to the Contractor who best meets our requirements. This may include waiver of minor irregularities or discrepancies, or nonconformity to specifications in appropriate circumstances. Purchase shall be on a best buy basis after due consideration of all relevant factors, including but not limited to, workmanship, accessibility of parts and service, known evidence of manufacturer's or Contractor's responsibility and record, durability and known operational record of product and suitability as well as conformity to City needs and requirements. In all cases the best interest of the City shall prevail in all contract awards. 3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at unit prices offered. 4. Proposals shall be firm offers, subject to acceptance or rejection within 120 days of the opening thereof. 5. Regular dealer. No Contractor shall be acceptable who is not a reputable manufacturer, dealer or provider of services of such items as submitted for proposal consideration. 6. All materials, workmanship and finish entering into the construction of the equipment must be of the best of these respective kinds and must conform to the character of the equipment and the service for which it is intended to be used and shall be produced by use of the current manufacturing processes. "Seconds", factory rejects, and substandard goods are not acceptable. 7. Each Contractor shall submit with his proposal a copy of the proposed product specifications, complete detailed drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, materials, services and parts offered. 8. Manufacturer and/or Contractor (Contractor) shall defend any and all suits and assume all liability for any and all claims made against the City of San Bernardino, or any of its officials or agents for the use of any patented process, device or article forming a part of equipment or any item furnished under the contract. 9. Each Contractor must state in his proposal the guaranteed delivery date of product and/or services in number of calendar days from the date of contract execution by the City of San Bernardino, time is of the essence relative to this contract. Contractor shall prosecute the work continuously and diligently and shall deliver the offered items at the earliest possible date following the award of the contract. 10. Each Contractor shall list in his proposal all factory, manufacturer's and/or dealer's warranty and/or guarantee coverage and shall submit such written documents evidencing the same attached to the proposal. 11. Contractor shall furnish and deliver to the City complete equipment and/or services as proposed and awarded, ready for installation and fully equipped as detailed in these specifications. 12. Price shall be quoted F.O.B. San Bernardino(all transportation charges shall be fully prepaid), and shall include all discounts. Offer shall include California sales tax, where applicable, computed at the rate of 7.50%, and an additional $.025% City of San Bernardino Transaction and Use Tax where applicable, (this will normally be shown as a separate line item on the price form). 13. City shall make payment within thirty (30) days after the complete delivery and acceptance of the specified items by the City of San Bernardino and receipt of the Contractor's priced invoice. 14. All "standard equipment" is included in any offer. Contractors furnishing proposals under these specifications shall supply all items advertised as "standard" equipment and/or services even if such items are not stipulated in the specifications, unless otherwise clearly excepted in the proposal. 15. The items which the Contractor proposes to furnish the City must comply in all respects with the appropriate safety regulations of all regulatory commissions of the Federal Government and the State of California, whether such safety features and/or items have been specifically outlined in these specifications or not. 16. Contractor delivering equipment and/or services pursuant to this RFP specifications shall guarantee that equipment and/or services meet specifications as set forth herein. If it is found that equipment and/or services delivered do not meet requirements of these specifications the Contractor shall be required to correct the same at their own expense. 17. By submitting a bid, each Contractor agrees that in the event complete delivery is not made within the time or times set forth pursuant to this specification, damage will be sustained by the City, and that it is, and will be impractical and extremely difficult to ascertain the actual damage which the City will sustain in the event of and by reason of such delay. 18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government controls, or by reason of any cause or circumstance beyond the control of the contractor, the time for delivery may be extended (in the City's sole discretion) by a number of days to be determined in each instance by mutual written agreement between the Contractor and the Purchasing Manager of the City of San Bernardino. The City shall not unreasonably refuse such extension. 19. Contract. Each proposal shall be submitted and received with the understanding that acceptance by the City of San Bernardino of proposal in response to this solicitation shall constitute a contract between the Contractor and the City. This shall bind the Contractor to furnish and deliver at the prices offered and in complete accordance with all provisions of RFP No. F-07-49. In most cases the basis of award will be the City's standard purchase order that mayor may not incorporate this solicitation by reference. 20. Prohibited interest. No member, officer, or employee of the City or of any agency of the City during his tenure or for one year thereafter shall have any interest, direct or indirect in this contract or the proceeds thereof. Furthermore, the parties hereto covenant and agree that to their knowledge no board member, officer or employee of the City has any interest, whether contractual, non-contractual, financial or otherwise, in this transaction, or in the business of the contracting party other than the City, and that if any such interest comes to the knowledge of either party at any time, a full and complete disclosure of all such information will be made in writing to the other party or parties, even if such interest would not be considered a conflict of interest under Article 4(commencing with Section 1090) or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the State of California. 21. One Document. These specifications, the notice inviting proposals, RFP F-07-49, the contractor's proposal, the written agreement executed by the parties, the purchase order and all documents referred to in the complete specifications and purchase order, and all modifications of said documents shall be construed together as one document. Anything called for in anyone of said documents shall be deemed to be required equally as if called for in all. Anything necessary to complete the work properly shall be performed by the contractor, whether specifically set out in the contract or not. All sections of the specifications shall be read as constituting a whole and not as an aggregation of individual parts, and whatever is specified in one section shall be construed as applying to all sections. 22. The City of San Bernardino reserves the right to accept or reject any and all proposals. 23. Prompt payment. Each Contractor may stipulate in the proposal a percentage prompt payment discount to be taken by the City in the event the City makes payment to the Contractor within ten (10) working days of receipt of material and approval of invoice. For the purpose of this provision, payment is deemed to be made on the date of mailing of the City check. NOTE: prompt payment discounts will only be used during bid evaluation in the case of ties. 24. Inquiries. Direct all inquiries to Deborah R. Morrow at 909-384-5086. Technical questions may be sent via fax to 909-384-5043. The answers to material questions will be provided to all potential Contractors. 25. Proposal/Price forms. No proposal will be acceptable unless prices are submitted on the pricing forms furnished herein, the pricina forms are submitted in a separate sealed envelope, and all required forms are completed and included with proposal. Deliver all proposals, signed and sealed to the Purchasing Division, Finance Department at 300 North "D" Street, 4th Floor, City Hall, San Bernardino, California 92418. CLEARLY MARK THE SPECIFICATION TITLE: "JAIL SERVICES" AND NUMBER (F-07-49) ON THE OUTSIDE OF THE ENVELOPE. 26. Time. All proposals must be received in the Purchasing Division no later than July 31, 2007, 2:30 PM, PST where at such time and said place proposals will be publicly declared and recorded. Any proposal may be withdrawn by Contractor prior to the above scheduled time for the opening of proposals. Any proposal received after that time and date specified shall NOT be considered. 27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for each category, or to award multiple contracts, or to award one contract for furnishing and delivering of all equipment and/or services in all categories. 28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one (1 ) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment offered. 29. In submitting a proposal to a public purchasing body, the Contractor agrees that if the proposal is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700 of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Contractor for sale to the purchasing body pursuant to the proposal. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Contractor. 30. 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 harmless shall not apply where injury to person or property is caused by City's willful misconduct or sole negligence. 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. 31. 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 or materially altered. no FAITHFUL PERFORMANCE BOND or BID BOND: (not required) Tho Contractor '""ill 130 roquiree to furnish a cashier's check, certified shock or faithful performance bond made payaBle to tt-le City of San Bornar-dino in an amount eEl~lCll to 100% of tho pr-oposal price to inslJro the contractor's faithful porforFRanco of this contraot. Said surety shall 130 subjoct to tho approval of tho City of San Bernardino, bonds shall be in accordanoe with Ordinanoe No. 321, Soction 240Q, and tho corporation isslJing saie bond shall hovo a rating in Bost's FRost recont inslJranoe !juide of "/\" or bottor. 33. Written contract documents, duly authorized and signed by the appropriate authority, constitute the complete and entire agreement(s) that may result from the RFP. 34. City may, at its discretion, exercise option year renewals for up to 4 years, in one- year increments. 35. By submitting a proposal, Contractor warrants that any and all licenses and/or certifications required by law, statute, code or ordinance in performing under the scope and specifications of this RFP are currently held by Contractor, and are valid and in full force and effect. Copies or legitimate proof of such licensure and/or certification shall be included in Contractor's proposal. ProDosals lackina cODies and/or Droof of said licenses and/or certifications may be deemed non- resDonsive and may be reiected. ExH 18,..r 1/13" i , PARAMOUNT PROTECTIVE SERVICES, INC. PROPOSAL !if@JfllCIE,' The information contained within the covers of this proposal is considered proprietary to Paramount Protective Services, Inc. and CONFIDENTIAL. Disseminating information, charts or systems to persons outside Of CITY OF SAN BERNADINO is prohibited without written consent of Paramount Protective Services, Inc. Reproduction of this document in whole or part is prohibited except for the specific purpose of evaluating this proposal. PARAMOUNT PROTECTIVE SERVICES, INC. COVER LETTER RECRUITMENT PERSONNEL TABLE OF CONTENTS -A- TRAINING UNIFORMS SUPERVISION 1 2 3 4 5 6 7 8 9 10 11 12 ORIENT1\: ORIENTAT DISPATCH START-UP SERVICES LIABILITY INSURANCE COST BREAKDOWN CLOSING LETTER PROPOSED CONTRACT 17 18 19 20 City of San Bernardino 300 N. "D" Street 4th Floor San Bernardino CA 92418 ATTN: Ms: Deborah R. Morrow , ~\Uf;", ~. ~ ":~''"- -' -.~ -~ - ~"'IIJ 0 ~~: ~\ i~~:,,~J,<" . t ~~~"" . ~~1, ~" ".- - - - July 30, 2007 ~- RE: Security Service Dear Ms, Morrow, Thank you for taking the time to review the submitted proposal. I would like to further introduce Paramount Protective Services, Inc. After reviewing our qualifications, I know you will be convinced we are the company to provide your organization with security service. I am certain once chosen, we will further prove our capabilities. Our company is a rapidly growing force in the greater Los Angeles, San Fernando Valley, Orange County and Inland Empire areas. In the Thirteen years we have been in service, we have provided security service for various police departments and their respective cities, large property management companies, banks, retail shopping centers, commercial and industrial locations and private events. The majority of our supervisors are graduates of a Police Academy and P.O. S. T. Certified (Peace Officers Standards of Training). In addition, they are continuously attending educational classes to learn about the most recent developments and changes in the law. We have a fleet of fully equipped patrol vehicles that allow us to stay on top of all situations at all times. We also have twenty-four hour dispatch which can relay any need you may have immediately to our supervisors or office management via radio communication, mobile telephones, paging equipment with message displays and a direct line to the police if needed. Also, we have the man power to provide last minute extra coverage. We are pleased to provide references upon request. If you have any questions please do not hesitate to contact my office at (310) 645-1212. Thank you again, for your time and attention. It is greatly appreciated. I. RECRUITMENT & PERSONNEL ..(2~ RECRtJ[TMENT Paramount Protective Services, Inc. has developed many sources for recruiting top quality security personnel. We do not depend on newspaper advertising alone, since this process gives us access only to the same labor pool from which most security organizations draw. Here are the primary sources of recruitment for PPSI: A. Personnel Agencies B. Police Academy C. Security Training Schools D. Employee Referral: E. Community organizations F. Colleges, schools G. Newspaper advertisements H. Client referrals I. Recruiting o o o o o ABC 0 E F G H Paramount Protective Services, Inc. places a strong emphasis on its personnel selection process. Our management team has developed high standards that are conspicuous in the security industry. (3) PERSONNEL I. The Applicant: Paramount Protective SeNices, Inc. has an established standard of basic qualifications for all applicants. They must: a Be in excellent health with no physical limitations. I i a The applicant must exhibit emotional stability, strength of character and the ability to exercise good judgment. a The applicant must be able to read and understand written orders and regulations as well as the provided training materials. a The applicant must be able to compose reports that convey complete information of the events they witnessed or reported. II. Personnel: PPSI recognizing the magnitude of the manpower requirements anticipates that some of the existing security force will be hired on a probationary status. All assumed members of the current security force must meet the following requirements of PPSI Security officer: I , ! a Superior grooming and appearance a No criminal history a No physical limitations a Verifiable references a Demonstrated written and verbal communication skills a Valid California Driver License a Reliable Transportation a Home Telephone a Available to work all shifts. I... Paramount Protective Services. Inc. Inc. is an eoual emolovment oooortunitv EmolQver INTERVIEW I. The Interview After reviewing the application, the PersonneVOperations Manager conducts a pre-employment interview. Based on the application and outcome of the interview, the Personnel/Operations Manager makes a determination of the applicant's overall desirability and the nature of the assignment for which the applicant would be best suited. II. Pre-Emplovment Investi!lation Having determined that the applicant is a good candidate for employment, our Personnel/Operations Manager orders an investigation to verify the background information on the application form. In addition to the extensive interviewing process, pre-employee background investigations are-conducted for all potential employees. Previous employers are contacted and questioned regarding the applicant's employment record and eligibility for rehire. Character references submitted with the application are contacted. If the applicant has a temporary or permanent security officer registration, the validity of this registration is investigated through Consumer Affairs in Sacramento. Initial background checks cover two years and two employers for most clients, though lengthier checks are done for specific properties wherein classified or transportation security services are provided. If the candidate has formerly served in the military service, the Separation Notice (dd-214) is checked to verify dates, rank, reason for discharge, time lost from active duty and any disciplinary action taken while in the service. III. Licensina Paramount Protective Services, Inc. officers are licensed security personnel and carry Califomia licenses issued by the State Department of Consumer Affairs, Bureau of Security and Investigative Services. r- Ib (5)> gUALlFICA T10N'8EQUIREMENTS All officers accepted and employed by PPSI will possess valid state permits and have them in their possession at all times while on duty. These permits are issued by the Department of Consumer Affairs and must correspond to such items as follows: a Guard Registration a Firearms a Tear Gas a PR-24 a Criminal history a DMV a Consumer Affairs a Previous Employment a Personnel References a Pre-Employment Drug Testing Background checks are conducted asfollows: Upon acceptance, PPSI employees are placed on a mandatory 9O-days introductory period. Once completing their initial 90 days employment, every security officer is individually reviewed and evaluated by PPSI management in a personal conference. After careful examination of performance records, officers are critiqued in each of the following areas: attendance, punctuality, uniforms, personal appearance, job performance, adherence to policy, and client satisfaction. Each employee obtaining a satisfactory rating is notified in writing and given a wage increase and considered for possible promotions. Those employees determined to be unsatisfactory are likewise notified and given a 30 days notice to correct deficiencies. In the event of illness or accident to the officer on duty, a suoervisor/rover who is entirely familiar with the job site will report to duty. If necessary, on-the-job training will be conducted by the suoervisor/roverto assure ability of any additional replacements to perform the necessary tasks. When notice time is too short, the suoervisorlrover will personally assume the post duties until arrangements can be made for a replacement to report and relieve the supervisor. PPSI ensures that officers arrive on post at designated starting times. If an officer does not check in on time, the on-the-job officer is required to notify the main office and continue to cover his/her post until relieved. This precludes any open coverage and is provided at the standard billing rate. Every officer must at all times adhere to company standards as well as those of each client. RELIEF PERSONNEL Paramount Protective Services, Inc. will place at least two (2) of our roving hourly senior guards through the entire training program. These individuals will be utilized on an on-call basis at your facility to fill posts due to absenteeism or vacation. I. Special Event Personnel Reauirements From time-to-time, you may have a need for additional security personnel. If this arises PPS/ will be pleased to supply qualified additional personnel at your prevailing hourly billing rate, when advised at least twenty-four (24) hours in advance. If PPSI receives less than twenty four (24) hour notice, the overtime rate will apply for the first twenty four (24) hours of service. II. Time/Schedule and Billina Records Work schedules are predicated on current man-hour needs. It is the objective of PPSI management to monitor and control the manpower needs and to coordinate and effect changes as needed. Our objective is to operate at a limited cost to our client, yet to provide the highest caliber of professional service. Our time and schedule fonn is used to compute payroll and billing hours and allow you to conventionally audit the work schedule against your service invoice. III. Parkina For PPSI Emplovees: PPSI recognizes the fact that parking space is at a premium. However, we assume that toll free space would be assigned for employees to assure 'on time shift changes' and profitable employment. II. ORIENTATION , i I TRAINING ORIENTATION Applicants being considered for employment who have successfully passed the initial interview, and audit are now scheduled for orientation. The orientation is designed to introduce the applicant to the company and the field of security. The orientation normally is completed in (4) hours and consists of viewing films and completing exercises on the following subjects: a The Security Officer a Plan for Security a Public Relations in Security a Professional Patrol a Fire a Notes, Reports, and Communications Along with an orientation, each applicant is provided literature on what we require of a security officer. The applicant must pass each exercise of test with a 70% score or higher to be considered for employment. Part two of the new hire package is 10 be completed by those applicants hired and scheduled forwork. These are applicants who have successfully completed and passed all interviews. The audit and orientation have been accepted as an employee of PPSI, Inc. Security Services. Part two of the new hire package consists of the following items: a Security Officers Handbook a Disability Insurance Provisions a Form W-4 a Employment Eligibility Verification (form 1-9) a Contraband Policy Statement a Previous Employment Verification a Uniform Deposit Authorization a Doctor's Questionnaire a Waiver-Rest Period a Employee Rules of Conduct a Post Employment Personal History Statement a Equal Employment Opportunity Information a The Responsibilities of the Security Officer a Department of Labor Standards Work Week . ~"'tb'~ ~" fItR. ~~.":"':' .'~ ':;" \';"'IJ,O I~'" , ~~.. ';.--~~'~-:~>l, ". ~':_~ _" ,'." .__ . 0 " ORIENTATION OUTLINE I. Job Description A. Private Security Officer. a Any individual employed by a security services contractor or security department of a private business to perform the duties of a security guard, security watchman or security patrolman. a Purpose: deterrent, protection of property, contact with public, eyes and ears for the client's property . B. Limitations: a Private Security Officer vs. Peace Officers- Private Security Officers are not peace officers and have only the power of a private citizen-no more. A. What are reports? a Permanent Records a A means to refresh your memory if called on for civil or criminal action. a Details of the incident to client and company. a Shows client how incident was handled. a One of the means for the client to evaluate the officer and the company. II. Report Writin!l B. T vpes of Reports a Daily Activity Reports (most commonly used). a Incident Report (tells what happened). C. Essentials of Good RepOrts a Take notes-always keep original notes. a Be factual. a Write legibly. a Who, What, Where, When, Why, and How. D. Preparation for Writina Reports I i , a Outline or rough copy. a Keep report impersonal; avoid using 'I'. a Use of ordinary language, but avoid using slang. (9) ORIENT A nON OUTLINE CONTINUED E. Preoaration for Writino Reoorts......... a Don't use "the facts prove" - do not deduce anything. a Check over and correct rough copy. F. Writino the Reoort Be careful of the followino: a Spelling a Grammar a Punctuation (omit when doubt) a Neatness (do not leave sloppy errors) Final cooies should be: a Accurate a Detailed a Clear and concise a Complete "Note: reports are a direct reflection on an officer and paramolllltProtectille"~s:ln8'~~~~ is one of the most important phases of guard duty. If an officer feels he/Sfle needs assislll~;'tIfIY6BIt\~.the management staff at all times as a resource and assistance. ... . I I -j IV. Basic Functions of a Security Officer: a Control-entrance movement of pedestrian and vehiclllar traffic a Patrol-buildings and perimeters a Escorts-material and personnel a Inspect-security, safety and fire a Reporting-to client, PPSI emergency services a Security-locking and unlocking appropriate doors and/or gates i I V. ReQuirements of Private Security Officers: a Character Attitude and ability to handle people a Knowledge a Appearance a Conduct VI. Aooearance and Conduct: a Gives visitor good impression of the organization. a Motivates respect from other employees and outsiders. a Enhances the morals of the security organization. -I EMPLOYEE DEFINITION I. The Emolovee: Each employee represents himself or herself and the company in a positive or negative way. We want only those employees who represent themselves and the company in a professional and positive manner. Employment is a contract between two parties with an exchange of money for service performed. Each party has a responsibility to the other, and we as a company pride ourselves on our excellent track record in employee relations. Each employee of Paramount Protective Services, Inc. is important and vital to the operation and success of our company and to each other. We are all members of the team and true success depends upon a team effort. II. What is a security officer? In order to define what a professional security officer is, we should first define what a security officer is not. The security officer is not a pe.ace officer such as a policeman, sheriff, marshal, etc., and does not act like one or imply that he/she is. Although the security officer is not a peace officer, he provides a vital service to both the private and professional sectors of society, as a deterrent to crime and an agent for safety. The security officer is usually the first one to have contact with anyone entering the c1ienfs property as well as the last. The security officer becomes the representative of the client and would never place himself or the client in an embarrassing or compromising position. The security officer is the eyes and ears of his employer an 's always courteous and helpful, never rude or indifferent. He keeps logs and other legal record ments of vital importance. The security officer assists in prote . nvate Prop~PIOYer and is in a position to deter or prevent dangerous event from occ mng. Also he knows Hedin case of an unusual situation or emergency should arise. . Oiii;;,;~;;;;i" The security officer, in knowing the rules, tions, ~ of th~ c' determine when something unusual or out 0 rdinary is happening. He can s becoming a major one, avoiding a crisis. Finally, the professional security officer should act a with pride and dignity. i1y be able to or situation from nd carry himself . ~7i,/~, ~..~, ~-:::-, - ~ \~'/I/I 0 ~,'t~; ~II_-'._._~_~_L"', ..~~,~~---- --~" ~- (11) TRAINING Training at Paramount Protective Services, Inc. is an on going process starting with the initial break-in training of each new officer at an account. Either the site supervisor or a field inspector performs the initial training. The initial training will be followed up in one week with an inspection and review of the training check list by a field inspector. The initial training covers the following items: A. Uniform and appearance B. Report Writing C. Language D. Post Knowledge E. Public Relations F. Local and state law All security guards must pass the initial inspection and training checklist prior to their being allowed to stand post alone. The Paramount Protective Services, Inc. experience dealing with vital and important subjects will be given to each employee as they are prepared quarterly. This is a new program and training tool developed by the law enforcement experts for Paramount Protective Services, Inc. and will be an ongoing program. Our company only hires the right people to be in the right place, properly trained and motivated. Our goal is to teach a mode a behavior and performance consistent with our expectation of excellence deserving of our client. Simply, we develop people to be proficient with specialized instructions and practice. III. UNIFORMS ~~~'~ ~.. ~ , . .-, ~ - .~ .... ;:> If*/ql V ~\,~~, ~,.~..t.~,<'_:' _, ".t,~t,~.~_~ - (. ~ (12) UNIFORMS Paramount Protective Services, Inc. purchases the finest quality uniforms, supplying each officer with multiple sets. A weekly uniform allowance is also provided. We recognize the importance of well-<lressed security officers to represent our client and Paramount Protective Services, Inc. Paramount Protective Services, Inc. Inc. uses two standard types of uniforms, which are currently being utilized in the majority of PPSI accounts. I. Soft Profile: Navy blue blazer, white shirt, red tie, gray slacks, black shoes, and a blazer with PPSI, Inc. patches. II. Hard Profile: Dark blue color, police type, dark blue shirt with two PPSI, shoulder patches and dark blue pants, high neck white tee shirts, dark blue tie, black belt and black shoes, badge, name tag, and dark blue jacket with two Paramount Protective Services, Inc. shoulder patches. We recognize the desire of some of our clients to customize the officer's uniforms to their specification and we can accommodate to most requests. In some cases minimal cost adjustments will be passed along to our clients, pending the expense of the new items selected for customize of the uniforms. I .1 IV. SUPERVISION (13) SUPERVISION All labor-intensive organizations depend upon supervision to be effective. This is especially true in the security industry. Our management team has developed supervisory methods and procedures that are unique in the industry. Paramount Protective SeNices, Inc. is concemed in maintaining high quality, consistent security services you desire when you selected our company. We accomplish this by supplying the staff and systems to ensure sufficient resources are available to make regular quality assurance checks on our projects. The division manager, client service manager, field operations supervisors will accomplish these checks and the manager assigned to your project. As you may note, those staff members are all managers and supervisors and all have the authority to go beyond reporting a problem to fixing it. Our management tEl.am will meet any revisions or modifications in the systems employed, and implement the change immediatelY:' Through our experience, we have found that immediate response is a key factor in solving any proble'm. Consequently, we provide vehicles to each field operations supervisor and corporate managers. Othar companies provide vehicles to their supervisor only while they are on the job. Our supervisors and managers are on the job twenty-four hours (24) a day. The benefit to our clients is that any requesl~h~ handled immediately.' Our process of close supervision enables PPS/. to maintain a constant line of communicatipn witbJts officers in the field and with your management. This also insures that everyone in our organizationiis personally involved in assuring that the highest quality of service is delivered. Our goal will be to provide our clients the highest level of consistent quality service. We.are aware tha~1he ability to accomplish this goal depends on our ability to supervise effectively. ',-.. The results of the supervisory activities will be reported to you immediately, allowing you the opportunity to direct changes in our instructions to quickly implement changes for improved security. Our upper management spends additional time reviewing our officer force. Changes to improve our services are made with your input and approval on a regular basis. In this manner, we live up to our reputation as detail- minded security professionals. ~~I~~ .<,....;-- "':;0: !~"III 0 ~w~ ~,_ lo,:,~,,,",., i~~_,..~_ "0 " (14) SUPERWSORSSPE~RCDUTIES Duties of the field insvector and/or suvervisor shall include. but not limited to the followino: 1). Ensure all site supervisors and security personnel are in compliance with PPSI total operational concepts (uniforms, reports, regulations, etc.) 2). Be sure that all facility supervisors and security personnel know and understand the post orders. 3) Maintain adequate supplies and forms at each post. 4) Evaluate, on a continual basis, all site supervisors and security personnel, and report these evaluations to the main office via the supervisor's daily report. 5) Complete a written supervisor's report for each shift worked and files such report with the main office daily. 6) Inspects all equipment assigned to each account to ensure that it is being properly maintained and is in operating condition (radios, vehicles, and clocks). 7) Be sure that all posts are covered. If a post is open, report to the post immediately and remain there until such time as a relief officer arrives. /~~I' \ ~... --\ f , - - . . , 9 " , 'ff,i ~~. "',/"V :_:..:,,:rJi;~'., \ ",.~r._'ljJf'"",! 'd' "'~' 8) Sign-in/Sign-out whenever a post is inspected (preferable in red ink). Paramount Protective Services, Inc. supervisors are on the iob 24 hours a dav. ,~;,7~ ~~... lb.. ~~".,,,,"- ....- ~ ~.... ' \"~'qJ V ~\'~' ~.,t~.~~t':<' ~-~~- " Dispatch Paramount Protective Services, Inc, recognizes the importance of continuance communication with our clients there-fore We have established 24 hour dispatch So that all our clients needs are attended to in a timely manor. Dispatchers outline: a Direct communication with upper management a Communication with all field supervisors a Communication with all officers a Timekeepers (insure alLofficers are on post, on time) a Schedule officers for any extra coverage (should the need arise) a Capability to respond to any emergency extra coverage (should the need arise) a Cover any open post (should the need arise) a Replace any employee should our client request a change a Direct Access to different police and fire departments. a Armed/Alarm Response i r''P>",,'~ '. . \\'''''I'~ ~ flip , ,.:;., ~ .... ;:I, [("'II V ~\)''1 ~~ "~-'-~'.~'-" .' ~~~">--'" .-~" ~ V. STARTING SERVICE 14 ~'- -, - - - - .... - - 15 - ~._- ...., .... - '" - .. . ~;t,7~ ~~ flu: ~,~:-.~..- -.' :;.; - ", ..... l:l' 'f"/~ v "Il,~"', ~~ . !'..._!-J~~ <I .~_~ ~, . - I ~ . START.UP SERVICES The following procedures will be initiated to insure an efficient and trouble-free transition period: 1. PPSI will form a start-up task force led by operations manager and the representatives in charge. 2. Existing security procedures will be reviewed and updated by the task force and submitted for your approval prior to initiation. Post orders will be submitted for typing after your review. 3. PPS/, personnel department will recruit and select security personnel. Your input in assembling the most desirable security force will be welcomed. 4. Classroom orientation and training for all personnel will be given before assignment. 5. Specific on-site training for all personnel will be accomplished within 48 hours of start-up date. 6. PPS/, daily supervisory inspections will be initiated from the first day. 7. A comprehensive security survey will be accomplished after 90 days of service and submitted to you for your confidential review. As these specific steps are taken, PPSI executive management personnel, along with your designated representatives, will review this process to insure that the desired results are being achieved. VI. INSURANCE BINDERS COST BREAKDOWN LIABILITY INSURANCE All service companies are painfully aware of the fact recent changes in the insurance industry have created enormous problems. Not only have the insurance rates skyrocketed but finding a carrier has become nearly impossible. PPSI isfortunate enough to have secured $1,000,000.00 in liability insurance coverage despite all of these difficulties. 1 Insurance Requirements: I). Worker's Compensation covering all employees 2). Public Liability and Property Damage of$I,OOO.OO 3). Employee Fidelity Bond up to $1,000.00 . '~o'~. ~. fb;' ~ ";; '"" i:f' \~~III. v ~~~~/,' ~" . I,~,,~J' -I .'\l~,.., " ' _ ~(, PRICE FORM BID SPECIFICATION NO. RFQ F-07-49 Jail Services: Personnel Services for the Operation of the San Bernardino City Jail NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" This worksheet must be signed by an authorized Bidder representative and must be " completely filled out for a Quote to be accepted. The bidder must attach a completed I draft of all proposed contractual documents with this Quote. City reserves the right to disqualify any Bidder who does not comply with instructions referenced in Section 11 for the technical specifications for this bid. Cost Summary: SecUon 1: ~ One Unifonned Custody Assistant Hourly Rate: '-\l I; I ~O (~ Hours per day x Hourly Rate above x 365): Total Annual Cost: ~ 12>I.LD1"b ,Do Section 2: <it One Unifonned Custody Officer (Non-Transport) - Hourly Rate: I S. 3D (16 Hours p,er day x Hourly Rate above x 365): Total Annual Cost: .fI iq I ?>5'2 I lib Section 3: i One Uniformed Custody Officer (Transport) - Hourly Rate: 110 ,')[) i10 Hours p~day x Hourly Rate above x 365): Total Annual Cost: l.t.D I 2. 7.::J I Dl) Section 4: One Unifonned Custody Supervisor - Hourly Rate: $. Il ,45 (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: ~ , Overtime Rate: .\I. 'H..lIDb Section 5: ~ 1. One Day Shift Custody Assistant - Hourly Rate: ~ r 2D (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: ~b 2. One Day Shift Custody Supervisor - Hourly Rate: ~ III L\G (8 Hours per clay x Hourly Rate above x 365): Total Annual Cost: "~.9t)q ,tJ{J 3. One Evening Shift Custody Assistant - Hourly Rate: ~ H44: r:.;1:Y, b~OUrlY Rate above x 365): Total Annual Cost: ~ \ 6 \3D 4. One Evening Shift Custody Officer - Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: ~ \l \5/?JD 5. One Morning Shift Custody Officer - Hourly Rate: 'I ~ ~i~~bb Hourly Rate above x 365): Total Annual Cost: ~ \5'\~l) 6. One Morning Shift Custody Officer- Hourly Rate: ~ 15 \3() (i Hours per day x Hourly Rate above x 365): Total Annual Cost: ~,L2/(o.66 7. One Custody Transport Officer - Hourly Rate: \t l~ kS"O (10 Hours 9;er day x Hourly Rate above x 365): Total Annual Cost: II- liD . '} ~ lOb Exhibit A PRICE FORM Section A: Uniformed Custody Assistant (Misdemeanor Citation Release): Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: ~ ,101(d'OO Section B: Field Uniformed Custody Transportation Officer: Hourly Rate: (8 Hours per day x Hourly Rate above x 365): Total Annual Cost: ~'9. , l"l/') 1'1) () Total Minimum Staffing Cost: Optional Flat Hourly Overtime Rates: Optional Extra Uniformed Custody Assistant Rates: Optional Extra Uniformed Custody Officer (Non-Transport) Rate: Optional Extra Uniformed Custody Officer (Transport) Rate: Optional Extra Uniformed Custody Supervisor Rate: Certification: ~ 1~/~D ILP cSlJ ~ 1ul,Q141 bD \1 1..ts".0D 111L/ I It> j{ 14 ,It> il \1.40 l\ 1<l.I'l..cJ The authorized bidder representative listed below certifies tha these rates are correct. The representative also certifies that the bid de agrees to d will eet all technical specifications listed in this bid Quote. Signature: Name Printed: h(a...0 tt1ra~ :Prl~;&M Title: Date: Jul4 '60 /LOOt- ~\D-lu4 ~-1'2XL ex+ \tf{ ~lb- ~4~- Lll6t4 Telephone: Fax: REQUEST FOR QUOTES: RFQ F-07-49 DESCRIPTION OF WORK: CONTRACTOR'S NAME/ADDRESS: ( <s~hlt ~~ (PLEASE PRINT NAME) I. 61..i1I) Cutkr t\va ( (ADDRESS) ~.\.u ~'bbf-- LA- c.. A Vlrtk:) NAMElTELEPHONE NO.lFAX NO. OF AUTHORIZED REPRESENTATIVE Ac1tRf (~ :J\D-u4 S- \'L\'L.a-\.- \"&Lt 1,\6 ~ ~t0-41q Lj- fA''' ANNUAL PURCHASE ORDER Effective on or about July 1, 2007 through June 30, 2008 plus four (4) single year options, for City's partial requirements, on an as-needed basis, with no guaranteed usage. Option year one, if exercised, shall be effective July 1, 2008 through June 30, 2009. Option year two, if exercised, shall be effective July 1, 2009 through June 30, 2010. Option year three, if exercised, shall be effective July 1, 2010 through June 30, 2011. Option year four, if exercised, shall be effective July 1, 2011 through June 30, 2012. Are there any other additional or incidental costs that will be required by yo in order to meet the requirements of the Technical Specifications? Yes I No (circle one). If you answered "Yes", please prOvide detail of said additional costs: Please indicate any elements of the Technical Specifications that cannot be met by your firm. Nl:> Have you included in your Quote all informational items and forms as reqUeste~1 No . (circle one). If you answered "No", please aln: This offer shall remain firm for 90 days from RFQ close date. Terms and conditions as set forth in this RFQ apply to this Quote. In signing this Quote, Offeror warrants that all certifications and documents requested herein are attached and properly completed and signed. From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate all Addenda to this RFQ received by your firm, and the date said Addenda waslwere received. Received on: Received on: R_~~~J~ ~{tJ> ~'(~ Ju1~ ~ILCb-:r 'farLi~ fMe0hiQ ~1{tQs ~ I 5'2 c:D C ~/'b\ { J ( S~\wk?J57 l6s, A1L~ tJt LlDtfl6 FAX: 'b\O-(Q us-- ~L\7q4 Verification of Addenda Received Addenda No: Addenda No: Addenda No: AUTHORIZED SIGNATURE: PRINT SIGNER'S NAME AND TITLE: DATE SIGNED: COMPANY NAME & ADDRESS: -, PHONE:3\D -11~5-\lrL IF NOT SUBMITTING AN OFFER, PLEASE STATE REASON(S) BELOW: W'~ ,~. ~'''f~ ~'\/ ~ ~~ ~ .... '=== '~i';: V ~/' '.II~~'IIIIIII\\\\\"~"'J: \~,. ...ti.' ~~... .............. ' ~~,... .... ..........,," PARAMOUNT PROTECTIVE SERVICES, Inc. ClosinJ! Dear Ms. Morrow, Paramount Protective Services, Inc. I would like to assure we have the management team and support staff to meet all of your security needs. As a new client you can rest assured that we will assist you in managing your security program in an effective manner. When awarded this contract, more than ample effort would be extended to ensure the smooth transition of service providers. We encourage you to contact our clients and visit our office. We are confident that you will be impressed with the professionalism and enthusiasm of our personnel. Again, thank you for the opportunity to submit our proposal to you. Should you have any questions, please do not hesitate to contact me. 5250 Century Blvd., Suite #307, Los Angeles, CA 90045 (866) 755-7777 Tel: (310) 645-1212 Fax: (310) 645-4794 wwW.ppssl.com VII. PROPOSED CONTRACT ., , . :::;-.,....r State License #PP014447 Guard Service AJ!reement Agreement is made this day of between Paramount Protective Services, Inc., d/b/a Paramount Protective Services, Inc. (hereinafter referred as 'Paramount') and (hereinafter referred to as 'CLIENT' ) at . California. The purpose of this agreement is to setforth terms and conditions, under which Paramount will provide guard personnel to protect property owned, leased or rented by, or otherwise under the control of Client (hereinafter referred to as 'protected property'). 1. Paramount shall furnish guard personnel, to protect the Client's protected property located at California. Paramount shall provide: a) unarmed or armed uniformed guard(s) for_ days per week from to Monday through Friday and from to Saturday and from to Sunday for a total of hours per week. 2. All guards assigned by Paramount to Client's protected property will be furnished all equipment necessary to perform their duties. 3. All guards assigned by Paramount to Client's protected property will be employees of Paramount and will at all times be subject to the direct control and supervision of Paramount. a). The conduct of all guardS on Client's protected property will be regulated by post orders to be agreed upon in writing by Paramount and Client, or by any other special instructions, oral or written, which may on occasion be Issued by designated employees of Paramount. b). In the event of any dispute or altercation at the protected property, guards provided by Paramount will attempt to identify those individuals involved by use of oral command only and will then notify the appropriate law enforcement authority, c). If for any reason Client believes that any employee of Paramount is not properly carrying out such employee(s) assigned duties, Paramount will remove said employee from Client's protected property and will substitute another employee at the same pay rate. Notice of such nonperformance shall be in writing and shali set forth the area(s) of the alleged nonperformance. Page two Guard Service Agreement 4. Client shall pay Paramount for its services as follows: a). For guard personnel at an hourly rate of $_per guard, radios at $ per hour and other equipment at $_ per hour, for a total man/hour rate of $_. legal holidays and such overtime as is required by Client shall be billed at time and one-half or double time for the applicable position, where time and one half or double time is required by California law. b). Should Client determine during the course of this Agreement that additional personnel are required, such personnel shall be provided by Paramount upon Client's request, at the above stated rates and in accordance with all the terms of this Agreement, providing all duties and conditions are the same as for existing personnel. Said request shall, whenever possible, be made in writing and must be received by Paramount management at least 48 hours in advance ofthe assignment for which such personnel are requested. c). Client will pay Paramount the stated hourly rates for all time spent by any employee of Paramount in connection with any court activity arising out of any Client services at the protected property. d). Should Client desire to extend the working period beyond the normal work shift on any given day, Client may do so by verbally requesting the guard to remain atthe protected property and notifYing the on duty or on call Paramount supervisor or manager. This service will be provided atthe applicable overtime pay rate. 5. Client will be billed biweekly for all services performed during the previous billing period. Client shall make payment to Paramount at 5250 Century Blvd, Suite 307, Los Angeles, CA 90045 within 10 davs of the billing date. Should Client default in the timely payment to Paramount as provided herein, Client shall be assessed a service and handling fee per invoice of 18% per annum until paid in full. 6. The term of this agreement shall commence on the day of at . California and shall continue in force and effect until terminated by either party pursuant to the terms of this Agreement. Each year, on the anniversary date of the commencement of this Agreement, the man/hour rate specified In Paragraph 4(a) shall increase by 5% over the rate applicable during the previous year. This Agreement may be terminated by either party upon thirty (30) days advance written notice to the other party. Page three Guard Service Agreement 7. As material consideration and inducement for Paramount to enter into this agreement, Client hereby waives any and all claims against Paramount, for loss of or damage to goods, wares or merchandise on or about the protected property from any cause whatsoever, including but not limited to the negligence of Paramount or any of its employees or agents, arising at any time; and client will indemnify, defend and hold harmless Paramount and Its employees, agents, officers, shareholders or directors free from obligation and/or judgment on account of any loss. damage or irlluryto any person or to the goods. wares or merchandise of Client or any other person arising in any manner relative to the protected property. 8. As further consideration and inducement for Paramount to agree to provide Its personnel for Client, Client shall not, either during the term of this agreement or for a period of one year following the termination of this agreement, solicit, hire, employ, engage or otherwise utilize or attempt to utilize for It's own purposes any employee of Paramount, except upon prior written waiver, agreed to and signed by both parties. 9. Client shall not assign this agreement, or any portion thereof, or Its rights or obligations hereunder, to any other person or persons, except upon the express prior written consent of Paramount, through Its designated agent. 10. All notices to be given by Paramount or Client to the other in writing shall be given personally or deposited in the United States mail, postage paid, to the following addresses: To Paramount: Paramount Protective Services, Inc., 5250 Century Blvd, Suite 307 Los Angeles, CA 90045 To Client: 11. This agreement constitutes the sole contract between Paramount and Client respecting Paramount's services. Any and all prior agreements between Paramount and Client with regard to the above designated protected property are null and void and any agreement or representations respecting property or parties not set forth herein are null and void. Any modification to this agreement must be set forth in writing, agreed to and signed by Paramount and Client, except as may be otherwise provided herein. Page four Guard Service Agreement 12. The parties agree that any and all disputes, claims or controversies arising out of or relating to this agreement that are not resolved by their mutual agreement shall be submitted to final and binding arbitration before JAMS, or its successor, pursuant to the United States Arbitration Act, 9 U.S.C. Sec. 1 et seq. Either party may commence the arbitration process called for in this agreement by filing a written demand for arbitration with JAMS, with a copy to the other party. The arbitration will be conducted in accordance with the provisions of JAMS' Streamlined Arbitration Rules and Procedures in effect at the time of filing of the demand for arbitration. The parties will cooperate with JAMS and with one another In selecting an arbitrator from JAMS' panel of neutrals, and in scheduling the arbitration proceedings. The parties covenant that they will participate in the arbitration in good faith, and that they will share equally in its costs. The provisions of this Paragraph may be enforced by any Court of competent jurisdiction, and the party seeking enforcement shall be entitled to an award of all costs, fees and expenses, including attorney fees, to be paid by the party against whom enforcement is ordered. In any litigation or arbitration arising out of or relating to this agreement, the prevailing party shall be entitled to an award of its costs, including reasonable attorneys' fees. 13. The waiver by Paramount of any breach of any term, covenant or condition contained herein shall not be deemed to be a waiver or breach of any other term, covenant or condition contained in this agreement. Executed at on this day of IMP,rnm,"n' __',,", In' by Authorized agent by: for Authorized Agent Client