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ORD 41446 - Bid from Lion's Gate Security Solutions to provide security services for library 215 S.15th St I Omaha,NE 681020 TEL 402.444.4800 I FAX 402.444.4504 I omahalibrary.org Omaha Public ale �� ,i!��i Library 20I� J -9 rim 9. 16 Open Your World C11 Y C' 'K • Honorable President . and members of the City Council Attached is a bid tabulation for the annual cost of providing security services and an Ordinance, as provided in Section 5.17 of the Home Rule Charter, to award the bid to LIONS GATE SECURITY SOLUTIONS to provide Security Services for Ten public libraries (W. Dale Clark Library, Milton R. Abrahams Branch, Benson Branch, Bess Johnson Elkhorn Branch, Florence Branch, Millard Branch, A. V. Sorensen Branch, W. Clarke Swanson Branch, Charles B. Washington Branch, and Willa Cather Branch). Lionsgate Security Solutions submitted the best bid meeting specifications, for an annual cost of$1961422.00 The award is for a Two-year period with the option to extend the agreement for two (2) additional one-year periods at the sole option of the City. The initial term shall commence March 15, 2018, through March 14, 2020, or startup date as determined, subject to approval via ordinance by the City Council of the City of Omaha, and subsequent award of a Purchase Order by the City-County Purchasing Agent. The following bids were received on January 24, 2018, to provide security service: LIONSGATE SECURITY SOLUTIONS $196,422.00 • G4S SERVICE SOLUTIONS $193,714.56 SECURITAS SECURITY SERVICES USA INC $206,553..24 • The total annual bid is based on the specific annual bid price for service. The specific annual bid price for service and the adjustments for adding or removing branches as requested by the Omaha Public Library will define the final annual cost. • G4S low bid Was not accepted for the following reasons. Lionsgate will pay guards $1.00 more per hour helping to maintain a consistent and reliable guard . force. • It will cost a minimum of $9000.00 to get G4S guards trained and through library orientation, which negates the lower bid difference. The recommended contractor has on file a current Annual Contract compliance Report Form (CC-I). As is City policy, the Human Rights and Relations Director will review the contractor to ensure compliance with the Contract Compliance Ordinance. ORDINANCE NO. PAGE 2 Funds to pay for this bid award will come from the 2018 and subsequent years General Fund 11111, Organization 117014, Object 42239. Omaha Public Library requests your consideration and approval of the attached Ordinance. Respectfully submitted, Referred to City Council for Consideration: 14 .( 00 C� R-1,tokit' f 3 z�r�L ura Marlane Date Franklin Tmpson Date . Executive Director, Omaha Public Library Human Rights and Relations Director Approved as to Funding: Approved: 07/4/4 Step n B. Curtiss 0_44' aiagl it Dat Mayors Office Date Finance Director 1001:Fljmh • 14 ORDINANCE NO. I AN ORDINANCE to accept the bid from Lion's Gate Security Solutions,Inc., for security service at ten Omaha Public Library facilities, in accordance with the best bid submitted meeting specifications, for a period of two years, with an option for two-one year extensions commencing approximately March 15, 2018; to authorize annual payments of approximately$196,422.00; and to provide an effective date. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OMAHA: Section 1. That, as recommended by the Mayor, in accordance with Section 5.17 of the Home Rule Charter, the bid of Lion's Gate Security Solutions, Inc., in the amount, of approximately $196,422.00 annually, for regular security service at W. Dale Clark(Main)Library, Milton R. Abrahams Branch, Benson Branch, and Washington Branch and security service as requested at Bess Johnson Elkhorn Branch, Florence Branch, Millard Branch, A. V. Sorensen Branch, W. Clarke Swanson Branch, and Willa Cather Branch for a period of two years, commencing approximately March15,2018 is hereby accepted. Section 2. The bid price, the terms and conditions of which are on file in the City Clerk's office, shall be firm for the two-year term. Lion's Gate Security Solutions, Inc., has on file a current Annual Contract Compliance Report Form (CC-1). As a City policy, the Human Rights and Relations Director will review the Contractor for compliance with the Contract Compliance Ordinance. Section 3. That the Finance Director is authorized to pay for such service from the 2018 and subsequent years Public Library Fund 11111, Organization 117014, Object 42239. Section 4. That this Ordinance, not being of legislative character, shall be in force and take effect immediately upon its date of passage. ORDINANCE NO. 14114140 PAGE 2 INTRODUCED BY COUNCILMEMBER • 4., J4-7. APPROVED BY: ,L� O MAYOR OF THE CITY OF OMAHA DATE PASSED: APR , O 2018 1 ATTEST: • CITY C R gill HE CITY OF OMAHA DATE APPROVED AS TO FORM: • /6e/ate aa.17/6/ DEPU Y CITY ATTORNEY ATE 1001:F Ijmh BID BOND: 5% REVISED JANUARY 29, 2018 Douglas County Purchasing TABULATION OF BIDS ON: CITY OF OMAHA Security Services for Public Libraries Securitas Lions Gate G4S Service Security Security Date of Opening Page 1 Solutions Solutions Services January 24, 2018 USA, Inc. Department As Read in Bid Committee OPL Quantity DESCRIPTION UNIT UNIT UNIT UNIT UNIT UNIT PRICE B PRICE C PRICE B PRICE PRICE PRICE Regular Rate Security Officer Hourly Pay Rate: $13.00 $14.00 $13.00 Hourly Billing Rate: $18.72 • $19.00 $19.98 Total Billable Hours for All Omaha Public Libraries: 10,338 Overtime Rate Security Officer Hourly Pay Rate: $19.50 $14.00 $19.50 Hourly Billing Rate: •$26.21 $19.00 $29.56 Holiday Rate Security Officer Hourly Pay Rate: $19.50 $14.00 $19.50 Hourly Billing Rate: $26.21 • $19.00 $29.56 TOTAL BID: $193,714.56 $196,422.00 $89,865.72 $206,553.24 Minimum hours to be billed per person per shift: 4 2 4 ADDENDUM #1 ACKNOWLEDGED YES -- YES ADDENDUM #1 ACKNOWLEDGED YES -- -- Bid Bond Received: YES YES YES Terms: Delivery: 215 S.15th St. I Omaha,NE 68102 I TEL 402.444.4800 I FAX 402.444.4504 l omahalibrary.org !P Omaha Public • 44'• or Library • .I.M o i Open Your World • • February 14, 2018 G4S Secure Solutions • Mr. Bernie Tobin 11414 W Center Rd. Omaha NE 68144 Bid on "Security Services for Public Libraries,"which opened January 24, 2018. . • Dear Mr. Tobin: . We are not accepting your bid to provide Security Services for the Omaha Public • Libraries due to the fact that another bid has been received for better hourly pay for guards, G4S is$13 and Lionsgate is$14. The higher pay will help with guard retention and consistency. G4S is charging more for overtime and holidays G4S Is$26.21 per hour and Lions gate is$19 per hour. • G4S would cost the Library$5990.40 for 40 hours of training for 8 guards at W. Dale Clark Library and$599.04 for mandatory library orientation.There will be an additional 160 hours of training at three additional libraries: Washington,Abrahams and Benson for $2995.20. • . Within 10 days after a bid is rejected, any rejected bidder may appeal to the City Council by filing with the City Clerk a written objection stating all reasons for the objection. Sinc ely, • • XCLUeeitk_p • Laura Marlene V Library Director . ijrnh . cc: Eric Carlson—Purchasing Agent V • • Elizabeth Butler—City Clerk Members of the City Council V HH DOUGLAS COUNTY REQUEST FOR BID AND BID SHEET ON: CITY OF OMAHA Security Services for Public Libraries RETURN BIDS TO: Published: January 10,2018 Page 1 CITY CLERK 1819 Farnam Street BID BOND OR CERTIFIED CHECK REQUIRED IN THE AMOUNT OF LC-1 Omaha-Douglas CI•vfc Center jili7BQtTt}1T Omaha,NE 68183 BID BOND OR CERTIFIED CHECK SHALL BE MADE PAYABLE TO • "CITY OF OMAHA" NOT AN ORDER Bid Opening Time&Date: 11:00 a.m.CST or Wednesday,January 24,2018 IMPORTANT 1. Bid must be In the office of the CITY CLERK,1819 Famam Street,LC-1, 4. If Federal Excise Tax applies,show amount of same and deduct OMAHA-DOUGLAS CIVIC CENTER,Omaha,NE 68183 Exemption certificates will be furnished.Do not include tax in bid. by the opening date and time Indicated in a sealed envelope marked: BID ON:CITY OF OMAHA Security Services for Public Libraries 5. BID MUST INCLUDE ANY DELIVERY OR SHIPPING CHARGES. 2.As evidence of good faith a bid bond or certified check must be submitted with bid. 6. When submitting bid on items listed,bidder may on a separate sheet,make Bid bond or certified check shall be made payable to"City of Omaha" suggestions covering reduction in costs wherever this is possible Through FAILURE TO DO SO IS CAUSE FOR REJECTION. redesign,change of material or utilization of standard items or quantity change. 3. Right is reserved to accept or reject any or all bids In their entirety and the bidders shall$ 7. If you do not bid,return sheets with reason for declining. Failure to do so will indicate have the right to appeal any decision to the City Council. Right is also reserved to your desire to be removed from our mailing list.TABULATION SHEETS FOR THE BIDS accept or reject any part of your bid unless otherwise Indicated by you. SUBMITTED ARE AVAILABLE ON THE DOUGLAS COUNTY WEBSITE AT www.doualascountvourchasfna.orq. DO NOT CALL FOR THIS INFORMATION. 'Quote your lowest price,best delivery and terms,F.O.B.delivery point on the Item(s)listed below: QUANTITY DESCRIPTION UNIT PRICE EXTENSION Security Services for the City of Omaha Public Libraries • per th.e attached specifications.. • TOTAL BID: i q?l 9Z2.ct�$ 1 • (Bid Bonk$2,500.00) Questions regarding this bid should be sent via email to bidquestions@douglascounty-ne.gov. Vendor must include the bid title and opening date in the subject line. • The deadline to submit questions on this bid is 11:00 a.m.on the Thursday before the bid opening date. All bidders awarded a contract in the amount of$10,000 or more must comply with the Contract Compliance Ordinance and have on tile with the Human Rights&Relations Department the Contract Compliance Report(Form CC-1). This report shall be in effect for 24 months from the date received by the Human Rights&Relations Department. Any questions regarding the Contract Compliance Ordinance should be directed to the Human Rights&Relations Department at(402)444-5055. (PLEASE PRINT-LEGIBLY•OR TYPE) Payment Terms itr C jr% Firm: j , l incorporated in: i!"J`'I� t•i2ri t"i�r� <. �+-,�64,11e Yt� � Delivery(or completion) Name: sue.;',()\-1. 11•11 .rI Signatu 3e calendar days following Title: rye fit l^ie Phone:LtO Z,..243'. ,)3 ^ 7�:LI z 41'5-2 g g1 award Address: lb t; 3 j Street/P.O:Box City.Oi yi 6,11 State ilkZip ice, fr'� Email Address:3'ha.,(13 e,A i��z- Sc1a Ct.rvi � �itf�h 1 •Ct%%Y7 DOUGLAS COUNTY REQUEST FOR BID ON:CITY OF OMAHA-Security Services for Public Ubraries NOT AN ORDER Page 2 BID CLAUSES-TERMS AND CONDITIONS REQUIREMENTS FOR BID BOND: The surety company issuing-the bid bunt should be licensed by the State of Nebraska and listed on the current edition of Circular 570 of the United States Department of the Treasury. A certified check,an official bank check,or cashier's checks drawn on a national bank or a bank chartered under the laws of the state,payable to the City of Omaha,or lawful money of the United States,or a United States Government Bond(negotiable)are acceptable substitutes for bond requirements. LETTERS OF CREDIT AND COMPANY CHECKS ARE NOT ACCEPTABLE SUBSTITUTES FOR A BID BOND AND WOULD BE CAUSE FOR REJECTION OF BID. If a bidder submits more than one bid,only one bid bond is required. Vendor Restrictions: From the date the bid is issued until a determination is announced regarding the selection of the contractor,contact regarding this project between potential consultants/vendors/contractors and individuals employed by the City of Omaha(Omaha)is restricted to only written communication with the person designated as the point of contact for this bid. Once a contractor is preliminarily selected,that contractor is restricted from communicating with Omaha employees with the exception of employees designated to negotiate,discuss or finalize a contract. Violation of this condition may be considered sufficient cause to reject a contractor's proposal and/or selection irrespective of any other condition. Conflict of Interest:Pursuant to Section 8.05 of the Home Rule Charter and all state and local rules,CONTRACTOR assures City of Omaha(CITY)that no elected Official or any officer or CITY employee shall have a financial interest,direct or indirect, , in any CITY agreement. In the performance of this agreement,CONTRACTOR will avoid all conflicts of interests or appearances of conflict of interest. CONTRACTOR will report any conflict of interest immediately to the CITY. CONTRACTOR did not and will not provide any money or other benefit of any kind to any CITY employee in the procuring of, facilitation of,and execution of or during the duration of this Agreement. Drug Free Policy:CONTRACTOR assures City of Omaha that CONTRACTOR has established and maintains a drug free workplace policy. Unavailability of Funding: Due to possible future reductions including but not limited City of Omaha(CITY),State and/or Federal appropriations,the CITY cannot guarantee the continued availability of funding for this Agreement, notwithstanding the consideration stated in this Agreement. In the event funds to finance this Agreement become unavailable either in full or in part due to such reduction in appropriations,the CITY may terminate the Agreement or reduce the consideration upon notice in writing to Contractor. The notice shall be delivered by certified mail,return receipt requested,or in person with proof of delivery. The CITY shall be the final authority as to the availability of funds. The effective date of such Agreement termination or reduction in consideration shall be specified In the notice as the date of service of the notice or the actual effective date of the CITY,State and/or Federal funding reduction,whichever is later. Provided,that reduction shall not apply to payments made for services satisfactorily completed prior to the effective date. In the event of a reduction of consideration,Contractor may caned this Agreement as of the effective date of the proposed reduction upon'the provision of advance written notice to CITY. PAYMENT TERMS:Net 30 payment terms shall apply to all invoices billed to the City of Omaha. Payment of invoice amount will occur within 30 days following receipt of invoice or receipt of goods/services,whichever is later. • SIGN ALL COPIES Firm 1-.1r2 LtCfT11'.sr,c :731C. Title 17 ; s, CONTINUATION SHEET Responsible Contractor Compliance Form RC-1 -,.IA HA, r `i V rot •r • 1. Regulation: 'Off :to Pr;aR``r4° A.Article IV,Division 1 of Chapter 10 of the Omaha Municipal Code thereon require: l.'That all contractors who submit a bid to City of Omaha shall designate a representative who on behalf of the Contractor,shall fill out completely a Responsible Contractor Compliance Form (RC-1): An incomplete.orunsignedRC-1 form will:make.your bid.null and void: 2. Filing this Report(please initial in the boxes below): Contractor agrees that Contractor will not knowingly employ or hire an employee not lawfully authorized to perform employment in the United States and that the Contractor and all sub- • contractors shall use E-Verify to determine work eligibility. Iwo Contractor agrees that Contractor will not knowingly violate Nebraska's Misclassification of Employee law(Neb.Rev.Stat.Section 48-2901 et seq.). ` Contractor agrees that Contractor will not knowingly violate Nebraska's Fair Labor Standards Law-(Neb.Rev:Stat.Section 73-104-et seq.): dim Contractor has not been convicted of any tax violations(local,State and Federal)within the last three years from the date this bid is submitted. ' Contractor has not,upon final determination by the Occupational Safety and Health am Administration,been-convicted-ofa•criminal,repeat,-orwillful violation-of the Occupational Safety and Health Act(OSHA)or been convicted of 3(three)separate"serious"OSHA violations within the past three(3)years. Contractor agrees to make a good faith effort to ensure all subcontractors employed on this project oviir` 'l comply with the provisions of the Responsible Contractor Compliance Form RC-1. 4. / t S' atdre 1 (i '35ate 93 t 5 y signing,I verify on behalf of the Contractor that the information above is true and correct. Filing false ' ormation carries a penalty of up to a$500 fine or six months in jail. In addition,the contractor and sub- contractors can be subject to immediate disqualification and prohibited from any future City of Omaha contract for a period of 10 years. • • SPECIFICATIONS FOR SECURITY SERVICES CITY OF OMAHA PUBLIC LIBRARIES • I. General, This Request for Bid is to select a Vendor to provide unarmed security services for the City of -Omaha,Omaha Public Library(OPL). Services will be provided on a regular schedule to designated OPL facilities and as requested for other designated OPL facilities. OPL anticipates that during the term of this agreement the number of facilities requiring regularly scheduled service or service as requested may change. The specifications describe security services needed for the following facilities: Services are to be provided on a regular schedule at • W. Dale Clark (Main) Library: 215.South 15th Street • Benson Branch; 6015 Binney Street • Charles B.Washington Branch: 2868 Ames Avenue • Milton R.Abrahams Branch: 5111 North 90th Street Services to be provided upon request at other OPL locations: • Willa Cather Branch: 1905 South 44th Street(44th and Center Street) • Bess Johnson Elkhorn Branch: 2100 Reading Plaza • Florence Branch: 2920 Bondesson Street • A.V. Sorensen Branch: 4808 Cass Street • Millard.Branch: 13214 Westwood Lane • W.Clarke Swanson Branch: 9101 West Dodge Road See Attachment A—Facility Descriptions arid Sample Gate Counts It is understood between the parties that the prime purpose of this agreement is that qualified,properly trained,experienced,unarmed,uniformed security officers will be provided to assist in maintaining a safe and enjoyable experience for library patrons and staff according to industry standards and best practices that are suitable or adaptable to the particular needs of the Omaha Public Library system and its individual facilities, in cooperation with City employed police officers where such police officers may be assigned. A pre-bid conference will be held on Thursday,January 18,2018, at 8:30 a.m.at W.Dale Clark(Main)Library,215 South 15th Street,Omaha,NE. Page 1 of 18 • 2. Term Subject to the provisions in Item 14,the term of the security service will be for two(2)years, with the option to extend the agreement for two(2)additional one(1)year periods at the sole option of the City. The initial term shall commence subject to approval via Ordinance by the City Council of the City of Omaha,and subsequent award of a Purchase Order by the City- County Purchasing Agent. 3. Rates Security personnel performing security services at City of Omaha Public Library facilities must be paid at least a minimum hourly rate of$13.00 per hour. The bid must include OPL billing rates and security personnel wage rates for regular time, overtime and holidays; the bid must also include the minimum hours billed per employee per shift. Contractor must bid and furnish all levels of services for each facility as indicated on the Pay Rate sheet(see Attachment C example). Award will be based on"ALL OR NONE" services. Bids without all services bid for each location will not be considered. Billing Rate as set forth in the Pay Rate Sheet shall remain firm throughout the initial term of this agreement and the two(2)optional extensions. OPL does not guarantee a minimum or maximum dollar value for any agreement. 4. Schedules Vendor will provide regular service at W.Dale Clark Library,Benson Branch,Washington Branch,Abrahams Branch,and.service as requested at other OPL facilities relative to each facility's needs and normal days/hours of operation as determined by OPL Board of Trustees. See Attachment B—Schedule of Hours. Security officers must be scheduled so as not to create overtime situations that would be paid by OPL unless pre-authorized by the Library Facilities Representative. Over the term of this agreement,OPL may elect to increase or decrease the number of • regular service hours needed at any facility,or may add or remove library facilities requiring regular service. Any change in the number of regular service hours or library facilities requiring regular security service will be communicated to the Vendor by OPL at least ten (10)days before the effective date of the change. Vendor shall respond as necessary to accommodate extra duty hours as may be requested by OPL for special and/or emergency events at any OPL facility. OPL will make every effort to provide twenty-four(24)hours advanced notice when additional security service is required. Payment for these services shall be invoiced according to the Pay Rate sheet included in the proposal. • Page 2 of 18 Holiday Schedule. No security service will be required on designated observed holidays,except for noted exceptions. OPL's official schedule of Holiday and closing dates will be provided to the Vendor each year of the term of the agreement and as updates are approved by OPL Board of Trustees and will be similar to the following: • New Year's Day • Independence Day • Martin Luther King Day • Labor Day • Presidents'Day • Columbus Day • Easter Sunday • Veterans'Day • Staff Day Retreat(Arbor Day) • Thanksgiving Day" and the day after • Memorial Day • Christmas Day • Any other day the Omaha Public Library Board of Trustees elects to close the Libraries. *Exception: W. Dale Clark Library is typically open to the public for two (2)hours on the evening of Thanksgiving Day during a public community event and will require security services. No security services will be required on days when OPL does not open because of an emergency shutdown of operations as declared by the Mayor of the City of Omaha, or if OPL is closed by OPL Board of Trustees, or if facility maintenance issues prevent a facility from opening to the public. OPL will provide Vendor as much advance notice as possible for these occurrences. If a library facility is closed before its scheduled closing time due to an emergency(e.g., inclement weather or facility maintenance issue),Library Facilities Representative will notify Vendor to modify or cancel security services. 5. Services Required The following is a general,but not complete, list of duties that will be required of security officers: Perform roving security patrols as directed throughout the designated areas within the library facility,parking areas,and other exterior areas of library premises. Initiate and assist library staff in ensuring patron compliance with library policies,rules of conduct, and acceptable standards of public behavior; intercede and deescalate disruptive behaviors. Follow established procedures to prevent theft,damage and destruction of library circulation materials,other library property,and staff and patrons' personal property. Deter or protect against violations of local/state/federal laws;contact appropriate authorities for assistance as needed. Page 3 of 18 • Observe and report to OPL management any damage to property or hazardous conditions; take appropriate action where necessary to eliminate immediate hazards. Provide appropriate assistance and contact emergency response authorities for law enforcement,medical or fire emergencies;assist library staff in directing patrons during emergency situations. Issue warnings to inappropriately parked motor vehicles and bicycles;contact appropriate authority if towing a vehicle is required. Observe,investigate and report or take action on issues related to motor vehicles,such as vehicle break-ins,unauthorized parking,driving the wrong direction,etc. Arm and disarm burglar alarms,emergency door alarms,etc., as directed. Lock and unlock secured areas of the facility as directed;prevent unauthorized access to secured areas of the facility. At closing,assist in making sure building is locked and secure. Ensure all staff are out of the building and to their vehicles. Confiscate abandoned property for appropriate retention or disposal. Notify staff of visitors;escort visitors or vendors into non-public areas of facilities as requested. Use video surveillance system(where such system is installed)to assist monitoring facilities and produce still or video images when needed. Complete daily activity reports,incident reports and other documents as required. May testify in court about incidents that occur on library property. 6. Requirements of the Vendor Subcontracting will not be allowed. Vendor shall furnish qualified,properly trained,experienced,unarmed,uniformed security officers to perform security services at the designated facilities of Omaha Public Library according to industry standards and best practices that are suitable or adaptable to the particular needs of the Omaha Public Library system and its individual facilities.Vendor is adjudged to have sufficient knowledge and experience in this field to comprehend the physical requirements necessary for this project. Vendor shall ensure hiring,training,and administration of motivated and professional employees that meet or exceed the minimum standards of Vendor and OPL. Page 4 of 18 • Clearance and Background Check: Vendor will ensure that each security officer has been subjected to and has passed a criminal background check before he/she is eligible to be employed under this agreement. Security officers must have no felony convictions,nor any convictions of any misdemeanor involving child abuse or neglect. Vendor shall be responsible for the direct supervision of the security officers through its designated representative. Vendor's personnel will not be disciplined by City officials. Vendor's supervisor will be alerted as to any problems concerning the Vendor's personnel. Vendor's supervisory personnel must be available at any time that security officers are on duty at any Library facility. Vendor will provide Library Facilities Representative with contact name(s)and accurate telephone number(s)for reporting problems or requesting emergency services. Vendor's designated supervisor will meet as needed with the Library Facilities Representative and/or Designated Branch Representative to ensure that OPL receives services in compliance with this agreement. For each security officer assigned to services for OPL,Vendor shall provide to Library Facilities Representative the security officer's name,number of years of employment with Vendor,and number of years' experience in protective services field of work. OPL may decline the services of any security officer at any time,and Vendor must replace the security officer within two-(2)hours of a verbal notice to Vendor at no additional cost to OPL. OPL will provide Vendor a written account of the cause for declining the services of a security officer within fifteen(15)business days to commence from the date of the verbal notice. Vendor shall provide each security officer all uniform and personal equipment needed, including name badges,and ensure that security officers wear the prescribed uniform according to approved standards at all times while on duty. Vendor will be responsible for the costs associated with the loss or unauthorized use of City- issued keys;and access cards;the loss,damage,or unauthorized use of City-issued equipment. Training: Vendor will provide summaries of pre-assignment training,task-specific training, formal continuous training,including frequency,any certification and recertification process, and supervisor development training and credentials(ATTACH AS ATTACHMENT D). Information should include topics that relate to customer service,diversity,preventing discrimination and harassment,conflict management,ethics and conduct,reporting writing, basic first aid and CPR. Annual updates of employee training programs in place to support this project will be required. Page 5 of 18 • • Personnel Records: Vendor shall maintain personnel records for each security officer assigned to OPL for as long as the security officer is employed by Vendor,and for one(1)year after termination: • • ' Results of pre-employment personnel interviews • Pre-employment physical examination • Verification of security clearance • Verification of required educational background • Summary of personal history,including past employment and military service • Training records 7. Orientation and Assignments Start-up Orientation: At the start-up of this agreement,an orientation will be scheduled for the Vendor's security officers who will be initially assigned to library facilities and their supervisor(s). Security officers who do not attend this start-up orientation shall not be assigned to any library facility.If a security officer will be subsequently assigned to any library facility other than the main library,additional orientation will be required at that facility under the direction of the Designated Branch Representative. Orientation.after.Start-up: After the start-up orientation has occurred,before assigning any security officer for duty for the first time, Vendor will schedule a minimum of four(4)hours of orientation;the orientation will take place at W.Dale Clark Library under the direction of Library Facilities Representative and/or Designated Branch Representative and/or a security ` officer with experience providing service at W.Dale Clark Library. If the security officer will be subsequently assigned to any other branch,additional orientation will be required at that facility under the direction of the Designated Branch Representative. Reorientation: Any previously assigned security officer absent from duty from OPL for more than one hundred eighty(180)days will require a minimum of one(1)hour of reorientation under the direction of Library Facilities Representative and/or Designated Branch Representative and/or a security officer with experience providing service at W. Dale Clark Library. For an absence of more than one(1)year,OPL will require two(2)hours of reorientation under the direction Library Facilities Representative and/or Designated Branch Representative and/or a security officer with experience providing service at W.Dale Clark Library. OPL Facilities Representative may waive any reorientation requirement verbally or in writing when such action is in the interest of the OPL. Trainees: Vendor's trainees assigned to OPL facilities with the intent of being subsequently assigned at an OPL facility must follow the orientation requirement in Item 7;any other Vendor trainee may not be assigned without prior notice to Library Facilities Representative, not assigned for periods longer than four(4)hours,and no more than one(1)trainee at a time. Excessive use of OPL facilities as a"training experience"that provides no ongoing benefit to OPL will result in denial of such use. • Tardiness.Absentees and Substitutes: Vendor will notify the Designated Branch Representative by phone when a security officer will be reporting for duty past the scheduled start time. If the assigned security officer or a qualified substitute has not reported within thirty (30)minutes after the scheduled start time,liquidated damages may apply. Page 6 of 18 Vendor will notify the Designated Branch Representative by phone followed by an email to Designated Branch Representative and Library Facilities Representative when a regularly scheduled security officer will be absent and replaced by a qualified substitute security officer. • At the W.Dale Clark Library,security officers assigned as substitutes for shifts that include opening and/or closing duties must be officers with adequate experience with opening and/or closing duties as determined by the Designated Branch Manager or Library Facilities Representative. A qualified substitute is considered to be one who has previously received orientation at W. Dale Clark Library. Vendor must receive approval from the Designated Branch Representative or the Library Facilities Representative before assigning a substitute security. officer who has not received the appropriate orientation. OPL or its representative may verbally or in writing waive any substitution requirement when such action is in the interest of OPL. 8. Qualifications of Security Officers All security officers assigned to work under this agreement must be persons of mature judgment and deportment,possess a high degree of discretion,and be able to maintain appropriate professional decorum with staff and patrons without sacrificing excellent customer service skills. In addition, security officers assigned must meet the following requirements. OPL or its representative may waive in writing any personnel employment requirement when such action is in the interest of the OPL. Vendor shall request such waivers in writing: Legal resident of the United States. High school diploma or a passing grade for the General Education Development (GED)examination. No felony convictions,nor any convictions of any misdemeanor involving child abuse or neglect. Minimum of one(1)year of experience in performing the duties of a security officer patrolling on foot;prefer security work experience that includes significant interactions with the public. Possess suitable aptitude and motivation,as determined by personal interview and on-the- job performance for security and law enforcement. Strong,energetic,physically coordinated and well-proportioned in height and weight; fully capable of performing work requiring moderate to arduous physical exertion under either normal or emergency conditions: Able to stand and walk for the duration of a four to eight(4 to 8)hour shift;able to walk fast and run at least one hundred(100)feet occasionally;able to walk up and down one to five(1 to 5)flights of stairs frequently(W.Dale Clark Library has six(6)levels);able to lift up to 100 lbs. occasionally. Page 7 of 18 Possess normal fields of vision(correctable to 20/20)and depth perception;able to hear ordinary levels of conversation at fifteen(15)feet with either ear,with or without benefit of a hearing aid. Free from communicable disease;free from drug or alcohol dependency or abuse; non-smokers are preferred,but not mandatory. Able to follow written and verbal instructions,work independently,be proactive within established guidelines,and optimize service to the assigned Library facility. Able to prepare legible,coherent,and comprehensive daily activity reports, incident reports, and other documentation using proper format,punctuation,spelling,and grammar. Able to identify persons by facial recognition and other identifying features. Able to demonstrate courtesy and professionalism in the performance of duties;able to maintain composure and self-control in stressful, intimidating,or threatening situations. Aptitude for learning and using office technology and electronic equipment(i.e.,mobile phone,digital camera,desktop computer system with video monitoring software, photocopy machine, security alarm panel, door alarms,etc.). 9. Performance Standards Security officers must be well groomed,properly uniformed(including name badge),and maintain a professional appearance.. Security officers must demonstrate courtesy and professionalism in the performance of duties and be able to maintain composure and self-control in stressful, intimidating,or threatening situations. Security officers must be present and prepared to begin duty on time and may not leave prior to the end of the scheduled shift or prior to relief security officer coming on duty. Repeated tardiness may result in the removal of the offending security officer from providing security services at library facilities. Security officers are considered to be on duty for the duration of the shift,including authorized relief periods,and may be called upon at any time during the shift, including authorized relief periods. Security officers shall be capable of and expected to coordinate with each other in the daily activities,incident reporting and necessary follow-up,and to assist with orientation and training of new security officers who may be assigned. Security officers' duties are limited to the premises of the Omaha Public Library,which extends to the exterior property line; security officers may not leave the premises during authorized relief periods without the explicit consent of the Designated Branch Representative or designated person in charge. Page 8 of 18 • • Reading of non-job-related materials(books,magazines,newspapers,etc.),use of personal cell phones,and listening to portable media players is prohibited,unless during authorized break periods. Security officers shall be familiar with: The OPL security officer's manual and OPL post orders and procedures(subject to updates as needed). The floor plan,property boundaries,and security protocol of the assigned facility. OPL policies,rules of conduct,ban and bar offenses,and penalties. Daily activity report and incident report documentation. Review daily activity reports, incident reports,ban and bar logs to be informed of issues within the library. Comply with OPL policies,rules of conduct,and official directives to which OPL staff are also subject,including but not limited to: • Library privacy policy. Parking policy(parking on the premises of the W.Dale Clark Library is restricted; alternative parking is at the expense of the individual). Established food and beverage policy(allowed in designated areas only). No smoking policy(The Nebraska Clean Indoor Air Act of 2008 requires indoor workplaces in Nebraska to be smoke-free as of June 1,2009). Referring all news media or legal inquiries to the designated OPL spokesperson or designated representative without making any unauthorized statements. Assist in the orientation and training of security officers for all OPL facilities. OPL's judgment as to acceptable performance will be based on consistent appropriate behaviors and responses to the needs of OPL. 10. Equipment and Supplies Equipment and supplies provided by City of Omaha Public Library may include keys, access cards,mobile phone,two-way radio,daily activity report binder,report forms, digital camera,and other items related to providing service for OPL;all items will be used solely for purposes related to library security and must remain at OPL facilities. Vendor will be responsible for all costs associated with lost or misplaced keys and unauthorized duplication of keys;misused,damaged or lost equipment;and unauthorized use of library equipment. Page 9 of 18 • 11. Security of Premises Proper security precautions shall be maintained at all times. Security shall be a responsibility of all Vendor personnel working in OPL facilities;protection of the facility and all property must be of concern to all Vendor personnel. Failure to follow security requirements will be reported to the Vendor supervisor and may result in the denial of access to the facility. Security Alarm System: All library facilities are equipped with a security alarm system and emergency exit alarms. Proper security protocol must be followed when entering and leaving facilities. Anti-theft System: Most library facilities are equipped with magnetic detection systems to assist in the prevention of unauthorized removal of library materials. Proper security protocol must be followed when the system alarm is activated. Unauthorized persons are not allowed to enter or remain in library facilities when the library is closed to the public;proper security protocol must be followed when unauthorized persons are present. Lost or misplaced keys and access cards must be immediately reported to the Designated Branch Representative and/or Library Facilities Representative. Existing or potential security issues(unlocked doors,broken locks,vandalism,etc.)and safety hazards must be reported to the Designated Branch Representative and reasonable precautions must be taken to prevent a breach of security or an accident. 12. Performance Evaluation Designated Branch Representatives will observe and evaluate the effectiveness of security officers' performance as related to the particular needs of OPL and its individual facilities and report to the Library Facilities Representative. Reports may include proper attention to or neglect of duties, satisfactory or unsatisfactorily performance,following or not following proper procedures,acceptable or unacceptable behaviors,etc. Vendor should direct any questions or concerns to the Library Facilities Representative. Issues may be addressed between Library Facilities Representative and Vendor by • telephone,email,written correspondence,and/or regularly scheduled meetings. Library Facilities Representative can require the immediate removal from any OPL facility any of Vendor's personnel deemed incompetent or detrimental to the best interest of the services performed for OPL.Vendor will be provided a written account of the cause for declining the services of a security officer within fifteen(15)business days to commence from the date of the verbal notice. Any disagreement over whether services were performed or whether they were performed in a satisfactory manner will be settled by Vendor's designated representative and OPL's designated representative. • Page 10 of 18 • 13. Liquidated Damages Unsatisfactory Performance: If Vendor fails to perform satisfactorily under the terms of this agreement,which also includes following Library policy and procedures,the OPL security officer manual and post orders,or otherwise fails to perform duties in a satisfactory manner,OPL will notify Vendor in writing,or verbally followed by written notice,of any issues regarding unsatisfactory performance to allow Vendor to correct those issues. More than one(1)such failure will result in a written Notice of Unsatisfactory Performance and a 2%discount for the bill for that facility for that month;more than two(2)such failures will result in a written Notice of Unsatisfactory Performance and a 10%discount;more than three(3)such failures will result in a written Notice of Unsatisfactory Performance and relieve OPL of any obligation for payment for service at that location for that month. Upon a third written Notice of Unsatisfactory Performance from OPL in any one(1)year period or less,OPL may terminate its agreement with Vendor. Any disagreement over failure to perform will be settled by Vendor's designated representative and OPL's designated representative. Tardiness and Absenteeism: If an assigned security officer or a qualified substitute has not reported within thirty(30)minutes after the scheduled start time, such tardiness shall result in a deduction of two(2)times the daily cost for the security officer's service at that facility. If a security officer leaves his/her assigned duty prior to the end of the scheduled shift or prior to relief security officer coming on duty,such absenteeism shall result in a deduction of two(2) times the daily cost for the security officer's service at that facility. Failure to report for duty as scheduled shall result in a deduction of three(3)times the daily cost for the security officer's service at that facility. 14. Termination of Services If Vendor fails to properly fulfill its obligations under this agreement,or otherwise violates any provision of the agreement,OPL may terminate the agreement. Prior to terminating this agreement,OPL shall give Vendor thirty(30)days written notice of such termination. Upon a third written Notice of Unsatisfactory Performance from OPL in any twelve(12) month period or less, OPL may terminate its agreement with Vendor. In the event of termination,OPL reserves the right to go to an alternate Vendor or rebid the project. • 15. Invoicing At the start of each month Vendor must submit an invoice for services completed in the prior month. The invoice is to be itemized by facility and include: • Page 11 of 18 •Dates of service •Daily hours per officer separated by regular,overtime,and holiday • Subtotals of regular,overtime,and holiday hours • Subtotal of amount due per regular,overtime,and holiday rates • Grand total of amount due All invoices for services performed within each calendar year must be submitted no later than ten(10)days after the end of the calendar year. Send invoices to: Omaha Public Library Attn: Facilities Office 215 South 15th Street Omaha,NE 68102 16. References Bidder must provide in the proposal references from two(2)or more installations comparable in size to the City of Omaha Public Library System for which the bidder currently provides unarmed security services that requires patrolling on foot and interacting with people. Bid will not be considered if references do not meet this requirement. Bidder must also provide at least five(5)additional references. Reference information must include the name of the firm, address,phone number(s)and contact person. ATTACH AS ATTACHMENT E. 17. Indemnity and Hold Harmless The Vendor shall indemnify and hold harmless the City and its agents from all,claims arising out of Vendor's performance or non-performance of the services. 18. Terminology Designated Branch Representative—Branch managers of individual OPL facilities or,in their absence,the designated Person In Charge(PIC) Library Facilities Representative—OPL Facilities Supervisor or OPL Senior Manager of Building and Operations 19. Attachments hi addition to the Pay Rate Sheet(see Attachment C example),Vendors must submit the following requested attachments. • Attachment.D: Training Summaries • Attachment E: References Page 12 of 18 ATTACHMENT A—Facility Description and Sample Gate Counts Facility Description Gate Count (sq ft.is approximate). December • 2016 Y-T-D W.Dale Clark 124,294 sq,ft.;Six levels(including 362,183 215 South 15 Street elevator penthouse) Milton R.Abrahams Branch 20,308 sq.ft.;One level 212,356 5111 North 90 Street Benson Branch 16,800 sq.ft.;Split-level main floor plus_ 112,999 6015 Binney Street basement Bess Johnson Elkhorn Branch 8,200 sq.ft.;One level 103,900 2100 Reading Plaza Florence Branch 7,127 sq.ft.;One level;within the 62,269 2920 Bondesson Street Florence Community Center Millard Branch 33,850 sq.ft.;One level 13214 Westwood Lane 364,283 W.Clarke Swanson Branch 24,990 sq.ft.;Two levels 120,679 9101 West Dodge Road A.V.Sorensen Branch 6,600 sq.ft.;Second floor of the A.V. 73,504 4808 Cass Street Sorensen Community Center Charles B.Washington Branch 16,174 sq.ft.;One level 2868 Ames Avenue 177,667 Willa Cather Branch 10,540 sq.ft.;Main floor plus basement 112,839 1905 South 44 Street • • • • Page 13 of 18 • ATTACHMENT B—Schedule of Hours Service at W.Dale Clark Library is to be provided by a security officer on a regular schedule and is subject to changes. These hours are estimates only, subject to holidays,emergency.closings (Item 4),and extra hours due to special events. OPL does not guarantee a minimum or maximum number of hours for any agreement. Start End Hours/Day Hours/Week Hours/Year Monday-Thursday 0700 2030 13.5 54.0 2,808 Friday 0700 1830 11.5 11.5 598 Saturday 0900 1830 9.5 9.5 494 Sunday 1200 1830 6.5 6.5 338 Total Regular Hours 81.5 4,238 Extra hours for special events at any Library Facility ; , ' 100 Total Regular Hours 4,338 OPL facilities other than W.Dale Clark.Washington,Benson and Abrahams Libraries will receive services only as requested pursuant to Items 1 and 4 of these specifications. Service at Washington Library is to be provided by a security officer on a regular schedule and is subject to changes. These hours are estimates only, subject to holidays,emergency closings(Item 4),and extra hours due to special events. OPL does not guarantee a minimum or maximum number of hours for any agreement. Start End—' Hours/Day Hours/Week Hours/Year Monday—Wed 1400 2030 6.5 19.5 1014 Thurs-Friday 1400 1830 4.5 9.0 _ 468 Saturday 1400 1830 4.5 4.5 234 Stunmer Hours June- 1200 1400 2 12.0 144 August 12 weeks Total Regular Hours 45sum 33reg 1860 Total Regular Hours 1860 OPL facilities other than W.Dale Clark,Washington,Benson and Abrahams Libraries will receive services only as requested pursuant to Items 1 and 4 of these specifications. Page 14 of 18 Service at Benson Branch Library is to be provided by a security officer on a regular schedule and is subject to changes. These hours are estimates only,subject to holidays,emergency closings (Item 4),and extra hours due to special events. OPL does not guarantee a minimum or maximum number of hours for any agreement. Start End Hours/Day Hours/Week Hours/Year Tuesday-Thursday 1400 2030 6.5 19.5 1014 Friday and Saturday 1400 1830 4.5 9.0 468 Summer Hours June- 1200 1400 2 10 120 August 12 weeks Total Regular Hours 41.5sum 31reg 1758 Total Regular Hours 1758 OPL facilities other than W.Dale Clark, Washington,Benson and Abrahams Libraries will receive services only as requested pursuant to Items 1 and 4 of these specifications. Service at Abrahams Library is to be provided by a security officer on a regular schedule and is subject to changes. These hours are estimates only,subject to holidays,emergency closings(Item 4), and extra hours due to special events. OPL does not guarantee a minimum or maximum number of hours for any agreement. Start End Hours/Day Hours/Week Hours/Year " Monday Thurs 1400 2130 7.5 30 1560 Friday and Saturday 1400 1830 4.5 9 468 Sunday 1400 1830 4.5 4.5 234 Summer Hours June- 1200 1400 2 10.0 120 August 12 weeks Total Regular Hours 49.5 sum 39.5reg 238 Total Regular Hours 238 OPL facilities other than W.Dale Clark,Washington,Benson and Abrahams Libraries will receive services only as requested pursuant to Items 1 and 4 of these specifications. • Page 15 of 18 ATTACHMENT C—Example Pay Rate Sheet • Security personnel performing security services at City of Omaha Public Library facilities must be paid at least a minimum hourly rate of$13.00 per hour. OPL does not guarantee a minimum or maximum dollar value for any agreement. A. Rates Security Officer Extension Hourly Pay Hourly Billing (Hourly Billing Rate Rate Units* Rate x Units) Regular Rate $ f t:O $ 4,338 $ ' 2,) Overtime Rate $ itia O $ f 9.©6 100 $ 1 q o�3 Holiday Rate $ lg,v.6 $ 1trig) 8 $ !, TOTAL(Please put this amount on Paje 1 of the Bid Sheets: $ 3q,5z2 * Units are estimates only. OPL does not guarantee a minimum or maximum number of hours for any agreement. B. Minimum hours to be billed per person per shift: NOTE:the contract will be awarded upon the total price as based upon a correct summation of the products of the units multiplied by the bidder's stated unit prices. Page 16 of 18 ATTACHMENT D TRAINING SUMMARIES C-e rs:\ Asia/A -6D --ry8(;0 itj 'S his Rloor.?r tio 9- ors L r e E A--z› 5,_c_t_ozob Page 17 of 18 ATTACHMENT E REFERENCES VENDOR NAME: i c s't LivA S Vendors are expected to provide three(3)references which should include the below listed contact information. References will be used to determine if a vendor is qualified based on equipment owned or leased by vendor,manpower available to vendor,and prior work performance for the City of Omaha or existing business clients of vendor. Every submitted bid must include the completed reference sheet to facilitate bid evaluation. This is a requirement that will not be waived. 1. 'Name of business O )/14t e 4 Q—;c vv' (-) c-vc Address t 2OcOt.t�} S c Contact person ]��,�y� Lt t„tt c Telephone number: (/02' (arz, Email address . ' ^ ) G) � 2. Name of business C)nna a.S- a C rs Address L/L 2 Off: Contact person 442... elephv na���be�: 5 kc, � 1� ; �, �c► ), j t e�n Ai 1v &A.09� • Email address w141).t)Wt4 �1c? S �vvi C1AQ SpiS C.r__5E41 3. Name of business C)yvl A \' c e-c Address 3 23C�+ 9)Li. _- {'�_c yyi ojr\a, �� �8 ` it • Contact person a!/l ✓l IA0,1... Telephone number: O 2 — 551..222.2 Email address- �N t� S tri p+.a C. ��r.i-ze,t,l`5 .0 J l Page Wof 18 ORDINANCE NO. 1411/40 • Item Submitted By: Lori Monjarez-Hill Department: Library , Council Meeting Dates: First Reading: March 20, 2018 Second Reading and Public Hearing: March 27, 2018 Third Reading: April 10, 2018 An ordinance that, as recommended by the Mayor, in accordance with Section 5.16 of the Omaha Home Rule Charter, the Omaha Public Library is hereby authorized to approve a bid from Lion's Gate Security Solutions, to provide security services for ten public libraries (W. Dale Clark Library, Milton R. Abrahams Branch, Benson Branch, Bess Johnson Elkhorn Branch, Florence Branch, Millard Branch, A.V. Sorensen Branch, W. Clarke Swanson Branch, Charles B. Washington Branch, and Willa Cather Branch), in accordance with the best bid submitted meeting specifications for a period of two years, with two one-year options to extend, from March 15, 2018 through March 14, 2020, commencing upon approval; to authorize annual payments of approximately $196,422.00; to provide an effective date; and that, the Finance Department is authorized to pay the $196,422.00 cost thereof from the Library's General Fund 11111, Organization 117014, Object 42239, year 2018 expenditures. PUBLICATIONS 1 PUBLICATION OF HEARING: 3— a3- I 6 PUBLICATION OF PASSAGE: - 19- f% Presented to City Council April 10, 2018 APPROVED 7-0 Elizabeth Butler City Clerk