ࡱ> { bjbjzz  VIBBBBBT.|~H(%(%%%*'^(T)h=G?G?G?G?G?G?G$JLJcGB)*'*'))cGBB%%48Hh,h,h,)^B%B%=Gh,)=Gh,h,eAIC%ҕ'*B)GNH0~H5BM*M0ICMBIC))h,)))))cGcGh,)))~H))))M))))))))) :  Request for Quotations Personal Services Unarmed Security Guard Services Oregon Institute of Marine Biology Quotations due by: March 29, 2013; 5:00pm Contact: Clark Hansen Phone: 541-346-2979 Fax: 541-346-0947 Email:  HYPERLINK "mailto:clarkh@uoregon.edu" clarkh@uoregon.edu Department: Police Department Address: 1230 University of Oregon, Eugene OR 97403-1205 Submittal Instructions: Enter the requested information on the Request for Quotations (RFQ) form, print and sign it. Prepare your complete response, including the RFQ form and any additional documents. Submit the complete response via email, facsimile or US mail to the department contact noted above. General Information: The State Board of Higher Education acting by and through the University of Oregon on behalf of the Police Department (University) is issuing this RFQ for the procurement of personal services as described in the Scope of Work section below. Use this form to submit your signed quotation pursuant to the submittal instructions by the date and time shown above. Additional documents may be included as part of the response, provide all documents in Word format. If you do not use this form your quote may be deemed non-responsive. If you do not sign this Request for Quotations form or submit it to University by the due date and time, your quote will be deemed non-responsive and will not be considered for award. By providing a quote in response to this RFQ, Contractor agrees to the terms and conditions contained in this RFQ and further agrees to the Personal Services Contract Standard Contract Provisions found at  HYPERLINK "http://pcs.uoregon.edu/content/forms" http://pcs.uoregon.edu/content/forms. Any contract resulting from this RFQ will be subject to the Personal Services Contract Standard Contract Provisions. Quotations submitted that contain any exceptions or modification to the terms and conditions contained in this RFQ or the Personal Services Contract Standard Contract Provisions, may be deemed non-responsive by University in its sole discretion. If modifications to the Personal Services Contract Standard Contract Provisions are requested the sections and specific modifications must be provided. Separate terms to replace the Personal Services Contract Standard Contract Provisions in its entirety will not be considered. Quotes submitted in response to this RFQ will be retained by the University for the required retention period and made a part of the file or record that will be open to public inspection. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each page containing such information with the following legend: TRADE SECRET. The Oregon public records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies unless the public interest requires disclosure in the particular instance. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire response to this RFQ marked as trade secret is unacceptable, and all parts of such quote will be deemed available for public disclosure.  FORMCHECKBOX  Insurance Requirements: If checked, the specified insurance is required for any contract resulting from this RFQ. See Attachment D included in this RFQ, Personal Services Contract Insurance Requirements.  FORMCHECKBOX  Additional Terms and Conditions: If checked, this quotation is subject to additional University terms and conditions attached and titled:  FORMTEXT       Unarmed Security Guard Services  Oregon Institute of Marine Biology Background: The University of Oregon is seeking quotes from qualified Contractors to provide uniformed security patrols at the Oregon Institute of Marine Biology (OIMB) facilities located in Charleston, Oregon. OIMB is located on approximately 110 acres of land in the Coos Head area of Charleston, Oregon, with address of 63466 Boat Basin Road, Charleston, OR 97420. Additionally, OIMB controls a protected estuarine reserve of several acres located a short distance from the main campus. Currently OIMB is the workplace of several permanent faculty members and a number of graduate students. In addition to year-round faculty and graduate researchers, the facility undergraduate classes in the Spring, Summer and Fall. OIMB hosts visiting classes from other colleges and universities, educational groups from a wide variety of organizations, and visiting researchers from around the world. Most of these individuals reside in on-campus housing while they are visiting. OIMB also regularly hosts symposiums and conferences at the facility. More recently, OIMB has expanded its campus with land acquisitions and the Charleston Marine Life Center, a public museum and aquarium, currently under construction. Scope of Work: Contractor shall provide unarmed uniformed security services in and around the OIMB facility or as otherwise indicated per site specifications. Contract security personnel will provide a variety of services from 2300-0700 hours, 7 days per week, implementing the Universitys security objectives according to policies and procedures which may include, but are not limited to, the following general tasks: Roving patrols of interior and exterior building areas Incident and daily operating reports Responding to building intrusion detection systems Responding to alarms and fire detection equipment Responding as necessary to support other life safety duties as identified in post orders and standard operating procedures Maintaining keys and providing building access to students and others as needed Providing building access to late-arriving visitors by prior arrangement Contacting unknown subjects to confirm they are authorized to be on the property Other specific tasks as required Shift hours may be altered to meet the security needs of University and OIMB. Contractor shall respond as necessary to accommodate additional duty hours as may be requested by the University. Security personnel shall not be in the possession of any firearms while on University owned or controlled property. Contractor shall provide appropriate and necessary management and supervision for all Contractors employees and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance with Contractors rules and regulations, as well as any other policy established by the contracting parties. Contractor shall develop a comprehensive set of Post Orders documenting both general procedures as well as site-specific responsibilities. Post Orders shall be prepared, reviewed and approved by representatives from OIMB and the University of Oregon Police Department (UOPD) prior to the commencement of the contract. All security officers will be required to read and verify they understand the Post Orders and at minimum, shall be tested during the on-the-job training (OJT) training period or annually or more frequently during site inspections. Contractor shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both Contractors and the Universitys standards. Contractor shall agree to remove from the site, whenever required to do so by the University, any employee considered by the University to be unsatisfactory or undesirable to the University, subject to any applicable laws. Contractor shall administer all billing relative to this contract. Uniforms and Equipment: The Contractor shall furnish all uniforms for assigned security personnel. The uniforms should include nametags, duty belts, badges (if applicable) and patches which clearly identify the Contractors company. Uniforms will be of a consistent color, appearance and in good condition. Equipment to be supplied by the contractor should include: Radios and/or cellular phones, as necessary Flashlights Personal defense weapons (expandable baton, OC spray, etc.) Qualifications: Contractor shall meet and maintain all licensing requirements for Private Security Providers as established by the Oregon Department of Public Safety Standards and Training (DPSST). Submittals: Company History and Organization Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project. Management Approach Describe in detail how your company will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the project. Indicate the support staff available to this project manager by function. Respondent must include an organization chart depicting the structure of the local servicing office. Operational Approach Describe the operational deployment for this position. Will officers operate independently, or will your company employ a centralized command/dispatch (maintaining communication via radios or cell phones)? Describe how officers in the field will contact law enforcement to report an emergency and/or contact representatives from the University, if necessary. Personnel Scheduling and Backfill Describe the system which will be used to schedule and assign security personnel to the project. How will the company confirm that officers have arrived at the start of each shift and how will backfill occur in the event of unexpected absence? Personnel Selection Process Describe how recruitment and selection of security personnel is accomplished. All personnel and supervisors provided under this RFQ must be thoroughly trained, experienced and qualified to perform the work to which they are assigned. Respondent shall have a documented employment process which shall include application, interview, drug testing and background check phases. A written description of the respondents employment process and qualifications is to be included in the response. Development and Retention of Personnel Describe your companys succession planning and development of officers, supervisors and managers. Describe methods and initiatives designed to promote employee retention. Total Quality Management Program Outline administrative controls, plans and process to monitor and assure contract compliance of security services. Include methods of quality control, contract administration, audits, management inspection programs, conduct and job performance standards, corrective action and follow-up reporting. Price Quote and Invoicing Provide billing rates for each of the following: One (1) Security Officer, 2300-0700 hours, 7 nights-per-week Any applicable supervision and management costs Include overtime policies, holiday policies and rates. Propose invoicing frequency and procedures and applicable discounts. Explain how discounts will be applied for different payment terms. Training Programs Describe in detail the training programs in place to support this project. Include the following: Pre-Assignment Training Job and Task Specific Training (OJT) Formal Continuous Training Annual Training and Recertification Training specific to any personal defense weapons carried by security officers How you measure the success of your training program Describe the manner in which your company documents training (paper records, on-line, web accessible, etc.). Computer Management System Describe productivity and technology applications utilized to enhance and improve business processes, integration of scheduling, payroll and billing systems or other benefits of computerization. Summarize how such systems will benefit the University. Transition Plan Submit a projected transition plan for implementation if awarded the contract to include tasks and time frames to complete implementation. Include a list of all individuals assigned to your transition team with current contact information, telephone numbers and e-mail addresses. References Provide at least three client references whose facilities are comparable in industry, size and scope to the University site. Include client name, address, contact person, contact number and e-mail address. Additional Capabilities Indicate features or programs not covered elsewhere in in the responses which are offered to enhance your firm s ability to effectively manage this project. Contractor s Proposed Statement of Work (SOW) Details To streamline the quote and contracting review process, fill in the SOW details below. Project Name:  FORMTEXT       Contractor Full Legal Name:  FORMTEXT       Contract Term:  FORMTEXT       Proposed Start Date:  FORMTEXT       Proposed End Date:  FORMTEXT       Price Quote for Services:  FORMCHECKBOX Fixed Fee:  FORMTEXT        FORMCHECKBOX Variable Fee  Define Structure (ie. Rate per hour or per deliverable):  FORMTEXT       Maximum Not to Exceed: $ FORMTEXT       Deliverables: Contractor will provide to University the following deliverables: No.Description of Deliverables/Tasks/MilestonesResponsible PartyDue Date or Estimated DurationFee/Rate 1. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  2. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  3. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  4. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  5. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  6. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  7. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  8. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT   FORMTEXT  9. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  10. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT   Additional Expenses:  FORMTEXT       FORMTEXT       Unarmed Security Guard Services  Oregon Institute of Marine Biology Quote for Requested Scope of Work to be Completed by Contractor Check all items applicable to this Request for Quotation:  FORMCHECKBOX  Response/Informal Proposal included with submittal includes the following: X  FORMTEXT Completed Contractor's Proposed Statement of Work (SOW) Details form  FORMCHECKBOX   FORMTEXT [INSERT TYPE OF SUBMITTAL, IE. REFERENCES, QUALIFICATIONS]  FORMCHECKBOX   FORMTEXT [INSERT TYPE OF SUBMITTAL, IE. REFERENCES, QUALIFICATIONS] Contractor Full Legal Name:  FORMTEXT       Address:  FORMTEXT       Email:  FORMTEXT       Phone:  FORMTEXT       Fax:  FORMTEXT       Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Contractor agrees to furnish the above according to University s terms, conditions, and specifications. Representations and Warranties. By submitting this quote in response to this RFQ, Contractor represents and warrants that (1) prices quoted shall be firm for three months; (2) Contractor has the power and authority to enter into and perform the contract awarded as a result of this RFQ; (3) The individual signing for Contractor is authorized to execute this quote on behalf of Contractor; (4) Contractor is an independent contractor and not an employee, partner, or agent of University; and (5) Contractors name, as it appears in this quote, is Contractors legal name, as it will appear in the Contractors W-9, and if Contractor is an entity rather than an individual that the entity named in this quote is validly existing and in good standing. Signature:  FORMTEXT       Print Name:  FORMTEXT       Date:  FORMTEXT        FORMCHECKBOX  No Quote. Date Contacted:  FORMTEXT      Reason:  FORMTEXT       ATTACHMENT D PERSONAL SERVICES CONTRACT INSURANCE REQUIREMENTS (Only complete when insurance is required) During the term of this Contract, Contractor will maintain in full force at Contractors own expense the insurance indicated below and fulfill the following requirements: 1. General Liability Insurance  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Contractor will obtain comprehensive general liability insurance with a broad form CGL endorsement or broad form commercial general liability insurance, with a minimum combined single limit of not less than  FORMCHECKBOX  $1,000,000 for each occurrence and $2,000,000 aggregate or  FORMCHECKBOX  $2,000,000 for each occurrence and $5,000,000 aggregate covering bodily injury and property damage, and will include personal and advertising injury liability, products liability, and contractual liability coverage for the indemnity provided under this Contract. It will provide that University and officers and employees are additional insureds but only with respect to the Contractor's services to be provided under this Contract (See Paragraph #4 of this Attachment). 2. Commercial Auto Liability Insurance:  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Commercial automobile liability insurance with a minimum combined single limit of $1,000,000 for each accident and $2,000,000 aggregate for bodily injury and property damage, including coverage for owned, hired and non-owned vehicles, as applicable. 3. 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h=h|OCJOJQJ^JaJUUUU"V$V8V:V^^^^ɻɮs]ɻL!jh(<h(<OJQJU^J*j/Zh(<h(<5OJQJU^J-jYh(<h(<5OJQJU\^J'jh(<h(<5OJQJU\^Jh(<h(<5OJQJ\^Jh(<h(<OJQJ^Jh(<h(<OJQJ\^Jh(<h(<5OJQJ^J$jh(<h(<5OJQJU^J*jGYh(<h(<5OJQJU^J^^^^^^^^_d͹ͷͩn[E[*j[h(<h(<5OJQJU^J$jh(<h(<5OJQJU^J-j[h(<h(<5OJQJU\^Jh(<h(<5OJQJ\^J'jh(<h(<5OJQJU\^Jh(<h(<5OJQJ^JU'j[h(<h(<OJQJU^Jh(<h(<OJQJ^J!jh(<h(<OJQJU^J'jZh(<h(<OJQJU^Jnd $5,000,000 aggregate. This is to cover damages caused by error, omission, or negligent acts related to the professional services to be provided under this Contract. If this insurance is arranged on a claims made basis, tail coverage will be required at the completion of this Contract for a duration of 24 months. Only a certificate is required. If in the presence of minors:  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not required by University In addition to the above professional liability insurance requirements, above, Contractors professional liability insurance policy will contain provisions for coverage of allegations of corporal punishment, sexual abuse, and molestation. 4. Insurance; Certificates of Insurance and Endorsements. Contractor will obtain insurance policies issued by an insurance company authorized to do business in the State of Oregon with a minimum financial rating of an AM Best rating of A- or higher. Contractors liability insurance, except for professional liability insurance, will be arranged on an occurrence basis. The Contractor will be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. Upon request by University, Contractor must provide to University a Certificate of Insurance from the insuring company evidencing insurance coverage required by this Contract. The Description of Operations must include (using the following exact language) the State Board of Higher Education acting by and through the University of Oregon, their officers and employees as additional insured. The certificate will provide that the insurance company will give a 30-days written notice to University if the insurance is cancelled or materially changed. Upon request by University, Contractor will provide to University an endorsement from the insuring company, naming (using the following exact language) the State Board of Higher Education acting by and through the University of Oregon, their officers and employees as additional insured. If requested, complete copies of insurance policies will be provided to University. 5. Notice of cancellation or change. Contractor will not cancel, materially change, reduce limits, or fail to renew the insurance coverage(s) without 30-days' written notice from the Contractor or insurer(s) to University, Contract Manager at the following address: 720 E. 13th Avenue, Suite 302, Eugene, OR 97401.      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