86502 RFP Armed Security Service-DPH OTOP

Request for Proposals Armed Security Services for DPH—OTOP Methadone Vans and Clinic

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City & County of San Francisco

Request for Proposals

Armed Security Services for Department of Public Health OTOP Methadone Vans and Clinic

RFP #86502

Office of Contract Administration San Francisco General Hospital

1001 Potrero Avenue, Room GP1 San Francisco, CA 94110

Date Issued: Pre-Proposal Conference: Proposal Due:

Friday, October 12, 2012 10:00 AM, Monday, October 29, 2012 San Francisco General Hospital, Main Bldg. 1001 Potrero Avenue SFGH Cafeteria Conference Room No. 3 San Francisco, CA 94110 2:00 PM, Friday, November 9, 2012


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Table of Contents Page I. Introduction 3 II. Schedule 4 III. Scope of Work 5 IV. Submission Requirements 6 V. Evaluation and Selection Criteria 10 VI. Mandatory Pre-Proposal Conference and Site Visit 14 VII. Contract Award 15 VIII. Terms and Conditions for Receipt of Proposals 16 IX. City’s Contract Requirements 20 X. Protest Procedures 24 Appendices: A. Scope of Work for Armed Security Guard Services for Department of Public Health OTOP Mobile

Methadone Vans and Clinic

B. Price Proposal Sheet (must be completed and returned with Proposal) C. HRC Attachment 3, Requirements for General Services Contracts (following forms must be

completed and returned with Proposal) Form 2A HRC Contract Participation Form Form 2B HRC “Good Faith” Outreach Requirements Form Form 3 HRC Non-Discrimination Affidavit Form 5 HRC Employment Form D. Standard Forms (Documents listed must be completed and returned with Proposal, when applicable) E. Sample Agreement for RFP #86502 (Form P-500)


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I. Introduction A. General Overview The Office of Contract Administration (OCA) of the City and County of San Francisco with the San Francisco Department of Public Health (DPH) is requesting proposals from qualified candidates who have the ability to provide management oversight, standard hours staffing and equipment for armed security guard services as defined in this Request for Proposals (RFP). The armed security guard services required for this contract include, but are not limited to, protection and security of DPH Opiate Treatment Outpatient Program (OTOP) nurses, aides and clientele, two passenger van vehicles which dispense Methadone at various City locations, and the OTOP Clinic personnel and property located at San Francisco General Hospital Ward 93-95. This RFP establishes minimum mandatory requirements that the proposer must meet in order to be eligible for consideration. This RFP also specifies the information to be included in each proposal. Any contract made as a result of the RFP shall have an original term of three (3) years and will become effective on the date that the contract is certified and funds are encumbered by the Controller. In addition, the City shall have two (2) options to extend the term for a period of one (1) year each, which the City may exercise in its sole and absolute discretion. The maximum contract period shall not be more than five (5) years.


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II. Schedule The anticipated schedule for this contract is: Proposal Phase

RFP issued and posted by the City Mandatory Pre-proposal Conference and Site Visit Deadline for submission of written questions or requests for clarification Proposal Addenda posted online (if applicable) Deadline to protest RFP terms Proposals Due Selection Committee reviews of proposals completed Oral Interviews with selected proposers begin Selection Committee final review completed Notice of Intent to Award Tentative Contract Award date

Estimated Date

Friday, October 12, 2012 Monday, October 29, 2012 Thursday, November 1, 2012 Monday, November 5, 2012 Wednesday, November 7, 2012 Friday, November 9, 2012 Friday, November 16, 2012 Monday, November 26, 2012 Friday, December 7, 2012 Friday, December 14, 2012 Friday, December 28, 2012

Please be aware that each date is subject to change. Check OCA’s website for the latest schedule. To ensure fair and equal access to information about this RFP, all questions or requests or clarification must be in writing and e-mailed as an attachment no later than 4:00 PM, November 1, 2012 to Purchaser John Danaher at:

[email protected] Please reference “RFP #86502, Armed Security Services for DPH—OTOP Methadone Vans and Clinic ” in the Subject field of the message. No questions will be accepted after this time, with the exception of City vendor compliance or Human Rights Commission (HRC) requirements. Any addenda will be posted on the Office of Contract Administration’s website at http://mission.sfgov.org/OCABidPublication/ under the category “Equipment, Supplies and General Services (OCA).” It is the responsibility of the Proposer to check the website for any addenda.


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III. Scope of Work

The objective of the Scope of Work is to outline the requirements and general functional areas believed to be necessary to successfully perform this contract. The Scope of Work is to be used as a general guide and is not intended to be a complete list of all requirements or qualifications. For Submission Requirements and Evaluation and Selections Criteria, please see Sections IV and V, respectively. A. The City and County of San Francisco with the San Francisco Department of Public Health (DPH) is

seeking a qualified candidate to provide Armed Security Guard Services at specified DPH locations with the required levels and types as listed in Appendix A, Scope of Work, with this RFP. Please review the scope of work carefully and completely to be certain that your firm is able to provide the service levels and types of services required for this contract.

B. The qualified candidate shall be responsible and must be able to provide armed security guard

services that include, but not limited to, the following:

1. Management – On- and off-site management as required to plan, schedule, perform and manage security personnel deployments;

2. Staffing Levels – Maintain staffing levels to provide basic and enhanced security services as required;

3. Reporting and Meetings as required (All written reports must be in English and submitted as a Microsoft Word® document;

4. Uniforms and Equipment – Supply all uniforms and equipment as required;

5. Training plans, proof of training, and on-going training program for all employees;

6. Firearms Training and Firing Range Testing;

7. Post Orders for all designated DPH OTOP locations;

8. Facility Patrol Plans;

9. Drug and Alcohol Screening Program and Testing;

10. 24-Hour Emergency Response Service; and

11. Technical support and assistance as required. C. The qualified candidate will be required to furnish evidence of insurance as specified in this contract

and the following bond within ten (10) business days of the receipt of the Notice of Conditional Award: 1. At no expense to the City, a Blanket Fidelity Bond or a Blanket Crime Policy (Employee

Dishonesty Coverage) covering all officers and employees in an amount of not less than $50,000, with any deductible not to exceed $5,000 and including the City as Additional Obligee or Loss Payee as its interest may appear.


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IV. Submission Requirements

A. Time and Place for Submission of Proposals Sealed Proposals must be received by 2:00 PM, on Friday, November 9, 2012. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person or mailed to: John Danaher, Purchaser City and County of San Francisco Office of Contract Administration City Hall, Room 430 1 Dr. Carlton B. Goodlett Place San Francisco, CA 94102-4685

Reference RFP #86502, Armed Security Services for DPH – OTOP Methadone Vans and Clinic

Proposers shall address any questions regarding the RFP to the Office of Contract Administration’s liaison named above. Proposers shall not contact other executives, managers or employees of the Office of Contract Administration and / or DPH without permission of the Office of Contract Administration liaison. Proposers shall submit one (1) original and five (5) copies of the proposal, which must be individually bound and the pages numbered accordingly and marked “RFP #86502 Armed Security Services for DPH—OTOP Methadone Vans and Clinic.” The original document must be clearly marked as “Original” and copies marked as “Copy.” Each proposal received will be screened to ensure that the information required in this RFP is included. Partial or complete omission of any of these items from a proposal may disqualify proposals from further consideration. Proposals that are submitted by FAX or any type of electronic mail will not be accepted. Late submissions will not be considered. B. Format Please submit each copy of the proposal in a separate three-ring binder. Please use three-hole punched recycled paper and print double-sided to the maximum extent practical. Please do not bind your proposal with a spiral binding, glued binding or anything similar. You may use tabs or other separators within the document. If your response is lengthy, please include a Table of Contents. For word processing documents, the Office of Contract Administration prefers that that be unjustified (i. e., with a ragged-right margin) and use a serif font (e. g., Times Roman, and not Arial), and that pages have margins of at least 1” on all sides (excluding headers and footers). C. Content Firms interested in responding to this RFP must include in their proposal the following information, in the order specified below: 1. Introduction and Executive Summary

Submit a letter of introduction and executive summary of the proposal. The letter must be signed by a person authorized by your firm to obligate your firm to perform the services and commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal.


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2. Management Approach a. Describe in detail how your firm’s personnel will be organized to provide required the required services. Indicate by title and position the person who will be your company liaison and primary contact for this contract. b. Include an organizational chart that depicts your company’s management structure in relation to the employees directly responsible for this contract, and any regional company support.

3. Service Delivery

a. All staff and supervisors provided must have sufficient training, experience and qualifications to ensure the efficiency of armed security guard services. Describe in this section how recruitment and selection of security officers is accomplished. Please include examples of the process of documenting the employment process including application, interview questions, screening and background check procedures. b. Describe your firm’s process of developing and promoting officers, supervisors and managers within the organization. Also describe any programs designed to retain employees and procedures needed to increase or decrease guard personnel emergency and non-emergency circumstances.

c. Describe administrative procedures, controls and processes designed to monitor and ensure compliance with contract service responsibilities, including available electronic databases or reporting systems used to track and monitor performance and accountability. Include in this section descriptions of conduct and performance standards, employee evaluation procedures, corrective action procedures and methods used to monitor, document and report employee-related incidents. Enclose any attachments pertinent to this section immediately following your response to this section.

d. Describe your firm’s approach to transitioning with the City’s current contractor in a systematic manner that does not interrupt the service levels and types required by this contract. Include in your implementation plan a timeline for implementation of services. Please include requirements described in Section IX.G, Displaced Worker Protection, in the implementation plan.

4. Company Experience and compliance with Regulations and Certifications

Provide information on your firm’s background and qualifications. Include any government regulated facility experience with the following: a. State of California Department of Consumer Affairs, Bureau of Security and Investigative Services, Business and Professions Code Private Security Services, Chapter 11.5, Private Security Services Act, Sections 7580 through 7588. b. State of California Department of Consumer Affairs, Bureau of Security and Investigative Services licensing requirements for Private Patrol Operators and Security Guards.

5. References

Provide references for at least three (3) but not more than five (5) recent clients (preferably other public or public health agencies). Include a brief description of the services provided for each client. Clients listed in the references should be of a type similar in function and amount of services described in Appendix A, Scope of Contractor Services and Requirements of this RFP. The references provided in the proposal must demonstrate the proposing firm’s compliance with


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the minimum qualifications for armed security guard services that are described in Section V.A of this RFP. The City intends to contact the references submitted to determine the proposer’s performance and other relevant information. Include the names, titles, phone numbers and email addresses of all references. Failure to include client references may result in rejection of the proposal.

6. Price Proposal a. The City intends to award this contract to the firm that it believes will provide the best overall Armed Security Guard Services. The City reserves the right to accept other than the lowest

priced offer and to reject any proposals that are not responsive to this request.

b. Proposal prices are to be firm for the first year of the contract with the exception of the MCO rate increase (see Section IX.D in this RFP) and Health Benefits (see Section IX.E in this RFP). c. Prices may be increased or decreased commencing on or after the end of the first twelve (12) month contract period and each twelve (12) month period thereafter during the contract term and for any subsequent extensions upon written approval by the Purchaser. d. Requests for price increases must be made in writing at least 30 days prior to the anniversary date of the contract. Requests made after that time will not be considered. e. Such adjustment shall be equal to the percentage change (increase or decrease) of the base index indicated below, from the Bid Due date to one-year anniversary of Bid Due Date. At no time will the annual increase be more than 5%. f. Requests for price increases under this contract for “Security Guards and Patrol Services” must be supported by the following Producer Price Index (PPI) as published by the U.S. Department of Labor, Bureau of Labor Statistics:

Series ID: PCU561612561612 Group: Security Guards and Patrol Services Item: Security Guards and Patrol Services Base Data: 200412 Website: www.bls.gov/data/

g. It shall be Contractor’s responsibility to provide documentation satisfactory to the Purchaser to support any increases. Documentation shall include, but is not limited to, all applicable product indices and other direct costs to substantiate Contractor’s request for price increases. h. Price increase request will not be granted retroactively for past years or years in which the Contractor failed to request price increase(s).

i. Example of Price Adjustment Calculation:

PPI

Group Contractor’s

Bid Price Index on

Bid Due Date (e.g., 6-1-08)

Index at 12 Months

(e.g., 6-1-09)

Change in Index

Percent Change In Index

Adjusted Price

SG & PS $25.00/hr. 106.1 108.4 2.3 2.2% $25.55


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(Index at 12 Months) – (Index on Bid Due Date) = Change in Index

108.4 - 106.1 = 2.3

(Change in Index) / Index on Bid due Date) = Percent Change in Index

2.3 / 106.1 = .0217 or 2.2%

(Percent Change in Index x Contractor’s Bid Price) + Contractor’s Bid Price = Adjusted Price

(.022 x $25.00) + $25.00 = $25.55 Adjusted Price j. Only the Proposal prices that appear on the City’s Price Proposal Sheets will be considered. No other pages with prices will be considered. Please fill out the document completely, as required. k. Proposal price will include all costs chargeable to the City. Contractor will assume all costs, including personnel salaries, transportation, uniforms and equipment and any other expense for the training of their employees. No charges to the City are to be made for training. All costs to the City shall be included in the prices entered on the Price Proposal Sheets. No extra hours worked will be paid unless approved in advance by the SFDPH OTOP management. l. Any Proposal requiring receipt of contract award in less than 180 days will be unacceptable. m. The proposer shall carefully review all requirements of the RFP (including the sample contract) prior to the preparation of its price proposal.

7. HRC Forms

a. All proposals submitted must include the following Human Rights Commission (HRC) forms contained in the HRC Attachment 3:

Form 2A HRC Contract Participation form Form 2B HRC “Good Faith” Outreach Requirements form Form 3 HRC Non-discrimination Affidavit Form 5 HRC Employment Form

b. Please submit only two (2) copies of the above forms with your proposal. The forms should be submitted in a separate, sealed envelope labeled “HRC Forms.” The forms are contained in Appendix C of this RFP, namely, HRC Attachment 3, Requirements for General Services Contract. If you have any questions concerning the HRC forms, you may call Maria-Zenaida Camua, HRC Contract Compliance Officer at (415) 252-2538 or by email at [email protected]. Other forms may also be required to be filed with the City to meet City requirements, but may not have to be submitted with the proposal, if your firm is already compliant. For a list of the standard forms, see Appendix D.

8. Copy of Current Private Patrol Operator’s License

Proposers shall submit their Private Patrol Operator’s (“PPO”) License issued by the State of California, Department of Consumer Affairs, Bureau of Security and Investigative Services with


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their proposal. The current license must not be currently under probation or suspension as set forth by the State of California, Department of Consumer Affairs. (BSIS has no separate license requirement for armed security firms.)

9. Sample Reports and Documents Include a hard copy of the following reports currently used by your firm:

• Emergency Reports • Training Affidavits • Incident Reports • Guard Timesheets • Lost / Stolen Item Reports • Daily Security Reports • Monthly Invoice

10. Proposal Security

a. Each proposal must be accompanied by an original bid bond, or money order, or a cashier’s check, or certified check in the total amount of $1,000 payable to the ”City and County of San Francisco” to guarantee the filing of Payment and Fidelity bonds, Insurance Certificates, and the proper execution of the contract. FAXed copies of the bid bond or personal or company checks will not be accepted. Any proposal submitted without the proper bid security shall be determined to be non-responsive and result in the rejection of the proposal. b. After the successful proposer has furnished the required documents or the City has rejected the proposals, all proposal securities, except those which may have been forfeited, will be returned to the respective proposers whose proposals they accompanied.


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V. Evaluation and Selection Criteria

A. Minimum Qualifications The following outlines the minimum qualifications from proposers who wish to be considered for award of the contract. Any proposal that does not demonstrate that the proposer meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of the contract. 1. Documented Experience: The proposer must have a minimum of five (5) years of established experience as a licensed Private Patrol Operator (”PPO”), as verified by the State of California, Department of Consumer Affairs, Bureau of Security and Investigative Services (BSIS), providing and managing armed security guard services. The minimum of five (5) years of established experience must include continuous service for at least one (1) customer. Experience, whether past or present, should include medical or social services providers, such as hospitals, clinics or large-scale reception areas for public services agencies. Proposer’s references must be from at least three (3) recent clients (preferably other public or private patient health- related organizations). Information provided in the sections for “References” of the proposal must document that this requirement has been met. 2. Financial Solvency: The proposer must be able to demonstrate to the City’s satisfaction they possess financial resources to fully comply with the requirements of the contract prior to the award and at any time during the contract term or extension thereof.

A credit report from one of the major credit rating institutions (e. g., Dun and Bradstreet, Moody’s or Standard and Poor’s) and copies of certified financial statements by an independent certified public accountant for tax periods 2009, 2010 and 2011 should be submitted with the proposal. Any exceptions or adverse findings in the financial statements must be included. The accounting firm providing the required financial statement and/or audit reports must be acceptable to the City and must comply with any rules of professional conduct of the State of California Board of Accountancy and have no interest in the audited firm no matter how remote. 3. Compliance with Regulations and Certifications: The proposer shall submit documented proof of licensing as follows:

a. State of California Business and Professions Code – Private Security Services, Chapter 11.5, Private Security Services Act, Sections 7580 through 7588. b. State of California Department of Consumer Affairs, Bureau of Security and Investigative Services (BSIS) licensing requirements. The Contractor’s license must not be currently under probation or suspension as set forth by the State of California, Department of Consumer Affairs. The Contractor’s license must be continuously in full force and effect for the duration of the contract. Failure to maintain this requirement shall be considered a breach of contract and grounds for termination. c. National Labor Relations Board (NLRB) Certification. The successful proposer, by signing the contract, swears under Penalty of Perjury that no more than one final unappealable finding of contempt of court by a Federal Court has been issued against that Contractor within the


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immediately preceding two-year period because of the Contractor’s failure to comply with an order of a Federal Court which orders the Contractor to comply with an order of the NLRB.

d. Certification under the Support Anti-terrorism by Fostering Effective Technologies Act of 2002 (Safety Act) enacted as part of the Homeland Security Act of 2002 (Title VIII, Subtitle G) within one (1) year of award of contract.

4. Office Location: The proposer must have a local office located within a 50-mile radius of San Francisco General Hospital. 5. Inspection of Proposer’s Facility: City reserves the right to inspect successful proposer’s place of business prior to award or at any time during the contract term, or any extension thereof, to aid the Purchaser in determining proposer’s capabilities and qualifications. The City reserves the right to reject any proposal if the documentation submitted by the proposer fails to satisfy the City and/or proposer is unable to supply the documentation within the time period requested. Also, the City reserves the right to terminate the contract after the award if any of the documentation is found later to be misleading or the proposer has misrepresented their qualifications and experience. B. Selection Criteria Proposals will be evaluated by a selection committee comprised of parties with expertise in healthcare services management, contract management and / or security services. The Selection Committee will evaluate each written proposal meeting the minimum qualifications and requirements, as set forth in Section V. A of this RFP, on a scale of 100 points. Additional points of 10% of the initial score will be given for certified Local Business Enterprises (LBEs). Maximum total points for the written proposals, including the additional preference points, would be 110. Following the evaluation of the written proposals, the top three (3) highest scoring proposers will be interviewed by the Selection Committee to make the final selection. Proposers interviewed will be eligible to receive up to 40 points for the oral interviews. Additional points of 10% the initial score will be given for certified LBEs. Maximum total points for the oral interviews, including additional preference points, are 44. Points received in the interviews will be added to the points received on the written proposals for a maximum total cumulative score of 154. The proposer with the highest total cumulative score will be chosen to enter into negotiations with the City for contract award. Any false, incomplete, or otherwise unresponsive statements in connection with a proposal or any documentation or other information supplied to the City by the proposer may be cause for rejection by the City of the proposal or disqualification of the proposer, at the City’s discretion. Any judgment as to the significance of any falsity, incompleteness or unresponsiveness shall be the prerogative of the City and its judgment is final. The City will evaluate the proposals in accordance with the criteria below. The evaluation of the proposals shall be within the sole judgment and discretion of the Selection Committee. Proposers may be required to submit additional information to clarify their proposals prior to any time during the evaluation process.

1. Proposal Evaluation

a. Management Approach and Firm’s Experience (maximum 30 points)


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• Demonstration of company’s understanding of the project requirements to provide armed security guard services through assignment of appropriate personnel. (6 pts.)

• Depth and breadth of company’s experience providing similar types of security services at public health and/or medical facilities and locations. (6 pts.)

• Experience with driving customer-owned vehicles and transporting passengers or valuable cargo. (6 pts.)

• Evaluation of Financial Stability. (6 pts.)

• Evaluation of reference checks. (6 pts.)

b. Assigned Project Staff (maximum 15 points)

• Describe similar experience(s) of Guards to be assigned this particular project. (5 pts.)

• Describe how to contact Guards’ managers in case of emergencies. (5 pts.)

• Explain how guards are replaced in case of illness or emergency. (5 pts.)

c. Quality Assurance (maximum 15 points)

• Describe controls and procedures for ensuring compliance with contract service responsibilities. (3 pts.)

• Describe incident reporting and documentation procedures. (3 pts.)

• Describe evaluation and documentation of Guard performance, including conduct, annual evaluation, disciplinary actions and complaints. (3 pts.)

• Describe recruitment and retention procedures for Guard employees. (3 pts.)

• Describe education and advancement opportunities for Guards. (3 pts.)

d. Price Proposal (maximum 40 points)

• The lowest responsive price proposal shall receive the full 40 points. All other proposals will receive a percentage of the total points available. This shall be computed by dividing the amount of the lowest price proposal by each competitive bid and multiplying the result by the total number of points (40).

• As an example, a maximum of 40 points would be assigned to the low cost proposer (100%): If the lowest cost proposal was $10,000 and the next lowest proposal was $15,000, then the $15,000 bid would receive a score of 27 points:

Low bid = 40 points

Low bid x maximum points = bid points

($10,000 / $15,000) x 40 = 26.680, or 27 points

• Price proposal will be evaluated on the total annual cost for all locations (in the aggregate) and be calculated as follows:

— Estimated Hours per Month x Proposed Hourly Rate = Estimated Monthly Cost (See Appendix B on p. 53 for Hours per Month Information)

— Estimated Monthly Cost x 12 Months = Total Annual Cost


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e. Certified HRC LBE (10% of the total points received on written proposal)

Total Possible Points for written proposals: 110 (includes LBE points) 2. Oral Interviews (up to 40 points)

a. The City will interview proposers in the competitive range (top three (3) proposers, with written scores of 70 and above).

For example, if the three (3) highest-scoring proposers (before the interview) are: A. 110 B. 77 C. 44

then the City will interview the top proposers with scores of 70 and above. Since the “competitive range” is 70 points and higher, proposers with scores of 69 and below will not be interviewed because it is mathematically impossible for them to score higher than proposer A, the highest-ranked proposer prior to the interview. The interview will consist of an oral presentation and standard questions asked of each of the proposers. The scoring will be based on answers to substantive questions and communicated experience as follows: 3. Criteria for Scoring on Oral Interview

• General cohesiveness of presentation (10 pts.)

• Presentation of management style and organization (10 pts.)

• Overall quality of proposed solutions to service objectives (10 pts.)

• Appropriateness of references provided (10 pts.)

a. Certified HRC LBE (10% of the total points received for the oral interview)

Total possible points for oral interviews: 44 (includes LBE points)

Total possible cumulative points (written proposal points plus oral interview points plus LBE points): 154 points.

The proposer with the highest total cumulative points (written proposal score plus oral interview scores plus LBE points) will be selected to enter into negotiations with the City for Contract Award.


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VI. Mandatory Pre-proposal Conference and Site Visit

A. Mandatory Pre-proposal Conference Proposers must attend a mandatory Pre-proposal Conference on Monday, October 29, 2012 at 10:00 AM at the following location: San Francisco General Hospital (Main Building) SFGH Cafeteria Meeting Room No. 3 1001 Potrero Avenue San Francisco, CA 94110 For directions, call (415) 206-3139. Proposers are urged to read this RFP prior to attending the conference. The conference will begin on time and company representatives are urged to arrive on time. Agenda items already covered will not be repeated for the benefit of late arrivals. A sign-in sheet will be available at the meeting. All attendees must sign in to document their attendance and to ensure receipt of any notification of addenda or other information regarding this RFP. Representatives from the City’s Office of Contract Administration, DPH OTOP Program and Human Rights Commission (HRC) will be available to answer questions regarding the RFP and the City’s Local Business Enterprise (LBE) / Non-discrimination Requirements and HRC forms. Any requests for information concerning the RFP, whether submitted before or after the conference, must be in writing, and any substantive replies will e issues as written addenda to all parties who have requested and received a copy of the RFP. Questions raised at the conference may be answered orally. If any substantive new information is provided in response to questions raised at the conference, it will be memorialized in a written addendum. All questions or requests for clarifications must be submitted in writing as an email attachment no later than 4:00 PM Thursday, November 1, 2012 to John Danaher, Purchaser at: [email protected]. Please reference “RFP #86502, Armed Security Services for DPH—OTOP Methadone Vans and Clinic” in the subject field of the message. Questions submitted after the November 1st date, with the exception of vendor compliance or HRC requirements, will receive no response. Responses to questions asked at the conference and any addenda issues will be posted on the Office of Contract Administration’s website at: http://mission.sfgov.org/BidPublication/ under the category “Equipment, Supplies, and General Services (OCA).” B. Mandatory Site Visit Immediately following the Pre-proposal Conference, proposers will accompany the Office of Contract Administration and the DPH OTOP staff on a Site visit to the locations (SFGH Ward 93-95) and vehicles (“Methadone” vans) affiliated with the contract. The site visit is expected to last approximately 30 minutes. In order to attend the site visit, please email Purchaser John Danaher at the email address above no later than Wednesday, October 24, 2012 with the following information:

• Company name • Contact person’s name, phone number and email address • Number of people attending the Site visit (no more than 2 per company)


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VII. Contract Award The Office of Contract Administration and the San Francisco Department of Public Health at SFGH will select a proposer with whom they shall commence contract negotiations. The selection of any proposal shall not imply acceptance by the City of all terms of the proposal which may be subject to further negotiations and approvals before the City may be legally bound thereby. If a satisfactory contract can not be negotiated in a reasonable time, the City, in its sole discretion, may terminate negotiations with the highest ranked proposer, and begin contract negotiations with the next highest ranked proposer.

The successful contractor, by signing the contract, swears under penalty of perjury that no more than one final unappealable finding of contempt of court by a Federal Court has been issued against the Contractor within the immediately preceding two-year period because of the Contractor’s failure to comply with an order of a Federal Court which orders the Contractor to comply with an order of the National Labor Relations Board (NLRB).


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VIII. Terms and Conditions for Receipt of Proposals A. Errors and Omissions in RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the Office of Contract Administration, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notifications should be directed to the Office of Contract Administration promptly after discovery, but in no event later than five (5) working days prior to the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below. B. Inquiries Regarding RFP Inquiries regarding the RFP and notices of an intent to request written modifications or clarification of the RFP must be directed to: John Danaher, Purchaser City and County of San Francisco Office of Contract Administration San Francisco General Hospital 1001 Potrero Avenue, Room GP1 San Francisco, CA 94110 Reference RFP #86502, Armed Security Services

for DPH—OTOP Methadone Vans and Clinic email: [email protected] Telephone: (415) 206-3139

Inquiries must be in writing and emailed as an attachment no later than 4:00 PM, October 31, 2012. Inquiries made orally (e. g., by telephone) will receive no response. Firms should be aware that any inquiries and/or questions during the evaluation process may be subject to disclosure to all proposers. C. Objections to RFP Terms Should a proposer object on any grounds to any provision or legal requirement set forth in this RFP, the proposer must, no later than 4:00 PM, November 7, 2012, provide written notice to the Office of Contract Administration setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. D. Proposal Addenda The Office of Contract Administration may modify the RFP, prior to the proposal date, by issuing proposal addenda, which will be posted on the website http://mission.sfgov.org/OCABidPublication/ The proposer shall be responsible for ensuring that its proposal reflects any and all proposal addenda issued by the Office of Contract Administration prior to the proposal due date regardless of when the proposal is submitted. Therefore, the City recommends that the proposer consult with the website frequently, including shortly before the proposal due date, to determine if the proposer has downloaded all proposal addenda.


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If addenda are issued, their receipt must be acknowledged by the proposer by including them as part of the proposal submission to ensure that all requirements are included in the proposal. Failure to include all addenda may result in your proposal not being considered. The City will assume no responsibility for oral instructions or suggestions. E. Term of Proposal Submission of a proposal signifies that the proposed services and prices are valid for 180 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. F. Revision of Proposal A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original and be marked as “Revised Proposal.” A revised proposal must be received on or before the proposal due date. In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any proposer. At any time during the proposal evaluation process, the Office of Contract Administration may require a proposer to provide oral or written clarification of its proposal. The Office of Contract Administration reserves the right to make an award without further clarifications of proposals received. G. Errors and Omissions in Proposal Failure by the Office of Contract Administration and/or the San Francisco Department of Public Health to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the contractor from full compliance with the specifications of the RFP, or any contract awarded pursuant to the RFP. H. Financial Responsibility Neither the Office of Contract Administration nor the San Francisco Department of Public Health accepts any financial responsibility for any costs incurred by a firm in responding to this RFP. Submissions of the RFP will become the property of the City and may be used by the City in any way deemed appropriate. I. Proposer’s Obligations under the Campaign Reform Ordinance Proposers must comply with Section 1.126 of the S. F. Campaign and Governmental Conduct Code, which states: No person who contracts with the City and County of San Francisco for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves.


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If a proposer is negotiating for a contract that must be approved by an elected officer or the board on which that officer serves, during the negotiation period, the proposer is prohibited from making contributions to:

• The officer’s re-election campaign

• A candidate for that officer’s office

• A committee controlled by the officer or candidate The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any City officer or employee about a particular contract, or a City officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contact is awarded or not awarded to the contractor. Examples of initial contacts include: (1) a vendor contacts a City officer or employee to promote himself or herself as a candidate for a contract; and (2) a City officer or employee contacts a contractor to propose that the contractor apply for a contract. Inquiries for information abut a particular contract, requests for documents relating to a request for Proposal, and requests to be placed on a mailing list do not constitute negotiations. Violation of Section 1.126 may resulting the following criminal, civil, or administrative penalties: 1. Criminal: Any person who knowingly or willfully violates Section 1.126 is subject to a fine of

up to $5,000 and a jail term of not more than six (6) months, or both; 2. Civil: Any person who intentionally or negligently violates Section 1.126 may be held liable in a civil action brought by the civil prosecutor for an amount up to $5,000; 3. Administrative: Any person who intentionally or negligently violates Section 1.126 may be held liable in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation.

For further information proposers should contact the San Francisco Ethics Commission at (415) 581-2300. J. Sunshine Ordinance In accordance with S. F. Administrative Code Section 67.24e, contractors’ bids, responses to RFPs and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded. Nothing in this provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered b the paragraph will be made available to the public upon request. K. Public Access to Meetings and Records If a proposer is a non-profit entity that receives a cumulative total per year of at least $250,000 in City funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the S. F. Administrative Code, the proposer must comply with Chapter 12L. The proposer must include in its proposal (1) a statement describing its efforts to comply with the Chapter 12L, provisions regarding public access to proposer’s meetings and records; and (2) a summary of all complaints concerning the proposer’s compliance with Chapter 12L that were filed with the City in the last two (2) years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such


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complaints were filed, the proposer shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in proposer’s Chapter 12L submissions shall be grounds for rejection of the proposal and/or termination of any subsequent Agreement reached on the basis of the proposal. L. Reservations of Rights by the City The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: 1. Waive or correct any defect or informality in any response, proposal, or proposal procedure; 2. Reject any or all proposals; 3. Reissue a Request for Proposals; 4. Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals; 5. Procure any materials, equipment or services specified in this RFP by any other means; or 6. Determine that no services will be pursued. M. No Waiver No waiver by the City of any provision of the RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a proposer to observe any provision of this RFP. N. Local Business Enterprise Goals and Outreach The requirements of the Local Business Enterprise and Non-Discrimination in Contracting Ordinance set forth in Chapter 14B of the San Francisco Administrative Code as it now exists or as it may be amended in the future (collectively the “LBE Ordinance”) shall apply to this RFP. 1. LBE Subcontracting Participation Goals The LBE subcontracting goal for this project is 0% of the total value of services to be procured. O. Communications Prior to Contract Award It is the policy of the City that only employees identified in the RFP as contacts for this competitive solicitation are authorized to respond to comments or inquiries from proposers or potential proposers. All firms responding to the RFP are hereby notified that they may not contact any Department of Public Health staff or other City staff, other than the person authorized by this RFP.


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IX. City’s Contract Requirements A. Standard Contract Provisions The successful proposer will be required to enter into a contract substantially in the form of the Agreement for Professional Services, attached hereto as Appendix E. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another firm and may proceed against the original selectee for damages. Proposers are urged to pay special attention to the requirements of the Healthcare Insurance Portability and Accountability Act of 1996 ("HIPAA"), Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits (§ 34 in the Agreement); the Minimum Compensation Ordinance (§ 43 of the Agreement); the Health Care Accountability Ordinance (§ 44 of the Agreement); the First Source Hiring Program (§ 45 of the Agreement); and applicable conflict of interest laws (§ 23 of the Agreement); the Displaced Worker Protection Act (§ 62 of the Agreement), as set forth in paragraphs B, C, D, E, F, G and H below.

B. HIPAA Category for This Contract

The parties acknowledge that the City & County of San Francisco (“City”) is a Covered Entity as defined in the Healthcare Insurance Portability and Accountability Act of 1996 ("HIPAA") and is therefore required to abide by the Privacy Rule contained therein. (See Appendix G) The parties further agree that the Contractor falls within the following definition under the HIPAA regulations (See category checked below):

A Covered Entity subject to HIPAA and the Privacy Rule contained therein; X A Business Associate subject to the terms set forth in Appendix G;

Not Applicable, CONTRACTOR will not have access to Protected Health Information. C. Nondiscrimination in Contracts and Benefits The successful proposer will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of San Francisco from entering into contracts or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in contracts in public accommodation. Additional information on Chapters 12B and 12C is available on the HRC website at www.sfhrc.org. D. Minimum Compensation Ordinance (MCO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S. F. Administrative Code Chapter 12P. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements. For the contractual requirements of the MCO, see § 43 of the Agreement.


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For the amount of hourly gross compensation currently required under the MCO, see www.sfgov.org/olse/mco. Note that this hourly rate may increase on January 1st of each year and that contractors will be required to pay any such increases to covered employees during the term of the contract. Additional information regarding the MCO is available on the Internet at www.sfgov.org/olse/mco. E. Health Care Accountability Ordinance (HCAO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Health Care Accountability Ordinance (HCAO), as set forth in S. F. Administrative Code Chapter 12Q. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the HCAO is available on the Internet at www.sfgov.org/olse/hcao. F. First Source Hiring Program (FSHP) If the proposed contract is more than $50,000, the First Source Hiring Program (Administrative Code Chapter 83) may apply. Generally, this ordinance requires contractors to notify the City’s First Source Hiring Program (FSHP) of available entry-level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment. Contractors should consult the San Francisco Administrative Code to determining their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at www.sfgov.org/moed/fshp.htm and from the First Source Hiring Administrator at (415) 581-2352. G. Conflicts of Interest The successful proposer will be required to agree to comply fully and be bound by the applicable provisions of state and local laws related to conflicts of interest, including Section 15.103 of the City’s Charter, Article III, Chapter 2 of City’s Campaign and Governmental Conduct Code, and Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California. The successful proposer will be required to acknowledge that it is familiar with these laws; certify that it does not know of any facts that constitute a violation of said provisions; and agree to immediately notify the City if it becomes aware of any such fact during the term of the Agreement. Individuals who will perform work for the City on behalf of the successful proposer might be deemed consultants subject to state and local conflict of interest laws. If so, such individuals will be required to submit a Statement of Economic Interests, California Fair Political Practices Commission Form 700, to the City within ten (10) calendar days of the City notifying the successful proposer of contract award. H. Displaced Worker Protection Act Proposers are hereby notified of the requirements to comply with the Displaced Worker Protection Act (DWPA, Article 33C of the San Francisco Police Code). The DWPA applies to any service contract to be performed with the City and County of San Francisco (City), entered into between City and any individual, proprietorship, partnership, joint venture, corporation, limited liability company, trust, association or other entity with 25 or more employees. An “employee” for the purpose of the DWPA includes any service employee of the contractor or its subcontractor(s) who works at least fifteen (15) hours per week and whose primary place of employment is in the City but does not include: 1) managerial, supervisory or confidential employees as defined by the Fair labor Standards Act; or 2) employees who do not possess or have not maintained a required occupational license.


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For contracts subject to the DWPA, the contractor is under the following obligations: 1. Transition Employment Period (a) Where the San Francisco Department of Public Health and/or the Office of Contract Administration has given notice that a service contract has been terminated or ended, or where a service contractor had given notice of such termination, upon giving or receiving such notice, as the case may be, the terminated or ending contractor shall, within ten (10) days thereafter, provide to the successor contractor the name, date of hire, and employment occupation classification of each employee employed at the site or sites covered by the prospective contractor at the time of contract termination (employment information). This provision shall also apply to the subcontractors of the terminated contractor. If the terminated contractor does not know the identity of the successor contractor, if any, by the time of the contract termination notice, the terminated contractor shall obtain such information from the Office of Contract Administration at such time. Where a subcontractor of a service contractor has been terminated prior to the termination of the service contract, the terminated subcontractor shall be deemed a terminated contractor for purposes of the DWPA. (b) A successor contractor shall retain, for a ninety (90) day transition employment period, employees who have been employed by the terminated contractor or its subcontractors, if any, for the preceding eight (8) months or longer at the site or sites covered by the contract. (c) If at any time a successor contractor determines that fewer employees are required to perform the new service contract than were required by the terminated contractor (and subcontractors, if any), the successor contractor shall retain employees by seniority within job classifications. (d) During such ninety (90) day period, the successor contractor (or subcontractor, where applicable) shall maintain a preferential hiring list of eligible covered employees not retained by the successor contractor (or subcontractor) from which the successor contractor (or subcontractor) shall hire additional employees. (e) Except as provided in subsection (c) of this section, during such ninety (90) day period, the successor contractor (or subcontractor, where applicable) shall not discharge without cause an employee retained pursuant to the DWPA. Cause for this purpose shall include, but not be limited to, the employee’s conduct while in the employ of the terminated contractor or subcontractor that contributed to any decision to terminate the contract or subcontract for fraud or poor performance, excluding permissible union-related activity. (f) At the end of such ninety (90) day period, a successor public sector contractor (or subcontractor, where applicable) shall perform a written performance evaluation for each employee retained pursuant to the DWPA. If the employee’s performance during such 90-day period is satisfactory, the successor public sector contractor (or subcontractor) shall offer the employee continued employment under the terms and conditions established by the successor contractor (or subcontractor) or as required by law. (g) Contractors must include a provision in all subcontracts requiring subcontractors to comply with the obligations imposed by the DWPA.


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2. Enforcement (a) An employee who has been discharged in violation of the DWPA by a successor contractor or its subcontractor may bring an action in the Municipal Court or Superior Court of the State of California, as appropriate, against the successor contractor and, where applicable, its subcontractor, and may be awarded back pay, including the value of benefits, for each compensation not less than the higher of: 1. The average regular rate of pay received by the employee during the last three (3) years of the employee’s employment in the same occupation classification; or 2. The final regular rate received by the employee. (b) If the employee is the prevailing party in any such legal action, the Court shall award reasonable attorney’s fees and costs as part of the costs recoverable. 3. Successor’s Prior Employees A successor contractor or subcontractor may replace an employee retained pursuant to the DWPA with a person employed by the contractor or subcontractor continuously for eight (8) months prior to the commencement of the successor service contract or subcontract in a capacity similar to that proposed under the successor service contract or subcontract, but only if the existing employee of the successor contractor or subcontractors would otherwise be laid off work as a result of the award of the successor contract. J. Prop J Approval This contract is subject to the requirements of City Charter Section 10.104-15. Approval by the Controller and the Board of Supervisors will be required for each year through the term of this contract. Should the Controller determine that the requirements of City Charter Section 10.104-15 (that contractual services can be performed at a lower cost than if services were performed by City employees) have not been met, City reserves the right to terminate this contract.


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IX. Protest Procedures

A. Protest of Non-Responsiveness Determination

Within five (5) business days of the City’s issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the City has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the Office of Contract Administration on or before the fifth working day following the City’s issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts an evidence sufficient for the City to determine the validity of the protest. B. Protest of Contract Award Within five (5) business days of the City’s issuance of a Notice of Intent to Award the contract, any firm that has submitted a responsive proposal and believes that the City has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth business day after the City’s issuance of the Notice of Intent to Award. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. C. Delivery of Protests All protests must be received by the due date of Wednesday, December 19, 2012. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the Office of Contract Administration received the protest. Protests or notice of protests made orally (e. g., by telephone) will not be considered. Protests must be delivered to: John Danaher, Purchaser City and County of San Francisco Office of Contract Administration San Francisco General Hospital, Main Building 1001Potrero Avenue, Room GP1 San Francisco, CA 94110 Email: [email protected] Please reference RFP # 86502, Armed Security Services for DPH—OTOP Methadone Vans and Clinic


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Appendix A Scope of Contractor Services and Requirements

Table of Contents Page I. Definitions…………………………………………………………………………………27 II. Overview of Contractor’s Responsibilities………………………………………………..29 III. Initial Contract Deliverables………………………………………………………………30 IV. Personnel…………………………………………………………………………………..32 V. Training Requirements…………………………………………………………………….34 VI. Drug and Alcohol Screening………………………………………………………………36 VII. Reports and Meetings……………………………………………………………………...38 VIII. Uniforms and Equipment……………………………………………………………….....41 IX. Times and Hours of Service……………………………………………………………….43 X. Additional Types of Services……………………………………………………………...45 XI. Materials Provided by SF Department of Public Health…………………………………..46 XII. Contractor’s Duties………………………………………………………………………..47 XIII. Security Service Sites……………………………………………………………………...49 XIV. Liquidated Damages…………………………………………………………………...…..52


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I. Definitions For the purpose of the Scope of Work, the following terms shall have the following meanings: Agreement/Contract – The contract to be negotiated and executed by the City and the successful proposer, which shall include this Request for Proposals, the Contractor’s proposal, Post Orders, Staffing Plan, Facility Patrol Plan, Training Plan, and Standard Operating Procedures, and all other attachments and appendices to the RFP. Americans with Disabilities Act (ADA) – the Americans with Disabilities Act of 1990, as amended, including all relevant regulations adopted by the U. S. Department of Justice and the U. S. Department of Transportation. As Needed Security Guard Services – Request for armed security guard services that are not a part of the regular schedule, as set forth in the current monthly Staffing Plan, where the Department of Public Health has provided at least forty-eight (48) hours notice. Condition Report – Damage noted to City property or a change in the condition to City property that requires Maintenance Division intervention. Days – Calendar days, unless otherwise specified. Department of Public Health (DPH) – Acting by and through its Executive Director or his/her designee. Department of Public Health – Service locations listed in Section XIII in the Scope of Work, and any other City & County of San Francisco DPH locations in which DPH has a service interest or acquires such interest during the duration of this Contract. Effective Date – The effective date of the Agreement between the Contractor and the City shall be the date on which the last required approval is received and all contract documents are executed. Emergency Security Guard Service – Armed security guard services that are requested by the City with less than twenty-four (24) hours notice. Emergency Report – A written report required to be submitted by Contractor to the Department of Public Health following the occurrence of a sudden and/or unanticipated event that results in injury, death or property damage, or any other circumstances requiring Department of Public Health management notification. Guard – Trained, equipped and qualified employees of Contractor assigned to security guard duties as required by this Contract. Guard Card – An identification card that verifies that a person has completed the required classes and clearances to work as a private security guard, as issued by the State of California, Department of Consumer Affairs, Bureau of Security and Investigative Services. Incident Report – The report required to be filed to document events or conditions on the Department of Public Health work site that represent a security concern. Opiate Treatment Outpatient Program (OTOP) – A program of DPH’s Office-Based Opioid Treatment (OBOT) Program, which dispenses methadone to affected patients in conjunction with DPH’s integrated


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primary care and addiction treatment services, through the joint oversight of OTOP and DPH Community Behavioral Health Services. Records – All documents created, received or maintained by Contractor in connection with performance under this Agreement, including but not limited to, books, accounts, invoices, service logs, database information, contracts, payroll information, and other documents, whether or not kept I electronic format. Relief – A guard assigned to cover an authorized break, sick leave or vacation of a Guard who is regularly assigned to the Site or sites. Services – The security guard services to be provided by Contractor in accordance with the requirements and specifications of this Agreement. Site – A property or facility to which Guards are assigned pursuant to this Contract or which may be established during the term of the Agreement. Current sites are listed in Section XIII in the Scope of Work. Standard Operating Procedure (SOP) – Written procedures, policies and guidelines used by the Contractor in day-to-day operations that will be provided by the Department of Public Health. Supervisor – An employee of Contractor, whose primary job duties include oversight, supervision, scheduling and managing assigned Guards on duty, certifying Guard time records and collecting Guard reports for each shift. Unavoidable Delay – A delay in Contractor’s performance of it duties under the Agreement that Contractor demonstrates, within ten (10) Days of DPH demand, could not have been avoided by Contractor’s exercise of due care, prudence, foresight, or diligence and that arises directly from: an act of God; fire; flood; windstorm; tornado; earthquake; war; riot; insurrection; epidemic; quarantine restrictions; acts of terrorism; inability of Contractor to procure labor to the extent that such inability is not caused by disputes related to collective bargaining; inability of Contractor to procure material; accident; the prevention by DPH of Contractor from commencing any of its duties under the Agreement; inability of Contractor to obtain applicable permits and licenses from relevant governmental authorities; or failure of public utility service.


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II. Overview of Contractor’s Responsibilities Contractor agrees that the Services to be performed herein, including the locations and areas for which control, access, property protection and surveillance are to be required and the hours during which Services are to be performed, and the number of trained, equipped and qualified Guards to be furnished by the Contractor hereunder, shall be subject to the approval of the San Francisco Department of Public Health (DPH) Opiate Treatment Outpatient Program (OTOP). The Contractor will provide and supervise Guards for assignment to duties and locations as described in the Scope of Work or other times or locations designated by DPH OTOP. Contractor agrees that the schedules set forth in a staffing plan may be changed at any time, without any penalty to the Department of Public Health, provided DPH OTOP gives at least ten (10) business day’s notice of the change. Contractor agrees to comply with the following State of California rules and regulations throughout the term of the contract and any extensions thereof:

• State of California Department of Consumer Affairs, Bureau of Security and Investigative Services, Business and Professions Code Private Security Services, Chapter 11.5, Private Security Services Act, Sections 7580 through 7588;

• State of California, Department of Consumer Affairs, Bureau of Security and Investigative Services licensing requirements for Private Patrol Operators and Security Guards.


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III. Initial Contract Deliverables

A. Post Orders No later than ten (10) calendar days after the Effective Date, prior to commencement of any work, Contractor shall deliver to the Department of Public Health (DPH) Opiate Treatment Outpatient Program (OTOP) draft comprehensive Post Orders for all designated Sites for the DPH OTOP review and approval. DPH OTOP shall review and return same to Contractor with instructions for revisions. Contractor will prepare completed and approved Post Orders and submit them to the DPH OTOP within five (5) calendar days of receipt of DPH OTOP’s revisions. Final Post Orders approved by DPH OTOP are incorporated by reference and shall become part of the Agreement as though fully set forth. Post Orders shall include, but are not limited to:

• General Safety Procedures

• Emergency Procedures (including contact lists)

• Investigation, Incident, Condition, and Emergency Report Procedures and Forms

• Shift Patrol Procedures

• Communication Procedures

• Dress and Grooming Standards

• Training Procedures, including harassment training

• Photographs an diagrams of each Site

• Human Resources Policies, including, but not limited to, Hiring and Disciplinary procedures, Professional Standards of Conduct, Cultural Competence and Sensitivity in serving diverse communities of various ethnic backgrounds, …etc.

B. List of Assigned Guards No later than ten (10) calendar days after the Effective Date, prior to commencement of any work, the Contractor must furnish the DPH OTOP with a complete list of all Guards assigned, their assignment, guard cards, and a copy of their application for employment. Records of criminal convictions, driving history, parking citations, military service, education and prior employment must be checked by Contractor prior to the assignment of any Guard. C. Draft Training Program No later than ten (10) calendar days after the Effective Date, prior to commencement of any work, the Contractor shall meet with DPH OTOP to develop written training plans and implement a training program. For specific details, see Section V, Training Requirements in the Scope of Contractor Services and Requirements. D. Facility Patrol Plan Contractor shall provide guards to secure the SFGH Ward 93-95 OTOP clinic and offices, and OTOP’s mobile outpatient services at selected San Francisco locations. Guards will serve under the direction of DPH’s OTOP nurses and managers to maintain order among the clients (Methadone patients) at the Ward 93-95 clinic and at remote locations, protect the DPH staff, secure the OTOP vehicles and the medications, and drive the vehicles to the remote locations with the nurses and medications. No later than ten (10)


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calendar days after the Effective date, Contractor shall provide DPH a Facilities Patrol Plan to identify specific measures to promote orderly conduct and safety at the various OTOP Methadone dispensing sites, develop efficient and thorough vehicle and site preparation procedures to start daily Methadone dispensing operations, and determine a training regimen for Contractor guard employees to temporarily replace the regular Guard staff due to any absence. The Facility Patrol Plan shall be subject to DPH OTOP approval. The final approved Facility Patrol Plan is incorporated by reference and shall become part oaf the Agreement as though fully set forth herein. E. Proposed Uniform Design Contractor shall submit proposed Guard uniform designs to DPH OTOP for approval no later than ten (10) calendar days of the Effective Date, prior to commencement of any work. The uniform shall be a “Paramilitary” design with the following features:

• Shirt with Contractor’s logo patch

• Color coordinated trousers

• Coordinated belt

• Cap with Contractor’s logo patch

• Uniform coat and raingear (if needed) with Contractor’s logo patch

• Security Guard badge is metal

• Shoes and socks to be coordinated with pants

• Crew-neck undershirt color to be consistent among Contractor Guards F. Supervisor Contact List No later than ten (10) calendar days after the Effective Date, prior to commencement of any work, Contractor shall provide DPH OTOP with a contact list with 24-hour contact information (phone or pager) for all Supervisors. G. Proposed Form of Emergency Report No later than ten (10) calendar days after the Effective Date, prior to commencement of any work, Contractor shall provide DPH OTOP a proposed form of Emergency Report for DPH approval. H. Report Templates in Microsoft Word® No longer than ten (10) calendar days after the Effective Date, prior to commencement of any work, Contractor shall provide DPH OTOP with Microsoft Word® templates for all reports that are required by this Agreement (Emergency Reports, Training Affidavits, Condition Reports, Incident Reports, Guard Timesheets, Lost/Stolen Item Reports, A Daily Security Report, and monthly invoices). The final approved report templates are incorporated by reference and shall become part of the Agreement as though fully set forth herein.


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IV. Personnel

A. Contractor Responsible for Personnel Contractor shall provide adequate numbers of trained and qualified personnel to fully staff all posts for all locations for which Guard Services are required to be provided by this Agreement. All Guards must be employees of the Contractor and/or of the approved subcontractor. Hiring, training, payment of wages and benefits, uniforms, equipment, supervision, transportation costs, direction and discharge of Guards shall be the responsibility of the Contractor. The payment of federal, state, and local taxes and all wages shall be the responsibility of the Contractor. Contractor is responsible for complying with all required federal, state and local employment laws and regulations. DPH OTOP may direct Contractor to remove any Guard from its premises at any time it deems necessary and for any reason. The Contractor shall provide relief for Guards who are on authorized breaks or leaves. All new employee names must be provided to the DPH OTOP nurse manager prior to the employee’s start date. B. Removal Without Cause DPH OTOP may direct Contractor to remove any Guard from performing Services under this Contract at any time it desires and for any reason. Contractor shall remove and replace personnel within twenty-four (24) hours when requested by DPH OTOP. C. Removal With Cause Contractor shall remove and replace a Guard within 30 minutes of DPH OTOP’s decision for any cause or condition that renders the Guard incapable of performing their duties, which shall include but is not limited to: Sleeping on duty, theft of City or patient property, combative or abusive behavior toward OTOP staff or patients, alcohol or illegal drug use. Contractor shall remove and replace personnel within twenty-four 24) hours for other violations or performance failures set forth in the Agreement when requested by DPH. D. Reassignment, Augmentation, Reduction of Workforce Within five (5) calendar days of DPH OTOP’s request, Contractor shall reassign Guards. Such reassignment shall be at no cost to DPH OTOP. If DPH OTOP need for Services increases or decreases the number of Guards required to fulfill this Agreement, DPH OTOP’s cost shall be based on the actual hours of Services provided at the billing rates set forth in this Agreement. E. Qualified Employees Employees hired by the Contractor as Guards shall possess the following minimum skills and abilities:

• Guards shall have the ability to speak, read, write, understand and properly use documents written in English;

• Contractor shall communicate all written materials provided by DPH OTOP to Guards, including rules, procedures, regulations, guidelines and instructions, and shall ensure that Guards adhere to the standards set forth in such materials;

• Each and every Guard provided under this Agreement shall have the minimum qualifications required for the position for which he/she is provided as set forth herein, to include a license (commonly known as a “Guard Card”) for the State of California,


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Department of Consumer Affairs, Bureau of Security and Investigative Services for Private Patrol Operators and Security Guards, Private Security Services Act. DPH may require proof of such qualifications at any time from either the Guard or the Contractor;

• Contractor shall require all Guards to have current Guard cards in their possession. Contractor shall provide to DPH OTOP a photocopy of current Guard Cards for all Guards assigned to DPH OTOP’s facilities and vehicles no later than ten (10) calendar days after the Effective date, prior to commencement of any work. Photocopies of valid Guard Cards for new employees shall be provided twenty-four (24) hours prior to their start date at DPH OTOP Sites. Photocopies of Guard Card renewals of proof of payment for the renewals shall be provided to DPH OTOP quarterly;

• Contractor shall possess and maintain a State of California Department of Motor Vehicles driving record (DMV Form “H6”) printout for all Guards assigned to this contract that will be performing driving duties for DPH OTOP. Contractor shall also possess and maintain copies of the current drivers’ licenses for all Guards assigned to this contract. Copies of both the H6 printouts and Guard drivers’ licenses will be distributed to DPH OTOP administrators to verify compliance to the City's insurance requirements;

• Guards must maintain and have in their possession a current State of California permit to carry firearms, which includes the most recent documentation of range firing of such personal firearm;

• Guards assigned to drive DPH OTOP vehicles (“Methadone” van) must possess a valid and current State of California Class “C” driver’s license, not under suspension.

• Guards must be at least twenty-one (21) years of age. This requirement may be waived for veterans of military service with the written approval of DPH OTOP;

• Guards must be physically able, skilled at, and willing to physically restrain and detain violent persons;

• Should any employee be found unqualified for the position to which they are assigned, they will be removed and replaced immediately by the Contractor at no additional cost to the City.

Note: Persons with the following records are not acceptable as Guards for this contract:

• Felony or serious misdemeanor conviction(s) during the last five (5) years;

• Persons presently on probation or parole.

• Persons with suspended driver’s license(s). F. Criminal Reports Contractor is required to perform a criminal background check on all its personnel every six (6) months at no expense to the City.


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V. Training Requirements A. Draft Training Plan No later than ten (10) calendar days after the Effective date, prior to commencement of any work, the Contractor shall meet with the Department of Public Health (DPH) Opiate Treatment Outpatient Program (OTOP) to develop written training plans and implement a training program. The Contractor shall provide a draft Training Plan no later than five (5) calendar days of the aforementioned meeting. Upon approval of the Training Plan, the Contractor must complete all Guard training within forty-five (45) calendar days. Contractor shall provide DPH with a draft Training Plan consisting of the following:

• The proposed curriculum for all required subject matter;

• The dates, times and location of instruction; and

• A resume for each instructor must be submitted seven (7) days prior to the commencement of training

DPH OTOP shall review and return the draft Training Plan to Contractor with any instructions for revisions. Contractor shall deliver the completed Training Plan to DPH OTOP for its approval prior to the commencement of training required by this Agreement. The final approved Training Plan is incorporated by reference and shall become part of the Agreement as though fully set forth herein. In addition to the initial training required above, Contractor will provide twenty-four (24) hours of training each year of the Agreement to all Guards used in performance of the Agreement. B. Proof of Training No later than ten (10) calendar days after training, Contractor shall provide proof of training for each person. The training shall include, but is not limited to, the following:

• Patrol Procedures

• Report Writing

• Fire Protection and Prevention

• Communication Procedures

• Loss Prevention

• Ethics

• Public Relations

• Crime Scene Control

• Civil and Human Rights Sensitivity Training

• Firearm Training (Including Most Recent Weapon Firing) C. Ongoing Training The Contractor must ensure that effective training is conducted annually or when a Contractor hires a new Supervisor and/or Guard. DPH OTOP reserves the right to test Guards’ knowledge of the training curriculum required by this Agreement. Contractor shall provide proof of attendance for at least twenty-four (24) hours of annual training with attendance sheets signed off by Guards participating in training,


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along with the date, time duration and training subject matter. Proof of attendance shall be submitted quarterly to DPH OTOP. D. Affidavits City shall provide an Affidavit of Training to be signed by the Contractor and each Guard employee certifying that each type of training required herein has been completed (See Appendix C, p. 53). Such affidavits shall be provided to the Office of Contract Administration at San Francisco General Hospital no later than 30 days after the contract’s award date. Falsified affidavits of training shall be grounds for immediate removal and replacement of a Guard. Contractor is responsible for verifying the truth and accuracy of each affidavit. Contractor agrees that failure to verify training is a material breach of the Agreement. E. Anti-Discrimination and Harassment Course The Contractor shall ensure that all Guards have completed an Anti-Discrimination and Harassment Course (4 hours) within one (1) year of the Effective Date of the Agreement. F. Training Waivers Contractor may request the training requirement to be waived for a particular Guard if Contractor submits adequate documentation to demonstrate that the Guard’s skills already exceed the training requirements and the DPH approves the waiver request. No waivers for safety and CAL OSHA training are allowed under this Agreement.


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VI. Drug and Alcohol Screening A. Required Tests The drug and alcohol testing requirements include, but are not limited to:

• Testing for alcohol, by means of a breathalyzer test;

• Testing for five (5) drugs (cocaine, marijuana, amphetamines, PCP, and opiates), by means of a urine specimen;

• Six (6) types of testing: pre-employment, random, post-accident, reasonable suspicion, return-to-duty, and follow-up;

• Adoption of a policy statement explaining the various testing requirements, including procedures and the consequences for those employees who test positive. The policy must be distributed to all of the Contractor’s safety-sensitive employees;

• Training of all safety-sensitive employees, especially the van drivers. Each safety-sensitive employee will need a minimum of one (1) hour of training on the effects and consequences of prohibited drug use and on the signs and symptoms indicating prohibited drug use. Supervisors responsible for making reasonable suspicion determinations need an additional two (2) hours of training on the indicators of probable drug use and alcohol misuse;

• Referral of employees who test positive to a Substance Abuse Professional;

• Record-keeping and reporting. The regulations include requirements for retention of records and annual reporting of drug and alcohol testing information by DPH OTOP to BSIS; and

• Obtaining information from previous employers on all applicants who apply for safety-sensitive positions.

B. Testing Program The Contractor agrees to establish an implement a drug and alcohol testing program that complies with 49 CFR Part 40 and 49 CFR Part 655, produce any documentation necessary to establish its compliance with Parts 40 and 655. The contractor agrees further to certify annually its compliance with part 655 by December 1st of each calendar year. The Contractor further agrees to submit within thirty (30) days after the Effective Date:

• Verification that its safety-sensitive employees are included as part of a safety-sensitive random testing pool;

• A copy of Contractor’s policy statement developed to implement its drug and alcohol testing program; and the name of its third-party administrator, if applicable. Failure to submit such documents within the prescribed time period or failure to submit any other documentation relevant to the testing requirements as required by DPH OTOP shall be cause for withholding payments to Contractor until the requirements of this section are met.

C. Personnel to be Tested One hundred percent (100%) of all armed Guards assigned to DPH OTOP security shall be screened on an annual basis. Contractor must provide written proof of testing of each armed Guard prior to that Guard providing any Services under this Contract.


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D. Records of Testing DPH OTOP shall have the right to inspect or copy any records associated with drug or alcohol testing conducted pursuant to the extent allowed by law, including pass/fail results of all individual tests, within one (1) business day of written request.


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VII. Reports and Meetings A. Quarterly Meetings Contractor’s Account Manager shall attend quarterly status meetings with DPH OTOP staff to discuss issues related to the Agreement, including, but not limited to, performance, invoice payments, Agreement status, personnel issues, …etc. At least one (1) week prior to the quarterly status meeting, the Account Manager shall provide a quarterly status report that summarizes the status of performance of the Agreement with respect to the subject matters listed above and any others that either party requests be included on the agenda for the quarterly status meeting. B. Reports 1. General Report Requirements Whenever a written report is required under the Agreement, any such report must be written in English and submitted as an approved Microsoft Word ® template as set forth in this Agreement. Any changes to report content or formats requested by DPH shall be made at no cost to DPH. All written reports are to be submitted by beginning of the next business day to: Director of OTOP Department of Public Health SFGH Ward 93-95 995 Potrero Avenue San Francisco, CA 94110 (email address and FAX number to be provided at time of contract award) 2. Incident Reports

Incident reports shall be prepared non later than the end of the shift during which an incident occurs by each and every Guard who witnessed or responded to the incident. Included in the incident report will be a description of the reported incident and status, such a “no incident,” “all clear,” or “further investigation and follow-up required.” The Incident Report shall be submitted to DPH OTOP in the approved software template as set forth in this Agreement. Incident Reports must be submitted by Guards whenever there is an event or condition on or adjacent to DPH property involving injury to persons or property, criminal activity, security breaches, departures from required procedures, suspicious activity, unauthorized persons on DPH property or any significant confrontations or altercations among or between DPH OTOP employees, contractors (including Contractor’s employees) or members of the public. An Incident Report must be filed in any of the following circumstances:

• A Guard is required to intervene between any two or more persons, including other Guards, members of the public, OTOP clients or DPH OTOP staff;

• A Guard witnesses any crime or suspected crime, including assault;

• A Guard witnesses any incident in which there is a potential personal injury, whether or not medical attention is requested or required, or in which loss or damage to public or private property occurs;


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• A Guard is required to give direction or an order to any person on a Site and they protest or express their unwillingness to comply;

• A Guard discovers any unlocked doors or activated alarms, false or otherwise; • A Guard discovers any evidence of an area being used and/or occupied by vagrants or

loiterers; • A Guard observes suspicious or unusual activities, intrusion alarm information, or Graffiti

attacks. 3. Condition Reports Condition report includes any breaches in security including, but not limited to, broken windows, broken doors, broken door locks, damaged vehicles, removed vehicle parts, and any other condition that compromises the security of DPH properties. 4. Annual Summary Reports for Office of Contract Administration Each year, ninety (90) days before each anniversary date of this Agreement, Contractor must furnish a report of the total services ordered under this Agreement during the preceding twelve (12) months. The report must be in a format acceptable to the Office of Contract Administration and must list the following:

• All Services awarded under this contract; and

• The total quantity and dollar value of each service ordered, including services for which there were no orders.

5. Other Required Reports

• When a Guard observes suspicious or unusual activities, intrusion alarms, or a graffiti attack, the SFPD must be notified and a report submitted within twenty-four (24) hours of such incident;

• Lost/Stolen Item Report – Guard completes report when a lost or stolen item is reported to provide description of lost/stolen item, location, name of facility and date.

• Daily Security Report (DSR) – a log of a Guard’s activity during an assigned shift.

• Accident Report – an account of any incident whereby the OTOP van is involved in contact or in a collision with another vehicle or injures a pedestrian. This report must be submitted to OCA/SFGH within twenty-four (24) hours of any such incident.

• Other miscellaneous reports as required. 6. Specialized Activities for Contractor

Because of the additional responsibilities of the DPH OTOP mission, the various Guard activities for DPH OTOP programs call for a higher level of awareness, sensitivity, technical ability and responsibility from the contractor’s employees than might otherwise be required for standard armed security contracts.

A considerable amount of training by DPH OTOP staff is administered to new guards for the OTOP program for activities particular to the OTOP program that are beyond the scope of typical stationary armed guard service. Examples of such activities are:

• Utility Vehicle Driving: The DPH OTOP “Methadone” Vans are long utility vehicles with dual

drive tires, similar in style to a minibus. They weigh approximately 10,000 lbs. and are powered by compressed natural gas. Because of their size, extra care is required by the guard/drivers to navigate it through the narrow driveways at San Francisco General Hospital and on the City’s streets. Vehicle maintenance (fueling, washing, fluid and pressure checks, alarm setting, etc.) will be among the required assignments;


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• Crowd Control: The clientele served by OTOP require special attention because of their

addictions and possible vulnerable situations. Guards must be alert to threats to the well-being of OTOP workers, vehicles, drugs and clients. Firmness and tact are highly desired to help resolve potentially volatile situations;

• Administrative Assistance: Guards will be under the direction of the DPH OTOP staff when screening clients at the DPH OTOP Ward 93-95 Clinic. Guards will operate patient identification software using a PC program during weekend service. Guards should be capable of understanding and navigating the multi-screen programs with speed and accuracy.

DPH OTOP staff has expressed the need for competent Guard personnel to help maintain a trouble-free program. The City expects Contractor to provide such competent Guards for this contract. The Purchaser, with inputs from DPH OTOP staff, will regularly review the performance of the Contractor to ensure that Contractor’s employees are maintaining a consistently high standard of quality service for DPH OTOP’s program.


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VIII. Uniforms and Equipment

A. Uniforms and Equipment to be Supplied and Maintained Contractor must furnish and maintain all uniform and equipment items for all Guards provided to perform the Services required by this Agreement, including outdoor clothing appropriate for the weather and season, with necessary safety clothing and equipment. All Guards must wear a complete uniform of the type required by this Section at all times while on duty. When reporting for duty, Guard’s shoes must be shined, all uniform items must fit well, be clean and pressed, and must generally present a professional image to the public. The Contractor shall be responsible for the cleaning, pressing, and repair costs for all uniforms. B. Uniform Design All Guards shall wear the same color and style of uniform. Uniform design shall be a police/military style uniform subject to the approval of DPH OTOP. Any changes to uniform design or color required by DPH OTOP shall be made at no additional cost to DPH OTOP. Uniforms must be in the following colors or a combination of such colors:

• Dark Blue

• Dark Grey

• Forest Green

• Tan

Shoulder Patches with Contractor identification and not larger than 4-1/2 inches by 4-1/2 inches shall be worn on the uniform’s left shoulder. No other Contractor identification is to be worn or displayed on the uniform. A lettered breast badge and cap ornament displaying the Contractor’s name shall also be worn.

C. Uniform Items Contractor shall issue to or require all Guards to have a uniform, which must include, at a minimum, the following items:

• Shirts (long and short sleeves)

• Trousers

• Black Garrison-style belt

• Cap

• Jacket (cold weather use)

• Sweater (optional)

• Rain Gear in bright yellow or orange with “Security” printed on back

• Black gloves, leather and lined

• Belt keepers

• Name plate, gold or silver (over left breast pocket with badge number, first initial and last name)

• Weapon holster (holster leather color must match belts)

• Contractor’s insignia shoulder patch (each shirt and jacket)

• Black shoes or boots, leather


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D. Equipment Contractor shall issue or require all Guards to have the following items:

• Flashlight and batteries

• Flashlight holder – black, ring or snap style

• Handcuffs in case or pouch

• Firearm; pistol, semi-automatic, with magazine-fed ammunition

• Cellular telephones for all Supervisors

• Radio or cellular phones for all Guards

• All other necessary equipment determined by Contractor and/or DPH to be reasonably necessary to the successful performance of Services.


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IX. Times and Hours of Service

A. Times of Service

Contractor’s Guards are expected to arrive at their place of work on time according to the prevailing OTOP work schedules denoted in Section XIII of the Scope of Contractor Services and Requirements. Guards will be responsible for providing their own transportation to work and for any and all costs related to such transportation.

Time records shall be signed by Guards at the beginning and end of each shift and include a standard description of assignments for each day broken down in actual increments.

All original time records and payroll records for an employee’s time for which DPH is charged shall be maintained within one hundred (100) miles of San Francisco and shall be retrievable within twenty-four (24) hours of DPH request.

Contractor shall maintain electronic records of actual daily Guard assignments and functions in a standard and reportable manner.

Contractor shall make all time records and payroll records available for inspection, copying or audit for the entire term of the Agreement and for two (2) years after the term of the Agreement. This section shall survive termination or expiration of the Agreement.

B. Hours of Service 1. Shift Schedule

Contractor shall require Guards to fill all shifts listed in Section XIII of the Scope of Contractor Services and Assignments. DPH OTOP reserves the right to change the times or locations of the shifts of Section XIII of the Scope of Contractor Services and Assignments. Contractor agrees that the Services to be performed by it herein, including the locations and areas where Services are to be performed, the hours for which such Services are to be maintained, and the number of trained, equipped and qualified Guards to be furnished by the Contractor hereunder shall be subject to the approval of DPH OTOP. Contractor agrees that the scheduled work hours and days of Services may be changed at any time, without any penalty to DPH OTOP, provided DPH OTOP gives ten (10) business days notice of any changes to Section XIII of the Scope of Contractor Services and Assignments, except in emergencies. 2. Limitation on Overtime

No Guard shall work more than ten (10) hours on one or more shifts, for other clients of Contractor or for any other job in any twenty-four (24) hour period unless the work periods are separated by an eight (8) hour non-duty period. This limitation shall not apply where Contractor demonstrates in writing, within one (1) business day after the event, any condition that prevented Contractor’s compliance with this requirement. All requests for an exception to this requirement must receive prior written approval from DPH OTOP.

C. Holidays

Contractor shall provide services on the following official City holidays:


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• New Year’s Day

• Martin Luther King, Jr. Birthday

• Presidents’ Day

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans’ Day

• Thanksgiving Day

• Day after Thanksgiving Day

• Christmas Day

• Any official City holidays added during the term of this Agreement


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X. Customer Service Support Requirements A. Account Manager Contractor shall provide an Account Manager to coordinate Contract Services. The Account Manager shall be responsible for managing the DPH account and responding to all DPH requests for additional Services or any other DPH concerns regarding staffing or security issues. The Account Manager shall report directly to DPH OTOP’s Nurse Manager. The Account Manager must be available to participate in security audits and evaluations of DPH OTOP facilities and vehicles, practices and procedures. This requirement is a material term of the Agreement.

B. Administrative Support Contractor shall provide all necessary administrative support to manage Contractor’s employees; to prepare reports, compile statistics, prepare monthly invoices, and provide information as requested by DPH OTOP.

C. As-Needed and Emergency Security Guard Service In addition to requested scheduled Services, Contractor shall provide As-Needed Guard Services whenever requested by DPH OTOP, so long as DPH gives at least four (4) hours notice of a request for emergency Services and forth-eight (48) hours notice for Additional Services.

D. Liaison Officer The Contractor shall assign a member of their management staff as Liaison Officer to DPH OTOP at no additional cost to the City. The Liaison Officer will not be compensated for overtime. The Liaison Officer will be available to respond to telephone calls twenty-four (24) hours per day, seven days (7) per week and shall have the authority to hire, fire, replace, or reassign Contractor’s employees without prior approval of higher authority. The Liaison Officer must first be approved by DPH OTOP.

E. Supervisor Duties Each Supervisor of an upcoming shift shall, prior to shift change, determine the readiness of Guards preparing to be posted and ensure adequate number of properly uniformed and equipped Guards are available for the shift.

Each Supervisor shall communicate any changes in DPH OTOP assignments or procedures, any special instructions, announcements, or any other pertinent information that may affect security operations.

On-duty Supervisors shall be available at all times during their shift to receive and implement orders or special instructions from DPH OTOP concerning matters which affect the operation and security of DPH OTOP personnel, clients, vehicles and service areas.

Supervisors shall be responsible that Contractor’s Guards know their daily duties for each assigned shift, either at the vehicle remote locations or at the Ward 93-95 OTOP clinic. Guard duties shall coordinate with the activities of the DPH OTOP staff and not interfere with the operations of DPH OTOP.


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XI. Materials to be Provided by Department of Public Health

The City and County of San Francisco Department of Public Health (DPH) Opiate Treatment Outpatient Program (OTOP) will provide the following items within fifteen (15) calendar days after the award of the Contract:

• DPH OTOP Standard Operating Procedures;

• Emergency fire or fire alarm procedures including floor plans with locations of fire alarm pull boxes, fire extinguishers, fire alarm monitoring panel and other life/safety systems;

• Emergency intrusion alarm procedures, closed circuit television monitors, alarms and other equipment required for monitoring and control of building access;

• Procedures and protocols for responding to medical emergencies, bomb threats, riots, fires, earthquakes, hazardous spills, floods and other emergencies;

• List of contact names and departments, with land line, cellular telephone and pager numbers. These names are to be used when Contractor needs to notify various DPH OTOP individuals or other City contacts about incidents, or to request information and assistance; and

• Instruction on use of DPH OTOP client identification software used at Ward 93-95 protected area:

• DPH email addresses for use in submitting electronic reports.


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XII. Contractor’s Duties

A. General Guard Duties

The Contractor shall provide and supervise Guards to provide services for all shifts and sites for which Guards are required by this Agreement or requested by Department of Public Health (DPH) Opiate Treatment Outpatient Program (OTOP). Guards shall be provided to perform the following general guard duties at all sites in accordance with the Standard Operating Procedures unless otherwise provided in the Agreement or as instructed by DPH OTOP. All additional standard operating procedures shall be agreed based on mutual written consent by the OTOP Nurse Manager.

• Guard Ward 93-95 area and the Methadone dispensing vehicles against fire, theft, damage and trespass;

• Protect the safety of DPH OTOP managers, nurses, staff and clients;

• Prevent and minimize theft and damage to DPH OTOP offices and vehicles;

• Prohibit unauthorized entry into secure Sites by anyone other than DPH OTOP personnel and clients;

• Report any unusual incidents or hazardous conditions;

• Maintain security of DPH OTOP Ward 93-95 office and clinic areas;

• Report, maintain log and follow-up on all security violations and report occurrences to DPH OTOP as quickly as possible considering the nature of the violation. Reports will be on Contractor’s standard forms;

• Monitor and maintain DPH OTOP patient identification system;

• Implement procedures and protocols for responding to medical emergencies, bomb threats, riots, fires, earthquakes, hazardous spills, floods and other emergencies;

• Guards assigned to protect DPH OTOP’s remote Methadone dispensing activities shall be responsible for the daily vehicle maintenance procedures (check fluid levels, condition and operation of vehicle). Guards shall report any damage to the vehicles immediately upon notice. Contractor will be responsible for the replacement cost of any DHP OTOP security item (keys, …etc.) which loss is directly attributable to the negligent actions of the Guards;

• Guards shall be responsible for the safe operation of the DPH OTOP Methadone vans and the safety of the OTOP personnel as passengers;

• Guards shall be under the direction of the DPH OTOP staff and respond immediately to their orders as they concern DPH OTOP’s operations.

• Guards shall not use cellular telephones except as required to perform their duties, and may not use or be in possession of any personal electronic devices or reading materials not related to Guard duties;

• Guards shall, at all times, be polite, courteous, respectful, and responsive to any person authorized to be at the Methadone dispensing sites;

• Guards shall not be engaged in or conduct any personal business or business outside those described in this Contract at any time while assigned to perform Services except for authorized breaks;

• Guards shall be familiar with safety and security systems at all DPH OTOP sites and enforce the rules and regulations accordingly;

• Guards shall provide copies of all required documentation and logs on a daily basis for the designated sites. Contractor, with the assistance of DPH OTOP staff, shall coordinate and communicate the ongoing DPH OTOP operations issues to weekday and weekend Guard staff;


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• Monitor DPH OTOP clinic and vehicle alarms. Set and shut off per security best practices and standards;

• Maintain order among the clients at remote DPH OTOP Methadone dispensing sites. Eject or apprehend unauthorized persons that are disruptive to the Methadone dispensing operation;

• Be alert to fire hazards and/or careless or suspicious behavior by individuals that may cause fires at DPH OTOP Ward 93-95 clinic area or Methadone vans;

• Inspect and report to DPH OTOP any incidents of graffiti or vandalism to the DPH OTOP Ward 93-95 clinic area and/or Methadone vans;

• Inspect and secure restroom areas as directed by the DPH OTOP staff;

• Other related duties as required by DPH OTOP.

At all times, the Guard must be familiar with the following specific posted information:

• Emergency telephone numbers (e. g., SF Police, Sheriff and Fire Departments); • Emergency fire and fire alarm procedures; • Emergency intrusion alarm procedures; • Medical emergencies; • Elevator emergencies; • Bomb Threats procedures; • Earthquake Emergency procedures and Evacuation procedures; • Access control; • Communication procedures; • Sign-in procedures (client identification);

B. Employee Access Controls

Guards shall monitor the access of employees and clients to DPH OTOP locations as required by this Contract as requested by DPH OTOP. Methods to control of OTOP employee access to restricted areas during and after work hours shall be determined by DPH OTOP managers and staff.

Guards shall notify DPH OTOP managers and/or staff no later than the end of the shift during which any DPH-owned keys or security items in the possession of Guards are lost or stolen. Contractor is responsible for the cost of replacement of lost, stolen or damaged items entrusted by DPH OTOP to Contractor’s employees.

C. Communication with Base Station Dispatcher Guards shall communicate with Base Station Dispatcher as needed at the end of their respective shifts.


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XIII. Security Service Sites

Contractor shall provide Armed Security Guard Services as specified at the following Sites in accordance with the schedule set forth in this Section. DPH OTOP reserves the right during the term of the Agreement to add Sites or to eliminate any Site.

1. Orientation and Duty Assignments for Methadone Dispensing Activities a. DPH OTOP staff to provide initial orientation and duty assignments. Once Contractor’s core staff is sufficiently trained, it will be the responsibility of the Contractor to continue orientation and training of Guards.

b. Day-to-day instruction and/or duty assignments will be provided by on-duty DPH OTOP staff (e. g., OTOP Nurse Manager or designee) and communicated through Contractor’s Liaison Officer or Supervisor. 2. Specific Requirements for Mobile Methadone Dispensing Locations—Mon-Fri (one Guard/ Driver per van—total of two (2) vans) a. Specifications of Services to be performed at remote Methadone dispensing locations, in addition to General Guard/Driver Duties listed in Section XII in the Scope of Work, are as follows:

A. Prep Van (morning) 1. Pick-up Keys at Ward 93-95 (RN will sign-in guard) 2. Disable alarm – Operations Manual in Van 3. Remove generator hook-up. Warm up Van (5 minutes minimum)

B. At SFGH Bldg 90, Ward 93-95

1. Pick up RN 2. Escort RN to Van via the fire exit door 3. Secure RN in Van 4. RN will secure methadone for transport and will advise time to depart

C. OTOP Remote Sites for Van

1. Drive to first site – To be Determined 2. Drive to second site – To be Determined

D. Security Duties at Remote Sites

1. Maintain security of van and contents, RN and clients at Methadone Dispensing Site 2. Ensure clients maintain proper behavior at Site 3. Distribute numbers to clients to determine order of treatment 4. No fraternization with clients 5. Follow instructions of RN when directed 6. Be aware of unfamiliar persons or situations that may pose potential threats to security of Site 7. Secure firearm in holster at all times during working hours

E. Van Maintenance 1. Keep van fueled with CNG (ensure that fuel level does not fall below half-full mark) City CNG fuel filling facilities are located at: DPW – 2323 Cesar Chavez Street, SF Central Shops – 1800 Jerrold Avenue, SF 2. Wash van (as needed) – Harrison Street at Muni Garage or other location 3. Take van to Central Shops for general maintenance and repairs as needed.


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4. Fill vehicle with water (for sink and toilets) and take to 750 Phelps Avenue, Southeast Water Sewage Treatment Plant. Dump/pump waste, re-fill water (every other week)

5. Keep accurate logs of all fueling transactions and maintenance (sewage, water, washing, etc.). Mobile Methadone program staff will design/purchase log books to be reviewed and updated on a daily basis by guard staff

F. End of Day Assignments

1. Drive/escort RN carrying the methadone to Ward 93-95 2. Return Van to parking lot and perform required maintenance including but no limited to;

(a) Check that vehicle generator, air conditioning, lights and heater are turned off (b) Connect vehicle to electric outlet (c) Lock and secure all doors (d) Engage alarm (e) Ensure area is clear (f) Return Keys to Ward 93-95 (g) Continue to work until 2:30 PM (perform other tasks as requested, complete

maintenance work, complete logs, incident reports, drop off van for service, … etc.) (h) Check in with dispensary staff prior to leaving

G. Daily Time Line for Van Guard/Driver Duty

6:30 AM Prepare van 6:45 AM Pick up OTOP RN 6:55 — 7:10 AM Travel to Site 1 7:15 — 9:30 AM Site 1 Methadone Dispensing 9:30 – 10:20 AM Van Maintenance (Includes ¼-hr break) 10:20–10:30 AM Travel to Site 2 10:30 AM –12:30 PM Site 2 Methadone Dispensing 12:30–12:45 PM OTOP RN secures methadone, prepare for transport 12:45–12:55 PM Travel to Ward 93-95 12:55—1:00 PM Escort OTOP RN into Clinic 1:00 — 1:30 PM Lunch 1:30 — 1:45 PM Secure Van, prepare for next day 1:45 — 3:00 PM Other tasks as required/requested (Includes ¼-hr. Break)

3. Specific Requirements for SFGH Bldg 90, Ward 93-95 OTOP Clinic and Offices—Sat-Sun (two Guards per clinic) a. Specifications of Services to be performed at Ward 93-95, in addition to General Guard Duties listed in Section XII in the Scope of Work, are as follows:

1. Maintain order and security at Ward 93-95 in San Francisco General Hospital (SFGH). 2. Ensure safety to Methadone dispensing staff. 3. Protect dispensing facility, clients and staff. 4. Admonish and, if necessary, restrain unruly persons. 5. Check client IDS and, if necessary, direct unauthorized persons from clinic. 6. Operate client identification computer program. 6. Call Sheriff’s Department personnel at SFGH in all emergencies at 206-4911. 7. Guards must always carry firearms during working hours. 8. Contractor’s staff and vehicles will display visible identification. 9. Guards will be stationed in the waiting area of Ward 93-95 at SFGH. 10. Once doors are opened, Guards will direct clients to form 2 lines in waiting room according to the clients’ last names. 11. Guards will observe clients for any abnormal behavior and determine if they are carrying weapons or may be a danger to other clients.


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12. If the front elevator is not working, one Guard must be stationed in the back hallway to direct clients to the front area waiting room.

13. No client is allowed to use the Ward’s restrooms without Guard escort to the restroom area. 14. Once the clinic is open and running smoothly, one Guard should patrol the stairwells and floors

leading to both the upper and lower floors. Clients should not be allowed to linger in open area near the elevators. One Guard should always remain inside the waiting room.

B. In addition to the above, CONTRACTOR will also follow and enforce the below-listed requirements:

1. Ward 93-95 is a “No Smoking” area. Both clients and Guards are not to smoke. 2. There will be no fraternizing with clients by Guards. 3. Drinking (alcohol) and lateness by clients are not acceptable. 4. No animals are allowed in the Ward 93-95 clinic. 5. No client is allowed past the Ward 93-95 dispensing window to the back office areas. 6. If a Guard has to leave station to use the restroom, they must inform both the OTOP nurse and

the other Guard on duty. One Guard must be stationed in the Ward 93-95 clinic room area at all times.

7. Contractor must inform OTOP staff in advance of Guards that will be working weekends. Contractor must provide a Supervisor contact to call (with telephone number) in the event a guard fails to show up for work.

8. From time to time and as circumstances warrant, the Guards may be reassigned without further cost to the City. If additional personnel are required, the additional cost to the City will be based upon the hourly cost as provided in the Contract. If circumstances require the elimination of certain Guard services, the monthly price to the City will be adjusted downward.

9. Guards must arrive within ten (10) minutes of the scheduled time. If Guards are more than ten (10) minutes late, Contractor will give City an accurate estimated time of Guard’s arrival and, if necessary, will dispatch another Guard to replace the late Guard, if required.

C. Daily Time Line for Ward 93-95 Guard Duty

7:30 AM Open Clinic Doors (Guard should arrive 15 minutes early) 11:30 AM Close Clinic Doors 11:30 AM – 12:30 PM Lunch (1 hour)

12:30 PM Re-open Clinic Doors 3:00 PM Close Clinic Doors

3:00 PM – 3:30 PM Secure Clinic, Other tasks as required/requested


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XIV. Liquidated Damages Liquidated Damages will apply as follows: A. Failure to submit Post Orders within ten (10) calendar days of the Effective Date, prior to commencement of any work, as set forth in this Agreement shall result in a credit to the City of $100 per twenty-four (24) hour period of delay provided Contractor has received all required documentation from DPH OTOP. B. Failure to submit a draft Training Plan within ten (10) calendar days of the Effective Date, prior to commencement of any work, as set forth in this Agreement shall result in a credit to DPH OTOP of $100 per twenty-four (24) hour period of delay. C. Failure to submit proposed Guard uniform design to DPH OTOP for approval within ten (10) calendar days of the Effective Date, prior to commencement of any work, as set forth in this Agreement shall result in a credit to DPH OTOP of $50 per twenty-four (24) hour period of delay. D. Failure to submit Supervisor Contact List within ten (10) calendar days of the Effective Date, prior to commencement of any work, as set forth in this Agreement shall result in a credit to DPH OTOP of $50 per twenty-four (24) hour period of delay. E. Failure to ensure that Guards report to duty with all uniform elements required by this Agreement shall result in a credit to DPH OTOP of $25 per incident. F. Failure to remove and replace Guards as set forth in this Agreement shall result in a credit to DPH OTOP of $50 per thirty (30) minutes of delay. G. Failure to reassign Guards within five (5) calendar days of DPH OTOP request (at no cost to DPH OTOP) as set forth in this Agreement shall result in a credit to DPH OTOP o $150 per incident. H. Failure to provide all new employee names and documentation of drug testing to DPH OTOP for each armed Guard as set forth in this Agreement shall result in a credit to DPH OTOP of $250 per incident. I. Failure to attend quarterly meetings with DPH OTOP as set forth in this Agreement shall result in a credit to DPH OTOP of $100 per incident. L. Failure to provide any report as set forth in this Agreement shall result in a credit to DPH OTOP of $250 per incident provided Contractor has been given ten (10) calendar days’ notice and opportunity to cure.


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Appendix B

Price Proposal Sheet

Location Description Estimated Days

Per Month

Hours per Day

Estimated Hours per

Month

Proposed Hourly Rate

Estimated Monthly Cost

Two (2) Guard/Drivers for OTOP Mobile Methadone Van Service. One (1) Guard for each van for total of two (2) vans (Mon-Fri, 6:30 AM to 3:30 PM).

22

8

352 (for 2

Guard/Drivers)

$________ $________

Two (2) Guards for SFGH Bldg. 90 Ward 93-95 Service (Sat-Sun, 7:30 AM to 3:30 PM).

8

7

112 (for 2 Guards)

$________ $________

Extended Monthly Cost $___________


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Appendix C Affidavit of Training

CERTIFICATION OF TRAINING FOR REQUEST FOR PROPOSAL No. 86502

ARMED SECURITY GUARD SERVICE FOR THE DEPARTMENT OF PUBLIC HEALTH OTOP – Mobile Methadone Van and Ward 93

(Due no later than thirty (30) days after receipt of award. See Appendix A, Sec. V.D on p. 34)

Employee’s Full Name: _________________________________________________________________________ (Print or Type)

Birth Date: _________________ Place of Birth:____________________________________________________ Social Security Number: _____________________________________ California State Driver’s License: ______________________________ Expiration Date: ___________________ The above-named employee has completed the training indicated below:

Training Required Date Certification or License Completed

Certification Attached

1. Rights of Security Officers ____________________ Yes ____ No ____ 2. Legal basis for arrest ____________________ Yes ____ No ____ 3. Criminal Law ____________________ Yes ____ No ____ 4. Arrest and control techniques ____________________ Yes ____ No ____ 5. Patrol Procedures ____________________ Yes ____ No ____ 6. Report writing ____________________ Yes ____ No ____ 7. Communications procedures ____________________ Yes ____ No ____ 8. Fire Protection & Prevention ____________________ Yes ____ No ____ 9. Loss Prevention ____________________ Yes ____ No ____ 10. Ethics ____________________ Yes ____ No ____ 11. Firearm Qualification (Enter date of most

recent re-qualification/re-certification)* ____________________

Yes ____

No ____

12. Use of Baton* ____________________ Yes ____ No ____ 13. Use of Chemical Agents (Mace)* ____________________ Yes ____ No ____ 14. Crime Scene Control ____________________ Yes ____ No ____ 15. Public Relations ____________________ Yes ____ No ____ 16. Civil & Human Rights Sensitivity Training ____________________ Yes ____ No ____ 17. First Aid & CPR Training (Enter date of most

recent CPR re-certification) ____________________

Yes ____

No ____

*NOTE: THESE ITEMS MUST BE APPROVED FOR USE BY SF DEPARTMENT OF PUBLIC HEALTH

I, the undersigned employee, certify that I have received and successfully completed the training indicated above and that the information provided on this certificate is true and correct.

Employee’s Signature: ___________________________________ Date: _______________ I, the undersigned Contractor, certify that the above-named employee has completed the training required as

indicated above. Furthermore, I hereby certify that I have taken reasonable care and shown due diligence to confirm the truth of the above information. Furthermore, I understand that falsification or negligence in completing this form constitute a failure to perform and may constitute a default of the above referenced contract proposal.

Contractor’s Signature: __________________________________ Date: _______________