Unarmed Security Guard Services – Shelter FY26

Purpose

NAICA is seeking proposals from qualified contractors to provide uniformed security services for NAICA facilities at various locations Table (A).

Subcontractor is required to submit separate proposals for each available site listed in Table (A). Carefully examine the specifications, conditions and limitations. The selection of the successful subcontractor will be made based on NAICA’s evaluation and determination of the relative ability of each Bidder to deliver quality service in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

1. Company History and Organization
2. Management Approach
3. Personnel Selection Process
4. Development and Retention of Personnel
5. Total Quality Management Program
6. Cost Proposal and Invoicing
7. Training Programs
8. Computer Management System
9. Value Added Features
10. Insurance
11. Benefits Program
12. Employee Recognition Programs
13. Transition Plan
14. References

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

Contract Term

Contract terms shall be for a 1-year period unless terminated by either party with thirty (30) days written notice. Commencing July 1, 2025, to June 30, 2026.

Scope of Services

This contract encompasses different locations that are operated by NAICA. The number of approximate hours of uniformed security services per week, are dependent on location needs. A full description of NAICA locations and needs are outlined in Table (A).

The selected subcontractor(s) shall provide unarmed, uniformed security services in and around NAICA locations on a 24 hour-a-day, 7 days-a-week basis, or as otherwise indicated per site specifications. Contracted security personnel will provide a variety of services, such as implementing NAICA’s security objectives according to policies and procedures which may include but are not limited to the following general tasks: entry and egress access control, roving patrols of interior and exterior building areas, visitor and building employee identification verification, incident and daily operating reports, monitoring and responding to base building intrusion detection systems, alarms and fire detection equipment, responding as necessary to support other life safety duties as identified in post orders and standard operating procedures.

The selected subcontractor(s) shall provide appropriate and necessary management and supervision for all contractor’s employees and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance with contractor’s rules and regulations, as well as any other policy established by the contracting parties.

The selected subcontractor(s) shall develop a comprehensive set of Post Orders documenting both general procedures as well as site-specific responsibilities. Post Orders shall be prepared prior to the commencement of the contract and must be reviewed and approved by NAICA’s management team with thirty (30) days from commencement of subcontractor’s services to NAICA.

All security officers will be required to read and verify they understand Post Orders and at minimum, shall be tested during the On-The-Job Training (OJT) period, annual or more frequently during site inspections. The contractor(s) shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both contractor’s and NAICA’s standards.

The selected subcontractor(s) is responsible for the daily appearance of security personnel. The subcontractor(s) shall provide seasonal uniforms and weather-appropriate protective clothing necessary to support continuous performance of contract requirements. Security officers are prohibited from carrying weapons of any kind, including but not limited to: firearms, nightsticks, martial arts weapons or equipment, batons or any chemical agent spray or liquid.

The selected subcontractor(s) shall agree to remove from the site, whenever required to do so by NAICA any employee considered by NAICA to be unsatisfactory or undesirable to NAICA, within the limits of any applicable laws.

The selected subcontractor(s) shall administer all cost accounting and billing relative to this contract. The subcontractor(s) shall respond as necessary to accommodate additional duty hours as may be requested by NAICA.

Instructions to Bidders

The Bidder is to address the following subjects in the response. Be sure to reference any attachments you may include.

1. Company History and Organization
   • Provide a brief company history, mission statement and organizational summary.
   • Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
2. Management Approach
   • Describe in detail how your firm will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the [Company] account. Indicate the support staff available to this project manager by function.
   • Supply an Organization Chart depicting the structure of the local servicing office and regional support.
3. Personnel Selection Process
   • Describe how recruitment and selection of security officers is accomplished. All personnel and supervision provided under this RFP must be thoroughly trained, experienced and qualified to perform the work to which they are assigned.
   • Bidder shall have a documented employment process which shall include application, interview, drug testing and background check phases. A written description of the Bidder’s employment process and qualifications is to be included in the response.
4. Development and Retention of Personnel
   • Describe your company’s succession planning and development of officers, supervisors and managers.
   • Describe methods and initiatives designed to promote employee retention.
5. Total Quality Management Program
   • Outline administrative controls, plans and process to monitor and assure contract compliance of security services. Include methods of quality control, contract administration, audits, management inspection programs, conduct and job performance standards, corrective action planning and follow-up reporting.
6. Cost Proposal and Invoicing
   • Provide billing rates for each of the following:
     • Security Officer and Shift Supervisor
     • Include overtime policies, holiday policies and rates. Propose invoicing frequency and procedures and applicable discounts. All invoices will clearly identify applicable job site coding in order to associate contractor’s actual costs with NAICA’s job locations or job codes. All invoices will also include timesheets (name and hours worked for guards daily). Explain how discounts will be applied for different payment terms.
7. Training Programs
   • Describe in detail the training programs in place to support this project. Include the following:
     • Pre-Assignment Training
     • Job and Task Specific Training (OJT)
     • Formal Continuous Training
     • Annual Retraining and Recertification
     • Supervisory Development Training (describe the program that your company utilizes that leads to a professional credential for supervisors). Include the name, contact information (including email address) and qualifications of the local or regional trainer(s) who will conduct training for the subcontractor and the manner in which the contractor documents training (i.e., paper records, online, web accessible, etc.).
8. Computer Management System
   • Describe productivity and technology applications utilized to enhance and improve business processes, integration of scheduling, payroll and billing systems or other benefits of computerization. Summarize how such systems will benefit NAICA.
9. Value Added Features
   • Indicate features or programs not covered elsewhere in the response which are offered to enhance your firm’s ability to effectively manage this project.
10. Insurance
    • The successful bidder(s) shall carry and maintain, with respect to any work or service to be performed at NAICA Locations, insurance written by a responsible insurance company, to provide for the following:
      • Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance.
      • Commercial General Liability Insurance.
      • Automobile Liability.
      • Excess-umbrella Insurance, including terrorism coverage.
    • Include a sample Certificate of Insurance including limits with the response. All policies and certificates shall provide for thirty (30) days notification to NAICA in the event of cancellation, reduction in limits or changes in coverage.
11. Benefits Program
    • Describe in detail all benefits offered to employees. Include health care insurance, life insurance, holiday pay, vacations and any other benefits offered. Cite specific plans offered and employee cost sharing arrangements (payroll deduction). Please include the following:
      • Medical/health insurance (indicate costs for a PPO program including coverage options for employee, employee and spouse, and employee and family).
      • Dental (indicate monthly premium and annual limits).
      • Life insurance (indicate amount provided at no cost to employee and any optional coverages available).
12. Employee Recognition Programs
    • Outline any specific incentive and recognition programs made available to employees and explain how these programs are managed and if charges to NAICA will be incurred as a result of subcontractor’s implementing these programs.
13. Transition Plan
    • Submit a projected Transition Plan for implementation if awarded the contract to include tasks and time frames. Include a list of all individuals assigned to your transition team with current contact information, telephone numbers and email addresses.
14. References
    • Provide at least three (3) client references whose facilities are comparable in size, profile and security service hours to your [Company]. Include company’s name, address, contact person, and contact number.
15. Conflict of Interests
    • Subcontractor(s) must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in the contracted company submitting any bid as follows:
      • Relations/Associations to any NAICA Board member.
      • Relations/Associations to any Senior or Executive employee of NAICA.
      • Relations/Associations to Directors employed by NAICA.
      • Vested personal or financial interest in NAICA or to any company organization that does business with NAICA and which may be construed as a conflict of interest.

Area of Requirements

PASSPort and PIP registration

• The bidder is to provide proof of registration in PASSPort and the Payee Information Portal (PIP) VIA attachment directly from PASSPort and PIP containing the following information:
  • Passport vendor status
  • Vendor name
  • Filing Date
  • Business address
  • EIN
  • DUNS number
  • FMS Vendor Code
  • Existing address and contract assignments – PIP

This document is a Request for Proposal (RFP) for the services described and does not obligate NAICA to accept responses from eligible contractors. This RFP establishes minimum requirements a potential bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Please confirm all necessary information required for submission of an official RFP is included:

Submitted by: ______________________________________

Title: ______________________________________

Company Name: ______________________________________

Date of Submission: ______________________________________

Table (A)