RFP : Friends For Life Corporation is seeking proposals from qualified Contractors to provide uniformed security service for Friends For Life Corporation facilities in Memphis, TN in Tennessee, United States

REQUEST FOR PROPOSAL
SECURITY SERVICES
Section I INTRODUCTION
Friends For Life Corporation is seeking proposals from qualified Contractors to provide uniformed security service for Friends For Life Corporation facilities. This document is a Request for Proposal (RFP) for the services described below and does not obligate Friends For Life Corporation to accept responses from eligible Contractors. The RFP establishes minimum requirements a bidder must meet in order to be eligible for consideration as well as information to be included in the Contractor's bid response. Carefully examine the specifications, conditions and limitations.
The selection of the successful Contractor will be made based on Friends For Life Corporation 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 - 10 points
2.Management Approach - 10 points
3.Personnel Selection Process - 10 points
4.Total Quality Management Program - 10 points
5.Cost Proposal and Invoicing - 25 points
6.Training Programs - 5 points
7.Value Added Features - 5 points
8.Insurance - 5 points
9.Transition Plan - 10 points
10.References - 10 points
Total - 100 points
Friends For Life Corporation 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 of the 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.

RFP Timeline
Issue RFPJune 26, 2015
Deadline for Bidder questions, clarifications or modificationsJuly 2, 2015
Friends For Life posts addendum for questions, clarifications or modificationsJuly 8, 2015
Bid due date and timeJuly 17, 2015
Potential Interviews and/or Negotiation of Agreement for Services (estimated)July 27, 2015
Notice of Award (estimated)August 3, 2015
Contract Period BeginsAugust 10, 2015

Request for Clarification or Modifications
Bidders interested in responding to this solicitation must submit ALL questions on procedural matters related to the RFP or requests for clarification or medication of this RFP via email to gina.fortner@friendsforlifecorp.org by the date and time indicated in the RFP Timeline in this RFP. If the bidder is request a change, the request must set forth the recommended change and the bidder's reasons for proposing the change. Questions or requests submitted after the deadline will not be answered. Without disclosing the source of the questions or request, a copy of all submitted questions and Friends For Life responses will be posted on the Friends For Life website at www.friendsforlifecorp.org.
Any explanation desired by a Contractor regarding the meaning or interpretation of the solicitation must be requested in writing with sufficient time allowed for the reply to reach Contractors before the submission of their proposals. Oral explanations or instructions will not be binding. Any information provided to any prospective Contractor concerning the solicitation will be furnished to all prospective Contracts in an amendment to this RFP.
Section II SUBMISSION OF PROPOSALS
Responses to this RFP are due by 4:00pm on July 17, 2015. Late submittals will be rejected.
All proposals are to be sealed and addressed to the manager of the RFP process:
Gina Fortner
Friends For Life
43 N. Cleveland St.
Memphis, TN 38104
901-272-0855 X223
901-272-7458
Gina.Fortner@friendsforlifecorp.org

Three(3) copies of the proposal and an electronic copy on a disc or jump drive may mailed or delivered to the above address. Any questions regarding this RFP should also be addressed to the above individual. Contractors may not contact other executives, managers or employees of Friends For Life Corporation without permission of the manager of the RFP process.
Section III CONTRACT TERM
The term of this contract shall be for a 1 year period unless terminated by either party with thirty (30) days written notice.
Section IV SCOPE OF SERVICES
This project includes approximately 127 hours of uniformed security service per week, allocated as follows:
Description of Site
Site A: 43 Cleveland 9:15am-5:15pm on Monday-Thursday (32hrs) and 9:15am-4:15pm on Friday(7hrs)
Site B: 35/32/28 Claybrook Mon-Thurs 11pm-7am (32hrs) Friday 11pm-Monday 7am (56hrs)
Contractor shall provide unarmed uniformed security services in and around Friends For Life Corporation properties as indicated per site specifications.
Contract security personnel will provide a variety of service, implementing Friends For Life Corporation's security objectives according to policies and procedures which may include but is 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.
Contractor 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.
Contractor shall develop a comprehensive set of Post Orders documenting both general procedures as well a site-specific responsibilities. Post Orders shall be prepared prior to the commencement of the contract and must be reviewed and approved by Friends For Life Corporation management with thirty (30) days from commencement of Contractor's services to Friends For Life Corporation. All security officers will be required to read and verify they understand the Post Orders and at minimum, shall be tested during the On-The-Job Training (OJT) period, annual or more frequently during site inspections.
Contractor shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both Contractor's and Friends For Life Corporation's standards.
Contractor is responsible for the daily personal appearance of security personnel. Contractor 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.
Contractor shall agree to remove from the site, whenever required to do so by Friends For Life Corporation, any employee considered by Friends For Life Corporation to be unsatisfactory or undesirable to Friends For Life Corporation, within the limits of any applicable laws.
Contractor shall administer all cost accounting and billing relative to this contract.
Contractor shall respond as necessary to accommodate additional duty hours as may be requested by Friends For Life Corporation.
Section V INSTRUCTIONS TO BIDDERS
Bidder is to address the following subjects in the response. Please insert your text in the space following each section. Reference any attachments in the text and include printed copies of attachments at back of this document.
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 Friends For Life Corporation account. Indicate the support staff available to this project manager by function. Bidder must 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, experience 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 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.
5 Cost Proposal and Invoicing
Provide billing rates for Security Officer including overtime policies, holiday policies and rates. Propose invoicing frequency and procedures and applicable discounts. All invoices will clearly identified applicable job site coding in order to associate Contractor's actual costs with Friends For Life Corporation's job site or job codes. Explain how discounts will be applied for different payment terms.
6 Training Programs
Describe in detail the training programs in place to support this project. Include the following:
Pre-Assignment Training including dealing with individuals with mental health/substance abuse issues.
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, contract information (including email address) and qualifications of the local or regional trainer(s) who will conduct training and the manner in which documents training
7 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.
8 Insurance
The successful bidder shall carry and maintain, with respect to any work or service to be performed at Friends For Life Corporation facilities, insurance written by a responsible insurance, 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 Friends For Life Corporation in the event of cancellation, reduction in limits or changes in coverage.
9 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.
10 References
Provide at least three (3) client references whose facilities are comparable in size, profile and security service hours to Friends For Life Corporation. Include client references name, address, contact person and contact number.
Attachments