Heartland Alliance Security Services

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Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesREQUEST FOR PROPOSALRFP# 2019-ERM 1Security ServicesDEADLINE FOR SUBMITTING PROPOSALApril 5, 2019, 12:00p.m. (CST)ATTN: Le’Mikas Lavender, Enterprise Risk Management Department1

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesTABLE OF CONTENTSSECTIONI.IntroductionA. IntroductionB. BackgroundC. Contract Term / Term of ServicesII.Scope of WorkA. Work RequirementsB. Any Other ItemsIII.Proposer’s SubmittalSubmittal InstructionsIV.Key RFP InformationA. IntroductionB. RFP TimelineC. Communication, Interpretation and AddendaV.Evaluation CriteriaVI.DiversityVII.Conflict of Interest and Vendor Code of ConductVIII.Additional InformationIX.Terms and ConditionsX.Attachments and ExhibitsAttachment A – Proposal Contact InformationAttachment B – Illinois Cost Proposal SheetAttachment C – Wisconsin Cost Proposal SheetList of ExhibitsExhibit 1 – Insurance RequirementsList of AppendixAppendix 1 – Certification of Independent Price DeterminationAppendix 2 – Certification Regarding Debarment, Suspension, ProposedDebarment, and Other Responsibility MattersAppendix 3 – Heartland Alliance Terms and Conditions2

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesI.INTRODUCTIONA. IntroductionHeartland Alliance for Human Needs and Human Rights is accepting proposals from SecurityCompanies to provide Security Services at Heartland Alliance properties.For almost 130 years, Heartland Alliance’s doors have been open – through WWI, the GreatDepression, WWII, the Vietnam War, the outbreak of the HIV/AIDS epidemic in the 80s, the Haitiearthquake, and our most recent economic recession providing help, hope, and opportunity tothose who have needed it most.Founded in 1888, Heartland Alliance was one of Chicago’s two Travelers Aid organizations wherenewcomers – particularly vulnerable youth and women moving to the city in pursuit of opportunitiescould receive help with housing, employment and community resettlement. More than a centurylater, Heartland Alliance continues its proud tradition of working with the most vulnerable in ourcommunities and creating equity and opportunity for all.Heartland Alliance believes everyone in society benefits when people are able to exit poverty, healfrom trauma, and achieve stability; secure their rights, and shape policies that respond to theirneeds. Through our holistic continuum of programs addressing safety, health, housing, education,economic opportunity, and justice, Heartland Alliance addresses the root causes of inequity,generates social change, and empowers individuals and communities to reach their full potential.This change-driven approach has made Heartland Alliance a leading anti-poverty organization,impacting the lives of 400,000 people through direct service and 7,000,000 through advocacy andpolicy change each year.B. BackgroundHeartland Alliance is seeking proposals from qualified security firms to provide Security Servicesat Heartland Alliance properties located throughout the Chicagoland and Wisconsin area. We areseeking a company to partner and collaborate with designate Heartland’s management staff andstakeholders to understand our vision for security services. The proposer shall be adaptable to thecontinuum security challenges while partnering with Heartland to improve our security measures,reduce our risk, and employ best security practices.C. Contract Term / Term of ServicesThe term of agreement resulting from this RFP solicitation will be for a period of 3years with an option to terminate upon 30 days’ notice, or extend for two (2) additional(1) year renewable options at Heartland Alliance discretion.II.SCOPE OF WORKA. General SpecificationsRespondent shall provide the following security guard services as outlined below but not limited to:3

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care Services1. PERSONNELThe successful respondent will provide a uniformed licensed unarmed security guard to performservices. Uniforms shall identify the respondent’s company by badge with the company's name orcompany's logo. The security guard shall be identified by name tag either affixed to or sewn on theuniform at all times while performing security guard duties. All security guards must be unarmedand carry communication radios or phones.2. EQUIPMENTThe successful respondent shall provide all necessary equipment to perform security guard duties.Equipment shall include, but not be limited to: handcuffs, security utility belt, flashlights, portablecommunication equipment, rain gear, and cold weather gear.3. DUTIESThe responsibility of the security guard is to protect the employees, customers, visitors and propertyof Heartland Alliance; maintain order and discipline within the boundaries of the program space,enforce criminal law regulations and policies of Heartland Alliance. Outline below is a list of requiredsecurity guard services but not limited to:A. Security guard will check designated areas upon arrival for any signs of suspiciousactivity or vandalism and immediately report information to the designated appropriateHeartland Alliance staff.B.Security guard must be alert and vigilant at all times while on duty and report anyunusual activity or findings to Heartland Alliance staff and/or 911C. Patrol the interior and exterior building perimeters at a minimum of (2) times per hourincluding but not limited to the stairwells and parking areas. Report any unusual orsuspicious activity to HA staff immediately.D. Enforce Heartland Alliance program Security Rules and ProceduresE. Participate in Heartland Alliance Employee Safety and Security TrainingF. Respondents must ensure Security Guards are accessible by radio or phonecommunication at all times while on duty.G. Upon request by HA management staff provide Security Guard services and other relatedduties at designated Special EventsH. Security guard must conduct themselves in a professional manner and be courteous toHA staff and visitors at all times.I.Enforce Federal, State and City criminal law violations while on duty.4

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesJ.Enforce laws pertaining to the breach of peace.K. Provide protection to HA employees, customers, visitors, and HA’s property.L. Report any safety hazards, security breaches, defective property lighting or other safetydeficiencies that might interrupt the overall HA safety program or anything that may causea threat to health and safety.M. All officers will work under the direction of the respondent’s supervisor as coordinated bythe designated Heartland Alliance employeeN. Understanding and familiar with providing security guard services within a traumainformed environment.O. In any situation where the safety of a development or residents therein is threatened, therespondent's personnel shall call upon law enforcement to respond and inform thedesignated HA employee. Security guard personnel will also law enforcement to respondwhen so directed by designated administrative personnel of Heartland Alliance.P. Monitor security desk consoles (i.e) employees access control and alarm computer,CCTV video monitorsQ. Have an understanding, knowledge and be familiar with implementing emergency fire andfire alarm procedures. Guards must become familiar with designated Heartland Alliancefloor plansR. Familiar with fire alarm pull boxes, fire extinguishers, fire alarm monitoring panel, AEDand other life/security systemsS. Have an understanding, knowledge and be familiar with implementing procedures andprotocols in responding to medical emergencies, bomb threats, severe weather, fires,hazardous spills, floods and other emergencies4. TRAINING AND SUPPORTTraining for guards is an important aspect of this RFP. With the ever changing environmentin today’s world Heartland must ensure the guards are properly informed and trained torecognize, report, and respond to any potential security threat.1. Proposer shall submit information identifying training protocols that proposer hasimplemented with their security personnel2. Provide plan for ongoing training of personnel including but not limited to thefrequency of trainings (i.e. annual, quarterly) as well as the method and areas oftraining5

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care Services5. WORKSCHEDULEIt is the responsibility of the respondent to ensure security guards report to their assigned HeartlandAlliance location on assigned schedule date and time. Respondent is responsible for managing andoverseeing security guards time and attendance. Respondent must notify the designated Heartlandstaff immediately regarding security guard time and attendance prior to working shift. Respondentmust notify the designated Heartland Alliance staff in advance of any issues surrounding workerattendance and immediately provide replacement personnel.Additional hours may be required for special events and will be coordinated through the designatedHeartland Alliance employee and the respondent. Heartland Alliance reserves the right to changeand/or modify hours as needed.III.PROPOSER’S SUBMITTALSubmittal Instructions:Proposer must complete and submit their proposal to the designated individual listed within thissolicitation no later than the date specified on the cover of the RFP. Proposal must include thefollowing:1. Cover/Transmittal LetterA. Executive Summary – Provide an overview of the Proposer’s companyincluding the range of services offered by the Proposer, years in business,and a brief history2. Experience and Qualification StatementA. List of key personnel, qualifications and organizational chartB. Submit a list of clients Proposer has served in the past three (3) years.Provide contact person, position, address, phone number, dates ofservices and description of service providedC. State your ability to begin work and the capacity of your firm to dedicateresources needed to provide the services requested6

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care Services3. Describe your firm and its capabilities for the requested servicesA. Number of years in businessB. Number of employeesC. Experience your firm has had within the past five (5) years providing similarservices to organizations like Heartland Alliance4. Operations PlanProposers shall prepare a detailed method of approach to the scope of work whichindicates the services proposed to be performed by the Proposer. This section shouldconfirm the Proposer’s understanding of the RFP.The Proposer should clearly outline the recommended approach of the organization inmeeting the responsibilities that Heartland Alliance has outlined. The method ofapproach should be addressed in a manner that reflects an understanding andcommitment to provide the requested services in a professional and timely manner.5. Provide a minimum of three (3) client references6. Provide a job description for each proposed position7. Proposer Contact Information Sheet (Attachment A)8. Cost Proposal Sheet (Attachment B)IV.Key RFP InformationA.IntroductionHeartland Alliance will receive Proposals at this location only until 12:00 P.M(CST) on April 5, 2019 in accordance with this RFP. One (1) clearly marked“Original”, five (5) copies and one (1) electronic copy of the proposal, includingforms and attachments, must be received by heartland Alliance at the addressbelow:Heartland AllianceAttn: Le’Mikas LavenderEnterprise Risk Management208 S LaSalle StreetSuite 1300Chicago, IL 60604llavender@heartlandalliance.org7

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesB.RFP TimelineRFP IssuedMarch 12, 2019Respondents Questions DueMarch 14, 2019Answers to QuestionsMarch 19, 2019Proposal Due DateApril 5, 2019Proposals submitted after the designated date and time will not be accepted for any reason andwill be returned unopened to the originator.C.Communication, Interpretation and AddendaNo respondent is entitled to rely upon any oral interpretation by HeartlandAlliance or its representative concerning the meaning of this RFP. This RFP andany addenda will be available by contacting the designate person listed within thisRFP. It is the Respondent’s obligation to obtain any addenda that may besubsequently issued.All requests for interpretation must be made in writing and submitted no later thanMarch 14, 2019, 5:00 P.M (CST) to:Le’Mikas LavenderEnterprise Risk Managementllavender@heartlandalliance.orgHeartland Alliance may award one or more contracts based on the evaluation criteria containedwithin this RFP to responsible and responsive respondents, provided their proposals are in thebest interest of Heartland Alliance8

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care ServicesV.EVALUATION CRITERIAHeartland Alliance will conduct a comprehensive evaluation of proposals received in responseto this RFP. Heartland Alliance will use an Evaluation Committee to review and evaluate theproposals. Throughout the evaluation and selection process, Proposers may be asked tofurnish additional information, make oral presentations and attend meetings as requested byHeartland Alliance. Heartland Alliance will consider such criteria as Heartland Alliance deemsand to be in the best interests of Heartland Alliance including but not limited to the following:1. Proposer understanding and responsiveness to the requestedscope of services outlined in this RFP2. Proposer experience, knowledge and qualifications3. Key Personnel and References4. Fee Structure / Cost ProposalVI.20302030DIVERSITYMinority, Disadvantage, and Women-Owned Business Enterprises (MBE/DBE/WBEs) areencouraged to submit proposals. Heartland Alliance strives to provide opportunities toMBE/WBE/DBE’s companies that has a diverse workforce and can supply products andservices that will meet our business needs.VII.CONFLICT OF INTEREST AND VENDOR CODE OF CONDUCTRespondents must disclose of any past, present, or future relationships with any partiesassociated with the issuance, review, or management of this solicitation and anticipated award.Failure to provide this information may result in Heartland Alliance to remove respondentproposal from the selection process.It is the responsibility of the respondent to become familiar with Heartland Alliance Vendor Code ofConduct rtunities/ It is also a conflict ofinterest when a Heartland Alliance employee, officer or agent involved in the RFP process orcontract has a financial or any other interest in the respondent. If a conflict of interest exist, therespondent cannot submit a proposal. Heartland Alliance in its sole discretion reserves the right tocancel the award if determines that any interested disclosed from any source gives the appearanceof a conflict of interest.VIII.ADDITIONAL INFORMATION1. All costs incurred in the preparation and presentation of Proposals is theresponsibility of each respondent. All supporting documentation and manuals witheach Proposal will become the property of Heartland Alliance unless otherwiseindicated by the Respondent at the time of submission.9

Heartland AllianceHeartland Alliance InternationalHeartland Alliance HealthHeartland HousingHeartland Human Care Services2. Heartland Alliance reserves the right to reject any and all Proposals, to waive anyinformality, and to accept any proposals which may deem to be in the best interest ofthe organization.3. Heartland Alliance may award one or more contracts based on the evaluation criteriacontained within this RFP to responsible and responsive respondents, provided theirproposals are in the best interest of Heartland Alliance.4. Issuing this solicitation is not a guarantee that Heartland Alliance will award apurchase order/contract. Heartland Alliance has no contractual obligations with anyvendor based upon the issuance of this solicitation.5. Heartland Alliance may choose to award a purchase order / contract for part of theservices within this solicitation.6. Heartland Alliance may request from a short-listed of respondents additional writtenresponses to a more specific and detailed scope of work that is based upon thegeneral scope of work in the original stated solicitation.7. Heartland Alliance reserves the right to accept or reject any or all proposals, issueaddenda, or waive any formalities that are not to be material defects requiringrejection or disqualification or where such a waiver will promote increasedcompetition. Any respondents may be excluded from further consideration for failureto fully comply with the requirements of this solicitation.8. Heartland Alliance has the right to rescind this sonication or rescind an award prior tothe signing of a purchase order / contract due to any unforeseen changes in thedirection of Heartland Alliance’s client (U.S. Government), be it funding orprogrammatic.IX.ADDITIONAL INFORMATIONBy submitting a proposal in response to this RFP, respondent agrees to accept HeartlandAlliance Terms and Conditions (see Appendix 3).10

Attachment (A)Business Contact InformationProposers must provide a business contact and alternate to address any RFP nate Business ContactName:Title:Phone:Fax:Address:Email:11

Attachment (B)Cost Proposal SheetRespondent must submit the requested cost within their proposal. This must includethe description and cost information for each applicable category below.Illinois Proposed Cost / Fee Structure – Hourly RatePosition TypeStraight TimeOvertime12ShiftDifferential (ifapplicable)Union(Y/N)Union Rate

Attachment (C)Cost Proposal SheetRespondent must submit the requested cost within their proposal. This must includethe description and cost information for each applicable category below.Wisconsin Illinois Proposed Cost / Fee Structure – HourlyRatePosition TypeStraight TimeOvertime13ShiftDifferential (ifapplicable)Union(Y/N)Union Rate

EXHIBIT 1 – INSURANCE REQUIREMENTS FOR VENDORSThe following minimum insurance requirements apply to vendors. If the service or workrepresents an unusual or high risk, such as construction, additional insurance may be required.For more information, consult with the Enterprise Risk Management department by emailingerm@heartlandalliance.orgCertificates of Insurance and Additional InsuredAll Vendors shall furnish Heartland Alliance with an original Certificate of Insurance listing“Heartland Alliance, 208 S. La Salle, Suite 1300 Chicago, IL 60604” as the certificate holder.The Commercial General Liability and Auto Liability shall name Heartland Alliance, allsubsidiaries and related entities, employees, officers, board of directors, agents and volunteers asadditional insured by way of endorsement. Vendor shall require the same additional insuredendorsements from Subcontractors.Coverage and Policy LimitsAll insurance policies maintained by vendor must be issued by a company or companies rated atleast “A” in A.M. Bests Key rating guide.The vendor shall provide a 30-day notice of cancellation or non-renewal of coverage to HeartlandAlliance. Such insurance must be primary as to any other valid and collectible insurance.Commercial General Liability: (required where vendor is not considered an independentcontractor): Each occurrence 1,000,000 General aggregate 2,000,000 for bodily injury, personal injury and property damageliability. Coverage shall include all premises and operations, products/completed operations,separation of insureds, and contractual liability.Automobile Liability: (required if contracting party will be utilizing vehicles to perform/provideservices on Heartland premise): Combined single limit 1,000,000 for bodily injury and property damage, including owned,hired and non-owned vehicle coverage.Umbrella/Excess Liability: (required where vendor is not considered an independentcontractor): Not less than 2,000,000 per occurrence and in the aggregate.Workers’ Compensation: (as required by applicable law or regulation): Statutory limitsEmployers Liability: (as required by applicable law or regulation): 500,000 per each accident or illness14

Other insurance that may be requiredProfessional Liability: (required by independent contractors): If vendor is engaged forprofessional services by a professional on staff or under a consulting agreement, vendor mustsecure, acquire and maintain, or require its independent consultant or Subcontractor to acquireand maintain, Professional Liability insurance in limits not less than 1,000,000 each occurrenceand 2,000,000 policy aggregate covering the professional services performed in connection withthe project and continuing in force by renewal or extended reporting provision for not less thanthree years after completion of the ServiceEnterprise Risk Management DepartmentERM@heartlandalliance.org15

Appendix 1 – CERTIFICATION OF INDEPENDENT PRICE DETERMINATIONThe vendor certifies that—(a) (1) The prices in this offer have been arrived at independently, without, for the purpose ofrestricting competition, any consultation, communication, or agreement with any other vendor,including but not limited to subsidiaries or other entities in which vendor has any ownership or otherinterests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) themethods or factors used to calculate the prices offered;(2) The prices in this offer have not been and will not be knowingly disclosed by the vendor, directlyor indirectly, to any other vendor, including but not limited to subsidiaries or other entities in whichvendor has any ownership or other interests, or any competitor before bid opening (in the case ofa sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation)unless otherwise required by law; and(3) No attempt has been made or will be made by the vendor to induce any other concern orindividual to submit or not to submit an offer for the purpose of restricting competition or influencingthe competitive environment.(b) Each signature on the offer is considered to be a certification by the signatory that thesignatory—(1) Is the person in the vendor's organization responsible for determining the prices being offeredin this bid or proposal, and that the signatory has not participated and will not participate in anyaction contrary to subparagraphs (a)(1) through (a)(3) above; or(2) (i) Has been authorized, in writing, to act as agent for the principals of the vendor in certifyingthat those principals have not participated, and will not participate in any action contrary tosubparagraphs (a)(1) through (a)(3) above;(ii) As an authorized agent, does certify that the principals of the vendor have not participated, andwill not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above; and (iii) Asan agent, has not personally participated, and will not participate, in any action contrary tosubparagraphs (a)(1) through (a)(3) above.(c) Vendor understands and agrees that –(1) violation of this certification will result in immediate disqualification from this solicitation withoutrecourse and may result in disqualification from future solicitations; and(2) discovery of any violation after award to the vendor will result in the termination of the award fordefault.CERTIFIED BY:RFP No.Name of Vendor Organization:Signature Authorized Official:Date:Title:Printed Name:16

Appendix 2 – CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSEDDEBARMENT, AND OTHER RESPONSIBILITY MATTERS(a)(1) The Offer or certifies, to the best of its knowledge and belief, that—(i) The Offer or and/or any of its Principals—(A) Are [ ] are not [ ] presently debarred, suspended, proposed for debarment, or declared ineligiblefor the award of contracts by any Federal agency;(B) Have [ ] have not [ ], within the three-year period preceding this offer, been convicted of or hada civil judgment rendered against them for: commission of fraud or a criminal offense in connectionwith obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract orsubcontract; violation of Federal or state antitrust statutes relating to the submission of offers; orcommission of embezzlement, theft, forgery, bribery, falsification or destruction of records, makingfalse statements, tax evasion, or receiving stolen property; [This language stayed indefinitely.Please use paragraph (a)(1)(i)(D) below.](C) Are [ ] are not [ ] presently indicted for, or otherwise criminally or civilly charged by agovernmental entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B)of this provision; and [This language stayed indefinitely. Please use paragraph (a)(1)(i)(E) below.](D) Have [ ] have not [ ], within a three-year period preceding this offer, been convicted of or had acivil judgment rendered against them for: commission of fraud or a criminal offense in connectionwith obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract orsubcontract; violation of Federal or state antitrust statutes relating to the submission of offers; orcommission of embezzlement, theft, forgery, bribery, falsification or destruction of records, makingfalse statements, tax evasion, or receiving stolen property; and(E) Are [ ] are not [ ] presently indicted for, or otherwise criminally or civilly charged by agovernmental entity with, commission of any of the offenses enumerated in subdivision (a)(1)(i)(D)of this provision.(ii)(A) [This paragraph (a)(1)(ii) is stayed indefinitely.] The offer or, aside from the offensesenumerated in paragraphs (a)(1)(i)(A), (B), and c) of this provision, has [ ] has not [ ] within the pastthree years, relative to tax, labor and employment, environmental, antitrust, or consumer protectionlaws—(1) Been convicted of a Federal or State felony (or has any Federal or State felonyindictments currently pending against them); or(2) Had a Federal court judgment in a civil case brought by the United States renderedagainst them; or(3) Had an adverse decision by a Federal administrative law judge, board, or commissionindicating a willful violation of law.(B) If the offer or has responded affirmatively, the offer or shall provide additional information ifrequested by the Contracting Officer; and (iii) The Offer or has [ ] has not [ ], within a three-yearperiod preceding this offer, had one or more contracts terminated for default by any Federal agency.(2) "Principals," for the purposes of this certification, means officers; directors; owners; partners;and, persons having primary management or supervisory responsibilities within a business entity17

(e.g., general manager; plant manager; head of a subsidiary, division, or business segment, andsimilar positions).This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States andthe Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject toProsecution Under Section 1001, Title 18, and United States Code.(b) The Offer or shall provide immediate written notice to the Contracting Officer if, at any time priorto contract award, the Offer or learns that its certification was erroneous when submitted or hasbecome erroneous by reason of changed circumstances.(c) A certification that any of the items in paragraph (a) of this provision exists will not necessarilyresult in withholding of an award under this solicitation. However, the certification will be consideredin connection with a determination of the Offer’s responsibility. Failure of the Offer or to furnish acertification or provide such additional information as requested by the Contracting Officer mayrender the Offer or no responsible.(d) Nothing contained in the foregoing shall be construed to require establishment of a system ofrecords in order to render, in good faith, the certification required by paragraph (a) of this provision.The knowledge and information of an Offer or is not required to exceed that which is normallypossessed by a prudent person in the ordinary course of business dealings.(e) The certification in paragraph (a) of this provision is a material representation of fact upon whichreliance was placed when making award. If it is later determined that the Offer or knowinglyrendered an erroneous certification, in addition to other remedies available to the Government, theContracting Officer may terminate the contract resulting from this solicitation for default.CERTIFIED BY:RFP No.Name of Vendor Organization:Signature Authorized Official:Date:Title:Printed Name:18

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Heartland Alliance for Human Needs and Human Rights is accepting proposals from Security Companies to provide Security Services at Heartland Alliance properties. For almost 130 years, Heartland Alliance's doors have been open - through WWI, the Great Depression, WWII, the Vietnam War, the outbreak of the HIV/AIDS epidemic in the 80s, the Haiti

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