PRE-PROPOSAL CONFERENCE

FARE INSPECTION AND SECURITY SERVICES

RFP No. LRT-12-186-FISS

April 18, 2012

Meeting Overview

Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the METRO website. http://www.valleymetro.org/metro_light_rail/contracts_and_purchasing/current_opportunities

Questions: Please defer all questions until the designated Question and Answer period.

Opportunity: This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with METRO and RPTA staff.

All Proposal questions must be submitted in writing.

Pre-Proposal Conference Process

During the pre-proposal presentation, write your questions on the index cards provided.

After the pre-proposal presentation, questions will be collected and read aloud.

Where possible, verbal answers will be provided.

Responses to all questions will be issued to all Record Holders by written addendum.

Responses to questions that require further research will be included in a written addendum.

Agenda Introductions / Opening Remarks

Wendy Sanderson

Project Overview / Scope Jay Harper/ Gardner Tabon

City of Phoenix / DBE Compliance

Paula Barocas

Request for Proposal Overview Wendy Sanderson

Question and Answers

Closing Remarks / Adjourn

Wendy Sanderson

PROJECT SCOPE

Scope of Services

The Regional Public Transportation Authority (RPTA) and Valley Metro Rail, Inc. (METRO), collectively (the Agencies), are soliciting proposals from qualified firms (hereinafter referred to as contractor) for Fare Inspection and Security Services. The AGENCIES desire a Contractor to perform Security Services at their Operations and Maintenance facilities and fare inspection through the existing 20 mile alignment in the cities of Phoenix, Tempe and Mesa.

RPTA - The Authority was established in 1985 along with the passage of a one-half of one percent sales tax increase to fund regional highway and public transportation improvements in Maricopa County, Arizona (the County).

The Authority was created to develop a regional transit plan, to develop and operate a regional transit system in the County.

RPTA is governed by a sixteen-member Board of Directors consisting of a member of the County Board of Supervisors and the mayors (or their designees) of the member cities and towns. For fiscal year 2010-11, the members included the cities of Avondale, Chandler, El Mirage, Glendale, Goodyear, Mesa, Peoria, Phoenix, Scottsdale, Surprise, Tempe and Tolleson, and the Towns of Buckeye, Gilbert and Wickenburg.

Background - RPTA

Background - METRO

Valley Metro Rail, Inc. (METRO) was established under the laws of the State of Arizona in October 2002.

Per the By-Laws, METRO is charged with a regional transit plan, developing and operating the regional rail transit system for Maricopa County.

METRO is governed by a Board of Directors consisting of six Member Cities: Phoenix, Tempe, Mesa, Glendale, Peoria and Chandler.

Scope of Services

Term of Engagement: A three year contract is contemplated, subject to the

annual review and recommendation of the AGENCIES. There is an option to extend this contract for two

additional years.

The RFP consist of 4 parts: Fare Inspection Supervisor/Roving Patrol in Tempe and Mesa only Facilities Security Passenger Assistance Agents

Scope of Services

To submit on this RFP: Proposer must have at least five (5) years of consecutive

experience in the private security service and fare inspection within the transit industry

Verifiable experience in successfully providing security services and fare inspection commensurate with the scope and scale indicated in this solicitation

All contracted security officer/fare inspector personnel must be able to deal effectively with the public, and must be knowledgeable of all post responsibilities.

All personnel assigned to the AGENCIES contract will be dedicated to this account and shall not work on other accounts as part of their normal duty day.

Scope of Services Fare Inspectors (METRO) Officers assigned to fare inspection duties are responsible for the

safety and security of the light rail vehicles and passengers during operations (approx. 4:30 a.m. to midnight Sunday – Thursday, Weekends, Friday and Saturday until 3:30 a.m.)

Levels of inspection will be agreed upon by METRO and the security contractor. A handheld validator will be used to inspect fare media.

During Revenue Hours Fare Inspectors will be expected to enforce local jurisdiction transit ordinances in Tempe and Mesa and request support for ordinances enforcement from Phoenix Public Transit Bureau in Phoenix and monitor the public for potential disturbances.

Scope of Services

Patrol Officers in Tempe and Mesa (METRO): The hours per week for patrol officers will average 192 hours per

week. The duties of the patrol officers will vary; however, all patrols will:

Proactively conduct site surveillance; monitor the public for signs of disturbance; actively enforce local jurisdiction ordinances, and METRO’s Safety, Security and Parking Policies.

Take prompt action to prevent or minimize losses, accidents, fires, property damage, safety hazards, and security incidents.

Notify law enforcement of any illegal or unauthorized activity as observed. Provide documented account of all activity witnessed and assist law enforcement as required.

Scope of Services

Patrol Officers in Tempe and Mesa (cont’d)

Vehicle Patrol Officers will utilize a Contractor-provided and appropriately-marked patrol vehicle.

Patrol Vehicles will be equipped with low profile amber strobe or LED light bars and flashers; and designated safety equipment. The predominate marking will be the METRO logo and

METRO security. The contractor’s logo may also be used. Contractor shall be responsible to ensure the vehicles are

appropriate for the patrol services required; Contractor will ensure Security Vehicles are appropriately

equipped with the appropriate warning and signaling devices.

Scope of Services

Passenger Assistance Agents (METRO) Passenger Assistance Agents (PAA) will be assigned to the

Security Room adjacent to the Operations Control Center (OCC) at 302 N. 1st Avenue, Phoenix, AZ . The PAA responsibilities include, but not limited to: Monitor Closed Circuit Television (CCTV) Support special event activities and fare inspection as

requested Notify OCC of any unusual activity along the rail corridor PAA’s will posses the same training and qualifications as all

other contract security personnel

Scope of Services Operations and Maintenance Center Security (METRO) Currently being provided by a combination of Phoenix Municipal

Security Guards (MSG) and contract security guards. At present, three MSG and five contract security guards provide

this service. As the MSG’s attrition from the facility, contract security guards will replace them leaving a total of 8 FTE (320 hours per week) contracted security providing two guards at all times for the facility.

The guards responsibilities include, but are not limited to: Roving OMC grounds Answering calls for entrance at facility entrance gates Directing visitors to the security office to sign in and out of the facility and receive visitor badges

Scope of Services

Kiosk Security Officer/Campus Patrol (RPTA) Located at the Mesa Operations and Maintenance Facility,

3320 Greenfield Rd, Mesa, AZ. This element shall have 2 security officers present during operation

hours from 9:00 a.m. to 6:00 p.m. The 1st security officer is to ensure authorized entry to the campus

on 24/7 coverage, sign in and provide visitor badges.

The 2nd position is for an officer to patrol the 22 acre campus, including employee parking lots and five buildings. There are 231 hours allocated to this element.

Scope of Services Deliverables Post Walk Through - 15 calendar days after Notice to Proceed Safety Program Plan - 15 calendar days after Notice to Proceed Post Orders - 20 calendar days after Notice to Proceed Training Curriculum - 15 calendar days after Notice to Proceed Training and Hiring Schedule - 15 calendar days after Notice to

Proceed

Scope of Services

Deliverables (cont’d)

Weekly Report Outline and Format - 10 business days after Notice to Proceed

Weekly Schedule Format- 10 business days after Notice to Proceed

Monthly Report Format- 10 business days after Notice to Proceed

Quarterly Security Report Format – 10 business days after Notice to Proceed

Semi – Annual Training Schedule and Report Format - 15 business days after Notice to Proceed

Annual Report Format - 15 business days after Notice to Proceed

City of Phoenix

Disadvantaged Business Enterprise (DBE) Program

Compliance

DBE Program Compliance

The City of Phoenix is the Grantee of Federal Transit Administration (FTA funding) for METRO

Until current disparity study results are available, the City of Phoenix and METRO do not have the factual predicate to establish race- and gender-conscious goals

All DBE participation must be achieved through race- and gender-neutral measures

DBE Compliance Requirements

No Race- & Gender-Conscious DBE Goal

Race- & Gender-Neutral Measures to achieve DBE and Small Business participation

DBE availability is 0%

Outreach Requirement is a matter of compliance! Successful Offeror must provide Attachments A & B prior to

final negotiation, along with supporting documentation Attachment C-1 completed and signed by DBE firm(s) must be

submitted within 15 days after final contract negotiations if DBE firm(s) was proposed on Attachment A

DBE Forms

Attachment A Documentation of Outreach Efforts Identification of business opportunity Solicitation of participation Selection process Communicating the selection outcomes to

participants

DBE Forms

Supporting Documentation for Attachment A: Type or description of potential business opportunities

identified for small business participation Method of disseminating solicitation notice to small

businesses (i.e. letter, faxes, email blasts, phone logs, advertisements, & communication with business advocacy organizations) and evidence of dissemination

Basis for the selection process (how & why)

Method of communicating the selection outcomes to all parties

DBE Forms

Attachment B

Small Business Utilization Commitment The firms indicated as “Selected” in Attachment A

will participate in contract Must be signed and dated by authorized

representative of Successful Offeror

DBE Forms

Attachment C-1

Letter of Intent to Perform as a Subconsultant/Subcontractor/Supplier To be completed, signed and dated by the DBE Firm(s)

“Selected” on Attachment A Submitted within 15 days after final contract

negotiations

Qualifying DBE Firms

To be counted toward the DBE participation, DBE firms:

Must be certified through the Arizona Unified Certification Program (AzUCP) website www.azdbe.org

Must be certified in the trade for which they are included in the Proposal

Must provide a Commercially Useful Function DBEs must perform or exercise responsibility for at

least 30% of total cost of its contract with its own work force (49 CFR Part 26.55(c)(3))

Good Faith Efforts

Good Faith Efforts include but are not limited to the following activities:

Advertising to the small business community Hosting an invitation to bid Hosting a pre-qualification meeting Attending City-hosted small business networking events Breaking subcontracting trades into smaller bid

packages

DBE Questions

Questions regarding DBE compliance should be addressed to:

LRTProcurement@metrolightrail.org

NOTICE TO PROPOSERS

Correspondence & Communications

All correspondence, communications, and/or contacts regarding this RFP shall be in writing and must be addressed to: Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 N. 1st Avenue, Suite 1300 Phoenix, AZ 85003 FAX: 602-271-9361 Email: LRTProcurement@metrolightrail.org

Insurance

Contractor-provided Insurance

METRO and RPTA fully intend to adhere to the Insurance Requirements. Questions regarding insurance requirements should be submitted to LRTProcurement@metrolightrail.org.

Prior to Notice to Proceed, Contractor shall provide Certificate(s) of Insurance

REQUEST FOR PROPOSAL (RFP) PROCESS

Proposal Process

Request for Proposal Documents are available by Request via e-mail to LRTProcurement@metrolightrail.org

Post Pre-Proposal: All questions regarding this Solicitation must be submitted in writing to:

Manager, Procurement & Risk Management Services by e-mail to: LRTProcurement@metrolightrail.org or by fax to 602-271-9361

Schedule of Events

The solicitation, receipt, evaluation and selection of the Offeror awarded will conform to the following anticipated schedule: RFP Release April 9, 2012

Pre-Proposal Conference April 18, 2012 Last Date for Questions May 2, 2012

Final Addendum May 9, 2012 Proposals Due May 22, 2012

Notice of Intent to Award June 11, 2012 Notice to Proceed September 1, 2012

RFP Addendum Process

Clarifications or modifications to RFP Documents

Changes required as a result issues identified at Pre-Proposal Conference and/or identified by the Agencies

Projected date for final Addendum is May 9, 2012

Addenda issued only to “Document Holders of Record” who obtained the RFP documents from METRO

Proposal Delivery, Due Date and Time

Timely receipt of the Proposal will be determined by the

date and time the Proposal is received. Proposals received after the Due Date and Time shall be returned to Offeror(s) unopened and without further consideration by the Agencies.

Offerors are encouraged to hand deliver their Proposals. No facsimile or electronic submissions will be accepted.

Proposals are due on Tuesday, May 22, 2012 at 3:00 P.M. (local Phoenix time).

Proposal Format

Offerors shall submit one (1) clearly marked original, six (6) bound copies, for a total of seven (7) printed, bound copies.

Offerors shall also submit one (1) compact disk (CD) containing a pdf of your Proposal. Please also include your price proposal (Attachments L1, L2) on the CD as Excel files.

Proposal Format (Section 5 of RFP)

Section I – Introduction (maximum 2 pages) Introductory Letter

Section II - Evaluation Criteria (maximum 15 pages) 1. Firm Qualifications & Experience 2. Understanding/Approach to the Scope of Work

Section III – Additional Supportive Information (maximum 3 pages)

1. Resumes, additional project descriptions, additional references, graphs, charts, etc.

Required Documents & Acknowledgements

Section IV – Required Inclusions (not included in page limits)

Attachment F Exceptions Form Attachment G Acknowledgement of Addenda Attachment H List of Subcontractors Attachment I Lobbying Certificate Attachment J Certification regarding Debarment Attachment K Responsibility Questionnaire

Section V – Price Proposals (Attachments L1, L2) (Price Proposals should be submitted in a separate sealed

envelope)

Proposal Submission

Proposals shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows:

RFP No. LRT-12-186-FISS (Name of Submitting Firm) Due: May 22, 2012 (Phoenix local time) 3:00 P.M. Proposals must be addressed to: Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 North 1st Avenue, Suite 1300 Phoenix, Arizona 85003

QUESTIONS & ANSWERS