HomeMy WebLinkAboutA6709 - GUIDEPOST SOLUTIONS LLC - SECURITY SYSTEM DESIGN SVCS FOR CITY FACILITIESAMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT NO. 6709
WITH GUIDEPOST SOLUTIONS
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
CITY PROJECT NO. 14-23
The following articles of Agreement No. 6709 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $6,780 and the total amount of
compensation is amended to $65,715.
SCOPE OF SERVICES (Exhibit"A") - Exhibit"A" is amended as follows:
Add the following additional scope of services related to the redesign of the Phase I City Hall, Police
Department, and City Yard/Fleet City design drawings and specifications related to the updated direction
from the City:
Security Electronics Systems
1. Changing all doors to hardwired access control card readers—deletion of all wireless
integrated card reader door locksets
2. Badging workstations
3. City Hall access control server
4. Revised card reader door locations and associated door elevations
5. Revised electrified door hardware schedules, in partnership with Assa Abloy
The Compensation identified on Exhibit"A" is hereby amended as follows:
Compensation for additional scope of services shall be a lump sum fee, not to exceed the following:
Security Electronic Systems in the amount of$6,780.
Total Contract amount is increased by$6,780 and amended to a total amount of$65,715.
Remove and replace Section 9.3, Covenant Against Discrimination, with the following:
In connection with its performance under this Agreement, Contractor shall not discriminate against
any employee or applicant for employment because of actual or perceived race, religion, color,
sex, age, marital status, ancestry, national origin (i.e., place of origin, immigration status, cultural
or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression,
physical or mental disability, or medical condition (each a "prohibited basis"). Contractor shall
ensure that applicants are employed, and that employees are treated during their employment,
without regard to any prohibited basis. As a condition precedent to City s lawful capacity to enter
this Agreement, and in executing this Agreement, Contractor certifies that its actions and
omissions hereunder shall not incorporate any discrimination arising from or related to any
prohibited basis in any Contractor activity, including but not limited to the following: employment,
upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates
of pay or other forms of compensation; and selection for training, including apprenticeship; and
further, that Contractor is in full compliance with the provisions of Palm Springs Municipal Code
Section 7.09.040, including without limitation the provision of benefits, relating to non-
discrimination in city contracting.
0 GNAL BD
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 15-1317
Agreement Number: 6709
Original City Manager Approval: October 12, 2015
Original Contract Amount: 48,305
Amount of Amendment No.1 Increase: $ 2,960
Amount of Amendment No.2 Increase $ 7,670
Amount of Amendment No.3 Increase $ 6,780
Amended Total: 65,715
Account Number: 260-4500-59458
Except as specifically amended by this Amendment No. 3, all terms and provisions of Agreement No.
6709 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
1 y:
city
city
APPROVED AS TO FORM: FPRNED F:y i"R'TACIER
t
V 09e, . jam,
City Attorney
CONSULTANT: Guidepost Solutions LLC
Check one:_Individual X Partnership_Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer,Assistant Treasurer, or Chief Financial Officer).
By: Njan( Vice
Signature of Chair an of Board, President By: Notarized Signature Secretary, Asst. Secretary,
o President Treasurer,Asst.Treasurer or Chief Financial Officer
Name: AI y laS / d Le r Name:
Title: V 1 1 Title:
CALIFORNIA ALL— PURPOSE
CERTIFICATE OF ACKNOWLEDGMENT
A notary public or other officer completing this Certificate verifies only the identity I
of the individual who signed the document to which this certificate is attached,
and not the truthfulness, accuracy, or validity of that document.
State of iJjr iG`
County of /Ak&-w eJ c--
On al g f 2.018 before me,
c
t+-
ere insert name and fide of the officer)
personally appeared Nicola S A La-
who proved to me on the basis of satisfactory evidence to be the person(s) whose
name(s) is/are subscribed to the within instrument and acknowledged to me that
he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of
which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that
the foregoing paragraph is true and correct.
WITNESS my hand and official seal. M '? Commis onstAITNNo. 2164926
NOTARY PUBLIC-CALIFORNIA
ALAMEDA COUNTY
My Comm Expires SEPTEMBER 23,2020
Notary Public Notary Public Seal)
ADDITIONAL OPTIONAL INFORMATION
INSTRUCTIONS FOR COMPLETING THIS FORM
This form complies with current California statutes regarding notary wording and
DESCRIPTION OF THE ATTACHED DOCUMENT ifneeded,should be completed and attached to the document.Acknowledgments
from other states may be completed for documents being sent to that state so long
as the wording does not require the California notary to violate California notary
V (Q law.
Ttl or description of attached document) State and County information must be the State and County where the document
signer(s)personally appeared before the notary public for acknowledgment.
A(1^ 0/It's S Date of notarization must be the date that the signer(s)personally appeared which
Title or cn tion of attached do ent co i ed) must also be the same date the acknowledgment is completed.
The notary public must print his or her name as it appears within his or her
Number of Pages L Document Date commission followed by a comma and then your title(notary public).
Print the name(s) of document signer(s)who personally appear at the time of
notarization.
CAPACITY CLAIMED BY THE SIGNER Indicate the correct singular or plural forms by crossing off incorrect forms(i.e.
he/she/the},-is/afe)or circling the correct forms.Failure to correctly indicate this
Individual (s)information may lead to rejection ofdocument recording.
Corporate Officer The notary seal impression must be clear and photographically reproducible.
Impression must not cover text or lines. If seal impression smudges,re-seal if a
Title) sufficient area permits,otherwise complete a different acknowledgment form.
Partner(s) Signature of the notary public must match the signature on file with the office of
the county clerk.
Attorney-in-Fact Additional information is not required but could help to ensure this
Trustee(s) acknowledgment is not misused or attached to a different document.
Indicate title or type of attached document,number of pages and date.Other
Indicate the capacity claimed by the signer. If the claimed capacity is a
corporate officer,indicate the title(i.e.CEO,CFO,Secretary).
star±{t'lasses.corn 8030-873-9565 Securely attach this document to the signed document with a staple.
EXHIBIT"A"
SCOPE OF SERVICES
SCOPE OF WORK,SERVICES,OBJECTIVES AND SPECIFICATIONS:
Upgrade current access control system to the following City locations:
Phase 1:
City Hall information: This is a single story building and approximately 49,970 sq ft. There are two separate
buildings that are connected by an atrium/breezeway. The South building measures 30,380 sq. ft. The North
building measures 19,590 sq.ft.
Police Station: Two story building approximately 24,000 sq. ft. that includes administration, Dispatch, and
other law enforcement functions.
City Yard:Two(2)Security control gates
Phase II:Expand Access Control System to the following City locations
Airport Fire Station #2 single story building and approximately 18,000 sq. ft. including administration, staff
housing and emergency equipment.
Fire Station #1 single story building approximately 5,400 sq. ft. Including staff housing and emergency
equipment.
Fire Station#3 single story building approximately 5,800 sq.ft. including housing and emergency equipment.
Fire Station #4 Single story facility approximately 5,600 sq. ft. that includes housing and emergency
equipment.
Animal Shelter: Single story facility approximately 18,000 sq. ft. that includes administration and animal
housing
Phase III:Future Buildings(locations and timeline to be determined at a later date)
Contract Amount(Phases 1 and 2):$48,305.00
Term:3 years.Design services to be completed by October 12,2018
Amendment No. 1 -Added the following additional scope of work to provide a security access control system design
for Fire Station No. 5:
1. Design a new access control and alarm monitoring system. Primary components to include access control
panels, card readers,alarm contacts, motion detectors, etc.
2. Develop a title sheet,general notes, conventions,symbols list,abbreviation list and drawing index.
3. Prepare site and floor plans showing devices and equipment locations.
4. Create a system block diagram showing major components and functional interconnections.
5. Prepare specifications per the project requirements.
6. Attend one (1)design and coordination meetings(site visits).
7. Include bidding assistance during project advertisement.
8. Include construction administration during project construction.
Additional Contract Amount for Amendment No. 1:$2,960.00
Term: No Change.
Amendment No. 2 - Add the following additional scope of services related to the electrified door hardware and
redesign of Fire Station No. 2 building floor plan:
Security Electronics Systems
1. Facilitation of the assessment of all existing doors requiring new electrified door hardware, in partnership with
Assa Abloy
2. Incorporation of the Assa Abloy specifications into the overall project documents
3. Coordination of all door hardware components with Assa Abloy and the City
4. Fire Station No. 2 redesign building floor plan
5. Update outdated backgrounds to show proper perimeter doors
Additional Contract Amount for Amendment No.2:$7,670.00
Term: No Change.
Amendment No. 3 - Add the following additional scope of services related to the redesign of the Phase I City Hall,
Police Department, and City Yard/Fleet City design drawings and specifications related to the updated direction from
the City:
Security Electronics Systems
1. Changing all doors to hardwired access control card readers — deletion of all wireless integrated card reader
door locksets
2. Badging workstations
3. City Hall access control server
4. Revised card reader door locations and associated door elevations
5. Revised electrified door hardware schedules, in partnership with Assa Abloy
Additional Contract Amount for Amendment No.3:$6,780.00
Term:This Amendment No.3 hereby extends the duration of this contract to December 31,2019.
Overall Contract Amount:$65,715.00
r DATE(MM/DDIYYYY)
AC"R" CERTIFICATE OF LIABILITY INSURANCE 1/7/2019
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT
NAME: Christine Llbb
Hub International Northeast Limited PHONE 203 337-1806 FAX No
777 Commerce DriveIA/C.No E Al
Fairfield CT 06825 ADDRESS: Christine.Libb Hubinternational.com
INSURERS AFFORDING COVERAGE NAIC#
INSURER A:Massachusetts Bay Insurance Company 22306
INSURED INSURER B:National Surety Corporation 21881
SolutionPoint International, Inc.
Guidepost Solutions, LLC INSURER c:Lexington Insurance Company 19437
180 Grand Avenue, Suite 950 INSURER D:Illinois National Insurance Company 23817
Oakland CA 94612 INSURER E:Admiral Insurance Company 24856
INSURER F:
COVERAGES CERTIFICATE NUMBER:522112228 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
TYPE OF INSURANCE
ADDLSUBR
POLICYNUMBER
POLICY EFF
YYYY
POLICY EXP
LIMITS
LTR
A X COMMERCIAL GENERAL LIABILITY Y Y ZDYA81049503 1/12019 1/12020 EACH OCCURRENCE $1,000,000
DAMAGE TO RENTED
CLAIMS-MADE IJ OCCUR PREMISES Ea occurrence) $100,000
MED EXP(Any one person) $10,000
PERSONAL&ADV INJURY $Ind Section D
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000
JERC 7 LOCPOLICYE PRODUCTS-COMP/OP AGG $1,000,000
OTHER:1
A AUTOMOBILE LIABILITY Y N ZDYA81049503 1/12019 1/12020 COMBINEDSINGLELIMIT
Ea ccident
1000000
a
ANY AUTO BODILY INJURY(Per person) $
OWNED SCHEDULED BODILY INJURY(Per accident) $
AUTOS ONLY AUTOS
X HIRED X NON-OWNED PROPERTY DAMAGE
AUTOS ONLY AUTOS ONLY Per accident
B X UMBRELLALIAB X OCCUR Y S0000015392491 1/12019 1/12020 EACH OCCURRENCE $25,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE 25,000,000
DED X RETENTION$to o0o
A WORKERS COMPENSATION WDYA81085403 1/12019 1/12020 X STATUTE ERH
AND EMPLOYERS'LIABILITY
ANYPROPRIETOR/PARTNER/EXECUTIVE YM N/A
E.L.EACH ACCIDENT $1,000,000
OFFICER/MEMBER EXCLUDED?
Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000
If yes,describe under
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000
C A&E Prof.Claims Made N Y 020720888 1/12019 1/12020 3,000,000
D Prof.incl Cyber-Claims Made 01-14655-57 1/12018 2/12019 10,000,000
E Excess A&E Umbrella N XE000000448-04 1/12019 1/12020 2,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
The City of Palm Springs,its officials,employees and agents are included as additional insured as per the written agreement and subject to the terms and
conditions of the policy.This coverage is primary and non-contributory per written contract.Waiver of Subrogation in favor of the Additional Insureds per written
contract.
30 Day Notice of Cancellation applies.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
The City of Palm Springs
3200 E.Tahquitz Canyon Way AUTHORIZED REPRESENTATIVE
Palm Springs CA 92262
1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD
1 Hiin
Insurance Group.
WDYA810854 8607002
WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT
We have the right to recover our payments from anyone liable for an Injury covered by this policy, We will
not enforce our right against the person or organization named In the Schedule. (This agreement applies
only to the extent that you perform work under a written contract that requires you to obtain this agreement
from us,)
This agreement shall not operate directly or indirectly to benefit anyone not named in the Schedule,
Schedule
AS REQUIRED BY WRITTEN CONTRACT
i
This endorsement changes the policy to which It is attached and is effective on the date issued unless otherwise stated
The Information below Is required only when this endorsement Is issued subsequent to preparation of the policy.)
Endorsement Effective Policy No, Endorsement No.
Insured Premium
Insurance Company Countersigned by
WC 00 0313
Ed.4441) Copyright 1983 National Council an Compensation Insurance.
AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT NO. 6709
WITH GUIDEPOST SOLUTIONS
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
CITY PROJECT NO. 14-23
The following articles of Agreement No. 6709 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $7,670 and the total amount of
compensation is amended to $58,935.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following additional scope of services related to the electrified door hardware and redesign
of Fire Station No. 2 building floor plan:
Security Electronics Systems
1. Facilitation of the assessment of all existing doors requiring new electrified door hardware,
in partnership with Assa Abloy
2. Incorporation of the Assa Abloy specifications into the overall project documents
3. Coordination of all door hardware components with Assa Abloy and the City
4. Fire Station No. 2 redesign building floor plan
i. Update outdated backgrounds to show proper perimeter doors
The Compensation identified on Exhibit "A" is hereby amended as follows:
Compensation for additional scope of services shall be a lump sum fee, not to exceed the
following:
Security Electronic Systems in the amount of$7,170.
Reimbursable for expenses shall be on an allowance, not to exceed $500
Total Contract amount is increased by $7,670 and amended to a total amount of$58,935.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 15-1317
Agreement Number: 6709
Original City Manager Approval: October 12, 2015
Original Contract Amount: 48,305
Amount of Previous Increase:2,960
Amount of This Increase: 7,670
Amended Total: 58,935
Account Number: 260-4500-59454
Except as specifically amended by this Amendment No. 2, all terms and provisions of Agreement
No. 6709 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By: A IVVL`n
cit c g
C anager
APPROVE TO FORM: ny raP?ftOVEDBYCfiYNIMIAGER
By
City Attorney
CONSULTANT: Guidepost Solutions LLC
Check one: _Individual X Partnership_Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer).
By: Notarize nature of Chair n of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President
1 I
Treasurer, Asst.Treasurer or Chief Financial Officer
Name: At;C lL• /ltI l e r Name:
Title:P,Gt 1/ eC V. Title:
State of Callfornla,county of At aMe.o6-
Subaerlbod a aftme )before M en thisndwornt (or
day of by
Nfcobs Mrilr
proved to M on the bath of Lath Gory"Idenn to be
the parson(t)who erredrred b e. (
we')slprature
A notary public or other officer compie irig this
oval ficate verifies only the identity of the indi.
vidual who signed the document to which this
certificate is attached,and not the truthfulness,
at'.f.'Uracy,or validity of that document.
w...... C.SMITH
Commission No. 2164926 Zpm'' NOTARY PUBLIC-CALIFORNIA S
3 • ALAMEOACOUNTY
Mr Comm ESPres SEPTEMBER 23,2020
EXHIBIT"A"
SCOPE OF SERVICES
SCOPE OF WORK,SERVICES,OBJECTIVES AND SPECIFICATIONS:
Upgrade current access control system to the following City locations:
Phase 1:
City Hall information: This is a single story building and approximately 49,970 sq ft. There are two
separate buildings that are connected by an atrium/breezeway.The South building measures 30,380 sq.
ft.The North building measures 19,590 sq. ft.
Police Station: Two story building approximately 24,000 sq. ft. that includes administration, Dispatch,
and other law enforcement functions.
City Yard:Two (2)Security control gates
Phase II: Expand Access Control System to the following City locations
Airport Fire Station #2 single story building and approximately 18,000 sq. ft. including
administration, staff housing and emergency equipment.
Fire Station #1 single story building approximately 5,400 sq. ft. Including staff housing and
emergency equipment.
Fire Station#3 single story building approximately 5,800 sq. ft. including housing and emergency
equipment.
Fire Station #4 Single story facility approximately 5,600 sq. ft. that includes housing and
emergency equipment.
Animal Shelter: Single story facility approximately 18,000 sq. ft. that includes administration
and animal housing
Phase III: Future Buildings(locations and timeline to be determined at a later date)
Contract Amount(Phases 1 and 2): $48,305.00
Term: 3 years. Design services to be completed by October 12,2028
Amendment No. 1
Added the following additional scope of work to provide a security access control system design
for Fire Station No. 5:
1. Design a new access control and alarm monitoring system. Primary components to include
access control panels, card readers, alarm contacts, motion detectors, etc.
2. Develop a title sheet, general notes, conventions, symbols list, abbreviation list and drawing
index.
3. Prepare site and floor plans showing devices and equipment locations.
4. Create a system block diagram showing major components and functional interconnections.
S. Prepare specifications per the project requirements.
6. Attend one (1) design and coordination meetings (site visits).
7. Include bidding assistance during project advertisement.
8. Include construction administration during project construction.
Additional Contract Amount for Amendment No. 1:$2,960.00
Term: No Change.
Amendment No.2
Add the following additional scope of services related to the electrified door hardware and
redesign of Fire Station No. 2 building floor plan:
Security Electronics Systems
1. Facilitation of the assessment of all existing doors requiring new electrified door hardware, in
partnership with Assa Abloy
2. Incorporation of the Assa Abloy specifications into the overall project documents
3. Coordination of all door hardware components with Assa Abloy and the City
4. Fire Station No. 2 redesign building floor plan
5. Update outdated backgrounds to show proper perimeter doors
Additional Contract Amount for Amendment No. 2: $7,670.00
Term: No Change.
Overall Contract Amount:$58,935
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 6709
WITH GUIDEPOST SOLUTIONS LLC
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
CITY PROJECT NO. 14-23
The following articles of Agreement No. 6709 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $2,960 and the total amount of
compensation is amended to $51,265.
SCOPE OF SERVICES (Exhibit "A") - Exhibit"A" is amended as follows:
Add the following additional scope of work to provide a security access control system design for
Fire Station No. 5:
1. Design a new access control and alarm monitoring system. Primary components to include
access control panels, card readers, alarm contacts, motion detectors, etc.
2. Develop a title sheet, general notes, conventions, symbols list, abbreviation list and
drawing index.
3. Prepare site and floor plans showing devices and equipment locations.
4. Create a system block diagram showing major components and functional
interconnections.
5. Prepare specifications per the project requirements.
6. Attend one (1) design and coordination meetings (site visits).
7. Include bidding assistance during project advertisement.
8. Include construction administration during project construction.
The Compensation identified on Exhibit"A" is hereby amended as follows:
Compensation for additional scope of work to provide a security access control system design for
Fire Station No. 5 shall be hourly based upon the standard rates of the Consultant, not to exceed
the following:
Construction Documents in the amount of$2,910
Reimbursable for expenses shall be on an allowance, not to exceed $50
Total Contract amount is increased by $2,960 and amended to a total amount of$51,265.
ORIGINAL BID
ANDIORAGREEMEN'
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 15-1317
Agreement Number: 6709
Original City Manager Approval: October 12, 2015
Original Contract Amount: $ 48,305
Amount of This Increase $2,960
Amended Total: 51,266
Account Number: 260-4500-59454
Except as specifically amended by this Amendment No. 1, all terms and provisions of Agreement
No. 6709 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS
a California charter city
By:
City Clerk y:
Assistant City Manager/
City Engineer
APPROVE TO FORM:
APPROVED BY DEPARMENT HEAD
By 4V14'X'i
y Attorney
o/ Pb1o
CONSU ANT: Guidepost Solutions LLC
Check one: _Individual X Partnership_Corporation
Corporations require two signatures: One signature must be from the Chairman of Board, President, or any
Vice President. The second signature must be from the Secretary,Assistant Secretary, Treasurer, Assistant
Treasurer, or Chief Financial Officer).
By: Signal Chairman 5BoPresident or any By: Signature Secretary, Asst. Secretary, Treasurer,
Vice President Asst. Treasurer or Chief Financial Officer
Name: 11/^'
r
Name:
Title: Re'V V.rvr1 Title:
PROFESSIONAL SERVICES AGREEMENT
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into, and effective on
O,D , 2016, between the CITY OF PALM SPRINGS, a California charter city and municipal
corporation, ("City")and Guidepost Solutions, LLC("Consultant"). City and Consultant are individually referred to
as"Party"and are collectively referred to as the"Parties".
RECITALS
A. City has determined that there is a need for Security System Design Services for the City Facilities
project("Project").
B. Consultant has submitted to City a proposal to provide Security System Design Services to City
for the Project under the terms of this Agreement.
C. Consultant is qualified by virtue of its experience, training, education, reputation, and expertise to
provide these services and has agreed to provide such services as provided in this Agreement-
D. City desires to retain Consultant to provide such professional services.
In consideration of these promises and mutual obligations, covenants, and conditions, the Parties agree as
follows:
AGREEMENT
1.SERVICES OF CONSULTANT
1.1 Scone of Services. In compliance with all terms and conditions of this Agreement,
Consultant agrees to perform the professional services set forth in the Scope of Services described as Phase I in
Exhibit "A" (the "Services" or "Work") , which is attached and incorporated by reference. As a material
inducement to the City entering into this Agreement, Consultant represents and warrants that Consultant is a
provider of first class work and professional services and that Consultant is experienced in performing the Work and
Services contemplated and, in light of such status and experience, Consultant covenants that it shall follow the
highest professional standards in performing the Work and Services required in this Agreement. For purposes of
this Agreement, the phrase "highest professional standards" shall mean those standards of practice recognized as
high quality among well-qualified and experienced professionals performing similar work under similar
circumstances.
1.2 Contract Documents. The Agreement between the Parties shall consist of the following: (1)this
Agreement;(2)the Scope of Services;(3)the City's Request for Proposals;and,(4)the Consultant's signed,original
proposal submitted to the City ("Consultant's Proposal"), (collectively referred to as the "Contract Documents").
The City's Request for Proposals and the Consultant's Proposal, which are both attached as Exhibits 'B" and "C",
respectively, are incorporated by reference and are made a part of this Agreement. The Scope of Services shall
include the Consultant's Proposal. All provisions of the Scope of Services,the City's Request for Proposals and the
Consultant's Proposal shall be binding on the Parties. Should any conflict or inconsistency exist in the Contract
Documents,the conflict or inconsistency shall be resolved by applying the provisions in the highest priority
document, which shall be determined in the following order of priority: (ln)the provisions of the Scope of
Services(Exhibit"A"); (2"d)
the provisions of the City's Request for Proposal (Exhibit `B"); (3'd) the terms of this
Agreement;and,(e)the provisions of the Consultant's Proposal (Exhibit"C").
1.3 Compliance with Law. Consultant warrants that all Services rendered shall be performed in
accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and
regulations.
Pagel
1.4 Licenses,Permits,Fees,and Assessments. Consultant represents and warrants to City that it has
obtained all licenses, permits,qualifications,and approvals of whatever nature that are legally required to practice its
profession and perform the Work and Services required by this Agreement. Consultant represents and warrants to
City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement,
any license, permit, qualification, or approval that is legally required for Consultant to perform the Work and
Services under this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments, and
taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the
Consultant's performance of the Work and Services required by this Agreement. Consultant shall indemnify,
defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or
imposed against City to the fullest extent permitted by law.
1.5 Familiarity with Work. By executing this Agreement, Consultant warrants that Consultant (a)
has thoroughly investigated and considered the Scope of Services to be performed,(b) has carefully considered how
the Services should be performed, and (c) fully understands the facilities, difficulties, and restrictions attending
performance of the Services under this Agreement. If the Services involve work upon any site, Consultant warrants
that Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing,
prior to commencement of any Services. Should the Consultant discover any latent or unknown conditions that will
materially affect the performance of the Services, Consultant shall immediately inform the City of such fact and
shall not proceed except at Consultant's risk until written instructions are received from the City.
1.6 Care of Work. Consultant shall adopt reasonable methods during the term of the Agreement to
furnish continuous protection to the Work and the equipment, materials, papers, documents, plans, studies, and/or
other components to prevent losses or damages. Consultant shall be responsible for all such damages,to persons or
property, until acceptance of the Work by the City, except such losses or damages as may be caused by City's own
negligence.
1.7 Further Responsibilities of Parties. Parties agree to use reasonable care and diligence to
perform their respective obligations under this Agreement. Parties agree to act in good faith to execute all
instruments,prepare all documents,and take all actions as may be reasonably necessary to carry out the purposes of
this Agreement.
1.8 Additional Services. City shall have the right at any time during the performance of the Services,
without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make
changes by altering, adding to, or deducting from such Work. No such extra work may be undertaken unless a
written order is first given by the City to the Consultant, incorporating any adjustment in(i)the Maximum Contract
Amount, as defined below, and/or(ii)the time to perform this Agreement. Any adjustments must also be approved
in writing by the Consultant. Any increase in compensation of up to twenty-five percent (25%) of the Maximum
Contract Amount or$25,000, whichever is less,or in the time to perform of up to thirty(30)days,may be approved
by the City Manager, or his designee, as may be needed to perform any extra work. Any greater increases,
occurring either separately or cumulatively, must be approved by the Palm Springs City Council. It is expressly
understood by Consultant that the provisions of this section shall not apply to the services specifically set forth or
reasonably contemplated within the Scope of Services.
2.COMPENSATION
2.1 Maximum Contract Amount. For the Services rendered under this Agreement, Consultant shall
be compensated by City in accordance with the Schedule of Compensation, which is attached as Exhibit "D" and
incorporated in this Agreement by reference. Compensation shall not exceed the maximum contract amount of
Forty Eight Thousand Three hundred and five Dollars, ($48,305.00) ("Maximum Contract Amount") for Phase I
only, except as may be provided under Section 1.8. Additional compensation for Phase II and Phase III shall be
executed via future Contract Amendments between the parties. The method of compensation shall be as set forth in
Exhibit "D." Compensation for necessary expenditures for reproduction costs, telephone expenses, and
transportation expenses must be approved in advance by the Contract Officer designated under Section 4.2 and will
only be approved if such expenses are also specified in the Schedule of Compensation. The Maximum Contract
Amount shall include the attendance of Consultant at all Project meetings reasonably deemed necessary by the City.
Consultant shall not be entitled to any increase in the Maximum Contract Amount for attending these meetings.
Page12
Consultant accepts the risk that the services identified in the Scope of Services may be more costly and/or time-
consuming than Consultant anticipates, that Consultant shall not be entitled to additional compensation,and that the
provisions of Section 1.8 shall not be applicable to the services identified in the Scope of Services. The maximum
amount of city's payment obligation under this section is the amount specified in this Agreement. if the City's
maximum payment obligation is reached before the Consultant's Services under this Agreement are completed,
Consultant shall complete the Work and City shall not be liable for payment beyond the Maximum Contract
Amount.
2.2. Method of Payment. Unless another method of payment is specified in the Schedule of
Compensation(Exhibit"D"), in any month in which Consultant wishes to receive payment, Consultant shall submit
to the City an invoice for services rendered prior to the date of the invoice. The invoice shall be in a form approved
by the City's Finance Director and must be submitted no later than the tenth(10)working day of such month. Such
requests shall be based upon the amount and value of the services performed by Consultant and accompanied by
such reporting data including an itemized breakdown of all costs incurred and tasks performed during the period
covered by the invoice, as may be required by the City. City shall use reasonable efforts to make payments to
Consultant within forty-five(45) days after receipt of the invoice or as soon as is reasonably practical. There shall
be a maximum of one payment per month.
2.3 Chances in Scope. In the event any change or changes in the Scope of Services is requested by
City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including,
but not limited to,any additional fees. An amendment may be entered into:
A. To provide for revisions or modifications to documents, work product, or work, when
required by the enactment or revision of any subsequent law;or
B. To provide for additional services not included in this Agreement or not customarily
furnished in accordance with generally accepted practice in Consultant's profession.
C. To provide the work identified as Phase II and/or Phase III in Exhibit"A".
2.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated by
the City Council for each fiscal year covered by the Agreement. If such appropriations are not made, this
Agreement shall automatically terminate without penalty to the City.
3.SCHEDULE OF PERFORMANCE
3.1 Time of Essence. Time is of the essence in the performance of this Agreement. The time for
completion of the services to be performed by Consultant is an essential condition of this Agreement. Consultant
shall prosecute regularly and diligently the Work of this Agreement according to the agreed upon attached Schedule
of Performance(Exhibit"E"),incorporated by reference.
3.2 Schedule of Performance. Consultant shall commence the Services under this Agreement upon
receipt of a written notice to proceed and shall perform all Services within the time period(s) established in the
Schedule of Performance. When requested by Consultant, extensions to the time period(s)specified in the Schedule
of Performance may be approved in writing by the Contract Officer, but such extensions shall not exceed one
hundred eighty(180)days cumulatively; however,the City shall not be obligated to grant such an extension.
3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for performance of
the Services rendered under this Agreement shall be extended because of any delays due to unforeseeable causes
beyond the control and without the fault or negligence of the Consultant (financial inability excepted) if Consultant,
within ten(10)days of the commencement of such delay, notifies the Contract Officer in writing of the causes of the
delay. Unforeseeable causes include, but are not limited to, acts of God or of the public enemy, unusually severe
weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, and/or
acts of any governmental agency, including the City. The City Manager shall ascertain the facts and the extent of
delay, and extend the time for performing the Services for the period of the enforced delay when and if in the
judgment of the City Manager such delay is justified. The City Manager's determination shall be final and
Page13
conclusive upon the Parties to this Agreement. In no event shall Consultant be entitled to recover damages against
the City for any delay in the performance of this Agreement, however caused, Consultant's sole remedy being
extension of the Agreement under this section.
3.4 Term. Unless earlier terminated under this Agreement, this Agreement shall commence upon the
effective date of this Agreement and continue in full force and effect until completion of the Services. However, the
term shall not exceed three(3) years from the commencement date, except as otherwise provided in the Schedule of
Performance described in Section 3.2 above. Any extension must be through mutual written agreement of the
Parties.
3.5 Termination Prior to Expiration of Term. City may terminate this Agreement for its
convenience at any time, without cause, in whole or in part, upon giving Consultant thirty (30) days written notice.
Where termination is due to the fault of Consultant and constitutes an immediate danger to health, safety, and
general welfare,the period of notice shall be such shorter time as may be determined by the City. Upon such notice,
City shall pay Consultant for Services performed through the date of termination. Upon receipt of such notice,
Consultant shall immediately cease all work under this Agreement, unless stated otherwise in the notice or by
written authorization of the Contract Officer. After such notice, Consultant shall have no further claims against the
City under this Agreement. Upon termination of the Agreement under this section, Consultant shall submit to the
City an invoice for work and services performed prior to the date of termination. Consultant may terminate this
Agreement, with or without cause, upon sixty(60) days written notice to the City, except that where termination is
due to material default by the City,the period of notice may be such shorter time as the Consultant may determine.
4. COORDINATION OF WORK
4.1 Representative of Consultant. The following principal of Consultant is designated as being the
principal and representative of Consultant authorized to act in its behalf and make all decisions with respect to the
Services to be performed under this Agreement Nicolas Miller,Regional Vice President. It is expressly understood
that the experience, knowledge, education, capability, expertise, and reputation of the foregoing principal is a
substantial inducement for City to enter into this Agreement. Therefore,the foregoing principal shall be responsible
during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally
supervise the services performed hereunder. The foregoing principal may not be changed by Consultant without
prior written approval of the Contract Officer.
4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee("Contract
Officer"). Consultant shall be responsible for keeping the Contract Officer fully informed of the progress of the
performance of the services. Consultant shall refer any decisions that must be made by City to the Contract Officer.
Unless otherwise specified, any approval of City shall mean the approval of the Contract Officer.
4.3 Prohibition Aeainst Subcontractine or Assi¢nments. The experience, knowledge, capability,
expertise,and reputation of Consultant, its principals and employees, were a substantial inducement for City to enter
into this Agreement. Therefore, Consultant shall not assign full or partial performance of this Agreement, nor any
monies due, voluntarily or by operation of law, without the prior written consent of City. Consultant shall not
contract with any other entity to perform the Services required under this Agreement without the prior written
consent of City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be
responsible to City for the acts and omissions of its subcontmctor(s) in the same manner as it is for persons directly
employed. Nothing contained in this Agreement shall create any contractual relationships between any
subcontractor and City. All persons engaged in the Work will be considered employees of Consultant. City will
deal directly with and will make all payments to Consultant. In addition, neither this Agreement nor any interest in
this Agreement may be transferred,assigned, conveyed,hypothecated,or encumbered voluntarily or by operation of
law, whether for the benefit of creditors or otherwise, without the prior written consent of City. Transfers restricted
in this Agreement shall include the transfer to any person or group of persons acting in concert of more than twenty
five percent (25%) of the present ownership and/or control of Consultant, taking all transfers into account on a
cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this
Agreement shall be void. No approved transfer shall release Consultant or any surety of Consultant from any
liability under this Agreement without the express written consent of City.
Page14
4.4 Independent Contractor. The legal relationship between the Parties is that of an independent
contractor,and nothing shall be deemed to make Consultant a City employee.
A. During the performance of this Agreement, Consultant and its officers, employees, and
agents shall act in an independent capacity and shall not act or represent themselves as City officers or employees.
The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under
Consultant's exclusive direction and control- Neither City nor any of its officers, employees, or agents shall have
control over the conduct of Consultant or any of its officers, employees, or agents, except as set forth in this
Agreement. Consultant, its officers, employees, or agents shall not maintain an office or any other type of fixed
business location at City's offices. City shall have no voice in the selection, discharge, supervision, or control of
Consultant's employees, servants, representatives, or agents, or in fixing their number, compensation, or hours of
service. Consultant shall pay all wages, salaries, and other amounts due its employees in connection with this
Agreement and shall be responsible for all reports and obligations respecting them, including but not limited to
social security income tax withholding, unemployment compensation, workers' compensation, and other similar
matters. City shall not in any way or for any purpose be deemed to be a partner of Consultant in its business or
otherwise a joint venturer or a member of any joint enterprise with Consultant.
B. Consultant shall not have any authority to bind City in any manner. This includes the
power to incur any debt,obligation,or liability against City.
C. No City benefits shall be available to Consultant, its officers, employees, or agents in
connection with any performance under this Agreement. Except for professional fees paid to Consultant as provided
for in this Agreement,City shall not pay salaries, wages, or other compensation to Consultant for the performance of
Services under this Agreement. City shall not be liable for compensation or indemnification to Consultant, its
officers, employees,or agents, for injury or sickness arising out of performing Services. If for any reason any court
or governmental agency determines that the City has financial obligations, other than under Section 2 and
Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of Consultant's officers,
employees, servants, representatives, subcontractors, or agents, Consultant shall indemnify City for all such
financial obligations.
5.INSURANCE
5.1 Types of Insurance. Consultant shall procure and maintain, at its sole cost and expense, the
insurance described below. The insurance shall be for the duration of this Agreement and includes any extensions,
unless otherwise specified in this Agreement. The insurance shall be procured in a form and content satisfactory to
City. The insurance shall apply against claims which may arise from the Consultant's performance of Work under
this Agreement, including Consultant's agents, representatives, or employees. In the event the City Manager
determines that the Work or Services to be performed under this Agreement creates an increased or decreased risk of
loss to the City,the Consultant agrees that the minimum limits of the insurance policies may be changed accordingly
upon receipt of written notice from the City Manager or his designee. Consultant shall immediately substitute any
insurer whose A.M. Best rating drops below the levels specified in this Agreement. Except as otherwise authorized
below for professional liability (errors and omissions) insurance, all insurance provided under this Agreement shall
be on an occurrence basis. The minimum amount of insurance required shall be as follows:
A. Errors and Omissions Insurance. Consultant shall obtain and maintain in full force and
effect throughout the term of this Agreement, standard industry form professional liability (errors and omissions)
insurance coverage in an amount of not less than one million dollars($1,000,000.00)per occurrence and two-million
dollars($2,000,000.00)annual aggregate, in accordance with the provisions of this section.
1) Consultant shall either: (a)certify in writing to the City that Consultant is unaware of
any professional liability claims made against Consultant and is unaware of any facts which may lead to such a
claim against Consultant; or(b) if Consultant does not provide the certification under (a), Consultant shall procure
from the professional liability insurer an endorsement providing that the required limits of the policy shall apply
separately to claims arising from errors and omissions in the rendition of services under this Agreement.
2) If the policy of insurance is written on a "claims made" basis, the policy shall be
Page15
continued in full force and effect at all times during the term of this Agreement, and for a period of three (3) years
from the date of the completion of the Services provided hereunder. In the event of termination of the policy during
this period, Consultant shall obtain continuing insurance coverage for the prior acts or omissions of Consultant
during the course of performing Services under the terms of this Agreement. The coverage shall be evidenced by
either a new policy evidencing no gap in coverage, or by obtaining separate extended "tail" coverage with the
present or new carrier or other insurance arrangements providing for complete coverage, either of which shall be
subject to the written approval by the City Manager.
3) In the event the policy of insurance is written on an "occurrence" basis, the policy
shall be continued in full force and effect during the term of this Agreement, or until completion of the Services
provided for in this Agreement, whichever is later. In the event of termination of the policy during this period, new
coverage shall immediately be obtained to ensure coverage during the entire course of performing the Services
under the terms of this Agreement.
B. Workers' Compensation Insurance. Consultant shall obtain and maintain, in full force
and effect throughout the term of this Agreement, workers' compensation insurance in at least the minimum
statutory amounts, and in compliance with all other statutory requirements, as required by the State of California.
Consultant agrees to waive and obtain endorsements from its workers' compensation insurer waiving subrogation
rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if
any, to do likewise under their workers' compensation insurance policies. If Consultant has no employees,
Consultant shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form.
C. Commercial General Liability Insurance. Consultant shall obtain and maintain, in full
force and effect throughout the term of this Agreement,a policy of commercial general liability insurance written on
a per occurrence basis with a combined single limit of at least one million dollars ($1,000,000.00) and two million
dollars($2,000,000.00)general aggregate for bodily injury and property damage including coverages for contractual
liability,personal injury,independent contractors,broad form property damage,products and completed operations.
D. Business Automobile Insurance. Consultant shall obtain and maintain, in full force and
effect throughout the term of this Agreement, a policy of business automobile liability insurance written on a per
occurrence basis with a single limit liability in the amount of one million dollars($1,000,000.00) bodily injury and
property damage. The policy shall include coverage for owned, non-owned,leased,and hired cars.
B. Employer Liability Insurance. Consultant shall obtain and maintain, in full force and
effect throughout the term of this Agreement, a policy of employer liability insurance written on a per occurrence
basis with a policy limit of at least one million dollars($1,000,000.00)for bodily injury or disease.
5.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City Manager or his/her designee prior to commencing any work or services under
this Agreement. Consultant guarantees payment of all deductibles and self-insured retentions. City reserves the
right to reject deductibles or self-insured retentions in excess of$10,000, and the City Manager or his/her designee
may require evidence of pending claims and claims history as well as evidence of Consultant's ability to pay claims
for all deductible amounts and self-insured retentions proposed in excess of$10,000.
5.3 Other Insurance Requirements. The following provisions shall apply to the insurance policies
required of Consultant under this Agreement:
5.3.1 For any claims related to this Agreement, Consultant's coverage shall be primary
insurance with respect to the City and its officers, council members, officials,employees,
agents, and volunteers. Any insurance or self-insurance maintained by the City and its
officers, council members, officials, employees, agents,and volunteers shall be in excess
of Consultant's insurance and shall not contribute with it.
5.3.2 Any failure to comply with reporting or other provisions of the policies, including
breaches of warranties, shall not affect coverage provided to City and its officers, council
members,officials,employees,agents,and volunteers.
Page16
5.3.3 All insurance coverage and limits provided by Consultant and available or applicable to
this Agreement are intended to apply to each insured, including additional insureds,
against whom a claim is made or suit is brought to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its operations
shall limit the application of such insurance coverage.
5.3.4 No required insurance coverages may include any limiting endorsement which
substantially impairs the coverages set forth in this Agreement_(e.g., elimination of
contractual liability or reduction of discovery period), unless the endorsement has first
been submitted to the City Manager and approved in writing.
5.3.5 Consultant agrees to require its insurer to modify insurance endorsements to delete any
exculpatory wording stating that failure of the insurer to mail written notice of
cancellation imposes no obligation, or that any party will "endeavor" (as opposed to
being required) to comply with the requirements of the endorsements. Certificates of
insurance will not be accepted in lieu of required endorsements, and submittal of
certificates without required endorsements may delay commencement of the Project. It is
Consultant's obligation to ensure timely compliance with all insurance submittal
requirements as provided in this Agreement.
5.3.6 Consultant agrees to ensure that subcontractors, and any other parties involved with the
Project who are brought onto or involved in the Project by Consultant, provide the same
minimum insurance coverage required of Consultant. Consultant agrees to monitor and
review all such coverage and assumes all responsibility for ensuring that such coverage is
provided in conformity with the requirements of this section. Consultant agrees that upon
request, all agreements with subcontractors and others engaged in the Project will be
submitted to the City for review.
5.3.7 Consultant acknowledges and agrees that any actual or alleged failure on the part of the
City to inform Consultant of non-compliance with any insurance requirement in no way
imposes any additional obligations on the City nor does it waive any rights in this or any
other regard.
5.3.8 Consultant shall provide proof that policies of insurance required in this Agreement,
expiring during the term of this Agreement, have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. Endorsements as required in this Agreement
applicable to the renewing or new coverage shall be provided to City no later than ten
10)days prior to expiration of the lapsing coverage.
5.3.9 Requirements of specific insurance coverage features or limits contained in this section
are not intended as limitations on coverage, limits, or other requirements, or as a waiver
of any coverage normally provided by any given policy. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a given issue,and is
not intended by any party or insured to be limiting or all-inclusive.
5.3.10 The requirements in this section supersede all other sections and provisions of this
Agreement to the extent that any other section or provision conflicts with or impair the
provisions of this section.
5.3.11 Consultant agrees to provide immediate notice to City of any claim or loss against
Consultant arising out of the Work performed under this Agreement and for any other
claim or loss which may reduce the insurance available to pay claims arising out of this
Agreement. City assumes no obligation or liability by such notice, but has the right(but
not the duty) to monitor the handling of any such claim or claims if they are likely to
Page17
involve City, or to reduce or dilute insurance available for payment of potential claims.
5.3.12 Consultant agrees that the provisions of this section shall not be construed as limiting in
any way the extent to which the Consultant may be held responsible for the payment of
damages resulting from the Consultant's activities or the activities of any person or
person for which the Consultant is otherwise responsible.
5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized
insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State
of California with an A.M. Best's Key Rating of B++, Class VII, or better, unless such requirements are waived in
writing by the City Manager or his designee due to unique circumstances.
5.5 Verification of Coverage. Consultant shall furnish City with both certificates of insurance and
endorsements, including additional insured endorsements, affecting all of the coverages required by this Agreement.
The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the
right to require Consultant's insurers to provide complete, certified copies of all required insurance policies at any
time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation
policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability
Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of Liability Insurance Coverage
with an approved Additional Insured Endorsement with the following endorsements stated on the certificate:
1.The City of Palm Springs, its officials, employees, and agents are named as an additional
insured... " ("as respects Chy of Palm Springs Contract Na"or "for anv and all work performed with the City"
may be included in this statement).
2.This insurance is primary and non-contribulory over any insurance or self-insurance the City
may have..." ("as respects City ofPalne Springs Contract Na" or 'for any and all work performed with the City"
may be included in this statement).
3.Should any of the above described policies be canceled before the expiration date thereof, the
issuing company will mail 30 days written notice to the Certificate Holder named."Language such as, "endeavor to"
mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its
agents or representative" is not acceptable and must be crossed out.
4.Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's
waiver of subrogation in favor of City, its elected officials,officers,employees, agents,and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the
policies. All certificates of insurance and endorsements are to be received and approved by the City before work
commences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether
that is the authorized agent/broker or insurance underwriter. Failure to obtain the required documents prior to the
commencement of work shall not waive the Consultant's obligation to provide them.
6.INDEMNIFICATION
6.1 Indemnification and Reimbursement. To the fullest extent permitted by law, Consultant
shall defend(at Consultant's sole cost and expense),indemnify, protect, and hold harmless City, its elected officials,
officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all
liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages,
demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including
but not limited to Claims arising from injuries to or death of persons(Consultant's employees included),for damage
to property, including property owned by City, from any violation of any federal, state, or local law or ordinance,
and from errors and omissions committed by Consultant, its officers, employees, representatives, and agents, that
Page 18
arise out of or relate to Consultant's performance under this Agreement. This indemnification clause excludes
Claims arising from the sole negligence or willful misconduct of the City, its elected officials, officers, employees,
agents, and volunteers. Under no circumstances shall the insurance requirements and limits set forth in this
Agreement be construed to limit Consultant's indemnification obligation or other liability under this Agreement.
Consultant's indenmification obligation shall survive the expiration or earlier termination of this Agreement until all
actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable
statute of limitations or, if an action is timely filed, until such action is final. This provision is intended for the
benefit of third party Indemnified Parties not otherwise a party to this Agreement.
6.2 Desien Professional Services Indemnification and Reimbursement. If the Agreement is
determined to be a "design professional services agreement" and Consultant is a "design professional" under
California Civil Code Section 2782.8,then:
A. To the fullest extent permitted by law, Consultant shall indemnify, defend (at
Consultant's sole cost and expense), protect and hold harmless City and its elected officials, officers, employees,
agents and volunteers and all other public agencies whose approval of the project is required, (individually
Indemnified Party'; collectively`Indemnified Parties")against any and all liabilities,claims,judgments,arbitration
awards, settlements, costs, demands, orders and penalties (collectively "Claims"), including but not limited to
Claims arising from injuries or death of persons (Consultant's employees included) and damage to property, which
Claims arise out of, pertain to, or are related to the negligence, recklessness or willful misconduct of Consultant, its
agents, employees, or subcontractors, or arise from Consultant's negligent, reckless or willful performance of or
failure to perform any term, provision, covenant or condition of this Agreement ("Indemnified Claims"), but
Consultant's liability for Indemnified Claims shall be reduced to the extent such Claims arise from the negligence,
recklessness or willful misconduct of the City and its elected officials,officers,employees,agents and volunteers.
B. The Consultant shall require all non-design-professional sub-contractors, used or sub-
contracted by Consultant to perform the Services or Work required under this Agreement, to execute an
Indemnification Agreement adopting the indemnity provisions in sub-section 6.1 in favor of the Indemnified Parties.
In addition, Consultant shall require all non-design-professional sub-contractors, used or sub-contracted by
Consultant to perform the Services or Work required under this Agreement, to obtain insurance that is consistent
with the Insurance provisions as set forth in this Agreement, as well as any other insurance that may be required by
Contract Officer.
7.REPORTS AND RECORDS
7.1 Accounting Records. Consultant shall keep complete,accurate, and detailed accounts of all time,
costs, expenses, and expenditures pertaining in any way to this Agreement. Consultant shall keep such books and
records as shall be necessary to properly perform the Services required by this Agreement and to enable the Contract
Officer to evaluate the performance of such Services. The Contract Officer shall have full and free access to such
books and records at all reasonable times, including the right to inspect, copy, audit, and make records and
transcripts from such records.
7.2 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the Services required by this Agreement, or as the Contract Officer shall require.
Consultant acknowledges that the City is greatly concerned about the cost of the Work and Services to be performed
under this Agreement. For this reason, Consultant agrees that Consultant shall promptly notify the Contract Officer
the estimated increased or decreased cost if Consultant becomes aware of any facts, circumstances, techniques, or
events that may or will materially increase or decrease the cost of the contemplated Work or Services. If Consultant
is providing design services, Consultant shall promptly notify the Contract Officer the estimated increased or
decreased cost for the project being designed if Consultant becomes aware of any facts, circumstances, techniques,
or events that may or will materially increase or decrease the cost of the design services.
7.3 Ownership of Documents. All drawings, specifications, reports, records, documents,
memoranda, correspondence, computations, and other materials prepared by Consultant, its employees,
subcontractors, and agents in the performance of this Agreement shall be the property of City and shall be promptly
delivered to City upon request of the Contract Officer or upon the termination of this Agreement. Consultant shall
Page j9
have no claim for further employment or additional compensation as a result of the exercise by City of its full rights
of ownership of the documents and materials. Any use of such completed documents for other projects and/or use
of incomplete documents without specific written authorization by the Consultant will be at the City's sole risk and
without liability to Consultant, and the City shall indemnify the Consultant for all resulting damages. Consultant
may retain copies of such documents for their own use. Consultant shall have an unrestricted right to use the
concepts embodied tin this Agreement. Consultant shall ensure that all its subcontractors shall provide for
assignment to City of any documents or materials prepared by them. In the event Consultant fails to secure such
assignment,Consultant shall indemnify City for all resulting damages.
7.4 Release of Documents. All drawings, specifications, reports, records, documents, and other
materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly
without the prior written approval of the Contract Officer. All information gained by Consultant in the performance
of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior
written authorization.
7.5 Audit and Inspection of Records. After receipt of reasonable notice and during the regular
business hours of City, Consultant shall provide City, or other agents of City, such access to Consultant's books,
records, payroll documents, and facilities as City deems necessary to examine, copy, audit, and inspect all
accounting books, records, work data, documents, and activities directly related to Consultant's performance under
this Agreement. Consultant shall maintain such books, records, data, and documents in accordance with generally
accepted accounting principles and shall clearly identify and make such items readily accessible to such parties
during the term of this Agreement and for a period of three (3) years from the date of final payment by City
hereunder.
8.ENFORCEMENT OF AGREEMENT
8.1 California Law and Venue. This Agreement shall be construed and interpreted both as to
validity and as to performance of the Parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the
Superior Court of the County of Riverside, State of California, or any other appropriate court in such County. and
Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.
8.2 Interpretation. T Agreement shall be construed as a whole according to its.fair language and
cQmmian meaning to achieve the objectives and Purposes of the Parties. The terms of this Agreement are contractual
and the result of negotiation between the Parties. Accordingly, any rule of construction of contracts (including,
without limitation, California Civil Code Section 1654) that ambiguities are to be construed against the drafting
party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections
and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to
limit,expand,or define the contents of the respective sections or paragraphs.
8.3 Default of Consultant. Consultant's failure to comply with any provision of this Agreement shall
constitute a default.
A. If the City Manager, or his designee, determines that Consultant is in default in the
performance of any of the terms or conditions of this Agreement, he/she shall notify Consultant in writing of such
default. Consultant shall have ten (10) days, or such longer period as City may designate, to cure the default by
rendering satisfactory performance. In the event Consultant fails to cure its default within such period of time, City
shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without
further notice and without prejudice of any remedy to which City may be entitled at law, in equity, or under this
Agreement. Consultant shall be liable for all reasonable costs incurred by City as a result of such default.
Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in
the event that the dispute is not cured, provided that nothing shall limit City's right to terminate this Agreement
without cause under Section 3.5.
B. If termination is due to the failure of the Consultant to fulfill its obligations under this
Agreement, City may, after compliance with the provisions of Section 83A, take over the work and prosecute the
Page 110
same to completion by contract or otherwise. The Consultant shall be liable to the extent that the total cost for
completion of the Services required hereunder exceeds the Maximum Contract Amount(provided that the City shall
use reasonable efforts to mitigate such damages). The City may withhold any payments to the Consultant for the
purpose of set-off or partial payment of the amounts owed the City as previously stated. The withholding or failure
to withhold payments to Consultant shall not limit Consultant's liability for completion of the Services as provided
in this Agreement.
8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and
signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. Any
waiver by the Parties of any default or breach of any covenant, condition,or term contained in this Agreement, shall
not be construed to be a waiver of any subsequent or other default or breach, nor shall failure by the Parties to
require exact, full, and complete compliance with any of the covenants, conditions, or terms contained in this
Agreement be construed as changing the terms of this Agreement in any manner or preventing the Parties from
enforcing the full provisions.
8.5 Riehts and Remedies Cumulative. Except with respect to rights and remedies expressly
declared to be exclusive in this Agreement,the rights and remedies of the Parties are cumulative and the exercise by
either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different
times, of any other rights or remedies for the same default or any other default by the other Party.
8.6 Leeal Action. In addition to any other rights or remedies, either Party may take legal action, in
law or in equity,to cure,correct, remedy or recover damages for any default,to compel specific performance of this
Agreement,to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of
this Agreement.
8.7 Attorney Fees. In the event any dispute between the Parties with respect to this Agreement
results in litigation or any non-judicial proceeding, the prevailing Party shall be entitled, in addition to such other
relief as may be granted, to recover from the non-prevailing Party all reasonable costs and expenses. These include
but are not limited to reasonable attorney fees, expert consultant fees, court costs and all fees, costs, and expenses
incurred in any appeal or in collection of any judgment entered in such proceeding. To the extent authorized by law,
in the event of a dismissal by the plaintiff or petitioner of the litigation or non-judicial proceeding within thirty(30)
days of the date set for trial or hearing,the other Party shall be deemed to be the prevailing Party in such litigation or
proceeding.
9.CITY OFFICERS AND EMPLOYEES:NON-DISCRIMINATION
9.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be
personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by the City or
for any amount which may become due to the Consultant or to its successor, or for breach of any obligation of the
terms of this Agreement.
9.2 Conflict of Interest. No officer or employee of the City shall have any direct or indirect financial
interest in this Agreement nor shall any such officer or employee participate in any decision relating to the
Agreement which effects their financial interest or the financial interest of any corporation, partnership, or
association in which he/she is, directly or indirectly, interested in violation of any state statute or regulation.
Consultant warrants that Consultant has not paid or given, and will not pay or give, any third party any money or
other consideration in exchange for obtaining this Agreement.
9.3 Covenant Aaainst Discrimination. In connection with its performance under this Agreement,
Consultant shall not discriminate against any employee or applicant for employment because of race,religion, color,
sex, age, marital status, ancestry, or national origin. Consultant shall ensure that applicants are employed, and that
employees are treated during their employment, without regard to their race, religion,color, sex,age, marital status,
ancestry, or national origin. Such actions shall include, but not be limited to,the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation;and selection for training, including apprenticeship.
Page I11
10. MISCELLANEOUS PROVISIONS
10.1 Patent and Copyright Infringement. To the fullest extent permissible under law, and in lieu of
any other warranty by City or Consultant against patent or copyright infringement,statutory or otherwise:
A. It is agreed that Consultant shall defend at its expense any claim or suit against City on
account of any allegation that any item furnished under this Agreement, or the normal use or sale arising out of the
performance of this Agreement, infringes upon any presently existing U.S. letters patent or copyright and Consultant
shall pay all costs and damages finally awarded in any such suit or claim, provided that Consultant is promptly
notified in writing of the suit or claim and given authority, information and assistance at Consultant's expense for
the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the negligence,
recklessness or willful misconduct of Consultant. However, Consultant will not indemnify City if the suit or claim
results from: (1) City's alteration of a deliverable, such that City's alteration of such deliverable created the
infringement upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in
combination with other material not provided by Consultant when it is such use in combination which infringes
upon an existing U.S. letters patent or copyright.
B. Consultant shall have sole control of the defense of any such claim or suit and all
negotiations for settlement in the event City fails to cooperate in the defense of any suit or claim,provided,however,
that such defense shall be at Consultant's expense. Consultant shall not be obligated to indemnify City under any
settlement that is made without Consultant's consent, which shall not be unreasonably withheld. If the use or sale of
such item is enjoined as a result of the suit or claim, Consultant,at no expense to City, shall obtain for City the right
to use and sell the item, or shall substitute an equivalent item acceptable to City and extend this patent and copyright
indemnity thereto.
10.2 Notice. Any notice, demand, request, consent, approval, or communication that either party
desires, or is required to give to the other party or any other person shall be in writing. All notices shall be
personally delivered, sent by pre-paid First Class U.S. Mail, registered or certified mail, postage prepaid, return
receipt requested, or delivered or sent by facsimile with attached evidence of completed transmission. All notices
shall be deemed received upon the earlier of(i) the date of delivery to the address of the person to receive such
notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days after the date of
posting by the United States Post Office if by mail; or(iii) when sent if given by facsimile. Any notice, request,
demand, direction, or other communication sent by facsimile must be confirmed within forty-eight (48) hours by
letter mailed or delivered. Other forms of electronic transmission such as e-mails, text messages, and instant
messages are not acceptable manners of notice required hereunder. Notices or other communications shall be
addressed as follows:
To City: City of Palm Springs
Attention: City Manager&City Clerk
3200 E.Tahquitz Canyon Way
Palm springs,California 92262
Telephone: (760)323-8204
Facsimile: (760)323-8332
To Consultant: Guidepost Solutions LLC
915 Wilshire Boulevard
Suite 2250
Los Angeles,CA 90017
Attention:Nicolas Miller
Telephone: 213-624-9000 Ext. 15
Facsimile: 510-839-4791
10.3 Integrated Agreement. This Agreement constitutes the entire agreement between the Parties and
supersedes all prior negotiations, arrangements, agreements, representations,and understandings,if any, made by or
among the Parties with respect to the subject matter in this Agreement.
Page112
10.4 Amendment.No amendments or other modifications of this Agreement shall be binding
unless through written agreement by all Parties.
10.5 Severahility. Whenever possible, each provision of this Agreement shall be interpreted in such a
manner as to be effective and valid under applicable law. If any provision of this Agreement shall be determined to
be invalid by a final judgment or decree of a court of competent jurisdiction, such provision shall be ineffective only
to the extent of such prohibition or invalidity, without invalidating the reminder of that provision, or the remaining
provisions of this Agreement unless the invalid provision is so material that its invalidity deprives either Party of the
basic benefit of their bargain or renders this Agreement meaningless.
10.5 Successors in Interest. This Agreement shall be binding upon and inure to the benefit of the
Parties' successors and assignees.
10.6 Third Party Beneficiary. Except as may be expressly provided for in this Agreement. nothing
contained in this Aereement is intended to confer, nor shall this Agreement be construed as conferring, any rights,
including, without limitation, any rights as a third-party beneficiary or otherwise, upon any entity or person not a
party to this Agreement.
109 Recitals. The above-referenced Recitals are hereby incoroorated into the Aereement as though
fully set forth in this Agreement and each Party acknowledges and agrees that such Party is bound, for purposes o
this Aereement,by the same
10.8. Corporate Authority. Each of the undersigned represents and warrants that (i) the Party for
which he or she is executing this Agreement is duly authorized and existing, (ii) he or she is duly authorized to
execute and deliver this Agreement on behalf of the Party for which he or she is signing, (iii) by so executing this
Agreement,the Party for which he or she is signing is formally bound to the provisions of this Agreement, and(iv)
the entering into this Agreement does not violate any provision of any other Agreement to which the Party for which
he or she is signing is bound.
Page113
IN WITNESS WHEREOF,the Parties have executed this Agreement as of the dates stated below.
uCFFV"
City of Palm Springs
Date: By: _
ff/ David H.Ready
IIl 1 City Manager PROVED BY CITY COUI'vC L
630 6 7T - P\0
APPROVED AS TO FORM: ATTEST
By: By:
Doug As C.Holland, James Thompson,
City Attorney City Clerk
APPROVED BY CITY COUNCIL:
Date:•l''.I AgreementNo. -Woo
IkYxv
Corporations require two notarized signatures. One signature must be from Chairman of Board, President,or any Vice President. The
second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer.
CONSULTANT NAME:
GU S lU tl(r\S LAC— Check one Individual LC Partnership_Corporation
Address
Pert,lw•d CA gYCo12
By By
Si nature otariz Signature(Notarized)
Page 114
CALIFORNIA ALL-PURPOSE ACKNOVILEDGMENT CIVIL CODE§1180
A rotaY pubic or olw ottw oahpixirq dvo oinfxue venFas ny me idernty of the advdul Y.fn slgwd the
document w hvhicb this cerofcwe s araofled and Rot the m hNnaee.sccunrvV.or vahc rty of that docu rerR.
a-h' A
on gh l /J tic before me,C. SM; . No f ArL4 flAokl
Date Acme and TiBa of car
Personalty appeared df (b LLt& AInsert
Nsme{a)Of SiW-O)
who proved to me on the been of satisfactory, evidence to be the perear(a) whose name(a) Wore
aulowntred to the vtlhn Instrument and acknowledged to me that hWahert hey executed the same in
hiaMer/thoir authorized copectylln),and that by hiWhwfth eignature(s)on the instrument the penion(s),
or the enbiy upon heheM of which the person(s)acted.executed the insrrumert..
1 certly under PENALTY OF PERJURY under the laws
of the 3fafe of CaMormw that the forega nt;paragraph
is true and conect-
e??.-•;,,. C. SMITH WITTIESS my hand and official seal.
Commission No. 1992082 2pt'p,d NOTARY PUBLIC-CALIFORNIA j =Age
ALAMEDA COUNTY ahrre ai fery PclbJic
My Comm.Eapses SEPTEMBER 23,2016
Place Notary Sae!Above
OPTIONAL
Though this archon a optional,complamug this rnformation ran deter alfwahan of the document or
hauolulant reattachment of Mrs form to an unsnhwmW document
Description of Attached Document
Tte or Type of Document Document Date:
Nhmtw of Pages: SVner(e) Other Than Named Above:
CepeoAYCuee)CloWnwil by Signer(a)
Signer's Norse: Signera Name:
Corporate Officer—rdl*): Corporate Officer—Tta(a):
Partner— O Limited General Partner— Lanited General
Individual Attorney In Fact Individual Attomey In Fact
Trustee Guardian w Ccneervater Trustee Guardian or Conaervaior
Other. Other.
Sigrw to Representing: igrw Is Representing:
CM14 Netiwhe Notary Association•www.Ndiau6lobuy,wg•1-80D-US NOTARY 0-800475-MTI Item t5907
EXHIBIT "A"
SCOPE OF SERVICES
SCOPE OF WORK, SERVICES, OBJECTIVES AND SPECIFICATIONS:
Upgrade current access control system to the following City locations:
Phase I:
City Hall information: This is a single story building and approximately 49,970 sq ft. There
are two separate buildings that are connected by an atrium/breezeway. The South building
measures 30,380 sq. ft. The North building measures 19,590 sq. ft.
Police Station: Two story building approximately 24,000 sq. ft. that includes administration,
Dispatch, and other law enforcement functions.
City Yard: Two (2) Security control gates
Phase If: Expand Access Control System to the following City locations (timeline to be
determined at a later date)
Airport Fire Station #2 single story building and approximately 18,000 sq. ft. including
administration, staff housing and emergency equipment.
Fire Station #1 single story building approximately 5,400 sq. ft. Including staff housing
and emergency equipment.
Fire Station #3 single story building approximately 5,800 sq. ft. including housing and
emergency equipment.
Fire Station #4 Single story facility approximately 5,600 sq. ft. that includes housing and
emergency equipment.
Animal Shelter: Single story facility approximately 18,000 sq. ft. that includes
administration and animal housing
Phase III: Future Buildings (locations and timeline to be determined at a later date)
Current City Hall access control system information: The City Hall access control
monitoring system now 8 years old. The current software is Schlage Security Management
System Enterprises 5.2.0 Module Version 5.2.0 (Build 61) provided by Ingersol-Rand Company
2007. The City is currently using a Dell R860 Server platform to support this system.
Within the scope, work must be brought up to current codes, example reader locations and
heights to meet ADA requirements and electrical devices.
AutoCAD files are not available and creating of AutoCAD background for each building are the
responsibility of the consultant with enough level of detail sufficient for the purpose of preparing
plans and specifications appropriate for bidding the project.
The City is currently using 62.5 Multi-mode fiber ST and SC terminated. Two Strands are
available to each location. Existing fiber will be used.
The City is looking to replace the head end. Readers can be replaced if needed by code or
compatibility. There are no new card reader locations being added in Phase I of the design
project. The replacement of card readers is only if needed by code or compatibility.
161 ='
Approximately 1000 badged access users and 10 system Administrator users are required for
this system.
SECURITY SURVEILANCE CAMERAS AND ALARM:
Design to have Security Company furnish and install a security alarm system that will meet the
minimum requirements below:
Hardware: (This list is not intended to be all inclusive)
a) Support card reader technology including Proximity, Weigand effect, and magnetic
stripe.
b) keypads (pin)
c) Card access control panels
d) Alarm monitoring panels
e) Cameras, lenses fixed, zoom, and auto iris.
f) Camera accessories—mounts, enclosures
g) Access control
h) Digital Video Recorder
i) Electrical strikes and electrical locking devices Von Duprin, Schlage, Corbin-Russwin,
Best, Sargent, Arrow, Dorma, Marks Yale
j) All necessary cabling
Technical:
a) Access Control software to replace existing version 5.2.0 Enterprise of Schlage Security
Management system that currently controls the doors with Schlage readers that will also
activate cameras.
b) IP Based internal cameras for door access monitoring (640*480 min. resolution).
c) Microsoft Windows based control console. (XP/32-bit Windows 7 compatible).
d) Ethernet connectivity for access to door controllers and cameras.
e) 1 year minimum image storage capability on security server.
f) Access control report capability with images.
g) User training
h) Maintenance program
i) Graphic alarm mapping
Software:
a) The proposed system must provide application-specific software to incorporate all
hardware proposed.
Access Control:
a) The access control will interface with the alarm intrusion system to allow the alarm to be
deactivated with an access card. The City of Palm Springs utilizes 1000 access cards.
b) Access control systems must have a minimum of seventy-two (72) hours of battery
backup.
c) The Contractor must provide and support system upgrades as required.
d) Provide information and pricing for communication back-up if the access control system
is unavailable.
e) Options for upgrade to wireless Electronic Locks
Equipment and Software Warranty: The City will also require that the system designer
recommend appropriate equipment and software warranty coverage as well as an on-going
maintenance program for the system designed. Commonly the City requests that the
successful contractor fully warrant all materials, equipment, hardware, software and
workmanship against poor or inferior quality equipment, materials or workmanship for a period
not less than three (3) years from the date of final acceptance of the system by the City.
171 ''
Typically the City requires that the warranty shall include all parts and all labor. Any equipment
found to be defective shall be replaced by vendor free of charge, including labor and any
inbound or outbound shipping costs. Defective equipment is defined as any equipment that
requires three (3) or more repairs or service calls within a one (1) year period. The successful
contractor shall repair or replace inoperable equipment/material in a timely manner so as to
minimize the possible disruption of City operations resulting from said inoperable
equipment/material. With respect to software specifically, we commonly request patches and
service pack releases must be supplied for all equipment under warranty or service agreement
at no additional charge to the City. The City is open to alternate Warranty requirements based
upon the industry expertise of the successful system designer when preparing the
specifications.
18 ;'.
EXHIBIT`B"
CITY'S REQUEST FOR PROPOSALS
CITY OF PALM SPRINGS, CA
REQUEST FOR PROPOSALS (RFP) #08-15
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
Requests for Proposals (RFP #08-15), for professional security system design services for the
City of Palm Springs, CA, (hereinafter the "RFP") will be received at the Office of Procurement &
Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. LOCAL
TIME, THURSDAY, MARCH 19, 2015. It is the responsibility of the respondent to see that any
proposal sent through the mail, or by any other delivery method, shall have sufficient time to be
received by this specified date and time. The receiving time in the Procurement Office will be
the governing time for acceptability of proposals. Telegraphic, telephonic, faxed or emailed
proposals will not be accepted. Late proposals will be returned unopened. Failure to register
as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for
Proposals (under "Obtaining RFP Documents") may result in not receiving Addenda or other
important information pertaining to this process. Failure to acknowledge Addenda may render a
proposal as being non-responsive. We strongly advise that interested firms officially register
per the instructions.
1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from
qualified professional firms to provide the City with Security System Design Services,
hereinafter the "Project"). The selected firm will be expected to provide the required
professional services to design and provide plans and specs for the City to use in a solicitation
for bids to our vendor community.
SCHEDULE:
Notice requesting Proposals posted and issued ..............................................February 19, 2015
Mandatory Pre-Proposal Conference ............................ Wednesday, March 4, 2015, 9:OOAM
Deadline for receipt of Questions................................. Thursday, March 12, 2015, 3:00 P.M.
Deadline for receipt of Proposals ................................. Thursday, March 19, 2015, 3:00 P.M.
Short List/ Interviews/, *if desired by City .........................................................to be determined
Contract awarded by City Council..................................................................... to be determined
Dates above are subject to change.
KEY" TO RFP ATTACHMENTS:
ATTACHMENT "A"- Signature Authorization Form, including Addenda acknowledgment.
Must be completed and included with Work/Technical Proposal envelope.
ATTACHMENT "B" — Non Collusion Affidavit Form. *Must be completed and included
with Work/Technical Proposal envelope.
ATTACHMENT "C" — Cost Proposal Form. *Must be completed and included in a
separately sealed envelope —do NOT include this with your WorkfTechnical Proposal.
ATTACHMENT "D" — Sample boilerplate Contract Services Agreement (for reference
only)
2. BACKGROUND: The City of Palm Springs desires to improve the security and safety at
City Hall, Police Department and City Yard by adding a security system that interfaces with its
current Schlage Access Control System that not only records every card swipe but also forced
entry for the North and South City Hall Buildings, Police Department and City Yard. Ultimately,
the City would like the security system to have the capabilities to be enhanced and expand as
needed to current and other City building locations for future phases.
1911' .
3. SCOPE OF WORK: Generally, the scope of work consists of, but is not limited to,
design and propose solutions that successfully achieve the desired goal while incorporating the
basic requirements described below:
SCOPE OF WORK, SERVICES, OBJECTIVES AND SPECIFICATIONS:
Upgrade current access control system to the following City locations:
Phase I:
City Hall information: This is a single story building and approximately 49,970 sq ft. There
are two separate buildings that are connected by an atrium/breezeway. The South building
measures 30,380 sq. ft. The North building measures 19,590 sq. ft.
Police Station: Two story building approximately 24,000 sq. ft. that includes administration,
Dispatch, and other law enforcement functions.
City Yard: Two (2) Security control gates
Phase II: Expand Access Control System to the following City locations (timeline to be
determined at a later date)
Airport Fire Station #2 single story building and approximately 18,000 sq. ft. including
administration, staff housing and emergency equipment.
Fire Station #1 single story building approximately 5,400 sq. ft. Including staff housing
and emergency equipment.
Fire Station #3 single story building approximately 5,800 sq. ft. including housing and
emergency equipment.
Fire Station #4 Single story facility approximately 5,600 sq. ft. that includes housing and
emergency equipment.
Animal Shelter: Single story facility approximately 18,000 sq. ft. that includes
administration and animal housing
Phase III: Future Buildings (locations and timeline to be determined at a later date)
Current City Hall access control system information: The City Hall access control
monitoring system now 8 years old. The current software is Schlage Security Management
System Enterprises 5.2.0 Module Version 5.2.0 (Build 61) provided by Ingersol-Rand Company
2007. The City is currently using a Dell R860 Server platform to support this system.
SECURITY SURVEILANCE CAMERAS AND ALARM:
Design to have Security Company furnish and install a security alarm system that will meet the
minimum requirements below:
Hardware: (This list is not intended to be all inclusive)
k) Support card reader technology including Proximity, Weigand effect, and magnetic
stripe.
1) keypads (pin)
m) Card access control panels
n) Alarm monitoring panels
o) Cameras, lenses fixed, zoom, and auto iris.
p) Camera accessories —mounts, enclosures
q) Access control
r) Digital Video Recorder
s) Electrical strikes and electrical locking devices Von Duprin, Schlage, Corbin-Russwin,
Best, Sargent, Arrow, Dorma, Marks Yale
t) All necessary cabling
20I " _
Technical:
j) Access Control software to replace existing version 5.2.0 Enterprise of Schlage Security
Management system that currently controls the doors with Schlage readers that will also
activate cameras.
k) IP Based internal cameras for door access monitoring (640*480 min. resolution).
1) Microsoft Windows based control console. (XP/32-bit Windows 7 compatible).
m) Ethernet connectivity for access to door controllers and cameras.
n) 1 year minimum image storage capability on security server.
o) Access control report capability with images.
p) User training
q) Maintenance program
r) Graphic alarm mapping
Software:
b) The proposed system must provide application-specific software to incorporate all
hardware proposed.
Access Control:
f) The access control will interface with the alarm intrusion system to allow the alarm to be
deactivated with an access card. The City of Palm Springs utilizes 1000 access cards.
g) Access control systems must have a minimum of seventy-two (72) hours of battery
backup.
h) The Contractor must provide and support system upgrades as required.
i) Provide information and pricing for communication back-up if the access control system
is unavailable.
j) Options for upgrade to wireless Electronic Locks
Equipment and Software Warranty: The City will also require that the system designer
recommend appropriate equipment and software warranty coverage as well as an on-going
maintenance program for the system designed. Commonly the City requests that the
successful contractor fully warrant all materials, equipment, hardware, software and
workmanship against poor or inferior quality equipment, materials or workmanship for a period
not less than three (3) years from the date of final acceptance of the system by the City.
Typically the City requires that the warranty shall include all parts and all labor. Any equipment
found to be defective shall be replaced by vendor free of charge, including labor and any
inbound or outbound shipping costs. Defective equipment is defined as any equipment that
requires three (3) or more repairs or service calls within a one (1) year period. The successful
contractor shall repair or replace inoperable equipment/material in a timely manner so as to
minimize the possible disruption of City operations resulting from said inoperable
equipment/material. With respect to software specifically, we commonly request patches and
service pack releases must be supplied for all equipment under warranty or service agreement
at no additional charge to the City. The City is open to alternate Warranty requirements based
upon the industry expertise of the successful system designer when preparing the
specifications.
4. PROPOSAL REQUIREMENTS: The firm's proposal should describe the methodology
to be used to accomplish each of the project tasks. The proposal should also describe the work
which shall be necessary in order to satisfactorily complete the task requirements.
Please note: this RFP cannot identify each specific, individual task required to successfully and
completely implement this project. The City of Palm Springs relies on the professionalism and
competence of the selected firm to be knowledgeable of the general areas identified in the
scope of work and to include in its proposal all required tasks and subtasks, personnel
commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not
211r ;
approve addenda to the selected firm's agreement which do not involve a substantial change
from the general scope of work identified in this RFP.
5. SELECTION PROCESS: This solicitation has been developed in the Request for
Proposals (RFP) format. Accordingly, proposers should take note that multiple factors as
identified in the RFP will be considered by the Evaluation Committee to determine which
proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL
NOT BE THE SOLE DETERMINING CRITERIA. The City shall review the proposals submitted
in reply to this RFP, and a limited number of firms may be invited to make a formal presentation
at a future date if desired by the City. The format, selection criteria and date of the presentation
will be established at the time of short listing, if conducted.
6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following
evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Firms are
requested to submit their proposals so that they correspond to and are identified with the
following specific evaluation criteria (100 total points possible):
A. Firm / Staff / Team (including any subcontractors) Qualifications and experience in
providing similar security system design services as defined in the RFP, including
References (15 POINTS)
B. Proposal Organization, conformance with the RFP instructions, and demonstrated
Understanding of the overall project and requested Scope of Work (10 POINTS)
C. Work Proposal, including detailed proposed design, methodology and approach, inclusive
of all necessary design development, Bid award assistance, construction administration
and training to fully execute and provide a turn-key solution for the requested Scope of
Work (25 POINTS)
D. Detailed Project Schedule including surveys of existing conditions, meeting schedules for
design needs, design timeline, and delivery of specifications and design drawings for
Security System. (15 POINTS)
E. Local Preference Firms that qualify as a Local Business, or employ local sub-consultants,
and submit a valid business license as more fully set forth in Section F.1 below, pursuant
to the City of Palm Springs Local Preference Ordinance 1756). The full local preference,
five (5) points, may be awarded to those that qualify as a Local Business. Two (2) points
may be awarded to a non-local business that employs or retains local residents and/or
firms for this project. Non-local firms that do not employ or retain any local residents
and/or firms for this project shall earn zero (0) points for this criteria. (5 POINTS)
F. Cost Proposal (30 POINTS)
PRIOR CITY WORK: If your firm has prior experience working with the City DO NOT assume
this prior work is known to the evaluation committee. All firms are evaluated solely on the
information contained in their proposal, information obtained from references, and presentations
if requested. All proposals must be prepared as if the evaluation committee has no knowledge
of the firm, their qualifications or past projects.
7. PROPOSAL CONTENTS: Firms are requested to format their proposals so that
responses correspond directly to, and are identified with, the specific evaluation criteria stated in
Section 6 above. The proposals must be in an 8 Ys X 11 format, may be no more than a
total of Twenty Five (25) SHEETS OF PAPER (double-sided sheets are acceptable),
including a cover letter. NOTE: Dividers, Attachments included in this RFP that are to be
submitted with the proposal, Addenda acknowledgments and the separately sealed Cost
221 1'
Proposal do NOT count toward the sheets of paper limit. Interested firms shall submit SIX (6)
copies (one marked "Original" plus five (5) copies) of both your Technical/Work Proposal
and your Cost Proposal, and one (1) Thumb Drive of the entire proposal, by the deadline.
All proposals shall be sealed within one package and be clearly marked, "RFP #08-15,
REQUESTS FOR PROPOSALS FOR Security System Design Services for City Facilities.
Within the sealed proposal package, the Cost Proposal shall be separately sealed from the
Technical/Work Proposal. Proposals not meeting the above criteria may be found to be
non-responsive.
EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATELY SEALED
ENVELOPES:
Envelope #1, clearly marked "Technical/Work Proposal", shall include the following
items:
Completed Signature authorization and Addenda Acknowledgment (see Attachment A)
If applicable, your specific request for Local Preference (see Attachment A) and a copy of a
valid business license from a jurisdiction in the Coachella Valley.
Completed, and notarized, Affidavit of Non-Collusion (see Attachment B)
In addition to the items above, at a minimum, firms must provide the information identified
below. All such information shall be presented in a format that directly corresponds to the
numbering scheme identified here.
TECHNICALMORK PROPOSAL; The TechnicalMork Proposal (Envelope #1) shall be
clearly marked and shall include the Sections A, B, C, D and E below:
SECTION A:
FIRM, STAFF, TEAM (including any subcontractors) QUALIFICATIONS AND
EXPERIENCE, INCLUDING REFERENCES
A.1 Follow the instructions and properly complete and execute both Attachment "A" and
Attachment "B" that are provided in the RFP and include them here in your proposal. If
applicable, your specific request for Local Preference (reference Attachment A) and a copy of a
valid business license from a jurisdiction in the Coachella Valley is to also be included here.
A.2 Describe the firm's background and qualifications in the designing security systems that
this project will require, specifically identifying experience with relevant projects successfully
completed of similar size and scope.
A.3 Indicate the name of any sub-contractor firms or contractors that will be utilized to make
up your team. Describe each sub-contractor's qualifications, background and specific expertise
that they bring to the Project.
A.4 List the name and qualifications of the key staff/team members that will be assigned to
the Project. Provide detailed qualifications of the Project Manager that will be assigned to the
Project.
A.5 Include a minimum of three (3) references of recent customers for who your firm has
provided similar security design services as contemplated herein. You must include the name
of a contact person, their title, and a current phone number, fax number, email address and
business address along with a brief description of the scope of work and cost for each
successfully completed referenced project.
231 k. .....
SECTION B:
PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND
DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED
SCOPE OF WORK
B.1 Carefully review and verify that your proposal is well organized and follows ALL OF THE
INSTRUCTIONS on proper organization, format, order, and conformance with all requirements,
including any and all required signatures, attachments, acknowledgements, or other documents
that are required to be submitted. Failure to follow the instructions may result in your proposal
being non-responsive and rejected from consideration.
B.2 Without reciting the information regarding the Project verbatim as contained in this RFP,
convey your overall understanding of the Project and an understanding of the City's
expectations upon implementation of the Project.
B.3 Identify any "key' or "critical" issues that you believe may be encountered on the Project
based on the firm's prior experiences; and provide steps to be taken to ensure the issues
identified do not affect the successful delivery of the Project.
SECTION C:
WORK PROPOSAL
CA Proposer should refine and/or expand the Scope of Work to reflect their understanding
of the project and include a detailed technical work proposal, including proposed design plan,
methodology and technical approach, inclusive of all design development, Bid award
assistance, construction administration and training necessary to fully execute and provide a
security system design as requested in the scope of work. Identify all tasks and sub-tasks
required to successfully implement all phases of the project.
SECTION D:
PROJECT SCHEDULE
D.1 Proposer shall provide a detailed Project Schedule, including all tasks and sub-tasks
assuming a May 1st start date which would include but not limited to surveys of existing
conditions, meeting schedules for design needs, design timeline, and delivery of specifications
and design drawings for Security System.
D.2 Discuss lines of communication necessary to maintain the project schedule. Discuss
the key issues that could impact the schedule and ways to minimize or eliminate them.
D.3 Discuss your quality control methods to ensure consistent and accurate final results.
SECTION E:
LOCAL PREFERENCE
E.1 Pursuant to the City of Palm Springs Local Preference Ordinance 1756, in awarding
contracts for services, including consultant services, preference to a Local Business shall be
given whenever practicable and to the extent consistent with the law and interests of the public.
The term "Local Business" is defined as a vendor, contractor, or consultant who has a valid
physical business address located within the Coachella Valley, at least six months prior to bid or
proposal opening date, from which the vendor, contractor, or consultant operates or performs
business on a day-to-day basis, and holds a valid business license by a jurisdiction located in
the Coachella Valley. "Coachella Valley" is defined as the area between the Salton Sea on the
south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino
Mountains on the east and north. For the purposes of this definition, "Coachella Valley"
241f
includes the cities of Beaumont and Banning and the unincorporated areas between Banning
and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the
purpose of establishing such physical address.
The consultant will also, to the extent legally possible, solicit applications for employment and
proposals for subcontractors and subconsultants for work associated with the proposed contract
from local residents and firms as opportunities occur and hire qualified local residents and firms
whenever feasible.
In order for a business to be eligible to claim the preference, the business MUST request the
preference in the Solicitation response (see Attachment A) and provide a copy of its current
business license (or of those it employs for this project) from a jurisdiction in the Coachella
Valley. A non-local business that requests the preference based on employing local residents
must provide proof of full-time primary residency from a jurisdiction in the Coachella Valley with
the proposal. The City reserves the right to determine eligibility.
E.2 List all team members with local expertise. Clearly define their role in the overall project.
COST PROPOSAL; The Cost Proposal (Envelope #2) shall be clearly marked in a
separately sealed envelope and shall include Section F below:
SECTION F:
COST PROPOSAL
F.1 The cost proposal (in a separate sealed envelope) shall be a Lump Sum.
PROPOSERS MUST USE THE COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED
BY THE CITY IN THE RFP DOCUMENTS. Failure to use the Cost Proposal form Attachment
C" provided by the City WILL be cause for rejection of a proposal. Do NOT include
Attachment "A" or Attachment "B" in the Cost Proposal, Envelope #2,. Attachments "A"
and 'B" are to be included in Envelope#1, "TechnicalNVork Proposal".
8. GENERAL AND SPECIAL CONDITIONS:
DEADLINE FOR SUBMISSION OF PROPOSALS: Proposals will be received in the City of
Palm Springs, Office of Procurement and Contracting until 3:00 P.M., LOCAL TIME,
THURSDAY, March 19, 2015. Proof of receipt before the deadline is a City of Palm Springs,
Office of Procurement and Contracting time/date stamp. It is the responsibility of the firms
replying to this RFP to see that any proposal sent through the mail, or via any other delivery
method, shall have sufficient time to be received by the Procurement Office prior to the proposal
due date and time. Late proposals will be returned to the firm unopened. Proposals shall be
clearly marked and identified and must be submitted to:
City of Palm Springs
Procurement and Contracting Department
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Leigh Gileno, Procurement Specialist 11
QUESTIONS: Firms, their representatives, agents or anyone else acting on their behalf are
specifically directed NOT to contact any city employee, commission member, committee
member, council member, or other agency employee or associate for any purpose related to
this RFP other than as directed below. Contact with anyone other than as directed below
WILL be cause for rejection of a proposal.
25111
Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING
and directed ONLY to:
Leigh Gileno, Procurement Specialist II
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
via FAX (760) 323-8238
or via EMAIL: Leigh.Gileno(&palmspringsca.gov
Interpretations or clarifications considered necessary in response to such questions will be
resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is
3:00 P.M., Local Time, Thursday, March 12, 2015. Questions received after this date and
time may not be answered. Only questions that have been resolved by formal written Addenda
via the Division of Procurement and Contracting will be binding. Oral and other interpretations
or clarifications will be without legal or contractual effect.
FORM OF AGREEMENT: The selected firm will be required to enter into a contractual
agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance
with the standard Contract Services Agreement (see Attachment "E"). Please note that the
Exhibits are intentionally not complete in the attached sample standard document. These
exhibits will be negotiated with the selected firm, and will appear in the final Contract Services
Agreement executed between the parties.
Failure or refusal to enter into an Agreement as herein provided or to conform to any of the
stipulated requirements in connection therewith shall be just cause for an annulment of the
award. If the highest ranked Proposer refuses or fails to execute the Agreement, or
negotiations are not successful, or the agreement is terminated, the City may, at its sole
discretion, enter negotiations with and award the Contract to the second highest ranked
Proposer, and so on.
AWARD OF CONTRACT: It is the City's intent to award a contract to the firm that can provide
all of the scope of work, equipment and services identified in the RFP document. However, the
City reserves the right to award a contract, or to make no award, whichever is in the best
interest of the City. It is anticipated that award of the contract will occur at the next regularly
scheduled City Council meeting after the evaluation committee has made its final selection of
the firm to be recommended for award and a contract has been negotiated and agendized for
consideration. The decision of the City Council will be final.
RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right
to waive any informality or technical defect in a proposal and to accept or reject, in whole or in
part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best
serves the interests of the City. The City furthermore reserves the right to contract separately
with others certain tasks if deemed in the best interest of the City.
INSURANCE: Insurance provisions are contained in the Standard Contract Services sample
agreement included in the RFP. The successful Proposer will be required to comply with these
provisions. It is recommended that Proposers have their insurance provider review the
insurance provisions BEFORE they submit their proposal.
RESPONSIBILITY OF PROPOSER: All firms responding to this RFP shall be responsible. If it
is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an
RFP without an authorized signature, falsified any information in the proposal package, etc.),
the proposal shall be rejected.
261
PUBLIC RECORD: All documents submitted in response to this solicitation will become the
property of the City of Palm Springs and are subject to the California Code Section 6250 et seq.,
commonly known as the Public Records Act. Information contained in the documents, or any
other materials associated with the solicitation, pursuant to CA Government Code 6255 during
the negotiation process, may be made public after the City's negotiations are completed, and
staff has recommended to the City Council the award of a contract to a specific firm, but before
final action is taken by the City Council to award the contract.
Although the California Public Records Act ("CPRA") recognizes that certain confidential trade
secret information may be protected from disclosure, the City may not be in a position to
establish that the information submitted in a proposal is a trade secret. If a request is made for
information marked "Confidential," "Trade Secret," Proprietary," or any other similar designation,
the City will provide the party submitting such information with reasonable notice to allow the
party to seek protection from disclosure by a court of competent jurisdiction.
If a submitting party contends that a portion of the proposal is confidential even under the
CPRA, the party: 1) must clearly label each document and/or page deemed a confidential
document 2) the legal rationale supporting such contention including specific references to
applicable provisions of the Public Records laws of the State 3) must actively defend against
any request for disclosure of information which the party has determined should not be
released, and 4) must indemnify and hold harmless the City from any loss, claim or suit,
including attorneys' fees, brought by a person challenging the City's refusal to release the
documents. The City will not, under any circumstances, incur any expenses, or be responsible
for any damages or losses incurred by a party submitting a proposal or any other person or
entity, because of the release of such information. The City will not return the original or any
copies of the proposal or other information or documents submitted to the City as part of this
RFP process. NOTE THAT THE CITY MAY NOT RECOGNIZE PROPOSALS WHERE ALL
OF THE INFORMATION, VIA A BLANKET STATEMENT, IS SUBMITTED AS PROPRIETARY
INFORMATION OR A TRADE SECRET. SUCH PROPOSALS MAY BE FOUND NOW
RESPONSIVE.
COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any
costs incurred by any firm responding to this RFP in the preparation of their proposal or
participation in any presentation if requested, or any other aspects of the entire RFP process.
COMPLIANCE WITH LAW. Proposer warrants that all Services rendered shall be performed in
accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders,
rules, and regulations.
LICENSES. PERMITS, FEES, AND ASSESSMENTS. Proposer represents and warrants to
City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that
are legally required to practice its profession and perform the Work and Services requested in
this RFP. Proposer represents and warrants to City that Proposer shall, at its sole cost and
expense, keep in effect at all times during the term of the Agreement if so awarded, any license,
permit, qualification, or approval that is legally required for Proposer to perform the Work and
Services under the Agreement if so awarded. Proposer shall have the sole obligation to pay for
any fees, assessments, and taxes, plus applicable penalties and interest, which may be
imposed by law and arise from or are necessary for the Proposer's performance of the Work
and Services required under the Agreement if so awarded. Proposer shall indemnify, defend,
and hold harmless City against any such fees, assessments, taxes penalties, or interest levied,
assessed, or imposed against City to the fullest extent permitted by law.
BUSINESS LICENSE: The selected firm will be required to be licensed in accordance with the
City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96,
entitled "Business Tax".
271 :'
INVESTIGATIONS: The City reserves the right to make such investigations as it deems
necessary to determine the ability of the firms responding to this RFP to perform the Work and
the firm shall furnish to the City all such information and data for this purpose as the City may
request. The City reserves the right to reject any proposal if the evidence submitted by or
investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out
the obligations of the Contract and to complete the Work contemplated therein.
NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares
that this Proposal is made without collusion with any other business making any other Proposal,
or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non-
Collusion provided as Attachment "B" in the RFP and include it with their proposal.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their
proposal shall be valid for a period of 120 calendar days from the due date of proposals.
SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted
to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions
set forth in all of the sheets which make up this Request for Proposals, and any attached
sample agreement. Exceptions to any of the language in either the RFP documents or
attached sample agreement, including the insurance requirements, must be included in the
proposal and clearly defined. Exceptions to the City's RFP document or standard boilerplate
language, insurance requirements, terms or conditions may be considered in the evaluation
process; however, the City makes no guarantee that any exceptions will be approved.
281
ATTACHMENT "A"
THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALNVORK PROPOSAL
Envelope #1)*
REQUESTS FOR PROPOSALS (RFP) #08-15
SECURITY SYSTEM DESIGN SERVICES
SIGNATURE AUTHORIZATION
NAME OF COMPANY(PROPOSER):
BUSINESS ADDRESS:
TELEPHONE: CELL PHONE: FAX:
CONTACT PERSON: EMAIL ADDRESS:
A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the
above listed individual or company. I certify that I have the authority to bind myself/this company in a
contract should I be successful in my proposal.
PRINTED NAME AND TITLE
SIGNATURE AND DATE
B. The following information relates to the legal contractor listed above, whether an individual or a
company. Place check marks as appropriate:
1. If successful, the contract language should refer to me/my company as:
An individual;
A partnership, Partners' names:
A company;
A corporation If a corporation, organized in the state of:
2. My tax identification number is:
CHECK IF THE FOLLOWING STATEMENT APPLIES:
My firm/company is a Local Business (Licensed within the jurisdiction of the Coachella Valley). Copy of
current business license from a iurisdiction within the Coachella Valley is required to be attached to
this document in order to request the Local Preference.
ADDENDA ACKNOWLEDGMENT:
Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment
with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non-
responsive.
In the space provided below, please acknowledge receipt of each Addenda:
Addendum(s) #is/are hereby acknowledged.
29
ATTACHMENT "B"
THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALfWORK
PROPOSAL (Envelope#1)*
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY
PROPOSER AND SUBMITTED WITH PROPOSAL
STATE OF CALIFORNIA) ss
COUNTY OF RIVERSIDE)
The undersigned, being first duly sworn, deposes and says that he or she is
of the party making the
foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the Proposal
is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited
any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded,
conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that
anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly,
sought by agreement, communication, or conference with anyone to fix the Proposal price of the
Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or
of that of any other Proposer, or to secure any advantage against the public body awarding the contract
of anyone interested in the proposed contract; that all statements contained in the Proposal are true;
and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any
breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and
will not pay, any fee to any corporation, partnership, company, association, organization, Proposal
depository, or any other member or agent thereof to effectuate a collusive or sham Proposal.
By:
Title:
Subscribed and sworn to before me this day of 2015.
30 `
ATTACHMENT "C"
THIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATELY SEALED
ENVELOPE#2 "Cost Proposal', NOT with Envelope#1, Technical/Work Proposal")
REQUEST FOR PROPOSAL (RFP#08-15)
SECURITY SYSTEM DESIGN SERVICES
COST PROPOSAL
Responding to Request for Proposal No. 08-15 for Security Design Services, I/WE will accept as full
payment the following Lump Sum total in a not-to-exceed amount inclusive of hourly rates for each
identified team member with sub-totals by defined Task (attach itemized cost breakdown to this
page), to complete the project. The undersigned Proposer proposes and agrees to provide all work
and services necessary to deliver *describe here* as defined in the Scope of Work herein.
NAME OF FIRM SUBMITTING THIS COST PROPOSAL:
TOTAL LUMP SUM AMOUNT:
PRICE IN FIGURES)
PRICE IN WORDS)
Additional Site visits/meetings outside of this Scope of Work —unit cost $ Hr
ATTACH TO THIS PAGE THE HOURLY RATES FOR EACH IDENTIFIED TEAM MEMBER
ON THE PROJECT AS WELL AS AN ITEMIZED TASK LIST WITH COST SUB-TOTALS
PER TASK, ADDING UP TO THE TOTAL LUMP SUM AMOUNT PROPOSED FOR PHASE I.
YOU MUST INCLUDE ALL COSTS (any travel, expenses, etc.)
FAILURE TO INCLUDE THIS INFORMATION WILL DEEM YOUR PROPOSAL AS NOW
RESPONSIVE.
ATTACH ITEMIZED COST BREAKDOWN TO THIS PAGE
311 :
ATTACHMENT"D"
SITE MAPS
Will be given to registered vendors who attend the mandatory walk through for this project.
32 ' P ;
REQUEST FOR PROPOSALS (RFP 08-15)
FOR
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
ADDENDUM NO. 1
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND
INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER
ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND
INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE
CONTRACT DOCUMENTS.
The City has received the following questions and is hereby providing answers thereto:
Q 1: The RFP is for design and consulting service. If the company wins the bid for the design then
can the same company bid for the installation and integration of the system?
A 1: No.
Q 2: Can the RFP response include the design services and installation and integration of the
systems as one turnkey package solution?
A 2: No.
Q 3: Can the current Schlage Security Management software be replaced with a different Access
Control software maintaining the same hardware readers with minimum change to wiring structures?
A 3: The City is relying on the professional expertise of the design consultant that is hired to
review such issues and make recommendations for the City to consider as the system is
designed.
BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA
Craig L. Gladders, C.P.M.
Procurement & Contracting Manager
on behalf of Leigh Gileno, Procurement Specialist II)
3311
DATE: March 2, 2015
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature: Date:
Acknowledgment of Receipt of Addendum 1 is required by signing and including the
acknowledgment with your submittal, or you may also acknowledge the Addenda on the bottom
of Attachment A. Failure to acknowledge this Addendum may result in your submittal being
deemed non-responsive.
341E
r,
REQUEST FOR PROPOSALS (RFP 08-15)
FOR
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACLITIES
ADDENDUM NO. 2
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND
INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER
ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND
INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE
CONTRACT DOCUMENTS.
DELIVERY OF BIDS—NOTIFICATION OF PARKING LOT CONSTRUCTION AT CITY HALL: Contractors are
hereby notified that there will be construction in progress at the Palm Springs City Hall parking lot on the day that
bids are due. Bids will be received by the Office of Procurement & Contracting until 3:00 P.M. on Thursday,
March 19, 2015. Contractors shall take this into account in the delivery of their bid, as neither the City nor the
parking lot contractor shall be liable or responsible for the late delivery of a bid due to the construction in
progress. It is the responsibility of the bidder to see that any bid hand delivered or sent through the mail, or by
any other delivery method, shall have sufficient time to be received by the Office of Procurement &Contracting by
the due date and time. Late bids will not be accepted and shall be returned unopened.
The City has received the following questions and is hereby providing answers thereto:
Q 1: Will AutoCAD files be made available for each floor of each building?
A 1: No, AutoCAD files are not available.
Q 2: If no AutoCAD files will be provided to successful Consultant, does the City want the Consultant
to include the cost to create AutoCAD backgrounds for each floor of each building?
A 2: Yes.
Q 3: Specify level of backgrounds, ie. Walls, Doors, Windows, Room Numbers, Drawn To-Scale, etc.
If anything additional, please specify.
A 3: Enough level of detail sufficient for the purpose of preparing plans and spcifications
appropriate for bidding the project.
351 [ .
Q 4: If To-Scale plans are desired, a comprehensive site survey will be required. If Not-To-Scale plans
are acceptable, the PDF plans provided during the Pre-Bid meeting should be adequate to create new
CAD plans.
A 4: The City has scaled plans for each building that will be provided to the successful
consultant. The City does not have Auto CAD drawings.
Q 5: Is a diagram that shows the overall connectivity between each of the sites available?
A 5: No.
Q 6: During Pre-Bid meeting, Patrick indicated that there was fiber from City Hall to the other sites.
Please specify what type and how many strands.
A 6: The city is currently using 62.5 Multi-mode fiber ST and SC terminated. Two Strands are
available to each location.
Q 7: Does the City have any documented security standards that should be taken into account for
this proposal?
A 7: No.
Q 8: The current access cards being used appear to be standard 125 KHz Proximity. This type of
card technology is no longer approved for government agencies. Should a migration plan to an
approved 13.56 MHz smart card technology be included in this proposal?
A 8: While the City is not aware of the current card system not being approved for
government agencies, the City does want the migration of technology needs to meet current
standards and building electronic codes.
Q 9: Upon completion of the initial design, how much time is required for City approval before
Construction Documents can be started for use in the bid process?
A 9: There are many variables that may impact the time line and therefore we cannot provide
an estimate at this time.
Q 10: What is the time duration from the day the security contractor bids are received, until the
contract is awarded to the security contractor?
A 10: There are many variables that may impact the time line and therefore we cannot provide
an estimate at this time.
Q 11: Should we assume that any non-code compliant issues shall be brought up to code in this
proposal, or will existing conditions be grandfathered in?
A 11: Yes, non-code compliant issues shall be brought up to current codes
36IP _ _ -.:
Q 12: If our firm has an exception with certain contract clauses, is it acceptable to include the
exceptions as an addendum to the proposal?
A 12: Refer to page 11 of RFP document, section titled "Signed Proposals and Exceptions".
Q 13: On page 8, the RFP states that we need an Office of Procurement time and date stamp. How
would you recommend getting proof of receipt when using a delivery service, such as FedEx?
A 13: Vendors may contact Procurement to verify if their proposal was successfully delivered
and time/date stamped in the Procurement Office by the deadline.
Q 14: Is new enterprise system required to interface between the existing CCTV and any future
security systems including Intrusion, Emergency Phones...etc.?
A 14: No.
Q 15: Are we reusing the existing infrastructure and replacing the head end and card readers only?
A 15: We are looking to replace the head end. Readers can be replaced if needed by code or
compatibility.
Q 16: Are we adding new card readers to the buildings in different areas or just evaluating replacing
existing card readers?
A 16: There are no new card reader locations being added in this Phase of the design project.
The replacement of card readers is only if needed by code or compatibility.
Q 17: Is there any underground work required to connect the buildings or are we using existing
underground fiber?
A 17: Existing fiber will be used.
Q 18: Is the existing system monitored at this time?
A 18: No the system is not monitored, however the system has logging capabilities and is
sometimes used to collect date or run a report.
Q 19: How many users will be required for the system?
A 19: Approximately 1000 badged access users and 10 System Administrator users.
BY O. ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA
2W
Procurement Specialist II
DATE: March 11, 2015
3711'
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature: Date:
Acknowledgment of Receipt of Addendum 2 is required by signing and including the
acknowledgment with your submittal, or you may also acknowledge the Addenda on the bottom
of Attachment A. Failure to acknowledge this Addendum may result in your submittal being
deemed non-responsive.
381 ,° :
q Ai a;
REQUEST FOR PROPOSALS (RFP 08-15)
FOR
SECURITY SYSTEM DESIGN SERVICES FOR CITY FACILITIES
ADDENDUM NO. 3
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND
INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER
ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND
INSTRUCTIONS AND SHALL BE REFERRED
The City has received the following questions and is hereby providing answers thereto:
Q 1: What are the quantities of existing sheets?
A 1: Estimated sheets for City Hall are 8-10 sheets and Police Station is 4 sheets.
Q 2: What scale are the existing sheets?
A 2: Combination of several scales. Not consistent.
Q 3: Are the existing sheets on paper blue-line, or black-line or velum?
A 3: Existing sheets are on blue-line, black and velum.
Q 4: Are all the sheets legible?
A 4: Yes.
Q 5: Addendum 2 indicates the requirement that non-code compliant issues be brought up to code.
Please clarify.
A 5: Within the scope, work must be brought up to current codes, example reader locations
and heights to meet ADA requirements and electrical devices.
Q 6: When were the buildings permitted?
A 6: City Hall was originally built in 1957. Since that time there have been four additions and
several renovations up to 1990. All work permitted at that time. The Police Department was
completed in 1984 and also was permitted at the time of construction.
391i=
Q 7: We have a 50K deductible per claim on our Professional Liability policy — our other policy's
deductibles are either 10K or lower. Would the City take issue with this deductible?
A 7: Exceptions to the insurance requirements shall be submitted with your proposal. Please
refer to the instructions on page 11 of RFP document, section titled "Signed Proposals and
Exceptions.
Q 8: While we have no limiting endorsements, our general liability policy excludes personal and
advertising injury, which our professional liability policy picks up. Is this acceptable to the City?
A 8: Refer to answer#7 above.
BY ORDER O F,THE CITY OF PALM SPRINGS, CALIFORNIA
e• Y
Procurement Specialist 11
DATE: March 12, 2015
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature: Date:
Acknowledgment of Receipt of Addendum 3 is required by signing and including the
acknowledgment with your submittal, or you may also acknowledge the Addenda on the bottom
of Attachment A. Failure to acknowledge this Addendum may result in your submittal being
deemed non-responsive.
401E
EXHIBIT"C"
CONSULTANT'S PROPOSAL
41P ;, ..
1,`
b
ti"it
S ,F4F
r
4
j
GUIDEPOST SOLUTIONS LLC
ORIGINAL: Technical/Work Proposal
Security System Design Services for City
Facilities for the City of Palm Springs
Revised: August 21, 2015
CoverLetter..........................................................................1
Attachments A & B.............................................................2
Firm's Qualifications &Subcontractors...........................3
Key Team Member's Qualifications..................................8
References.........................................................................12
Understanding of the Project.................. .......................13
WorkProposal...................................................................15
Project Schedule........ ......................... .....--..... .....21
Local Preference...............................................................25
CRY OF PALM SPRINGS_REVISED OS'22J,'2015 GUIDEPOST SOLUTIONS
GPS PROPOSAL#PS5-LAX-013
March 21,2015
Ms. Leigh Gileno
Procurement Specialist 11
Procurement&Contracting Department
3200 F.Tahquitz Canyon Way
Palm Springs,CA 92262
Subject:RFP x08-IS-Security System Resign Services for City Facilities
Dear Nis.Gileno,
Determining how to expand an existing security system for it city's facilities is not a decision to be taken lightly.Guidepost
Solutions understands this scenario,and has built a reputation as a trusted partner in improving the security and safety of
staff,residents,and visitors for more than 60 California cities and counties. We can work with you to come to a clear and
concrete decision on the best way to address your aging security infrastructure,as well as provide it solution that meets your
long-term system goals for future phases.As your partner,we promise to:
We have managed the design,implementation,and integration of some of the most complex security
platforms in service today,allowing our clients to focus on their internal operations and organizational goals.Our
multidisciplinary team members quickly immerse themselves into these public agencies to understand their Current
policies, procedures, and systems operations. Our project accomplishments have included: the production Of a
citywide standard for security systems for the City of Lincoln,as well as the implementation of integrated control,
intrusion detection,video surveillance,and site security systems for the San Diego County Operations Center.
Our team possesses a 360-degree understanding of security systems. Our final design
deliverable will easily translate from written specifications to system operation due to Our real-word experience
producing large-scale,integrated security systems—all under similar conditions, including aggressive schedules,
strict budgets,multiple stakeholders,and similar scopes.We assure coordination between the systems we design and
architectural,electrical,and hardware components;as well as operations.Our evaluation of the multiple factors that
affect systems on a daily basis contributes to not only project efficiency,but overall client savings.
We apply an "mfiractnrcnlre strategy" to the design of technology systems,
anticipating rapid change in equipment and products,and providing a`future-proof'building.We utilize a design
and procurement program that prevents product obsolescence that can occur during the often protracted design and
construction process.Our designs consider the entire life-cycle of products to result in a sustainable system that cat)
operate from initial installation and upgrade.
We thank you for the opportunity to demonstrate Our superior level of experience,dedication,and commitment to the
City of Palm Springs.If you have questions or need further clarification on any portion of our submittal,please contact me
directly at 510.250.6234 or via email at nJmiller@guidepostsolutions.com.
Sincekly,
Nicolas Miller,Regional Vice President
nmillerOguideposisolutions.coot 1 510.250.6234
CITY OF PALM SPRINGS REVISED OB 2V 2015 GUIDEPOST SOLUTIONS
PAGE S GPS PROPOSAL KP3S-LAX-013
44iP ,I
Please find Attachments A and B,as well as acknowledged Addenda in the Pages following this section.
CITY OF PALM SPRINGS_REVISED 08/21i2015 GUIDEPOST SOLUTIONS
PAGE 2 GPS PROPOSAL#P75-LAX-013
ATTACHMENT"A"
THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAL'WORK PROPOSAL
Envelope M1)'
REQUESTS FOR PROPOSALS(RFP)A08-16
SECURITY SYSTEM DESIGN SERVICES
SIGNATURE AUTHORIZATION
NAME OF COMPANY(PROPOSER).
Guidepost Solutions LLC
BUSINESS ADDRESS:915 Wilshire Boulevard Suite 2250,Los Angeles.CA 90017
TELEPHONE.213.624.9000ext.15 CELL PHONE. 213.598.1205 FAX 510839.4791
CONTACT PERSON. Michael Mole EMAIL ADDRESS nnniolaeguidepostsolutionscom
A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the
above listed individual or company. I certify that I have the authority to bind myselfRhis company in a
contract should I be successful in my proposal.
Nicolas Miller,Regional Vice President
PRINTED NAME AND TITLE
March 19,2015
SIGNATURE AND DATE
B. The following information relates to the legal contractor listed above, whether an individual or a
company. Place check marks as appropriate:
1. If successful,the contract language should refer to me/my company as:
An individual;
A partnership,Partners'names:
n A company;
A corporation If a corporation,organized in the state of:
2. My tax identification number is: 800581535
CHECK IF THE FOLLOWING STATEMENT APPLIES:
My firm/company is a Local Business(Licensed within the jurisdiction of the Coachella Valley). Copy of
current business license from a jurisdiction within the Coachella Valley is required to be attached to
this document in order to request the Local Preference.
ADDENDA ACKNOWLEDGMENT:
Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment
with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non-
responsive.
In the space provided below,please acknowledge receipt of each Addenda:
Addendum(s)p i,2,3 islare hereby acknowledged.
Puce 12 ol'15
ATTACHMENT"B"
THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAIL WORK
PROPOSAL(Envelope#1)`
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY
PROPOSER AND SUBMITTED WITH PROPOSAL
STATE OF CALIFORNIA)ss
COUNTY OF RIVERSIDE)
The undersigned, being first duly sworn, deposes and says that he or she is
Nicolas Miller of Guidepost solutions LLc the party
making the foregoing Proposal. That the Proposal is not made in the interests of, or on the
behalf of, any undisclosed person, partnership, company, association, organization, or
corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not
directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal,
and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or
anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the
Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or
conference vdth anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix
any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or
to secure any advantage against the public body awarding the contract of anyone interested in
the proposed contract; that all statements contained in the Proposal are true; and, further, that
the Proposer has not, directly or indirectly, submitted his or her Proposal price or any
breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or
paid, and will not pay, any fee to any corporation, partnership, company, association,
organization, Proposal depository, or any other member or agent thereof to effectuate a
collusive or sham Proposal.
By, Nicolas Miller,Regional Vice President
i
Title:Regional Vice President
Subscribed and sworn to before me this is day of March 2015,
13 Revi.-d_6/16/lo
ll6lA 1
Qualifications • Sub-contractors
GO-TO"SECURITY FIRM
Guidepost Solutions is an international firm providing innovative low voltage technology consulting,
GUIDEPOST BY
design, and management services that balance realistic business needs with industry-best, cost- THE NUMBERS:
effective solutions.
Established in 1984, the California office of Guidepost Solutions is a full service,"go-to' firm for 107000+
security consulting -- bringing unparalleled experience in security systems planning and design. security Projects
Armed with lessons learned from more than 10,000 security projects,our team offers exclusive insight
into your security systems,which our competition cannot match. 30
We are strategic partners for county and city clients.From developing the security electronics standards Years in Business
for the City of Lincoln to designing the complete security system upgrade for the Santa Clara County
Government Center, we know what works and what does not when safeguarding critical public 130facilities. We understand the entire lifecycle of a security system, from master plan to installation,
and have the background to build security programs that translate from written guidelines to a fully
Employees
functional security system.
CC
For your project,we will deploy our local staff that will be supported by our national resource bench. 2`
Guidepost's employees possess the right project experience and an unbiased technical approach to Years of Experience:Average Project
deliver integrated,cost-effective,and long-term security systems.We know how to leverage existing Manager
systems,and draft a flexible security system that will allow the City of Palm Springs to adopt future
technologies with minimal or no impact to the building's infrastructure, lower lifecycle costs, and
reduce requirements for new materials. As one of the largest independent security firms in North 60+
America, we will complement our expertise with a project database that covers every aspect of a cities a Counties in
security project.Together,the collective years of experience on our team will provide all the required
Project Experience
components to execute the scope outlined in the RIFE—simultaneously maximizing efficiency.
The following table presented below provides a glimpse of our relevant project experience.
Infrastructillo.Facilities
City of Lincoln Facilities Department City of San Francisco
City of Allen City of Oakland
City of Riehrnood Civic Center Plaza City of San lose
Redding Orm Auditorium City of Richmond
City of Sacramento Department of utilities • City of Lincoln
City of Santa Cna Water District City of Santa Cruz
City of Irving Water Facilities City of Watsonville
City of Oakland/Port of Oakland Domain City of Antioch
Awareness Center City of Sunnyvale
City Of Dallas Emergency Operations Center • City of Rancho Gicanwnga
City of Lodi Electric City of Larkspur
City of Livermore Water Storage City of Modesto
Cucamonga Water District City of Sausalito
San Diego County Operations Center City of Palo Alto
City of Ridtrrond Emergency Operations City of Gilroy
Center City of Paso Robles
County Emergency Operations Centers City of Pleasanton
Alameda,Mann,and Merced,Nbrerw Valley • City of Arcadia
Stanislaus Sheriff's Facility City of Montclair
Clovis unified School District City of Fontana
CRY OF PALM SPRINGS-REVISED 08.%2lj 2015 GUIDEPOST SOLUTIONS
PAGE 3 GPS PROPOSAL#P15-LAX-013
Qualifications iSub-contractors
GOT("SECURITY FIRM
Guidepost Solutions isan international firm providing innovative low voltage technology consulting,
GUIDEPOST BY
design, and management services that balance realistic business needs with industry-best cost- THE NUMBERS:
cffective solutions.
Established in 1984, the California office of Guidepost Solutions is a full-service. "go-to firm for 107000+
security consulting — bringing unparalleled experience in security systems planning and design. Security Projects
Armed with lessons learned from more than 10,000 security projects,our team offers exclusive insight
into Your security systems,which our competition cannot match. 30
We are strategic partners for county and city clients.From developing the security efec conics standards Years In Business
for the City of Lincoln to designing file complete security system upgrade for the Santa Clara County
Government Center, we know what works and what does not when safeguarding critical public
facilities- N'e understand the entire lifery rl 30cleOfasecuritysystem, from master plan to installation,Employees0
and have the background to build security programs that translate from written guidelines to a fully
functional security system.
For your project,we will deploy our local start]that will be supported by our national resource bench. 25
Guidepost's employees possess the right project experience and an unbiased technical approach to Years of Experience:Average Project
deliver integrated,cost-effective,and long-term security systems. We know how to leverage existing Manager
systems,and draft a flexible security system that will allow the City of Palm Springs to adopt future
technologies with minimal or no impact to the building's infrastructure, lower lifecycle costs, and
a
reduce requirements for new materials. As one of the largest independcnt security firms in North 60+
America, we will complement Our expertise with a project database that covers every aspect Of a Cities&Counties in
security project.Together,the collective years of experience on our team will providc all the required
Project Experience
components to execute the scope outlined in the RFP— simultaneously maximizing efficiency,
the following table presented below provides it glimpse of our relevant project experience.
City of Lincoln Facilities Department City of San Francisco
City of Allen City of Oakland
City of Richmond Civic Center Plaza City of San Jose
Redding Civic Auditorium City of Richmond
City of Sacramento Department of Utilities • City of Lincoln
City of Santa Cruz Water District City of Santa Cruz
City of Irving Water Facilities City of Watsonville
City of Oakland/Port of Oakland Domain City of Antioch
Awareness Center City of Sunnyvale
City of Dallas Emergency Operations Center • City of Rancho Cucamonga
City of Lodi Electric City of Larkspur
City of Livermore Water Storage City of Modesto
Cucamonga Water Distinct City of Sausalito
San Diego County Operations Center City of Palo Alto
City of Richmond Emergency Operations City of Gilroy
Center City of Paso Robles
County Emergency Operations Centers: City of Pleasanton
Alameda.Merin.and Merced,Moreno Valley • City of Arcadia
Stanislaus Sheriffs Facility City of Montclair
Clovis Unified School Distinct I • City of Fontana
CRY OF PALM SPRINGS GUIDEPOST SOLUTIONS
PAGE 3 GPS PROPOSAL aP15-LAX-013
Firm's Qualifications & Sub-contractors Continued
USE OF SUB-CONTRACTORS
Guidepost Solutions will be performing all requested security system services,and we do not anticipate the need to incorporate
any subconsultanis.Should the City require specialty services outside of our capabilities,we will engage the City at the time
and present a shortlist of highly qualified candidates with whom we have strong working relationships,and whose work will
meet the requirements set forth by the City.
PROJECT EXPERIENCE
CITY OF LINCOLN FACILITIES DEPARTMENT
Lincoln, California
After the completion of the security master plan,Guidepost
Solutions was reselected by the City of Lincoln to design the
security electronic systems for six City-affiliated buildings,
including multiple police/fire departments,city halls, and
the library
During the master plan,Guidepost worked alongside City
staff throughout the project to gain an understanding of
existing and future facility physical security needs and
goals. The team performed an assessment of six City-
owned buildings, reviewed future building drawings and1:
documents,and held interviews with key staff members-ultimately delivering needs and gap analyses
for a standard security system.Guidepost provided security systems recommendations that identified
technologies,hardware/software,and costs.Recommendations provided physical security for building
perimeters;defined security zones within building,including public and staff-only areas•,and included
intrusion detections systems for after-hour protection of facilities, a video surveillance system with
suggested technologies and camera locations,and an access control system with the capability of an
integrated card access system and typical card reader locations.
Guidepost's success led its reselection for the design and construction administration of a city-wide
access control and CCTV system. Guideposts most importantly,offered an integrated,cost-effective
design approach that leveraged the City's computer network as the communication infrastructure,
included proven products and technologies,and remained flexible to future changes-
GUIDEPOST'S1 OF LINCOLN
Provides consistent security protection for all City-owned facilities - eliminating
incompatible equipment and lack of effective command,control,and communication
Establishes the foundation for a ccist ffective,integrated security system that leverages
the existing network
Accommodates future security-related projects, including systern compatibility, product
obsolescence,and new technology
Reduces project-related design and engineering overhead costs for future projects
CITY OF PALM SPRINGS-REVISED 08;21i2015 GUIDEPOST SOLUTIONS
PAGE 4 GP5 PROPOSAL•PISLAX-OU
Firm's Qualifications & Sub-contractors continued
CITY OF RICHMOND CIVIC CENTER REVITALIZATION
Richmond,California
Guidepost Solutions provided consulting and design
services for the Richmond Civic Center project.The project
involved the complete renovation of the City's Civic Center
Plaza, involving renovations to the civic auditorium, city
hall,community services building,and police department.
Initially, Guidepost Solutions delivered the master plan
services for security, teldata, and audiovisual systems
for all four buildings. After the success of the master
plan, the Guidepost team produced the security and
audiovisual infrastructure design for the entire civic center
site.Security systems consisted of an access control,CCTV,
intrusion alarm,intercom/entry telephone,and emergency call station systems.In addition,Guidepost
managed the emergency operations center new facilities planning and design,providing construction
management and commissioning services, and coordinating end user needs and responsibilities
throughout the course of the project.
Our approach to security and technology systems design for this project was based on promoting a
shared technology infrastructure" for all facilities systems.This resulted in a flexible systems design
that will allow the City to adopt future technologies with minimal or no impact to base building
infrastructure,lower life-cycle costs,and reduces the requirements for new materials.
CITY OF ALLEN
Allen,Texas
Guidepost Solutions delivered master planning and design
consulting services for the City's video surveillance camera
and access control systems for their law enforcement, p
public parks, and administrative facilities throughout
the city. Collaborating with the City and Police and Fire
Departments throughout the project,the scope entailed:
Surveys of exterior areas of monitoring including LL
drop off points,parking areas,sensitive areas,etc.
Feasibility analysis for the applicability of
vehicular identification functions.
Wireless network infrastructure requirements.
Determination of surveillance needs at public interaction points.
Orchestrated technology product selection
Quantification and budgeting for card access control,CCTV,intrusion detection,and fencing
elements required to increase the security posture at these facilities.
The team faced numerous project challenges, including designing and implementing specialized and
conspicuous security systems for the police interview rooms, as well developing systems for remote
areas within the City's parks,which involved wireless network infrastructure design that would integrate
with the security design.Additionally,the Guidepost team coordinated competitive bids and provided
project management oversight of the implementation.
CITY OF PALM SPRINGS-REVISED 08,12],12015 GUIDEPOST SOLUTIONS
PAGE GPS PROPOSAL SP1SLAX-013
Firm's Qualifications & Sub-contractors continued
SAN DIEGO COUNTY OPERATIONS CENTER
San Diego,California
Guidepost Solutions was selected to provide security master
planning, standards development, and design services for
the largest infrastructure project in San Diego County
history, totaling$500 million and spanning 38 acres. The
facility houses a central plant;a fleet vehicle maintenance F::Rtbuildingwithfuelisland; four, four-story administrativetToces; three renovated departmental offices; and thet^'
County Registrar of Voters.WORM
Following our delivery of the campus master plan,
Guidepost reviewed and evaluated the County's existing
security systems standards.The team documented the components and design elements to be upgraded
to meet current industry standards and best practices,while maintaining compatibility with widely-
installed County systems. The team was engaged with this project until completion, from design to
installation.The Guidepost team delivered access control,intrusion detection,video surveillance,and
site security systems that incorporated Crime Prevention through Environmental Design (CPTED)
elements such as lighting,wayfinding and landscaping.
CLOVIS UNIFIED SCHOOL DISTRICT
Clovis,California
f.
Guidepost Solutions designed a district-wide security
CCTV system for the Clovis Unified School District,
encompassing 42 schools and a number of other supporting
locations — a0 located across 198 miles. Initially, the
project team conducted a thorough assessment of all
facilities, equipment, and relevant security program
documentation. Guidepost submitted a report detailing
D security recommendations on how to mitigate undesired
construam
Adnnistraton liability and better enforce the use of their technology.
FMre
During the subsequent design phase, Guidepost
recommended conducive camera technology,including servers and software,in addition to determining
strategic locations for camera placement.Guidepost assisted with identifying power and teldata fiber
optic network connectivity requirements, as well as ensured that the existing fiber optic network
adequately supported the CCTV system. Throughout the project, Guidepost closely managed the
schedule,coordinating design work around class activities and ongoing construction projects,as well as
oversaw the needs of multiple stakeholders,including District Offices and the local Police Department.
The final design resulted in a fully integrated CCTV system with the ability to integrate the local Police
Department and included 1,094 cameras,47 NVR units spanning 56 different sites.
TRUSTED SECURITY PARTNER FOR PUBLIC CLIENTS: Guidepost Solutions is consistently
selected by public clients to provide additional services for large-scale projects. This is a
testament to our"client-first"approach—we know how to produce desired project outcomes.
CITY OF PALM SPRINGS REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 6 GPS PROPOSAL#P15-A%-013
Firm's Qualifications & Sub-contractors COntlnlled
CITY OF OAKLAND/PORT OF OAKLAND DOMAIN AWARENESS CENTER (DAC)
Oakland.California
Leading the multidisciplinary team of architectural, MEP,
structural,operational,and cost estimating subconsultants,
Guidepost Solutions delivered the conceptual engineering
design for the security system integration and construction
of the Domain Awareness Center(DAC).When constructed,
the DAC will consolidate a network of existing surveillance
and security sensor data to actively monitor critical Port
facilities.utility infrastructure,City facilities,and roadways.
Guidepost performed a gap analysis for the security systems
and delivered security system standards, performance
specifications,schematic drawings,andcostestimatesfor thephysical layout ofthefacility;aswell asdrafied
a Concept of Operations document for threat scenarios and roles and responsibilities of participating
response/service agencies.Throughout the project,the security technology team coordinated with the
Concept of Operations team to ensure compatibility between the security surveillance and information
systems and the center's operational policies and procedures.The information management software for
the PSIM included situation awareness and response capabilities,linking monitoring data with dispatch
and automated access controls at some facilities. This software utilized together with video analytics
would efficiently screen and monitor incoming data as well as coordinate incident management.The
systems work was organized into a defined scope of work in a design-build package for construction and
system integration of the DAC,which was subsequently successfully put to public bid.
SECURITY SYSTEM SUSTAINABILrrY. Guidepost's project approach in linking the
security system and operational standards demonstrates our commitment to developing
comprehensive security systems that guarantee long-term performance.
CITY OF SACRAMENTO DEPARTMENT OF UTILITIES(DOU)
RELEVANCY
Sacramento. California
Guidepost Solutions was recently selected to create the t ;t,
Wfttae security standards for the City of Sacramento DOU,which
provides and maintains water, wastewater, storm waterIr
collection, storm drainage, and flood control services
5
and facilities. The securitysystems standards provided b - Y P a .!s Ilr.
Guidepost Solutions will serve as a strategic document A"-"='e"'
for the access control and CCTV systems of the DOU's
facilities.The Guidepost Solutions'standards document will
optimally integrate in a cost-effective manner the existing
security system,while addressing long-term compatibility,
product obsolescence, new technology, water/wastewater
utility security best practices,and industry best practices.Tasks will include.existing security systems
review; site surveys; master plan review; needs/gap analysis; equipment, software,communications,
Infrastructure, lighting, and maintenance recommendations; a condensed security master plan;
conceptual design diagrams;and security standards development.
CITY OF PALM SPRINGS_REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 7 GPS PROPOSAL#P15-LAX 013
561Pa _
4. Key Team Members' Qualifications
Nicolas Miller, LEED AP BD+C
Project Role: Principal-in-Charge
UNIQUE CHARACTERISTICS
More than 30 years of experience
in successtul securay system
Mr.Nicolas Miller is a 30-year veteran in optimizing security systems for a variety of project management
facilit ics,including civic centers,hospitals,and corporate headquarters.His security . Executive oversight M prtgeer
system expertise encompasses infrastructure assessments,as well as security design delwerables
and installation. As part of the City of Richmond Civic Center Master Plan, Nick . Served in leadership roles
served as the City's strategic partner,where he discussed present and future security for multiple security system
systems requirements for the centers four facilities — developing infrastructure assessments&design proiects
technology requirements and producing a design.For each project,Nick maintains • Background in securiry system
a high-level viewpoint of project requirements, long-term serviceability, and end and operational policies
user operability. Nick will provide senior-level security perspective in determining • Possesses landscape vuew of
platform needs for the final security system,deploying Guidepost's best resources industry-best practices
and ensuring overall quality control and the District's satisfaction. Quality managementexperow
Track record for ensuring design
Selected Experience standard compliance
City of Richmond Civic Center Plaza
Richmond,California YEARS OF EXPERIENCE
See full projeer description in Section 2 of this RFP. as
City of Sacramento Department of Utilities(DOU) EDUCATION
Sacramento.California A.A.Music,Northeastern Junin
See full project description in Section?of this RFP.College
Matanusk-Sustina Borough School District CERTIFICATIONS
Matanuska-Suit uia Borough-?laska LEED Accredited Professional
Guidepost Sulut inns was the consultant of record for a district wide safety and security
upgrade project,spanning 40 buildings and a geographical area that is as vast as the
slate of West Virginia.The Guidepost team coordinated with the District,the Fire
Code Official,and the Cities of Wasilla and Palmer to submit all project deliverables,
including the security assessment,standards development,production of drawings
and specifications,and project budgets.Guidepost identified technology hardware
and software that would address the proposed system requirements and prepared
specifications, detailing material, equipment, and installation requirements. The
final design integrated local controls and monitoring of"lock-down"buttons,video
surveillance,intrusion detection,and duress alarms across the District's facilities.
Stanford University Campus-wide Security Program
Stanford. California
Guidepost Solutions provided security master planning,design, and construction
administration services for a campus-wide security program. When developed to
its complete potential,Stanford's planned centralized security and safety system will
provide card access control,building lock down,and mass communication for 670
buildings that incorporate 13.1 million square feet of space.
CITY OF PALM SPRINGS-REVISED 08:21 2015 GUIDEPOST SOLUTIONS
PAGE 8 GPS PROPOSAL#PS5-LAX-013
Key Team Members' Qualifications continued
Michael Niola, CTS
Project Role: Project Manager
UNIQUE CHARACTERISTICS
Project expertise in tlevebping
integrated security designs
Mr_Michael Aliola is an experienced security consultant for public sector clients, . Extensive project coordination
spanning from county clients such as San Diego to the U.S. General Services experience,including budget and
Administration and the Department of Veterans Affairs. He excels at executing schedule oversight
security planning tasks as well as systems design,including CCTV,access control, • Broad based project manager
perimeter security,intrusion detection,and overall systems integration. Mike also with hackgramd in muttlple law
has experience implementing the CPTED(Crime Prevention Through Environment Wargo systems and CPTED
Design) concepts of natural surveillance (e.g. lighting), access control (e.g. road • Well-versed in leading industry
placement),and territorial reinforcement(e.g.community buy in). system technologies&hear
Practices
His project management skills come from delivering projects for public infrastructure; • Background in public sector
for example,he designed a complete security system for the Clovis Unified School
experience and munistakeholder
coordination
District fit order to better enforce the adequate use of their security-technology.As
a result of his public sector experience, he is very comfortable working with and County3leaationsrned CenterSan Diego
Camry Operations Canter
meeting various standards and has established a track record of delivering projects . On Hoe and on budget project
on time and on budget. His technical expertise is complemented by his leadership record
skills; he develops work flows and processes, such as work plans and budgets,
that allow him to monitor progress closely and decrease risk. With his security
system background, proiect management skills, and the ability to engage project YEARS OF EXPERIENCE
stakeholders,his support will allow the project to progress smoothly. 5
Selected Experience EDUCATION
San Diego County Operations Center g S.Computer Engineering.
San Diego,California Manhattan College,School of
Hectncai&Computer Engineering
See full project description inSection2 aftk6 RFp.
Clovis Unified School District AFFILIATIONS
Clovis,California Society of Hispanic Professional
Engineers(SHPE)
See full project description in Section 2 of this RFP. Institute of Electrical and
Electronics Engineers(IEEE)
Department of Veterans Affairs Campus Security Enhancements- InfoComm International
Temple&Waco,Texas ACE Mentor Program-Mentor
As Design Engineer, Mike delivered security system design services for the
V.A. campus security upgrade project As part of the project, Mike surveyed the
campus'facilities to explore physical security design options and CPTED (Crime
Prevention Through Environmental Design) applications. This entailed lighting
recommendations, pedestrian and vehicular pathway assessments, access control,
CCTV, motion detectors, and security gates. Project tasks included: project
management, staff interviews, and VA compliance. Mike provided all design
deliverables,including site design compliance reports,basis of design documents on
time and within budget.
prior fojoining Guidepost Solutions
CITY OF PALM SPRINGS REVISED 08/21/2015 GUID EPOST SOLUTIONS
PAGE GPS PROPOSAL MPI5-LAX-OZ3
I .
Key Team Members' Qualifications continued
Ray Kolodzieczak
UNIQUE CHARACTERISTICS
Project Role: Subject Matter Expert
24t years worth of seconty,
design delivery
Bringing more than 24 years- of security experience, Mr. Ray Koladzieczak is a . Established track record in
trusted senior project leader than has focused a majority of his career in providing security system projects for
security standards, designs, and installation services for public clients. I-le has cnaml infrastructure
extensive experience producing integrated security systems,including site surveys, . Collaborated with nearly 30
drawings and specifications, code compliance, bid evaluation, and acceptance California cities and counties
testing.He led the assessment and design of six existing City of Lincoln buildings, . Resource for comprehensive
assisting the Facilities Department staff in establishing city-wide security electronics security programs
system standard.In addition,Ray has also served as a Project Manager for the City/ . wen-versed in latest security
Port of Oakland's Domain Awareness Center security system guidelines,operating technalogres
parameters, and its conceptual design. Ray complements his security system • Developed proven protect tools
expertise with his familiarity with public stakeholders, having collaborated with
nearly 30 California city and county government clients. Ray possesses the critical
YEARS Of EXPERIENCE
skills needed for this project: stakeholder engagement, resolving system needs
with client goals,and a 360-degree Understanding of security system development 24
from conception to completion).He will bring his lessons learned from his project
experience to deliver sustainable,scalable,and cost-effective security standards. EDUCATION
RA History,California State
Selected Experience University
City of Lincoln Facilities Department
A.A.Liberal Arts,Ohlone College
Lincoln,California
See fill project description in Section 2 of this RPP.
AFFILIATIONS
Building Industry Consulting Service
City/Port of Oakland Domain Awareness Center International(BlCsp
Oakland,California
See full project description in Section 2 of this RPP
State of California Capitol Area East End Complex
Oakland,California
The project involved the new construction of five office buildings and associated
parking, consolidating two state agencies on a site adjacent to the State Capitol;
capacity is 6,000 employees. Guidepost developed the design strategy for full
integration of building systems,including energy management,power monitoring,
security access control and alarm monitoring,CCTV surveillance,and recording.
This concept provided significant savings in initial costs and on-going operations.
Elihu M.Harris State Office Building
Oakland,California
Guidepost Solutions designed base building security system and systems for tenant
areas of this 400,000 square-foot,23-story state office building.The project involved
the creation of an extensive electronic security system,including security protection
for Court of Appeals hearing rooms.
CITY OF PALM SPRINGS—REVISED 08,121/2015 GUIDEPOST SOLUTIONS
PAGE 30 GPS PROPOSAL 111`15-LAX-013
Key Team Members' Qualifications continued
HUNG DIEP
Project Role: Project Coordinator
UNIQUE QUALIFICATIONS
7 years of project management
experience
Mr. Hung Diep possesses seven years of experience in project management with .
Strong background in ensuring
a specialized expertise in plan approval,design compliance,technical writing,and strict timelines and budgetary
functional testing.Holding multiple positions at the American Bureau of Shipping, goals
Hung coordinated with project personnel to ensure that the design deliverables, . Extensive experience in
including electrical engineering and life safety designs,comp]ied with agency specific corustmetion experience
and industry best standards for maritime clients_As part of his role,Hung certified . Well-versed in technical reporting
design equipment, performed system testing, assisted in budget development, . Comfortable meeting various
and drafted technical reports to document project deliverable progress. He played design standards
an integral role in assisting project personnel achieve project deadlines, budget
restrictions,and a comprehensive final design. For this project,Hung will leverage
YEARS OF EXPERIENCE
his project management experience to inject lessons learned from his background
to support the delivery of a security system design services for the City's facilities.7 years
Selected Experience EDUCATION
Clovis Unified School District B.S.Mechanical Engineering
Clovis,California Manhattan College
See ftdf project description in Section 2 oftkis RFP.
Torrance Unified School District
Los Angeles,California
Guidepost Solutions was recently selected to upgrade the surveillance system for the
Torrance Unified School District.Project consists of designing a surveillance system
for approximately 36 school sites.
U.S.Navy*
Los Angeles,California
As the Surveyor for this project, Hung certified the production of 56 life boats,
which world be distributed to the U.S. Navy. He reviewed all design drawings
against American Bureau of Shipping standards; inspected the production of all
equipment(e.g.weight)on the boats;and participated in performance testing of the
final product.In this role,Hung's ensured that the design of all life boats fit within
the Owner's budget,as well as met the project's schedule.
Maersk Line*
Port of Long Beach,California
Hung served as the Surveyor for the installation of high voltage short connection of
container ships. Hung managed the installation and approval of all equipment for
the project, inclusive of the control panels, high voltage cabling,and switch gears.
In this role, Hung's ensured that the design of all life boats fit within the Owner's
budget,as well as the project's timeline.
Prior to joining Guidepost Solutions
CITY OF PALM SPRINGS-REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 11 GPS PROPOSAL MP15-LAX-013
GuidepostReferencesTheGuidepostteamwascollaborativewiththeDistrict, listening to, and factoring in our budget priorities,
in order to maintain our financial goals for the project--- Their careful maintenance of the project schedule
and budget, compared with the excellent customer service we have received has made
partner for the District"-Dan Resciniti,Chief Technology Officer of the Clovis Unified School District
71 r
References
CITY OF LINCOLN FACILITIES DEPARTMENT
Reference: Chris Negherbon, Information Systems Manager for City of Lincoln IT) 916.434.2425 (F) 916.645.1490
cnegherbon@ci.lincoln.ca.us 1 640 Fifth Street,Lincoln,CA 95648
Scope of Work&Cost:Guidepost Solutions selected through a competitive bid process to produce a security master plan
and design the security electronic systems for six City-affiliated buildings,including multiple police/fire departments,city
halls,and the library.The ultimate security design utilized the City's computer network as the communication infrastructure,
included proven products and technologies,and remained flexible to future changes.Cost:$800,000.
SAN DIEGO COUNTY OPERATIONS CENTER
Reference:Brian Schmitt,Architect for RIC Architects I(T)619.239.9292 1(F)619.239.9288(bschmitt@rjcarchitects.com
1 3201aurel Street,San Diego,CA 92101
Scope of Work&Cost:After the successful completion of the security master plan,Guidepost Solutions was reselected
to design the security systems for the new San Diego County Operations Center,the largest infrastructure project in the
County's history.The 38-acre site houses a central plant;a fleet vehicle maintenance building with fuel island;four,four-
story administrative offices;three renovated departmental offices;and the County Registrar of Voters.Guidepost closely
collaborated with Brian Schmitt from R)C,the project client,in order to manage the security design.Cost:$500 million.
1L0'0_> I VFiED SCHOOL D61RICT
Reference: Dan Resciniti, Chief Technology Officer for Clovis Unified School District I (T) 559.327.9614 1 (F) N/A
damesciniti@clovisusd.ki 2.ca.us 114SO Herndon Avenue,Clovis,CA 93611
Scope of Work&Cost:Guidepost Solutions was selected through competitive bid to provide assessment and design services
for all Clovis Unified School District facilities, which included 42 schools across 198 miles. Guidepost worked with Dan
Resciniti to design security upgrades for all CCTV systems and equipment.Our management contributed to the enforcement
of existing security standards and the appropriate use of security technology.Cost:$4 million.
CRY OF PALM SPRINGS-REVISED 08,12V2015 GUIDEPOST SOLUTIONS
PAGE12 GPS PROPOSAL•PIS-LAX-013
Understanding Project
UNDERSTANDING OF THE PROJECT&CLIENT EXPECTATIONS
The City of Palm Springs(City)currently has an eight-year-old access control system as their sole layer of electronic security.
As part of Phase 1 of the Security System Design Services project,the City would like to expand upon the existing system
to increase the safety measures at their City Hall,Police Department,City Yard,(4)City Fire Stations,and the City Animal
Shelter.A subsequent phase,if approved and implemented by the City,will include the design of Video Surveillance system
at these same sites.This proposal is for Phase I work only. The system designed as pert of Phase I will take into consideration
this expansion requirement,such as the future ability for camera recording to be triggered by Card Reader activity.The Phase
I enhanced security system design will integrate with intrusion detection and video surveillance.The device locations will
be identified through close coordination with the City and the selected consultanfs assessment of the existing conditions,
desired improvements,and risk analysis.
The final security systems, if approved and implemented by the City in future phases, will be fully integrated, user-
friendly,and scalable.Intrusion alarms will be able to be deactivated via card readers and all systems will have a common
management platform capable of adding Video Surveillance system integration in the future. Design considerations will
take place for potential future needs for system expansion,upgrades to wireless locks,and anticipation of new technologies
that may be leveraged through future designs. The designed system will be affordable, reduce initial costs, and contain
a flexiblelexpandable architecture. Proven products and technologies will be implemented, with the capability of having
multiple service resources at the City's disposaL In summary,the system will be non-proprietary,cost-efficient,and contain
a predictable initial and ongoing cost model.
In order to achieve a fully integrated design of multiple systems that addresses the City's needs and discovered risks,
Guidepost Solutions will take a holistic design approach,while also implementing industry best practices and leveraging
their experience designing security systems for similar applications.'Ihe final design will be documented in a comprehensive
bid package that includes project drawings and specifications for a security integrator/contractor to provide a full system,
including all hardware,software,wiring,training,and maintenance.
Guidepost Solutions will produce drawingslarchitectural backgrounds needed for the creation of the security system
drawing package. In addition, Guidepost Solutions will assist the City in identifying adequate levels of equipment and
software warranty coverage and an ongoing service agreement.Guidepost Solutions will also address all code requirements
and ensure all devices are code compliant(ADA,NEC,Building Code,etc),as well as compatible with the upgraded head
end and access control software.
CITY OF PALM SPRINGS_REVISED 08j21/2015 GUIDEPOST SOLUTIONS
PAGE 13 GPS PROPOSAL#PIS-Ax-01a
I i a g c
Understanding of the Project continued
KEY ISSUES
As one of the largest security consulting firs in North America and on our vast experience on similar scope projects,
we possesses a solid understanding of the potential challenges we may come across during the projects execution. Most
importantly,our team has identified and developed solutions for these potential issues. Below,we have detailed key issues
that may arise:
Door Hardware Coordination: One key issue that can often derail security projects is door
hardware coordination. If doors will be equipped with new access control or door monitoring,
the proper hardware needs to be in place.Guidepost Solutions will coordinate all door hardware
needs and identify said needs at the start of the project to ensure all the proper individuals are
brought to the table.
Communication:Another issue that is of critical importance in a project of this type is having the
ry knowledge needed to navigate the different functional departments and communicate adequately.
A successful implementation of this project may require involvement of the City's purchasing,
facilities,contracts, lock shop,and other departments. Guidepost will identify the critical path
items and the different entities that are required for a smooth and on-time project delivery during
design,bidding,and construction administration
Infrastructure: Lastly,a successful city-wide integrated system will require the proper network
infrastructure in place; an item that is often overlooked by singular disciplined consultants.
Guidepost employs subject matter experts in all low voltage disciplines and is capable of
W identifying network infrastructure requirements needed for the successful implementation ofthis
project.We will coordinate with CitVs pl;ISP's,and local building I'p as needed to identify all the
requirements necessary for a turn key solution
WE HAVE DONE THIS BEFORE:
that remain flexible for future changes, while simultaneously integrating with existing operations. We have a
solid understanding of the work to be performed, the challenges we face, and the experience to offer cost-
effective security solutions.
CITY OF PALM SPRINGS_REVISED 08,'21,./2015 GUIDEPOST SOLUTIONS
PAGE 14 GPS PROPOSAL NP75-LAX-013
Work 1 1 /
SCOPE OF WORK
Guidepost Solutions LLC Security and Technology Consulting practice("Guidepost Solutions Li.C)will provide security
systems design services in order to improve the safety and security for multiple City of Palm Springs buildings.The buildings
include the City Hall,Police Department,City lard,(4)City Fire Stations,and City Animal Shelter—all located in the City
of Pahn Springs,California.The project includes the upgrade of the existing access control system in order to integrate the
access control and intrusion detection systems,with the capability of future integration with security cameras.'lhe current
access control system logs access to the City Hall,Police Department,and City Yard,and has the capability to run reports.
The new system will include the capability for future integration of cameras to trigger upon card read actions.1he system will
also be capable of identifying door forced open incidents_
Our intent is to provide independent,objective consulting services to assist City of Palni Springs("Owner")project team in
making decisions.Our scope of work is a description based on the scope of work provided in the project documentation in
the Request for Proposal and the information provided on the pre-proposal job walk.
Guidepost Solutions LLC's work will include the following elements:
SECURITY ELECTRONICS SYSTEMS
Design of an access control and alarm monitoring system. Primary components will include access control panels,
card readers,alarm contacts,etc.
Assessment of the communication paths between buildings.
Coordination of access control and alarm monitoring system components with the projects door hardware
consul tant/specifier.
Coordination of primary 120 VAC power requirements for the security systems with the projects electrical
engineer.
Coordination of network and phone connections required for the operation of the security systems with Owner's
PC representative.
Recommend security equipment and software warranty coverage
Develop an ongoing maintenance program for the system designed.
Security Systems Assumptions&Exclusions:
This proposal does not include the design of a Video Surveillance System or door hardware.Guidepost
Solutions LLC will review and coordinate door hardware with the electronic security and the project's
hardware consultant,as shown on the Guidepost Solutions LLC drawings.
PROPOSED DESIGN PLAN
Generally, each of our assignments begins with a comprehensive needs assessment program. The critical drivers of this
process are the actual and/or perceived threats and risks to the enterprise,the assets that exist within the enterprise(physical
and personnel assets),the vulnerability of these assets to the identified threats and risks,and the prudent measures that can
be taken to provide protection for these assets.
CITY OF PALM SPRINGS REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 15 GPS PROPOSAL AP154AX-013
Work Proposal continued
this process is then layered with the type of facilities within the client's portfolio and existing technology investment to
support various new security technologies. Critical infrastructure needs are identified,including power,door hardware,
technology wall space,and network capacity and latency.
Once we have discovered the level of need for the security solution and the ability of the clients facility portfolio to support
new technologies,we embark upon a process to stratify the level of control,monitoring,and accountability that will deliver
the optimum return on the security technology investment. We put together a basis of design and incorporate design
considerations based around the existing system,which is being upgraded and expanded,to arrive at a final solution.These
solutions can vary depending upon the facility type and specific threat environments,but the overarching goal is to identify
a solution that can be implemented as widely as possible in a standardized fashion.The final system should be managed on
a single platform and be fully integrated to achieve the design criteria outlined in the Project Understanding section of this
proposal.
This process is overseen by our team of expert senior consultants,many of whom have experience as end users in various
market sectors.It is this`design from the Owner's perspective"that separates our solutions from those designed strictly from
a technology or product viewpoint. Our professionals realize that every device indicated on a drawing must not only be
purchased;it most also be programmed,monitored,maintained,and responded to in a manner that fits into the day-to-day
operations of the site. We guide our clients through the process of identifying their needs and solutions based upon real-
world experience in not only the design of solutions,but the operation of these systems from inception to end-of-life-cycle
upgrade and replacement.
METHODOLOGY&TECHNICAL APPROACH
The Guidepost Solutions project manager and designers committed to this project have
designed and implemented projects of similar scope for clients in many types of buildings
around the country. We represent the Owners best interest by establishing designs and
construction packages that leverage best suited products and contractors for the application.
Guidepost Solutions'approach is to provide security consulting services in a proactive and
holistic mannerin order toensure that a comprehensive solution is ultimatelyachieved. Rather
than simply focus on one particular aspect of risk mitigation.such as electronic systems for
example,our approach addresses all three primary elements of the security program where
applicable and appropriate:
Operational issues such as policies and procedures,staffing,training,and emergency preparedness
Architectural issues such as space planning,CPTED,ATFP,NFPA,barriers and locks
Electronic systems such as card access control,closed circuit television and intercom communications.
Our recommendations typically follow the industry-standard protection strategy of
concentric rings"This physical security protection scheme is based on providing
multiple layers of protection that originate at the project/site perimeter and are
replicated at various other"rings"as one proceeds towards the most critical areas
and assets. For this project,however,we understand that the card reader locations
are existing and no additional locations are being added. Also, that the camera
locations are to coincide with monitoring of the card readers.Our approach will
be centered on this determination,but as your consultant,we would communicate
meivernwn:o e:
any best practices or considerations to be thought of,implemented,or simply used
for future enhancements to your security program.
CITY OF PALM SPRINGS REVISED 08/21/2015 GVIOEPOST SOLUTIONS
PAGE 16 GPS PROPOSAL*PSSLAX-013
01 1 I' ;i p "
Work Proposal continued
With respect to electronic security systems,Guidepost Solutions'expert staff maintains an in-depth knowledge of virtually
all technologies available today. Furthermore, key Guidepost Solutions staff often act as industry advisors and are thereby
able to influence and evaluate future product development and industry trends. This provides its a large toolbox to use when
building the technical aspects of your security system.Our consultants and engineers plan,design,specify,and oversee the
implementation of the following technologies,among others,on a regular basis:
Card access and identification systems
Biometric access systems(e.g.,fingerprint,hand geometry,retina,facial recognition)
Intrusion detection and alarm monitoring systems
Closed circuit television(CCTV)
Employee identification and badging systems;visitor management systems
Intercom communications
Radio and wireless communications
Automated barrier systems(e.g-.optical turnstiles,motorized vehicular gates,motorized revolving doors)
Biological/chemical contaminate detection and isolation systems
Personnel and vehicular screening systems(e.g.X-ray,gamma ray,magnetometers)
Explosive ordinance detection and screening equipment
Relative to architectural components of the security program,Guidepost Solutions routinely addresses issues such as:
Adequate lighting
F Parking lot security
Landscape,fencing,and exterior hardscapc design
Building lobby design and lobby desk configuration
Turnstiles and other physical pedestrian controls
Vehicular barriers and gates
Doors,door hardware,locks mid keying systems
When evaluating security operations,Guidepost Solutions addresses the following and other related issues:
Written policies and procedures
Security staff post orders,patrols,training,compensation,cost effectiveness and general aptitude
Crisis management and emergency preparedness plans
Personnel threat management
Liaison with local enforcement
Protocols for delivery handling
Visitor controls
All applicable design and operational considerations will play a role in the final technical specifications of the products
chosen.The end goal will be to design a fully integrated system as described in previous sections.Guidepost Solutions will
accomplish this without losing focus of the holistic security vision of the City, industry standards,applicable codes, and
system usability.
CITY OF PALM SPRINGS REVISED 0$/21;2015 GUIDEPOST SOLUTIONS
PAGE 17 GPS PROPOSAL MP15-LAX-013
Work Proposal continued
TASKS&SUB-TASKS
Schematic Design
Guidepost Solutions LLC will perform the following tasks during this phase:
Review preliminary plans and conduct interviews with key project team and Owner's representatives_
Identify systems and equipment required by Owners low voltage systems standards(if applicable,but as far as we
know this does not apply to this project)as well as industry standards,building codes,and electrical codes,etc.
Coordinate with the other design professionals assigned to this project.
Attend three(3)design and coordination meetings.
Prepare a Systems Design Narrative."this narrative will include the following:
Summary of all systems prograrn requirements
Description of required systems and equipment
Space requirements for all infrastructure&equipment
Cost analysis of design options
Design Development
Guidepost Solutions LLC will perform the following tasks during this phase:
Produce Design Development systems drawings which include the following:
Title sheet,with General Notes,Conventions,Symbols List,Abbreviation List,and Drawing Index.
Site and floor plans showing devices and equipment locations.
System block diagram showing major components and functional interconnections.
Produce Design Development specifications in outline or full CSI format per the project requirements.
Attend two(2)design and coordination meetings(site visits).
Drawings and specifications will be submitted at the required milestones-(SO% DD and 100%DD)-for review and
approval.
Construction Documents
Guidepost Solutions LLC will develop Design Development documents into a Construction Documents package.This will
include the following additional information:
Site and floor plans showing specific device and equipment locations.
System block diagrams for each system.Block diagrams show the logical relationships between equipment and
sub-systems.
Equipment elevation and typical installation details showing equipment layout and space requirements for all
equipment.
Device interface schedules or detail references,where applicable
Coordinated systems requirements with the project's design team:architectural,electrical,mechanical,IT,etc.
Produce final Construction Document package specifications
Attend two(2)design and coordination meetings(site visits).
Drawings and specifications will he submitted at the required milestones-(50%CD and 100%CD)-for review and
approval.
CITY OF PALM SPRINGS-REVISED OS/21;2015 GUIDEPOST SOLUTIONS
PAGE 18 GPS PROPOSAL NPS5-LAX-013
Work Proposal continued
Ridding and Negotiation
During the bidding process,Guidepost Solutions LLC will respond to bidderti questions and issues,as necessary.
Once the bids are received,Guidepost Solutions LLC will review the contractor proposals and will evaluate both
product and vendor qualifications.
Construction Administration
Guidepost Solutions LLC will review the contractors'submittals,shop drawings,and the final equipment list before
the work proceeds.Included are an initial review and one re-submittal.
Guidepost Solutions LLC will interface with the systems subcontractor and the project team at appropriate
intervals to assist in efficient and timely installation and compliance.
Guidepost Solutions LLC will participate in the final system testing,punch lists,and acceptance for the project.
If applicable,Guidepost Solutions LLC will follow-up when there are reports of contractor noncompliance.
SPECIAL REQUIREMENTS
Guidepost Solutions LLC will require the following information,materials,and service at Owner's expense:
Access to and consultation with the Architect,other project related individuals and entities;including timely
responses and decisions reasonably requested by Guidepost Solutions LLC.
Access to written and graphic architectural,electrical,structural,mechanical and civil engineering plans and
design specifications,and plans-
Detailed information,as required,on additional Owner equipment for interface to other systems.
Support of Owner's IT group for network coordination and connection to control equipment.
ASSUMPTIONS&EXCLUSIONS
Guidepost Solutions LLC's services under this proposal are limited to those expressly specified. 'the following
additional services may be desired or required,and,if performed at Owner's direction,will be charged at
Guidepost Solutions LLC's standard rates as indicated in the attached Exhibit A,or at fees as mutually agreed.
Changing or re-designing any project aspect or element previoushr submitted by Guidepost Solutions LLC
in compliance with this proposal,or previously approved by Owner,including but not limited to project
description,scope,requirements,goals,equipment,capabilities,facilities,contractors,plans,or designs.
Design or specification of building management systems(BINS)or control systems or any other system
not expressly required by this proposal.
Preparation of maintenance and operation manuals or as-built drawings will be the systems contractor's
responsibility.
Training or establishing training programs(to be performed by the systems contractor).
System permits and approvals including Professional Engineering stamp.
The system recommendations will be prepared in compliance with Owner's standards and direction in end user
meetings,where the Owner Representative and Guidepost Solutions LLC will both be present.Design beyond
what is shown on the approved and accepted drawings shall be subject to additional compensation.
CITY OF PALM SPRINGS-REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 19 GPS PROPOSAL*PIS-LAX-013
70I 1
Work Proposal continued
I his proposal does not include electrical engineering of new circuits.If required,this work shall be performed by
others.Guidepost Solutions LLC shall coordinate line voltage with the project's electrical engineer where required
by the system.
this proposal does not include site utility coordination,site utility surveys,vault investigation,or discovery of
existing underground site utilities,unless specifically mentioned within the scope of services.
This proposal does not include construction permits or agency tees.
This proposal does not include structural engineering.
This proposal does not include fire alarm or audiovisual design.
Site plans,if required,are for information purposes only.Unless otherwise noted in the scope of work above,design
services for site areas are not included in this proposal.
this proposal assumes all system drawings will be produced using Auto(IAD.If RI NI is selected as the drawing
deliverable method,the drawings will be considered supplemental services and will be billable.
this proposal includes submission of full-size electronic PDF drawings to the Owner for all deliverables.
If phases beyond the above scope of work are required,additional service fees will also be required.
Services are limited to buildings defined in the scope of work above.The inclusion of additional structures,
buildings,floors,and/or all site work not previously defined in the above scope of work will require additional fees.
Reimbursable expenses will comply with Owner Standards.
This Proposal and the prices quoted are valid for 120 days from the date of this Proposal.
CITY OF PALM SPRINGS REVISED O8/21/2015 GUIDEPOST SOLUTIONS
PAGE 20 GPS PROPOSAL%P15-LAX-013
A
lmj
O -
C_
oPS
Security
Sntem
Deagn
Serino.
I.,
City
Pacllltiea
wlnn
wrr^
s
O
T
Pro
AwanVNMK
W
ProCeM
Plraee
t
wears
wm•
s . •
l
111
Eseatlm
MApr ,
it
wn,
rs
wrzr
rs
y
r3ir
Agrwmem
PrgeccC
wlelim
m,
nll
mr,
rs
I
1
t_
A
9
Moolllzation
ow,
m
moos
1
x
Gz5
ICceefl
Meeorg
wile
me
CKvd
Pelm
SmYga
06°'
s
LYtl1is
t
r
i
O
N
ESlediaN
xlratlu
e
d
propM
dlEcal
maetinp
q&
e6
mM
nsvr...
s
I
I
S
IS
W
ent
Clear
Clmel
RegmrYntoM.
from
the
Klckoq
MBelirg
inW
the
Sssr
mms
Y
r
Pr
CmmunKeum
PM
m
ISMj
Wppmnl
iCbeMuo
RISKS"
CRIi1CAL
ISSuee
lgemMetl
al
lM
meets
os.•
ras
G
Kk
Meek.,
in
IM
Risk
Register
613wes
aM
AMions
Lop
q
Meating
UhOdJle
SElmtniiw
DBZpn
OSNSIIs
elal'
S
Ny
Pxlanrrg
Access
Cmtrd
System
Revew
mm,
3
wvms
s
PmleMaCon
B
Review
daI.
Mve
Aaesa
Cmeol
S,
lema
mwm
mrmro
A
41-
N
Slle
Aeeeaamml&
S..*
Desgn
Davaloprylenl
Revew
1-— -
Revmw
Meetup
mm.
ls
mof
5
r
e
r
Magi,
Dino
lam
t
50%
Dp
Deign
Review
Meeting
mti+
s
mre•
s
r
I
I
1pD%
OD
Design
Reswx
Meeerg
lrwns
Cruwo
I
I
I
I
e
Lggg,
udbn
Do[
umenls
grnme
cm,
r•r
W%
CD
Dacgn
Revmv.
Med'
mp
mrn
re
awn
s
95%
CD
Deagn
Review
Meetksp
mnr
a
qmv
5
r
Pr
t
Lessons
LatmwE
d
Clo
d
Perform
PNne
1
Slle
Surveys
Cif,
Nall SWSYslamAsseslmenl
mane
mets
Polka
Slallm
m"
s
F
SIraBYslem
A66eelmenl
mn. ,
re
CB,,
aM SiWISys
AllMement
mlrna
mlVr!
T
SYatem
Deign
metre
omen
Saein.
c
Doslgn
ma3'
IS
ma}
f
I
1
Daelpn
Neea9ve
Sudmsswn
Deign
DevN[
q,
gn[
mums
m,
r'.
a_..
M%
DD
Sudnssion
mms
m,
u
10p%
DO
Submlagn
emu
u:r:.
Cm ,.
i,
tKn
Wmments
m
55%
CD
Sulrmssun
tOp%
CD
SubmrlaWn
1tin,
O
S
C
C.
hitn
Son
Ad.
witleuon
cs'q' `•'
GLQ
PrNud
A..
M
W
Inslallmrm
was
nr.a.
p
Troinlnq
On
t11B
ACCBB!
COatr015yBIBm
Or
IEennfy
training
mpuiemanla
for
City
peMonrol
ea"'
a
SPrepare
Va:
nirg
materials.,
d
W.
ry
Ih,
for
CIty
p
npel
NW
2 "
rNement
lrami^{
01u"" '
M
G
L R
V7
COPS
Sxurib
System
Deaivn
Services
for
City
Facillliea
dron
mr`
m
m
O
Prates
AaaeW
ce
to
Pr
Phase
aYlnb
W4dtb
3J .
e
Ellµypq!
Of
A918anIBn1
Wrif/
rb
W31116
Agre9menl
Pr.,
W
C ,
Iah,
m
mlrvts
W+
rnb
ea
NMol
iliMh..
asuv
a
moots
V
KMOX
Meehrp
wen
she
CM
d
PaMn
Spn9s
av+
t
is
esatnf
O
Z
Eslabesn
sUeq/
b
d
Pmleet
critical
masehg
dates
m1115
Pam"
s
Arsse
1N
OocvrreM
deer
Chess
ReR..
hM
from
ne
KleFnfl
Maelmg
into
IKa
movts
towns
V
posmenl
rdentiflM
RISKS
eM
CRIT1CAL
ieauea
ah..
del
IN
asom+>
osrorr+
s
fl{
Klclteff
M9ehna
m
tits
Rise
RelPster
a
Issues
anal
Actgns
Log
lliv
Mealln9
ScWdule
mmn
oaths
N
Sdientaec
Dasl9n
ssays
matnb
A
E.
bN
Awes
D
Ihol
System
t.;
ew
m ..•..
n3
P.
tab.
a
R.
of
eXamat"
betas
CoevalCoeval
Systems
A
O
Site
Aasesamont&
Security
Design
Dasebgtrenl
Renew
asre
is
c, _
1
C^^Y
omit
ReviewMeath,Me
asolna
m.:
i..l.
Desgn
Devalogrenl
msam,
ct
50%
M
Ownh,
Review
Mwtlnq
ales
m'IwI
1W%
DDDesgn
Revam
Msebrty
aria, .
1.
11
O
Cmstruction0
umenls
mrnns
mnars
so%
cD
IxaRn
Renew
Masan,
tYvna
mnnn
iO
95%
CD
Deu,
Renew
Maeling
myna
ernes
Prapl
Lessons
Lmh,
ad
S
Closeout
aaaY+
s
awns
Perform
Pneee
1
Saw
Surveys
asn+
ns
mans
City
Nall
mrnns
mnns
r
N
U.
1syatem
Maessment
mans
mllns
Q,
Police
Station
m+
hn
mans
1
Sllels'
sem
Aseessmem
mt+
ns
ml+
ns
City
Yard
mans
SneSystam
AeaBa&
nem
mlutb
mr+
ns
System
Desgn
mOY16
01nYt6
Sdremetic
Dealgn
moors
mrnns
Design
Marr.
b.
SUCm.
thh.
maem
same
Oesgn
Develpntent
mmvts
mnne
59%
OD
Saormse.
mans
mna
1M%
DD
Submiaalon
matt,
mtr„
a
Conatution
Documenb
mlbu
C).
rem
dy
50%
CD
Suemiaslm
meets
mrrr>
11M
CD
Submission
mlvte <
1Y6
9
Comtmeti
n
Administration
m
Sal
Aalyas
aamns .
11
8
Ptawt
Award
wwu
m+.
e
9
Installation
CwN6
avN'
ri
Wa'
1—
r
vpb
N
ReinlnB
on
she
Aeeeet
DM(
rol
System
T
Idenlif
train
male. .
111
1+
N
Y
9reWnamenlS
fw
City
persenrel
s
I
l
O
somata
Pinta
materials
aM
workebp
for
City
personnel
sx
m'
Iho
and
veining
o1Mne
ewaa
t
f~il
N
Project Schedule continued
COMMUNICATION
Guidepost Solutions understands the importance of excellent communication flow and coordination.We are a client focused
organization that provides"excellence in fulfilling our coin init men reliably,skillfully,and profi Iably"Experience has taught
us that early identification of client communication needs, wants and requirements is critical to the successful delivery
of a project. Communication channels are identified within the kickoff meeting and a formalized Communication Plan
created and worked by the Guidepost Solutions team.Clearly defined communication channels ensure our clients are able to
direct requests for information to a specific team member with designated responsibilities,ensuring swift efficient and direct
communication with the Guidepost Solutions team. Implementing a formalized Communication Plan will keep all client
stakeholders informed of project progress and ensure a transparency of information,which is a key factor in determining
project success and Ultimately client satisfaction. Regular project team coordination meetings will be conducted as part of
the project delivery process as detailed within our proposal schedule.these meetings will be documented,ensuring that the
City of Palm Springs is kept up-to-date on the project status,and aware of any delays,which may jeopardize meeting project
milestones and affect the project schedule.
We can perform a schedule Critical Path Analysis proactively identifying tasks that may cause schedule slippage if they were
to occur and recommend a mitigating action to guarantee efficient delivery of the project.We can utilize this tool in our early
communication plans to discuss the potential challenges and our mitigation strategies.
Our goal is to provide clear, transparent channels of communication with the City of Palm Springs, CA. 'the Guidepust
Solutions team will endeavor to respond to all communication requests in a timely manner in the format and frequency as
identified in the Communication Plan.
The Guidepost Solutions team will utilize Smartsheet,an interactive project delivery tool to provide project progress visibility
with the City of Palm Springs representative(s). The Guidepost Solutions team will populate,update,and share important
project delivery plans inclusive of a:
Risk register
Communication plan
Issues and actions log
A collaborative utilization of Smartsheet between the Guidepost Solutions team and the City of Palm Springs will support
and enhance project performance and efficiencies.Smartsheet can also be used as a project repository far important project
documentation and is an effective communication tool in its own right.
QUALITY CONTROL
11te purpose of our quality control plan is to determine and document how we will implement processes for project quality
control,quality assurance,and quality improvement.
Our immediate application of quality control is the proper identification and placement of our project team. We have
selected highly qualified professionals to provide exceptional services in the delivering of the security system design for the
City of Palm Springs.
CITY OF PALM SPRINGS—REVISED 08/2J,!2015 GUIDEPOST SOLUTIONS
PAGE 23 GPS PROPOSAL#P15-LAX-013
741 P :: :
Project Schedule continued
Critical to Quality Control of the project del iverableswil l be the firming upofdates for project meetings between the Guidepost
Solutions team and City of Palm Springs representative(s)at the kickoff meeting. the strategic placement of these meetings
Within the project schedule ensures that the City of Patin Springs and the Guidepost Solutions team are collaborating closely
throughout the project life. Furthermore pre-scheduled meetings act as measures and verification of the project delivery and
ensure that the Guidepost Solutions tears remain focused and on track to deliver meeting client requirements.
Our quality control Plan will include but not be restricted to the following processes:
Risk management process:Risk management is an iterative process to be applied during the whole lifecycle of the
project tasks in order to reflect their evolution and to verify implementation of the risk reduction actions.Risk is made
up of two components: (1)the probability that the project will experience an undesired event such as cost overrun
or schedule slippage,and(2)the consequence,impact or severity of the undesired event- The Guidepost Solutions
team will perform continual reviews of the schedule throughout the project lifecycle and record and communicate
the risk register accordingly.
Change control process:A"change"is defined as a variance from the originally defined project scope(work plan),
schedule,or fees.Project changes are managed through our project change control process.The project manager will
proactively monitor the following areas on a weekly basis:the project objectives and deliverables defined in the work
plan,the project schedule, and the project fees. Potential substantial changes to these items will be identified and
reviewed by our project manager.If changes to these items are imminent,they will be documented by our project
manager and communicated to the City of Palm Springs representative(s)_ Any changes will be formally approved
by the City of Palm Springs before initiation.
Issue management process: A project issue is defined as a question or problem that in order to be resolved, a
decision must be made by our team,in cordi nation with a City of Palm Springs representative(s).Issues are closely
related to risks, as they are often the result of an actual occurrence of an anticipated risk event 'therefore, our
proactive risk management on this project should reduce project issues that occur. If a pro,iect issue is identified, it
will be documented by our project manager and relayed to the City of Palm Springs representative(s).We will define
and complete actions necessary for closure for each project issue.
the City of Palm Springs will have direct visibility within Smartsheet of the Risk Register,Change Log and Issues and
Actions Log.
CITY OF PALM SPRINGS-REVISED 08,121/2015 GUIDEPOST SOLUTIONS
PAGE 24 GPS PROPOSAL M PIS-LAX-013
75111 ,
Local Preference
LOCAL EXPERTISE
Although Guidepost Solutions is not a local business per the City of
Palm Springs Local Preference Ordinance 1756,Guidepost Solutions LOCAL
has worked within the local area of the project for more than a
Juvenile. Indio
decade.Particularly,Guidepost Solutions has partnered with Kaiser .
Kaiser Permanente Indio MasterPermanente, the largest managed care organization in the United
States,on multiple medical facilities,from master planning services
Plan
to design for security systems.Our project work has contributed to dical
our 30-year relationship with Kaiser Permanente. Office
Desert. Kaiser Palm
Additionally, our Project Manager Mike Niola is currently leading Office
the delivery of security and low voltage design services for the new
Kais_ Building Permanent_Palm Springs
Indio juvenile and Family Courthouse. The security electronics
Security Master Plansystemswillconsistofelectronicdooraccesscontrolandmonitoring,
help'buttons,and CCTV systems.When complete,the courthouse
will span more than 65,000 square feet and will house 5 courtrooms,
superior court administrative offices and public service spaces,holding area at courtrooms,in custody central holding,
and court support spaces.
For this project,Mike will serve as the primary contact for the City of Palm Springs,and will be responsible for daily
management of the project,including all staff and deliverable products.
CITY OF PALM SPRINGS-REVISED 08'21,2015 GUIDEPOST SOLUTIONS
PAGE 25 GPS PROPOSAL#PISLAX-013
EXHIBIT "D"
SCHEDULE OF COMPENSATION
FOR PHASE I ONLY.
TOTAL LUMP SUM AMOUNT: $48,305.00
Additional Site visits/meetings outside of this Scope of Work—unit cost$ 185.00/Hr
r
GUIDEPOST SOLUTIONS I 1 C
Cost Proposal: Phase I
Security System Design Services for City
Facilities for the City of Palm Springs
Revised: August 21, 2015
Fee Proposal:
COMPENSATION&REIMBURSABLES
The proposed services will be provided for a Imnp sum amount not to exceed as shown in Estimated Breakdown of
Compensation by System and by Phase of this proposal.
n addition to the design fees, City of Palm Springs ("Owner") will reimburse Guidepost Solutions LLC for all ordinary
and necessary costs and any expenses directly relating to the proiect and approved by Owner. Reimbursable expenses for
this proiect are estimated as shown in Estimated Breakdown of Compensation by System and by Phase I of this proposal.
Reimbursable expenses include items such as copy and blueprint services,overnight delivery service,mileage,and special
project insurance requirements,if required. The reimbursable expenses shall be billed at cost and shall not include ordinary-
overhead expenses or any other expenses not directly related to the project.Reimbursable expenses will comply with Owner's
terms and conditions.
Phase 1 design package for Access Control Systems(incorporating City Hall, Police Department, City Yard, (4)City Fire
Stations,and City Animal Shelter)will support all future phase design work,including video security component design.
ESTIMATED BREAKDOWN FOR PHASE I*
ACCESS CONTROL SYSTENIS
Principal !PNI&SME Project Drafting,
Hours Hoots Coordinator Homy
Phase I Hours Fee by Phase
Pjgpect Design GniceS
Schematic Design
c 2.695Iivieetius/luterviews 2 9 4 q
Design Narrative 1'.. IC 0 0 3.165'..
Design Development
D21t211 bf2efll14S 6
DesletlVrodtrctioR 1 i8 _- -.- 5 - 28 11.23t
Construction Docmnents
Review Meetings 1 12 5 0 3.200
Drawing/Spec production 2. 421 5 35-- $12.980
Bid and Award 1 4 8; 0 i 185"
Constriction Adt111111STratiOn 2 25'1 15 10 8.510'.
10_. 154 46 ---_73_. .-
5205/hr $185fir $1551i1r $1151hr
Compensation ___—_-- —._ S46,805
Estimated Expenses 1,500
Total Commusation+EXDCW4
These charts ore intenrded as estimates only.In effort to most effectively accomplish the work for each project,we may reallocate
resources between phases.
CITY OF PALM SPRINGS REVISED 08/21/2015 GUIDEPOST SOLUTIONS
PAGE 1 GPS PROPOSAL PI5-LAX-013
Fee Proposal: Phase I continued
PAYMENT&PRICING TERMS
Guidepost Solutions LLC will submit a monthly invoice for completed work,including any reimbursable expenses.Invoices
are payable 30 days after receipt of invoice. It payments are not received within 60 days,services may be suspended and
Guidepost Solutions LLC will not be held responsible for any damages due to delays from such suspension. Guidepost
Solutions LLC will perform the following tasks during this phase.
SPECIAL REQUIREMENTS
Guidepost Solutions LLC will require the following information,materials,and service at Owner's expense:
w Access to and consultation with the Architect,other project related individuals and entities;including timely
responses and decisions reasonably requested by Guidepost Solutions LLC.
Access to written and graphic architectural,electrical,structural,mechanical and civil engineering plans and
design specifications,and plans.
Detailed information,as required,on additional Owner equipment for interface to other systems.
Support of Owner's IT group for network coordination and connection to control equipment.
ASSUMPTIONS&EXCLUSIONS
Guidepost Solutions I.LC's services under this proposal are limited to those expressly specified. The following
additional services may be desired or required,and,if performed at Owners direction,will be charged at
Guidepost Solutions I.LC's standard rates as indicated in the attached Exhibit A,or at fees as mutually agreed.
Changing or re-designing any project aspect or element previously submitted by Guidepost Solutions LLC
in compliance with this proposal,or previously-approved by Owner,including but not limited to project
description,scope,requirements,goals,equipment,capabilities,facilities,contractors,plans,or designs.
Design or specification of building management systems(BMS)or control systems or any other system not
expressly required by this proposal.
Preparation of maintenance and operation manuals or as-built drawings will be the systems contractor's
responsibility.
raining or establishing training programs(to be performed by the systems contractor).
System permits and approvals including Professional Engineering stamp.
The system recommendations will be prepared in compliance with Owner's standards and direction in end user
meetings,where the Owner Representative and Guidepost Solutions LLC will both be present. Design beyond what
is shown on the approved and accepted drawings shall be subject to additional compensation.
This proposal does not include electrical engineering of new circuits.if required,this work shall be performed by
others.Guidepost Solutions LLC shall coordinate line voltage with the projects electrical engineer,where required
by the system.
This proposal does not include site utiity coordination,site utility surveys,vault investigation,or discovery of
existing underground site utilities,unless specifically mentioned within the scope of services.
This proposal does not include consl ruction permits or agency fees.
this proposal does not include structural engineering.
This proposal does not include fire alarm or audiovisual design.
Site plans,if required,are for information purposes only.Unless otherwise noted in the scope of work above,
design services for site areas are not included in this proposal.
CITY OF PALM SPRINGS_REVISED 08/2L'2015 GUIDEPOST SOLUTION 5
PAGE 2 GPS PROPOSAL P15{AAx-013
Fee Proposal: Phase 1 continued
This proposal assrunes all system drawings will be produced using AuroCAD.If RIM is selected as the drawing
deliverable method,the drawings will be considered supplemental services and will be billable.
This proposal includes submission of full-size electronic PDF drawings to the Owner for all deliverables.
If phases beyond the above scope of work are required,additional service fees will also be required.
Services are limited to buildings defined in the scope of work above.The inclusion of additional structures,
buildings,doors,and/or all site work not previously defined in theabove scope of work will require additional fees.
Reimbursable expenses will comply with Owner Standards.
This Proposal and the prices quoted are valid for 120 days from the date of this Proposal.
EXHIBIT A: HOURLY RATE SCHEDULE
Nicolas Miller,Principal-in-Charge 205/hr
Michael Nlola.Project Manage(PMI 185,!hi
Ray Kolodzleczak,Subject Matter Expert(SMEI $185/hr
Hung Diet, Pmlect Corndmator 155/1)1
Drafting 115/111
Drese rates are eva(unted armually.Rates are based on a project completion date of 01/29/2016.Any changes in project completion
may result man increase in rates and total compensation,
CITY OF PALM SPRINGS_REVISED 08,2112015 GUIDEPOST SOLUTIONS
PAGE GPS PROPOSAL PI5-LAX-013
811 P
EXHIBIT "E"
SCHEDULE OF PERFORMANCE
821 i'
9
n
O
3
Pmj
r
CPPS
Security
Syetem
Design
Services
for
City
Facilit'
iea
asxms
onnu
19
Poject
AwadMol®
to
Proceed
Pinata
l
P,
Om,
eNMb
i
i
T
3
Eaeeutim
of
AfPsenwnt
slm
s
ouetns
I -
1
y
m
A9nemam
Project
Cumpletwn
di
win
111
A
MPhiliztllon
L21
Kickoff
Mewling
HiIM1
the
City
of
Palm
Spolps
I
T
qEshibilish
actual
at
project
cdhrvl
meeting
delas
mauls .
111,
C
it
a
1An
Vocumem
causer
Client
RequeMMnLL
from
Ine
Kickoff
MBeMg
into
Ine
M
S_
Pme
lConmunce"
o
Plan
ere
RISK
ul
OoW
Meet
in
the
e,
i&
ICALs,
autl
cnedn
Lol,
0e
me41a
oY.
tia
t
tr
I
o
Klodiff
Scheduleidul
Ne
Risk
Repiam•
d
Issues,
arltl
Actions
Log
p
Meellt+
q
5
n
Uule
vmms
r _
i
Scne
I
0
rem
6W10
beDtl6
t
EaM.
rw
Acwss
cmvd
Small
Review
azas,
maa^
z
I
i
Y
Preeentaoon
d
Rental
of
altemahve
Avocets
COO
Soutem,
pj11e
s
t
N
W1N6
o
limb
e
Via
Assessment
d
Secumy
Cell
M,
mdte
am
Review
j
Dabgn
PovtlC(
Mim111
al
mcsis Wlata
W%
DIDMaMn
Renew
Memmg
11
1W%
DD
Dealgn
Rwww
Meedp
min
rmrls
i
a
Conslmc4m
Dmumenle
mine
mnvu
W%
CD
Damgn
Renew
Memyq
Horns
moms
95%
CD
Map,
Review
Memirp
Pull
Lial
Leaned
d
Ctnaaoul
wxins
morn
Perltxm
Phase
f
Site
Surveys
wttnb
osnms
I
City
Nall
rvvna
mnvu
SIWSyslwm
Asewesmani
mvne
mtvs
Pollctr
Station
mom
asrvu
r
L.
SW3yslam
AwsameM
mans
m+
tns
City
yarn
vans
moms
1
SrtNSycuiem
Assessment
lu .
111,
mmm
grnvta
System
Msign
I
Schematic
Del
morn
morns
New
Nemaliva
Sunmuawn
mgvls
mw
s
Meir
Mvebprwnt
minors
innrs ._
W%
DID
Supm.
al
aamte
1W%
DD
Societe
n
e+
eru .
11,
vT7
Cuma
uction
Ducoments
mien
mna
a
fA
W%
CD
Svbmlebion
mina
pawls
r
y
t {
y
loq%
CO
suomeean
G)
ConalNCgan
Admlmebahch
mVme
atRY
e
1
C mo
Ba
AneMis
worms
aoers
r-
90
Pooecl
Award
elm+
wu
l
y
InaNtlaeon
arena
to
eye
Fe
isil
mrzeu
111
P
m
Tnlninq
on
the
Accasa
Conbol
Syalam
Identify
train,,
mqurcmente
for
Ch,
peicomel
1e
esana
b $
Pm..
cam,
moderate
an!
wmcshold
for
Cry
Pareamel
0
min.
w
W
0 ."
I'
ment
Intern,
as
m
9
O
T
CoPS
Security
System
Devon
Sarrime
for
Cris
F.
11Mas
01'
haO
Project
Award
uteri.
to
Proceed
Phase
1
N
y
E
Aon
of
Agre
mart
wn
ny
w
x+
s
Atm...
Prcj
Complel
on
3
MolBliration
ZKr
Meeting
will)
the
City
of
Fiyn
Springs
osp
s
Dents
f
0
ospvo
over
s
t
2
E61aD4ah
ECIMeule
W
prgBCl
cbticel
meMvg
dates
y
A
Davmant
clear
Client
Rapuirementa
lrnn
the
Kckofl
Mustang
lnm
ew
I
Pro
act
Communication
Plan
A
Docamenbdenlifiad
RISKS
and
CRITIC%
Issues
demified
at
lM
osae+
s
wdm
lrf
TA
IoMe
f
Maisano
n
the
Ron
ReonMw&
Isaues
AM
Actions
Lop
O o
Meeting
Schedule
oxats
moars
l
N
m
Scdleouruc
Deagn
NE+
isay
Pcrsas
Contd
System
Re..
ew
C
PweMllallon&
RaNew
of
aXBmativo
Access
C
ftcl
Systems
O
SXa
A9aesement&
SaColltY
Deag
Wn
OBV'
NCpI110rIt
RBwB
o5'
Ls
OL+
Y.
S
e
I~!
1
Review
MeeU^
9
wo
5
Y
Deagn
DBVBIOpmenl
Wla
6
019111
50%
M
Dugn
Renew
Maminp
m
s
mnv
s
tUD%
DO
OGSIgn
RBvle'
u
Meehfg
Dannuoch.
DOcume'
ds
0Iloic
OaY1.
a
n
Sox
CO
Dealgn
Henew
Meetlnq
Damns
cr.nu
95%
W
Design
Renew
Meebn9
Drams
arnu•
s
Protect
Lasaone
Loomed&
Closeout
mints
mauls
Perform
Phase
1
Site
Surveys
mans
mans
City
Hall
mans
mu
le
j _
C
Sitesystem
Asaeesment
wt
ns
wens
T^
Potke
Shaken
minn
mars
SdalSYetam
As,
amen)
City
Yerd
wlm
anrs
Site/
Syelam
Meesemenl
mnro
mans
Sysem
Design
asmv+
s
a+
un
I
rllemaft
Deayn
11 .,
A
Design
Ranvive
Subnnssion
mw+
s
moms
D"
n
DereloP+'
9'
n
YAVts
mans
50%
DD
Subrnswoo
mmsn
m"'
S
t00%
OD
Submisaan
CmWuctlws
Dpcumenb
mwrs
m
xs
ratan
050x
CD
Submiswm
A''""
15
1MCDSubmsskn
mauls
ems5
m
Construction
Administration
morns
ovaw+
e
Gs
Bitl
AsaalSsa
mints
owxts `
G•.
8
C
Protect
Award
cowls
wars
4>
O on
InsMlletim
mw+
s
anene
v
4
M
Training
on
the
Access
Control
SYstem
moinr
I,.:
u
IdeMiry"
inino
neofements
for
City
pamonrel
wame
O
Prepare
unit"
atWeaiels
aM
Wodshop
for
Cy,
pa.
nAl
avtans
my
Implement
toaritq
wanna
aMs
II
t
Project Schedule continued
COMMUNICATION
Guidepost Solutions understands the importance of excellent communication flow and coordination.We area client focused
organization that provides"excellence in fulfilling our commitment reliably,skillfully,and profitably."Experience has taught
us that early identification of client communication needs, wants and requirements is critical to the successful delivery
of a project. Communication channels are identified within the kickoff meeting and a formalized Communication Plan
created and worked by the Guidepost Solutions team.Clearly defined communication channels ensure our clients are able to
direct requests for information to a specific team member with designated responsibilities,ensuring swift efficient and direct
communication with the Guidepost Sohnions team. Implementing a formalized Communication Plan will keep all client
stakeholders informed of project progress and ensure a transparency of information,which is a key}actor in determining
project success and ultimately client satisfaction. Regular project team coordination meetings will be conducted as part of
the project delivery process as detailed within our proposal schedule.These meetings will be documented,ensuring that the
City of Palm Springs is kept up-to-date on the project status,and aware of any delays,which may jeopardize meeting project
milestones and affect the Project schedule.
We can perform a schedule Critical Path Analysis proactively identifying[asks that may cause schedule slippage if they were
to occur anal recommend a mitigating action to guarantee efficient delivery of the project.We can utilize this tool in our early
communication plans to discuss the potential challenges and our mitigation strategies.
Our goat is to provide clear,transparent channels of communication with the City of Palm Springs,CA. The Guidepost
Solutions team will endeavor to respond to all communication requests in a timely manner in the format and frequency as
identified in the Communication Plan.
The Guidepost Solutions team will utilize Smartsheet,an interactive project delivery tool to provide project progress visibility
with the City of Palm Springs represenlative(s). The Guidepost Solutions team will populate,update,and share important
project delivery plans inclusive of a:
Risk register
Communication plan
Issues and actions log
A collaborative utilization of Smartsheet between the Guidepost Solutions team and the City of Palm Springs will support
and enhance project performance and efficiencies-Smartsheet can also be used as a project repository for important project
documentation and is an effective communication tool in its own right.
QUALITY CONTROL
the purpose of our quality control plan is to determine and document how we will implement processes for project quality
control,quality assurance,and quality improvement.
Our immediate application of quality control is the proper identification and placement of our project team. We have
selected highly qualified professionals to provide exceptional services in the delivering of the security system design for the
City of Palm Springs.
CITY OF PALM SPRINGS REVISED 08/212015 GUIDEPOST SOLUTIGNS
PAGE 23 GPS PROPOSAL#P15-LAX-013
85 1 1'
Project Schedule continued
Critical to Quality Control Of the project deliverables wilI be the firming up of dates for project meetings between the Guidepost
Solutions team and City of Palm Springs representative(s)at the kickoff meeting. "The strategic placement of these meetings
within the project schedule ensures that the City of Pal n Springs and the Guidepost Solutions team are collaborating closely
throughout the project life. Furthermore pre-scheduled meetings act as measures and verification of the project delivery and
ensure that the Guidepost Solutions team remain focused and on track to deliver meeting client requirements.
Our quality control plan will include but not be restricted to the following processes:
Risk management process: Risk management is an iterative process to be applied during the whole lifecycle of the
project tasks in order to reflect their evolution and to verify implementation of the risk redaction actions.Risk is made
up of two components: (1)the probability that the project will experience an undesired event such as cost overrun
or schedule slippage,and(2)the consequence,impact or severity of the undesired event The Guidepost Solutions
team will perform continual reviews of the schedule throughout the project lifecycle and record and communicate
the risk register accordingly.
Change control process:A"change"is defined as a variance from the originally defined project scope(work plan),
schedule,or fees.Project changes are managed through Our project change control process.The project manager will
proactively monitor the following areas on a weekly basis:the project objectives and deliverables defined in the work
plan,the project schedule,and the project fees. Potential substantial changes to these items will be identified and
reviewed by our project manager.If changes to these items are imminent,they will be documented by our project
manager and communicated to the City of Palm Springs representative(s). Any changes will be formally approved
by the City of Palm Springs before initiation.
Issue management process: A project issue is defined as a question or problem that in order to be resolved, a
decision must be made by our team,in coordination with a City of Palm Springs representative(s). Issues are closely
related to risks, as they are often the result of an actual occurrence of an anticipated risk event. "therefore, our
proactive risk management on this project should reduce project issues that occur. If a project issue is identified, it
will be documented by our project manager and relayed to the City of Palm Springs represcntative(s).We will define
and complete actions necessary fir closure for each project issue.
The City of Palm Springs will have direct visibility within Smartsheet of the Risk Register,Change Log and Issues and
Actions Log.
CITY OF PALM SPRINGS REVISED 08,,21,:2015 GUIDEPOST SOLUTIONS
PAGE 24 GPS PROPOSAL#P-LS-LAX-013
861P