On-Call Unarmed Security Guard Services for City Facilities, Rentals, and Special Events

INTRODUCTIONThe City of Monrovia (“City”) is seeking proposals from qualified, professional security firms to provide on-call, unarmed security guard services for City-owned facilities, private facility rentals, and community events. These services will support the City’s Facility Rental and Community Events Programs by ensuring public safety, enhancing the visitor experience, and protecting City property. BACKGROUNDThe City of Monrovia is a vibrant community located in the San Gabriel Valley, home to approximately 38,000 residents. Monrovia features eight (8) well-maintained public parks offering amenities such as playgrounds, picnic shelters, sports fields, and rentable gazebos. The City also offers multiple versatile public venues available for private rentals, including the Community Center, Historical Museum, Library Community Room, Canyon Park Cabin, and Mary Wilcox Youth Center. In addition, Monrovia hosts a variety of annual community-wide celebrations. The City regularly requires the on-call services of unarmed security guards to support both private facility rentals and large community events. On average, approximately three (3) facility rentals per month require security staffing, in addition to several City-sponsored special events held throughout the year. The City also provides ongoing security presence in a public parking lot on Friday evenings from 5:00 p.m. to 10:00 p.m., a service that is anticipated to continue for the foreseeable future. These services help maintain a safe environment for attendees, protect City property, and support event logistics. Security coverage is required for events where alcohol is served, ensuring adherence to City rental policies and compliance with California Department of Alcoholic Beverage Control (ABC) regulations. Security may also be required based on anticipated crowd size, the nature of the event, or at the discretion of City staff, to deter disruptive behavior and ensure emergency response readiness. The presence of professional, well-trained security personnel helps create a positive experience for attendees while upholding Monrovia’s commitment to providing premier service to residents and visitors alike. SCOPE OF SERVICESThe Consultant shall furnish unarmed, uniformed security personnel to provide on-call security protection for a variety of City locations. These locations may include, but are not limited to, City parks, municipal facilities, the Old Town District, and public parking lots, as designated by the City. Security personnel will perform foot patrols and serve as a visible presence to deter inappropriate or unlawful behavior. Duties shall include monitoring and reporting suspicious or illegal activity, enforcing rules and conditions set forth in facility rental agreements, and contacting the Monrovia Police Department when law enforcement intervention is needed. Security personnel may be requested with as little as 24 hours’ notice for coverage, including nights, weekends, and holidays, in accordance with schedules provided by the City. At least one guard shall be on duty at each designated location at all times as determined by the City’s schedule, and any absence must be covered immediately to ensure that no post is left unstaffed. All security personnel shall be employees of the contracted firm, which shall be fully responsible for all wages, benefits, workers’ compensation, insurance, and applicable federal, state, and local taxes associated with employment. Security personnel must be adequately trained, and have completed a Department of Justice (DOJ) Live Scan with documentation of background clearance. The selected firm will be provided with event-specific operational directives from the City prior to any on-call assignments. These directives will outline the expectations and requirements for each deployment and will be communicated in advance. The City reserves the right to require the immediate removal and permanent reassignment of any security personnel deemed unsuitable, unqualified, or otherwise inappropriate for assignment. In addition, if necessary, the Consultant may be required to participate in periodic performance reviews with the Monrovia Police Department and Community Center staff to discuss security guard performance, responsiveness, and overall service quality. The Contractor shall directly supervise all assigned security personnel through a designated supervising representative. A supervising representative shall be available during each guard shift and shall provide oversight, direction, and reporting as needed, including a daily activity report (DAR) for public parking lot assignments. The supervising representative shall coordinate with and report to the City’s designated representative when necessary to ensure effective communication and alignment with City expectations. The City of Monrovia will schedule on-call security services for facility rentals in monthly increments, and as needed for special events. Scheduling may be adjusted at the City’s discretion to accommodate additional facility rentals, cancellations, or evolving operational needs. All security services will be paid directly by the City on a monthly basis, based on services rendered and approved. PROPOSAL SUBMISSION REQUIREMENTSProposals must include the following sections: Cover Letter– Identify the firm and include a signature from an individual authorized to bind the company in contractual matters. Company Profile– Provide history, licenses, and areas of operation. Proposers must demonstrate that they are properly licensed with a Private Patrol Operator (PPO) License to provide security guard services. Guard Recruitment and Training– Describe guard recruitment, qualifications, training, supervision, and shift scheduling. Please also provide a photo and description of the standard uniform that will be worn by security personnel while on duty. Relevant Experience– Summarize your firm’s experience with similar contracts, particularly for municipal or public sector clients. Provide three (3) references from recent or current public agency contracts. For each reference, include:• Name, mailing address, email address, and phone number of the primary contact• Brief description of services provided and dates of service Service Approach– Describe your approach for scheduling, communication, and performance monitoring. Fee Schedule– Provide a detailed hourly rate schedule with any minimum number of hours per shift including:• Standard weekday shifts• Weekend and evening shifts• Holiday shifts• Overtime rates• Emergency or 24 hours’ notice for coverage• Any additional or projected costs in itemized detail• Annual increases EVALUATION CRITERIAProposals will be reviewed and evaluated by City staff. Criteria include:•Qualifications and Relevant Experience– Demonstrated success providing similar services for public sector clients, particularly municipalities.•Guard Personnel and Supervision– Quality of personnel, training, and supervision practices, with preference for additional de-escalation training.•Understanding of Scope and Service Approach– A well-organized, clearly articulated plan for delivering services.•Cost Effectiveness and Value– Competitive pricing in relation to service quality.The City may invite top-ranked firms for interviews to further assess qualifications and clarify proposals. TIMELINE • RFP Release – November 3, 2025 • Questions Due – November 17, 2025 • Response to Questions – November 19, 2025 • RFP Due – December 3, 2025 • Evaluation Complete – December 11, 2025 • Interviews – Week of January 5, 2026 • City Council Award of Contract – January 20, 2026 QUESTIONS AND COMMUNICATIONSAll communication regarding this RFP must be in writing via email. Communication by telephone or in person will not be accepted. Questions should be clear and detailed. Attempts to contact City Council members or City employees to influence the process may result in disqualification. Questions must be submitted no later than November 17, 2025, to Heather Gibson athgibson@monroviaca.gov.Responses will be shared with all prospective proposers. DEADLINE AND SUBMITTAL REQUIREMENTSIn order for proposals to be considered, the City must receive one (1) electronic PDF copy of your proposal no later than 6:00 p.m. on December 3, 2025. Proposals must be submitted tobids@monroviaca.govwith “ON-CALL SECURITY GUARD SERVICES” in the subject line. TERMS AND CONDITIONS• The City reserves the right to reject any or all proposals.• Costs related to the proposal development are the responsibility of the Contractor or proposing organization.• The awarded Contractor must agree to execute and meet all insurance requirements contained in the standard Consultant Services Agreement with the City (attached).• Submission of a proposal shall constitute acknowledgement and acceptance of all terms and conditions contained in this RFP and all exhibits and attachments hereto.• The City reserves the right to retain more than one contractor to provide needed security guard services.DOCUMENTS • Request for Proposals - On-Call Unarmed Security Guard Services for City Facilities, Rentals, and Special Events • Security Guard RFP Questions & Responses - Final(Added 11/19/2025) • Access Control Security, Inc.  Contract(Added 11/19/2025)