Request for Proposal to Provide On-site Campus Security at Alabama School of Mathematics and Science 1255 Dauphin Street Mobile, Alabama 36604

Security Services Bid 2025

Purpose of RFP
The Alabama School of Mathematics and Science, a residential public high school, is seeking proposals from qualified security service providers to deliver comprehensive on-site campus security. This RFP outlines the scope of work, proposal requirements, and evaluation criteria that will guide the selection process. Our primary goal is to ensure the safety and security of our students, personnel, assets, and visitors, while maintaining the highest professional standards.


Contract Term
This will be a two (2) year contract. Beginning on or about September 1, 2025.


Key Dates for RFP
Monday June 9, 2025 3:00 p.m. Release of RFP
Thursday June 12, 2025 10:00 a.m. Tour of Campus
Tuesday June 24, 2025 3:00 p.m. Deadline for Proposals
Wednesday June 25, 2025 2:00 p.m. Proposals opened in ASMS Coffee House
Thursday June 26, 2025 2:00 p.m. Award will be made, company notified via email


Contacts
Kristyn Robinson, Director of HR and Operations, for general questions regarding the RFP krrobinson@asms.net, or write using school’s address. No phone calls will be accepted.

GENERAL INFORMATION
The Alabama School of Mathematics and Science’s (ASMS) mission is to provide academically motivated Alabama students with exceptional preparation in the fields of math and science, empowering them to improve their community, state, and nation.


Additional Information for Request for Proposal to Provide On-site Campus Security at Alabama School of Mathematics and Science can be found at www.asms.net/news

GENERAL CONDITIONS

I. Documents to Review Regarding Bid

a. Qualifications and Requirements
b. Scope of Services
c. Invitation to Bid

II. Qualifications and Requirements

a. Maintain a permanent place of business.
b. Have adequate manpower to perform the service in a timely manner listed in the contract.
c. All staff must be neat in appearance and wear a work uniform that clearly displays the company name, identify as security, and have proper company identification on their persons.
d. The security service provider will be required to submit a list of names of the personnel who will be regularly assigned to the school (ASMS).
e. The security service provider must always provide personnel capable of fluently speaking, reading, and writing English.
f. Provide 24-hour on-site security officers during hours of operation, including but not limited to the academic year, overnights, weekends, and summertime hours.
Subject to change based on school needs. Academic Year & Summer Camp FTE Shift Duration / subject to change based on campus needs

g. Provide additional security during special events or after-school programs as requested.
h. Ensure at least one supervisor or point of contact is always available.
i. The security service provides warrants, covenants, and otherwise agrees that the personnel it sends to the school (ASMS) will be responsible for individuals free of felony convictions.
j. The security service ensures all guards have and provide documentation of the following:
• Valid security guard licenses and background checks. A State of Alabama background check is required for all individuals working on the campus of the Alabama School of Mathematics and Science (ASMS).
• Guard training in school-specific safety protocols, child interaction, and de-escalation techniques.
k. Under no circumstances shall the security service provider’s personnel be allowed to
bring visitors, children, or other relatives to the school (ASMS) campus.

l. The name and address of the bidder, the date and hour of the bid opening, and the bid number must be placed on the outside of the envelope.

III. Scope of Services
The Security Service Provider shall deliver the following duties and responsibilities:
a. Campus Access Control
• Monitor and control all entrances and exits during school hours.
• Ensure all buildings, doors, etc. are securely locked at night and reopened during business hours.
• Monitor CCTV to prevent loitering or unauthorized access.
• Supervise student movement during high-traffic times (e.g., arrival, lunch, class transitions, dismissal).
b. Campus Patrols
• Conduct scheduled and random foot patrols throughout the school day, including hallways, classrooms, athletic fields, parking lots, and perimeters.
• Enforce parking rules and manage traffic during events or emergencies.
• Monitor areas for safety hazards, suspicious behavior, or breaches in security.
• Ensure restricted areas remain secure.
c. Surveillance and Alarm Monitoring
• Monitor CCTV, intrusion detection systems, and fire alarms.
• Respond promptly to alarms and security alerts following school safety protocols.
• Maintain logs of surveillance activities and report suspicious footage to school administration.
d. Emergency Response
• Respond quickly and appropriately to emergencies, including medical situations, fire alarms, lockdowns, or threats.
• Coordinate with law enforcement, EMS, and fire departments when necessary.
• Participate in mandatory campus security training.
• Assist with drills, evacuation or shelter-in-place procedures as per school emergency plans.
e. Incident Reporting
• Document and report all incidents, including fights, thefts, unauthorized access, and suspicious activity.
• Submit written incident reports to designated school administrators within 24 hours.
• Maintain daily activity logs detailing patrols, interactions, and observations.
f. Support for School Events
• Provide security at school events, assemblies, games, and extracurricular activities during or outside school hours, as requested.
• Monitor crowd behavior and access during events.







June 9, 2025


RE: Invitation to Bid: Bid No. 2025-01

In compliance with the Alabama Bid Law, Act 2009-760, Alabama Legislature Session 2009, The Alabama School of Mathematics and Science (ASMS) will be receiving sealed proposals for the above-referenced service according to the information provided in the RFP. Sealed bids must be received at ASMS by 3:00
p.m. on Tuesday, June 24, 2025, to the Alabama School of Math and Science. Please see the address listed below.

ASMS Bid Proposals 1255 Dauphin Street
Mobile, AL 36604
There is a pre-bid visit and walk-through at 10:00 a.m. on Thursday, June 12, 2025. This will be the only visit and walk through. Sign-in sheets for visiting bidders will be at the Front Desk. If you attend the pre-bid visit, please be sure to sign-in as failure to sign-in will invalidate a submitted bid.
ASMS recognizes that there may be extenuating circumstances that require services outside the scope of the contract. Please provide as-needed costs.
ASMS reserves the right to reject any and all bids. ASMS may reject all bids whenever it is deemed in the best interest of ASMS. ASMS may also waive any minor informalities or irregularities in any bid. ASMS may reject a bid if: the bidder misstates or conceals any material fact, the bid does not strictly conform to the law or requirement of the bid, or the bid is conditional. Bids may not be withdrawn after the time set for the bid opening.
Thank you for your interest in providing these services. Sincerely,

John Hoyle, Ph.D.
ASMS President
1255 Dauphin St.
Mobile, AL 36604

INVITATION FOR BIDS
Bidders should submit their bid information in a sealed envelope with “Bid #2025-01 On-site Campus Security”, with date and time clearly marked on the outside of the envelope.
All bidders shall base their proposals on the exact services, and/or equipment specified herein including but not limited to hourly rate breakdown, total monthly / yearly estimated costs and/or any optional add-ons (extra coverage, holidays, emergencies). ASMS reserves the right to accept any or all items on any bidder’s proposal at the unit price submitted. ASMS reserves the right to reject any or all proposals and to waive technical errors if the best interest of ASMS will thereby be promoted.
Evidence of liability and workers compensation insurance should be provided at Bid opening. ASMS should be listed as an “Additional Insured” within five days after award of bid, and Certificates must be provided to ASMS. The contractor shall provide, at the company’s own expense, insurance as described below.
Worker’s Compensation and Employers Liability insurance providing coverage under the Alabama Workers Compensation Act in an amount not less than required by Alabama law. Comprehensive Commercial General Liability Insurance, including Blanket Contractual and Completed Operations coverages, in an amount not less than $1,000,000 for any one occurrence for bodily injury, including death, and property damage liability.
The vendor, to the fullest extent permitted by law, shall indemnify and hold harmless ASMS, its elected and appointed officials, employees, agents and specified volunteers against all claims, damages, losses and expenses, including, but not limited to, attorney’s fees, arising out of or resulting from the performance of this contract, provided that any such claim, damage, loss or expense (1) is attributable to personal injury, including bodily injury sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting therefrom, and (2) is caused by any negligent act or omission of the vendor, or any of their sub-contractors, sub-consultants, or anyone directly or indirectly employed by any of them or anyone for whose acts they are legally liable. Such obligation should not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph.
It is customary that payment terms will be Net 30 days from invoice date. However, due to certain breaks in the school schedule, occasionally forty-five (45) days from invoice date will be necessary to process payment. Vendor will be responsible for disclosing in their bid their acceptance of these terms. Checks will be mailed to the address furnished by the vendor.
The successful bidder shall provide a copy of the current business license within five (5) days of the award of the bid. Vendor must be in compliance with E-Verify requirements of the Alabama Illegal Immigration Act 2011-535 and as amended in Act 2012-491 (see attached). Documents must be signed and returned with a bid package. All questions should be directed to the Director of HR and Operations, Kristyn Robinson, by emailing krrobinson@asms.net. Please do not call the school.

VENDOR MINORITY QUESTIONNAIRE
Please complete this form and return it with your bid proposal. It is necessary that you check all categories that apply to your company. Failure to comply could result in rejection of your proposal and/or removal of your name from our bidder’s list, as we are now required to provide this information to the State of Alabama.

BID NO.
VENDOR NAME:
ADDRESS
PHONE #
FAX #:
IS THE COMPANY MINORITY OWNED?: YES NO
IS THE COMPANY OWNED BY: MALE FEMALE BOTH IS THE COMPANY INCORPORATED: YES NO
ETHNICITY OF OWNERSHIP:

ASIAN AMERICAN
AMERICAN INDIAN
BLACK
DISABLED
HISPANIC
OTHER (PLEASE SPECIFY):


SIGNATURE:
PRINT NAME:
TITLE:
DATE:

COMPLIANCE WITH ALABAMA IMMIGRATION LAW
A condition for the award of a contract, bid or grant with the Alabama School of Mathematics and Science (the School) requires that all such awarded contractors, vendors or grantees employing one or more employees in Alabama utilize the E-Verify program for newly hired employees. This requirement is placed upon vendors, contractors, and grantees to which a contract has been awarded as a result of a competitive bid process. The compliance requirements of the Alabama Immigration Act include the following:
If your organization/entity does NOT employ one or more employees in the State of Alabama, you must submit the following:
• Submit an updated W-9 Form.
• A letter stating that your organization/entity DOES NOT employ one or more employees in Alabama.
If your organization/entity DOES employ one or more employees in the State of Alabama, you must submit the following:
• Submit an updated W-9 Form.
• Submit to the Board a copy of your E-Verify Memorandum of Understanding. If required to comply and you are not registered, you must go to the following web site to enroll in E-Verify which is a federal program that verifies the employment eligibility of all newly hired employees. http://www.uscis.gov/portal/si.... Go to the E-Verify Home Page to initiate enrollment. Once you go through the steps to enroll, the program will print the requested E- Verify Memorandum of Understanding. This is the document, a copy of which you must submit along with the Affidavit attached to this memo.
• Execute and submit to the Board the attached Alabama Immigration Law Compliance Law
Contract in the attached “Notice” form provided.
Please submit a W-9 Form, a copy of your E-Verify Memorandum of Understanding, and a signed copy of the attached Notice of Compliance Contract along with your bid documents.
Sincerely,

Kristyn Robinson
Director of HR and Operations

SEQ CHAPTER \h \r 1Notice of Alabama Immigration Law Compliance Requirements for Awarded Contracts or Agreements with ASMS.
As a Contractor, as defined in the Act, to the Alabama School of Mathematics and Science (“School”), it is critical to your relationship (future or continuing) with the School that you comply with the Immigration Reform and Control Act of 1986, as amended by the Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act and as further amended by Act No. 2012- 491.
Every contract or agreement entered into by the School as a result of a competitive bid process from this point forward with a contractor will contain the following clause or one substantially similar:
Alabama Immigration Law Compliance Contract: Contractor agrees that it will fully comply with the Immigration Reform and Control Act of 1986, as amended by the Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, which makes it unlawful for an employer in Alabama to knowingly hire or continue to employ an alien who is or has become unauthorized with respect to such employment or to fail to comply with the I-9 requirements or fails to use E-Verify to verify the eligibility to legally work in the United States for all of its new hires who are employed to work in the State of Alabama. By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of
Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.
Contractor shall enroll in the E-Verify Program prior to performing any work, or continuing to perform any ongoing work, and shall remain enrolled throughout the entire course of its performance hereunder, and shall submit to the School a copy of the e-Verify Memorandum of Understanding and such other documentation as the Board may require to confirm Contractor’s enrollment in the E-Verify Program. Contractor agrees not to knowingly allow any of its subcontractors, or any other party with whom it has a contract, to employ in the State of Alabama any illegal or undocumented aliens to perform any work in connection with the Project, and shall include in all of its contracts a provision substantially similar to this paragraph. If Contractor violates any term of this provision, this Agreement will be subject to immediate termination by the School. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless the School from any and all losses, consequential damages, expenses (including, but not limited to, attorneys’ fees), claims, suits, liabilities, fines,
penalties, and any other costs arising out of or in any way related to Contractor’s failure to fulfill its
obligations contained in this paragraph.
To the extent that there is no formal written contract between the School and the Contractor, such as where business is conducted by purchase order, this document shall serve as the Alabama Immigration Compliance Contract.

Alabama Immigration Law Compliance Contract Notice Acknowledged and Agreed by Contractor whose name appears below:



Contractor Officer or Owner Signature/Date



Print Name/Title/Company


Please execute and return to Alabama School of Mathematics and Science


ADDITIONAL REQUIREMENTS


Current Number of Employees


Type(s) of Equipment Used





Any damage which takes place on school property shall be reported immediately to the ASMS administration. Failure to report damage or continual incidences of damage to properties could result in termination of the contract.

REFERENCES OF CURRENT CUSTOMERS (3)

Not required by those currently providing service to ASMS
Customer Name
Contact Name and Number



Customer Name
Contact Name and Number



Customer Name
Contact Name and Number

Name of Company


Address





Email address


Cell Phone Number



SIGNATURE DATE