REQUEST FOR PROPOSAL – SECURITY GUARD SERVICES

INTRODUCTION

The Japan America Society of Greater Philadelphia (“JASGP”) is seeking proposals from qualified Contractors to provide Security Guard Services to patrol the parking areas near the Shofuso Japanese House and Garden (“Shofuso”) located in West Fairmount Park, Philadelphia. The term of this contract corresponds to the Shofuso open season from mid-March through mid-December. The estimated demand for security guard service is 1,200 hours during this period.

PROPOSAL SUBMISSION PERIOD NOW OPEN

DEADLINE EXTENDED to: March 5, 2025, 11:59 PM

• Proposals should include the information listed below under ORGANIZATION OF PROPOSAL.
• You can upload your proposal plus any supporting documents as described below OR submit your Proposal as an attachment to a cover email to Candice Graham, Shofuso Site Manager, at cgraham@japanphilly.org
• The selection of the successful Contractor will be made based on JASGP’s evaluation and determination of the relative ability of each Bidder to deliver quality service in a cost-effective manner.

BACKGROUND

The Shofuso Japanese House and Garden (“Shofuso”), located in West Fairmount Park, is operated and maintained by the Japan America Society of Greater Philadelphia (“JASGP”). The Shofuso property itself and the nearby parking areas are part of West Fairmount Park and owned by the City of Philadelphia.

Security services have been a key concern at Shofuso, particularly following the June 14, 2022, break-in and vandalism, resulting in extensive damage and destruction of traditional Japanese art, artifacts, and architecture. At the time, there was an increase in violence and hate crimes against Asians and Asian Americans in the wake of the Covid-19 pandemic and heightened concerns about the malicious intent behind targeting a widely known Japanese heritage landmark.

Over the last few years Shofuso has seen an extreme increase of break-ins and theft of personal belongings from our visitors’ cars parked in the parking lot outside of our site. These circumstances have necessitated the contracting of security guard services.

SCOPE OF WORK

JASGP requires a qualified security guard to regularly patrol our parking lot in order to act as a deterrent against vehicle break-ins, to support visitors who experience break-ins, and to assist on site at Shofuso with other security needs. This position works directly with the Shofuso Site Manager.

Assignment tasks include:

• Continually and randomly patrol the parking lot, performing loops along the perimeter of all parked cars.
• Remind visitors who park their cars to remove all valuables from their cars.
• Maintain a log of any suspicious observed activities, people, etc.to be shared with Shofuso management.
• In the event of a vehicle break-in, kindly and professionally assist the victim, and (1) direct them to the local 16^th district police station to file a police report; (2) thoroughly fill out a Shofuso written incident report; and (3): if needed, help clean glass out of the victim’s car, using dustpan, broom, tape, gloves and trash bags that you provide and keep on hand.
• Update the Shofuso Site Manager with information from logs, incident reports, and other relevant observations.
• Keep in communication via walkie talkie with Shofuso Shift Supervisors and Site Manager as needed.
• Assist site staff with other site security related issues, such as the removal of erratic and potentially dangerous visitors.
• Help keep the visitor check-in line orderly on busy days.
• Provide additional security support as needed.

MAP OF PATROL AREA AROUND SHOFUSO PROPERTY

• IMPORTANT INFORMATION: The parking lot areas are the property of West Fairmount Park, City of Philadelphia, and Shofuso/JASGP is not liable for theft or damage to any personal property.

ORGANIZATION OF PROPOSAL

Proposals should include the following information. In addition to the narrative, please upload any supporting documents.

1: Company Name, Address and Key Contact Information

• • Name and address of the Company submitting the proposal
  • Key Contract Representative’s name, telephone number and email address

2: Company Qualifications and Relevant Experience

• Company history and experience in providing security guard services.
• Company overview, including size, revenue, services provided, and business outlook.
  1. Company’s organizational structure
  2. Employees involved in providing security guard services
     1. Number of employees
     2. Experience and background of personnel
     3. Training
  3. Quality Management Programs
  4. Business philosophy and customer service approach
  5. Licenses, certifications, bonds, insurances for providing security guard services
  6. Client Information
     1. Types and numbers of clients currently receiving services
     2. List of key clients willing to provide feedback on services received
  7. Insurance: evidence of insurance in force for the term of the contract
  8. References

3: Proposed Candidate(s):

• • List of candidates to be assigned to this engagement, their respective qualifications, past experience on engagements of this scope and their role in those engagements.

4: Cost Proposal

• • Hourly rate charged for security guard, including any special stipulations or conditions.

Please email RFP to cgraham@japanphilly.org.