Project Information

Bid Title

Armed Guard Services

Issuing Agency

Housing Authority of the County of San Bernardino

Location

California

Published Date

Nov 3, 2025

Closing Date

Dec 1, 2025

Government Level

State & Local

Status

Closed

Ref. #

PC1445

Original Source

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Bid Documents

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Project Description

PC1445 Armed Guard Services

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REQUEST FOR PROPOSAL – PC1445

ARMED GUARD SERVICES

Housing Authority of the County of San Bernardino

715 E. Brier Drive

San Bernardino, CA 92408

OCTOBER 2025

HACSB

Procurement Department

Request for Proposal

ARMED GUARD SERVICES

RFP No. PC1445

Page 2 of 31

I.

INTRODUCTION

Our core work is to administer rental assistance programs to prevent homelessness among low-

income households. As the largest provider of affordable housing in San Bernardino County, the

Housing Authority of the County of San Bernardino (HACSB) proudly assists more than 27,000

people, most of whom are seniors, individuals with disabilities, veterans, and children. Since

1941, we have helped low-income families attain safe and stable housing through a variety of

rental assistance programs funded by the U.S. Department of Housing and Urban Development

(HUD). More than 11,000 families are served through voucher programs, which enable

customers to lease housing in the private rental market, or through affordable housing

communities owned by HACSB. Our largest program, the Housing Choice Voucher program, is

America’s largest homelessness prevention program. The affordable rental housing programs

we administer provide a critical safety net for households in San Bernardino County.

Achieving safe and stable housing is only one step on the path toward self-sufficiency. To

support our customers’ needs beyond housing, HACSB has built and leverages community

partnerships that provide supportive services and opportunities. These partners provide a

variety of services such as family/individual case management and counseling, career training

and job placement, homeownership assistance, educational scholarships, and more. These

services create a meaningful difference in the lives of families we serve.

In 2008, Congress designated HACSB as a Moving to Work (MTW) public housing agency.

MTW is a national demonstration program for housing authorities created by Congress in 1996.

Contrary to its name, the Moving to Work demonstration is not a work requirement program.

Instead, the intent of the MTW demonstration is to provide policy and regulatory flexibility to

housing agencies to design and test affordable housing strategies and related policies. This

designation allows HACSB to waive some HUD requirements to target the statutory objectives

of the MTW Demonstration: help clients achieve economic independence, ensure freedom of

housing choice, and save taxpayer dollars through efficient work.

The demand for affordable housing continues to increase, and the limited affordable housing

supply is not enough to house the thousands of families in need. Over the years we have

expanded our housing stock to help meet the county’s growing needs through acquisition,

development, and redevelopment/expansion of our properties.

We value our vendors and contractors as partners in our mission to empower all individuals and

families in need to achieve an enriched quality of life by providing housing opportunities and

resources throughout San Bernardino County.

II. PURPOSE

The purpose of this Request for Proposals is to solicit responses from qualified companies to

furnish services to the HACSB as identified in the “Scope of Work” of this request.

The Housing Authority of the County of San Bernardino (HACSB) was organized in 1941, under

the U.S. Housing Act of 1937. HACSB has a governing Board of Commissioners, which are

appointed by the County’s Board of Supervisors. The seven commissioners serve this public

agency and act as its Board of Commissioners. These individuals give generously of their time

in an effort to provide decent and affordable housing to low-income families and seniors within

the County of San Bernardino. An Executive Director appointed by the Board is responsible for

managing the daily operations of the agency and overseeing a staff of approximately 130

employees. Annual budget for the Authority is approximately $250 million.

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HACSB

Procurement Department

Request for Proposal

ARMED GUARD SERVICES

RFP No. PC1445

Page 3 of 31

The majority of our work is to provide rental assistance to low-income families either by housing

families in the 2,204 units HACSB owns and manages or by providing subsidized housing

assistance to a landlord for renting their housing unit to 10,798 assisted families. We provide

housing assistance based on the number of rental assistance vouchers and other affordable

housing units for which we are authorized and funded through the U.S. Department of Housing

and Urban Development (HUD).

A. Contact Information

This RFP is being issued, as will any addenda by the HACSB. The contact person for the

HACSB is:

Alicia Schneider, Procurement Officer

715 E. Brier Drive

San Bernardino, CA 92408-2841

(909) 890-0644

(909) 915-1831 - FAX

procurement@hacsb.com

Proposals and questions will not be accepted by e-mail or facsimile. All proposals must be

completed and uploaded into the PlanetBids website or by paper response.

III. Contract Term

The Contract period will be for a two (2) year period beginning approximately March 1, 2026,

through February 28, 2028, with three single or multiple year options to extend the contract until

no later than February 28, 2031, or until such time as terminated per the terms of the agreement

or unless for any reason funds which have been appropriated for the provision of these services

are no longer available.

The initial engagement will be for a two (2) year period. In addition, HACSB shall have the

option to extend the engagement to up to three (3) additional years, exercised as single or

multiple years, at the fee in the original proposal. The optional years shall be exercised by

written amendment executed by each party with Board of Commissioners approval on behalf of

HACSB for additional funding on option years if needed.

IV. Proposal Timeline

Release of RFP

Question Due

Answers to Questions

Proposals Due

Evaluation Process

Presentations

Award of Contract

October 31st , 2025

November 14th, 2025 @ 2PM PST

November 21th, 2025

December 1st, 2025 @ 2PM PST

December 2025

If applicable

February 2026

All questions shall be submitted via PlanetBids. Proposals will not be accepted by e-mail or

facsimile. All proposals must be submitted with signatures through www.Planetbids.com

Page 3 of 31

HACSB

Procurement Department

Request for Proposal

ARMED GUARD SERVICES

RFP No. PC1445

Page 4 of 31

HACSB may insert elective choices such as site visit, oral interviews, presentations,

demonstrations, shortlist, best and final offers, etc.

V. Proposal Conditions

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions

of the RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months

after the proposal opening.

C. Required Review

Proposers should carefully review this solicitation for defects and questionable or objectionable

material. Comments concerning defects and objectionable material must be made in writing

and received by the RFP contact at least ten days before the proposal opening. This will allow

issuance of any necessary amendments. It will also help prevent the opening of a defective

solicitation and exposure of proposals upon which award could not be made. Protests based on

any omission or error, in the content of this RFP, may be disallowed if not brought to the written

attention of the RFP Contact in Section II, Paragraph A – Contact Information, at least five days

before the Deadline for Proposals.

D. Questions

Questions should be submitted via PlanetBids, however, proposers may submit written questions

regarding this RFP by mail or e-mail to the RFP Contact listed in Section II, Paragraph A – Contact

Information by the date stated in Section IV – Proposed Timeline. All questions submitted will be

answered and posted on PlanetBids.

E. Incurred Costs

HACSB is not obligated to pay any costs incurred by Proposer in the preparation of a proposal in

response to this RFP. Proposers agree that all costs incurred in developing a proposal are the

Proposer’s responsibility.

F. Amendments/Addenda to RFP

HACSB reserves the right to issue addenda or amendments to this RFP if HACSB considers that

changes are necessary or additional information is needed.

Changes to a proposal or withdrawal of proposals will only be allowed if acceptable requests are

received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals

will be accepted after the deadline.

G. Best Value Evaluation

As established in this solicitation, HACSB realizes that criteria other than price are important

and will award contract(s) based on the proposal that best meets the needs of HACSB. The

optimal combination of quality, price, and various qualitative elements of required services will

provide HACSB the greatest or best value for its money.

H. Right of Rejection

Offers must comply with all the terms of the RFP, and all applicable local, state, and federal

laws, codes, and regulations. HACSB may reject as non-responsive any proposal that does not

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HACSB

Procurement Department

Request for Proposal

ARMED GUARD SERVICES

RFP No. PC1445

Page 5 of 31

comply with all the material and substantial terms, conditions, and performance requirements of

the RFP.

Proposers may not qualify the proposal nor restrict the rights of HACSB. If Proposer does so,

the proposal may be determined to be a non-responsive counteroffer and the proposal may be

rejected.

No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation and

if the irregularity, defect or variation is considered by HACSB to be immaterial or

inconsequential, HACSB may choose to accept the proposal.

Minor informalities may be waived by the Procurement and Contracts Supervisor when they:

• Do not affect responsiveness;

• Are merely a matter of form or format;

• Do not change the relative standing or otherwise prejudice other offers;

• Do not change the meaning or scope of the RFP;

• Are trivial, negligible, or immaterial in nature;

• Do not reflect a material change in the work; or

• Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the proposal and given an

opportunity to correct the irregularity, defect or variation or HACSB may elect to waive the

deficiency and accept the proposal.

This RFP does not commit HACSB to award a contract. HACSB reserves the right to reject any or

all proposals if it is in the best interest of HACSB to do so. HACSB also reserves the right to

terminate this RFP process at any time.

I. Clarification of Offers

In order to determine if a proposal is reasonably acceptable for award, communications by the

Facilitator for the Evaluation Panel are permitted with a Proposer to clarify uncertainties or

eliminate confusion concerning the contents of a proposal. Clarifications may not result in a

material or substantive change to the proposal. The evaluation by the Facilitator may be

adjusted as a result of a clarification under this section.

J. Public Records Act

All information submitted in the Proposal or in response to request for additional information is

subject to disclosure under the provisions of the California Public Records Act (California

Government Code section 6250, et seq.). Proposals may contain financial or other data that

constitutes a trade secret. To protect such data from disclosure, Proposers should specifically

identify the pages that contain confidential information by properly marking the applicable pages

and inserting the following notice on the front of its response:

NOTICE

The data on pages ______ of this Proposal response, identified by an asterisk (*)

or marked along the margin with a vertical line, contains information which are

trade secrets. We request that such data be used only for the evaluation of our

response but understand that disclosure will be limited to the extent that the

HACSB determines is proper under federal, state, and local law.

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Commodity Codes

• NAICS 561612Security Guards and Patrol Services

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