Project Information

Bid Title

Library Security Services FY 2027

Issuing Agency

City of Warwick

Location

Rhode Island

Published Date

Mar 16, 2026

Closing Date

Mar 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

2027L-01

Original Source

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Bid Documents

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Project Description

Library Security Services FY 2027

Bid Number:

2027L-01

Start / End Dates & Times:

03/16/2026 - 9:00am to 03/30/2026 - 3:00pm

Bid: Open

Addendum(s):

bid_2027l-01_security_services.pdf

Attachment Preview

INVITATION TO BID

Bid #2027L-01: Uniformed Security Services

Warwick Public Library • 600 Sandy Lane, Warwick, RI 02889

Part A: General Bid Information

1. Overview

The Board of Trustees of the Warwick Public Library is seeking proposals from qualified

Contractors to provide uniformed security service for the Warwick Public Library facility at 600

Sandy Lane, Warwick, RI 02889. The initial contract term is one (1) year, with an option to renew

for one (1) additional year at the Library’s discretion. Prices shall be held firm for two (2) years

from the date of award. Security services will begin July 1st, 2026.

2. Specifications & Availability

Bid specifications are available through the following channels:

• In person: Warwick Public Library Administrative Office, 600 Sandy Lane, Warwick, RI

— Monday through Friday, 9:00 AM to 3:00 PM, on or after March 16, 2026

• Online: City of Warwick Bids page at http://www.warwickri.gov/bids

3. Submission Requirements

Sealed bids must be received in the Administrative Office no later than 3:00 PM on Monday,

March 30, 2026. Bids will be opened publicly at 3:00 PM on the same day in the Administrative

Office.

Each bid submission must include the following:

• One (1) original and one (1) copy of the bid, submitted in a sealed envelope

• The exterior of the envelope must be clearly marked with your company name and “Bid

#2027L-01 Security Services”

• Original certificate of insurance naming the City of Warwick as additional insured,

including the bid name and number (faxed certificates are not acceptable)

• Proof of State of Rhode Island Security License and bonding coverage

• IRS Form W-9 (if required under IRS regulations)

No bids will be accepted via fax or email. Late submittals will be rejected. Bids received prior to

the opening will be kept securely, unopened. No responsibility will be attached to any officer or

person for premature opening of a bid not properly addressed and identified.

4. Award Criteria

Awards shall be made on the basis of the lowest responsive and responsible bid, with

consideration given to overall best value to the Library, including but not limited to price,

qualifications, and demonstrated experience. The Board of Trustees is not obligated to accept the

lowest bid and reserves the right to reject any and all bids, waive minor informalities, or amend

the scope of the project.

5. Terms & Conditions

Non-Discrimination

The Contractor shall not discriminate against any employee or applicant for employment on the

basis of physical or mental disability for any position for which the individual is qualified.

Noncompliance may result in the Library declaring the Contractor in breach, including termination

or cancellation of the contract.

Certification of Good Faith

By filing a bid, the bidder certifies that no officer, agent, or employee of the Library or City has a

pecuniary interest in the bid or participated in contract negotiations on behalf of the Library; that

the bid is made in good faith without fraud, collusion, or connection with any other bidder; and

that the bidder is competing solely on their own behalf.

Deviations from Specifications

Any deviation from the bid specifications must be noted in writing and attached as part of the bid

submission. The bidder shall identify the specific item or section and describe the nature of the

deviation. The Board of Trustees reserves the right to rescind an award for non-compliance with

proposal specifications.

Withdrawal of Bids

Negligence on the part of the bidder in preparing the bid confers no right for withdrawal after the

bid has been opened.

Tax Exemption

The Library is exempt from Rhode Island Sales Tax under the 1956 General Laws of the State of

Rhode Island, §44-18-30, Paragraph I, as amended.

6. Accessibility

Individuals requesting interpreter services for the hearing impaired must notify the Warwick Public

Library at (401) 739-5440, ext. 6, at least 48 hours in advance of the bid opening date.

7. Questions & Contact

All questions pertaining to these specifications should be directed to:

Evan Barta, Deputy Director Warwick Public Library 600 Sandy Lane, Warwick, RI

02889 (401) 739-5440, ext. 9753 ebarta@warwicklibrary.org

Part B: Scope of Services

Service Hours

Uniformed security service is required at the Central Library, 600 Sandy Lane, starting July 1st,

2026 for 24 hours per week, allocated as follows:

• Monday–Wednesday: 3:00 PM – 8:00 PM

• Thursday: 12:00 PM – 5:00 PM

• Friday or Saturday: 1:00 PM – 5:00 PM (June–August)

• Sunday: 1:00 PM – 5:00 PM (September–May)

General Duties

Contract security personnel will implement the Library’s security objectives. Duties include, but

are not limited to:

• Entry and egress access control

• Roving patrols of interior and exterior building areas

• Completion of incident and daily operating reports

• Monitoring and responding to the Library’s standard safety and security operating

procedures

• Enforcing the Library’s patron behavior policy

• Cooperating and coordinating with the Warwick Police Department as necessary

Security employees are expected to interact effectively and professionally with library patrons of

all ages.

Management & Supervision

The Contractor shall provide appropriate management and supervision for all of its employees

and shall be solely responsible for instituting disciplinary action for employees not in compliance

with the Contractor’s rules and regulations, as well as the policies of the Warwick Public Library.

Prior to the commencement of the contract, the Contractor shall develop a comprehensive set of

general procedures and site-specific responsibilities. These must be reviewed and approved by

the Warwick Public Library before services begin.

The Contractor shall also respond as necessary to accommodate additional duty hours as may

be requested by the Library.

Staffing & Training

The Contractor shall ensure the hiring, training, and administration of motivated and professional

employees that meet or exceed both the Contractor’s and the Library’s standards. Consistency is

critical; coverage should be provided by no more than two (2) dedicated employees on a weekly

basis, with accommodations permitted for vacations and illness.

The Contractor shall provide newly hired staff with safety training on an as-needed basis, as well

as annual refresher training for all staff.

Uniforms & Appearance

The Contractor is responsible for the daily personal appearance of security personnel. The

Contractor shall provide seasonal uniforms and weather-appropriate protective clothing

necessary to support continuous performance of contract requirements.

Weapons Policy

Security officers are prohibited from carrying weapons of any kind unless specifically authorized.

Prohibited items include, but are not limited to: firearms, nightsticks, martial arts weapons or

equipment, batons, and any chemical agent spray or liquid.

Personnel Removal

The Contractor shall remove from the site, whenever required by the Warwick Public Library, any

employee deemed unsatisfactory or undesirable, within the limits of applicable law.

Billing & Invoicing

The Contractor shall administer all cost accounting and billing relative to this contract. All invoices

must clearly delineate the dates and times of services provided.

Part C: Instructions to Bidders

Bidders must address each of the following items in the order listed, as an attachment to the bid

form.

1. Company History and Organization

Provide a brief company history, mission statement, and organizational summary, including

ownership structure (private or public).

2. Management

Identify by position or title the person who will have overall responsibility for the Warwick Public

Library account. Describe how this person will supervise on-site contract staff, including

management inspection programs and job performance standards.

3. On-Site Personnel

All personnel provided under this bid must be thoroughly trained, experienced, and qualified to

perform the work to which they are assigned. No more than two (2) different employees are to be

assigned to cover security at the Library on a regular basis; accommodations may be made for

vacations, illness, and similar circumstances.

Provide a resume for each employee who would provide on-site security, including education,

relevant experience, and training.

4. Experience in a Library or Educational Setting

Describe in detail the firm’s relevant experience in a library, educational, or nonprofit setting within

the last three (3) years. Include dates and names of organizations served.

Describe the firm’s experience interacting with teenagers in these settings.

5. Staff Training

Specify the types of training provided to staff on an as-needed basis and on an annual basis.

Please be specific.

6. Cost Proposal and Invoicing

Provide billing rates by the hour for 24 hours per week. Include overtime policies, minimum hours

of service per day, and holiday policies.

Describe invoicing frequency and procedures. All invoices must clearly delineate dates and times

of services provided.

7. Insurance and Licensing

The successful bidder shall carry and maintain all necessary insurance, licensing, and bonding

with respect to any work performed at the Warwick Public Library facility.

Commodity Codes

• NAICS 561612Security Guards and Patrol Services

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