Armed Security Services

The Tulsa City-County Library is seeking qualified and experienced Contractors to provide armed security services for our Library system. The objective of this service is to provide professional security services for the Library system by ensuring the safety of all employees and patrons through effective security procedures.

Background

Project Details

• Department: Finance Department
• Department Head: Dawn Officer (CFO)

Important Dates

• Pre-Proposal Meeting: 2026-07-24T19:00:00.000Z — Central Library, 400 Civic Center, Tulsa, OK 74103 - Meeting will be with Roy Owens, Senior Manager of Security Operations. To schedule please call 918-549-7457.

Evaluation Criteria

• Detailed Specifications Summary —

  The contractor shall provide armed security guard services that meet the following specifications:

  1. Personnel Requirements:
     1. All security guards must be licensed to carry firearms in the State of Oklahoma and CLEET Armed License.
     2. Guards must have a minimum of 2 years of experience in armed security services.
     3. All personnel must pass a background check, including criminal history, drug testing, and employment verification.
     4. Guards must be trained in first aid, CPR, and AED usage.
     5. Personnel must be proficient in conflict resolution and de-escalation techniques.
  2. Uniform and Equipment:
     1. Guards must wear a professional uniform that clearly identifies them as security personnel.
     2. All guards must be equipped with a firearm, handcuffs, and a flashlight.
     3. Additional equipment may include body armor, batons, and pepper spray, as deemed necessary.
  3. Post Orders and Duties:
     1. Guards will be responsible for monitoring entrances and exits, conducting patrols, ensuring the security of the premises, and provide additional support at some locations for locker checkouts, bike locks, and skateboard locks.
     2. Guards must maintain a visible presence to deter criminal activity and provide assistance to employees and visitors.
     3. Personnel will be required to respond to alarms, emergencies, and incidents, PIC (person-in-charge) and to coordinate with local law enforcement as needed.
     4. Guards must maintain detailed logs of their activities and report any incidents or suspicious activities to the designated Tulsa City-County Library employee.
  4. Training and Certification:
     1. All guards must complete a comprehensive training program that includes firearms training, legal authority, and use of force.
     2. Guards must receive ongoing training to stay current with security practices and legal requirements.
     3. Contractor must provide documentation of all training and certifications for each guard assigned to the Tulsa City-County Library upon request.
• Qualifications, Specifications, and RFP Requirements —

  The contractor shall furnish all necessary labor, supervision, uniforms, training, and equipment in accordance with the provisions, terms, and conditions set forth in the RFP.  A minimum of two (2) years of security Guard Services is required.  Proposers are to provide a summary of their firm’s experience as well as the experience of the upper management and supervisory staff that will be providing services under a contract with the Library.  In addition, proposers are to provide a summary of the minimum qualifications needed to become a security guard with their firm as well as the type, level, and duration of training that is provided to these employees upon hire and throughout employment.

  License and Permits:

  The contractor and assigned personnel shall possess all license and permits required by the State of Oklahoma. Furthermore, the contractor shall possess a business license, which shall be submitted with their proposal.

  24-Hour Communications Capability:

  Contractor shall maintain a 24 hour communications center.  Contractor shall be responsible for the proper operation and security of its pagers, radios, land line & cellular phones, and chargers.

  Uniforms and Equipment:

  Contractor shall provide uniforms to employees who are assigned to work on the contract at no additional expense to those employees or the Library.  Uniforms shall bear a patch identifying the contractor.  Uniforms are subject to the Library’s approval.  Pictures of contractor uniforms are to accompany the contractors RFP response.

  Contractor shall be provided communication equipment, i.e. 2-way radios, to those employees who are assigned to work on the contract at no additional expense to those employees.  Contractors shall submit a detailed list of all equipment available to employees along with their RFP response.

  Security guards must wear nametags or identification cards with a picture.  Contractor shall provide such to its employees at no additional expense to the employees or the Library.  Contractor shall ensure that the nametag or identification card is properly worn and displayed.  A sample nametag is to be provided with contractor’s RFP response.

  Background Check:

  Contractor shall certify that all personnel have successfully passed a criminal background check prior to assignment to the Library.  All security guards shall pass a fingerprint check conducted by the State of Oklahoma.  The Library further reserves the right to review the personal background check and to conduct further security clearances on the contractor’s assigned personnel.  In such cases, the contractor shall cooperate with Library authorities and furnish the names of such persons who may be assigned for completing a more thorough detailed check. The following information shall be provided with each name to the Library:

  • Date of birth
  • Social security number
  • OK driver’s license or state ID number
  • Current address
  • All background information required by the Library
  • Emergency contact information

  Any person not acceptable to the Library shall be prohibited from working under this contract.

  Drug Screening:

  Prior to assignment at any Library site, all prospective guards must pass a drug test administered at the contractor’s expense.  At the minimum, the screen shall include a testing of urine samples for marijuana, amphetamines, methamphetamines, cocaine, and opiates. The Tulsa City-County Library will not allow any person who appears to be under the influence of alcohol, illegal drugs, or narcotics to work on their premises.

  Supervision:

  Supervision of assigned personnel shall be provided on a daily basis, 24 hours per day, 7 days a week, or during all hours when security personnel are assigned. Supervisors shall be available to the Library managers and authorities at the various facilities.  Supervisors shall have prior security experience, know and understand the operational aspect of the security business, be an appropriate role model, and have an ability to teach, guide and direct effectively.  Supervisors shall employ measurable performance criteria in their evaluation of employees.

  Guard Education and Experience:

  Assigned personnel shall possess, at minimum, either a high school diploma or a General Equivalency Diploma.  Assigned personnel should have prior experience in similar security work, be persons of mature judgement, and be able to think and act quickly in an emergency.

  Language Requirement:

  All assigned personnel shall be able to read, speak, understand and write the English language.  Specifically, assigned personnel shall be able to report emergencies to 911 and write clear and legible incident reports, read employee and visitor names as well as office locations, and instruct patrons where to go.  Assigned personnel must be able to read and understand all posted warning and danger signs of potential hazards and safety instructions.  It is desirable to have assigned personnel that are bilingual in Spanish.

  Physical Qualifications:

  Medical examinations of security guards to assure their physical fitness shall be conducted at the contractor’s expense, prior to the initial request for clearance and annually thereafter.  Assigned personnel must be able to stand for extended periods of time, walk, run, climb stairs, and pass fit for duty physical.

  Mental Qualifications:

  Security guards must be mentally alert and capable of exercising good judgement, implementing instructions, and assimilating necessary specialized training.  Emotional and mental stability are essential since duties normally require contact with the public and quick action under emergency situations.

  Training:

  Contractor shall provide the following training at no additional expense to the Library:

  • The contractor will be expected to provide an on-boarding training to newly assigned guards at each post.  In conjunction with the site supervisor, newly assigned guards shall be taught specific post duties, emergency procedures, and protocols provided by the Library.
  • Contractor shall provide refresher training in basic security detail to all assigned personnel at least once per year.  Assigned personnel shall also receive training and be certified in Basic First Aid and CPR. It is desirable that assigned personnel take classes related to “Management of Aggressive Behavior” and “Customer Service.”

  Proposer’s response to this RFP must include an outline of their complete training program.

  Registered Personnel:

  Contractor shall keep records that ensure all assigned guards have received their training, registrations and permits, and that they timely renew them as may be required by State and local authorities.  The Library may inspect such documents at any time upon request.

  Post Duties and Operating Procedures:

  Prior to staffing an account, the contractor shall provide the following at no additional expense to the Library;

  • Meet with the Security Manager and review current security guard post duties and operating procedures.
  • Amend current post duties and operating procedures in writing, as necessary, to the mutual agreement of both parties.
  • Hold an orientation/training meeting with assigned personnel, at which time they shall be given a written copy of the post duties and operating procedures.
  • Provide a written copy to the Security Manager and Contractor.

  The contractor shall establish a specific set of post duties and operating procedures for each Library the Security Manager assigns.  These post duties and operating procedures shall be completed within three (3) days following the contract start date.  The contractor shall not seek additional monies from the Library for establishing such.  In addition, the established post duties and operating procedures shall not require the Library to purchase any additional equipment or supplies it does not currently use for security purposes.

  Contractor shall review the security guard post duties, operating procedures and performance of security guards with the Security Manager on a quarterly basis (or sooner if deemed necessary by the Security Manager.)  Post duties and operating procedures shall be updated as necessary to ensure an optimum level of service and documentation of post duties and procedures.  Any revisions shall also be clearly conveyed to assigned personnel, and they shall each receive a revised written copy.  The Security Manager shall also receive a revised written copy.

  Appearance and Grooming:

  Assigned personnel shall arrive at work well-groomed, in a professional manner, and in the appropriate company uniform-complete with company patch/badge, nametag or identification card, and the required equipment.  Uniforms shall be in respectable condition, fitted properly, cleaned, pressed, and present a professional appearance.  Assigned personnel shall wear appropriate shoes for their post duties.  Assigned personnel shall not “accessorize” their uniforms.

  Assigned personnel shall not lean against walls, stand with their hands in their pockets, slouch in chairs, lean on desks/tables, or adopt an unprofessional conduct or posture.  Furthermore, assigned personnel shall not read magazines, or newspapers, watch television, use earphones to listen to music, use a mobile phone or other mobile device to play games, watch videos, socialize with Library staff, or any other thing not related to post duties.

  Responding and Reporting:

  Assigned personnel shall respond to emergencies of every variety requiring immediate action or assistance.  Assigned personnel shall call 911 for assistance when necessary.

  Incident Reports:

  Contractor shall furnish a written report for each incident of injury, security or policy violation.  Contractor shall furnish a written report prior to end of shift of the incident to the Security Manager where the incident occurred.

  Guard Duties:

  Typical duties of the security guards at Library facilities include, but are not limited to the following:

  • Interact professionally with the public and Library personnel to help ensure a safe environment
  • Enforce a no smoking and vaping policy within the building and within 25 feet of all entrances
  • Contact 911 for emergency situations
  • Walk and check all library departments, library stack,  and staircases every hour as well as bathrooms every 30 minutes  (The time it takes patrol will vary according to the location)
  • Make sure no unauthorized persons are in “staff only areas” of the library
  • Make rounds to check interior doors and exterior doors, windows, and gates/fences are properly closed or locked or otherwise properly secured
  • When the library staff announces that the library is closed for the day, guards will make confirm that all patrons have left the building by walking the entire library.
  • Responding to requests by Security Manager: guards will work with Library staff and Branch Managers to ensure that the library’s Rules and Policies are adhered to by all persons in the library
  • Inspecting parking areas
  • Escorting any visitors from the building that may be violation of Library policies and have been asked to leave for the day
  • Reporting any unsafe or dangerous conditions or circumstances to the Security Manager and the P-I-C.
  • Security must make contact with individuals who enter the Library with weapons, i.e. handguns, knives, etc., and ask them to secure them in their vehicle or leave the property
  • Guards will be responsible for monitoring entrances and exits, conducting patrols, ensuring the security of the premises, and provide additional support at some locations for locker checkouts, bike locks, and skateboard locks.
  • Guards must maintain a visible presence to deter criminal activity and provide assistance to employees and visitors.
  • Personnel will be required to respond to alarms, emergencies, and incidents, PIC (person-in-charge) and to coordinate with local law enforcement as needed.
  • Guards must maintain detailed logs of their activities and report any incidents or suspicious activities to the designated Tulsa City-County Library employee.
• Overnight Security and Mobile Patrol —

  Contractor will also provide armed overnight security for Central Library, Bronson Brookside Library, Rudisill Library, and other locations as requested between the hours of 11 P.M. and 7 A.M. Sunday through Saturday using the Library's designated security vehicle.

Submission Requirements

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