RFP 2026-03 Event Security Services

The Rural Municipality of Gimli is soliciting proposals for specialized security services to support a series of public events scheduled throughout the summer and early fall of 2026, with exact staffing requirements outlined for specific dates and times ranging from two to eight personnel per event. Events include multi-day engagements such as July 1–2, July 31–August 1, August 1–3, and September 11–13, with hours extending into overnight periods, necessitating personnel capable of working extended shifts. Proposals must include a detailed cost per person per hour, travel expenses per event, and any additional relevant information to support comprehensive bidding, with all submissions required through the Merx platform and subject to applicable fees. The solicitation, identified as RFP 2026-03, was posted on May 27, 2026, with proposals due by June 12, 2026, and is issued under the NAICS code 561612 for Security Services. The evaluation process follows a best-value trade-off methodology, weighing technical capability and experience at 38.5% of the total score, price at 30.8%, and additional factors such as vendor past performance, narrative vision, and demonstration each contributing to the remaining points. All proposals must be submitted as two distinct electronic files: a technical proposal restricted to 200 pages excluding forms and certifications, and a separate price proposal using the designated form with fixed, itemized costs. Contractual obligations include strict compliance with insurance requirements covering general liability, workers’ compensation, cyber liability, and professional liability, with the municipality named as an additional insured. The contractor must indemnify the municipality against claims arising from negligence, ensure data remains the exclusive property of the municipality, prohibit gifts or conflicts of interest, and secure prior written approval for any key personnel substitutions. Subcontractors must be disclosed upfront and remain the contractor’s responsibility. Performance is limited to locations within the Rural Municipality of Gimli, with a contract term of up to three years, extendable to five by mutual agreement. Failure to meet performance standards may result in termination for cause, while the municipality retains the right to terminate for convenience. All modifications must be in writing and signed by an authorized representative, with no oral agreements recognized. The estimated contract value ranges between $750,000 and $1,500,000 based on historical and comparative benchmarks.