00624 QA 01.pdf

(Rev5/8/2023)

[Question & Answer #01] Security Guard Services - 00624

This document is posted to capture the questions received during the question & answer period for 00624 security guard services. This document is the official response to the questions received.

Questions or responses included in this document require changes to the solicitation documents with the following new file names and updates:

• CompetitiveSolicitation 00624 02: Appendix A has been updated for clarification on required file types. A minor typo (Exhibits to Exhibit) was removed on page 2.

• Exhibit C – Bid Price 02: Category 4 Vehicles tab was updated to allow flexibility on pricing. Clarification on Standard and Rapid Response requirements were added to each category tab.

• Exhibit D – Contract 02: The following sections were updated for clarity on the monthly vehicle rates to align with Exhibit C changes (8.4.(h) and Exhibit A 1.10.)

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Chelsea Clark descontractsteamapple@des.wa.gov mailto:descontractsteamapple@des.wa.gov

Question # Question Response

Did this change the solicitation?

1.

This is the second time this solicitation has posted. What has changed with this second posting?

Here is a non-comprehensive list of the changes:

• Updated the documents to the current templates.

• Updated some of the questions (and related page limits) in Exhibit B – Non-

Cost Factors.

• Added Category 4 – Other Services.

• Changed Category 4 (Vehicles) from hourly rates to monthly rates.

• Added document file type requirements (this varies by document).

It is highly recommended to carefully review each document to fully understand the requirements.

No.

2.

Can you share what was protested that caused cancellation of the original solicitation?

The Protest Officer's response determined that there was some merit to the protest, regarding fairness of the bid evaluations (specific to discrepancies with page count requirements and scoring criteria provided to the evaluators). Upon DES's review of this response, it was determined that the best course of action was to cancel and repost the solicitation with corrections implemented from the findings in the response.

3.

Why has the OMWBE certification question been removed from Exhibit A?

OMWBE Certification is not a requirement for the bid, and Exhibit A is for the Bidder to certify the specific requirements in order to be responsive and responsible for the bid. As this information is declared in WEBS, customers are able to view these certifications when considering which contractor may be the best fit for their needs.

4.

Is there a penalty for identifying your company?

DES requires that Bidders do not use identifiable information in the Exhibit responses for Exhibit B – Non-Cost Factors. This can be found within the instructions section for Exhibit B – Non- Cost Factors, item 3(c).

c. No Identifiable Information in Bidder’s Exhibit Response. The State intends to conduct anonymous evaluations to minimize the risk of any potential bias. Bidders must not include any business names, logos, employee’s names (replace with position title or role), or other specifically identifiable information in their responses to this exhibit. The State will review all bid submittals prior to forwarding them to evaluators if the State finds identifying information in the submittal, Enterprise Services will notify the bidder and allow them two (2) business days to correct and return their response. Bidders will not be allowed to alter any other information other than to remove the identifying information. If the bidder does not make the required adjustments, Enterprise Services will make modifications to remove the identifying information and deduct two

(2) points from the bidder’s score for this exhibit.

5.

What is the difference between statewide, county, city?

Is there a minimum or maximum to how many areas we can bid on?

Statewide, county, and city (Seattle and Tacoma city limits) are geographic service areas for contract award (which will be awarded by category and specific geographic service areas). If a bidder submits a bid for statewide, they must have capacity and capability to provide services to the entire state of Washington. Similarly, Bidders may submit bits for any (or all) of the county and two city options. Bidders may bid on one of these options, at minimum, or all options, at maximum.

6.

Previously, Vehicles (Category

4) were at hourly rates. Why did this change happen?

Based on feedback since the prior solicitation, this change was made to monthly. Prorate terms were added to the contract to accommodate and add flexibility to this update.

However, under further consideration of the feedback received, the documents have been updated to give the Bidder flexibility on the billing rate. Rates are still required for both standard and rapid response.

Yes.

7.

What is the definition of rapid response?

The definition of rapid response can be found in Exhibit D – Contract, Exhibit A

1.9. Rapid Response. Rates for services

needed immediately or under 48-hours, or for assignments that are short in duration (less than one month), or for a short shift (less than six hours).

No.

8.

For Other Services (Category 4), what qualifies as an add-on, or other service?

The “Other Service” must still fall within the scope of the contract for Security Guard Services –a uniformed presence that enhances and supports the safety and security of the assigned work site.

The definition can be found in Exhibit D

– Contract, Exhibit A 1.7. Other Services. Other add-on services that support, or enhance, security guard services.

No.

9.

Should we fill out the subcontractor document if we are not sure if we will be using subcontractors?

That would be at the discretion of the Bidder. But, if it helps to be aware, DES will be evaluating the prime business in consideration of award, rather than the sub-contractors.

No.

10.

Are contractors still expected to compete for business, even after award?

Following contract award, contractors and their related contact information are listed on the contract summary page.

(See the contract summary page for 03818.) Purchasers (customers) will visit the page and see which contractors have been awarded the categories and service areas they are seeking to cover, as well as the pricing. Then, they are advised to reach out to clarify their needs to determine which contractor is a good fit. Following contract award, contractors may promote themselves.

However, being an awarded contractor does not mean sales are guaranteed.

No.

https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03818

11.

My business is certified as a SBE – am I eligible to submit a proposal for this opportunity?

Requirements for the bid are specified through out all solicitation documents. It is highly recommended to review each to determine if the Bidder can meet those requirements.

Regarding small businesses, this solicitation has both Main Awards and Reserved Awards. More information about this can be found on page 3 of the “Competitive Solicitation 00624” document.

Reserved Awards for Contracts.

Reserved Awards are best value procurement awards. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Accordingly, to help facilitate Washington state agency purchases of Goods/Services from Washington Small Businesses and/or Certified Veteran-Owned Businesses, Enterprise Services intends to make Reserved Awards, for each specified Contract Category within each specified Geographic Area, to the highest scored, responsive, responsible Bidder who:

• Did not receive a Main Award for such specified Contract Category within such specified Geographic Area; and Certifies pursuant to Exhibit A – Bidder’s Certification and qualifies as a Washington Small Business and/or Washington Certified Veteran-Owned Business.

If subcontractors are utilized on a Reserved Award Contract, those subcontractors also must qualify as a Washington Small Business and/or Certified Veteran-Owned Business as described in Exhibit A

– Bidder’s Certification.

12.

Are there limitations to business size?

A business of any size may submit a bid. There are certain limitations should a Bidder want to certify they are a Washington Small Business (see item 23 in Exhibit A). Additionally, the Bidder (regardless of the size of their business) must certify whether or not they have the operational capacity to perform the contract (item 28 in Exhibit A).

No.

13.

How do Bidders pass a responsiveness check?

What is included in the Bid Responsiveness check can be found in the “Competitive Solicitation 00624” document, on page 13 (4.2. Bid Responsiveness Review (Pass/Fail).

This includes, but is not limited to, reviewing the Bidder submitted all required Bid Submittals, if they are complete, signed, and legible and if Bidders meet the minimum required performance requirements.

No.

14.

Are all documents required to be submitted in Microsoft Word?

The following Exhibits have the following file type requirements:

• Exhibit A: .docx or PDF

• Exhibit B: .docx

• Exhibit C: .xlsx or Microsoft Excel

• Exhibit E: .docx or PDF

The “Competitive Solicitation 00624” document (Appendix A) has been amended for clarity on this topic.

Yes.

15.

Should we submit early, or wait until all possible amendments have gone out?

Are we able to submit our bid more than once with changes?

It is at the Bidder’s discretion on when to submit their bid. Bidders may make changes to their bid only before the bid deadline which is April 28, 2025 at 11:59 PM. No Bid submissions will be accepted after this deadline.

No.

16.

Is it right that if a security company does not offer patrol services, they are limiting themselves from reaching potential clients?

Bidders must certify whether or not they have the operational capacity to perform the contract (item 28 in Exhibit A). After contract award, Purchasers (customers) may reach out to the awarded contractor of their choice to discuss their needs and determine if the contractor is able to meet those needs.

17. Is a digital signature okay? Yes, digital signatures are accepted. No.

18.

Is there a way to show extra certifications?

Requirements for the bid are specified through out all solicitation documents. It is highly recommended to review each to determine if the Bidder can meet those requirements.

Any additional resumes, certifications, etc. will not be considered if submitted.

No.

19.

Can you guide me on how to identify the specific duties, city or department requirements, and the number of personnel needed for this solicitation?

Project details depend on the specific needs of the Purchasers of this statewide contract, which can vary from assignment to assignment. Eligible Purchasers of this contract can range from state agencies, political subdivisions, tribes, federal agencies, and public benefit nonprofits.

Here is a list of all organizations with current contract usage agreements.

If you are seeking specific contractor spend data, you can locate that here:

State Spending Reports (wa.gov) and search the awarded contractors found on the 03818 Security Guard Services summary page here: Contract Summary (wa.gov)

Please be aware, this website is not specific to DES contracts only, but may be a helpful tool.

20.

Where can I learn more about the current contract, the previously awarded vendors, and the previous solicitation?

You can visit the contract summary page for 03818 here to view the current contract (expired on 12/31/24), current and previous pricing, and previous solicitation documentation.

No.

21.

What does a Bidder do if their pricing model does not align with the pricing model of the solicitation?

That would be a business decision for the Bidder to make, to determine how this impacts their bid. The pricing model was developed from research and development with the solicitation sourcing team, a group of customers of the contract. Therefore, the pricing model (Exhibit C) must be used by the Bidder if they want to submit a bid, and work as a contractor for the subsequent contract (if awarded).

No.

22.

Who is the current incumbent? The previous contract, 03818, expired on December 31, 2024. The incumbents for this contract can be found on the summary page here.

https://apps.des.wa.gov/DESContracts/Home/MCUAListing https://apps.des.wa.gov/DESContracts/Home/MCUAListing https://fiscal.wa.gov/Spending/Checkbook https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03818 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03818

23.

When was the current incumbent awarded the contract?

The effective date of the previous contract, 03818, was January 01, 2019.

Additional contractors were added at various, later dates. Their contracts and these dates can be found on the summary page here.

24.

Could you please provide us copy of current contract?

Copies of the previous contract, 03818, can be found on the summary page here.

25.

Are there any subcontractors being used for the current contract?

Subcontractors were allowed on contract 03818, so it is a possibility the awarded contractors utilized subcontractors.

26.

What was the initial term length of the current contract (for example, 1 year plus 4 year options, etc.)

For contract 03818, the initial term was thirty-six (36) months, with an option to renew for up to thirty-six (36) additional months.

27.

What was the start date of the initial contract?

The effective date of the previous contract, 03818, was January 01, 2019. No.

28.

What was the amount spent on this contract last year?

For 2024, the total sales reported as of 03/31/25 was: $23,822,366.00

29.

What was the total spent in the last billed month?

Sales are reported quarterly. For Q4 2024, as of 03/31/25, the total sales reported was: $6,574,213.00

30.

Are there any other rates billed separately (e.g., equipment, vehicles, etc.)

For 03818, the pricing sheet and various rates can be found on the summary page here.

For 00624, there is Category 4 – Add- On categories for an opportunity to place bids for add-on services such as:

Vehicles, Supervisors, and Other (other services that support and enhance security guard services).

31.

Are there any significant modifications from the previous contract to the new one? For instance, an increase in hours, a change in guard type (e.g., armed vs unarmed), a need for additional resources?

Definitions (and categories) were created to specifically separate “Unarmed” and “Armed”, as one example of what has changed from 03818 to 00624.

As far as specific Purchaser needs (hours, specific services, etc.), that will vary from Purchaser to Purchaser.

32.

What is the estimated total number of annual hours for this contract?

Project details depend on the specific needs of the Purchasers of this statewide contract, which can vary from assignment to assignment. Eligible Purchasers of this contract can range from state agencies, political subdivisions, tribes, federal agencies, and public benefit nonprofits.

https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03818

33.

What is the current bill rate for each position?

For 03818 (which expired on 12/31/24), the pricing sheet and various rates can be found on the summary page here.

For 00624, Bidders have an opportunity to enter their rates in Exhibit C.

34.

Are there any additional services that may be needed that are not listed in the RFP?

For instance, the need of additional sites, seasonal required security, etc.

The service categories (1 (Unarmed), 2 (Armed – Non-Lethal), 3 (Armed – Firearm), and 4 (Add-On) were developed from working with a sourcing team comprised of the contract’s customers, which demonstrates the anticipated needs for the duration of the contract.

35.

Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance, local mandated wage, or contract-specific wage?

Bidders must follow the State of Washington wage laws, and local wage ordinances and laws that are applicable to their location.

[Question & Answer #01]