00624 QA 02.pdf

(Rev5/8/2023)

[Question & Answer #02] 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:

• Exhibit B – Non-Cost Factors: Text boxes removed and some text added to clarify where Bidder responses should begin.

• Exhibit C – Bid Price: Typos have been corrected.

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

Chelsea Clark descontractsteamapple@des.wa.gov

Questi on # Question Response

Did this change the solicitati on?

1.

If a contractor wishes to provide K- 9 patrol services and K-9 search services (explosives/drugs) as add-on services, what is the minimum insurance coverage the contractor would need to carry for each of those services?

All Bidders should advise their insurance brokers to ensure they are sufficiently covered for the services they offer.

Regarding DES insurance requirements for this solicitation, most services should be covered by the required coverages and their associated limits. Following announcement of ASB (Apparent Successful Bidder), DES will evaluate if additional coverage is required depending upon the “Other Services” offered and work with those ASB’s where applicable.

Bidders should also be aware that Purchasers may require additional coverage prior to starting services for them.

No.

2.

Could you kindly confirm whether this contract will be awarded to a single company or if multiple awards will be considered?

The number of awards can be found starting on page 4 of the CompetitiveSolicitation 00624 02 document. For example, there will be up to two main awards, and up to two reserved for the statewide service region (providing coverage of services for the entire state of Washington). There will be additional awards by specified Geographic Area and Contract Categories for Seattle City Limits, Tacoma City Limits, and each county. The number of these awards varies by location. More information can be found within the CompetitiveSolicitation 00624 02 document.

No.

3.

I would like to confirm whether my company is eligible to submit a proposal for this opportunity. I hold a Bachelor's degree in Criminal Justice and have over three years of experience volunteering in the security field. I also possess 14 FEMA certifications in areas related to emergency management and security preparedness.

As a minority myself, my company is classified as minority-owned.

We currently hold the following certifications through the Office of Minority and Women’s Business Enterprises (OMWBE):

• Disadvantaged Business Enterprise (DBE)

• Socially and Economically Disadvantaged Business Enterprise (SEDBE)

Based on my qualifications, experience, and certifications, I would like to know whether my company would be considered a strong and competitive candidate for this solicitation.

Each of the solicitation documents go over the requirements. For example, the CompetitiveSolicitation 00624 02 document describes each step of the process, what to expect with each exhibit, how the exhibits will be evaluated, and what’s required when submitting a bid;

Exhibit A and Exhibit B go over specific Bidder requirements; and, Exhibit C is where Bidders can submit their rates.

Each document provides information for the Bidder to determine if they are able to meet the requirements of the solicitation.

If further assistance is needed with the solicitation documents, submittals, and requirements, Washington APEX Accelerator is one resource Bidders can utilize.

No.

4.

How long is that contract for and can we begin the bidding process on it now?

The contract term information can be found in the Competitive Solicitation 00624 02 document, in section 2.3.

Contract Form & Term, and Exhibit D – Contract, 1. Term. The maximum term is up to seventy-two (72) months, with an opportunity for a performance-based renewal at twenty-four (24) months.

We are currently accepting bids for this solicitation until the deadline of April 28th, 2025 at 11:59 PM.

It is highly recommended to register with WEBS to review all solicitation documents to understand all solicitation requirements and submittals.

No.

https://washingtonapex.org/ https://washingtonapex.org/ https://pr-webs-vendor.des.wa.gov/

5.

We are interested in more information so that we can prepare a bid for this project. However, the links were not working for

us. Is there another source of information for the bid parameters?

All solicitation documents must be accessed on WEBS: https://pr-webs-vendor.des.wa.gov/ As the documents may be amended, registration with WEBS and checking it frequently ensures you have the most current information.

If you are encountering any problems accessing this website, we have resources and a customer service team that are here to assist:

Get Help With WEBS

• Learn More: Register for Bid Opportunities

• WEBS Vendor User Guide (PDF

900.79KB)

• WEBS Vendor Training (PPT

57.57MB)

• WEBS Vendor Terms & Conditions (PDF 2.96MB)

• WEBS Customer Service: WEBSCustomerService @des.wa.gov https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://www.des.wa.gov/sell/how-work-state/register-bid-opportunities https://www.des.wa.gov/sell/how-work-state/register-bid-opportunities https://www.des.wa.gov/sites/default/files/2022-06/WEBS-VendorManual.pdf https://www.des.wa.gov/sites/default/files/2022-06/WEBS-VendorManual.pdf https://www.des.wa.gov/sites/default/files/2022-06/WEBSVendorTraining.pptx https://www.des.wa.gov/sites/default/files/2022-06/WEBSVendorTraining.pptx https://www.des.wa.gov/sites/default/files/2022-06/WEBSMemo.pdf https://www.des.wa.gov/sites/default/files/2022-06/WEBSMemo.pdf mailto:WEBSCustomerService@des.wa.gov mailto:WEBSCustomerService@des.wa.gov

6.

In Exhibit B of the solicitation, under company experience REQ ID 1, you ask for the cost of each project. Please explain the details you are looking to be included in the "cost"?

It is at the Bidder’s discretion to determine how the cost for each service is calculated, but it must be the maximum rates for each category. (Exhibit D – Contract, 3.4. Price Ceiling. Although Contractor may offer lower prices to Purchasers, during the term of this Contract, Contractor guarantees to provide the Services at no greater than the prices set forth in Exhibit B – Prices for Security Guard Services (subject to economic or other adjustment as set forth herein).)

It is recommended to review Exhibit D – Contract for information regarding invoicing and payment (such as, Section 9).

For example, 9.5. Additional Charges.

Unless otherwise specified herein, or with written approval by the Purchaser, Contractor shall not include or impose any additional charges including, but not limited to, charges for shipping, handling, insurance, or payment processing.

No.

7.

On the Appendix A summary table, the Exhibit B row also includes "Exhibit D Contract." However, Exhibit B is page limited and format restricted. How is the offeror to compete to demonstrate additional value in the contract terms, where in the proposal shall this information be placed, and are additional pages allocated for this response?

Exhibit D – Contract is included in the “Exhibit and Description” section for Exhibit B because it includes the “minimum required specifications” which are referenced in Exhibit B.

No.

8.

Exhibit A requires three references who have worked with the bidder on projects delivering a similar scope of services to those being solicited. In order to demonstrate similar scope, will DES verify that references 1-3 in Exhibit A paragraph 29 must correspond to projects 1-3 in Exhibit B REQ ID 1.

Company Experience?

The references in Exhibit A do not need to be the same as those included in the project descriptions in Exhibit B REQ ID.

1 Company Experience.

9.

Exhibit B instructions require responses to all Requirement IDs (REQ), using this document only;

however, it is unclear whether tables and graphics are acceptable within the document.

May offerors use tables and/or graphics to organize proposal content and provide a more thorough response to each REQ?

Basic tables or graphs that demonstrate data (no graphics or images) may be included but will apply to the response limits.

No.

10.

Exhibit B instructions require responses to all Requirement IDs (REQ), using this document only.

The document's data entry spaces are inconsistent, the format will make it more difficult for evaluators to read, find, and evaluate proposal content. Will DES accept bidders' Exhibit B submittal in a format that emulates the order, sequence, and REQs of Exhibit B but in a slightly different, more legible format that is limited to only showing the Response Limit sections?

Thank you for your feedback. Exhibit B has been amended to remove the gray boxes and made clearer where responses start.

Yes.

11.

Exhibit B - Item d.III requires submittal using this Exhibit B – Non-Cost Factors form. The form contains instructions that mix with the offeror's data entries (response limits section) on the same numbered page, making it difficult to assess whether the offeror's content meets the Exhibit's page limit requirements. Will DES accept Exhibit B submittal in a format that emulates the order, sequence, and REQs of Exhibit B but is limited to only the Response Limit sections so page count can be easily assessed?

The REQ ID descriptions and requirements will not be counted toward the response limits. All answers must be added to the Exhibit B document only.

12.

Exhibit B Item d.III requires submittal using this Exhibit B – Non-Cost Factors form. The form contains instructions that mix with the offeror's data entries (response limits section) on the same numbered page, making it difficult to assess whether the offeror's content meets the Exhibit's page limit requirements. Shall offerors insert a page break before each Response Limit section so each response begins on a new page so page count can be easily assessed?

The REQ ID descriptions and requirements will not be counted toward the response limits. All answers must be added to the Exhibit B document only.

Bidders may insert a page break before each response if they find that helpful.

No.

13.

The instructions require Exhibit B submittal as a Microsoft Word document (.docx) without modifying the formatting. An alternate format would make the proposal more legible and readable for evaluators, and compliance with page limits more evident. Will DES accept Exhibit B submittal in a format that emulates the order, sequence, and REQs of Exhibit B but is limited to only the Response Limit sections and perhaps in a word-searchable Adobe pdf format?

Exhibit B must be submitted in the .docx format only. PDFs will not be accepted for Exhibit B.

No.

14.

The category 1-4 tabs in Exhibit C appear to have a typo for Pend Oreille County which may throw-off Microsoft Excel formulas. Will DES please update the spelling on Pend Oreille County?

Yes, the typos have been corrected in Exhibit C.

Yes.

15.

Reimbursement for equipment.

The contract doesn't clearly specify uniform reimbursements. I want to know if we are eating the cost or if the company is reimbursed an amount.

Exhibit D provides details regarding the Contractor’s responsibilities, which include making sure the assigned Security Guard arrives prepared with everything they need in order to be successful, including uniforms (8.4.e.).

16.

Extra services. Since the previous contract had, for example, "Workplace Violence," I would assume that can be considered an additional service since it's not in the current Excel spreadsheet.

Also, will implementing the cost be a set average since it's the entire state, not broken down by counties?

The “Basic Services” can be found in Exhibit D – Contract, in the definition of each category (Exhibit A of the Contract), and 8.2. Contractor Performance Requirements, 8.3. Security Guard Responsibilities, and 8.4. Contractor’s Responsibilities.

Any additional services that are still within the scope, and fall within the definition - (Exhibit A 1.7. Other add-on services that support, or enhance, security guard services) may be added to the “Other Services” tab in Exhibit C, as an additional service that the Bidder offers.

The cost for these services must match the Bidder’s bid. If the Bidder is bidding for all counties/regional areas, then it is at the Bidder’s discretion on how to set the maximum cost for that “Other Service”.

DES will evaluate Category 4 rates for financial feasibility.

No.

17.

I assume vehicle expenses are not for patrol but for having a security vehicle on-site with the officer.

Vehicles are defined in Exhibit D – Contract (Exhibit A of the contract), 1.4.

Non-emergency motor vehicles (golf carts, ATVs, and automobiles) used to support security services, such as when conducting patrols.

18.

Is patrol considered "extra services"?

No. The “Basic Services” can be found in Exhibit D – Contract, in the definition of each category (Exhibit A of the Contract), and 8.2. Contractor Performance Requirements, 8.3. Security Guard Responsibilities, and 8.4. Contractor’s Responsibilities.

8.3. Contractor shall ensure that

Contractor’s Security Guards complete the following duties as assigned:

(a) Conduct patrols of Purchaser’s premises that are accessible to the public (e.g., facility interior and exterior areas and parking lots) and, when specified by Purchaser, designated Purchaser premises that are not accessible to the public for the purposes of monitoring, detecting, and reporting any unusual occurrences and/or events as specified by Purchaser. Some assignments may require vehicle patrol.

19.

I believe my qualifications exceed the minimum requirements. Could you share your perspective on my chances of being awarded this contract?

It is impossible to provide a guarantee, or an estimate of the outcome of a bid, especially prior to seeing the bid.

If a Bidder is considered responsive, meets the minimum requirements, and is responsible, it is still possible they would not score high enough to be considered an Apparent Successful Bidder, if other Bidders score higher than them.

It is at the Bidder’s discretion if they feel it is worth dedicating their time to submitting a bid, at the risk of not being awarded.

It may also be helpful to consider that there are multiple awards per category, per regional area. Meaning, there are many opportunities to be awarded a contract. There are Main Awards and Reserved Awards available.

Main Awards are open to all Bidders.

Enterprise Services intends to make Main Awards by specified Contract Category within each specified Geographic Area, to the highest scored, responsive, responsible Bidders.

Reserved Awards for each specified Contract Category within each specified Geographic Area, for the highest scored, responsive, responsible Bidders 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.

20.

Could you please confirm whether bidders are expected to draft their responses directly into the “Written Response” fields of Exhibit B – Non-Cost Factors and submit that document as-is in Word or pdf format?

Bidders must enter their answers in the .docx (Word document) of Exhibit B.

PDFs will not be accepted for Exhibit B.

21.

Beyond Exhibit B, is there a section within the bid submission where bidders are allowed or encouraged to provide a general capabilities narrative or summary to expand on the services offered?

If permitted, is there a designated location and page limit?

Section 3.4 of the Competitive Solicitation states that unsolicited materials are not permitted unless expressly authorized. Would a brief cover letter or executive summary be considered acceptable to include as part of our bid package?

DES asks that Bidders do not provide any additional pages of information (cover letter, company profile, description of services offered). This information will not be considered in the evaluation of the bid.

No.

22.

If our response is being submitted under a teaming agreement— where one company will serve as the lead contractor and the other will provide supplemental services—should we complete Exhibit E to disclose this subcontracting arrangement?

As DES will be contracting with the Prime Business (if awarded), the bid must be submitted from, and applicable to the Prime Business.

No.

23.

Please clarify the types of vehicles required (i.e. sedans, SUVs, golf carts, etc.).

Please clarify the quantity of vehicles required per region, the Make/Model requirements, and the estimated annual mileage per vehicle.

The type of vehicle required will depend on the need of the Purchaser (customer).

Typically, a Purchaser will describe their needs to the awarded Contractor of their choice, and then the Contractor decides if they are able to meet those needs.

No.

24.

Please confirm that Contractors are allowed to bill for vehicles at a monthly rate.

Exhibit C was updated with Amd 01 to allow Bidders to provide monthly, or hourly rates for Vehicles.

No.

25.

Please provide an annual estimate of hours per contract category (Level 1, Level 2, Level 3, Level 4) for each of the geographies listed.

Please provide historical annual hours per contract category (Level 1, Level 2, Level 3, Level 4) for each of the geographies listed.

Hours of service needed vary by Purchaser (customer) and location. As hours are not reported or documented to/for DES, there are no historical hours available.

26.

Please clarify the type of vehicles (golf carts, ATVs, SUVs, and sedans) contractors should include in the Category 4 Vehicle tab, as the price of each type of vehicle varies by a large margin.

The costs entered for Exhibit C, including vehicles, should be the maximum costs they are charging for those services. The costs for the vehicles tab should be the maximum cost that could be charged for vehicle services, such as potentially the most expensive vehicle type, but that is at the Bidder’s discretion.

No.

27.

Please confirm Contractors will be allowed to adjust rates on an annual basis to account for CPI and minimum wage increases.

Found in Exhibit D – Contract, 3.3., Beginning August 1, 2026, and annually thereafter, Enterprise Services may adjust the prices set forth in Exhibit B – Prices for Security Guard Services. These adjustments look at a variety of data. If the economic adjustment does not reflect current market trends, an alternative price adjustment can be requested by Contractor by e-mailing Enterprise Services’ Contract Manager with all relevant data for Enterprise Services to review and, in Enterprise Services discretion, make a determination.

No.

28.

Are guards required to undergo FBI/DOJ Fingerprinting?

Please clarify the background check requirements, to include type(s) and frequency.

Exhibit D – 8.2. goes over the Contractor Performance Requirements, including (b) Security Guard Requirements.

Contractor shall ensure that all of Contractor’s Security Guards who are utilized to perform this Contract meet the following requirements: Consent to be fingerprinted and pass a background check, and other security clearances as required by Purchaser.

Job assignments and Purchaser (customer) needs vary, but this is a base requirement to be expected.

29.

Please clarify the cell phone specification requirements and the radio specification requirements.

Are Contractors allowed to utilize smartphones as substitutes for radios?

Are cell phones/radios required per post?

Exhibit D – 8.4. goes over the Contractor’s Responsibilities, including (d) Provide a company issued cellphone and/or radio to Security Guards so that they may always be reachable, or always have the capability of reaching others while on duty, for the safety of the Security Guard, Purchaser’s personnel, and the public.

The contractual requirement is so that the Security Guard is always reachable, or always capable of reaching others while on duty (either with a cellphone or radio).

State Purchasers (customers) may have specific requirements, and that can be discussed at the time of service booking.

No.

30.

Please provide a list of all equipment items required per post and per labor category (Level 1 – Level 4).

Please provide a list of all uniform items required per post and per labor category (Level 1 – Level 4).

Exhibit D – 8.4. goes over the Contractor’s Responsibilities, including (e) Provide the Security Guard with basic necessary equipment, and distinctive and appropriate uniforms to perform their job duties.

The contractual requirement is so that the Security Guard arrives prepared to successfully complete the assigned tasks, including wearing easily identifiable, industry-standard uniforms.

State Purchasers (customers) may have specific requirements, and that can be discussed at the time of service booking.

No.

31.

Who is the incumbent service provider?

There are no current awarded contractors, as 03818 expired on 12/31/25. The previously awarded contractors can be found here: Contract Summary

No.

32.

How long has the incumbent been supporting the requirements of the security program?

03818 had an effective date of 01/01/2019 and end date of 12/31/24.

Some contracts may vary and can be viewed here: Contract Summary.

No.

33.

Is the incumbent fully staffed and fulfilling all the required service hours/posts?

This would depend from contractor to contractor. Coverage and staff retention is one of the top priorities of Purchasers of this contract.

No.

34.

What aspects of the security program does Enterprise Services want to see improvement in under the new contract?

Coverage and staff retention is one of the top priorities of Purchasers of this contract. Exhibit B goes into detail about the opportunities of where Bidders can demonstrate “added-value,”

No.

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

35.

Does Enterprise Services have a preference to retain incumbent employees that are in good standing and meet the hiring criteria of the proposer?

Enterprise Services is using this Competitive Solicitation to solicit value-added bids from innovative, qualified Bidders to provide on cite uniformed security guard services provided by trained, and qualified professionals (“Security Guard Services” or “Goods/Services”) that, at a minimum, meet or exceed any required minimum specifications for the Goods/Services and/or the required minimum performance requirements for Bidders who are awarded a Contract as stated in Exhibit D

- Contract.

Main Awards are open to all Bidders.

Enterprise Services intends to make Main Awards by specified Contract Category within each specified Geographic Area, to the highest scored, responsive, responsible Bidders.

Reserved Awards for each specified Contract Category within each specified Geographic Area, for the highest scored, responsive, responsible Bidders 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.

36.

Will the incumbent Security Personnel be grandfathered for training requirements or are they required to be retrained?

Contractors must meet all contractual requirements (including any licensure requirements), regardless if they were a previously awarded contractor.

No.

37.

Will the incumbent Security Personnel be grandfathered for background investigation/screening requirements or are they required to be rescreened?

This will vary on the needs and requirements of the Purchasers (customers), and that can be discussed at the time of service booking.

38.

Please clarify if the incumbent personnel are covered by a Collective Bargaining Agreement (CBA) of Living Wage? If yes, please provide a copy of the CBA or living wage ordinance, along with a seniority list.

00624 is not subject to a Collective Bargaining Agreement.

No.

39.

What are the current pay rates and billing rates by labor category?

Bidders have the opportunity of submitting their maximum rates to be billed in Exhibit C – Bid Price.

No.

40.

Does Enterprise Services have a desired minimum number of required training hours for each labor category, or is this left up to the Contractor’s discretion?

Does Enterprise Services have any required training topics or certifications, beyond what is listed in the Level 1 – Level 4 requirements? For Example, first-aid/CPR/AED, de-escalation training, etc.

How many training hours is the incumbent providing to each labor category?

Contractors must meet all contractual requirements (including any licensure requirements).

Purchasers (customers) may require additional training, and that can be discussed at the time of service booking.

More information about Purchaser required training can be found in Exhibit D

– Contract, 9.8., but it is strongly advised to review the contract thoroughly to understand all training requirements.

No.

41.

It is often standard practice to provide body armor to armed personnel, but some clients are sensitive to the image this might convey. Does Enterprise Services have any preference when it comes to body armor for armed personnel?

This will vary on the needs and requirements of the Purchasers (customers), and that can be discussed at the time of service booking.

No.

42.

Does Enterprise Service have any preference when it comes to weapon storage for armed personnel?

Exhibit D – Contract, 8.4. Contractor shall

(g) Coordinate with the Purchaser to establish a safe, secure, professional, and appropriate location for weapon storage for armed security personnel (Level 2 and Level 3 Security Guards and Supervisors where applicable).

The specific details will vary on the needs and requirements of the Purchasers (customers), and that can be discussed at the time of service booking.

No.

43.

Are personnel self-relieving or is an additional relief force required for rest and meal breaks?

This will vary on the needs and requirements of the Purchasers (customers), and that can be discussed at the time of service booking.

44.

On page 3 of the Solicitation, Category 4 – Add on Services Last Paragraph “DES will evaluate Category 4 rates for financial feasibility.” Additionally, Step 2B on page 14, Rates per Contract Category will be totaled. Can you please confirm whether Vehicle costs will be part of the evaluated contract categories or will only Categories 1-3 aggregate toward the potential 1600 points? The same question also applies to the Supervisor rates as listed in Category 4.

Category 4 (Vehicle, Supervisor, Other) rates will not be scored. Bidders must be awarded at least one of the other specified Contract Categories to be eligible to provide Category 4 Add-On Services to eligible Purchasers in the bidder’s awarded specified Geographic Area.

As the rates will not be scored, DES instead will evaluate the rates for financial feasibility, and compare the submitted rates to standard market rates for the same or similar services.

[Question & Answer #02]