00624 QA 03.pdf

(Rev5/8/2023)

[Question & Answer #3] 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. The solicitation has been updated in Exhibit D - Contract on WEBS as “Exhibit D – Contract_02” and all changes are detailed below.

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

Chelsea Clark 360-407-9276 descontractsteamapple@des.wa.gov

Question # Question Response

Did this change the solicitation?

1. Is a cover letter allowed?

As Enterprise Services is not requesting/requiring a cover letter, it would not be considered if included.

No.

2.

On the Price Schedule, Category 4 Vehicles, should the hourly rate proposed, be just the cost of the vehicle (mileage, gas, etc.), or should it be an all inclusive hourly rate to include the guard and vehicle?

As this is part of the “Add-On” Category, the intent of this category is for it to accompany Categories 1, 2, and/or 3. To clarify further, when ordering for Category 4: Vehicles, the customer must specify if they want a Level 1, 2, or 3 Security Guard to operate the Vehicle.

No.

3.

Are we required to respond within the Exhibit document? If so, when it references page limits, is it referring to exhibit pages?...meaning pages of content within the space provided in the "Written Response" section of the grid, or does that mean true 8.5x11 pages of content?

Responses for Exhibit B do not need to be included within the document and may be attached when submitting the document.

The page maximum refers to a standard Microsoft Word “page”.

No.

4.

Are you able to clarify if it is mandatory to utilize a subcontractor under this new contract? Do we get evaluated based on if we obtain a subcontractor?

It is not mandatory to utilize a subcontractor under this contract.

If subcontractors will be used under this contract, Exhibit E – Diverse Business Inclusion Plan is required as a part of your bid submittals.

It is also recommended to review Exhibit D - Contract throughout, specifically section 7.

Subcontractors.

No.

5.

Exhibit B – Non-Cost Performance Factors, Page 2, section 3 (d) states:

Bidders must not include any business names.

I understand we are not to include the bidders name to remain anonymous, but REQ ID 1 asks for:

Customer Organization Type and/or Name

Are we to include the Customers name?

For Exhibit B – Non-Cost Performance Factors, Req ID 1.

– the Bidder has the option of providing the customer organization type and/or name of the customer organization.

So, customer name and/or organization type will suffice.

No.

6.

Can you provide what the average hours per week (HPW) of service is per location contracting guard services for Category 1 (Unarmed) and Category 2 (Armed)? For Category 3 (Rapid Response), what is the average HPW and frequency of the need over the past year per location?

Can you provide a list of the specific departments, and their Regions, who contract standard Unarmed and Armed services and if the service is being used on a continuous, regular basis?

Could you provide the average number of temporary service or emergency coverage hours provided by the incumbent over the last year?

What is the weekly number of service hours? Will there be any fluctuation in the service hours, if so, what would be the cause of a significant increase or decrease?

This specific data is not reported to Enterprise Services.

Questions 1 and 2 of Q&A #1 and Questions 1 and 4 of Q&A #2 cover similar customer-related questions for capacity and project expectations.

No.

7.

The forms do not include areas for/of extra services that a company may provide. How are those services included in the bid if they are offered or are those services taken into account?

This Contract only covers services within the included scope. Any out-of-scope services would not fall under this contract. It would be at the Purchaser’s (customer’s) discretion on how they would want to move forward if they require any out-of-scope services.

No.

8.

As a follow up question, for Exhibit B, Non-Cost Performance Factors, REQ ID #1., the document states “write Response Required – No Greater than 500 words per section.” Does this mean all of REQ ID #1 must be under 500 words, or each of the projects listed must be less than 500 words (so no more than 1,500 words all together)?

For Exhibit B – Non-Cost Performance Factors, Req ID 1.:

there are three project sections.

Each section may have no greater than 500 words, for a total of no greater than 1500 words for Req ID 1.

9.

There does not seem to be a pool to vendors or multiple awarded planned anymore. I am concerned how we are supposed to compete against large cooperations.

Is there still opportunity for us to be awarded a contract?

Page 3 of the “Competitive Solicitation 00624_02” document contains the contract award summary table.

For Statewide awards (meaning one set rate and the capability to provide services to the entire state of Washington): A total of up to four statewide awards (per category).

Then, there are awards by county. Up to a total of thirteen awards per category for larger counties (including the cities of Seattle and Tacoma) and up to a total of six awards per category for smaller counties.

Viewing Exhibit C – Bid Price may also help clarify this, as you can see opportunities to submit bids for multiple areas.

No.

10.

Are there any current contracts that require a specified uniform not considered standard by the contractor? Is there any equipment required by a specific contract under this umbrella that would be the responsibility of the contractor?

This is not something that has been reported to Enterprise Services, but it is a detail that can be determined when services are ordered.

11.

Is the Contractor required to pay Enterprise Services any vendor management fee?

The Vendor Management Fee is required when contracting with the Department of Enterprise Services. Bidder may reference Exhibit D – Contract, 11.2.

Vendor Management Fee.

No.

12.

Will awarded contractors be able to raise their rates throughout the lifetime of the contract?

Exhibit D – Contract section 3.3.

Economic Adjustment goes over an opportunity for an annual price increase. This includes: “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.

13.

Is the rate for vehicles hourly or monthly?

Pricing for Category 4 – Add On:

Services – Vehicles is for hourly service rates.

14.

For cost estimates of vehicle, is there an approximate mileage per day/month that we can use to approximate costs (fuel, maintenance etc) to break down a per hour cost?

This specific data is not reported to Enterprise Services, and can vary by Purchaser (customer) service needs and location.

15.

Can you provide the current turnover rate for the contract? Is the incumbent fully staffed and fulfilling all the required service hours/posts?

This specific data is not reported to Enterprise Services. However, you may view the current contract history on the summary page for 03818 by selecting “Contract Comments” in the Resources dropdown menu.

No.

16.

If incumbent personnel are hired, will legacy benefits and current wage rate carry over?

Contract 00624 for Security Guard services is a new and separate contract. If a contractor is awarded a contract for 00624 that was previously awarded a contract for 03818, they would need to follow the new contract terms and pricing.

Specific to security staff that work with a business under both contracts, that would be a business decision.

No.

17.

Does the contractor need to provide vehicles for this contract?

The vehicle requirements can be found in: Exhibit D – Contract, Section 8.2 Contractor Performance Requirements, (e) Security Guard Requirements – Vehicles.

If a firm submits a bid for Category 4: Add-On Services – Vehicles, they must be able to provide vehicles to deliver those services.

No.

18.

What is the annual mileage per vehicle?

This specific data is not reported to Enterprise Services, and can vary by Purchaser (customer) service needs and location.

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

19.

Is there a specific type of vehicle required or is it at the contractor’s discretion? Will a golf cart suffice for the 2nd vehicle? Please clarify the Make/Model requirements.

The specific detail requested (or required) may vary depending on the Purchaser (customer) when requesting services.

Included within Exhibit D – Contract (specifically Exhibit A, Included Security Guard Services), vehicles are defined as “Non-emergency motor vehicles (golf carts, ATVs, and automobiles) used to support security services, such as when conducting patrols.”

No.

20.

Are fuel costs directly billable or are those costs to be factored in our pricing?

All costs submitted in Exhibit C – Bid Price must be the maximum rates to be charged for those services.

Also regarding any additional charges: Exhibit D – Contract, Section 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.

21.

Is there a specific number of required on the job training hours for each job classification prior to assignment or is that to be determined by the vendor?

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., WAC 308-18-300 and WAC 300- 18-305).

Following a contract award, a Purchaser (customer) may request or require additional training.

No.

https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305

22.

Are medical benefits to be included in our pricing or billed separately?

All costs submitted in Exhibit C – Bid Price must be the maximum rates to be charged for those services.

Also regarding any additional charges: Exhibit D – Contract, Section 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.

23.

Will paperless workforce management and tour confirmation cloud-based technology be accepted in lieu of traditional pen and paper documentation? Will you allow a vendor to utilize a checkpoint workforce management system that allows us to monitor employee progress as they conduct periodic patrols if necessary? (This system has an internal reporting system that allows us to generate reports instantaneously and submit them to

DES.)

There is not requirement for a workforce management system to be eligible for contract award.

Following a contract award, a Purchaser (customer) may have varying requirements relative to this technology.

Quarterly sales reports must be submitted to Enterprise Services as required by Exhibit D – Contract, 11.1 Contract Sales Reporting.

No.

24.

Is this a lowest price bid? The “Competitive Solicitation 00624” document section 3 goes over the bid evaluation scoring and details.

“…The Bidder with the lowest total price in each Contract Category will receive 1600 points. Those bids with higher totals will receive a proportionately lesser number of evaluation points based upon the lowest Bid, using the following formula:…”

The cost factors are worth up to a possible 1600 points, while Non-Cost performance factors are also worth up to a possible 1600 points.

25.

Is there any specific equipment that the security vendor is to provide? For example, radios, metal detecting wands etc.…

Sections 8.2 – 8.4 of Exhibit D – Contract go over equipment requirements.

Specific to radios:

8.4. Contractor shall: (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.

No.

26.

Are there specific uniform requirements?

Section 8.4. Contractor’s Responsibilities of Exhibit D – Contract goes over uniform requirements:

8.4. Contractor shall: (e) Provide

the Security Guard with basic necessary equipment, and distinctive and appropriate uniforms to perform their job duties.

27. When is the start date for this contract?

January 1st, 2025 No.

28.

Will the vendor provide a separate hourly bill rate for temporary or emergency services requiring armed officers?

Service rates are separated as “Standard Rates” or “Rapid Response” Rates.

Included within Exhibit D – Contract (specifically Exhibit A, Included Security Guard Services), Rapid Response is defined as: “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).”

29.

Will the staff need to be CPR , 1st Aid, AED certified?

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., request or require additional training.

No.

30.

Does the client expect Security Officers to detain individuals?

Exhibit D – Contract section 8.3.

Security Guard Responsibilities.

Cover the base duty expectations.

A Purchaser (customer) may request or require additional duties: 8.3.(m) Perform other general security duties in accordance with written and oral instructions issued by Purchaser, consistent with the Security Guard Services set forth in Exhibit A – Included Security Guard Services.

No.

https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300

31.

Will the staff need to be certified in baton, taser or handcuffs?

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., WAC 308-18-300 and WAC 300- 18-305).

Included within Exhibit D – Contract (specifically Exhibit A, Included Security Guard Services), Level 2 Security Guard – Armed (Non-Lethal) guards are defined as:

“Specialized Security Guards who are always equipped with, and professionally trained to use non-lethal (less than lethal) weapons.”

Following a contract award, a Purchaser (customer) may request or require additional training.

No.

32.

What type of extra training is required not noted in the RFP

(REQUEST FOR PROPOSALS)?

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., request or require additional training.

No.

33.

Does the incumbent currently provide de-escalation tactics training and a use of force curriculum?

To have been eligible for a contract award of 03818, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300

34.

Are all security positions/locations for this RFP to be unarmed? If not, what is the breakdown of armed vs unarmed hours per week/location?

Enterprise Services is seeking to award multiple awards for Category 1 – Level 1 Security Guard (Unarmed) services for all regional service areas (statewide, county, Seattle, and Tacoma).

Armed vs. Unarmed hours per week/location can vary by Purchaser (customer) needs.

No.

35.

Is there a specific requirement for the type of firearm to be utilized and ammunition?

Is there an ammunition requirement for the armed officers?

If a firm submits a bid for Category 3: Level 3 Security Guard (Armed, Firearm), the firm must have firearms available as part of the security guard’s equipment.

There is no specific firearm or ammunition requirement for contract award. However following a contract award, the Purchaser (customer) may request or require a specific firearm when ordering services.

No.

36.

Will we be required to carry non-lethal weapons such as a baton, OC Spray or taser?

If a firm submits a bid for Category 2: Level 2 Security Guard (Armed, Non-Lethal), the firm must have non-lethal weapons available as part of the security guard’s equipment.

There is no specific non-lethal weapon requirement for contract award. However following a contract award, the Purchaser (customer) may request or require a specific non-lethal weapon when ordering services.

37.

If locations are closed, or on holidays, are the officers expected to still be on-site?

Some assignments may require on-site coverage on weekends, holidays, overnight, and/or before or after “typical” business hours of 6am – 6pm.

No.

38.

What current non-lethal force devices are the staff utilizing?

Contract 03818 current offers Unarmed and Armed security guard services. The devices being equipped and used for current services can vary by Purchaser (customer) request and contractor providing those services.

39.

Are guards required to undergo FBI/DOJ Fingerprinting?

To be eligible for a contract award, Bidder’s personnel shall possess all required licenses, certifications, permits, authorizations, and approvals necessary to provide Security Guard Services in the State of Washington, including possessing the applicable license as required by RCW 18.170 and WAC 308-18 and issued by the Washington State Department of Licensing.

Following a contract award, a Purchaser (customer) may request or require additional fingerprinting.

No.

40.

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

To be eligible for a contract award, Bidder’s personnel shall possess all required licenses, certifications, permits, authorizations, and approvals necessary to provide Security Guard Services in the State of Washington, including possessing the applicable license as required by RCW 18.170 and WAC 308-18 and issued by the Washington State Department of Licensing.

Following a contract award, a Purchaser (customer) may request or require additional background checks.

No.

41.

Please clarify the quantity of vehicles required per region.

There is not a set quantity of vehicles that are required, as this is based on varying Purchaser (customer) needs.

No.

https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18

42.

Please clarify the cell phone specification requirements. Please clarify the radio specification requirements. Are Contractors allowed to utilize smartphones as substitutes for radios? Are cell phones/radios required per post?

Sections 8.2 – 8.4 of Exhibit D – Contract go over equipment requirements.

Specific to radios:

8.4. Contractor shall: (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.

There is no specific cellphone or radio requirement for contract award. However following a contract award, the Purchaser (customer) may request or require a specific means of contact weapon when ordering services.

No.

43.

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

Exhibit B – Non-Cost Performance Factors contains a column titled “Non-Cost Performance Factors and Stated Business Need”. Each section goes over what Enterprise Services is seeking from contractors in the new contract.

No.

44.

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

The State intends to conduct anonymous evaluations to minimize risk of any potential bias. The Apparent Successful Bidders will be the responsive and responsible bidders who best meet the Competitive Solicitation requirements and presents the best total value, including price, as calculated consistent with the instructions set forth in Exhibit C – Bid Price, and other factors as set forth in this Competitive Solicitation including any applicable state procurement priority or preference.

45.

Will the incumbent Security Personnel be required to be retrained?

Contract 00624 for Security Guard services is a new and separate contract. If a business is awarded a contract for 00624 that was previously awarded a contract for 03818, they would need to follow the new contract terms and requirements.

Specific to security staff that work with a business under both contracts, those staff would also need to meet the contractual training requirements.

Following a contract award, a Purchaser (customer) may request or require additional training.

No.

46.

Will the incumbent Security Personnel be required to be rescreened for background checks?

Contract 00624 for Security Guard services is a new and separate contract. If a business is awarded a contract for 00624 that was previously awarded a contract for 03818, they would need to follow the new contract terms and requirements.

Specific to security staff that work with a business under both contracts, those staff would also need to meet the contractual requirements.

Following a contract award, a Purchaser (customer) may request or require additional fingerprinting or background checks.

No.

47.

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

Neither Contract 03818 nor 00624 are associated with a CBA (Collective Bargaining Agreement) or Living Wage agreement.

48.

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?

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., request or require additional training.

No.

49.

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.

To be eligible for a contract award, Bidder’s personnel must meet all applicable training requirements specified by RCW 18.170 (see, e.g., RCW 18.170.105) and WAC 308-18 (see, e.g., request or require additional training.

No.

50.

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

This specific data is not reported to Enterprise Services. No.

51.

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?

There is not a body-armor requirement for contract award.

Following a contract award and when ordering services, a Purchaser (customer) may have a specific request or requirement related to body armor.

No.

52.

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

There is not a break requirement for contract award.

This detail can be determined with the Purchaser (customer) when they are ordering services.

No.

https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-305 https://app.leg.wa.gov/RCW/default.aspx?cite=18.170.105 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18-300

53.

How does the State reconcile a single price point across diverse economic areas such as Seattle compared to Walla Walla? What does it benefit a company to bid statewide compared to providing a bid in each county?

Enterprise Services hopes to increase fairness and competition with the division of contract award by regional area:

statewide, county, and city (Seattle and Tacoma). This way, Bidders would best be able to determine their service areas and competitive rates.

Both business and Purchaser (customer) may have preferences for a Statewide regional award, which may include: coverage availability and consistent rates.

It is at the Bidder’s discretion to determine what best fits their business capacity, but they may submit bids for all regional areas.

No.

54.

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

Exhibit D – Contract has been amended to include: 8.4.

Contractor’s Responsibilities.

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 where applicable).

Yes.

55. Is there a cancellation policy? Exhibit D – Contract, section 17.

Purchase Order Termination. No.

56.

Does this contract currently have an assigned Site Supervisor or Account Manager? (If so, are they billed separately or included in the hourly billing? To be clear, we would like to know if an overall Supervisor or Manager oversees or is the primary POC for DES per the current vendor.)

Exhibit D – Contract, section 10.

Contract Management refers to contract management points of contact. Enterprise Services, nor the Purchaser, would be billed for the appointment of this individual(s).

57.

Could you provide the costs for parking?

This specific data is not reported to Enterprise Services.

However, Exhibit D – Contract, section 9.9 Parking Fees describes what may be anticipated in the event parking fees may occur.

58.

It appears Exhibit A in the sample contract has been stripped down significantly. There seems to be no discussion or allowance for overtime.

Nor does the bid pricing account for overtime. Overtime is required by RCW 49-46.130, WAC 296-126 and 296-128 for services that extend beyond 40 hours per work week.

Will this element be included the final contract?

As the security guards are not employees of the Purchaser (the Washington State organization ordering these services), this was not included.

Upon ordering of services, how overtime will be handled may be discussed with the Purchaser.

Exhibit D – Contract, Section

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.

59.

Please confirm Contractors are only required to input the highest bill rate in the state for the Statewide (All Cats) tab.

The statewide rate submitted for Exhibit C – Bid Price must be the maximum rate billed for services for any service area within the State of Washington.

No.

60.

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.

Vehicle Type is not a required detail for Exhibit C – Bid Price.

When Bidders determine prices for Category 4 – Add On Services: Vehicles, it must be the maximum rate that can be charged.

No.

61.

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

The current contract 03818 started on January 1st, 2019.

You can view specific contract dates on the summary page here: Contract Summary (wa.gov)

[Question & Answer #3]