00624 Security Guard Services PreBid 2025.pdf

Pre-Bid Conference Security Guard Services - 00624

Chelsea Clark, Enterprise Contracts and Procurement Specialist

MARCH 25, 2025

Presenter Notes Presentation Notes Thank you for joining me for the pre-bid meeting for the security guard services solicitation – known as 00624 My name is Chelsea Clark, I am an Enterprise Contracts and Procurement Specialist and the procurement coordinator for this solicitation

PRE-BID ADMINISTRATION

• Teams meeting reminders

• Pre-Bid Questions

• Have you registered with WEBS yet?

• Washington Electronic Business Solution (WEBS)

Presenter Notes Presentation Notes Meeting Reminders:

Keep yourself muted unless it is your turn to speak.

If you are disconnected, feel free to re-join.

General Questions will be taken at the end of the presentation. In support of clarity and fair competition, any question that is more in depth than a clarifying question about the slides will be recorded and answered in WEBS.

Have you registered with WEBS yet? If you’re here, that likely means you’re interested in submitting a bid for this solicitation. Vendors not registered in WEBS will not receive updates or amendments to the solicitation, which could disadvantage your bid. WEBS is also where you will be able to find a copy of this slide deck.

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

DISCLAIMER

This pre-bid conference is not recorded. Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on DES.

Should bidders rely on any other communication, they do so at their own risk and expense.

Presenter Notes Presentation Notes This pre-bid conference is not recorded. Bidders should only rely on written postings and amendments issued via WEBS.

All other communications will be considered unofficial and non-binding on DES.

Should bidders rely on any other communication, they do so at their own risk and expense.

AGENDA

• What is DES?

• Current bidding opportunity

• Competitive solicitation documents

• Timeline

• Additional resources

Presenter Notes Presentation Notes For today’s agenda, We will go over what the Department of Enterprise Services is As well as details on the Current bidding opportunity We’ll briefly review the Competitive solicitation documents Take a look at the solicitation Timeline Additional resources will be shared Wrap up with any clarifying questions you may have

WHAT IS DES?

• The Washington Department of Enterprise Services

• Authority to create statewide contracts for the state

• Procurement bridge between purchasers and contractors

• State Procurement Priorities

Presenter Notes Presentation Notes Enterprise Services is the only agency empowered to create Contracts for use by all Washington state agencies. These are referred to as statewide contracts.

Enterprise Services creates the procurement bridge between suppliers and customers to enable customers to acquire the goods/services they need – efficiently and cost-effectively – to perform their mission.

Enterprise Services implements state procurement priorities through Contracts such as:

Green product preferences (PCBs, recycled content, etc.)

Small and veteran business inclusion preferences Economic & Social preferences – e.g., pay equality; wage theft, diverse subcontractor inclusion, etc.

ELIGIBLE PURCHASERS

Who are the customers of these contracts?

• State agencies

• Use DES statewide contracts unless the contract cannot justifiably satisfy the agency needs.

• Other eligible purchasers

• Political Subdivisions

• Tribes in WA

• Federal Agencies in WA

• Public Benefit Nonprofits in WA

Presenter Notes Presentation Notes Who are the customers of these contracts?

Washington State Agencies. “Agencies must use existing “qualified contracts’ unless the contract cannot justifiably satisfy their needs.” Per DES Policy No. 090-00, Delegation of Authority

The other eligible purchasers that use our Contracts:

Political subdivisions – e.g., Cities, Counties, Towns Tribes located in Washington Federal Agencies Public Benefit Nonprofit Organizations

PROCUREMENT SCOPE

The purpose of this solicitation is to establish a statewide contract for Security Guard Services – a uniformed presence that enhances and supports the safety and security of the assigned work site.

Categories:

• Category 1 – Level 1 Security Guard: Security Guards who are never equipped with weapons of any kind (including non-lethal).

• Category 2 – Level 2 Security Guard: Specialized Security Guards who are always equipped with, and professionally trained to use, non-lethal (less than lethal) weapons.

• Category 3 – Level 3 Security Guard: Specialized Security Guards who are always equipped with, and professionally trained and licensed to use, a firearm.

Presenter Notes Presentation Notes The purpose of this solicitation is to establish a statewide contract for Security Guard Services – a uniformed presence that enhances and supports the safety and security of the assigned work site.

The scope has been broken down into four categories.

Category 1 – Level 1 Security Guard: Security Guards who are never equipped with weapons of any kind (including non-lethal).

Category 2 – Level 2 Security Guard: Specialized Security Guards who are always equipped with, and professionally trained to use, non-lethal (less than lethal) weapons.

Category 3 – Level 3 Security Guard: Specialized Security Guards who are always equipped with, and professionally trained and licensed to use, a firearm.

PROCUREMENT SCOPE (CONT’)

Categories:

• Category 4 – Add-On Services:

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

• Supervisors: Experienced guards who are on site to supervise the assigned security guard/s, and may be unarmed, armed with non-lethal/less than lethal weapons, or a firearm as specified by Purchaser.

• Other: Other add-on services that support, or enhance, security guard services.

Presenter Notes Presentation Notes Category 4 – Add-On Services:

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

Supervisors: Experienced guards who are on site to supervise the assigned security guard/s, and may be unarmed, armed with non-lethal/less than lethal weapons, or a firearm as specified by Purchaser.

Other: Other add-on services that support, or enhance, security guard services.

CONTRACT AWARD STRUCTURE

Geographic Area Contract Category Main Awards Reserved Awards Statewide 1 Level 1 Unarmed Security

Guard Up to one (2) Up to one (2)*

2 Level 2 Armed (Non- Lethal) Security Guard

3 Level 3 Armed (Firearm) Security Guard

4 Add-On Services ◊◊ ◊◊

Presenter Notes Presentation Notes For this solicitation, there will be main awards and reserved awards.

Main Awards are open to all bidders to the highest scored, responsive, responsible bidders.

Reserved Awards are open to the otherwise not awarded (i.e., bidder did not receive a Main Award), highest scored, responsive, responsible bidder who certifies (and qualifies) in Exhibit A– Bidder’s Certification as either a Washington Small Business or Washington Certified Veteran-Owned Business.

Contracts will be awarded by geographic area and contract category.

Statewide awards which you see described on the slide will have up to two main awards, and up to two reserved awards.

To clarify, when we use Statewide here, we are referring to the regional service area – “statewide.”

CONTRACT AWARD STRUCTURE (CONT’)

Geographic Area Contract Category Main Awards Reserved

Awards Each of the following separate geographic areas:

King County (except for Seattle City Limits); Pierce County (except for Tacoma City Limits);

Snohomish County; Spokane County; Clark County; Thurston County; Kitsap County; Yakima County; Whatcom County;

Benton County; Skagit County;

Grant County; Lewis County;

Chelan County; Grays Harbor County; Kittitas County; Seattle City Limits; Tacoma City Limits

1 Level 1 Unarmed Security Guard

Up to eight (8) for each specified Geographic Area

Up to five (5) for each specified Geographic Area

2 Level 2 Armed (Non- Lethal) Security Guard

Up to eight (8) for each specified Geographic Area

Up to five (5) for each specified Geographic Area

3 Level 3 Armed (Firearm) Security Guard

Up to eight (8) for each specified Geographic Area

Up to five (5) for each specified Geographic Area

4 Add-On Services ◊◊ ◊◊

Presenter Notes Presentation Notes For each category and each of the listed geographic areas, which are both counties and the cities of Seattle and Tacoma, there will be up to eight main awards and up to five reserved awards.

You may notice the diamond symbols for category 4. What that means is there are no stand alone awards for category four. They will be attached to awards for categories 1, 2, and/or 3.

We will go over this again when reviewing Exhibit C later on.

CONTRACT AWARD STRUCTURE (CONT’)

Geographic Area Contract Category Main Awards Reserved Awards

Each of the following separate geographic areas:

Cowlitz County; Franklin County; Island County; Clallam County; Mason County; Walla Walla County; Stevens County;

Whitman County; Douglas County; Okanogan County;

Jefferson County; Pacific County; Klickitat County;

Asotin County; Adams County;

San Juan County; Pend Oreille County; Skamania County;

Lincoln County; Ferry County;

Wahkiakum County; Columbia County; Garfield County

1 Level 1 Unarmed Security Guard

Up to three (3) for each specified Geographic Area

Up to three (3) for each specified Geographic Area

2 Level 2 Armed (Non- Lethal) Security Guard

Up to three (3) for each specified Geographic Area

Up to three (3) for each specified Geographic Area

3 Level 3 Armed (Firearm) Security Guard

Up to three (3) for each specified Geographic Area

Up to three (3) for each specified Geographic Area

4 Add-On Services ◊◊ ◊◊

Presenter Notes Presentation Notes And for each category and each of the remaining counties, there will be up to three main awards and up to three reserved awards.

SOLICITATION DOCUMENTS

• Competitive Solicitation 00624

• Exhibit A – Bidder’s Certification (Required)

• Exhibit B – Non-Cost Factors (Required)

• Exhibit C – Bid Price (Required)

• Exhibit D – Contract

• Exhibit E – Diverse Business Inclusion Plan (Required If Applicable)

Presenter Notes Presentation Notes These are the documents included in the solicitation announcement in WEBS.

I strongly recommend starting with the “Competitive Solicitation 00624” document. It is a thorough guide that lays out all the details, requirements, and the expectations of the solicitation.

Exhibit A – Bidder’s Certification (Required) Exhibit B – Non-Cost Factors (Required) Exhibit C – Bid Price (Required) Exhibit D – Contract Exhibit E – Diverse Business Inclusion Plan (Required if the bidder intends to utilize subcontractors if awarded a contract)

BID EVALUATION SUMMARY

• Bid Responsiveness: Pass/Fail

• Non-Cost Factors (Exhibit B): 1600 points possible

• Cost Factors (Exhibit C): 1600 points possible

• Executive Order 18-03: 50 points possible.

• Total Possible Points: 3250

• Bidder Responsibility Analysis: Pass/Fail

Presenter Notes Presentation Notes Here is how you can expect your bid to be evaluated.

A bid responsiveness check is where Enterprise Services reviews bids – on a pass/fail basis – to determine whether the bid is ‘responsive’ to this Competitive Solicitation. This means that Enterprise Services will review each bid to determine whether the bid is complete – i.e., does the bid include each of the required bid submittals, are the submittals complete, signed, legible.

Following this check are the opportunities to earn points.

Non-Cost Factors (Exhibit B): 1600 points possible Cost Factors (Exhibit C): 1600 points possible Executive Order 18-03: 50 points possible. (We will review what this is later on.)

Total Possible Points: 3250

For responsive bids, Enterprise Services must determine whether the bidder is a ‘responsible bidder.’ by considering :

Bidder’s ability, capacity, and skill to perform the contract or provide the service required;

Bidder’s character, integrity, reputation, judgment, experience, and efficiency;

Bidder’s performance quality pertaining to previous contracts or services;

Bidder’s compliance with laws relating to the contract or services;

Whether, within the three-year period immediately preceding the date of the Competitive Solicitation, bidder has been determined by a final and binding citation and notice of assessment issued by the Washington State Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and Such other information as may be secured having a bearing on the decision to award a Contract.

EXHIBIT B – NON-COST FACTORS

• Responses for Exhibit B must be entered into Exhibit B. It must be submitted as a Microsoft Word, .docx file.

Presenter Notes Presentation Notes Exhibit B is your opportunity to shine and earn points.

Evaluation Topics: Company experience, customer service, recruitment and retention, employee on-boarding and coverage, incident training and implementation.

Be mindful of the required response limits listed for each question, as well as the ‘minimum acceptable standards’ and the opportunities to demonstrate ‘added value’.

Meeting the minimum acceptable standard is required to be considered responsive, and demonstrating added value are the opportunities to earn points.

Responses for Exhibit B must be entered into Exhibit B. It must be submitted as a Microsoft Word, .docx file.

EXHIBIT C – BID PRICE

• This document must be submitted as a Microsoft Excel file.

Presenter Notes Presentation Notes For Exhibit C – make sure to read all the instructions before starting, and fill out all required information.

Rates are separated by “Standard” and “Rapid Response”, and both rates are required. The rates you submit are the maximum rates that can be charged for these services.

You may bid on as many geographic regions as you like, including Statewide, County, and Seattle and Tacoma.

Bids for Category 4 – Add on Services must include matching bids for Categories 1, 2, and/or 3. Stand-alone bids for Category 4 will not be considered.

For example, if you submit rates for Category 4 – Vehicles for Thurston County, you must also include rates for Categories 1, 2, and/or 3 for Thurston County.

STATE PROCUREMENT PRIORITIES

• Firms without Mandatory Individual Arbitration for Employees (Executive Order 18-03)

• This is pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018).

Presenter Notes Presentation Notes As a state procurement priority, an additional fifty (50) points will be awarded to firms without Mandatory Individual Arbitration for Employees

Enterprise Services will evaluate bids for best value and will provide a bid preference in the amount of 50 points to any bidder who certifies, pursuant to Exhibit A – Bidder’s Certification, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717

CONTRACT

• Contract term: Initial 2 Years, with a 4-year performance-based extension

• Pricing

• Economic price adjustment

• Standard Insurance requirements

• Quarterly sales reporting

• Vendor management fee (1.25%)

• Due 30 days after Invoice is received

Presenter Notes Presentation Notes This will be a very brief overview of the contract. Highly recommend reviewing Exhibit D for the Contract thoroughly as well.

Contract term is an Initial 2 Years, with a 4-year performance-based extension

We will go over the economic price adjustment and insurance requirements later.

There are contractual requirements for quarterly sales reporting. A sales report must be submitted to DES by the deadline on a quarterly basis, regardless if there are no sales.

A DES vendor management fee of 1.25% is generated from these sales reports to issue an invoice that must also be paid by the deadline. This fee is NOT allowed as a separate fee/line item in invoices, it is part of contract pricing, and needs to be factored in when you are submitting your bid for pricing in Exhibit C.

Failure to submit timely quarterly reports and timely payment of the management fee may result in contract removal, and impacts to a Bidder’s eligibility to bid on future solicitations.

ECONOMIC PRICE ADJUSTMENT

• Occurrence: May be adjusted each August 1st (the contract’s anniversary date).

• Will use and compare wage data from:

• Standard Occupational Classification (SOC) Code of 33-9032, titled Security Guards, for Washington

• Washington State Department Labor & Industries Minimum Wage Rates

• City of Seattle Minimum Wage rates (for Seattle rates only)

Presenter Notes Presentation Notes There will be an economic price adjustment clause as part of the contract.

Rates may be adjusted each August 1st (the contract’s anniversary date).

Will use and compare wage data from:

Standard Occupational Classification (SOC) Code of 33-9032, titled Security Guards, for Washington Washington State Department Labor & Industries Minimum Wage Rates City of Seattle Minimum Wage rates (for Seattle service area only)

INSURANCE REQUIREMENTS

• Commercial General Liability Insurance:

• Category 1: $1,000,000 / $2,000,000

• Category 2 & 3: $2,000,000 / $4,000,000

• Workers’ Compensation Insurance

• Employers’ Liability (stop gap) insurance

• Commercial Automobile Liability Insurance

• Crime Insurance/Employee Dishonesty

• Professional Liability

• Category 1: $1,000,000 / $1,000,000

• Category 2: $2,000,000 / $2,000,000

• Category 3: $4,000,000 / $4,000,000

Presenter Notes Presentation Notes The insurance limits will vary depending on the awarded categories, which vary depending on the risk level of the categories.

A current and sufficient copy of a certificate of insurance is required at the time of contract signing.

EXHIBIT E – DIVERSE BUSINESS

INCLUSION PLAN

• Only required for Bidders who plan to utilize subcontractors to perform the contract, if awarded.

Presenter Notes Presentation Notes Exhibit E is the Diverse Business Inclusion Plan, and it is only required for Bidders who plan to utilize subcontractors to perform the contract, if awarded.

QUESTION AND ANSWER PERIOD

• Bidders are encouraged to ask questions.

• Any bidder issues or concerns with Exhibit D – Contract must be submitted during the Question & Answer Period.

• Q&A are posted in WEBS.

• Some Q&A may lead to solicitation amendments.

Presenter Notes Presentation Notes The Q&A period allows bidders to raise questions to the Procurement Coordinator outside of the pre-bid conference.

Bidders are encouraged to ask questions - questions help improve the solicitation and the resulting contract.

Any bidder issues or concerns with Exhibit D – Contract must be submitted during the Question & Answer Period.

Bidders are responsible for providing questions in writing to the Procurement Coordinator, which is me for this solicitation. I may request additional information or clarifications before providing an official answer to any questions raised.

Questions received and the official answers will be posted throughout the Q&A period to WEBS. If bidders are registered in WEBS they should receive the notice that a new document is posted. But it is recommended that potential bidders also proactively check WEBS regularly.

Some Q&A may lead to solicitation amendments. It is the bidders responsibility to use the most recent form of the required exhibits if they get amended. The details of any change will be listed in an amendment document posted in WEBS.

HOW TO SUBMIT A BID

• Review all solicitation and contract terms.

• Submit a bid before the due date and time: April 28th at 11:59 PM

• Email bid submittals to: DESContractsTeamApple@des.wa.gov

• Provide all required Exhibits, complete, signed and legible:

• Exhibit A – Bidder’s Certification (.docx or PDF)

• Exhibit B – Non-Cost Factors (.docx only)

• Exhibit C – Bid Price (Microsoft Excel only)

• Exhibit E – Diverse Business Inclusion Plan (If Applicable) (.docx or PDF)

Presenter Notes Presentation Notes What to keep in mind when submitting your bid:

Review all solicitation and contract terms.

Submit a bid before the due date and time: April 28th at 11:59 PM Email bid submittals to: DESContractsTeamApple@des.wa.gov Provide all required Exhibits, complete, signed and legible:

Exhibit A – Bidder’s Certification (.docx or PDF) Exhibit B – Non-Cost Factors (.docx only) Exhibit C – Bid Price (Microsoft Excel) Exhibit E – Diverse Business Inclusion Plan (If Applicable) (.docx or PDF) mailto:DESContractsTeamApple@des.wa.gov

TIMELINE AND NEXT STEPS

• Question and Answer period:

• Questions due: April 15th, 2025 at 11:59 PM

• Final answer document posted: April 17th, 2025

• Bid due date: April 28th, 2025 at 11:59 PM

• Anticipated announcement of apparent successful bidders: June 13th, 2025

• Anticipated contract award: July 13th, 2025

Presenter Notes Presentation Notes For this Question and Answer period:

Questions due: April 15th, 2025 at 11:59 PM Final answer document posted: April 17th, 2025 Bid due date: April 28th, 2025 at 11:59 PM Anticipated announcement of apparent successful bidders: June 13th, 2025 Anticipated contract award: July 13th, 2025

ADDITIONAL RESOURCES

• Washington Electronic Business Solution (WEBS)

• Statewide Payee Desk

• Washington APEX Accelerator, formerly (PTAC)

• Office of Minority and Women's Business Enterprises (OMWBE)

• Washington Department of Veterans Affairs (DVA)

• Washington Department of Revenue (DOR)

• Washington Secretary of State (SOS)

Presenter Notes Presentation Notes Washington Electronic Business Solution (WEBS) – to register or bookmark Statewide Payee Desk – to make sure you’re ready to go to get paid for your services under this state contract, if awarded.

Washington APEX Accelerator, formerly (PTAC) – Provides no cost, confidential, one-on-one technical assistance in all aspects of selling to federal, state, and local governments. They recently held a webinar for preparation of this pre-bid.

Office of Minority and Women's Business Enterprises (OMWBE) Washington Department of Veterans Affairs (DVA) Washington Department of Revenue (DOR) Washington Secretary of State (SOS) Current registration with DOR and SOS are required as part of the contract.

https://pr-webs-customer.des.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://washingtonapex.org/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/

THANK YOU

DESContractsTeamApple@des.wa.gov 360-407-9276 Website

Presenter Notes Presentation Notes Thank you very much for joining me today. I look forward to seeing your bids.

If you have any questions, please raise your hand and introduce yourself before asking your question. As a reminder, in support of clarity and fair competition, any question that is more in depth than a clarifying question about the slides will be recorded and answered in a Q&A document via WEBS.

Does anyone have any questions?

mailto:DESContractsTeamApple@des.wa.gov https://www.des.wa.gov/