202508126 Q
17 KB Posted
- Attached to
- Security Services State and local contract opportunity
- Solicitation number
- RFP - 10A - 202508126
- Issued by
- Penobscot County, Maine
About this file
This is a Question and Answer document for Request for Proposals #202508126 issued by the State of Maine Department of Health and Human Services for comprehensive security services at two psychiatric facilities: Dorothea Dix Psychiatric Center (DDPC) in Bangor and Riverview Psychiatric Center (RPC) in Augusta. The RFP solicits staffed security officer services, electronic security monitoring systems, payroll and human resources management, recruitment, training, and performance management. DDPC requires 416 hours per week of coverage including one supervisor, one lead officer, and eight security officers, while RPC requires 440 hours per week with one lieutenant, one sergeant, and nine security officers. Written questions were due February 20, 2026, by 4:00 p.m., and proposals must be submitted by March 2, 2026, by 4:00 p.m. No site visits were conducted prior to proposal submission. The initial contract period runs from July 1, 2026, through June 30, 2028, with two optional renewal periods extending through June 30, 2031, with one award anticipated.
The document clarifies that all training hours, including initial new employee training (2 weeks) and annual thereafter training (up to 3 days), are billable to the hospitals as part of security staff hourly compensation and the awarded bidder's markup rate. The hospital provides all necessary personal protective equipment and occupational health services are the awarded bidder's responsibility. Bidders must assume all costs for background checks, immunization documentation, training materials, uniforms, and replacement officer hiring. The State will not reimburse overtime hours worked to cover staffing gaps due to background check delays, nor will it compensate for schedule changes without notice or reduced staffing levels. Vets Securing America is the current incumbent vendor. Pricing and billing rates remain fixed regardless of staffing level changes, with no guaranteed minimum weekly hours. The Department declines to disclose current bill rates, wage rates, or the contract value. Financial statements submitted by bidders will be handled per RFP Part I, B.8., with the Department declining to sign non-disclosure agreements.
Text of this file
QA 202508125
Question Answer
Part II, B.8. Page 10 Mentions that the vendor is required to "Ensure that no Security Officers work more than forty (40) hours per week, unless previously approved by the Hospitals"
| Is this ONLY if overtime is intended to be billed? | Yes. |
| Part II, B.9.b. Page 10 |
Advises that security officers are required to "attend required hospital training"
a. How many hours per year is this training?
b. Is this training able to be billed to the hospitals or should it be included in the rates? a. Initial new employee training is 2 weeks. Annual thereafter training can be up to 3 days.
b. Yes, billable to the hospitals as part of the Security staff's hourly compensation rate and the awarded Bidder's mark-up rate.
Part II, C.3.a. Page 11
a. What are the anticipated costs for orientation and training of new security officers?
b. How many hours are required besides the 40 hours on "field training" on site? a. Cost are reimbursed as part of the Security staff's hourly compensation rate and the awarded Bidder's mark-up rate.
b. Initial new employee training is 2 weeks. Annual thereafter training can be up to 3 days.
Part II, G.1.a.-u. Page 13
a. Does the hospital provide this training or the vendor?
b. How many hours per year of hospital provides?
c. Is this training billable? a. The Hospitals.
b. Initial new employee training is 2 weeks. Annual thereafter training can be up to 3 days.
c. Yes.
Part II, G.2.a. Page 14
a. How long is the "New Employee Orientation"
b. Is this billable? a. Initial new employee training is 2 weeks. Annual thereafter training can be up to 3 days.
b. Yes.
Appendix H, General Expectations, 6.a. & b. Page 37 Describe required transports of patients.
a. Will the vendor be transporting patients alone or along with a hospital employee?
b. Who will be the driver of the state owned vehicle, Hospital staff or the vendor? a. With Hospital staff.
b. The specific driver will be determined based on the situation and at the time of the needed transportation.
| Not Provided | |
| Is it acceptable to submit unaudited financial statements, given that we are a privately held company and are not legally required to produce audited financial statements? | Bidders must adhere to all the requirements outlined in the RFP, refer to Part I, B.3. & 8. of the RFP |
| Not Provided | |
| Could you please confirm whether we are permitted to use the State of Maine as one of our references? | It is at the Bidder's discretion |
| Part II, A.3. and B.6.a. Pages 9-10 | |
| Is there any required equipment not listed in the RFP that contractor is responsible for providing? | No. |
| Part II, G.1.a.-u. Page 13 |
a. Is the hospital required orientation outlined conducted by the hospital?
b. Is the required hospital orientation billable to the hospital? If not, please provide a total number of required hours to complete Section G. a. Yes.
b. Yes.
| Part II, G.2.a. Page 14 | |
| Is the 40 hours of on-the-job training billable to the hospital or is contractor responsible for this cost? | All training is billable to the Hospitals. |
| Part II, G.1.d. Page 13 | |
| Will the contractor be responsible for providing de-escalation training and certified instructors? | No. |
| Appendix H, Hospital Security Expectations, 5. Page 35 | |
| Please clarify what is meant by process patient admissions. | The patient admission process may include Security staff assisting Hospital staff with screening the patient for contraband and providing general security presence, in addition to processing patient possessions brought to the hospital to include sorting, screening for safety, and laundering/providing for proper infection control. |
| Part II, D.2.a. Page 12 |
a. Do the hospitals have in-house occupational health services or a preferred occupational health partner to complete immunization requirements?
b. If so, will the hospital(s) offer these services? a. No.
b. No.
| Part II, D.2.a. Page 12 | |
| If hospital(s) do not provide occupational health services and/or do not have a preferred provider, will contractor be responsible to determine their occupational health provider & direct bill immunization costs to the hospital(s)? | The awarded Bidder is responsible to ensure all Security Staff have required immunizations and is responsible for any cost related to those immunizations, refer to Part II, D.2. of the RFP. |
| Appendix H, General Expectations, 6. Page 37 | |
| What type of State/Hospital owned vehicles will be required to be operated? | Passenger vehicle and wheel chair vans. |
| Appendix H, General Expectations, 6.a.-c. Page 37 | |
| Will clinical staff be present if Security transports client(s)? | Hospital staff will assist in transporting patients. |
| Part II, G.2.a. Page 14 | |
| Are Hospital New Employee Orientation hours considered billable time, or are wages and associated costs for orientation expected to be absorbed by the awarded Bidder? | All training is billable to the Hospitals. |
| Part II, B.9.a. Page 10 | |
| If required training is delivered by Hospital staff, does the Department charge any fees to the awarded Bidder for participation, materials, or instructor time? | No. |
| Part IV, Section II, 5. Page 20 |
As a privately held company, our financials are confidential.
a. Can you confirm that submitted financial statements will not be publicly disclosed and will remain confidential within the evaluation process?
b. Is the Department willing to sign an NDA? a. Refer to Part I, B.8. of the RFP.
b. No.
| Part II, F. Page 12 | |
| If background check approval is delayed beyond the Bidder's control, how should staffing gaps and associated labor costs be handled? | If the awarded Bidder is unable to staff the Hospitals needs due to a delay in background checks, the Hospitals will not reimburse for overtime hours worked to cover the vacant shift hours. It is the awarded Bidder's responsibility to ensure security staffing levels meet each hospitals expectations and needs. |
| Part II, A.1.c. Page 8 | |
| When staffing schedules are changed without notice by the Department, will the awarded Bidder be compensated for already scheduled or committed labor hours? | No, the Hospitals only reimburse for hours worked on site. |
| Part II, A. Page 8 |
Since staffing levels may change at any time;
a. How will increases or reductions impact pricing and billing rates?
b. Will there be a minimum guaranteed number of weekly hours under Schedules 1 and 2? a. Pricing and billing rates will not change if there is any change in staffing levels.
b. No.
| Part II, B. Page 10 | |
| Which personal protective equipment is provided by the Hospital versus required to be supplied by the awarded Bidder, including gloves, protective gear (bite sleeves, etc.), and specialized equipment? | The Hospital provides all necessary PPE to include gloves, gowns, face shields, botties, and bite guards. |
| Not Provided |
a. Is there an anticipated transition period between contract award and go-live; and
b. Are transition staffing, training, and onboarding hours billable? a. The Department and awarded Bidder will negotiate a transition plan between contract period and go-live; the Department expects a smooth transition to ensure sufficient security staff are in place at each Hospital.
b. Yes.
| Not Provided | |
| Will there be a site visit at both hospitals before the proposal is due? | No. |
| Not Provided | |
| What are the current bill rates and wage rates by position? | As this is a competitive process, the Department declines to answer. |
| Not Provided | |
| Can you please identify the current incumbent contractor providing these services, including contract term and expiration date? | Vets Securing America is the current vendor. The contracts are available in VSS under "Service Contract Search". |
| Part II, A. Page 8, |
a. Are the Lieutenant and Sergeant responsible for both hospital locations; and
b. Will travel between sites be required?
c. Are these fixed-post assignments or strictly supervisory roles? a. No.
b. No.
c. The Lieutenant and Sargent positions are expected to fill in and perform the same duties as a Security Officer.
| Part II, A.3.b. Page 9 | |
| How many VSA Track Tik devices are currently being used at each facility? | DDPC - 2 |
RPC - 0
Part VI, A.1. Page 24
a. Will the successful Bidder be able to negotiate contract terms such as indemnification and insurance with the State upon award?
b. If so, should the Bidder note this in their proposal response or wait until award? a. Yes.
b. No.
| Appendix H, General Expectations, 6.a-.c. Page 37 | |
| Will any of the clients that security transports be prisoners/transferred from a jail/prison? | No. |
| Appendix H, General Expectations, 6.a.-c. Page 37 | |
| During client transports, will security have any medical responsibilities (like EMTs)? | No. |
| Appendix H, General Expectations, 6.a.-c. Page 37 | |
| Describe the scope of security involvement in client transports (i.e. does medical staff put them in the back of the vehicle and help them exit, and ride along with the client to administer any medical help? Does security only drive?) | Security will be considered a support in the transport, which may include assistance in and out of the vehicle and ride along during the transport. |
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Security Services Proposed Services Response Form Final.docx | DOCX document | |
| PRAMS Implementation Manual.pdf | ||
| RFP 202508126 Security Services Final.docx | DOCX document | |
| AMD1 RFP 202508126 .docx | DOCX document | |
| RFP 202508126 Security Services Final.docx | DOCX document | |
| Security Services Proposed Services Response Form Final.docx | DOCX document |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
File details come from the government source that posted it. Updated .