223101 Supplemental Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

October 24, 2022

RFP NO. 223101

FOR: Parking Garage Security Services

CLOSING DATE: October 28, 2022, AT 4:00 PM (LOCAL TIME)

The following are Questions and Answers received on this RFP:

1) Q) Who is the current incumbent?

A) Elite Security.

2) Q) How long have they serviced the (client)?

A) 15 Months.

3) Q) What are the current pay rates for the existing security guards?

A) Unknown.

4) Q) What are the current bill rates being paid for this service?

A) $30 per hour.

5) Q) What is the anticipated start date?

A) As soon as possible.

6) Q) Is there a make & model preference?

A) No.

7) Q) How many are required?

A) 1.

8) Q) What is the amount of mileage driven by the vehicle per month?

A) Unknown. The three (3) parkades are within a 1 mile area.

9) Q) What is the preferred uniform type/style?

A) No preference. Easily identifiable.

10) Q) Is the workforce covered by a collective bargaining agreement with their employer?

If so, will a copy of the CBA be provided, since vendors may be legally bound to honor economic aspects of that CBA?

11) Q) Are there any special training requirements? Ex. First Aid/CPR/AED, etc?

12) Q) What are the insurance requirements for security services?

A) Covered in RFP Section 6.3 Liability Insurance and 6.4 Workers

Compensation.

13) Q) What is the length of the contract term?

A) See RFP Section 6.7 and 6.8.

14) Q) Will there be a requirement for the guards to facilitate temperature checks of visitors/staff? (due to COVID) Is that initiated contactless?

15) Q) What equipment requirements are there?

A) No specific equipment requirements.

16) Q) Is the contractor responsible to provide PPE for the guards?

A) Yes, if required by Contractor.

17) Q) Are there MWBE/VS/DBE or other goals for these services?

18) Q) Is there a Bid or Performance Bond requirement?

19) Q) Are radios required and provided by the client or contractor?

A) Radios are not required, if needed they are responsibility of the Contractor.

20) Q) Is there a Health & Welfare Ordinance in place?

A) The security services would be structured as a contract, and not as employees of the City.

21) Q) Is the client exempt from payment of state and local sales and use taxes?

22) Q) What challenges is the County experiencing at the various sites?

A) The request for services has been issued by the City of Salem for security services at City of Salem Parking Garages only and have no interaction or knowledge of the challenges of the County.

23) Q) What is the reason for going out to bid for security services?

A) Maintain current level of service.

24) Q) The Security Personnel will be using a company issued cell phone that will be used to maintain regular communication with designated staff when necessary. This device will also include an application that allows the Security Professional to log daily reports, complete detailed incident reports and captures details of rounds made during a shift. Is there a storage locker or equivalent available to lock up the device at the end of their shift?

25) Q) (For Multi year contracts) Are the rates proposed locked in for the entire duration of the contract or is there an opportunity to increase rates due to federal, state, etc wage and medical cost increases for each ensuing year?

A) See RFP Section 6.8 Renewal and 6.11 Escalation/De-Escalation Agreement.

26) Q) How are security officers relieved when taking required Rest and Meal Breaks?

A) Contractor responsibility.

27) Q) Is there a 1 hour unpaid lunch break?

A) Determined by Contractor and compliance with applicable laws, rules and regulations.

28) Q) Is employee parking available to the contractor’s employees? If so, is there a fee associated with parking?

A) There is employee parking is available in the parkades and permits are required.

29) Q) Does the (client) have a preference to retain incumbent employees that are in good standing and meet the hiring criteria of the Proposer?

30) Q) Are there restroom facilities in close proximity to all of the posts?

A) Current security provider is responsible for meeting restroom needs of their staff.

31) Q) For inclement weather, is there shelter available for the security professionals?

A) The City parking garages have covered areas. The security vehicle should be an option for getting out of the weather also.

32) Q) What Holidays are observed by the (client) and are they billable?

A) Security services are not expected on national holidays.

33) Q) Is training billable to (client)? If so, which training is billable to (client)?

Shawna Self, CPPB

Purchasing Manager cc: File