26-050-MESS_Industrial Area Security_Solicitation.pdf

Solicitation No.: 26-050-MESS Advertisement Industrial Area Security Services

Procurement Division

10 International Way Longview, WA 98632

(360) 425-3305

REQUEST FOR PROPOSALS

PROJECT NO.: 26-050-MESS

INDUSTRIAL AREA SECURITY SERVICES

PROPOSAL DUE DATE AND TIME

Date: July 30, 2026 Time: no later than 4:00 p.m. PT

RFP COORDINATOR & CONTACT PERSON

Candi Engebo Procurement Specialist cengebo@portoflongview.com

(360) 425-3305 ext. 219 mailto:cengebo@portoflongview.com

Solicitation No.: 26-050-MESS Advertisement

LEGAL ADVERTISEMENT

PORT OF LONGVIEW

REQUEST FOR PROPOSALS # 26-050-MESS

INDUSTRIAL AREA SECURITY SERVICES

Notice is hereby given that the Port of Longview is seeking proposals from qualified contractors to provide Industrial Area Security Services for the Port of Longview. Proposals will be received by the Port of Longview until 4:00 p.m., July 30, 2026. The complete solicitation is available to view and download on the Port’s website at http://www.portoflongview.com/Bids.aspx.

The Port will host a mandatory pre-bid meeting and site visit in Longview, WA on July 15, 2026 beginning at 9:00 a.m., at the Port of Longview Administration Building, 10 International Way, Longview, WA 98632. Individuals interested in attending the pre-bid meeting and site visit must pre-register with the Port’s staff by emailing Candi Engebo at cengebo@portoflongview.com no later than 5:00 p.m., July 14, 2026.

PUBLISHED: July 9, 2026 The Daily News Port of Longview Website Office of Minority and Women’s Business Enterprises (OMWBE) http://www.portoflongview.com/Bids.aspx

Solicitation No.: 26-050-MESS Table of Contents

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

SECTION 2 – GENERAL INFORMATION

SECTION 3 – EVALUATION

SECTION 4 – SCOPE OF SERVICE

SECTION 5 – PROPOSAL SUBMITTALS

ATTACHMENT A – PRICE PROPOSAL

ATTACHMENT B – SECURITY SERVICES DETAIL

ATTACHMENT C – MINIMUM QUALIFICATIONS, EXPERIENCE AND REQUIREMENTS

FOR SECURITY PERSONNEL

ATTACHMENT D – SAMPLE CONTRACT

Solicitation No: 26-050-MESS

SECTION 1 - INTRODUCTION

PORT OF LONGVIEW DESCRIPTION

The Port of Longview, a special purpose district established in the 1920’s, is the first full-service operating port with strategic transportation connections on the deep-draft Columbia River Federal navigation channel in southwest Washington State. The Port is a multi-cargo deep draft facility that includes eight marine terminals and waterfront industrial property with direct connections to main-line rail and interstate highway. Cargo handling specialties include all types of dry bulk cargos and breakbulk commodities such as steel, lumber, logs, project and heavy-lift cargo, providing cargos to and from domestic barge and international ocean vessels. For general information about the Port of Longview, please visit the Port’s website at:

https://www.portoflongview.com/

STATEMENT OF WORK AND TERM

The purpose of this solicitation is to establish a Contract with a qualified contractor to provide uniformed, unarmed, union security officer services with the experience, qualifications, and capability to provide a professional level of security protection for the Port of Longview. The awarded Respondent will provide security services as requested by the Port conforming to the requirements in the Scope of Service. The “initial term” of the Contract will be for four (4) years, each year contingent upon budget appropriation and Commission approval. The Contract may also extend beyond the initial four (4) year term by mutual agreement of the parties, subject to budget appropriations and Commission approval on an annual basis.

DIVERSITY PARTICIPATION

The Port strongly encourages the participation of minority, women-owned, veteran-owned, and small businesses, and Washington small businesses. No preference will be included in the evaluation of proposals, no minimum level of participation by these businesses shall be required as a condition of receiving an award, and proposals will not be rejected or considered non-responsive on that basis.

TITLE VI STATEMENT

The Port of Longview, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US. C.§§ 2000d to 2000d-4) and the Regulations, hereby notifies all prospective respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SECTION 2 – GENERAL INFORMATION

RFP COORDINATOR

All questions and communication concerning this Solicitation must be directed to the RFP Coordinator listed below. All oral communication will be considered unofficial and non-binding. Vendors must submit questions in writing and rely only on written statements issued by the Port. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Respondent.

RFP Coordinator: Candi Engebo Email Address: cengebo@portoflongview.com Phone Number: (360) 425-3305, ext. 219

ANTICIPATED PROCUREMENT SCHEDULE

The activities and dates listed below represent the anticipated procurement schedule. The Port reserves the right to change the schedule.

Procurement Activity Date and Time (Pacific Time) RFP Release July 9, 2026 Pre-Proposal Meeting - MANDATORY July 15, 2026 @ 9:00 a.m. PT Questions and Requests for Clarifications July 17, 2026 – 4:00 p.m. PT Proposal Due Date and Time July 30, 2026 – 4:00 p.m. PT Interviews (if required) Week of August 3, 2026 Service Start Date (pending approval) September 21, 2026

SOLICITATION DOCUMENTS AND ADDENDA

A. Solicitation documents may be accessed from the Port’s website at: https://www.portoflongview.com/Bids.aspx B. The Port may make changes to this RFP and/or provide clarification to information stated within the document and written questions by way of issuance of written addenda; all addenda issued may be accessed from the Port’s website at the same https://www.portoflongview.com/ https://www.portoflongview.com/Bids.aspx location as the original solicitation documents.

C. All addenda issued prior to the Proposal Due Date will become part of this RFP and will be deemed to have been considered by the Respondent in its proposal.

D. It is the sole responsibility of the Respondent to monitor the website daily to ensure that all posted Addenda are received, reviewed, and acknowledged on the Proposal Form. Failure to acknowledge Addenda may result in the Vendor’s proposal being deemed non-responsive and disqualified from further consideration.

E. Some third-party services independently post Port of Longview solicitations on their websites. The Port does not guarantee that such services have accurately provided Respondent s with all information, particularly Addenda or changes to proposal due date and time. It is the sole responsibility of the Vendor to ensure all addenda are received.

PRE-BID MEETING & SITE VISIT

The Port will host a mandatory pre-bid meeting and site visit in Longview, WA on July 15, 2026 beginning at 9:00 a.m., at the Port of Longview Administration Building, 10 International Way, Longview, WA 98632. Individuals interested in attending the pre-bid meeting and site visit must pre-register with the Port’s staff by emailing Candi Engebo at cengebo@portoflongview.com no later than 5:00 p.m., July 14, 2026. The email must identify the full name of the individual(s) attending, the name of the organization the individual is representing and whether the individual holds a Transportation Worker Identification Credential. If the individual does not possess a Transportation Worker Identification Credential, then the email must specify the identification document the individual will use to gain access to the Port.

COST OF PROPOSALS

All costs incurred before the Contract is fully executed in the preparation and presentation of the Vendor’s proposal and the contract negotiation process shall be borne by the Respondent.

TRANSPORTATION WORKER IDENTIFICATION CREDENTIAL (TWIC)

The Scope of Work will be performed within the secured area of the Port. ALL RESPONDENT AGENTS AND EMPLOYEES WHO PERFORM WORK WITHIN THE SECURED AREA OF THE PORT MUST HAVE A TRANSPORTATION WORKER IDENTIFICATION CREDENTIAL (TWIC). This program was established by Congress and is administered by the Transportation Security Agency and the United States Coast Guard. More information and guidance can be found at https://www.tsa.gov/for-industry/twic.

ASSIGNMENT OF CONTRACT AND SUBLETTING

The Contract shall not be assigned by the Respondent to any person or Respondent without prior written approval of the Port.

There shall be no substitution or subcontracting in the performance of the Contract.

INSURANCE

The successful Respondent will be required to obtain insurance to protect the Port in the event of any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Vendor, or their agents, while performing work under the terms of any Contract resulting from this solicitation. Respondent s will find a complete description of the specific insurance requirements in the Contract document located in Appendix E.

CONTRACT DOCUMENTS

A. A Proposal submitted in response to this Solicitation is an offer to contract with the Port. This Request for Proposals, Addenda, and the successful Respondent’s proposal will be incorporated by reference into the resulting Contract issued by the Port, hereinafter referred to as the Contract Documents.

B. No additional charges by the Respondent in addition to the amounts proposed will be allowed including, but not limited to:

handling charges such as packing, wrapping, bags, containers, reels; or the processing fees associated with the use of credit cards. Notwithstanding the foregoing, in the event that market conditions, laws, regulations or other unforeseen factors dictate, at the Port’s sole discretion, additional charges may be allowed.

C. The successful Respondent will be required to sign the Port’s Contract and a copy is provided in Appendix E for review. By offering a proposal to provide the services described herein, the firm represents that it has carefully read the terms and conditions of the Contract and agrees to be bound by them.

2.9 PROPRIETARY OR CONFIDENTIAL INFORMATION

A. The Respondent’s proposal is subject to the Washington State Public Records Act, RCW Chapter 42.56, and may be subject to public inspection. The Port will not disclose any information contained in competing Proposals or the number of Proposals received until after the Contract is awarded. The Port will keep information submitted through this process confidential to the extent allowed by state or federal law.

mailto:cengebo@portoflongview.com https://www.tsa.gov/for-industry/twic https://www.tsa.gov/for-industry/twic

B. Any information in the proposal that the Respondent desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the exemption from disclosure upon which the Vendor is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page. Making the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

C. If a public records request is made for the information that the Respondent has marked as “Proprietary Information,” the Port will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, the Port will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 45.56 RCW, or other state or federal law that provides for nondisclosure, the Port shall maintain the confidentiality of the Respondent‘s information per the court order.

NO RFP OPENING – NO READING OF PRICES

The Port does not conduct a bid opening for Request for Proposal (RFP) responses.

SECTION 3 – EVALUATION

3.1 EVALUATION PROCESS

A. In addition to price, it is the intent of the Port to award the Contract to the highest ranked, "responsible" Respondent providing the best value to the Port. In determining whether the Respondent is responsible, the Port will consider the following elements:

• The ability, capacity, and skill of the Respondent to perform the Contract or provide the service required.

• The character, integrity, reputation, judgment, experience, and efficiency of the Respondent.

• The quality of performance of previous contracts or services;

• The previous and existing compliance by the Respondent with laws relating to the Contract or services.

• Other information as may be secured having a bearing on the decision to award the Contract.

The Port will use the following categories to make an evaluation of the elements listed above to determine whether a Respondent is “responsible”:

i. Experience and Past Performance

The following are qualifications that the Respondent must meet in order to be eligible to submit a proposal. Responses must clearly show that the Respondent is in compliance to these qualifications. The Port reserves the right, but is not obligated, to obtain clarification from the Respondent if compliance to the qualifications is not clear in the Respondent’s response. The Port without further consideration shall reject those that are not clearly responsive to the qualifications.

Respondents must include supporting documentation with their proposal demonstrating how they meet the following qualifications, including the following along with information listed in Section 5:

1. Respondent shall have a minimum of five (5) years’ experience in providing similar commercial services.

2. Respondent shall preferably have experience managing a union workforce and negotiating union collective bargaining agreements.

3. Respondent shall preferably have experience managing security in a Maritime Transportation Security Act (MTSA) regulated facility.

4. Respondent shall have successfully performed at least three contracts of a similar, or larger, size with a public or private agency.

5. Respondent must disclose below if the Respondent’s firm has had a contract terminated for cause in the last five (5) years. If a contract was terminated for cause within this timeframe, submit full details of the termination including but not limited to, the reason for termination, the other party’s contact information (name, address, email address, and telephone number), and the Vendor’s position on the matter.

ii. Management and Quality Control

1. Describe your approach for the smoothest possible transition from the current contract to achieving full service capability on the first day of the contract (including obtaining TWIC cards and a Facility Security Officer Training Certificate). Show how you will ensure the necessary staffing, equipment, materials and management systems will be in place.

2. Discuss how your company provides and maintains an effective, quality management system that defines quality, including both quality control and quality assurance methods.

B. Qualifications will be scored by the Port’s evaluation team based upon the Evaluation Criteria identified below. Although some of the criteria may be given more weight than others, each Respondent is expected to provide the Port with a comprehensive submittal which allows the Port to do a complete evaluation against the criteria.

EVALUATION CRITERIA AND WEIGHTS

Criteria Description Weight (pts)

1 PRICE 40

2 EXPERIENCE AND PAST PERFORMANCE 30

3 MANAGEMENT AND QUALITY CONTROL 30

Total: 100 D. Product Demonstrations (if conducted) (not scored)

i. Respondents who submit a Proposal in response to this RFP may be required to prepare a presentation to the Port. This provides an opportunity for the Port to better evaluate the Respondent’s proposal and should be considered an interview session only and does not include negotiation.

ii. The Port RFP Coordinator will schedule the time and location of the interview or presentation. All interviews will be held on site at the Port. Failure of the respondent to participate in interviews as requested by the Port may disqualify their Proposal from receiving further consideration.

iii. The Evaluation Committee members may elect to change their original scoring or ranking based on interview(s).

3.2 AWARD AND CONTRACTING PROCESS

i. The Contract award will be to the highest scored Respondent with the best valued products and service that meet the needs of the Port. The Port reserves the right, at its sole discretion, to negotiate modifications to this solicitation and the Respondent’s response in order to align the Contract to best meet the needs of the Port.

ii. If the Port and the successful Respondent are unable to arrive at an executed Contract, the Port will terminate the award and may proceed with the next highest ranked Respondent.

iii. The Port reserves the right to waive any technicalities, irregularities, to not award at all, reject any and all proposals, and may order a re-advertisement for new proposals or take whatever action is in the best interest of the Port.

SECTION 4 – SCOPE OF SERVICE

SCOPE OF SERVICE

Contract Scope: The scope of this Contract is for union security officer services with the experience, qualifications, and capability to provide a professional level of security protection for the Port of Longview.

PORT REPRESENTATIVE

All work performed under the Contract shall be subject to the review, coordination, and approval of the Port’s Facility Security Officer (hereinafter referred to as the Port Representative) or their designee. The Respondent will be required to work under the supervision and guidance of this Port Representative on a daily basis.

ACCEPTANCE OF WORK

All work performed under the Contract shall be completed to the satisfaction of the Port Representative, who shall, in all cases, determine the amount, quality, acceptability, and fitness of the work which is to be paid for pursuant to any contract entered into between the Port and the Respondent. The Port Representative shall decide all questions which may arise as to the compliance of the Respondent with the terms of the contract and the Port Representative’s determination and decision thereon shall be final and conclusive.

SECURITY OFFICER COVERAGE

A. The Respondent will be responsible for providing properly-trained union security officers to fulfill security duties at various

Port locations, including the MTSA regulated facility, Port Administration, warehouse complex, port rail corridors and other port properties as assigned. The security coverage is 24-7 and 52 weeks per year.

B. The minimum qualifications and experience for contract union security personnel are detailed in Attachment C (Minimum Qualifications & Experience for Security Personnel).

C. The Respondent will be responsible for complying with the following at each location where its security officers are utilized to support the Port:

Solicitation No.26-050-MESS

1. Maintain discipline, excellent appearance, professional demeanor, integrity, and attention to duty among Respondent personnel.

2. Require Respondent personnel to enforce United States Coast Guard CFR’s, U.S. Customs and Border Protection Regulations, Federal, State and local laws including Port’s security policies, procedures, and orders.

3. Furnish Port with the names and phone numbers of Respondent supervisory personnel who can be contacted at any time to respond to Port’s needs.

4. Furnish, at Respondent expense, training materials, rules, and procedures (post orders) to Port Representative within 30 days of assuming the account. Review and update such procedures quarterly or as required by changes in government regulations.

5. Respondent must furnish trained and qualified unarmed union security personnel in sufficient number to provide service as requested by the Port, including rapidly upgrading the number of posted officers to comply with changes in MARSEC Levels, as dictated by the United States Coast Guard, at the straight time billing rate.

6. Respondent will be given 1 hours’ notice by the Port when additional staffing is required. The patrol Officer can be, with the Port’s permission, temporarily assigned to other duties, including coverage of gates, in the event coverage is needed on short notice.

7. Respondent must always maintain a minimum reserve pool of twelve security officers trained appropriately for duty at the Port of Longview. These officers may be posted elsewhere as long as they are available for immediate call up at the Port’s facility. The Respondent will not bill the Port for the training hours for these reserve officers.

8. Standard service will be continuous regardless of weather, disaster, strikes or threatened strikes, and shall include, but not be limited to, the following:

a. Administering Port’s site security procedures.

b. Following procedures to protect the Port’s property, people, and confidential business information.

c. Providing access control of persons, vehicles, or other property.

d. Conducting site surveillance activities (either by patrol or by security equipment monitoring).

e. Identifying and reporting security incidents.

f. Securing property turned in as found.

g. Maintaining files for security-related documents and reports.

h. Assisting Port personnel in preparing for and responding to emerging situations.

i. Ensuring that prompt action is taken to prevent or minimize losses, accidents, fires, proper damage, safety hazards, and security incidents.

j. Inspecting Port’s security devices (fences, walls, gates, lighting, alarms, access system, cameras, etc.), as instructed and submit written reports for any which are malfunctioning, inoperative, or in need of repair.

k. Conduct and document facility security exercises and drills as required by USCG and the Port’s Facility

Security Plan.

l. Conduct and attend Cyber Security Trainings and drills as required by USCG and the Port.

9. Respondent personnel must work their assigned post completely alert and fit to perform their prescribed tasks.

Standard shifts for officers will be eight (8) hours per day. Respondent must not work officers more than twelve hours in any one day and must allow at least eight hours of off duty time between shifts.

10. Personnel with supervisory responsibility shall not be used to fill vacant security officer posts or positions except under emergency situations and upon notification of the Port Representative.

11. The Respondent will not employ armed security officers on any Port of Longview premises.

12. All security personnel furnished to the Port shall be well groomed and neatly uniformed.

SECURITY OFFICER WAGES

The starting pay rate for security officers assigned to Port’s site shall be as indicated in Attachment A. The billing rate details for each level of officer shall be detailed in the Respondent’s response to this RFP in a document substantially similar to that provided in Attachment A.

CONTRACTOR PROVIDED BENEFITS

A. The Respondent’s response to this RFP will include a summary of all benefits which the Respondent provides to its employees. The Respondent shall offer a healthcare plan for the security officers, which is compliant with the Affordable Healthcare Act.

B. The Respondent will provide healthcare benefits for their security officers and include actual costs of their benefits in the overhead rates charged to the Port.

BILLING RATES – DETAILS

The following will apply to wages paid to officers, billing rates:

A. The Port will pay an hourly rate that includes all wages, taxes and benefits. Rates are all-inclusive. Holiday and overtime rates will be at time and a half. No additional costs will be paid by the Port. All costs, including such things as equipment supplies, radios, training costs, background checks, and any other related costs are reflected in the rate below and will not be allowed as a separate invoiced payment item.

B. Straight time rates shall apply to normal work hours.

C. The Site Supervisor shall be a salaried employee with pay based on forty (40) hours per week times the Site Supervisor pay rate.

D. Premium rates (time and one-half) shall apply to Port approved overtime hours in excess of 40 hours per week.

E. The Port may require overtime without prior notice. The Port Representative alone must specifically authorize all overtime in writing prior to the Respondent providing any billable overtime at any of the Port’s site(s).

F. The Respondent shall not invoice Port for more hours than those specifically authorized by the Port or actually work by

Respondent’s employees.

G. Premium rates (time and one-half) shall apply to hours worked on Port-approved holidays and for overtime. The contract specifies the following paid holidays per year (New Years, Martin Luther King Day, Presidents Day, Memorial Day, Bloody Thursday, Independence Day, Labor Day, Veterans Day, Thanksgiving, Day after Thanksgiving, and Christmas). The Port will negotiate any requested changes to these specified days. Premium rates shall be billed at one and one-half the hourly rate.

H. The cost of any time off, including but not limited to vacation, sick time or personnel time benefits given by the Respondent shall not be billed to the Port.

I. Port-specific On-the-Job Training (OJT) time is billable to the Port after the employee has completed 90 days of satisfactory service. If the employee does not complete this probationary period the Port may not be charged for the training.

J. If any contracted man-hours are unfilled due to “call offs,” miscommunication, etc. the cost for these contracted man-hours will be deducted from the corresponding billing period and reported IMMEDIATELY TO THE PORT

REPRESENTATIVE.

EQUIPMENT, MATERIAL AND SUPPLIES

A. Port equipment, materials, and supplies shall remain the property of the Port and will not be used for any purpose other than in the performance of Port functions.

B. Respondent shall ensure that no clubs, mace, handcuffs, or firearms are to be carried or possessed by Respondent’s employees on the Port’s premises.

C. Respondent-furnished equipment shall remain the property of the Respondent and will not be sued for any purpose other than in the performance of the Port’s security functions.

D. All officers assigned to the Port’s premises will be required to report for duty in a uniform consisting of the proper designated attire as indicated below.

E. Respondent shall furnish, at their own costs, the following minimum items to each security officer assigned to the Port’s site at no expense to the officer and with no uniform deposit required from the officer:

1. Two pair of pants

2. Four shirts

3. One badge

4. One hat

5. One uniform jacket

6. Safety Reflective Vests with the work “SECURITY” clearly displayed

7. Rain gear

8. Any other gear or equipment as required by the union collective bargaining agreement, as long as it is approved by

Port Management for safe use at our facilities.

F. All uniforms will match in quality and color. Respondent will provide replacement uniforms for officers at no cost to the employee when replacement is due to normal wear and tear. Quality alternations of uniforms will be provided for officers by the Respondent at no cost to the employee. In addition to the above specified items, officers will be required to wear blue or black shoes, regardless of which color, all officers will wear the same color of shoes.

G. The Respondent shall ensure that its personnel are prepared, uniformed, and equipped to perform security duties. The following list denotes what is provided by the Respondent and what is provided by the Port:

Provided by: Item

Respondent Flashlights

Respondent Flashlight Batteries

Respondent Personal Protective Equipment as needed.

Minimum include: Hardhat, Safety Glasses, Disposable Hearing Protection, Life Jacket

Respondent Cell phone for Site Supervisor

Respondent Two-way radios issued to all on-duty officers

OFFICE SPACE

The Port will provide a building that includes office space, including an office for the Site Supervisor and a meeting space.

The Respondent shall be responsible for providing an internet connection and laptop for the Site Supervisor or Security Officers for any office work (i.e., no non-Port owned assets shall be connected to the Port Network).

VEHICLES

A. The Port will provide vehicles as necessary for the security officers based on the amount of work and positions needed per the Port’s business needs.

B. Fuel will be provided by the Port for Port owned vehicles only. The Respondent shall be responsible for any damage to

Port owned property, including vehicles. The Port is responsible for maintenance and normal wear and tear of vehicles.

TRAINING RESPONSIBLITIES

A. The Respondent shall be responsible for ensuring officers maintain the proper level of security training to maintain their state license along with training that is mandated by the Department of Homeland Security and U.S. Coast Guard for MTSA facilities.

B. The Respondent shall also be responsible for ensuring the following level of training is completed and remains up-to-date during the term of the contract:

1. The Respondent shall be responsible for ensuring the security officers have and maintain a valid security officer license issued by the State of Washington and a valid driver license.

2. The Respondent shall be responsible for ensuring the Supervisor has and maintains American Red Cross, American

Heart Association or equivalent basic First Aid, AED and CPR for adults including all required refresher training. The training must meet OSHA requirements.

3. The Supervisor shall have completed the Facility Security Officer (FSO) training, as required by 33 CFR § 105.205 and 105.126.

4. Training for security officers who will be assigned to support the Port must comply with State law and the training requirements specified in 33 CRT Part 105 and Part 126. The training includes but is not limited to:

a. Basic Pre-Service Training. All security personnel assigned to Port must complete pre-service training prior to assignment at no direct cost to the Port. This training must comply with Washington State Department of Licensing requirements, and at a minimum consist of 8 hours of State mandated security officer training.

Basic pre-service training must also cover the following ten (10) topics identified in 33 CFR § 105.210:

• Knowledge of current security threats and patterns;

• Recognition and detention of dangerous substances and devices;

• Recognition of characteristics and behavioral patterns of persons who are likely to threaten security;

• Techniques used to circumvent security measures;

• Crowd management and control techniques;

• Security related communications;

• Inspection, control, and monitoring techniques;

• Methods of physical screening of persons, personal effects, baggage, cargo, and vessel stores;

• The meaning and the consequential requirements of the different MARSEC Levels; and

• Familiarity with all relevant aspects of the TWIC program and how to carry them out.

b. In addition, all security personnel must receive training in Sensitive Security Information (SSI) and related control, marking, and protection requirements as part of the basic pre-service training. The Respondent is responsible for development training materials to comply with these requirements.

c. Port Specific On-the-Job Training (OJT). OJT is to be conducted for all security personnel working a security post for the first time regardless of whether the individual is a new hire or not. The amount of time allocated is contingent upon the post worked and requirements of the Port’s MTSA Facility Security Plan.

The training must, at a minimum,, consist of 40 hours of training and must be completed before the individual is assigned to any independent duty position. OJT must cover all gates, and patrol officer duties, as well as the following four (4) topics identified in 33 CFR § 105.210:

• Knowledge of emergency procedures and contingency plans;

• Operation of security equipment and systems;

• Testing, calibration, and maintenance of security systems and equipment; and

• Relevant provisions of the Port’s MTSA Facility Security Plan.

For the purposes of the four (4) topics identified above, the Port will provide Respondent with relevant site-specific information and instruction, as necessary, and Respondent must include such information in its MTSA training and provide it to all security personnel assigned to work for the Port.

d. Continuous On-the-Job Training. Continuous OJT will be conducted on a monthly basis (except months where in-service training is conducted) during the course of an employee's assignment. Continuous OJT must, at a minimum, cover the fourteen (14) topics listed in 33 CFR § 105.210. The Continuous OJT training curriculum and schedule must be approved by the Port Representative.

e. In-service Training. In-service Training will be conducted for all security personnel at least quarterly.

Programs and curricula must be developed by the Respondent and be reviewed and approved by the Port Representative prior to implementation. Billing for this training will be authorized at the straight-time rate.

In-service training does not include OJT, weekly staff meetings, performance counseling, etc.

f. Escort Training. Escort training will be conducted by the Site Supervisor for Security Officers, Port personnel, and others as directed by the Facility Security Officer.

g. Unless stated otherwise in the RFP, all costs related to training will be borne by the Respondent and will be considered to be included in the hourly rate as agreed to in the Contract.

4.12 MTSA TRAINING RECORDS

A. Security personnel must take, and successfully complete, a proficiency test covering the fourteen (14) topics listed in 33

CFR § 105.210 and provide a training certificate to the Port Representative, within twenty-one (21) days of first assignment.

B. Immediately upon successful completion of such proficiency test, Respondent shall create and maintain training records that comply with the recordkeeping requirements directed by 33 CFR § 105.225(b)(1) for each security officer assigned to provide security services to the Port. Respondent shall provide a copy of such training records and/or course materials, either in paper or electronic form, upon request to the Port Representative. Such training records must be marked and protected as SSI pursuant to 33 CFR § 105.225(c) and 49 CFR Part 1520.

4.13 PROTECTION OF SENSITIVE SECURITY INFORMATION (SSI)

From time to time, Respondent, including its employees, representatives, and agents, may need access to or may develop SSI, and Respondent shall acknowledge that it and its employees, representatives, and agents have read, understand, and will comply with SSI regulations pursuant to 49 CFR Part 1520. Respondent including its employees, representatives, and agents, will protect SSI and limit access to and dissemination of SSI only to “Covered Persons” with a “Need to Know,” as defined by 49 CFR Part 1520.

4.14 MISCELLANEOUS RESPONSIBILITIES

The Respondent shall also be responsible for providing the following:

A. A written report for all security, safety, environmental, and emergency incidents within 4-hours of the conclusion of the incident.

B. Uninterrupted services under all conditions, to include but not limited to, the threat of a strike or the actuality of a strike, adverse weather conditions, a disaster, or emergency situation, at the agreed upon hourly contractual rate.

C. A monthly statistical report of security and emergency incidents.

D. Maintaining a personnel file of all security officers assigned to the Port, which shall include all documents as required within this RFP. These files shall be maintained in a manner to allow immediate viewing if necessary and produced in hard copy within two (2) business days (excluding weekends and holidays) upon receipt of request from the Port.

The Port reserves the right to take any action necessary to ensure that the security forces are fully staffed in order to protect the Port property, personnel, and assets. This may include contractual arrangements with other Respondents for the purpose of obtaining additional resources in the event that the Respondent cannot perform. If such arrangements are deemed necessary, then the Respondent may, at the sole discretion of the Port, be terminated, and any cost incurred by the Port may be withheld from funds owed to the Respondent.

The Port reserves the right to remove a contracted security officer from a duty assignment and/or bar the from further service at the Port’s site.

The Respondent shall be responsible for advertising and recruiting help, preparing paychecks, payroll taxes, Social Security and Withholding taxes, preparing W-2’, Unemployment and Workmen’s Compensation claims, and liability insurance for contract security officers. The obligation of the Port shall be solely to compensate the Respondent for the number of hours provided monthly in accordance with the contract price schedule.

Each security officer must have his or her individual State of Washington Security Officer license in his or her possession while performing work for the Port and have a valid driver's license.

The Respondent shall ensure that all contract security personnel physically possess a valid TWIC issued by the U.S.

Transportation Security Administration at all times while at the Port’s site.

4.15 ADJUSTMENT TO COMPENSATION

Upon the occurrence of any of the acts or omissions listed below, there shall be an equitable downward adjustment of Respondent’s charges to fairly reflect the reduced value of services provided. This downward adjustment shall be determined by mutual agreement of the contracting parties. Pending final agreement on the amount of such downward adjustment, the Port may deduct from the monthly billing the sum of one hundred and fifty dollars ($150.00) for each occurrence per day, per incident. If no mutual agreement is reached within two (2) months after deduction, the amount actually deducted by the Port shall be deemed acceptable to both parties. In every instance, Respondent will be provided advance written notification of the intent to make a penalty deduction.

The following will not be permitted under any circumstances and are grounds for an equitable downward adjustment of Respondent’s charges and cancelling the contract:

• Failure to provide the number of security officers required for each post and each shift, as initially agreed upon (i.e., open posts).

• Failure to assign trained security officers as replacements according to the specified training requirements.

• Permitting a security officer to work in excess of twelve (12) hours in any twenty-four (24) hour period without the prior approval of the Port Representative.

• Permitting personnel with supervisory responsibility to fill vacant security officer posts or positions except under emergency situations and upon notification of the Port Representative.

• Failure to maintain complete records of all hours worked by each employee assigned.

• Not paying each employee the minimum amount as specified by the contract.

• Failure to produce documentation concerning pre-employment screening and selection prior to assignment or promotion.

• No paying each employee the minimum amount as specified by the contract.

• Failure to produce documentation concerning pre-employment screening and selection prior to assignment or promotion.

• Failure to provide post orders at all security posts within thirty (30) days of contract award and failure to update quarterly.

• Failure to provide all reports outlined in the final Contract by the 10th day of the following month.

• Failure to replace any employee within eight (8) hours upon request.

• Failure to provide the training specified in the contract prior to assignment.

• Failure to furnish all equipment and material, in good working order, necessary for the performance of the services specified in the contract (including post orders).

• Failure to provide emergency service requested with proper advance notification, as specified in the contract.

SECTION 5 – PROPOSAL SUBMITTALS

SUBMITTAL INSTRUCTIONS

Vendors must submit their complete Proposal in the following manner:

A. Proposal: Proposals must be submitted electronically as described below. The electronic submission must be received by the Port on or before the Proposal Due Date and Time set forth in the Anticipated Procurement Schedule.

i. Hard Copies: No hard copies of Vendor’s submittal are required; any hard copies received will go unevaluated.

ii. Electronic Submittal: The electronic Proposal is to be submitted via email to cengebo@portoflongview.com, copying lharris@portoflongview.com with the subject title stating the RFP number and Vendor’s business name. The file size can be no larger than 20 megabytes to be received by email. It is the responsibility of the respondent to ensure the electronic Proposal was received by the Port.

B. Time of Receipt:

i. Ensure delivery to the Port at the email address provided in item A (ii) above on or before the Proposal due date and time. Time of receipt will be determined by the date and time the response is stamped by the email sent by the respondent. Late submittals will not be accepted or considered. Respondents accept all risks of late delivery regardless of fault or chosen delivery method. Contact the RFP Coordinator PRIOR TO THE DUE DATE AND TIME OF THE PROPOSAL to verify receipt of proposal by due date and time.

PROPOSALS ARE TO BE SUBMITTED IN THE FORMAT DESCRIBED IN THIS SOLICITATION. NO ORAL, FAXED OR TELEPHONE PROPOSALS OR MODIFICATIONS WILL BE ACCEPTED OR CONSIDERED. ALL PROPOSALS AND ANY ACCOMPANYING DOCUMENTATION BECOME THE PROPERTY OF THE PORT AND WILL NOT BE RETURNED.

PROPOSAL SUBMITTAL DOCUMENT REQUIREMENTS

MANDATORY PROPOSAL CRITERIA

To ensure all proposals are reviewed equally, all Respondents shall include the following information in their proposal.

Company history and Organization

• A brief history of the organization.

• Your mission/vision statement and values.

• Indicators of the size of the company (past year revenue, number of offices, approximate number of accounts, etc.).

• A list of office locations that could be potentially providing services to the Port.

• Location/address of the closest operations manager in relation to the Port of Longview.

• Number of current active contracts which utilize over 500 man-hours per week.

• Number of current port authority contracts.

• Number of current MTSA facility contracts.

mailto:lharris@portoflongview.com

• Years of experience providing security guard services for MTSA regulated facilities.

• Years of experience providing security guard services for maritime facilities.

• Years of experience providing security guard services.

• What is your customer retention rate for the last three years? Specify as a percentage of your total business.

• Does your company have any pending litigation regarding contract disputes? If yes, please provide details of dispute.

Management Approach

• Please describe your management structure as it relates to this project, including all account support personnel, their functions and responsibilities.

• Indicate by position or title the person who will have the overall responsibility for the Port’s account.

• Provide resumes or biographical information for management and the potential account manager.

• Submit an organizational chart depicting the structure of the local servicing office with all contact information including email addresses. Also, include an organizational chart showing regional support.

Personnel Selection Process

• Describe how recruitment and evaluation of potential security officers is accomplished.

• Specify the methods used for applicant background screening and how background checks are conducted.

• List the qualifications security personnel must have and the minimum criteria applicants must meet before being hired.

Development and Retention of Personnel

• Describe your succession planning and development of officers, supervisors, and managers, including promotional opportunities for officers within your organization.

• Describe methods and initiatives designed to promote employee retention.

• Provide information on security personnel turnover rates for the last three years.

• Submit a copy of your employee evaluation form, instructions for completing the form, and policy regarding evaluation of employee performance.

Quality Management

• Outline administrative controls, plans and process to monitor and ensure contract compliance of security services.

• What performance metrics, quality standards, and quality assurance measures does your organization have in place to monitor service?

• What means are used to assess customer satisfaction?

Invoicing

• Invoicing shall be monthly and include weekly timesheets, summarized by post and including guard names.

Propose invoicing procedures and provide a copy of a sample invoice.

• Describe your process for and how quickly you can credit and re-bill invoices with errors.

Training Programs

• Describe in detail the training programs in place to support the training responsibilities described in this RFP’s Scope of Services. Include the following:

o Pre-assignment/orientation training o On-the-job, facility-specific or industry-specific training, including the requirements of 33 CFR §

105.210.

o Annual retraining and recertification, including the requirements of 33 CFR § 105.210.

o How is training delivered, for example, classroom, books, videos, eLearning, etc., and the predominant method most training is delivered.

o Who conducts training? What are the qualification requirements of those conducting training?

o What percentage of training is conducted by personnel with training qualifications and background in training personnel?

o Advanced, personal development and/or continuing education opportunities.

o How do you measure the success of your training?

Business Continuity

• Describe your ongoing business continuity/disaster plan.

• Describe in detail your implementation plan for this program and deployment of resources including how you will respond to an increase in MARSEC Level. Indicate time needed for full implementation.

• Indicate your guaranteed hourly response time for a crisis team to be dispatched to the Port of Longview.

• Describe your procedure to ensure 24/7/365 communication.

Benefits Program

• Describe in detail all benefits offered to employees. Cite specific plans offered, eligibility criteria, and employee cost sharing arrangements. Please specify the following:

o Medical/health insurance – Indicate the employee and coverage options for employee, employee and spouse, and employee and family. Indicate any waiting periods and coverage levels and annual limits.

o Dental – Indicate coverage waiting periods, monthly premiums and annual limits.

o Life insurance – indicate amount provided at no cost to employee and any optional coverages available.

o Other benefits that are part of Respondent’s standard benefits package.

• Outline any specific incentive and recognition programs made available to employees and explain how these programs are managed.

References

• Provide at least three references whose facilities are comparable in industry, size and scope to the Port. At least one of the references must be MTSA-regulated facilities. Include name, address, contact person, contact number and email address.

Transition Plan

• Submit a projected transition plan for implementation if awarded the contract to include tasks and time frames.

Include a list of all individuals assigned to your transition team with current contact information, telephone numbers, and email addresses.

• Describe your proposed approach for communicating and obtaining needed cooperation from key stakeholders for the transition process.

• How would you determine your recommendations for which current employees would be retained versus which would be replaced?

Additional Capabilities

• Indicate features or programs not covered elsewhere in the response which are offered to enhance your firm’s ability to effectively manage this project.

A. Proposal Form

Vendors must fill out the Proposal Form in its entirety and must be signed by an authorized representative.

B. Written Responses

Vendors must respond to Evaluation Criteria with no more than ten (10) single sided pages:

ATTACHMENT A - PROPOSAL FORM

PORT OF LONGVIEW

INDUSTRIAL AREA SECURITY SERVICES 26-050-MESS

THE USE OF THIS FORM IS MANDATORY

NOTE: Any Alteration or Addition to the Proposal Form May Invalidate the Proposal

Individual Proprietor Partnership Joint Venture Limited Liability Company Corporation

PRICE PROPOSAL

CLASSIFICATION

HOURLY

WAGE RATE

OVERHEAD

HOURS PER

WEEK

WEEKLY

TOTAL

A B C (A + B) x C

Security Officer + x = Site Supervisor + x =

Total Weekly Amount (Security Officer + Site Supervisor Weekly Total): $____________________

TOTAL ANNUAL AMOUNT:

*Weekly Amount $___________ x 52 weeks equals Total Annual Amount: $____________________

1. By submitting a Bid, RESPONDENT warrants that prices, terms and conditions will be firm for acceptance for a period of 60 days from the bid opening date.

2. It is MANDATORY that you provide a Unit Price. If there is an error between the Unit Price and Extended Price, the Port will correct the Extended Price.

3. Do not mark, write-in or add any exceptions to the specifications, schedule, terms or conditions. Do not attach alternative boilerplate. Any such exceptions can invalidate your response and the Port can reject your Bid.

4. If you make an error in typing your…