Tampa S05 VENDOR QUESTIONS AND ANSWERS - Unarmed Office Security 08-18-2023.docx

Questions and Answers for RFQ# 36C24823Q1610

1. Is the price schedule of work asking for monthly cost for the units of 7 months or a broken-down hourly rate?

ANSWER: Either works

2. In the Price Schedule on Page 2, of the combined Synopsis, the quantity is noted as 7. Is this to indicate 7x Unarmed Guards, for the quoting unit of Per Month?

ANSWER: Months

3. Is the solicitation only for the CBOC at 8900 Gran Oak Circle, Tampa, Florida location only?

ANSWER: Only for the address listed.

4. How many posts and guard hours are needed?

ANSWER: 1 post, this is not a personal services contract. Contractor to determine how many guards are needed to cover the post.

5. Is a patrol vehicle needed?

ANSWER: No

6. Two-way radios: PWS states 7.22 radios (may be provided by the OVAHCS at its discretion), 7.24 states Radio Communications. The Contractor shall furnish all necessary multichannel radio transceiver communications equipment so that each employee on duty may be contacted by the Contractor's radio communication system and/or shift supervisors, and the VA facility. The Contractor shall comply with appropriate Federal Regulations to obtain all necessary frequencies and permits for equipment operation. The exact guard force frequency(ies) shall be coordinated with the COR prior to operation to prevent interference with Government operations, and in no event, shall "Citizens Band" frequencies be accepted. The government, at its discretion, may provide these radios. When provided by the government, the radios shall be signed for by the contractor. Radios provided by the government shall be accounted for daily. Which is providing radios?

ANSWER: Tampa VA Police will provide radios.

7. Hours of operations: PWS 9.2 states hours 08:00 AM - 4:30 PM, as 9.3 states hours 07:00 AM - 4:30 PM. Which is correct?

ANSWER: Services will be needed before and after normal operating hours. Post hours will be 0600-1800.

8. I Just want to confirm before submitting pricing for the Tampa bid – I see the hours are 8AM -4:30PM Mon-Fri. Is it just 1 guard on site during these hours?

ANSWER: 1 post, this is not a personal services contract. Contractor to determine how many guards are needed to cover the post. See RFQ Q7 for hours.

9. We need to know the true number of weekly hours to price appropriately. The pricing sheet only says 7 months but we need to know how many guards and hours.

ANSWER: 1 post, this is not a personal services contract. Contractor to determine how many guards are needed to cover the post. See RFQ Q7 for hours.

10. Please identify all post locations.

ANSWER: See 9.2, The Grand Oaks Facility is the only location with a current known need.

11. It the Government providing a computer with internet access?

ANSWER: They will not have a computer or computer access. Building does not have public Wi-Fi.

12. Is this a self-relief position?

ANSWER: Yes.

13. Are these two-way radios government provided?

ANSWER: See RFQ Q 6

14. Are guards required to be CPR certified?

ANSWER: Yes

15. Does VA Dispatch physically monitor alarm panels and dispatch guards to investigate or is there an alarm monitoring post?

ANSWER: Tampa VA Police will respond to alarms.

16. What is the average number of planned events, short and long-term, that would require additional guard service?

ANSWER: There are no planned events at this time.

17. What are the parameters?

ANSWER: Post will be primarily at the check-in/security desk with minimal roaming patrols inside the building.

18. Please clarify how this requirement will be met at start-up with the proposal due August 7, 2023, and the start date being August 14,2023?

ANSWER: Start date TBD by CO/CS during kickoff meeting.

19. 7.24 Radio Communications. The Contractor shall furnish all necessary multichannel radio transceiver communications equipment so that each employee on duty may be contacted by the Contractor's radio communication system and/or shift supervisors, and the VA facility. The Contractor shall comply with appropriate Federal Regulations to obtain all necessary frequencies and permits for equipment operation. The exact guard force frequency(ies) shall be coordinated with the COR prior to operation to prevent interference with Government operations, and in no event, shall "Citizens Band" frequencies be accepted. The government, at its discretion, may provide these radios. When provided by the government, the radios shall be signed for by the contractor. Radios provided by the government shall be accounted for daily.

Will the Government accept ruggedized phones (rubber encased cell phone with push to talk capabilities)?

ANSWER: See RFQ Q7

20. What projected travel is associated with the contractor?

ANSWER: This will be a fixed single post, no travel.

21. What posts are designated 24/7?

ANSWER: See RFQ Q7

22. 10.1 All contractor employees will undergo a minimum VA T1 (formerly NACI) background investigation for access to government facilities and complete any other security Package Forms as required.

a. Please clarify this security requirement is completed by the VA? VA does the background check.

b. If the VA provides this service, what will the VA charge the contractor for this service? VA absorbs the cost.

c. What is the timeframe of the return for a VA T1? Depending on the paperwork, as short as 2 weeks for a preliminary adjudication, and several months for the full adjudication.

d. Please clarify if the Government will allow temporary waivers for the VA T1 background investigation. This will enable the contractor to begin the transition/start-up without an existing workforce. VA Will accept risk at startup. VA reserves the right to require immediate replacement of persons who do not pass the background check. VA shall validate the guard has a valid Florida “D” Security Officer (License numbers along with names to be provided prior to start) via Search for a Private Investigative, Security or Recovery Licensee, Division of Licensing - FDACS. VA may use other public and non-public databases for a preliminary background check prior to the return of the formal background check.

ANSWER:

23.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #4192704, Records Management for Everyone. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

a. How many hours does this training require? 1 hour

b. Is this training OJT? Yes

c. VA may waive this requirement if the Records Management Coordinator determines training is not needed.

ANSWER:

24. Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

a. Can a guard start work prior to PIV issuance with an EOD authorization form the COR? Guards may start without a PIV card being issued. “Guest” door access cards will be used until a PIV is issued.

b. What is the allotted timeframe for PIV issuance? PIV issuance is dependent on appointment availability. Will need to find out from Tampa VA HR Security.

25. What are the number of positions required for this contract? The solicitation document does not specify the exact quantity of Unarmed Security Guards needed.

ANSWER: 1 post, this is not a personal services contract. Contractor to determine how many guards are needed to cover the post.

26. We need clarification regarding the work schedule. The solicitation does not specify whether the contract requires 24/7 coverage or if the working hours will be within the range of 10-12 hours per day.

ANSWER: See RFQ Q7

27. A statement in the solicitation document regarding break and lunch coverage, which mentioned that the candidate assigned for these purposes shall also be utilized for directed roaming patrols when not covering a post. To ensure that we fully comprehend the scope of this requirement, we would appreciate further details on how these directed roaming patrols will be integrated into the overall security operations.

ANSWER: 1 post, includes roaming and fixed. Assigned guard will do minimal time roaming and the majority of time at the desk. There will be no perimeter patrols.

28. Is this a brand-new contract or is (was) an incumbent performing these services? If not brand new, can you please provide the current/previous contract number?

ANSWER: This is a new contract.

*** This is a courtesy reminder that ALL verified/certified SDVOSB’s must complete/sign/submit the Limitation of Subcontracting (LoS) Certification Form (Attachment 2) along with your quote and New Vendor Form. Failure to provide the completed/signed LoS Certification, will result as an incomplete package, and deemed unacceptable.***