ITB Services No. N1482

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

INVITATION TO BID NO. N1482

ELECTRONIC SEALED BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 3:00 P.M. ON

THE 15TH DAY OF OCTOBER, 2026 FOR:

SECURITY SERVICES

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE BID SOLICITATIONS IN PRISM+, REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE

SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

The County will conduct a virtual bid opening via Microsoft Teams Application (APP). Bidders interested in viewing the public bid opening must download the APP and join the meeting via the Microsoft Teams APP and enable audio, video or both. The link to join the virtual bid opening is provided below:

Join Microsoft Teams Meeting +1 347-973-6905 United States, New York City (Toll)

Conference ID: 367 693 162# https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 file://///acg.arlington.local/ArlGov/DEPT-DMF/Divisions/DMF-Purchasing/TEMPLATES%20FY23%20(READ%20ONLY)/JUNE%202025%20Approved%20As%20To%20Form%20Templates/HERE https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket https://teams.microsoft.com/meet/232688384101614?p=vzmhFGT75948LwDY2x https://teams.microsoft.com/meet/232688384101614?p=vzmhFGT75948LwDY2x tel:+1%20347-973-6905,,814000887#

PREBID CONFERENCE

A virtual prebid conference will be held at 11:00 a.m., Friday, September 25, 2026 on Microsoft Teams to allow potential Bidders an opportunity to obtain clarification of the specifications and requirements of the solicitation. Please click the following link, to join the meeting, or join by dialing 347-973-6905 and enter Conference ID 505 153 473#. ATTENDANCE AT THE PREBID CONFERENCE IS OPTIONAL. Minutes of the prebid conference will be recorded by the County and may be incorporated into the solicitation documents through an Addendum. Interested Bidders are, however, urged to attend.

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Briana Henley

Procurement Officer bhenley@arlingtonva.us https://teams.microsoft.com/meet/287606483065170?p=EgQfoLYA0ERG6eaRc4 mailto:bhenley@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. SCOPE OF SERVICES

III. CONTRACT TERMS AND CONDITIONS

EXHIBIT C - LIVING WAGE FORMS…………………………………………………………………………………………..39

EXHIBIT D - CONTRACTOR LIVING WAGE QUARTERLY COMPLIANCE REPORT

IV. ATTACHMENTS AND FORMS

BID FORM

I. INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS INVITATION TO BID.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, Bidders are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY OCTOBER 1, 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION DEADLINE

WILL BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after a Bidder submits a bid, the Bidder must acknowledge the addendum in PRISM+ and resubmit the bid. The Bidder must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the Bidder does not take these steps, the County will no longer see or consider the Bidder’s original bid. The County is not responsible for missed PRISM+ acknowledgments or the Bidder’s failure to acknowledge the addendum or resubmit a bid.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a Bidder is interested in more than one bid for a solicitation, including both as a Bidder and as a subcontractor for another Bidder, or that collusion exists between two or more Bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on bids of two or more different Bidders. Bidders rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a Bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the Bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the Bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the Bidder considers the material confidential or proprietary. It is the Bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

4. DEBARMENT STATUS

The Bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the Bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. AUTHORITY TO TRANSACT BUSINESS

Any Bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the Bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any Bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the Bidder is not required to be so authorized. The County may require a Bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a Bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

6. ARLINGTON COUNTY BUSINESS LICENSES

The successful Bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

7. VIRGINIA CONTRACTOR LICENSE

For all work that is classified as being performed by "Contractors" as defined by the Virginia State Board for Contractors, a Class A, B, or C License is required.

If a contract for performing or managing construction, removal, repair or improvements is for $120,000 or more, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $750,000 or more, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS A CONTRACTOR."

If a contract for performing or managing construction, removal, repair or improvements is for $10,000 or more, but less than $120,000, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $150,000 or more, but less than $750,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS B CONTRACTOR."

If a contract for performing construction, removal, repair or improvements is for $1,000 or more, but no more than $10,000 or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is less than $150,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS C CONTRACTOR."

Class C contractors shall not include electrical, plumbing, and heating, ventilation and air conditioning contractors.

http://www.scc.virginia.gov/ mailto:business@arlingtonva.us

For further information, contact the State Board for Contractors, 2 South Ninth Street, Richmond, VA 23219, (804) 367-8511.

8. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County has for the period of the contract, and the County is under no obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation over the unit prices and/or rates specified in the contract.

The items covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items through such other contract(s).

The County does not guarantee that the selected contractor will be the exclusive provider of the goods covered by the resulting contract.

9. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the Bidder.

The Bidder name on the electronic bid submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO BID SUBMITTED VIA MEANS OTHER THAN PRISM+

ELECTRONIC UPLOAD WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the Bidder.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a Bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to bid acceptance, Arlington County may request the Bidder to withdraw or modify any such modifications or additions, if it does not affect quality, quantity, price, or delivery.

10. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

11. ERRORS IN EXTENSION

If the unit price and the extension price differ, the unit price will prevail.

12. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for nonresponsiveness.

The County reserves the right to permit a Bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of nonresponsiveness.

13. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

14. NEW MATERIAL

Unless the solicitation specifically allows it, all offered goods, materials, supplies and components must be new, not used or reconditioned, and must be current production models. If the Bidder believes that used or reconditioned goods, materials, supplies or components will be in the County's best interest, the Bidder must notify the County in writing of the reason(s) at least ten business days before the bid deadline.

If the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components, such approval will be communicated to the Bidders in an Addendum to the solicitation.

15. PURCHASE OF THE UNITED STATES OR COMMONWEALTH FLAG FOR PUBLIC USE

Whenever a purchase of a flag of the United States or a flag of the Commonwealth is made for public use, the Bidder shall ensure such flag shall be made in the United States from articles, materials, or supplies that are grown, produced, and manufactured in the United States, if available.

16. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful bidder.

17. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each Bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

18. QUALIFICATION OF BIDDERS

The Purchasing Agent may require a Bidder to demonstrate that it has the necessary facilities, ability and financial resources to furnish the materials or goods specified herein. A Bidder may also be required to provide past history and references.

19. ALTERNATE BID

Bidders who have other items they wish to offer in lieu of, or in addition to, what is required by this solicitation shall submit a separate bid clearly marked “ALTERNATE BID”. Alternate bids will be automatically deemed nonresponsive.

20. BID WITHDRAWAL PRIOR TO BID OPENING

The Bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the Bidder to remove and/or resubmit a bid before the bid deadline.

21. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

22. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible Bidder determined by Total Cost in Attachment X.

23. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation in a bid insofar as those defects or variations do not affect the price, quality, quantity, or delivery schedule of the goods being procured. If insufficient information is submitted for Arlington County to properly evaluate a bid or a bidder; the County may request such additional information after bid opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

24. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County Purchasing Agent at least 10 working days prior to bid due date. If the County permits alternate coverage, an amendment to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

25. LIVING WAGE CONTRACT

If this solicitation and the resulting contract are subject to the Service Contract Wage (also called “Living Wage”) provisions covered under Article 4-103 of the Arlington County Purchasing Resolution, all employees of any contractor or subcontractor working on County-owned, County controlled property, facilities owned, or leased, and operated by a Contractor if services provided at that location are exclusive to Arlington County, or contracts for home-based client services must be paid an hourly wage no less than the Living Wage published on the County’s website. By submitting a bid, the Bidder certifies that it will comply with this provision and will ensure that its subcontractors, if any, do so as well. (Refer to draft Contract Terms and Conditions for further Living Wage details specific to this solicitation/contract.)

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26. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Notice of Award or Intent to Award to the Arlington County’s Purchasing Division website.

27. EXPENSES INCURRED IN PREPARING BID

The Bidder is responsible for all expenses related to its bid.

28. RIDER CLAUSE

The Bidder will have the option to extend any contract resulting from this solicitation as follows:

A. Extension to Other Jurisdictions The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories.

B. Inclusion of Governmental & Nonprofit Participants Eligible entities include but are not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities.

C. Contract Agreement

The contractor may be required by a using jurisdiction to enter into a separate contract containing general terms and conditions unique to that jurisdiction.

29. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the County reserves the right to negotiate with the apparent low bidder to obtain an acceptable price. Negotiations with the apparent low bidder may involve discussions of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject to final approval of the County, in its sole discretion.

30. ELECTRONIC SIGNATURE

If awarded, the Bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II. SCOPE OF SERVICES

SECURITY SERVICES

I. The Contractor must have an active Virginia Private Security Services Business License issued by the Commonwealth of Virginia, Department of Criminal Justice Services (DCJS) Code of Virginia, Section 9-183-3.3.

II. The Contractor must have 3+ years of experience providing security to a campus that contains a crisis intervention center, child advocacy center, as well as additional programs that directly support human services (housing, expectant mothers, SNAP/TANF, etc.).

A. SECURITY OFFICER (OFFICER) REQUIREMENTS

1. Education and Experience

a) Must have a high school diploma or equivalent.

b) Minimum two years’ experience in security, military, law enforcement, or related field.

c) Able to meet, communicate, and deal effectively with the public.

d) Able to read, understand, and apply rules, detailed orders, instructions, and training materials; construct and write clear, concise, accurate, and detailed reports; and communicate effectively, clearly, and concisely, all in English.

e) Able to maintain self-control and professionalism under stress and verbally de-escalate situations.

f) Armed officers must meet the qualification standards established by the Virginia Department of Criminal Justice Services (DCJS) in the Code of Virginia (Code) and all Code chapters pertaining to the general requirements for registered personnel and certified personnel. Armed offices must comply with the standards and procedures established by the Code, Part V, Compulsory Minimum Training Standards for Private Security Services Business Personnel. Click here for more information: Division of Licensure and Regulatory Services | Virginia Department of Criminal Justice Services

2. Training

Officers must be certified to carry a firearm in the Commonwealth of Virginia. Training certificates or proof of completion must be provided to the County upon request. Unless an exception is granted by the County, officers must successfully complete training prior to providing services. Officers must be trained in the topics below:

a) DCJS Unarmed Registration

b) DCJS Armed Registration

c) DCJS Arrest Authority

d) Crisis Intervention Team (CIT) Training

e) Practical and Tactical Handcuffing (PATH) Certification

f) Expandable Baton (MEB) Certification

g) Chemical Spray (OCAT) Certification

h) Management of Aggressive Behavior Certification

i) Active Shooter

j) Workplace Violence

k) First Aid, CPR, and AED

l) Verbal and Physical De-escalation

m) Racial Equity and Unconscious bias https://www.dcjs.virginia.gov/licensure-and-regulatory-affairs/private-security-services https://www.dcjs.virginia.gov/licensure-and-regulatory-affairs/private-security-services

The County may require officers to successfully complete additional training, including but not limited to, location-specific emergency procedures, Health Insurance Portability and Accountability Act (HIPAA), and trauma-informed care, based upon future needs.

3. Health and Physical Fitness Requirements

Officers assigned must be in good general health and capable of performing the duties of the job to which they are assigned. This includes the following:

a) Ability to stand for extended periods of time - up to 8 hours.

b) Possess long-distance vision. Use of glasses and/or contacts is permitted.

c) Be able to hear ordinary conversation. Hearing aids are suitable.

d) Have no medical condition that will limit the effective performance of assigned duties.

e) Temporary incapacitation due to illness, disease, or recent medical operation is permitted.

f) No medical history or medical diagnosis of habitual alcoholism or drug addiction. Where such a condition existed, medical evidence of recovery and ability to perform assigned duties is required prior to assignment.

4. Appearance

Officers must be neat and clean in appearance and shall wear only the complete, County-approved uniform. The Contractor’s logo must be visible at all times.

5. Code of Conduct

a) Officers must provide good customer service and greet visitors with courtesy and respect. Officers must understand that they often are the first person to greet citizens at County facilities and must represent the County in a professional manner.

b) Officers must report on time to their posts and remain on post until properly relieved.

An officer must never leave or abandon their assigned post without proper relief.

Officers must pass on to their relief any special instructions, messages, or observations noted during their shift.

c) Officers must be familiar with and follow the directions of the orders for the post to which they are assigned, even if the posting is temporary.

d) Officers must maintain an alert posture at their posts, and not participate in any activity that distracts them from post duties. This includes sleeping; eating (allowed only if coverage is available by either a second officer or County staff); reading personal papers, books, or online material; listening to music; or engaging in personal phone conversations or texting.

e) Officers who are stationed in lobbies must communicate with the public; however, they must limit the congregation of customers around any officer posts and avoid extended conversations with tenants and customers. Establishing personal relationships with members of the public will be considered a conflict of interest and may be grounds for immediate replacement of the officer.

f) Officers must ensure that their posts are kept in a neat and orderly fashion.

6. Drug Screening Conduct pre-assignment, random (at the request of the County), and annual drug testing of officers. Positive test results must be communicated to the County within one business day of the Contractor receiving the initial notification. Individuals receiving a positive result may not perform work on this Contract.

B. KEY PERSONNEL REQUIREMENTS

Provide a Project Manager who will be responsible for managing the contract and personnel.

The Project Manager must function as the main contact for County Project Officers and must address any staff and contractual issues. A substitute must be assigned in case the Project Manager is unavailable. The Project Manager must have at least 5 years of experience in the security industry in a supervisory role.

C. COUNTY HOLIDAYS

Officers must be assigned for services at the CIC during all County holidays.

D. SPECIAL EVENTS

The Contractor must be able to accommodate County requests for additional officers for special events. The County will make its best effort to notify the Contractor at least 30 days in advance of the event with the number of officers needed.

E. DUTIES PERFORMED BY OFFICERS

The County may change officer duties, staffing levels, hours, and coverage at all locations and add new locations as business needs change. Any such change would require a contract amendment.

1. General Duties

a) Greet and assist County staff and visitors entering the buildings by answering questions and providing directions.

b) Screen persons, vehicles, packages, bags and other items as necessary. Screening may include, but is not limited to, checking identifications and searching for contraband, weapons and other items as deemed necessary by the Project Officer of the specific facility.

c) Provide after-hours access to elevators for authorized visitors.

d) Ensure that only authorized persons are in the building and are in approved areas.

e) Answer the front desk phone, if applicable.

f) Patrol one floor per hour, reporting any irregularities in the site logs. Site logs must be kept at the security desk for review by the Project Officer.

g) Upon request, escort staff to their cars.

h) Provide appropriate intervention to prevent violence or the escalation of a violent or confrontational situation using the least restrictive means possible.

i) Render assistance in emergency situations and call appropriate authorities.

j) Maintain written site logs documenting actions, observations, and incidents. These should include the results of each security round completed during a shift, actions taken to perform specified duties and descriptions of incidents and responses. Officers must complete site logs prior to the end of each duty shift. Site logs must be kept at the officer desk.

k) Document incidents by completing an incident report. Incident reports must be submitted to the County Project Officer within 24 hours of an incident. Incidents include any event that requires first responders or involves injury to staff or the public or damage to property.

l) At the end of the last shift of each day, the officer must conduct a security check, inspecting the facility including staff offices and restrooms for anyone still in the building. Staff presence must be recorded, and visitors who remain in the building must be accompanied to the exit unless they are meeting with staff, as requested by the County. This does not apply to officers assigned to the Water Pollution Control Plant or the CIC.

g) Patrols should be conducted in accordance with time-specific duties as outlined above.

Officers should frequently change the routes of patrols and vary their start times within the parameters given. Officers must always carry a cell phone provided by the Contractor in case they must be contacted by County staff asking for assistance.

h) Participate in training and onboarding activities as requested by the County.

i) Utilize only Peerless Century Hinged Nickel Handcuffs with a universal key.

j) Other related duties as assigned.

2. Officer Requirements at Sequoia (SEQ) 1 and 3

Officers will be stationed in the lobbies of 2100 and 2120 Washington Blvd and on the third floor of 2120 Washington Blvd (SEQ3). These officers will carry handcuffs, oleoresin capsicum (OC) spray, and a baton.

Hours of coverage:

Monday – Friday 7 am – 10 pm (SEQ1 and 3) Saturday 8 am – 5 pm (SEQ 1 only) Sunday 12 pm – 5 pm (SEQ 1 - Safe Haven Program only – located on the first floor of the

SEQ 1)

Number of officers needed:

a) Four officers during normal business hours, Monday – Friday 7 am to 10 pm. One officer must be a roving officer and must respond to requests in all buildings.

b) Two officers on Saturday from 8 am to 5 pm

c) One officer on Sunday from 12 pm to 5 pm

3. Officer Requirements for the CIC, 2120 Washington Blvd, First Floor

Officers will be located at the security station in the CIC in Sequoia 3. These officers will perform the additional duties listed in, Attachment ED, and will carry handcuffs, oleoresin capsicum (OC) spray, and a baton.

Hours of coverage:

Monday – Sunday 24 hours/day, including holidays

Number of officers needed: One officer on duty at all times.

4. Officer Requirements and Additional Duties for Homeless Service Center

Officers will be stationed in the lobby of the Homeless Services Center at 2020A 14th Street.

a) Provide access to the building and approved areas for authorized persons only.

b) Patrol the exterior perimeter of the building every hour, noting any irregularities.

c) Enforce all banning notices. Notify 911 immediately if a banned person is on site.

d) Cover additional security posts at the building as assigned and coordinated by the

County.

Monday – Sunday 4 pm – 12 am.

Number of officers needed: One officer per 8-hour shift.

5. Officer Requirements and Additional Duties for Residential Program Center Officers will be stationed in the lobby of the Residential Program Center at 1554 Columbia Pike.

a) Provide access to the building and approved areas for authorized persons only.

b) Patrol the exterior perimeter of the building every hour, noting any irregularities.

c) Enforce all banning notices. Notify 911 immediately if a banned person is on site.

d) Cover additional security posts at the building as assigned and coordinated by the

County.

Monday – Sunday 7 pm – 3 am.

Number of officers needed: One officer per 8-hour shift

6. Officer Requirements and Additional Duties for Water Pollution Control Plant (Plant)

Officers will be stationed at 3402 S. Glebe Road (Gate 8) and 3111 S. Fern Street (Gate 6).

a) Contact the proper Plant personnel via County-provided radio for approval before allowing visitors to enter the Plant. If the Plant contact person is not on site, all visitors must be approved by the shift supervisor on duty.

b) Ensure that only authorized individuals gain entry to the Plant. When a vehicle or person approaches a gate to the Plant, the officer assigned to the gate must:

i. Leave the guard house.

ii. Signal the vehicle to stop.

iii. Approach the vehicle by the driver’s window.

iv. Require that the driver produce identification – County identification card, driver’s license, or identification card from the person’s employer.

v. For visitors, record vehicle information, person’s name, date and time of visit, and company/employer as applicable. The Plant will provide a template for the visitor’s log.

vi. Issue a visitor’s badge that includes the person’s name and company/employer as applicable. The Plant will provide visitor badges.

vii. Determine the destination within the Plant where the person is going.

viii. Call the Plant point of contact or shift supervisor via County-provided radio to confirm that the person is expected (unless they have an Arlington County ID).

ix. Give directions to or request an escort for visitors who are unfamiliar with the

Plant.

x. Secure the gate after the entry of the vehicle or individual.

xi. At the end of the shift, secure the assigned station(s), as directed by the shift supervisor on duty.

Monday – Friday 5:30 am – 7:00 pm

Number of officers needed: Two officers (One at each gate post).

7. Officer Requirements and Additional Duties for Bozman Government Center

Officers will be stationed at the front desk of the Bozman Government Center at 2100 Clarendon Blvd, Arlington.

a) Patrol the interior and exterior perimeters of the building.

b) Cover additional security posts at the building as assigned and coordinated by the

County.

Hours of coverage:

Mon – Fri - 7:00 am – 5:00 pm

Number of officers needed: Two officers stationed with overlapping shifts to provide coverage for the hours stated above. One shift from 7:00 am – 4:00 pm and the second from 8:00 am – 5:00 pm.

8. Meal Breaks

The Contractor must permit each guard a billable 30-minute meal period per 8-hour shift.

Meal breaks must be staggered among officers when possible to ensure adequate coverage.

If staggering is not possible, guards are expected to eat at their stations.

9. Metal Detection Services The Contractor must be capable of implementing comprehensive metal detection services, including both walk-through (stand-alone) metal detectors and handheld screening devices, if requested by the County.

a) The contractor will be required to implement an X-Ray Interpretation testing (one year interval) which will require officers to interpret correctly various X-ray scan images to achieve a passing score.

b) The contractor shall will require a refresher training and passing score on this at a minimum once per year to remain in position.

FOLLOWING THIS PAGE IS THE AGREEMENT THAT WILL BE ENTERED INTO BETWEEN THE COUNTY AND THE CONTRACTOR. THE AGREEMENT IS PART OF THIS SOLICITATION. THIS AGREEMENT IS SUBJECT TO REVIEW BY THE COUNTY ATTORNEY PRIOR TO BEING SUBMITTED FOR CONTRACTOR'S

SIGNATURE.

III. AGREEMENT AND CONTRACT TERMS AND CONDITIONS

SUITE 500, 2100 CLARENDON BOULEVARD

AGREEMENT NO. _______

THIS AGREEMENT is made, on the date of execution by the County, between ____Contractor’s name__ (“Contractor”), a name of state jurisdiction listed on SCC check______ type of entity (i.e., corporation) , authorized to do business in the Commonwealth of Virginia with a place of business at ___address______, and the County Board of Arlington County, Virginia (“County”). The County and the Contractor, for the consideration hereinafter specified, agree as follows:

1. CONTRACT DOCUMENTS

The “Contract Documents” consist of this Agreement, bid of the successful Bidder (hereinafter “Contractor”) and Arlington County (hereinafter “County”) Invitation to Bid No. N1482.

The Contract Documents set forth the entire agreement between the County and the Contractor. The County and the Contractor agree that no representative or agent of either party has made any representation or promise with respect to the parties’ agreement that is not contained in the Contract Documents. The Contract Documents may be referred to below as the “Contract” or the “Agreement”.

2. SCOPE OF WORK

The Contractor agrees to perform the services described in the Contract Documents (the “Work”), more particularly described in the Scope of Services included with the Invitation to Bid. The primary purpose of the Work is to provide security services. The Contract Documents set forth the minimum work estimated by the County and the Contractor to be necessary to complete the Work. It will be the Contractor’s responsibility, at its sole cost, to provide the services set forth in the Contract Documents and sufficient services to fulfill the purposes of the Work. Nothing in the Contract Documents limits the Contractor's responsibility to manage the details and execution of the Work.

3. PROJECT OFFICER

The performance of the Contractor is subject to the review and approval of the County Project Officer, who will be appointed by the Director of the Arlington County department or agency requesting the Work under this Contract.

4. CONTRACT TERM

Time is of the essence. Work under this Agreement will commence on __________, 20__. All work defined in Exhibit A, must be completed no later than ___________, 20____OR ____ calendar days following the commencement date. No work will be deemed complete until it is accepted by the County’s Project Officer.

OR

Time is of the essence. The Work will commence on __________, 20____ and must be completed no later than ___________20 ____ ("Initial Contract Term"), subject to any modifications provided in the Contract Documents. Upon satisfactory performance by the Contractor the County may, through issuance of a bilateral Notice of Renewal, authorize continuation of the Agreement under the same contract prices for not more than _________ additional 12-month periods, from ____________, 20____ to ____________, 20____ (each a "Subsequent Contract Term"). The Initial Contract Term and any Subsequent Contract Term(s) are together the “Contract Term”.

5. CONTRACT PRICING

Unless otherwise provided in the Contract Documents, the Contractor shall provide the goods and services covered in the County’s Invitation to Bid No. N1482 at the prices provided in the bid of the Contractor.

6. CONTRACT PRICING WITH OPTIONAL PRICE ADJUSTMENTS

The Contract Amount/unit price(s) will remain firm until ___________________________ (“Price Adjustment Date”). To request a price adjustment, the Contractor or the County must submit a written request to the other party not less than 90 days before the Price Adjustment Date. Adjustments to the Contract Amount/unit price(s) will not exceed the percentage of change in the U.S. Department of Labor Consumer Price Index, for Washington-Arlington-Alexandria, DC-VA-MD-WV, All Items, All Urban Consumers (“CPI-U”) for the 12 months of statistics available at the time of the Contract’s renewal.

Any Contract Amount/unit price(s) that result from this provision will become effective the day after the Price Adjustment Date and will be binding for 12 months. The new Price Adjustment Date will be 12 months after the price adjustment.

If the Contractor and the County have not agreed on a requested adjustment by 30 days before the Price Adjustment Date, the County may not renew the Contract, whether or not the County has previously elected to renew the Contract’s term.

7. PAYMENT TERMS

The Contractor must submit invoices to the County’s Project Officer, who will either approve the invoice or require corrections. The County will pay the Contractor within 45 days after receipt of an invoice for completed work that is reasonable and allocable to the Contract and that has been performed to the satisfaction of the Project Officer. All payments will be made from the County to the Contractor via ACH.

The number of the County Purchase Order pursuant to which goods or services have been delivered or performed must appear on all invoices.

The Contractor also must submit to the County’s Project Officer its W-9 Form, which will include its Federal Employer Identification Number (“FEIN”) or Social Security Number (“SSN”), whichever is applicable, before the County can process payment to the Contractor under the Contract.

If the County makes a partial payment, it may retain 5% of the estimate upon which the partial payment is based until completion and final acceptance of the Work.

8. PAYMENT OF SUBCONTRACTORS

The Contractor is obligated to take one of the two following actions within seven days after receipt of payment by the County for work performed by any subcontractor under this Contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under this Contract; or

b. Notify the County and the subcontractor, in writing, of the Contractor's intention to withhold all or a part of the subcontractor's payment, with the reason for nonpayment.

The Contractor is obligated to pay interest to the subcontractor on all amounts owed by the Contractor to the subcontractor that remain unpaid after seven days following receipt by the Contractor of payment from the County for work performed by the subcontractor under this Contract, except for amounts withheld as allowed in subsection b., above. Unless otherwise provided under the terms of this Contract, interest will accrue at the rate of 1% per month.

The Contractor must include in each of its subcontracts, if any are permitted, a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

The Contractor's obligation to pay an interest charge to a subcontractor pursuant to this section may not be construed to be an obligation of the County. A Contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

9. NO WAIVER OF RIGHTS

The County’s approval or acceptance of or payment for any goods or services under this Contract will not waive any rights or causes of action arising out of the Contract.

10. NON-APPROPRIATION

All payments by the County to the Contractor pursuant to this Contract are subject to the availability of an annual appropriation for this purpose by the County Board of Arlington County, Virginia (“Board”). In the event that the Board does not appropriate funds for the goods or services provided under this Contract, the County will terminate the Contract, without termination charge or other liability to the County, on the last day of the fiscal year or when the previous appropriation has been spent, whichever event occurs first.

11. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

This Contract does not obligate the County to purchase a specific quantity of items or services during the Contract Term. Any quantities that are included in the Contract Documents are the present expectations of the County for the period of the Contract; and the County is under no obligation to buy that or any amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods and/or services than the estimated annual quantities, and any such additional quantities will not give rise to any claim for compensation other than at the unit prices and/or rates in the Contract.

The County does not guarantee that the Contractor will be the exclusive provider of the goods or services covered by this Contract. The items or services covered by this Contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items or services through those contract(s).

12. COUNTY PURCHASE ORDER REQUIREMENT

County purchases are authorized only if the County issues a Purchase Order in advance of the transaction, indicating that the ordering County agency has sufficient funds available to pay for the purchase. If the Contractor provides goods or services without a signed County Purchase Order, it does so at its own risk and expense. The County will not be liable for payment for any purchases made by its employees that are not authorized by the County Purchasing Agent.

13. DAMAGE TO PROPERTY

Any damage, as determined by the Project Officer, to the real or personal property, whether owned by the County or others, resulting from the Work performed under this Contract shall be timely repaired or replaced to the County's satisfaction at the Contractor’s expense. The County will perform the repairs unless the County agrees that such repairs will be made by the Contractor. Any such Contractor repairs will be made within ten (10) days of the date of damage to the satisfaction of the County. All costs of the repair performed by the County shall be deducted from the Contractor's final payment.

14. CLEANING UP

The Contractor shall remove, as frequently as necessary, all refuse, rubbish, scrap materials and debris from any and all work sites to the extent that the trash is the result of the Contractor’s operations, to the end that any and all work sites shall present a neat, orderly, and workmanlike appearance at all times. At completion of the Work, but before final acceptance, the Contractor shall remove all surplus material, falsework, temporary structures including foundations thereof, and debris of every nature resulting from the Contractor's operations or resulting from any activity on the site related to the Contractor's operations and put the site in a neat, orderly condition; if the Contractor fails to do so, the County shall have the right to remove the surplus material, falsework, temporary structures including foundations thereof, and debris, put the site in a neat, orderly condition, and charge the cost to the Contractor. The County shall be entitled to offset such cost against any sums owed by the County to the Contractor under this Contract.

15. OSHA REQUIREMENTS

The Contractor certifies that all material supplied or used under this Contract meets all federal and state Occupational Safety and Health Administration (“OSHA”) requirements.