ADDENDUM #1.doc

Department of Behavioral Health

And Developmental Services

CATAWBA HOSPITAL

March 19, 2024

ADDENDUM NO. 1 TO ALL BIDDERS:

Reference – Invitation For Bids:

BPM048654

Commodity:

Security Guard Services

For Delivery To:

Central Virginia Training Center

521 Colony Road

Madison Heights, VA 245050

Bid Due:

March 29, 2023; 3:00 p.m.

Question: Regarding Statement of Needs, page 4, paragraph #10 states “no overtime shall be authorized except for holiday hours”, however, Section C, paragraph 2.A, has a schedule for 8.5 hours per shift, per day which results in 1.5 hours of overtime per day. Could you please clarify if the Agency will pay overtime hours for this overage?

Answer: No. Virginia employers are not required by law to provide meal breaks; however, it is customary if an employee is schedule to work an eight (8) shift that the employee be permitted to take an unpaid 30-minute meal break.

The above IFB is hereby changed to read:

1.

Reference Page 3, Section III, Paragraph 6: Change to read “Security Officer shall at no time leave the designated premises while on assigned duty. The only exception to this requirement will be an authorized meal break of no longer than 30 minutes. Officer must indicate meal start/meal end times on daily record of routine activities and observations.

Question: Pricing schedule indicates 56 hours of holidays which account for 7 days of holidays per shift. 365 days/yr -7 holidays = 358 days x 8 hours per shift = 2864 hours per line item remaining or 3043 hours if shifts are 8.52 hours long. How should we account for the missing 400/579 hours not included in box “D” of the table in this section for 24/7/365 security service coverage?

Answer: Yes, you are correct on the number of hours per shift. A mathematical error was made calculating the numbers of hours have been corrected on page 2 of this addendum, Pricing Schedule. However, the 8.5 hour shift were set to permit the officer to take one uncompensated meal break of 30 minutes and would provide an overlap/hand off for the duty officers to provide information/vehicle to oncoming officer. Therefore, the number of hours per shift will be 2,864. Each stated shift shall accrue 56 hours total of holiday pay at a rate of 1.5 hours rate pay.

2.

Reference Page 6, Section C, Paragraph 2.a:

Available with 30-minute unpaid meal break No authorized meal break

1) First Shift: - 7:00 am to 3:30 pm 1) First Shift: - 7:00 am to 3:00 pm

2) Second Shift – 3:00 pm to 11:30 pm or 2) Second Shift – 3:00 pm to 11:00 pm

3) Third Shift – 11:00 pm to 7:30 am 3) Third Shift – 11:00 pm to 7:00 am 3.

Reference Page 8 Section VI. PRICING SCHEDULE: Revised (03/19/24)

All funds for payment of services ordered under this Contract are subject to the availability of legislative appropriation for this purpose. In the event of non-appropriation of funds by the Legislature for the services under this contract, DBHDS will terminate this contract for those services for which funds have not been appropriated. The DBHDS will provide written notice to the Contractor as soon as possible after legislative action is completed.

DBHDS will be considering two (2) options for the Security Services at CVTC. These options are Unarmed Security Services and Armed Security Services. Availability of funds will determine the Option from which DBHDS will award the contract. Bidders are asked to quote both Options.

Bidders must insert their fully-loaded Fixed Unit Price for each shift/working hours of security services in Column B. Holiday rates will be paid for a total of 56 hours per shift as listed.

The fully-loaded Fixed Unit Price shall consist of all direct and indirect costs and profit for the services. No price adjustments will be allowed for any direct or indirect expenses incurred by the successful Bidder in performing the services requested in the IFB. Work hours will be determined prior to the award of the contract.

OPTION #1 – Unarmed Security Services (24/7)

* This figure will be used to rank Bids.

OPTION #2 – Armed Security Services (24/7)

(or Shift will be straight 8 with no meal break)

* This figure will be used to rank Bids.

Question: Is the agency requiring patrols during the third shift from 11pm to 7:30 a.m. when there is 0 visibility and not lighting due to no electricity in specific areas of the compound?

Answer: At no time is DBHDS requesting any security officer to put themselves in harms way. However, DBHDS feels that it is important to show presence and during the third shift the security officer shall show presence. Dimly lit and zero visibility areas shall be treated with caution, with officers utilizing a vehicle spotlight to scan those areas for possible intruders/vandalism. Any area of immediate concern, the security shall contact the Amherst County Sheriff's Office for assistance. Less concern areas shall be noted by the security officer and handed off the 1st shift officer to further investigate during daytime hours.

Note: The electronic eVA solicitation line pricing will be update.

With Regards, Robyn J. Wright

Robyn J. Wright, VCM, VCO, VCARM, CPPB

Director of Purchasing and Contracting

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