Addendum 4 RFP_26_23 EVENT SECURITY SERVICES.pdf

Request for Proposal (RFP) No. 26-23 – EVENT SECURITY SERVICES Addendum No. 4

Purchasing Department I 3667 Main Street, College Park, GA 30337

ADDENDUM NO. 4

Solicitation No. REQUEST FOR PROPOSAL (RFP) NO. 26-23

Solicitation Title: EVENT SECURITY SERVICES

ATTENTION ALL POTENTIAL BIDDERS:

MUST ADDENDUM. READ CAREFULLY AND FOLLOW ALL INSTRUCTIONS.

This addendum forms part of the contract documents, modifies the original bidding documents, and is as binding as if contained therein.

Return Addendum with Bid Submittal. Failure to do so may subject the Bidder to disqualification.

Return Completed Revised Bid Pricing Sheets with Bid Submittal.

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES AND

CLARIFICATIONS:

Words in strikethrough type are deletions from existing text. Words in bold, underlined type are additions to the existing text.

1. Please see Q&A:

CLARIFICATIONS / MODIFICATIONS / QUESTIONS AND ANSWERS

X

The City of College Park website is the official location for posting all solicitation addenda and contract award results. Prospective Providers are required to frequently monitor the City’s website to obtain complete and timely information. The City’s website is at https://www.collegeparkga.gov, and the Georgia Procurement Registry website is at https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. All other terms, conditions, and specifications of the solicitation remain unchanged.

Name of Company / Firm / Organization

Printed Name of Authorized Rep. / Title Signature of Authorized Representative

Questions for RFP 26-23 Event Security Services

. Scope of Work & Operational Coverage

Question 1: Can the City confirm the total number of posts or coverage zones (entrances, exits, docks, interior patrols, parking lots, and arena perimeter)? Need total number of coverage hours per week to help with manpower requirements.

Answer 1: Georgia International Convention Center (GICC) There are 84 glass doors(entrances/exits) at GICC. There are 59 doors (entrances/exits) on the loading docks. It is required that at least (1) interior patrol per hour. Parking lot patrols are not required due to unarmed status. However, there may be a request to occasionally use Security Cart to go and locate an incident that needs to be reported. Outside perimeters of the GICC and the Gateway Center Arena can be conducted by CCTV surveillance from Command Post in both venues.

Total numbers per week for both venues for 24-hour coverage:

Breakdown: 8 hours per shift x 3 shifts = 24 hours per day.

24 hours per day 7days a week = 168 hours per week.

Same amount of hours for Gateway Center Arena (GCA).

Question 2: Are the Georgia International Convention Center (GICC) and the Arena covered under one continuous 24/7 staffing model, or treated as separate sites with distinct staffing requirements?

Answer 2: Both venues are under one continuous 24/7 staffing model.

Question 3: Will both facilities share a single command post, or require separate supervision and reporting?

Answer 3: Both facilities will have their own command post. Operating independently of the other.

Question 4: Will the City provide event schedules in advance to plan staffing levels and rotations?

Answer 4:The Event Coordinators will provide the contractor with events schedules approximately 2-3 weeks or more in advance to allow contractor to provide sufficient staffing based on the event(s).

Question 5: Are additional temporary officers expected for high-capacity or VIP events—and how much notice will be provided?

Answer 5: Additional temporary officers will be requested for high-capacity or VIP events.

The same amount of advance notice as mentioned above for contractors to provide staffing needs.

Question 6: Are officers expected to assist with event setup/teardown outside normal coverage hours?

Answer 6: No.

Question 7: Is the contractor expected to monitor/manage existing surveillance and access-control systems, or only respond to alerts?

Answer 7: Contractor is expected to utilize existing surveillance and access control systems;

these systems are monitored through a third party vender. (maintenance, repairs, etc)

Question 8: Are there any areas requiring specialized clearances or credentials (e.g., restricted zones, IT/mechanical)?

Answer: 8: There are restricted areas in both venues that only Security, IT, and Building Services have access.

II. Staffing, Training & Shift Structure

Question 9: Please confirm the expected number of officers per 8-hour shift (day, swing, overnight).

Answer 9: Georgia International Convention Center (GICC) 1st Shift (8:00 a.m.- 4:00 p.m.) Monday -Tuesday (1) officer; Wednesday -Sunday (2) officers.

2nd Shift (4:00 p.m.- 12:00 a.m.) Monday -Sunday (1) officer.

3rd Shift (12:00 a.m.-8:00 a.m.) Monday – Sunday (2) officers.

Gateway Center Arena (GCA) 1st Shift (8:00 a.m.- 4:00 p.m.) Monday-Sunday (1) officer.

2nd Shift (4:00 p.m.-12:00 a.m.) Monday – Sunday (1) officer.

3rd Shift (12:00 p.m.- 8:00 a.m.) Monday – Sunday (2) officers.

Question 10: Is a dedicated site or shift supervisor required on each shift, or only during event operations?

Answer 10: A dedicated site or supervisor is not required on each shift, but an Account Manager or Supervisor is expected to be available and regularly check with client on a weekly basis, or as necessary depending on events schedules for 24/7 coverage. At GCA, Supervisors are required when there are large events and large number of officers that will require supervisors to assist with staffing and breaks. This number of officers is based on the needs of the client.

Question 11: Will the City designate a facility/security manager to coordinate post assignments and shift changes?

Answer 11: The contractor is expected to assign an Account Manager/ Supervisor to coordinate post assignments and shift changes for 24 /7 coverages in both venues.

Question 12: Are officers required to be armed or unarmed for this contract?

Answer 12: This is an unarmed contract.

Question 13: What shift overlap (if any) is expected for handovers?

Answer 13: The only overlaps that would be expected would be if for any reason the oncoming shift is running late or any unforeseen reason that will cause a shift to stay beyond their scheduled time.

Question 14: May officers work consecutive shifts, or are mandatory breaks required?

Answer 14: It is not expected for officers to work consecutive shifts, unless there is an unforeseen reason for doing so. If consecutive shifts are needed, it will be the responsibility of the Contractor (Account Manager/ Supervisor) to manage and keep the Client informed.

Mandatory breaks are expected due to labor laws in Georgia.

Question 15: Beyond CPR/First Aid, are certifications such as crowd control, active threat response, or de-escalation required?

Answer 15: Yes.

Question 16: Will site-specific orientation and emergency-evacuation training be provided prior to assignment?

Answer 16: Yes.

Question 17: Are there specific uniform/branding standards (patch, logo, dress code)?

Answer 17: Professional Uniforms are required for the Contractor. Contractor’s brand/logo will be permitted. The GICC and GCA are very popular venues. The contractor is expected to meet the high dress codes standards that is in place for the City of College Park employees.

III. Equipment, Communications & Inspections Question 18: Will radios, body-worn cameras, or other comms devices be City-provided or contractor-provided?

Answer 18: Radios will be provided by the venues. It is preferred for Event Services to have their own comms devices. (e.g. headset for officers in sensitive areas such court perimeter)

Question 19: Are officers expected to operate additional protective/screening equipment (metal detectors, scanners, etc.)?

Answer 19: Yes, for the Event Services Officers for GCA and events that are held at the GICC that require the use of such equipment. Events that require screening equipment such as magnetometers and scanners.

Question 20: Are daily/weekly inspections required by the supervisor or City representative, and what documentation is expected?

Answer 20: Weekly inspections of documentations (incident reports, log sheets of security rounds, delivery sheets, and log sheets for lost and found.)

Question 21: Will penalties or invoice deductions be applied for:

• Open/unmanned posts Yes.

• Untrained/uncertified officers on duty Yes.

• Required equipment missing or non-functional N/A.

• Non-standard or incomplete uniforms Yes.

• Missed inspections or missing inspection reports N/A

21a) Is there any penalty for failure to meet performance or service requirements by the contractor? Yes.

IV. Risk Management, Liability & Compliance Question 22: Is a formal security risk assessment required prior to award or post-award deployment?

Answer 22: For the Event Security Services RFP for the Georgia International Convention Center (GICC), a formal security risk assessment is typically required prior to award, not post-award deployment. This ensures that the selected vendor:

• Meets all security and operational standards before being contracted

• Has the appropriate risk mitigation strategies in place

• Complies with local, state, and federal regulations related to public safety and event securit

Question 23: Does the City of College Park fall under Georgia SB 68 (Negligent Security), and how should compliance be documented?

Answer 23: Georgia SB 68, signed into law in April 2025, significantly reshapes how negligent security claims are handled statewide—including for municipalities like the City of College Park. The law applies to any property owner or occupier, including government entities, who contract with security providers or manage public spaces where criminal acts could occur.

This means that if the City contracts with a security firm for public venues like the Georgia International Convention Center (GICC), it must ensure that reasonable security measures are in place to protect against foreseeable criminal activity.

Question 24: Must vendors maintain a written risk-mitigation/incident-response plan as part of the proposal?

Answer 24: Yes.

Question 25: What are the expectations for coordination with local law enforcement and emergency services during incidents?

Answer 25: Contractor is to have competent officers on duty to coordinate with local law enforcement and emergency services during incidents as well as communicating with the City/ Client.

22. V. Budget, Contract Term & Penalties

Question 26: Has a budget or funding ceiling been approved for this contract?

Answer 26: No

Question 26: Should pricing be submitted as hourly rates per position or as a flat monthly/annual cost?

Answer 26: An addendum has been submitted with a cost sheet attached.

Question 27: What are the City’s invoice payment terms (e.g., Net-30, Net-45)?

Answer 27: Net 30

Question 28: Will rate adjustments be considered for renewals under the four one-year extensions?

Answer 28: this typically depends on the terms outlined in the original RFP or contract agreement.

Question 29: Will liquidated damages/penalties apply for failure to meet staffing or response-time requirements?

Answer 29: Yes, liquidated damages or penalties may apply for failure to meet staffing or response-time requirements—if such provisions are included in the RFP or resulting contract.

Question 30: Are bid and performance/payment bonds required for this service contract?

Answer 30: Bid and performance/payment bonds may be required for this service contract, but only if specified in the RFP or contract documents. For event security services at the Georgia International Convention Center (GICC), bonding requirements depend on the scope, risk level, and procurement policies of the City of College Park.

VI. Administrative Oversight & Reporting Question 31: Who will have day-to-day contract oversight (Purchasing, GICC management, or both)?

Answer 31: The GICC/Gateway Center Arena management will have day-to-day contract oversight.

Question 32: Will quarterly performance reviews/audits be conducted as referenced in the

RFP?

Answer 32: Yes.

Question 33: Which KPIs will be tracked (e.g., incident response time, guest satisfaction, post coverage, reporting accuracy)?

Answer 33: N/A.

Question 34: Can the City provide sample daily activity logs and incident report formats?

Answer 34: N/A.

Question 35: If an incumbent provider is transitioning out, what transition period and handover plan are expected?

Answer 35: Approximately 2 weeks if possible.

Question 36: Is this bidding process for a single event or for a contracted period of time for security services? Could you please provide the details of dates of service needed for a single event or the length of the contract, as well as the required man power? Thank you in advance.

Answer 36: This bidding process is for a contracted period of time (yearly with renewal clause). That could be very voluminous, and it varies from what events are booked and to be booked.

Question 37: Who is the current incumbent?

Answer 37: Contemporary Services Corporation.

Question 38: When was the current incumbent awarded the contract? Could you please provide a copy of the current contract?

Answer 38: The current incumbent contract was awarded 7/1/2024. A copy can be provided via Open Records Request from City Hall.

Question 39: What was the start date of the initial contract?

Answer 39: 7/1/24.

Question 40: Are there any subcontractors being used for the current contract?

Answer 40: Yes.

Question 41: Are there any significant modifications from the previous contract to the new one? For instance, an increase in hours, a change in guard type (e.g. armed vs unarmed), a need for additional resources?

Answer 41: Possibly some future modifications. It depends on the needs of the venues.

Question 42: What was the total spent in the last billed month?

Answer 42: N/A

Question 43: Are there any other rates billed separately? (e.g. equipment, vehicles, etc.)

Answer 43 : Yes, additional rates for equipment, vehicles, and other direct costs (ODCs) may be billed separately—if allowed by the contract or RFP terms. These charges must be clearly itemized and justified in the proposal or invoice.

Question 44: What was the amount spent on this contract last year?

Answer 44: N/A.

Question 45: What is the estimated total number of annual hours for this contract?

Answer 45: GICC/GCA 24 annual hours are estimated to be about 9,000 hours per venue.

GICC/GCA 24 annual hours will vary due the number events that are booked.

Question 46: Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance, local mandated wage, or contract-specific wage?

Answer 46: N/A.

Question 47: Is the current contract using vehicles? If yes, how many?

Answer 47: No.

Question 48: Could you please confirm whether a specific quote sheet or pricing format is required? If so, please advise where it can be accessed.

Answer 48: N/A.

Question 49: Can you please confirm whether a bid bond is required to be submitted at the time of proposal submission? Additionally, we understand that the performance bond is required only after award, within 10 days and prior to the issuance of the Notice to Proceed please confirm if that is correct.

Answer 49: Contact Procurement Office.

Question 50: What type of event is the security needed for? How many staff are needed?

Days and hours needed.

Answer 50: It varies of events that are booked.

Question 51: The Bid Document Requirements & Checklist mention a quote sheet. That sheet is not available to us. Can this be provided by the city?

Answer 51: Yes.

Question 52: Good afternoon, I have a question regarding the event security services RFP for the GICC & Arena. Could you please clarify the required number of guards per 8-hour shift? I want to ensure our agency's bid proposal is quoted correctly before we submit it electronically. I do see the request is for 24/7 security services.

Answer 52: See questions #1 and #9.

Question 53: Can you confirm whether this will be for armed or unarmed services?

Answer 54: See question#12.

Question 55: The following forms are not available to us in the solicitation. Can they be made available? Exceptions sheet E-Verification Affidavit - Primary and Subcontractor General Instructions to Offeror Copy of Certifications.

Answer 55: They will be provided.