Administrative Document - RFQ #1434.docx

State of Idaho Request For Quote

1. Purpose: The State of Idaho’s Division of Purchasing (“DOP”), on behalf of the Idaho Department of Labor (the “Agency”), is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Bidders”) that can provide unarmed exterior security patrol services at the Agency’s Lewiston Local Office.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation. All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead. Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

3. Timeline: Quotes are due by 5:00 p.m. MT on: October 22, 2026 Late Quotes must not be accepted or considered.

4. Required Submittals: Bidders must complete and submit the following Submittal Forms as part of their Quote package:

Submittal Form A – Background, Declarations, & Certifications Submittal Form B – Pricing Schedule

5. Basis of Award: Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on Submittal Form B. The RFQ Lead may, in the State’s sole discretion, require the Bidder to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder being deemed non-responsible.

6. Submission Instructions The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed in #4). Enter your Total Cost in IPRO.

Table of Contents

EXHIBIT 1

Background Information

1. Background Information The Idaho Department of Labor (the “Agency”) connects Idahoans with employment and administers workforce programs statewide through a network of local offices. The Lewiston Local Office serves north central Idaho from a State-occupied facility at 1158 Idaho Street, Lewiston, Idaho 83501.

The Agency requires regular exterior security patrols of the office building and the surrounding grounds to deter unauthorized activity on the property, to document conditions on the property, and to report activity to the Agency and to local law enforcement.

2. Existing Data

3. Current Challenges The property has experienced recurring unauthorized activity during and outside of business hours. Reported activity includes drug use, abandoned vehicles, domestic disturbances, vandalism, illegal dumping of trash and waste, unauthorized use of exterior utilities, and unauthorized parking. This activity creates safety concerns for Agency staff and for members of the public who use the office.

The Agency’s objective is consistent, verifiable patrol presence, prompt reporting to the Agency, and prompt referral to local law enforcement when a situation requires a law enforcement response.

4. Reference Documents Exhibit 4 – Property Map shows the boundary of the area to be patrolled.

EXHIBIT 2

General Requirements

The following provisions establish contractual requirements applicable to the resulting Contract. In the event of a conflict between the provisions below and the State of Idaho Standard Contract Terms and Conditions, the Standard Terms and Conditions govern unless a specific exception has been approved in writing by the Division of Purchasing.

1. Contract Term The initial term of the Contract will be one (1) year. Upon mutual, written agreement of the parties, the Contract may be renewed for up to four (4) additional one-year terms. The anticipated total Contract term is five (5) years.

2. Start of Services The Contractor must begin performing services no later than sixty (60) calendar days after the Effective Date of the Contract. The Contractor must not commence services until it has provided the Agency with evidence of the licensing required by Section 3 (Compliance and Licensing) and the State has accepted the certificates of insurance required by this solicitation.

3. Compliance and Licensing

1.

2.

3.

3.1. Compliance with federal, state, and local laws, rules, and regulations is governed by Section 1.14 of the State of Idaho Standard Contract Terms and Conditions.

3.2. The Contractor must ensure that it, any subcontractor, and every individual performing services under this Contract holds all licenses, permits, bonds, certifications, and background clearances required by the City of Lewiston and by any other authority having jurisdiction, and maintains them for the full term of the Contract. Obtaining, renewing, and maintaining licensure is the Contractor’s responsibility and is governed by the issuing authority.

3.3. The Contractor must provide evidence of any license, permit, bond, or certification within five (5) business days of the Agency’s written request. Failure to obtain, renew, or maintain required licensure may be grounds for termination.

4. Subcontractors The Contractor may subcontract portions of the services with the prior written approval of the State, as provided in Section 1.13 of the State of Idaho Standard Contract Terms and Conditions. The Contractor remains fully responsible for all work performed by any subcontractor and for all costs associated with any subcontractor. All subcontractor personnel performing services under the Contract must meet the same personnel requirements set forth in Exhibit 3.

5. Contract Monitoring Upon Contract award, the Agency will designate a Contract Manager as the primary point of contact for day-to-day contract administration, and will provide the Contractor with the Contract Manager’s name, title, and contact information in writing within five (5) business days of award. The Agency may change the designated Contract Manager at any time upon written notice to the Contractor.

Agency monitoring may include review of daily reports for completeness, accuracy, and timeliness; unannounced field inspections to verify patrol presence and compliance with the patrol schedule; and review of the Contractor’s personnel roster.

6. Remedies Enforcement and escalation for all performance deficiencies, including corrective action, cure, recovery of costs and damages, and termination, are governed by Section 1.4 of the State of Idaho Standard Contract Terms and Conditions. Repeated failure to perform scheduled patrols, and repeated late or incomplete reports, may constitute a failure to perform subject to the remedies in that Section.

7. Price Adjustments Pricing submitted in Submittal Form B is firm and fixed for the initial one-year term. For any Contract renewal period, the Contractor may request a price adjustment by submitting a written request to the Agency’s Contract Manager no later than sixty (60) calendar days before the anniversary date of the Contract. Price adjustment requests must be based on the Producer Price Index (PPI), Table 5 – Security Guard Services, published by the U.S. Bureau of Labor Statistics (https://www.bls.gov).

No single price adjustment may exceed five percent (5%) of the then-current Contract price, regardless of the change reflected in the applicable PPI index. Adjustments will be applied no more than once annually, will apply prospectively only beginning on the applicable renewal date, and will not apply retroactively to services already performed or invoiced. The Agency reserves the right to approve, modify, or reject any requested price adjustment in its sole discretion and may require supporting documentation. Failure to request an adjustment within the required timeframe constitutes agreement to continue at the then-current Contract price.

8. Billing and Payment The Contractor must submit a signed invoice to the Agency on or before the fifteenth (15th) day of each month for services performed in the prior month. Each invoice must include:

· The Contract number and Agency purchase order number;

· The billing period;

· The dates of service, with the start and end time of each patrol performed;

· A description of the work performed and of any issues identified, or a statement that none were identified;

· The total amount billed for the billing period;

· The Contractor’s name, address, telephone number, and email address; and

· The invoice date.

Invoices submitted without the information required above may be rejected until a corrected invoice is submitted. Invoice submission instructions will be provided to the Contractor by the Contract Manager upon Contract award.

9. Records Maintenance and Audit The Contractor must maintain all records necessary to properly account for all services performed and payments received under the Contract, and must retain those records for at least three (3) years after the Contract terminates, or until all audits initiated within that three-year period are complete, whichever is later. The Contractor must allow State and Federal auditors and State purchasing staff access to all records relating to the Contract for audit, inspection, and monitoring, during normal business hours or by appointment.

EXHIBIT 3

Scope of Work

1. Service Location 1158 Idaho Street, Lewiston, Idaho 83501. The area to be patrolled is the building exterior, the parking areas, and the grounds within the boundary shown on Exhibit 4 – Property Map.

2. Patrol Schedule and Additional Patrols

2.1. The Contractor must perform patrols according to the following schedule. All times are Pacific Time.

2.2. Each patrol must begin within its scheduled window. The Contractor must vary the start time of each patrol within its window so that patrol times are not predictable from one day to the next.

2.3. No patrols are required on holidays observed by the State of Idaho. The holidays observed under this Contract are listed here: https://idaho.gov/about-idaho/state-holidays/#gsc.tab=0. When a holiday falls on a Saturday or Sunday, no patrols are required on the day the State observes that holiday.

2.4. The Agency may adjust the patrol windows set out above upon thirty (30) calendar days’ written notice to the Contractor, provided the number of patrols per day and per week does not change. A permanent change in the number of scheduled patrols requires a written amendment to the Contract.

2.5. The Agency may direct the Contractor to perform additional patrols at the service location. The Agency will provide at least seven (7) calendar days’ written notice, except in circumstances beyond the Agency’s control. Additional patrols directed under this Section must be performed in accordance with Sections 3 through 5 and reported in accordance with Section 11 (Daily Reporting), and will be paid at the hourly rate stated on Submittal Form B. The Agency does not guarantee any minimum number of additional patrol hours.

3. Patrol Duties Each patrol must include both of the following:

3.1. A vehicle patrol of the parking areas and drive lanes, at a speed that allows the Contractor's employee to visually inspect the surrounding area.

3.2. A foot patrol of the building perimeter and the vegetated areas of the grounds, using a flashlight to check dark and obscured areas during hours of darkness.

4. Reportable Conditions During each patrol, the Contractor must look for, document, and report the following:

4.1. Suspicious or apparently illegal activity;

4.2. Persons on the property who appear to be loitering, sleeping, or sheltering;

4.3. Vandalism or damage to the office building, the grounds, or Agency vehicles;

4.4. Conditions that could pose a danger, such as a suspected gas leak, water leak, or electrical hazard;

4.5. Dumped trash, debris, or waste of any kind, including human waste;

4.6. Abandoned or unauthorized vehicles;

4.7. Unauthorized use of exterior utilities, including water spigots and electrical outlets;

4.8. Exterior doors, gates, or windows found unlocked, open, or otherwise not secure; and

4.9. Broken or non-functioning exterior lighting.

5. Response Duties In addition to documenting and reporting the conditions listed in Section 4, the Contractor must take the following actions during a patrol.

5.1. If a person is present on the property without authorization, the Contractor must make contact, identify itself as contracted security personnel, and ask the person to leave. If the person refuses to leave, or if the situation otherwise requires a law enforcement response, the Contractor must contact law enforcement in accordance with Section 7 (Law Enforcement Coordination). The Contractor must document every contact made under this Section in the daily report, including the time of contact, the nature of the interaction, and the outcome.

5.2. If an exterior door or gate is found unlocked, open, or otherwise not secure, the Contractor must close and secure it and must report it to the Contract Manager in the daily report. The Contractor must not close or secure an access point if there are signs of forced entry, if any person appears to be inside the building, or if securing the access point would require the Contractor to enter the building. In those circumstances the Contractor must contact law enforcement in accordance with Section 7 (Law Enforcement Coordination), must remain on site if it is safe to do so, and must notify the Contract Manager.

5.3. An exterior window found open or not secure must be reported under Section 4 (Reportable Conditions). The Contractor must not close or secure an exterior window.

6. Exclusions from Scope The following are outside the scope of this Contract:

6.1. The Contractor must not enter the office building except in an emergency.

6.2. The Contractor must not clean up, remove, or dispose of trash, debris, or waste of any kind, including human waste. The Contractor's obligation with respect to dumped material is limited to documenting and reporting it under Section 4 (Reportable Conditions).

6.3. The Contractor must not perform maintenance, groundskeeping, or repair work.

6.4. The Contractor's employees must not carry any weapon while performing services under this Contract, whether lethal or less-lethal, including firearms, tasers, stun guns, pepper spray, mace, and batons.

6.5. The Contractor's employees must not use physical force except in lawful self-defense.

6.6. Other than the actions required by Section 5 (Response Duties), the Contractor must not attempt to independently resolve any situation that requires a law enforcement response. Such situations must be referred to law enforcement in accordance with Section 7 (Law Enforcement Coordination).

6.7. Interior patrols of the office building and inspection of the building interior through exterior windows are not required.

7. Law Enforcement Coordination The Contractor must immediately contact the Lewiston Police Department, or 911 in an emergency, for any situation that requires a sworn law enforcement response, including a break-in, active vandalism, a person who refuses to leave the property, or other apparent criminal activity. The Contractor must remain on site to provide information to responding officers when it is safe to do so.

The Contractor must notify the Contract Manager within two (2) hours of any contact with law enforcement, or before the end of the patrol, whichever is sooner, and must provide the Contract Manager with a copy of any law enforcement report it receives as soon as that report is available. For incidents occurring outside of business hours, notification must be provided no later than the next business day.

8. Abandoned and Unauthorized Vehicles The Contractor must document any apparently abandoned or unauthorized vehicle on the property, including its location, description, and license plate number, and must report it to the Contract Manager and to the Lewiston Police Department. The Contractor must not arrange for towing or removal of any vehicle. The Agency will arrange for towing or removal.

9. Personnel Requirements The Contractor must ensure that all employees assigned to perform services under this Contract meet the following requirements:

9.1. Each individual performing services under this Contract must hold current City of Lewiston licensing and background clearance for security personnel before being deployed to the service location. The Contractor must not deploy any individual who does not hold current licensing and clearance, and must provide evidence of it within five (5) business days of the Agency’s written request. Evidence of licensing and clearance must be provided before services commence, as required by Exhibit 2, Section 2.

9.2. Each employee must be at least eighteen (18) years of age.

9.3. Each employee must hold a valid driver's license.

9.4. Each employee must be able to communicate clearly and professionally in English, both verbally and in writing, sufficient to prepare the reports required under Section 11 (Daily Reporting).

9.5. Each employee must be trained in how to interact with individuals who are irate, confrontational, or intoxicated, and in the conduct of all activities required by the Contract.

9.6. Each employee must wear a uniform or other attire that clearly identifies the person as contracted security personnel, and must carry and present on request a Contractor-issued identification card showing the person's name and the Contractor's name.

10. Equipment and Dispatch

10.1. The Contractor must maintain dispatch capability twenty-four (24) hours per day, seven (7) days per week, for the full term of the Contract. The dispatcher must be able to receive calls from the Contractor's employees on patrol and to summon police, fire, or emergency medical services.

10.2. The Contractor must provide the Agency with a dedicated dispatch telephone number before services begin, and must notify the Agency in writing of any change to that number within one (1) business day.

10.3. Each employee on patrol must carry a mobile telephone or radio capable of reaching the Contractor's dispatch, the Contract Manager, and emergency services (911).

10.4. Each employee on patrol must carry a digital camera or camera-equipped device capable of producing timestamped photographs.

10.5. The Contractor must supply, maintain, and repair all vehicles and equipment used under this Contract at its sole cost and expense, and must keep them in proper operating condition and in compliance with applicable state and federal safety requirements. All vehicles used in performance of this Contract must be properly licensed, insured, and roadworthy.

11. Daily Reporting

11.1. The Contractor must submit a written report by email to the Contract Manager for each day on which patrols are performed, no later than 9:00 a.m. Pacific Time on the following calendar day. A report is required for every patrol day, including days on which nothing is observed.

11.2. Each report must include, at a minimum:

11.2.1. The date and day of the week;

11.2.2. The start time and end time of each patrol performed;

11.2.3. Confirmation that both the vehicle patrol and the foot patrol were completed;

11.2.4. A description of anything observed under Section 4 (Reportable Conditions), or a statement that nothing was observed;

11.2.5. Any contact with a member of the public, including the nature of the interaction and the outcome;

11.2.6. Any call made to law enforcement, fire, or emergency medical services, including the agency contacted, the nature of the call, and the outcome; and

11.2.7. Photographs, where required by Section 11.3 below.

11.3. The Contractor must photograph any condition reported under Section 4 (Reportable Conditions) and any contact or response required under Section 5 (Response Duties), and must include those photographs with the daily report for that day. Photographs are not required for a patrol during which no such condition, contact, or response occurred. Each photograph must be clear and legible and must include a timestamp, either visible within the image or embedded in the file metadata.

11.4. A report that is not submitted by the deadline is late. A report that does not include all required content, including any photographs required under Section 11.3 above, is incomplete. The Contractor must submit any late or incomplete report within four (4) business hours of the deadline or of the Agency's notice, whichever is earlier.

12. Coverage and Continuity The Contractor is solely responsible for maintaining uninterrupted patrol coverage for the full term of the Contract. The Contractor's staffing model is at its own discretion, provided the Contractor maintains sufficient coverage that the absence, illness, vacation, or turnover of any single employee does not result in a patrol being missed. The time required to obtain City of Lewiston licensing and background clearance for new personnel is not an acceptable reason for a missed patrol.

If a scheduled patrol cannot be performed within its window, the Contractor must notify the Contract Manager within one (1) hour of the close of that window, state the reason, and document the missed patrol in the daily report. Missed patrols are subject to the remedies set forth in Exhibit 2, Section 6 (Remedies).

13. Accident and Injury Reporting

13.1. The Contractor must notify the Contract Manager within four (4) hours of any of the following occurring in connection with services performed under this Contract:

13.1.1. Injury to a Contractor employee;

13.1.2. Injury to any third party;

13.1.3. Damage to State property; or

13.1.4. Damage to third-party property caused by the Contractor’s operations.

13.2. The Contractor must provide a written incident report within twenty-four (24) hours describing the event, the parties involved, the actions taken, and any law enforcement or medical response.

14. Contractor Staff Conduct and Critical Incidents

14.1. If a member of the Contractor's staff is involved in any event that causes, or has a reasonable likelihood of causing, financial liability to the Agency, loss or damage to property, or harm or death to a person, the Contractor must immediately suspend that staff person from work under the Contract until the Agency approves the resumption of work by that staff person.

14.2. The Contractor's staff must conduct themselves in a professional and courteous manner at all times, must treat members of the public respectfully, and must not engage in conduct that could reasonably be perceived as harassment, discrimination, or intimidation.

14.3. The Agency may, in its sole discretion, require the Contractor to reassign or otherwise remove from performing services under the Contract any staff member or subcontractor reasonably found unacceptable to the Agency.

14.4. The Contractor is responsible for the health and safety of its own employees in the performance of the Contract, and the Contractor's staff must at all times exercise precautions for the protection of persons and property.

14.5. The State is not responsible for Contractor losses on State property, or otherwise, caused by theft, unexplained disappearance of, or damage to equipment, supplies, or other personal property of the Contractor, its staff, its subcontractors, or its suppliers.

EXHIBIT 4

Property Map

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote being deemed non-responsive.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Bid Schedule

The Bidder must complete every shaded field in this Submittal Form. This Submittal Form must be submitted with your Quote electronically through the Idaho eProcurement System (IPRO).

1. Bidder Information Name of Bidder

2. Cost Provide your fully burdened price to perform the scope of work outlined in Exhibit 3. Your price must include all costs associated with providing the services, including labor, vehicles, equipment, fuel, insurance, reporting, and travel to and from the service location.

• Scheduled patrol pricing must be quoted as a price per month and extended over twelve (12) months.

• Scheduled patrols exclude State of Idaho holidays, as provided in Exhibit 3, Section 2.

• The quantity of twenty (20) hours is stated solely to evaluate the hourly rate. The Agency does not guarantee, and is not obligated to order, any additional patrol hours.

Award will be made to the responsive responsible Bidder with the lowest TOTAL COST.

3. Duration Number of calendar days after the Effective Date of the Contract within which the Bidder will begin performing services. See Exhibit 2, Section 2 (Start of Services).

If awarded the Contract, will you meet the timeline specified in Exhibit 2, Section 2 (Start of Services)?

Failure to respond, or responding “No,” may disqualify your Quote.

Yes ☐ No ☐

If you responded “No,” explain here:

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