ARFQ 0512 2927 MMB2600000003 - ADDENDUM #1 QA.docx

ADDENDUM #1

ARFQ 0512 2927 MMB2600000003

Temporary Security Guard Services Contract

TO ANSWER QUESTIONS SUBMITTED BY POSSIBLE VENDORS:

Question #1:

How many positions are being requested by the vendor to fulfil?

Answer #1:

This contract will be on an as needed basis, no determination on how many positions we will need during the term of this contract.

The need could fluctuate up or down.

Question #2:

Will the number go up or down during the life of the contract?

Answer #2:

Please see Answer #1.

Question #3:

It is listed "temporary as needed", does this indicate the vendor will not be bound by the number of positions filled at time of award?

Answer #3:

Yes, there will be no guarantee of number of positions filled at the time of award or during the term of the contract.

Question #4:

Can other vendors see my bid, and can I see theirs before it is awarded?

Answer #4:

No, after the bid opening, bid results become public knowledge.

Question #5:

What are the hours and days of coverage security is present?

Answer #5:

We are a 24 hour facility and security could be scheduled for any day and any shift.

No guarantee of days or shifts.

Question #6:

Wage Determinations & Federal Mandates Since this solicitation involves federal funding, could the State clarify if there is a mandated minimum wage or a Service Contract Act (SCA) prevailing wage determination that applies to the Guard II or Site Supervisor roles? Specifically, following the revocation of Executive Order 14026, can the State confirm that the $17.75/hour federal contractor minimum wage is no longer a requirement, or is there a specific facility-mandated pay floor?

Answer #6:

Please see the Federal Funds Addendum, federal funds may be used, and the federal contractor minimum wage is no longer a requirement, nor is there a specific facility-mandated pay floor.

Question #7:

Award Criteria & Scoring Section 5.1 of the specifications states that the award will be made to the vendor providing the "lowest overall total cost." Can the State confirm that this is a strict Lowest-Price Technically Acceptable (LPTA) evaluation, and that no qualitative scoring rubric (for past performance or technical approach) will be used to determine the winner?

Answer #7:

The solicitation will be awarded to the Vendor with the lowest total cost meeting specifications.

Question #8:

Anti-Lobbying Certification The Federal Funds Addendum mentions that for awards exceeding $100,000, a Byrd Anti-Lobbying Amendment certification is required. Will the State be providing a specific template (such as Form-LLL) for this certification, or should the vendor include their own standard federal certification form with the bid?

Answer #8:

That form would be provided to the Prospective Bidder when they are notified of the intent to award the contract .

Question #9:

Shift Volume & Anticipated Coverage To ensure accurate pricing of our overhead, could the State provide the anticipated weekly hours or a sample shift schedule? Specifically, is the facility seeking 24/7/365 coverage, and what is the typical number of guards requested per shift?

Answer #9:

We are a 24 hour facility and security could be scheduled for any day and any shift.

No guarantee of days or shifts.

Question #10:

Vehicle Requirements for Grounds Patrols The specifications (4.3.2.1.14) mention patrolling buildings and grounds. Are these exterior grounds patrols intended to be performed on foot, or is the vendor required to provide a marked security patrol vehicle for this contract? If a vehicle is required, should the costs be amortized into the hourly rate on Exhibit A?

Answer #10:

On the campus of our facility, we have 5 buildings that are in close proximity to each other, so no vehicle is needed. Guards will mainly be patrolling on foot, with the exception of an emergency situation, and if such arises we will put them in our state vehicles as long as they have a current driver’s license.

Question #11:

Dedicated Patient Supervision (1:1 Watches) In the event that a patient requires a dedicated 1:1 security watch (continuous, individualized observation), will the facility request this as an additional temporary staff placement beyond the regular daily shift roster? If so, should these dedicated "watch" hours be billed under the standard Guard II hourly rate, or is there a different protocol for patient-specific supervision?

Answer #11:

No guards will be posted as 1:1.

Question #12:

Crisis Intervention & Specialized Training The job duties (Section 4.3.1.1.11 and 4.3.1.3.6) require guards to respond to emergency codes and "subdue offenders without harm". Does the hospital provide mandated Crisis Intervention Training (e.g., CPI, Mandt, or similar behavior management training) as part of the facility's on-site orientation, or is the vendor responsible for providing and funding these specific certifications prior to a guard’s start date?

Answer #12:

We utilize Crisis Consulting Group, Calm Every Storm Training, and this training will be provided during orientation to the facility.

Question #13:

Who is the current incumbent provider?

Answer #13:

A1 Security LLC

Question #14:

What was the total annual spend and total hours utilized in 2024 and YTD 2025?

Answer #14:

Question #15:

What are the current bill rates by labor category?

Answer #15:

Guards - $21.00/hour On-Site Supervisor – New Position

Question #16:

Is this solicitation due to expiration, performance concerns, or budget changes?

Answer #16:

Contract expiration.

Question #17:

Are posts fixed and defined, and if so, may post orders be provided?

Answer #17:

Yes, posts are fixed and duties are defined in sections 4.3.1.1 & 4.3.2.1.

Question #18:

Are officers required to perform patient observation (1:1 watch) or behavioral intervention duties?

Answer #18:

See answer # 11.

No behavioral intervention duties required.

Question #19:

Are CPI or crisis intervention certifications required?

Answer #19:

See answer # 12.

Question #20:

Are medical clearances (TB, immunizations) required?

Answer #20:

TB testing is mandatory and will be completed at the facility at no additional charge to Temporary Employee or Vendor.

Temporary Employee will also be required to have Titer testing, which is done by means of a blood draw, this measures the concentration of specific antibodies in the blood to determine immunity to diseases like measles, mumps, rubella, varicella (chickenpox), or hepatitis B. It confirms if a person has had a previous infection or vaccination, or if a booster shot is needed. Booster will be offered at no additional cost to Temporary Employee or Vendor.

Question #21:

What onboarding timeline is expected once a coverage request is issued?

Answer #21:

Prior to the Temporary Employee reporting for their 1st day, they will have to complete a background check (CIB & CODIS), drug & alcohol screening and WV Cares. Once all the acceptable results have been received the Temporary Employee will be given a starting date and time for them to report to the facility to start their mandatory 2 week orientation.

Question #22:

What is the typical advance notice for coverage requests, or will these posts be permanent?

Answer #22:

See answer #23.

Temporary Employee are invited to apply for permanent employment with Mildred Mitchell-Bateman Hospital.

Question #23:

Are overtime and holiday premiums reimbursable at bill rate or are rates expected to be fully burdened inclusive of overtime?

Answer #23:

Overtime and Holidays will be billed at 1.5x the hourly rate.

All other holidays are to be billed at the regular hourly rate.

The following holidays can be billed at 1.5x the hourly rate:

C. Labor Day

Question #24:

Are there penalties for unfilled shifts?

Answer #24:

Please see section 9, Vendor Default of the specifications.

Question #25:

Is there a cap on annual spend?

Answer #25:

No.

Question #26:

Please confirm the basis of award determination, including whether the award will be made to the lowest responsive and responsible bidder or if other evaluation factors will be considered

Answer #26:

See answer #7.

Question #27:

What is the anticipated contract term and renewal structure?

Answer #27:

This will be a one year contract with the option for (3) one year renewals upon written mutual agreement. No automatic renewals.

Question #28:

How frequently are invoices submitted and approved?

Answer #28:

See section 6 Billing & Invoices for all information pertaining to our billing process.

Question #29:

What are the payment terms?

Answer #29:

Net 30 upon receiving an acceptable timecard and invoice.