Att G - Q&A Template Response Final.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- Security ServicesBid Documents State and local contract opportunity
- Solicitation number
- 61-26-83673
- Issued by
- Marion County, Indiana
About this file
This document is a Questions and Answers (Q&A) template attachment for the State of Indiana's Request for Proposal (RFP) #26-83673 for security guard services. The RFP seeks comprehensive security services for state agencies, K-12 educational institutions, LibraryIndiana, and other governmental entities across five regions, covering both armed and unarmed security guard services with five performance levels. The contract will have an initial four-year term with potential two one-year renewals, totaling six possible years of service. Proposals are due September 30, 2025, at 3:00 PM Eastern Time, with a pre-proposal conference scheduled for August 22, 2025.
The solicitation includes specific diversity goals: 8% for Minority Business Enterprises, 11% for Women Business Enterprises, and 3% for Indiana Veteran Owned Small Businesses, which will factor into proposal scoring. Wage rates range from $7.25 to $16.67 per hour depending on region and guard level. Historical spending for this contract has ranged from approximately $4.6 million in 2021 to $9.1 million in 2024, indicating significant potential contract value. The state will award the contract to multiple companies, with vendors able to submit proposals for any number of the five geographic regions. Key evaluation criteria will include management quality, pricing, Indiana business status, and subcontractor diversity commitments, with a robust performance measurement system including 26 specific metrics and potential financial penalties for non-compliance.
View the file
Other files for this state and local contract opportunity
Show all 25
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Question & Inquiry Form
| Attachment G | ||||||
| Question and Answer Template | ||||||
| RFP # 26-83673 | ||||||
| Please submit your questions in the form below (yellow shaded area) per RFP Section 1.24. | ||||||
| Click the dropdown in the RFP Document Column to select topic. | ||||||
| No. | RFP Document | Section Number | Page | Topic | Question | Response |
| 1 | Subcontracting to MBE/WBE and IVOSB | The State has said that they will deduct -1 point for NO PARTICIPATION with the socio-economic categories. Will any points be awarded for good faith effort, if the respondent is unable to secure participation with one of the approved and certified vendors? | Points will be awarded according to Section 3.2 Evaluation Criteria | |||
| 2 | Attachment B Sample Contract | Att S Artificial Intelligence questions | 1 | Attachment S - Artificial Intelligence Questions | We note that the Attachment is requesting whether the proposed "solution" utilizes artifiical intelligence. Provided that the solution proposed is for guarding services, does the State deem the Bidder's internal hiring process (of which the State is not a party part) the "solution" proposed for purposes of this Attachment S? | No |
| 3 | Attachment B Sample Contract | Att S Artificial Intelligence questions | 1 | Attachment S - Artificial Intelligence Questions | We note that the Attachment is requesting whether the Vendor uses AI to "augment" their work. As AI use is prevalent among society today, there may be times when someone engages AI, however, this would not impact the deliverables to the State. For example, someone may ask a question to Chat GPT on their employer issued work phone without the knowledge of the employer. What does "augment" mean for purposes of this Attachment? | The use of artificial intelligence to augment work is prohibited when it involves accessing or interfacing with State systems. |
| 4 | Attachment B Sample Contract | Section 24 | 7 | Indemnification | Regarding Section 24 Indemnity, our company stands behind our security services and regularly accepts the obligation to indemnify clients for the comparative portion of any losses, costs or damages that are caused by the negligent acts or omissions of our personnel in the performance of security services under client agreements. Can Section 24. Indemnity be revised as follows to reflect those parameters? | Please refer to the RFP Section 2.3.5 Contract Terms/Clauses |
| 5 | Attachment B Sample Contract | Section 28 | 8 | Insurance | We note that section 28 Numbers 1-4 and 7 require "minimum limits" of insurance or "amounts not less than". Our company maintains insurance limits that are commensurate with our size and scope of operations. The “minimum limit” or "amounts not less than" language requirement may appear facially fair, but in effect it compels big firms to provide much larger amounts of insurance. Although each bidder may offer the specified insurance coverage, in the case of a large bidder, the State would be getting access to tens of millions more insurance than it would from other smaller bidders. Such a result is unfair. That requirement also effectively prevents our company from accessing any of our insurance to satisfy other claims from time to time. Is the State willing to revise this to set forth set or fixed insurance limits and revise as follows if our company is willing to increase the fixed amounts to an amount commensurate with the value of the agreement from the amounts provided as minimum coverage? | Please refer to the RFP Section 2.3.5 Contract Terms/Clauses |
| 6 | Attachment B Sample Contract | Section 28 | 9 | Insurance | If the Bidder has a crime insurance policy which meets the stated amounts in number 4, is a Surety or Fidelity Bond required by the State as set forth in section 6? | Please refer to the RFP Section 2.3.5 Contract Terms/Clauses |
| 7 | Attachment B Sample Contract | Section 28 | 8 | Insurance | We note Sections 28.1. and 28.2. require the State to be named as an additional insured on the respective policies. | Please refer to the RFP Section 2.3.5 Contract Terms/Clauses |
| 8 | Attachment B Sample Contract | Our company routinely adds clients as additional insureds on our insurance policies, so long as our obligations are aligned with our indemnification obligations and limited to the specified insurance limits we have agreed to provide. Additionally, the blanket additional insured endorsements to all of our policies automatically cover any party we are required by written contract to cover as an additional insured, to the extent set forth in such contract, without the necessity of expressly naming such party. Similarly, certificates of insurance will confirm that the client “is included as an additional insured where required by written contract.” Is the State agreeable to the following revision for both sections 28.1. and 28.2. "The State will be included as an additional insured on the policy to the extent of the Contractors obligations set forth in Section 24 Indemnification of this Contract and up to t he required insurance coverage amount. The Certificate of Insurance issued to theSTate shall state that the State is included on the aforementioned policy"? | ||||
| 9 | Attachment B Sample Contract | Not mentioned | N/A | Price Adjustment | Will the State permit the Contractor to increase bill rates to the extent necessary to allow the Contractor to recoup increases in unforeseen costs that are outside of the Contractor’s control such as: increases in Federal, Authority or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum, prevailing and living wage rates and other statutory requirements, such as legally mandated sick leave costs; and medical and other benefit costs? If so, please describe the process by which the Contractor will be able to submit a request for a bill rate adjustment. | Price increases are negotiated each year and an amendment will need to be completed in order for the increase to happen. |
| 10 | Attachment B Sample Contract | Section 45 | 13 | Termination for Convenience | Will the State grant the Contractor the reciprocal right to terminate the agreement upon 90 days written notice provided by the Contractor? | Please refer to RFP Section 2.3.5 Contract Terms/Clauses |
| 11 | Attachment B Sample Contract | Not mentioned | N/A | Limitation on Liability | Our company stands behind our security services, however, the pricing presented does not take into account infinite liability. Is the State willing to add a mutual waiver of consequential/incidental damages and a limitation on liability such as the following? | Please refer to RFP Section 2.3.5 Contract Terms/Clauses |
| 12 | “NOTWITHSTANDING ANY OTHER PROVISION OF THIS AGREEMENT, AND TO THE FULLEST EXTENT PERMITTED BY LAW NEITHER PARTY SHALL BE LIABLE TO EACH OTHER FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES, INCLUDING BUT NOT LIMITED TO, LOSS OF PROFITS OR REVENUE, LOSS OF USE, LOSS OF OPMETROPOLITANUNITY, LOSS OF GOODWILL, GOODS OR SERVICES, COST OF CAPITAL, GOVERNMENTAL AND REGULATORY SANCTIONS, AND CLAIMS OF CUSTOMERS FOR SUCH DAMAGES. THE TOTAL CUMULATIVE LIABILITY OF EITHER PARTY FOR ALL CLAIMS, LOSSES, DAMAGES, AND EXPENSES RESULTING IN ANY WAY FROM THE PERFORMANCE OF THIS AGREEMENT, SHALL NOT BE GREATER THAN THE COMPENSATION RECEIVED UNDER THIS AGREEMENT.” | |||||
| 13 | Incumbent | Who is the current incumbent? | For public information please go to Indiana Transperancy Portal page: |
https://www.in.gov/itp/ 14 Incumbent When was the current incumbent awarded the contract? Could you please provide a copy of the current contract? For public information please go to Indiana Transperancy Portal page:
https://www.in.gov/itp/
| 15 | Subcontractors | Are subcontractors a requirement for this contract? | Goal of the State to award % to minority business |
| 16 | Subcontractors | Are there any subcontractors being used for the current contract? | Yes(are we aloud to say this) |
| 17 | Initial Term Length | What was the initial term length of the current contract? (for example, 1 year plus 4-year options, etc.) | For public information please go to Indiana Transperancy Portal on link: |
https://www.in.gov/itp/ ITP: Home 18 Start date What was the start date of the initial contract?
https://www.in.gov/itp/
| 19 | Amount spent | What was the amount spent in the last 12 months? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 20 | Total spent | What was the total spent in the last billed month? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 21 | Rates | Are there any other rates billed separately (e.g. equipment, vehicles, etc.) | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 22 | Significant Modifications | 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? | Please see SOW for current needs. | |||
| 23 | Amount spent | What was the amount spent on this contract last year? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 24 | Annual Hours | What is the estimated total number of annual hours for this contract? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 25 | Current Bill Rate | What is the current bill rate for each position? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 26 | Additional Services | Are there any additional services that may be needed that are not listed in the RFP? For instance, the need of additional sites, seasonal required security, etc. | Please see SOW for current needs but additional sites come available as needed. | |||
| 27 | Wages | Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance, local mandated wage, or contract-specific wage? | No | |||
| 28 | Bonds | Is a Bid Bond or performance bond required? If yes, how much? | No | |||
| 29 | Vehicles for Current contract | Is the current contract using vehicles? If yes, how many? | Yes, needs for vehicles fluctuates with the season and the need througout the contract. | |||
| 30 | Liquidation Penalty on Previous Contract | Was there a liquidation penalty on the previous contract? | For public information please go to transperancy portal page. https://www.in.gov/itp/ | |||
| 31 | Award Clarification | Could you please clarify if this contract will be awarded to multiple companies? | Yes. | |||
| 32 | Attachment D Cost Proposal Template | Column F | All | Hours | We assume all hours are expressed annually. Can you please confirm? | Yes, but hours are subject to changet depending on need. |
| 33 | Attachment M - Mandatory Minumum Requirements | 1,3-4 | Mandatory Minimum Requirements/Regional Map | Attachment M - Mandatory Minimum Requirements : Question #1 states "in each region(s) for which it intends to submit a proposal," however, subsequent questions 17-20 and 22-26 state "All Regions". Please advise how you would like us to ackowledge the intended region? Additionally, if awarded, are we able to turn down a specific project within a region? | The definitions in 17-20 and 22-26 are the same for all regions but please use cost proposal as a guide for intended regions. If bidding on a particular region, the expectation is that the respondent can handle all expectations in that region. | |
| 34 | Attachment M - Mandatory Minumum Requirements | 1,3-4 | Mandatory Minimum Requirements/Regional Map | Attachment M - Mandatory Minimum Requirements : If awarded, are we able to turn down a specific project within a region? | If you bid on a region then the expectation is that you can handle anything and everything in that region. | |
| 35 | Attachment B | All | Contract Language | Are contract edits possible? | Please refer to the RFP Section 2.3.5 Contract Terms/Clauses | |
| 36 | RFP Boilerplate, Att Q | 8, 28 | Technology Security Standards & 2.3.16 Cloud Terms & Conditions | Please confirm if we use a cloud-based provider for the recording of hours and filing of security reports would cause us to need to comply with these sections where applicable | Recording of hours are housed on an internal server. | |
| 37 | Attachment A MWBE Commitment | N/A | 3 | Subcontractor Commitment Form | If the bidder is electing to bid the RFP in full with no subcontractors, is the bidder required to complete the subcontractor commitment form? | Technically Attachment A & A1 are required to be submitted even if not having subcontractors. |
| 38 | Attachment A1 - IVOSB Commitment | N/A | 3 | Subcontractor Commitment Form | If the bidder is electing to bid the RFP in full with no subcontractors, is the bidder required to complete the subcontractor commitment form? | Same as above |
| 39 | Attachment F Technical Proposal Template | 2.4.4.1 | 5 | Training/Education/Certification | Does section 2.4.4.1 require a response to training courses prior to placement on a State of Indiana site, or prior to employment with the bidder's organization? | Bidders organization |
| 40 | Attachment E Business Proposal Template | 2.3.11a | 5 | General Information | Would an organizational Emergency Action Plan suffice the requirement of a diaster recovery plan? | Please see Section 2..3.11 of RFP document. |
| 41 | Attachment B Sample Contract | N/A | N/A | General Information | Is the State of Indiana able to identify the incumbent provider currently over the State of Indiana | ITP: Home |
| 42 | Attachment B Sample Contract | N/A | N/A | General Information | Is the State of Indiana able to identify the current rates that are being provided per region and per Level for unarmed and armed security officers. | ITP: Home |
| 43 | Attachment B Sample Contract | N/A | N/A | General Information | Is the State of Indiana able to identify the current number of Full-Time and Part-Time security staff currently assigned to contract locations? | ITP: Home |
| 44 | Attachment D Cost Proposal Template | Region 1, Section 4 | 1 | Patrol Vehicle, Incumbent information | 1. What type of vehicle is required for Patroling services and do we need to provide the price for monthly basis? |
2. Who is the Incumbent and what are its hourly/Bill Rates for the services?
| 3. Will this be a single or Multiple award? | ITP: Home | ||||
| 45 | Attachment E Business Proposal Template | Section 2.3.3 | Audited Financial Statement | 1. How will financial documents be handled to ensure confidentiality, particularly if proprietary or sensitive financial data is included? |
2. Will the agency accept reviewed (not fully audited) financial statements if audited statements are not available?
3. Is it mandatory for the bidder to have all MWBE and IVOSB Certifications or needs to take a SUB who have these? 1. Refer to Section 1.15 and 2.1.
2. Refer to Section 2.3.3 of RFP document.
3. Refer to Section 1.20 - 1.22 of the RFP document.
| 46 | Attachment A MWBE Commitment | Attachment A | 1 | MWBE Certification | 1. Is it mandatory for bidder to engage an Indiana-certified M/WBE subcontractor to meet the MWBE goal, or can bidder who have out-of-state certification be recognized toward this commitment? | Please refer to Section to 1.20 and 3.2 of RFP document. |
| 47 | Attachment J Attestation Form | Attachment J | 1 | General Questions | 1. Can the Attestation Form be signed electronically (DocuSign / typed signature), or must it be a wet-ink signature scanned and submitted? |
2. If a Respondent is not providing MWBE/IVOSB participation, is checking ‘Opting not to submit’ sufficient, or must we attach a separate blank form?
3.For Section 4.0 (Confidential/Redacted), if no documents are being claimed as confidential, do we need to insert a ‘N/A’ row, or is leaving the section blank acceptable?
4. Should subcontractors listed in Section 5.0 also provide letters of commitment if they are not MWBE/IVOSB firms? 1. Yes
2. "Opting not to submit" is sufficient
3. Blank or N/A is acceptable
4. Unless they are MWBE/IVOSB commitment letters are not required.
48 Attachment H Reference Form Attachment H 1,2,3 General Questions 1. Is there a minimum number of references required (e.g., 3), or will fewer be acceptable?”
2. Will references only be accepted if submitted directly by the client via email, or can they send signed PDFs to us for submission?
3. If a reference is no longer employed with the organization, but we can provide signed documentation of their prior engagement with us, will that be accepted?
4. If one or more references fail to respond by the deadline, will our proposal be disqualified, or simply receive a lower reference score? 1. Refer to Section 2.3.6 of the RFP document
2. Refer to Section 2.3.6 of the RFP document
3. Refer to Section 2.3.6 of the RFP document
4. Will be scored sccordingly based on the references received.
49 Attachment F Technical Proposal Template Attachment F Complete Document General Questions 1. In Section 2.4.1.2, if TNS does not currently have contracts in Indiana, would an equivalent out-of-state client of comparable size be acceptable?
2. For Sections 2.4.2.2 and 2.4.2.3, is the State expecting Respondents to provide headcount broken down by each guard level defined in Attachment M, or is a general armed/unarmed total acceptable?
3. In Section 2.4.2.6, can you clarify what types of ‘other security services’ the State considers relevant beyond guard staffing (e.g., alarm monitoring, surveillance systems, risk analysis)?
4. In Section 2.4.2.8 regarding Collective Bargaining Agreements, if TNS has unionized staff outside Indiana but not within Indiana, should those locations still be disclosed?
5. In Section 2.4.4.5, can you clarify if magnetometer training must be conducted by certified trainers, or can in-house supervisors with experience deliver this training?
6. For Section 2.4.5.1, is the State requiring Respondents to provide physical uniform samples within the proposal, or will detailed pictures and descriptions suffice?
7. For Section 2.4.7.1, should Respondents include full resumes for proposed Account Management team members at this stage, or only sample resumes/organizational charts?
8. In Section 2.4.8.1, does the State have a preferred timeline for contract transition (e.g., 30/60/90 days), or should Respondents propose their own transition schedule?
9. In Section 2.4.9.3, does the State expect the Online Account Management system to be accessible to multiple State agency stakeholders, or centralized through a single Vendor Manager?+F19:F28 1. Please descibe your current largest client to be evaluated.
2. General armed/unarmed is acceptable.
3. The State would like to review any and all ideas that would offer cost savings.
4. Indiana would request an equivalent out-of-state client of comparable size.
5. Please provide details of the training offered, and how it is delivered.
6. Detailed description and pictures will suffice.
7. Sample resume/organizational charts will suffice.
8. The State does not have a prefered timeline, all transition schedules will be evaluated.
9. Centralized through a single Vendor Manager at IDOA.
50 Attachment E Business Proposal Template Attachment E Full Document General Questions 1. For Section 2.3.2, does the State require an organizational chart of the entire company, or only the division and staff directly supporting this RFP?
2. If audited financial statements are unavailable, will the State accept CPA-reviewed statements, federal tax returns, or bank reference letters as substitutes?
3. If the Respondent is a subsidiary of a parent company, can the parent company’s audited financials be submitted with an explanatory statement, or must both be provided?
4. For Section 2.3.4, will an attestation letter signed by the CEO/CFO satisfy the requirement, or must it be notarized/legalized?
5. If the Respondent is not yet registered with the Indiana Secretary of State, will it be be provided if awarded or Is it mandatory at the time of bidding?
6. For Attachment A (MWBE Commitment), if Bidder is itself a certified MBE in another state but not in Indiana, can that count toward meeting goals, or must an Indiana-certified subcontractor still be engaged?
7. If Bidder contacts certified Indiana MWBE/IVOSB firms but receives no response, will documentation of outreach attempts satisfy the requirement?
8.For Section 2.3.13, will experience serving large municipalities or airports be considered comparable to the State of Indiana in size and scope?
9. For Section 2.3.16, if the Respondent does not propose a cloud-based system, should we state ‘Not Applicable,’ or must we affirm acceptance of all Cloud T&Cs regardless?
10. For Sections 2.3.12 and 2.3.13, will the State accept examples of large municipal, federal, or quasi-governmental security contracts (such as airports or transit authorities) as comparable experience to State government contracts, or must references be limited strictly to prior State government engagements? 1. Division and staff will be fine.
2. Please refer to Section 2.3.3 of the RFP document.
3. Parent company will be fine.
4. Does not require to be notarized.
5. Secretary of State registration is needed at the time of award.
6. Must be certified in Indiana.
7. No.
8. It will be evaluated.
9. Not Applicable will suffice 10.Provide what you have and it will be evaluated.
| 51 | Attachment I Pre-Proposal Network Opportunities Form | Attachment I | Page 1 | General Questions | 1. If TNS is an out-of-state certified MBE, will submitting Attachment I allow us to connect with Indiana-certified MWBE/IVOSB firms for potential subcontracting? | |
| 2. Is there a deadline for submitting Attachment I, or can it be sent anytime prior to the proposal due date? | 1. Please refer to Section 1.6 of the RFP document |
2. Please refer to Section 1.24 Summary of Milestones
| 52 |
| 53 |
| 54 |
| 55 |
| 56 |
| 57 |
| 58 |
| 59 |
| 60 |
| 61 |
| 62 |
| 63 |
| 64 |
| 65 |
| 66 |
| 67 |
| 68 |
| 69 |
| 70 |
| 71 |
| 72 |
| 73 |
| 74 |
| 75 |
| 76 |
| 77 |
| 78 |
| 79 |
| 80 |
| 81 |
| 82 |
| 83 |
| 84 |
| 85 |
| 86 |
| 87 |
| 88 |
| 89 |
| 90 |
| 91 |
| 92 |
| 93 |
| 94 |
| 95 |
| 96 |
| 97 |
| 98 |
| 99 |
| 100 |
| Attachment A MWBE Commitment |
| Attachment A1 - IVOSB Commitment |
| Attachment B Sample Contract |
| Attachment C Indiana Economic Impact Form |
| Attachment D Cost Proposal Template |
| Attachment E Business Proposal Template |
| Attachment F Technical Proposal Template |
| Attachment H Reference Form |
| Attachment I Pre-Proposal Network Opportunities Form |
| Attachment J Attestation Form |
https://www.in.gov/itp/https://www.in.gov/itp/https://www.in.gov/itp/https://www.in.gov/itp/https://www.in.gov/itp/
File details come from the government source that posted it. Updated .