DOC-26-062 Security Services

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CORRECTIONS

PROCUREMENT AND RISK MANAGEMENT

6900 ATMORE DRIVE

RICHMOND, VIRGINIA 23225

REQUEST FOR PROPOSALS

Solicitation Number: DOC-26-062

Issue Date: June 5, 2026

Title: Security Services

Commodity Code: 99046 Guard and Security Services

Issuing Agency: Commonwealth of Virginia Department of Corrections Procurement and Risk Management, Room 2150 6900 Atmore Drive Richmond, Virginia 23225

Using Agency: Department of Corrections

The purpose of this Request for Proposals (RFP) is to establish a contract for fully qualified and trained armed security services to ensure the safety, security, and continuity of operations for the Department of Corrections.

The initial term of the contract will be a one (1) year period after award, however, the contract may be renewed in accordance with RFP Section VIII. SPECIAL TERMS AND CONDITIONS, Paragraph E.

Sealed proposals will be received by June 26, 2026, at 5:00 pm Eastern for furnishing the services described herein.

All proposals received after the appointed date and hour for receipt, whether by mail or otherwise, will not be considered for an award and will be date and time stamped, marked “late” and retained unopened in the procurement file. The time of receipt shall be determined by the time received in the Issuing Agency's Purchasing Office. Offerors have the sole responsibility for assuring that proposals are received in the Purchasing Office by the designated date and time.

Proposals and required attachments must be submitted and uploaded electronically in the Commonwealth’s e-procurement solution eVA.

Requested supporting documentation that is not submitted electronically, or not attached to your proposal response in eVA, must be received the appointed date and hour for receipt. If supporting documentation is mailed or delivered by express mail, they must be delivered to 5511-B Biggs Road, Richmond, VA 23224. Faxed, electronic mail, or oral proposals will not be accepted.

Offerors must be registered in eVA in order to submit and upload an electronic proposal within eVA. The following are instructions for submitting an electronic proposal within eVA:

1. Go to eVA.virginia.gov;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and file://hqatmore1/Procurement/Boilerplates/eva.virginia.gob https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html

4. Click on Viewing and Responding to Solicitations. If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the proposal is received by the required date and time.

This solicitation is subject to the provisions of the Department of Corrections, terms and conditions, and any attachments, exhibits, revisions or amendments thereto, which are hereby incorporated into this bid in their entirety.

The attached Proposal Form Attachment A shall be used for submitting proposals. The Proposal Form must be completed, and the certification located at the bottom of the form completed and signed by an official that has the authority to commit the Firm.

Prior to the due date, Offerors should:

• Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business Opportunities (VBO) or any updates, changes, amendments, cancellations, etc.;

• Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Offeror’s electronic submission.

Single Point of Contact (SPOC): Submit all inquiries concerning this RFP in writing by email, Offerors should identify the email by noting the solicitation number “DOC-26-062” in the subject line;

SPOC: Kasha Garris, Procurement Contract Officer Senior E-mail Address: kasha.garris@vadoc.virginia.gov

Offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the designated SPOC for the duration of this procurement process. Failure to do so may jeopardize further consideration of an Offeror’s proposal.

Request for Clarification (RFC): Questions regarding the solicitation shall submitted in writing via electronic mail only to Kasha Garris at e-mail kasha.garris@vadoc.virginia.gov no later than 5:00 pm Eastern on June 11, 2026.

• Offerors should identify the email by noting the solicitation number “DOC-26-062” in the subject line;

• Responses to clarifications will be posted in eVA’s Virginia Business Opportunities (VBO);

• The identity of Offeror’s will not be published with the response; and

• Formal changes to the solicitation, including but not limited to, contractual terms and procurement requirements will only be changed by formal written addendum to the solicitation.

There shall be no communication of any type on any aspect of this solicitation, written or otherwise, by any prospective Offeror, including any sub-offeror, Offeror’s agent or other type of Offeror representative, with any employee or Agency of the Commonwealth of Virginia, with the exception of the Agency Procurement Contract Officer noted in the solicitation, unless a Offeror is instructed otherwise by the Agency Procurement Contract Officer. Failure to comply with this requirement may disqualify an Offeror from participation in this opportunity.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

Kasha Garris Procurement Contract Officer Senior https://eva.virginia.gov/supplier-training-materials.html http://www.eva.virginia.gov/ mailto:kasha.garris@vadoc.virginia.gov

TABLE OF CONTENTS

I. PURPOSE PAGE 4

II. STATEMENT OF NEEDS PAGE 4

III. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS PAGE 9

IV. EVALUATION AND AWARD CRITERIA PAGE 13

V. REPORTING AND DELIVERY INSTRUCTIONS PAGE 15

VI. OPTIONAL PRE-PROPOSAL CONFERENCE PAGE 17

VII. GENERAL TERMS AND CONDITIONS PAGE 17

VIII. SPECIAL TERMS AND CONDITIONS PAGE 25

IX. METHOD OF PAYMENT PAGE 30

X. ATTACHMENTS PAGE 31

I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified security firms to establish a contract through competitive negotiations for certified armed security services to ensure the safety, security, and continuity of operations for the Virginia Department of Corrections, hereinafter referred to as the “DOC”, “Purchasing Agency” or “Agency.”

II. STATEMENT OF NEEDS:

The Contractor shall furnish fully qualified and trained professional armed security services for the Department of Corrections at the following locations under a single, consolidated Scope of Services subject to Site-specific Service Requirements (Attachment I):

• Department of Corrections (DOC) Headquarters (HQ), located in Richmond, Virginia

• Probation and Parole (P&P) District 1 Richmond, located in Richmond, Virginia

• Academy for Staff Development (ASD) Central Campus, located in Crozier, Virginia

• Academy for Staff Development Western Campus, located in Marion Virginia

All services shall be performed in accordance with this RFP and any resulting contract and in accordance with all applicable federal, Commonwealth of Virginia (COV), Virginia Department of Criminal Justice Services (DCJS), Agency regulations, policies, standards, and safety-sensitive requirements.

A. GENERAL REQUIREMENTS:

1. Scope of Services

The services needed include, but are not limited to:

• Building access control and visitor management

• Patrol facility and grounds and provide surveillance

• Timely incident detection, response, and comprehensive reporting

• Emergency response coordination

• Asset and personnel protection

• Required staffing levels by shift

• Access control protocols

• Site-specific requirements

• Use of security technology (video management system (VMS), Rapiscan, key card and alarm systems)

• Sensitive area protection (records rooms, data centers, health services, executive suites, armories)

• Compliance and enforcement of task orders, security post orders, safety-sensitive operational standards, and Agency Operating Procedures

• Accurate timely documentation and reporting

• Special event coverage

• Agency and site-specific training

• After-hours or emergency coverage

• Maintain sufficient staffing to ensure uninterrupted coverage

• No lapse(s) in coverage due to absenteeism, turnover, or scheduling conflicts

• Have established supervisory and quality control structures

2. Minimum Qualifications and Training Requirements

a. Private Security Services Business Requirements include, but are not limited to:

• Maintain a valid Virginia Department of Criminal Justice Services (DCJS) Private Security Services Business License;

• Compliance with all contractual obligations;

• Maintain all required insurance coverages;

• Demonstrate experience providing multi-site security services twenty-four (24) hours per day, seven (7) days per week, including holidays;

• Maintain a professional appearance and demeanor consistent with public-facing government security operations;

• Demonstrate professionalism, sound judgment, and effective communication skills, as defined and evaluated by the Agency;

• Pass all DOC required and ongoing background and safety-sensitive designation checks for assigned personnel; and

• Adhere to all Commonwealth of Virginia private security services codes and regulations.

b. Private Security Services Personnel include, but are not limited to:

• Meet and maintain all DCJS training, certification(s), ongoing and safety-sensitive designation requirements for armed security;

• Possess a valid registration in the Armed Security Officer category and a firearms endorsement;

• Pass all DOC required and ongoing criminal background and suitability checks;

• Are physically and mentally fit and free from any condition that would impair their ability to safely and effectively perform assigned duties; and

• Are designated as safety-sensitive positions.

3. Position Categories and Ranking Structure

a. The Contractor shall provide all required standardized uniforms approved by the Agency, equipment, training, and security-related supplies necessary to fulfill the Contract requirements at no additional cost to the Agency;

b. When a higher-ranking position is utilized to staff a lower-ranking post, such occurrence shall be documented, and compensation shall be invoiced at the lower-ranking position pay rate;

c. Lower-ranking personnel are strictly prohibited from performing duties or filling posts designated for higher-ranking positions;

The Contractor position descriptions and ranking structure include, but are not limited to:

d. Program Manager (Rank I) Role: Overall contract administration and Agency liaison Responsibilities include but not be limited to:

• Contractor’s primary point of contact.

• Responsible for contract administration, compliance, reporting, and performance management.

• Staffing plans and continuity of operations

• Agency coordination and escalation

• Quality assurance and corrective action plans

• Approval of site-specific task orders, security post orders, and DOC Operating Procedures

Minimum requirement should include but not be limited to:

• Five (5) years of security management experience

• Supervisory experience over multi-site operations

• Authority to act on Contractor’s behalf

e. Lead Armed Security Officer (LASO) (Rank II) Role: Day-to-day operational supervision Responsibilities shall include but not be limited to:

• Shift coordination and post-supervision

• On-site inspections and audits

• First-level response escalation

• Incident response leadership

• Coaching and discipline of officers

• Verification of reporting accuracy

Minimum requirements should include but not be limited to:

• Three (3) years of security experience

• Prior supervisory experience

• Ability to work rotating shifts

f. Armed Security Officer (ASO), (Rank III)

Role: Front-line security operations Responsibilities shall include but not be limited to:

• Site-specific service requirements

• Access control, patrol duties and incident response.

• Primary post coverage role

Minimum requirements shall include but not be limited to:

• Personnel qualifications

• Ability to work rotating shifts

4. Confidentiality and Security the Contractor shall protect all sensitive, confidential, and security-related information in accordance with Virginia law and Agency policies, including records access and data protection requirements.

• The Contractor shall ensure that all assigned personnel are authorized to access the Video Management

System (VMS).

• Completion of the VMS Account Request and Acceptable Use Agreement shall be a condition precedent to VMS system access.

5. Agency Oversight the Agency reserves the right to:

• Conduct unannounced inspections;

• Review training records and certifications;

• Audit compliance with the Contract and Scope of Services; and

• At its sole discretion, require the removal or replacement of any Contractor personnel for cause, as determined by the Agency, without penalty or additional cost to the Agency.

6. Termination for Cause the Agency reserves the right to terminate for:

• Failure to perform;

• Non-compliance with DCJS requirements; or

• Breach of contract.

B. SITE-SPECIFIC SERVICE REQUIREMENTS:

Each location shall operate under this Statement of Needs and include site-specific service requirements as defined by each respective site in Attachment I Site-Specific Service Requirements.

C. DEFINITIONS:

For the purposes of this RFP, the following definitions shall apply:

“Acceptance” is the successful delivery and performance by the Supplier as designated in the applicable Scope of Work or order, including completed and successful Acceptance testing in conformance with the Requirements as determined by the Agency in the applicable Scope of Work or order.

“Actual Delivery Date” is the real-time date a Project Deliverable, Product, or Service is completed and submitted physically or officially to the Agency and meets the agreed-upon requirements.

“Administrative Appendix” means an attachment to the RFP that serves an administrative purpose relating to the RFP process; specifically, a document that will assist in the review of the proposal but not become an Exhibit to the resulting contract.

“Allowable Pass-Through Charges (APTC)” are charges required for specific positions and are charged at the actual cost of the screening performed.

“Armed Security Officer (ASO)” is an individual licensed to carry a firearm while performing protective, patrol, or access control duties.

“Attachment” or “Exhibit” is an attachment to the RFP that will become an exhibit to the resulting contract only upon award. Certain of these Exhibits are to be populated by Supplier as part of its response to this RFP.

“Benchmark” is a standard or point of reference used in measuring or judging quality, value, performance, price, etc.

“Best and Final Offer (BAFO)” is the last offer provided by an offeror in response to a Request for Proposals and all further negotiation ceases.

“Best Value” is the overall combination of quality, price, and various elements of required services that in total are optimal relative to a public body’s needs, as predetermined in a solicitation.

“Contract Administration” is the management of all facets of a contract to assure the Contractor’s total performance is in accordance with the contractual commitments and that the obligations of the Contractor under the terms and conditions of the contract are fulfilled.

“Contractor” or “Supplier” is an individual or firm that has entered into an agreement to provide goods or services to the Commonwealth.

“Contractor Personnel” or “Supplier Personnel” means, collectively, any, and all of Supplier’s employees, agents, contractors, or subcontractors performing under the Scope of Work.

“Corrective Action Plan” is a strategic and systematic document developed to identify, investigate and rectify issues or deficiencies identified during audits, inspections, performance or contract compliance.

“Cure Notice” is a notice, either oral or in writing, that informs the Contractor that he or she is in default and states what the Contractor has to do to correct the deficiency. If the notice is oral, it shall be confirmed in writing.

“Default” is the failure to comply with the terms and conditions of a contract.

“Deliverable” is the tangible embodiment of the work performed or services, maintenance services, licensed services, solution, component, software, plans, reports, data, product, supplier product and updates provided by the Supplier in fulfilling its obligations under the Contract or as identified in the applicable Scope of Work or order, including the development or creation of Work Product, if Work Product is authorized under the Contract.

“Documentation” means those materials (including user manuals, training materials, guides, product descriptions, technical manuals, product specifications, supporting materials and updates) detailing the information and instructions needed in order to allow any Authorized User and its Agents or Application Users to make productive use of the Application, Software, Solution, Component, Product, Service, Licensed Services or Deliverable, and to implement and develop self-sufficiency with regard to the Application, Software, Solution, Component, Product, Service, Licensed Services or Deliverable, provided by Supplier in fulfilling its obligations under the Contract or as may be specified in any Scope of Work or order issued hereunder.

“eVA” is the Commonwealth’s procurement portal located at http://www.eva.virginia.gov.

“Incident Report” is a formal, written account detailing a security breach, medical crisis, safety hazard or impact to life, health and safety occurring during a shift.

“Liquidated Damages” Financial penalties assessed against the contractor for failing to staff a post, tardiness, or unapproved un-uniformed guards.

“May” or "Should" means highly desirable, although their absence will not have a large impact and would be useful, but are not necessary.

“Must” or “Shall” is the identified requirements whose absence will have a major negative impact on the suitability of the proposed solution and/or services. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary.

“Offeror” is any entity that submits a proposal in response to this RFP.

“Planned Delivery Date” or “Scheduled Delivery Date” is pre-determined date the set within a specific, agreed-upon time window.

“Post” is the specific, assigned physical location or area where a security officer must remain while on duty.

"Private Security Services Business" or “Private Patrol Operator” means any licensed business entity or contractor providing the contracted security personnel.

“Product” or “Work Product” is any tangible and intangible materials created, developed, or produced by a party, including inventions, software, designs, reports, data, and other intellectual property and original works of authorship (collectively, the "Work Product") discovered, created, or developed by Supplier, or jointly by Supplier and the Agency in the performance of this Contract. Work Product shall not include configuration of software.

“Progressively Strict Remedies” is a structured escalation of corrective actions and sanctions imposed by the Agency in response to repeated or unresolved performance failures, non-compliance, or service-level deficiencies by the Contractor. Remedies shall increase in severity based on the frequency, recurrence, and materiality of the Contractor’s non-performance.

“Safety-Sensitive Designation” is a safety-sensitive position is one in which (i) a drug impairment constitutes an immediate and direct threat to public, employee, or inmate/probationer/parolee security, health or safety;

and/or (ii) illegal or unlawful drug use could make the employee susceptible to corruption or intimidation and thus poses an unacceptable risk to the DOC on issues of security and civil liability and also undermines DOC’s ability to perform its mission.

“Timely Completion” is the completion and fulfillment of a project deliverable, product, or service on or before the Actual Delivery Date that meets all specified requirements.

http://www.eva.virginia.gov/

D. Amendments

The Agency reserves the right to modify the scope, requirements, or any documents included as part of this RFP as needed. Amendments will be publicly posted in eVA.

E. Timetable

Table 1 of Section II. Timetable

*The dates in the timetable above are provided for planning purposes only.

III. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. OVERVIEW:

This RFP was developed to provide all potential Suppliers with the information required to prepare proposals.

This section outlines the administrative procedures and guidelines to be used and complied with when preparing a proposal. Nothing in this RFP constitutes an offer or an invitation to contract.

By submitting a proposal in response to the RFP, Supplier certifies that all information provided in its proposal is true and accurate, and Supplier grants Agency a worldwide, royalty-free, non-sublicensable, non-exclusive, irrevocable license to retain, reproduce, and use the proposal (including any exhibits or other documents or materials the proposal incorporates) in any format for governmental purposes required or provided for by Virginia law. The foregoing includes, but is not limited to, the right for Agency to use information submitted in response to this document in any manner Agency may deem appropriate in evaluating the fitness of the services proposed.

B. PROPOSAL ADMINISTRATION:

1. Prohibited Products and Services - Code § 2.2-5514: No Supplier may include as part of its proposal, whether directly or indirectly through subcontractors, any hardware, software, or services that have been prohibited for use on federal systems by the U.S. Department of Homeland Security.

2. Prohibited Contributions and Gifts - Code § 2.2-4376.1: No Supplier that submits a proposal in response to this solicitation, and no individual who is an officer or director of the Supplier shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Secretary of

Activity Date

RFP posted to eVA June 5, 2026

Register for pre-proposal conference June 11, 2026, by 5:00 pm Eastern

Supplier pre-proposal conference (optional) June 17, 2026, at 11:00 am Eastern

Deadline for all questions prior to proposal submission June 11, 2026, by 5:00 pm Eastern

Proposals due June 26, 2026, by 5:00 pm Eastern

Offeror Interviews (should Agency elect)*

Week of July 13, 2026

Contract(s) awarded* July 31, 2026 http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4376.1

Administration during the period between the submission of the proposal and the award of any resulting contract award with an expected value of $5 million or more dollars.

3. Excluded Parties List: A Supplier will not be evaluated or awarded a contract if it, or any of its affiliates or subcontractors, is an excluded entity on the federal government’s System for Award Management (“SAM”) at https://www.sam.gov/SAM/, or the Commonwealth’s Vendor Prohibited List as provided by Code § 2.2-4321 at the time of proposal submission or award.

C. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One (1) electronic copy and one (1) electronic copy redacting any proprietary information of each proposal must be submitted and upload inro eVA to the issuing Agency. No other distribution of the proposal shall be made by the Offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP.

All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

D. SPECIFIC PROPOSAL INSTRUCTIONS: Technical proposals should be as thorough and detailed as possible so that the Department of Corrections may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

1. Return the RFP Proposal Form (Attachment A) and all addenda acknowledgments and attachments, if any, signed and filled out as required, along with any other specific items or data requested in the RFP.

2. A written narrative statement to include:

a. Background information about the Offeror including: its size, number of employees, and annual volume of business;

b. Qualifications and experience in providing the services described herein;

c. Approach and methodology to provide the services;

d. Staffing Plan and Operational Coverage: The Offeror shall propose a comprehensive staffing plan and operational approach sufficient to meet the security, safety, and continuity of operations requirements for each site-specific location identified in the solicitation. The staffing plan shall, at a minimum address:

• Staffing plan, names, qualifications, and experience of personnel to be assigned to the project;

• Proposed staffing levels, posts, shifts, and supervisory structure for each location;

• Methodology for scheduling, coverage continuity, relief personnel, and contingency staffing;

• Recruitment, retention, and succession planning strategies for armed security personnel;

• Procedures for managing absenteeism, turnover, vacancies, emergency call-offs, and surge staffing requirements;

• Identification of key personnel and lines of authority, including site supervisors and contract management personnel;

• Processes for ensuring personnel qualifications, licensing, certifications, background investigations, and fitness for duty requirements remain current and compliant with all applicable federal, Commonwealth of Virginia, and agency requirements;

• Transition and mobilization approach, including continuity of operations during contract commencement, staff replacement, or operational changes; and

• Quality assurance and oversight measures utilized to monitor staffing effectiveness and contract performance.

PLEASE NOTE: The use of offshore resources is prohibited.

3. Specific plans for providing the proposed services including:

a. Provide a technical plan of operation to achieve the objectives as defined in Section II:

STATEMENT OF NEEDS;

b. Incident Management, Emergency Response, and Operational Methodology: The Offeror shall propose its methodology, operational approach, and technical capabilities for delivering armed security services under this Contract. The proposal shall clearly demonstrate the Offeror’s ability to provide responsive, professional, and compliant security operations in a correctional, institutional, healthcare, administrative, or similarly regulated environment. At a minimum, the Offeror shall address the following:

• Incident response and emergency management procedures, including escalation protocols, chain of command, coordination with agency personnel, law enforcement, and emergency responders;

• De-escalation methodologies, conflict resolution techniques, crisis intervention practices, and use-of-force management protocols;

• Procedures for handling critical incidents, threats, contraband, workplace violence, medical emergencies, evacuations, disturbances, and other security-related events;

• Reporting methodologies, documentation standards, records management, evidence preservation, and notification procedures;

• Technology platforms, systems, and software utilized for scheduling, incident reporting, guard tour verification, timekeeping, workforce management, GPS monitoring, body-worn camera integration, communications, analytics, or other operational support functions;

• Performance management processes, including key performance indicators (KPIs), quality assurance measures, corrective action procedures, continuous improvement initiatives, and supervisory oversight;

• Proposed remedies, service level accountability measures, performance guarantees, liquidated damages, credits, or other contractual performance enforcement mechanisms;

• Onboarding and mobilization procedures for newly assigned personnel;

• Initial, recurrent, remedial, and ongoing training programs, including firearms qualification, de-escalation, defensive tactics, emergency response, customer service, ethics, PREA compliance (if applicable), and site-specific operational training;

• Offboarding procedures, including credential recovery, access termination, equipment accountability, records retention, and transition coordination; and

• Processes for maintaining compliance with applicable laws, regulations, licensing requirements, agency policies, and industry best practices.

c. Describe the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services;

d. Provide a list of all clients lost within the last three (3) years and include a contact name, title and telephone number. In addition, state the length of service at the account and reason for loss;

e. Describe the Offeror’s method for dealing with problems and complaints presented by the Department of Corrections employees detailing at what point the problem would escalate to the next level of supervision/management; and

f. Timeframe for completion (if not otherwise specified by the Agency in the Statement of Needs).

4. Provide a cost proposal to include but not limited to:

• Fully burdened hourly rates by position category;

• All-inclusive pricing (labor, overhead, profit, equipment); and

• No escalation unless explicitly authorized in Section VIII. SPECIAL TERMS AND

CONDITIONS, Paragraph E.

The rates shall constitute full compensation for all services rendered under this Contract unless otherwise authorized in writing by the Agency.

The Contractor shall be solely responsible for any and all overtime costs incurred as a result of personnel absenteeism, turnover, scheduling conflicts, staffing shortages, or other workforce management matters.

Under no circumstances shall the Agency be liable for, or obligated to reimburse, overtime expenses arising from the Contractor’s failure to adequately staff or manage personnel in accordance with the requirements of this Contract.

5. Provide a copy of the Offeror’s most recent independently audited financial statements;

6. Verify the Offeror’s acceptance of the General Terms and Conditions and Special Terms and Conditions that are detailed in this RFP;

7. Small Business Subcontracting Plan - Summarize the planned utilization of DSBSD-certified small businesses under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless no subcontracting opportunities exist (see Attachment B);

and

8. State Corporation Commission Form: Required of all offerors pursuant to Title 13.1 or Title 50 (see

Attachment C).

IV. EVALUATION AND AWARD CRITERIA

1. Evaluation Process: Each proposal received by the due date and time will be considered. The Agency reserves the right in its sole discretion to reject any proposal that does not comply with the proposal submission requirements of this RFP.

Subject to the foregoing, each proposal will be reviewed to determine whether it meets the Prerequisites of this RFP listed in Table 1 Prerequisites below. All Prerequisite(s) are evaluated on a Pass/Fail basis. Any proposal that does not pass any of the Prerequisite(s) will be set aside and receive no further consideration.

Proposals that pass the Prerequisites will be assessed and scored in accordance with the Evaluation Criteria set forth in Table 2 Evaluation Criteria below.

Table 1 of Section IV. Prerequisites

Prerequisites

Optional Pre-proposal Conference Attendance;

The Offeror shall have the minimum qualifications:

The Agency may elect to continue the evaluation of the most qualified proposal(s) and may request that Offeror(s) clarify or explain certain aspects of their proposals.

The Agency may evaluate the Offeror’s proposal to determine the best value for the Commonwealth based on the following additional criteria:

• Offeror presentation/interview;

• Demonstrated experience providing armed security services in correctional, governmental, institutional, or high-risk environments;

• Past performance, references, and documented contract performance outcomes;

• Depth and qualifications of proposed management and supervisory personnel;

• Ability to recruit, retain, and maintain a stable and qualified workforce;

• Effectiveness and maturity of incident management and emergency response protocols;

• Integration and effectiveness of proposed technology solutions and reporting capabilities;

• Training curriculum quality, frequency, and compliance management processes;

• Business continuity and disaster recovery capabilities;

• Compliance history, including regulatory actions, litigation, safety violations, or contract defaults;

• Transition and implementation readiness;

• Approach to diversity, subcontractor utilization, and workforce professionalism;

• Financial stability and operational capacity to support statewide or multi-site operations; and

• Overall quality, completeness, feasibility, and demonstrated understanding of the Agency’s operational requirements and security objectives;

• Supplier’s status as a small business or micro business, including small or micro businesses that are owned by minorities, women, or disabled veterans, and certified by the Department of Small Business and Supplier Diversity (“DSBSD”);

• Offeror’s planned spend with certified SWaM or micro business (as defined in Section VIII. SPECIAL TERMS AND CONDITIONS) subcontractors, and Non-SWaM businesses;

• Contacting Supplier's references;

• Review of Supplier’s ability and willingness to comply with the Commonwealth’s security and data privacy policies, standards, guidelines as specified in the RFP;

• Demonstrations (e.g. detailed, product, live system)/pilot tests;

• Review of pricing; and

• Interviewing key personnel.

The Agency may limit any or all of the above to the most qualified proposals. The Offeror is not guaranteed and should not assume that it will have the opportunity to explain, supplement or amend its initial proposal. Each Offeror is encouraged to ensure that its initial proposal contains and represents its best offering.

Each Offeror should be prepared to conduct presentations, site visits, and/or live system demonstrations, pilot tests, at the time, date and location of the Agency’s choice, as applicable, should the Agency so request.

Valid Virginia Department of Criminal Justice Services (DCJS) Private Security Services Business License;

Five (5) years of direct experience with providing security services;

Three (3) years of experience providing armed security services of similar size and scope;

Employ personnel with current DCJS armed officer certification;

Demonstrate experience providing twenty-four (24) hours per day, seven (7) days per week, including holidays multi-site security services; and

Demonstrate past performance with at least one (1) comparable contract.

Should the Agency determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. Unless that determination is made, selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the factors described in Section IV. EVALUATION AND AWARD CRITERIA. Negotiations will be conducted with each of the Offerors selected.

If any Offeror fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, the Agency may terminate negotiations with that Offeror at any time. The Agency may remove an Offeror from consideration in the event that Offeror and Agency are unable to reach agreement on contract terms during negotiations.

Proposals will be scored using a numerical scoring system for the evaluation criteria listed below. The weights assigned to each of the evaluation criteria shall be posted in eVA prior to the due date and time for receiving proposals.

Table 2 of Section IV. Evaluation Criteria

2. Reservation of Right: The Agency reserves the right:

• At its sole discretion, to cancel, in part or in whole, any portions of this RFP;

• At its sole discretion, to re-issue any cancelled portion of the RFP;

• To accept or reject in whole or in part any proposal submitted, and to waive informalities or minor technicalities when in the best interest of the Commonwealth;

• At its sole discretion, make one award, multiple awards, or none at all; and

• The Agency shall not be contractually bound to any Supplier prior to the execution of a definitive written

Contract.

V. REPORTING AND DELIVERY INSTRUCTIONS:

A. Contractor shall provide a monthly progress report to the Site-Specific POC outlining at a minimum:

• Post orders/daily activity logs

• Incident and unusual occurrence reports

• Staffing and attendance reports

• Monthly performance summaries

• Corrective action reports, when applicable

• Timesheets via the Contractor’s timekeeping system

Evaluation Criteria Points Technical Approach and Plan to Provide the Services Listed in the Statement of Needs

Relevant Experience and Past Performance 20

Staff and Qualifications: Credentials, names key personnel as opposed to generic staffing models, availability and continuity of staff;

Pricing Structure: Transparency, cost realism and scalability, inclusion of SOW as opposed to add-on fees; and

Supplier’s status as a DSBSD-certified small or micro business or Supplier’s proposed Supplier Procurement and Subcontracting Plan as set forth in Attachment B.

Total Points 100

B. Incident Reporting the Contractor shall provide the following to include but not be limited to:

1. Immediate verbal notification of any incident affecting or potentially affecting life, health, safety, security, or facility operation. Such notification shall be promptly escalated through the Agency’s designated chain of command, followed by written documentation as required by Agency policy and within Agency-defined timelines; and

2. Cooperation with investigations and audits.

C. Training Requirements - The Contractor shall ensure that all assigned personnel complete, the following to include but not be limited to:

1. All required Agency (Federal Prison Rape Elimination Act {PREA}, Security Awareness Training {SAT}, and COV personnel training (Sexual Harassment Training), including training applicable to COV account holders (Agency In-Service Curriculum);

2. Any additional training required based on the assigned position, location, post, unit or facility; and

3. Completion of the required training shall be completed withing thirty (30) days of assignment and shall be maintained throughout the term of the Contract.

The Agency will contact the Contractor to complete the required training and submit applicable form(s) as required by Agency policy.

Agency specific required training costs should be borne by the Agency unless otherwise expressly stated in the Contract or Attachment I Site-Specific Service Requirements.

D. Contract Kickoff Meeting - The Contractor shall participate in a formal contract kickoff meeting with the Agency within thirty (30) calendar days following Contract award, unless otherwise approved by the Agency in writing.

The purpose of the kickoff meeting is to establish mutual understanding of the Contract requirements, operational expectations, communication protocols, implementation schedule, and performance standards necessary for successful contract administration and service delivery.

The kickoff meeting shall include, at a minimum:

Contractor key personnel and designated contract management representatives;

• Agency Contract Administrator and/or Contract Program Manager;

• Site-specific management personnel and stakeholders for applicable locations;

• Operational supervisors and transition personnel, as applicable;

• Other parties as deems necessary by the Agency.

The Contractor shall ensure attendance by personnel with sufficient authority to make operational decisions, commit resources, and address implementation matters.

Required Kickoff Meeting Topics - At a minimum, the following items shall be reviewed and discussed during the kickoff meeting:

• Contract Overview and Administrative Requirements

• Staffing and Personnel Management

• Transition and Mobilization

• Security Operations and Emergency Response

• Technology and Reporting

• Training and Compliance

• Performance Management

Meeting Documentation - The Contractor shall prepare and provide meeting minutes, including action items, responsible parties, and implementation timelines, to the Agency within five (5) business following the kickoff meeting unless otherwise directed by the Agency. Any agreed-upon operational clarifications or implementation actions shall not modify the terms and conditions of the Contract.

E. “Within thirty (30) calendar days after the award date of the contract, the contractor shall furnish a preliminary outline of the organizational structure of the final report to the Contract Administrator.

1. The preliminary outline shall delineate the main topics and subtopics that will later be described in detail in the final report;

2. Beneath each topic and subtopic, the contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic; and

3. The Agency shall have the right to edit, modify and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to ensure the inclusion of all work required by the contract.

F. On or before the date specified in the Contract, a final report shall be delivered to Contract Administrator for its approval. The contractor shall furnish electronic (1) copy of the final report.

G. The Contractor shall make at least one (1) oral presentation of the final report to persons or organizations as deemed necessary by the agency.

VI. OPTIONAL VIRTUAL PRE-PROPOSAL CONFERENCE: An optional virtual pre-proposal conference will be held via Microsoft Teams on June 11, 2026, at 11:00 a.m. Eastern. Access to the conference will be provided via a Microsoft Teams link, which shall be furnished only to prospective Offerors who pre-register in accordance with the instructions set forth in this Solicitation. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this Solicitation.

All questions, requests for clarification, or interpretive guidance concerning this Solicitation shall be submitted in writing via electronic mail to the designated SPOC, strictly in accordance with the procedures format, and deadline specified herein. The Agency shall have no obligation to respond to inquiries received after the stated due date and time.

The Agency reserves the right, as its sole discretion, to record the pre-proposal conference for internal use and for distribution to registered Offerors. By participating, Offerors consent to such recording. No Offeror or attendee shall audio record, video record, photograph, or otherwise capture or reproduce the conference, in whole or in part without the Agency’s prior written authorization.

No one will be allowed to join the meeting after 11:10 am, Eastern. There will be no exceptions for technical errors.

Any failure by an Offeror to receive, access, or participate in the conference due to technical issues, registration errors, or other causes not attributable to the Agency shall be at the Offeror’s sole risk and shall not relieve the Offeror of any obligation under this Solicitation nor constitute grounds for protest, delay, or equitable adjustment.

Please have a copy of the Solicitation available prior to the start of the conference. Any changes resulting from this conference will be issued in a written addendum to the Solicitation, will be publicly posted on eVA.

Pre-register by emailing the SPOC, Kasha Garris at kasha.garris@vadoc.virginia.gov, attendance is limited to two

(2) individuals per company. The deadline for pre-registration is June 11, 2026, no later than 5:00 p.m., Eastern.

VII. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors

Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety.

The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section

7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual.