ESBD_574621_1793985623742_Patrolling serives Q&A 1-5.pdf

1) Q&A

Questions:

Could you please provide the list of locations requiring nightly security patrols, including their addresses? This will help us calculate route distances, staffing requirements, and pricing accurately.

If the final list is not yet available, could you please advise when it will be shared?

Answers:

The list of locations is included on the final page of the bid package. My understanding is that the locations listed on that page are currently confirmed. However, please note that the page also states, “Centers can be added or deleted throughout the year.”

Additionally, on page 9 of 25, you will find details regarding our patrol services, which are scheduled nightly from 6:00 p.m. to 6:00 a.m. These hours specifically refer to our nightly security patrol services

2) Q&A

Questions:

• The current solicitation package, pricing forms and all issued addenda.

• The confirmed submission deadline and any required pre-bid meetings or site visits.

• Vendor registration instructions and minimum qualifications.

Answers:

1. Current Solicitation Package, Pricing Form, and Addenda

You may access the current solicitation package by visiting www.hsgd.org, navigating to the Resources section, and selecting RFP/RFQ forms from the dropdown menu. You may also refer to the attached document for additional information. The pricing form is located on page 11 of 25. As of today, no addenda have been issued.

2. Bid Submission Deadline, Pre-Bid Conference, and Site Visits

The bid submission deadline is March 2, 2027, at 10:30 a.m.

The pre-bid conference is scheduled for Friday, December 11, 2026, at 10:30 a.m. in Training Room 1, located on the first floor of the administrative building.

https://www.hsgd.org/

Attendance is not mandatory; however, you are welcome to attend if your schedule permits.

If you wish to conduct site visits, you must schedule an appointment with the site manager to tour the exterior areas of each center.

3. Vendor Registration and Minimum Qualifications

We do not have a separate vendor registration process or established minimum qualification requirements. However, bidders must meet all applicable requirements specified in the Invitation for Bids (IFB) for Security Guard Services solicitation package. Please review the package carefully to ensure that your company meets the requirements and can fulfill all contractual obligations.

I am currently the primary point of contact handling IFB 27 SGS, along with my supervisor, Cecil Allan. Please let me know if you have any questions or need further clarification.

3) Q&A

Questions:

1. Facility count: Approximately how many locations will require nightly patrol, and are they spread across Dallas County or concentrated in certain areas? We understand the full list is distributed at the pre-bid conference — even a count would help us plan the proposed patrol schedule and officer count the bid asks for.

2. Pre-bid conference: Is attendance on December 11 mandatory in order to bid, and is any registration required beforehand?

3. Patrol vehicles: Are marked patrol vehicles required, or are unmarked vehicles acceptable? Are there any signage or vehicle-type requirements?

4. Tracking and reporting: The IFB asks for an automated tracking and reporting system for patrolled locations. Does the Agency require a specific system, or is any system that produces the computerized patrol and incident documentation acceptable?

5. Alarm response: At how many locations would the contractor serve as primary alarm notification between 6 PM and 6 AM, and are alarm responses covered within the monthly patrol price or billed separately?

6. Officer licensing: The IFB states all patrolling officers shall be commissioned.

Please confirm that means a Texas Level III commission for patrol officers, and whether officers used for the temporary unarmed site security line require a Level II license.

7. Temporary site security: Can you share any expected usage for the hourly temporary site security lines (unarmed and armed), so bids can price them realistically?

8. Experience documentation: For the three-year patrol experience preference, what documentation does the Agency like to see with the bid?

3) Q&A

Answers:

1. Facility Count and Locations: Please refer to the last page of the Security Guard Services (27-SGS) bid package. The list identifies all 15 centers, including each center’s name, exact location, telephone number, site manager’s name, and physical address. These 15 locations represent our finalized list of facilities currently within Dallas County.

2. Pre-Bid Conference: Attendance at the pre-bid conference is not mandatory.

Whether you attend or not will have no impact on your eligibility to submit a bid.

3. Patrol Services: We recommend that your patrol vehicles display your company name and logo while providing patrol services. This is beneficial for several reasons, including crime deterrence, building client trust and confidence, demonstrating authority and professionalism, providing mobile advertising and brand recognition, and ensuring operational accountability.

4. Tracking and Reporting: Please refer to page 10 of 25 of the bid packages. We do not require bidders to use a specific tracking and reporting system. However, you must comply with the requirements outlined in the last paragraph, which states:

"An automated tracking and reporting system... The bidder shall provide documentation on such a system and a description and sample of how it works and the kinds of reports that it produces."

Please ensure that your bid package includes the required system documentation, an explanation of how the system operates, and samples of the reports it generates.

5. Alarm Response: The contractor will serve as the primary alarm responder for all 15 centers during the hours of 6:00 p.m. to 6:00 a.m. All alarm response services must be included in the monthly patrol fee, with no additional charges.

6. Officer Licensing: All patrol officers assigned to this contract must hold a Level III (Commissioned Security Officer) license. The pricing submitted for temporary unarmed security services (Level II) applies only to on-site temporary security assignments and is separate from the patrol services.

7. Temporary Site Security: The need for armed or unarmed security services will vary depending on the circumstances. The anticipated number of service days and hours will be determined based on the specific needs and requirements of each situation as they arise.

8. Experience Documentation: Please carefully review the Invitation for Bids (IFB) for Security Guard Services, as it provides guidance regarding the experience and qualifications required. The IFB’s package is also an opportunity for your company to demonstrate its strengths, qualifications, relevant experience, and competitive advantages. We encourage you to conduct thorough research and provide a compelling response that highlights why your company is the best choice and what distinguishes you from other bidders.

4) Q&A

Questions:

1. The Texas procurement posting lists an estimated value of $266,392. Does that represent an estimated annual spend, the full possible three-year term, or another measure? Is there a prior-year contract or historical expenditure amount available?

2. Approximately how many facilities require the three nightly patrols? The IFB states the final list will be distributed at the December 11 pre-bid meeting; can a preliminary location count or site list be shared earlier for staffing and route feasibility?

3. Is in-person attendance at the December 11 pre-bid conference mandatory for prospective bidders, and may a designated representative attend on behalf of a licensed bidder?

4. Several pages of the current 27 SGS solicitation still show a 21-SGS page header, including the pricing schedule. Should bidders complete the posted forms as-is, or is a corrected document/addendum anticipated?

5. Can a non-security administrative/business-development firm assist a properly licensed Texas security company with bid preparation, provided the security company is the bidder, contracting party, and operator? Is any disclosure or special documentation required for that arrangement?

4)Q&A

Answers:

1. The amount of $266,392 represents the total contract value for the three-year term, inclusive of the monthly service fees and emergency temporary patrol services.

Given current market inflation, fluctuating and unexpected fuel costs, and other changing economic conditions, prior-year expenditures are not an accurate reflection of today's operating costs. Additionally, we do not encourage artificially low bids that may compromise service quality or operational reliability. Therefore, prior-year contract amounts or historical expenditure figures are not available for comparison.

2. Please review the IFB package 27-SGS, specifically the last page of the Agency Locations section. It lists 15 centers and includes the following note: “Centers can be added or deleted throughout the year.”

Please note that the monthly pricing will remain the same regardless of whether one or more centers are added or deleted. The Agency Locations page also identifies the 15 centers requiring three nightly patrols, which will remain unchanged.

3. The pre-bid conference scheduled for December 11, 2026, at 10:30 a.m., is not mandatory. A licensed bidder may designate a representative to attend the conference on their behalf.

4. I apologize for the oversight and the error. I have corrected the information and reposted it on our Head Start website. Thank you again for bringing this to our attention.

Please follow the instructions outlined in the bid package when submitting your IFB package. You may organize and present your supporting documents in any format you choose, provided they contain sufficient information for our review committee to evaluate your bid package and assess the strengths, qualifications, and value you are offering. We have not established or provided any mandatory forms for bidders to use.

Additionally, currently, we do not anticipate issuing any further corrected documents or addenda.

5. Head Start of Greater Dallas, Inc. is soliciting bids from qualified firms to provide security guard and patrol services at Agency locations throughout Dallas County, Texas. Question No. 5 appears to be irrelevant to the scope and requirements of

IFB No. 27-SGS – Security Guard Services.

5) Q&A Question:

1. Could you please share the procurement information and explain how my company can register and qualify as a vendor for this and future opportunities?

Answer:

1. You do not need to register to submit a bid for the IFB for Security Guard Services (SGS-27). Simply review the bid package carefully and follow the instructions to ensure your bid is submitted on time. Please note that late submissions will not be accepted.

The bid package contains all the information you requested, including submission requirements, insurance requirements, licensing criteria, and details regarding the pre-bid conference, which is not mandatory.