ESBD_File_336433_QA #1 -RFP 2309-001.pdf

Rev. 2/1/19

September 20, 2023

QUESTIONS & ANSWERS

RFP 2309-001

Armed & Unarmed Security Services

QUESTIONS AND ANSWERS ARE FOR INFORMATIONAL PURPOSES ONLY

Q.1 Can you identify the current security provider and their current bill rates?

A.1 This question cannot be answered at this time. Please provide your rates on the attachments provided.

Q.2 Please confirm if a vehicle is needed for CommUnityCare?

A.2 No vehicle needed Q.3 Please explain the line item for "construction services.”

A.3 The construction services line item reflects the possible need for security services needed after hours. These services include security monitoring during construction work, repair services and 24hr monitoring sites that are unoccupied or under construction.

Q.4 Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance, local mandated wage, or contract-specific wage?

A.4 Yes, Austin has a living wage requirement which is $17.82 for 2023 Q.5 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.

A.5 Yes, the additional services or reduction in services is expected to be handled through an amendment to the existing contract.

Q.6 What was the amount spent on this contract last year?

A.6 This question cannot be answered at this time. Please provide your rates on the attachments provided.

Q.7 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?

A.7 No Q.8 Are there any other rates billed separately (such as equipment, etc) A.8 No Q.9 What was the initial term length of the current contract (for example, 1 year plus 4 year options, etc.)

A.9 2 years plus 3 one-year optional renewals Q.10 What was the amount spent in the last 12 months?

A.10 This question cannot be answered at this time.

Q.11 What was the start date of the initial contract?

A.11 Jan 1, 2019 Q.12 What was the total spent in the last in the last billed month?

A.12 This question cannot be answered at this time.

Q.13 Are there any subcontractors being used for the current contract?

A.13 No Q.14 When was the current incumbent awarded the contract? Could you please provide us copy of current contract?

A.14 December 27, 2018. The current contract cannot be shared at this time.

Q.15 In the past few years, the labor market went through unpredictable shifts following the pandemic. The aftermath of the pandemic still makes the future unpredictable.

Can Central Health revise the price sheet structure to include a field for year 1, year2, and year 3 pricing? Can Central Health contract allow price adjustment every year if the labor market significantly shifts?

A.15 The contract term listed is for 1 year with OPTIONAL renewals. Please complete the sheet provided and you are welcome to submit pricing for additional years separately.

Q.16 Will there be a site visit?

A.16 No, it’s not feasible to set up visits at the many different sites for both Central Health and Community Care clinics Q.17 Can we do site visits on our own?

A.17 You are welcome to drive by the sites, but visits inside of the buildings are not permitted. All sites are list is listed in the solicitation documents.

Q.18 Is there an MBE/WBE requirement?

A.18 No

Q.19 Is HUB registration mandatory for the contractor to accept the bid?

A.19 No Q.20 Are Attachment B1 and B2 the only pricing forms to be filled in?

A.20 Yes Q.21 Is it Mandatory to subcontract?

A.21 No Q.22 Are all employees subject to the Flu Shot?

A.22 Yes – Please see the SOW for details Q.23 Is it possible to know the rates?

A.23 This question cannot be answered at this time. You are welcome to submit a Public

Information request, but we caution you that the time span may not allow you to submit a proposal by the due date.

Q.24 Please provide Attachment D, which is referred to on page 49, Section 10.3.

A.24 Page 49 is a part of Central Health’s SAMPLE CONTRACT and is provided so vendors can view Terms and Conditions that will be asked when contracting with the awardee. Proposers are asked to submit their insurance limits on Exhibit K.

Q.25 In order to provide the required detailed narrative for the Narrative Prompts on page 16, we respectfully request Central Health increase the maximum page count to 80 single-sided pages.

A.25 An amendment has been posted with updated page limit and font size Q.26 Please advise if Addenda should be returned with the vendor response.

A.26 They are not required to be sent unless a signature is requested Q.27 Will Central Health please confirm that responses which include larger content such as resumes, transition, staffing, and training plans may be provided in an Exhibits tab-apart from page maximum?

A.27 Resumes DO COUNT against the 40 page limit Q.28 Will Central Health please confirm the responses which include larger content such as transition, staffing, and training plans may be provided in an Exhibits tab-apart from the page maximum?

A.28 These may be provided in a separate file, but WILL COUNT against the page limit Q.29 Do security officers need to pay for parking?

A.29 No Q.30 How do we address annual increases in our response?

A.30 The contract term listed is for 1 year with OPTIONAL renewals. Please complete the sheet provided and you are welcome to submit pricing for additional years separately.

Q.31 Is there a percentage goal for the utilization or subcontracting with MBEs, DBEs or

WBEs?

A.31 No Q.32 How many hours is your Orientation Training?

A.32 New Employee Orientation for Central Health starts at 8:00AM – 4:00PM.

NEO is held on Mondays at the beginning of current pay period, the next scheduled NEO is Monday, October 9, 2023.

Q.33 What is the current training being utilized for De-Escalation/Workplace Violence Training?

A.33 No current training is required under current contract Q.34 How many hours of On-the-Job training is required before a security officer can work a shift without supervision?

A.34 The minimum requirement for training at the site level is 8 hours or one shift. Security officers would have to verify that they completely reviewed the Post Orders for that site and the assigned shift.

Q.35 When is the anticipated award date for this contract?

A.35 the anticipated time frame would be Q4 2023 Q.36 What is the projected start date of the new security program service period?

A.36 the anticipated time frame would be Q1 2024 Q.37 Is the current scope of security services identical to the requirements of this RFP?

A.37 No. With changes in world events, training requirements have been changed.

Q.38 Who is the incumbent security services provider?

A.38 This question cannot be answered at this time.

Q.39 How long has the incumbent been supporting the security requirements of the client?

A.39 December 2018 Q.40 Is the incumbent security contractor currently fulfilling all the required service hours?

A.40 Yes

Q.41 Has the scope changed from the current security program to the pending security program with regards to a decrease or an increase in service hours / posts?

A.41 Yes, as we have additional sites Q.42 Will the Roving Patrol Officers or Supervisors be authorized to provide official restroom and/or meal breaks for personnel assigned to fixed posts?

A.42 Yes Q.43 Are security personnel required to attend a mandatory pre-shift “Guard-Mount” prior to assuming post duties?

A.43 This will be based on individual sites.

Q.44 Is free parking available for contractor employees?

A.44 Yes Q.45 Is there a dedicated break area for the security officers at the facility?

A.45 Each facility has dedicated break areas for all employees Q.46 Is the incumbent fully staffed at this time to fulfill all post requirements based on the current scope of work?

A.46 Yes Q.47 Is the current security force subject to a Collective Bargaining Agreement? If so, we request the client to provide a copy of the most recent CBA between the incumbent and the respective union.

A.47 No Q.50 Could the government provide a seniority roster for all existing incumbent personnel to enable bidders to successfully calculate projected leave balances?

A.50 This information cannot be provided Q.51 With regards to any mandatory screening, background checks, drug testing, physicals or training previously satisfied by the incumbent security force, will such mandates be required to be fulfilled again on the new security program?

A.51 Please see Scope of Work Q.52 Will incumbent employees currently assigned to this security program be required to complete On-the-Job Training at the inception of the new contract period?

A.52 If the current organization is awarded the contract for Security Services then they would have already completed the On-The Job training. As they hire new security officers, those officers would have to complete training.

Q.53 Are firearms authorized for on-site storage or are officers to be issued take-home weapons?

A.53 No Q.54 Does the security force have a dedicated office area for equipment storage in each building?

A.54 No, it is expected that if armed security services are required that the contract owner will have an armed personnel report for duty fully equipped, and then leave once the shift is complete.

Q.55 What is the incumbent contractor using as their current firearms platform?

A.55 There is NO platform

Q.56 Is the contractor required to provide communication equipment such as 2-way radio system/cellphones? If Yes, how many is required for the contract?

A.56 2-way radios will be dispatched to contractor at the beginning of each shift.

Q.57 What specific equipment is required to be provided by the security contractor?

A.57 No equipment Q.58 Will the client provide space onsite for onboarding, orientation, required initial and refresher training?

A.58 All required training provided by the contract will be done on site and the contractor will be included in that on site training.

Q.59 Will the client provide dedicated office space for the dedicated, on-site Program

Manager at one of the facilities?

A.59 There will be workspace, but mat not include a guaranteed dedicated office space.

Q.60 Will the client provide computers and/or internet connectivity for the use of the dedicated Program Manager?

A.60 Yes Q.61 Will a 4-wheel drive vehicle be required to conduct roving security patrols?

A.61 It will not be required.

Q.62 What is the average annual mileage to be incurred per Vehicle A.62 Vehicles are not required, but may be and amended service depending upon needs.

Q.63 What is the annual value of the most recent years’ service period?

A.63 This information cannot be given at this time Q.64 What is the hourly bill rate of the most recent years’ service period?

A.64 This information cannot be given at this time Q.65 Is the client willing to establish a mandatory, prevailing wage to be paid to all security personnel assigned to this program? If so, please advise us of the preferred rate.

A.65 This would be based on the required wage for the city of Austin.

Q.66 Would the client be willing to modify the proposed bill rate based on comparable increases to the Living / Prevailing Wages?

A.66 Yes Q.67 Will this opportunity require a Bond?

A.67 No Q.68 1. Reference: RFP Packet, Page 23, Exhibit A

“All supporting documentation, video footage, photos, etc., and a copy of the 911 or 311 report should be included and/or attached to the Security Officers Incident Report.”

QUESTION A: Does Central Health require the Contractor to provide bodycams to the guards?

QUESTION B: If Central Health requires the Contractor to provide bodycams, please provide the video specifications and video storage requirements

A.68 Bodycams are not required.

Q.69 2. Reference: RFP Packet, Page 24, Exhibit A

“Security Patrol Vehicle: In the event that a Security Patrol Vehicle is required, The Central Health Enterprise must notify the Contractor at least 10 days in advance. The Contractor must set expectations and provide realistic information as to when the services will be implemented.

QUESTION A: Please provide the number of vehicles required by Central Health for each location.

QUESTION B: Please answer the following questions regarding vehicles:

i. What are the make/model requirements for the vehicles?

ii. What is the estimated annual mileage each vehicle will be driven?

iii. Are vehicles able to be billed as a direct pass-through to Central Health?

iv. Please provide a list of all required vehicle equipment.

A.69 In the event that a vehicle is needed, Central Health will provide all necessary information at the time of request.

Q.70 4. Reference: RFP Packet, Page 31, Exhibit A “Security personnel must attend the Central Health Enterprise’s New Employee Orientation before assigned to a Central Health Enterprise designated location.”

QUESTION A: Is the time spent during the Central Health Enterprise’s New Employee Orientation billable to Central Health?

QUESTION B: How long it the Central Health Enterprise’s New Employee Orientation?

A.70 A. Yes B. New Employee Orientation for Central Health starts at 8:00AM – 4:00PM.

NEO is held on Mondays at the beginning of current pay period, the next scheduled NEO is Monday, October 9, 2023.

Q.71 5. Reference: RFP Packet, Page 31, Exhibit A “Contractor will submit a De-escalation training curriculum to Contract Manager(s) for approval before commencement of contract.”

QUESTION A: Does Central Health have a desired minimum number of required de-escalation training hours for security officers?

A.71 Security Officers are required 2 hours annually for noncommissioned personnel and a minimum of 8 hours for all commissioned personnel

Q.72 6. Reference: RFP Packet, Page 32, Exhibit A “The Contractor shall provide periodic in-service training as needed to include review of basic training material to ensure the security officers’ ability to perform.

satisfactorily.”

QUESTION A: Does Central Health have a desired minimum number of required refresher training hours for security officers?

A.72 Annual refresher training is a minimum of 2 hours for noncommissioned and 6 hours for commissioned personnel.

Q.73 3. Reference: RFP Packet, Page 25, Exhibit A “Billable Rate and Pay Rate: The Contractor shall provide the hourly, billable rate and pay rate for the services provided. Provide a response to the following: Does your firm anticipate paying your security officers the current City of Austin living wage?

Does you firm anticipate providing an annual increase to your security officers?”

QUESTION A: Are the current incumbent guard personnel receiving pay according to the current City of Austin Living Wage?

QUESTION B: Is the work outline in this RFP subject to the City of Austin Living Wage ordinance?

QUESTION C: Is it Central Health’s preference that the Contractor pay officers according to the current City of Austin living wage?

QUESTION D: Please provide the current pay rates.

A.73 A. Yes B. Yes C. Yes D. This information cannot be provided.

Q.74 7. Reference: RFP Packet, Pages 33-35, Attachments B-1 and B-2

QUESTION A: Would Central Health be able to provide an editable Excel File for bidders to enter their pricing?

QUESTION B: Please confirm that Central Health only requires pay and bill rates for the first year of the contract.

QUESTION C: Please confirm that the Contractor is allowed to adjust rates year-over-year according to CPI increases for contract years 2 through 5 during each renewal period.

QUESTION D: Please confirm that relief personnel are not required to cover security officers while they are on their 30 minute unpaid lunch.

QUESTION E: Is a vehicle required for line number 14 of Attachment B-1? If yes, please provide the estimated annual mileage the vehicle will travel.

QUESTION F: Is the Contractor required to provide any video monitoring hardware or software for line number 25 of Attachment B-1?

QUESTION G: Please provide the estimated annual mileage for each of the vehicles required for lines 26-28 of Attachment B-1.

A.74 A. fillable PDF files have been posted.

B. Confirmed C. Confirmed D. Confirmed E. Vehicle is not required F. No G. In the event that a vehicle is needed, Central Health will provide all necessary information at the time of request.

Q.75 8. Reference: Q&A: How many hours of On-the-Job training is required before a security officer can work a shift without supervision?

Central Health responded to the question above with the following: “the minimum requirement for training at the site level is 8 hours or one shift. That is if the security personnel meet all of our requirements set forth in the scope.”

QUESTION A: Are the 8 hours of on-the-job training billable to Central Health?

A.75 Yes Q.76 9. General Questions

QUESTION A: Who is the incumbent service provider?

QUESTION B: How long has the incumbent been supporting the requirements of the security program?

QUESTION C: Is the incumbent fully staffed and fulfilling all the required service hours/posts?

QUESTION D: What is the anticipated date of the contract award?

QUESTION E: What is the anticipated start date of the contract?

QUESTION F: What aspects of the security program does Central Health want to see improvement under the new contract?

QUESTION G: Does Central Health have a preference to retain incumbent employees that are in good standing and meet the hiring criteria of the proposer?

QUESTION H: Will the incumbent Security Personnel be grandfathered for training requirements or are they required to be retrained?

QUESTION I: Will the incumbent Security Personnel be grandfathered for background investigation/screening requirements or are they required to be rescreened?

QUESTION J: Are the incumbent Security Personnel unionized? If so, which union are they represented by?

QUESTION K: Does Central Health have a specific list of uniform items that should be provided to officers?.

QUESTION L: It is often standard practice to provide body armor to armed personnel, but some clients are sensitive to the image this might convey. Does Central Health have any preference when it comes to body armor for armed personnel?

QUESTION M: Does Central Health have any preference when it comes to weapon storage for armed personnel?

QUESTION N: Does Central Health have a specific list of equipment items that should be provided to officers, such as radios, cell phones, etc.?

QUESTION O: Does Central Health have a desired minimum number of required initial training hours for security officers, or is this left up to the security provider’s discretion?

A.76 A. This information cannot be provided B. December 27, 2018.

C. Yes D. the anticipated time frame would be Q4 2023 E. the anticipated time frame would be Q1 2024 F. More relationship building with Patient, Staff, and Visitors G. See Section II, E – H of the solicitation document for selection process that Central Health follows to select the awardee.

H. If the current organization is awarded the contract for Security Services then they would have already completed the On-The Job training. As they hire new security officers, those officers would have to complete training.

I. Required to be rescreened per new contract.

J. This information cannot be provided K. Nothing specific. Only that it is a clean professional uniform L. Central Health does not require body armor, but if the vendor prefers, the standard would be to wear body armor under the uniform.

M. Weapons storage will be kept off site per vendor policy.

N. 2-way radios will be dispatched to contractor at the beginning of each shift.

O. Minimum 8 hours of New Employee Orientation and 8 hours site orientation.

Q.77 If proposer is a limited partnership rather than a corporation, is the Certificate of Secretary set forth in Exhibit F required, or would the District accept in its place authorizing resolutions signed by the Secretary of proposer’s General Partner? If the Certificate of Secretary is required for a limited partnership, may the proposer edit the Certificate of Secretary accordingly?

A.77 See Section IV, B #8 of the solicitation document Q.78 Can Central health provide a utilization rate of on demand services for each category

(armed officers, security patrol services, etc.)

A.78 Not at this time as it differs per site.

Q.79 In Attachment B-1, It only shows 10 hrs. per week estimated hour for the Project

Manager and Attachment B-2 has no Project Manager listed. Does the attachment reflect accurately the need for only one project manager and the hours of order for its service?

A.79 The Project Manager from B-1 and Account Manager From B-2 are the same position totaling 40 hours per week.

Q.80 Attachment B-1, Line 22 has no hours estimated, is this accurate?

A.80 Yes this is a place holder for as needed.

Q.81 The total estimated weekly hours for Attachment B-1 is not properly calculating, are there any missing hours?

A.81 The math has been double checked and there is no discrepancy Q.82 For the on-demand services, the requested hours is equating to half of the order hours on a weekly basis, is this considered the max an on-demand service would be use or or average use case of on-demand services?

A.82 Average use of on demand services Q.83 What is the required response time for Section P Emergency Request to deploy a security officer?

A.83 Maximum 2 hours Q.84 Under the initial training section, it discusses central health new employee orientation, what is the amount of time a new hire would spend in the orientation?

A.84 New Employee Orientation for Central Health starts at 8:00AM – 4:00PM.

NEO is held on Mondays at the beginning of current pay period, the next scheduled NEO is Monday, October 9, 2023.

Q.85 Is it in the Contractor’s determination of the amount of time an employee would spend for training at a new facility?

A.85 Minimum 8 hours per site Q.86 For Life Support training, is this eligible to have the training performed as part of online training?

A.86 Yes Q.87 In the RFP attachment B1 there is only 40 hours represented for armed security. Is that the only piece that is only armed? Can you please clarify this.

A.87 Yes

Q.88 Regarding Row 1 on Attachment B-1 indicates a position for a “Shift Supervisor Unarmed Security Officer(s)” for 48 hours per week at the SEHWC site. Is this a Shift Supervisor or an Unarmed Security Officer?

A.88 A Shift Supervisor who is unarmed.

Q.89 Regarding the Billable Account Manager position listed on the first row of

Attachment B-2: it indicates 30 hours per week. Is this correct?

A.89 Yes, on B1 there is 10 hours for a project manager and B2 is an account manager.

Q.90 As the Pricing sheets contain several cells, can Attachments B-1 and B-2 be provided to vendors in an excel format?

A.90 Fillable PDF forms have been provided Q.91 Would Central Health confirm Attachments B-1 and B-2, due to size, can be submitted as a separate attachment?

A.91 Yes they can Q.92 Regarding the period of coverage for some sites listed in Attachment B-2, which include 2 periods of coverage that do not equate to the Estimated Duty Hours per week for the site location. Would you please clarify the discrepancy between the period of coverage hours and the estimated duty hours per week for locations that have multiple periods of coverage?

A.92 An updated Attachment B-2 is being posted.

Q.93 Would you please advise if posts are self-relieving? Are the posts uncovered during meal breaks or are breakers required?

A.93 Yes the posts are self relieving

END OF QUESTIONS AND ANSWERS #1