ESBD_File_341642_Addendum 1 - All Questions and Answers.pdf

RFP783‐23032 Security Guard Services All Questions and Answers

1. Question: Is this a sole source award contract or set‐aside contract?

This RFP is a competitive solicitation and is open to the public. The committee will select the vendor that best meets the requirements of the solicitation.

2. Question: Am I interpreting this correctly by saying it is 672 hours/week?

There are 4 parking lot Kiosks that security officers must cover 24/7.

Kiosk 4A‐ 24 hours/7 days= 168 hours Kiosk 9C‐ 24 hours/7 days= 168 hours Kiosk 12A‐24 hours/7days=168 hours Kiosk 16B‐24 hours/7 days=168 hours Security officer total= 672 hours

1 supervisor position 24/7= 168 hours

3. Question:

1. The scope of services indicates event security “as needed”. Can you provide a more detailed description of guard numbers needed? Are providers required to staff using 2, 6, 20 and for how long typically? Is there going to be a line item on the pricing added to accommodate the hourly rate of event security?

The number of guards needed will depend on the emergency or unscheduled event that takes place. The unscheduled event may last for 24 hours, or it may last in excess of a year. Examples may include securing a building for an extended time period; extra security needed for an unplanned protest; or unplanned political events, etc.

2. ATV training is provided by U of H PD, how long is that training, (day per officer, 1 hour…)?

ATV training is a 4‐hour course provided by UHPD. All participants must pass this course and clear a Risk Management Motor Vehicle Report (MVR) for insurance purposes.

There is no fee for the MVR.

3. What campus will this contract take place on?

The contract is initiated at the main campus; however, this RFP can be used system wide as needed.

4. Question: On the pricing sheet, shift 3 shows the hours are from 2300‐730. Is that correct? If so, that would be an 8.5‐hour shift.

All shifts are 8 hours, (7am to 3pm, 3pm to 11pm, and 11pm to 7am). The awarded contractor must manage a 30‐minute lunch break if desired. The 30‐minute lunch break is not paid for by the university.

5. Question: On the price sheet it states the following “The contracted vendor will be responsible for all employee sponsorships/fees while on any UH campus. This includes all vehicle parking fees, uniforms/equipment, cougar card fees, etc. Will we need a cougar card and parking permit for every security officer? If so, what are the cost of these fees?

Cougar Cards All contractor employees will need a cougar card. All contract employees must obtain a cougar card to enter specific building in their post vicinity. After hours, the building will be on a lock schedule. The Cougar Card gives employees building access for restroom and lunch breaks. The initial cost of the cougar card is $20. The cougar card must be renewed every 3 months at no cost. UHPD will process all applications and renewals for the cougar cards.

Parking Permits A parking permit must be purchased for each Parking lot Kiosk. A total of 4 permits must be purchased and can be passed along to be used from shift to shift. Each parking permit is $501.90 x 4= $2007.60. For planning purposes, please calculate a 5% increase per year.

6. Question:

1. How much time will be afforded to the successful awardee for the contract transition?

Contract to start on February 1, 2024.

2. When is the anticipated award date for this contract?

To be determined.

3. Is the current scope of security services identical to the requirements of this RFP?

No, the current scope consists of security of the 4 parking lot kiosks only.

4. Who is the incumbent security services provider?

Janissary Security Services, LLC. Andy Frain has a contract for temporary security services.

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

Janissary Security Services, LLC since 2019. Andy Frain since March 2023.

6. Is the incumbent security contractor currently fulfilling all the required service hours?

Janissary Security Services, LLC. not consistently. Andy Frain ‐Yes

7. 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?

New RFP is system wide, the current scope is not.

8. Is the government willing to schedule a site visit prior to submission of a proposal in response to this opportunity?

There is no pre‐preproposal site visit for this RFP.

9. Does the client prefer electronic or paper reports for Daily Activity and Incident Reporting?

Electronic is preferable if capable.

10. Will the Roving Patrol Officers or Supervisors be authorized to provide official restroom and/or meal breaks for personnel assigned to fixed posts?

The supervisor is authorized to provide breaks for personnel assigned to fixed posts.

11. Are security personnel required to attend a mandatory pre‐shift “Guard‐Mount” prior to assuming post duties?

Security personnel are not required to attend roll calls however each officer must sign in and pick up a radio at the virtual patrol room that’s located at the police station.

12. Is free parking available for contractor employees?

A parking permit must be purchased for each Parking lot Kiosk. A total of 4 permits must be purchased and can be passed along to be used from shift to shift. Each parking permit is $501.90 x 4= $2007.60. For planning purposes, please calculate a 5% increase per year.

13. Is there a dedicated break area for the security officers at the facility?

A break area is located at the Police station.

14. Is the incumbent fully staffed at this time to fulfill all post requirements based on the current scope of work?

No. See responses to 6.3 through 6.7.

15. 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.

This information cannot be disclosed as part of this RFP.

16. Could the government provide a seniority roster for all existing incumbent personnel to enable bidders to successfully calculate projected leave balances?

This information cannot be disclosed as part of this RFP.

17. 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? It is expected that contracted vendor completes any and all background investigations on their employees. The screening should include drug testing.

18. Are resumes for key personnel required for proposal submission?

No resumes are required.

19. 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?

Current ATV training and CSA training is required.

20. Is the contractor required to incur the cost of government‐initiated background checks? If so, what is the cost per employee?

Information not readily available.

21. Does the security force have a dedicated office area for equipment storage in each building?

No office space is available.

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

This information is provided in the RFP.

23. Will the client provide space onsite for onboarding, orientation, and initial and refresher training?

Space for ATV training only is provided by UHPD.

24. Will the client provide dedicated office space for the dedicated, on‐site Program Manager at one of the facilities?

Currently there is no space available. May address in the future.

25. What is the average annual mileage to be incurred per vehicle?

Average annual mileage is unavailable. ATV will only operate in identified parking lots only. ATV will not operate on any of the main roads.

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

This information cannot be disclosed as part of this RFP.

27. What is the hourly bill rate of the most recent years’ service period?

This information cannot be disclosed as part of this RFP.

28. 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.

Not at this time.

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

Not at this time.

30. What are the details of the schedules and number of security guards needed per facility?

Answer: There are 4 parking lot Kiosks that security officers must cover 24/7.

Kiosk 4A‐ 24 hours/7 days= 168 hours Kiosk 9C‐ 24 hours/7 days= 168 hours Kiosk 12A‐24 hours/7days=168 hours Kiosk 16B‐24 hours/7 days=168 hours

Security officer total= 672 hours

1 supervisor position 24/7= 168 hours

31. Apart from the ATVs Provided, are other vehicles required for this contract?

No

32. “Contractor will be responsible for providing all equipment necessary for their security officers to ride the ATVs'. What equipment are required to Ride the ATVs.

This information is provided in the RFP.

33. What shifts require the ATV patrols?

All shifts will patrol parking lots on ATV.

34. Is it mandatory to find a subcontractor to meet the HUB/MBE/WBE participation goal?

Please review the directions provided regarding completion of a HUB Subcontracting Plan which is required. A Good Faith effort to subcontract with a HUB is required. Note:

the directions are also explicit regarding when self‐performance may be an option.

35. ‘Criteria 5 Respondent’s Past HUB/MBE/WBE Goal Attainment and Quality of Procedures for the UH System HUB Goal Attainment on this Project (see questions below) ‐ 10%’ Kindly clarify if this criterion awards 10% of the total points only to proposers who successfully identify a HUB/MBE/WBE subcontractor for this project.

10% criterion is scored based on respondent’s answers that specifically addresses (1) Past HUB/MBE Goal Attainment and (2) Quality of Procedures (not specific HUB subcontractors identified) to meet the UH HUB goal for the project.

7. Question:

1. Is there an incumbent company in place?

Yes

2. What is the incumbent company’s name?

Janissary Security Services, LLC. Andy Frain has a contract for temporary security services.

3. Is the incumbent company fully staffed?

See response to question 6.14.

4. What are the current on contract base officers wages?

This information cannot be disclosed as part of this RFP.

5. What is the current contract annual awarded amount?

This information cannot be disclosed as part of this RFP.

6. Is there a CBA in place?

See response to question 6.15.

8. Question:

1. ESBD_File_341642_RFP783‐23032‐Security‐Guard‐Services‐final 27, Section 9, Regarding Criteria 3, will the University accept relevant armed and unarmed past performance citations that are not with institutions of higher education?

A point value will be assigned to all proposal criteria set forth in the evaluation.

2. ESBD_File_341642_RFP783‐23032‐Security‐Guard‐Services‐final 27, Section 9, Regarding Criteria 5, if bidders have a strategic partnership and letter of commitment with a Texas HUB but no active contract work to cite, can the maximum score for this criteria still be achieved?

No, For HUB program Good Faith State law recognizes subcontract agreements with HUB(s).

3. General N/A N/A Who is the incumbent Contractor?

Janissary Security Services, LLC. Andy Frain has a contract for temporary security services.

4. General N/A N/A What are the current wage rates?

This information cannot be disclosed as part of this RFP.

5. General N/A N/A What are the current bill rates?

This information cannot be disclosed as part of this RFP.

9. Question:

1. Are contractor’s security employees assigned to UH required to obtain a cougar card?

If so what are the cost and related fees for contractor?

All contract employees must obtain a cougar card to enter specific building in their post vicinity. After hours, the building will be on a lock schedule. The Cougar Card gives employees building access for restroom and lunch breaks. The initial cost of the cougar card is $20. The cougar card must be renewed every 3 months at no cost. UHPD will process all applications and renewals for the cougar cards.

2. Are contractor’s security employees provided free parking?

There is no free parking for any UH employees, including contract security officers.

3. Are the ATVs gas or battery operated? Who is responsible for charging or gassing ATVs?

The ATVs are gas operated. UHPD is responsible for gassing and maintenance of vehicles. However, the operating security officer must ensure the security of the vehicle when not in use at the parking kiosk post assignment.

10. Question: Item 4.6 Information Technology Requirement, Is this assessment relevant to security officers who technically have no access to IT Data or information?

To be discussed with the top‐ranked vendor(s). Failure to submit these IT forms will not disqualify your proposal from submission.

11. Question: ‐ Is there a mandatory HUB , MBE, WBE requirement? If so , what is it by category?

The State of Texas HUB program is a Good Faith Effort program with the applicable goal outlined within the solicitation. When HUB subcontracting is deemed probable a goal is established based on expenditure categories and guidelines provided from the State of Texas Comptroller.