IFB#DOF27-127775_Questions and Answers.pdf

IFB#DOF27: 127775 Virginia Department of Forestry – Headquarters Security Guard Services

Questions and Answers

September 9, 2026

Responses to questions received are indicated below in bolded, blue text.

DOF_1.) Bid Due Date & Time Zone

The IFB states that bids will be received until 2:00 P.M. on “Friday, September 14, 2026.” September 14, 2026 falls on a Monday. Please confirm the correct bid due date and day, as well as the applicable time zone for the 2:00 P.M. deadline.

Virginia and its solicitation close times are EST. Bid close date and time are correct on the solicitation. Friday is a typo. (Bidding will close on Monday, September 14, 2026 at

2:00PM EST)

DOF_2.) Procurement Contact for Questions

Page 1 directs inquiries to thomas.baumann@dof.virginia.gov, while page 2 directs questions to brian.fox@dof.virginia.gov. Please confirm the correct procurement contact and email address for solicitation questions.

Either.

DOF_3.) Questions Due Date

The IFB does not state a specific questions deadline, although the General Terms and Conditions indicate questions should be submitted no later than five working days before the bid due date. Please confirm the exact date and time by which bidder questions must be received.

Questions should be submitted no later than five working days before the bid due date.

DOF_4.) Armed vs. Unarmed Coverage

The Scope of Work requires one or two uniformed security guards at DOF's option, while the Pricing Schedule requests separate Armed and Unarmed Guard rates. Please clarify whether DOF anticipates armed coverage, unarmed coverage, a combination of both, or intends to determine the required classification after award.

Contract rate is for both armed and unarmed guards. DOF may utilize either or both, at its option.

DOF_5.) Estimated Annual Hours

The Scope of Work states that security coverage will be provided Monday through Friday from 8:00 a.m. to 5:00 p.m., while the Pricing Schedule identifies 2,200 estimated annual hours for Armed Guards and 2,200 estimated annual hours for Unarmed Guards.

Please clarify whether DOF anticipates 2,200 total annual hours of coverage, to be allocated between armed and unarmed personnel as needed, or 4,400 total annual hours, consisting of 2,200 armed hours and 2,200 unarmed hours.

DOF anticipates 2,200 annual hours per guard used. DOF may require one (1) or two (2) guards, at its option.

DOF_6.) One-Guard vs. Two-Guard Staffing

The Scope of Work permits DOF to require either one or two guards at its sole discretion.

Does DOF anticipate that one guard will generally be the standard staffing level, with a second guard added as needed, or should bidders anticipate regular two-guard coverage during the contract term?

This language provides the soliciting agency with one guard to start, with the option to add a second guard permanently or for short term, event-based needs.

DOF_7.) Extended Hours & Overtime

Section II.A.3 requires an officer to remain when an Agency meeting or event extends beyond the scheduled shift and states that the additional hours will be invoiced at the applicable hourly rate. Because the Pricing Schedule provides only a Regular Rate, please clarify how hours that trigger overtime wage obligations should be priced and invoiced.

To clarify, in the event that an agency meeting or event requires an officer to stay beyond the scheduled shift hours, (8am-5pm,) the additional hours shall be invoiced at the applicable hourly rate in accordance with Code of Virginia § 40.1-29.3. Overtime for certain employees. (1.5 x the applicable contract rate.)

https://law.lis.virginia.gov/vacode/title40.1/chapter3/section40.1-29.3/ https://law.lis.virginia.gov/vacode/title40.1/chapter3/section40.1-29.3/

DOF_8.) Personnel Roster & Pre-Award DCJS Credentials

Attachment D requires bidders to identify proposed personnel and submit each individual's active DCJS registration documentation with the bid. Security providers typically recruit and finalize officer assignments following contract award so personnel can be selected, credentialed, and trained specifically for the awarded post. This is particularly challenging under the current solicitation because it is not yet clear whether DOF will require armed or unarmed personnel.

Would DOF consider revising this requirement to allow bidders to certify their ability to provide appropriately licensed and qualified personnel with the bid, and submit the final personnel roster and required DCJS credentials after award but prior to the start of services?

This would allow the selected contractor to recruit and assign personnel with the appropriate armed or unarmed credentials based on DOF's final staffing requirements while still allowing DOF to review and approve all personnel before deployment.

No, contractor must have guards in their employ who may be assigned immediately.

DOF requires that services start as soon as the contract is awarded/signed and COI received. Regular suppliers of armed and unarmed security services should currently have both armed and unarmed guards in their employ who may be assigned immediately to the location being solicited.

DOF_9.) Vendor Experience & References

Attachment C requires bidders to provide at least four commercial or governmental accounts “spanning the past five years” and states that the accounts must demonstrate at least five years of experience providing the services being solicited.

Correct.

1. Bid Closing Date Discrepancy (Urgent): Page 1 of the IFB states that sealed bids will be received via eVA until "2:00 P.M. on Friday, September 14, 2026." However, September 14, 2026, falls on a Monday. Could the Department please issue an addendum confirming whether the electronic eVA portal will close on Friday, September 18, 2026, or Monday, September 14, 2026?

Bid close date and time are correct on the solicitation. Friday is a typo. (Bidding will close on Monday, September 14, 2026 at 2:00PM)

2. Incumbent & Historical Pricing: Could the Department please provide the name of the incumbent contractor currently providing security services at the Charlottesville Headquarters, along with the historical hourly billing rates or the most recent annual contract award value? Upscale Security, LTD. $35 per hour unarmed and $45 per hour armed.

3. Staffing Level Volatility: Section II.A.1 notes that the choice between one (1) or two

(2) guards is at DOF’s sole discretion and will be communicated at the end of the preceding week. To protect our workforce stability, does the Department anticipate long-term shifts between 1 and 2 guards, or is a 2-guard requirement reserved strictly for temporary, short-term high-traffic events? This language provides the soliciting agency with one guard to start, with the option to add a second guard permanently or for short term, event-based needs.

4. Pricing Schedule Distinction: The Pricing Schedule (Section VII) requests separate regular hourly rates for "Armed" and "Unarmed" guards. However, Section I (Purpose) and Section II (Scope) specify a requirement for "uniformed security guard(s)" to act as a security presence and access control point. Could you clarify if the stationary post requires a concealed/exposed firearm endorsement, or if the selection of armed vs. unarmed is entirely at DOF's weekly discretion? Contract rates shall be bid and established for both armed and unarmed guards.

Selection of guard type shall be at DOF’s discretion. That being said, DOF does not anticipate frequent switching of guard types.

5. Site-Specific Training Overheads: Section II.A.13 notes that the Department may opt to require a minimum of 4 hours of site-specific training at the Contractor's expense. Are the guards expected to be paid their standard regular wage by the Contractor during these 4 hours of onboarding orientation? Unfortunately, I cannot comment, except to advise that employees must be paid for mandatory training, if applicable in accordance with state and federal statutes.

1. Must the bidding company itself have been in business for at least five full years?

What the Vendor Data Sheet seeks to establish is experience level and a continuous track record of good performance. This is referred to as bidder responsibility in procurement terminology. Company name changes during the course of the specified five years are acceptable but the entity itself must have been in business for five years.

2. Will DOF consider the combined relevant experience of the company’s owner, management personnel, supervisors, and proposed contract personnel?

No.

3. May the four client accounts collectively demonstrate experience during the past five-year period, or must the bidder have continuously serviced accounts for at least five years? Bidder must have continuously serviced accounts for the last five years.

4. Would DOF accept documentation of corporate performance since 2022 together with the prior qualifications and experience of its key management personnel?

No.