ITB #1222 - Administrative Document - Amendment #1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Division of Veterans Services

Invitation To Bid

Security Patrol Services – Post Falls

Amendment 1 – 6/3/2026

ITB Number: 1222

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of the Division of Veterans Services is issuing this Invitation To Bid (“ITB”) to solicit Bids from qualified and experienced firms (“Bidders”), that can provide security services for the Idaho State Veterans Home in Post Falls. Background information is provided in Exhibit 1. General Requirements are provided in Exhibit 2. The complete scope of work is provided in Exhibit 3.

1.2 Procurement Schedule

Walkthrough Date and Time:

Deadline to submit questions:

Closing Date (deadline to submit Bid):

Public Opening Date:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

June 10th from 10:00 to 11:00 am Pacific Time June 16th @ 11:59 pm MT July 1st @ 5:00 pm MT (Note: in the event of a conflict between this document and the State’s ERP system, the closing date in the ERP system takes precedence.)

Next business day after closing date @ 10:30 am MT

1.3 ITB Lead

Name:

Title & Agency:

Email:

The individual listed below (referred to as “ITB Lead”) is responsible for the conduct of this procurement. From the issue date of this ITB, until a contract is awarded, or the ITB is cancelled, Bidders are prohibited from communicating with any State employee, Official, or Evaluators regarding this ITB or procurement.

Kevin Jarrett Purchasing Officer, Division of Purchasing Kevin.jarrett@adm.idaho.gov

1.4 Pre-Bid Walkthrough

Walkthrough Location and Time:

A non-mandatory pre-bid walkthrough will be held to provide an opportunity to ask questions and see the location in-person. While attendance is highly encouraged, it is not mandatory. The walkthrough will be conducted on-site, with the time and location provided below. To inform the State of your planned interest and attendance, please complete and submit Exhibit 4 prior to 5:00 PM MT on June 9th.

590 South Pleasant View Road, Post Falls, ID 83854 June 10th from 10:00 AM to 11:00 AM Pacific Time

1.5 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Bidder’s responsibility to monitor IPRO for any updates or amendments.

Link: IPRO POWERED BY LUMA

1.7 Bid Opening

Link:

Dial-In:

ID:

Password:

A public bid opening will be made available via Microsoft Teams. Below is the information needed to access the call. Please review Section 1.2 for additional details.

ITB #1222 Public Bid Opening +1 208-985-2810, Dial-In ID: 769 854 24# 227 977 315 908 492 Nz6Vi9ZR

THE ADMINISTRATIVE FEE DETAILED IN ARTICLE 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

1.8 Questions

The Bidder must review this entire ITB solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted per the instructions found in Exhibit 5. Questions must be submitted using the table provided within Exhibit 5.

1.9 Modifications and Exceptions to Requirements, Terms, and Conditions Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the ITB on Exhibit 6 – Modification and Exception Form prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

1.9.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

1.9.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned

1.9.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

1.9.4 The State will not consider any modifications or exceptions that are not identified specifically on Exhibit 6. The State may not consider any modifications or exceptions to any solicitation requirements, terms, or conditions if they were not submitted until after the Q/A period has ended.

1.9.5 The State has sole discretion to determine if the modifications or exceptions submitted by an Bidder would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. If the Bidder has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Bidder’s Proposal being found non-responsive, after which it will receive no further consideration.

1.9.6 Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

1.9.7 Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the ITB Closing Date.

1.10 Amendments

The State may issue amendments to make changes to the ITB, or to respond to any questions. Amendments will be posted on IPRO. Bidders are responsible for monitoring IPRO for updates and amendments. All published amendments must become part of this ITB and must be considered by the Bidder in its Bid. Oral interpretations or clarifications of this ITB are not binding and should not be relied upon. Any verbal responses provided by the State during the pre-Bid conference are considered unofficial and will not be binding.

1.11 Authority

This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Bid must be submitted in accordance with the requirements set forth in this document. Any Bid that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to overlook any minor informalities that may be non-compliant.

2.2 Deadline to Submit

All Bids are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Bids must not be accepted or considered. The State must not be responsible for any technical issues, difficulties, or delays. Bidders are strongly encouraged to begin the process of submitting the Bid response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 General Format Requirements

The Bid response must meet the following requirements:

2.3.1 The Bidder must not embed information, embed files, or embed any links within the Submittals.

2.3.2 The Bidder must not attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

2.4 Electronic Submission Instructions

The Bidder must submit the Bid as follows:

2.4.1 The Bid must be submitted electronically through IPRO POWERED BY LUMA. The State will not accept Bids in any other manner (i.e. facsimile, email, or hardcopy submissions). All Bidders participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free.

Please make sure that the entity profile under which the Bid is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

2.4.2 The Bid must be submitted in the following forms:

* If applicable. Applies to Bids with trade secrets as discussed below.

2.4.3 All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

2.4.4 The Bid file(s) must not be password protected or locked in any way.

2.4.5 All submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

2.4.6 Alternate Bids are not allowed.

2.4.7 Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01”.

2.4.8 If your Bid contains trade secrets (see next Section), submit an additional redacted version. This should be labeled as Form 3 and include ‘Redacted’ in the file name.

2.5 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

2.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

2.5.2 Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

2.5.3 Submit a redacted copy of any Bid response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Evaluation & Award Procedures

3.1 Mandatory Submission Requirements

All Bids will be reviewed on a “pass” or “fail” basis to ensure compliance with all mandatory submission requirements. Bids determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Bids that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

3.1.1 The Bid was submitted prior to the specified Closing Date and Time.

3.1.2 The Bid complies with the submission instructions detailed in Section 2.4.

3.1.3 The Bid includes a fully completed and signed Submittal Form A.

3.1.4 The Bid includes a fully completed Submittal Form B.

3.2 Clarification Discussions

The ITB Lead may, in the State’s sole discretion, perform clarification discussions with the Bidder(s) to verify and validate that the Bid will meet the needs of the Agency. At any time during this period, if it is discovered that the Bidder has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Bidder non-responsive, and disqualify the Bid.

The clarification discussion cannot materially alter the Bid. The State does not expect to negotiate any terms or conditions requested by the Bidder, unless they were submitted by the Bidder prior to the deadline for submitting questions (see Section 1.2), or they provide the State an opportunity to secure more advantageous terms or pricing.

3.3 Best-And-Final-Offer (BAFO)

The ITB Lead, in the State’s sole discretion, may conduct discussions and negotiations with multiple Bidders. The ITB Lead may request that these Bidders provide a Best-And-Final-Offer (BAFO) cost Bid. The State reserves the right to conduct one (1) or more rounds of a BAFO with these Bidders. The revised BAFO cost Bids will be utilized to prioritize and rank the Bidders. If the State anticipates the possibility of awarding multiple contracts from this ITB, the State may engage in concurrent negotiations with apparently successful Bidders as deemed appropriate.

3.4 Award

An award will be made to the responsive and responsible Bidder with the lowest fully burdened total cost as reflected in Submittal Form B – Bid Schedule – ITB 1222.

3.5 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing a Contract Purchase Order (CPO) Contract document(s) from Luma, the State’s ERP system. The State anticipates issuing a single contract document for each awarded Contractor, incorporating the Terms and Conditions, Scope of Work, and Appendices; however, the State reserves the right to determine the form of the resulting Contract(s). At its option, the State may memorialize the agreement between the State and each Contractor in one (1) or more final Contract documents.

EXHIBIT 1

Background Information

1. About The Department / Agency The Idaho Division of Veteran Services (“IDVS”) provides high quality advocacy and benefit assistance for all Idaho veterans and their families. Provide superior long-term care and enhanced quality of life for all Idaho State Veterans Home residents. Ensure high quality, well managed education and training programs for Idaho veterans. Operate with efficiency, innovation and adaptability.

2. Summary of Scope IDVS is seeking vendors to provide qualified, uniformed Security Officers to perform visitor assistance and directional support services at the Post Falls Facility. Services must be performed in a professional, courteous, and security-conscious manner consistent with applicable Federal, State, and local laws, regulations, and Facility policies.

3. Existing Contract and Transition IDVS has a current contract for Security Patrol Services, expiring on July 31st. Awarded vendor must be ready to begin work on August 1st.

4. Current Challenges Current challenges include maintaining consistent officer coverage at the front desk to ensure all visitors are properly checked in. Officers must also communicate with the front desk staff whenever they leave their post to conduct rounds. Reliable communication is essential to ensure continuity of visitor management procedures and to verify that all visitors and residents are appropriately signed in and out.

EXHIBIT 2

General Requirements

1 Service Location

1.1 Idaho State Veterans Home – Post Falls (ISVH-PF), 590 South Pleasant View Road, Post Falls, ID 83854

2 Personnel Quantity

2.1 IDVS is requesting security patrol services for two (2) uniformed Security Officers. One (1) day shift officer (also acts as supervisor), and one (1) swing shift officer.

3 Uniforms

3.1 Contractor must supply uniforms to officers at no expense to IDVS.

3.2 Uniforms must clearly identify Contractor’s company name.

3.3 Uniforms must be professional and kept neat and clean upon arrival for a shift.

3.4 Security Officers may be required, at the discretion of the facility, to wear personal protective equipment (PPE) during times of outbreaks of viruses.

4 Contract Monitoring

4.1 The Facility Home Administrator and Maintenance Supervisor of IDVS will be responsible for contract monitoring. Monitoring will include, but not be limited to:

4.1.1 Contract start/end dates;

4.1.2 Renewal requests due dates;

4.1.3 Monthly Invoicing; and

4.1.4 Total spend.

5 Performance Monitoring

5.1 If performance expectations (or other requirements) are not met, the following remedies may occur:

5.1.1 IDVS may, in its sole discretion, require that the Contractor reassign, or otherwise remove from performing services under the Contract, any staff member or subcontractor reasonably found unacceptable to IDVS.

5.1.2 Immediate termination of the contract if any actions or inactions place the facility, the residents, or staff in danger or jeopardizes the facility’s ability to operate as intended.

5.1.3 Any fines/civil monetary penalties/fees associated with the actions or inactions of the Contractor employee(s) , will be the responsibility of the Contractor to pay or reimburse IDVS for those fines/civil monetary penalties/fees.

5.1.3.1 The Department of Health and Welfare, Centers for Medicare and Medicaid (CMS) and the Veterans Administration are responsible to calculate out fines/civil monetary penalties/fees.

5.1.3.2 The fines are calculated based on the severity of nursing home survey tags and the number of days the survey tag(s) occurred before it was corrected. The above-mentioned agencies are responsible to assess the per day penalty cost and number of days the penalty will be enforced based on the severity of the tag(s).

5.1.3.2.1 Examples of violations that may result in fines include, but are not limited to, the abuse of a residents or staff member, or witnessing such abuse and failing to take appropriate action to stop or report it.

5.1.4 Critical incident: In the event that a contractor’s staff are involved in an incident which causes, or has a reasonable likelihood of causing financial liability to IDVS, loss or damage to the property, harm, or death to a person; the Contactor must immediately suspend such staff from performing work under this contract until such time as IDVS approves the resumption of work under this contract by such staff.

6 Criminal History & Background Checks

6.1 IDVS requires that any Contractor’s personnel and approved subcontractors working under this contract undergo a criminal history and background check.

6.2 The criminal history and background check must comply with the requirements of the Division Criminal History and Background Check Procedures (HR-PR-03-02).

6.3 Contractor must be solely responsible for the costs of all criminal history and background checks.

6.4 If any criminal history and background check of Contractor’s personnel or subcontractors contains information that, in the sole discretion of IDVS, is incompatible with the individual’s access to recipients of services from the Division, the Division may prohibit Contractor from utilizing that individual to perform services under the Contract.

6.5 If such criminal history background checks conducted by the Contractor do not comply with Division Criminal History and Background Check Procedures (HR-PR-03-02) in any manner, including but not limited to the timeliness of the check, the Contractor must be considered to be in material breach of the contract and must be liable for and pay to IDVS the amount of any fines or penalties imposed on IDVS as a result of an inadequate or deficient criminal history background check by any state or federal authority having jurisdiction over the matter, and any costs associated therewith.

6.6 The background checks will take place at 1120 W Ironwood Dr, Coeur D Alene, ID 83814.

7 Records Maintenance

7.1 Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

8 Audit Rights

8.1 The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

9 Billing Procedure

9.1 The Contractor must provide a signed invoice upon service completion. The invoice and respective reports must be submitted no later thirty (30) calendar days after services were provided. No invoice will be accepted or paid without receipt of required reports/documentation. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

9.2 The Contractor must provide the following information with each invoice:

9.2.1 IPRO contract number (and name of project/product, if appropriate) and Agency PO number

9.2.2 Identification of billing period

9.2.3 Total amount billed for the billing period

9.2.4 Detailed description of services/products provided and associated # of hours/$ amounts, as appropriate

9.2.5 Name of authorized individual and contact information for Contractor

9.3 Invoices are to be submitted via email to:

9.3.1 Agency Contact Person: Financial Technician – Accounts Payable

9.3.2 Agency Name: Division of Veterans Services

9.3.3 Email Address: postfallsaccountspayable@veterans.idaho.gov

9.4 Reports are to be submitted via email to:

9.4.1 Agency Contact Person: Maintenance & Operations Supervisor

9.4.2 Agency Name: Division of Veterans Services

9.4.3 Email Address: Point of contact email will be provided after contract is award

10 Training

10.1 All Contractor employees working at ISVH-PF must complete the following trainings:

10.1.1 Resident Rights and Policy Training. This training is testable;

10.1.2 Freedom from Abuse/Neglect/Policy. This training is testable;

10.1.3 Acknowledgement of Resident Abuse Prevention/Reporting;

10.1.4 The WanderGuard monitoring system; and

10.1.5 ISVH-PF will provide this training at no cost to the Contractor.

10.2 Each training must be completed per the following timeline requirements:

10.2.1 Resident Rights and Policy Training, Freedom from Abuse/Neglect/Policy, and Acknowledgement of Resident Abuse Prevention/Reporting must be completed on the first day of onboarding and annually thereafter.

10.2.2 The Wanderguard monitoring system training must be completed within one (1) week of onboarding and annually thereafter.

EXHIBIT 3

Scope of Work

1. Security Officer Supervisor Responsibilities The Security Officer Supervisor must be responsible for the following:

1.1 Assign posts and duties.

1.2 Ensure the protection of people, property, and assets.

1.3 Conduct regular patrols and/or ensure patrols are completed.

1.4 Immediately report to the Home Administrator or Maintenance Supervisor any emergencies or incidents including but not limited to:

1.4.1 Theft;

1.4.2 Fire;

1.4.3 Disturbances;

1.4.4 Accidents;

1.4.5 Breaches;

1.4.6 Evacuation;

1.4.7 Suspicious activity; and

1.4.8 Medical emergencies including Emergency Medical Services (EMS).

1.4.9 Reports must be submitted to the Home Administrator or Maintenance Supervisor by email, word document, or handwritten copy. The Contractor and IDVS will finalize the reporting format after award of the contract.

1.5 Take all appropriate actions to handle and document incidents including but not limited to:

1.5.1 Accidents;

1.5.2 Breaches of the building; and

1.5.3 Suspicious activity.

1.6 Gather intelligence reports on emergencies or incidents including but not limited to the following information:

1.6.1 Date(s) of emergency or incident;

1.6.2 Time of emergency or incident;

1.6.3 Names of those involved;

1.6.4 Location of emergency or incident;

1.6.5 Description of any damaged property;

1.6.6 Approximate value of damaged property; and

1.6.7 Names and statements from witnesses to the emergency or incident.

1.7 Intelligence reports must be completed and sent to the Maintenance Supervisor within twenty-four (24) hours of the emergency or incidents.

1.8 At the request of the Home Administrator and/or Maintenance Supervisor, coordinate with local law enforcement, fire, and EMS when required. Examples where coordination may be required include but not limited to:

1.8.1 Trespassers;

1.8.2 Loiterers;

1.8.3 Evacuation emergencies; and

1.8.4 Medical emergencies involving EMS.

1.9 Ensure Contractor rules and procedures are followed.

1.10 Check compliance with safety regulations.

1.11 Update staff on new policies or risks.

1.12 Prepare daily detailed patrol rounding reports and maintain daily visitor logs. Detailed patrol rounding reports must include but not limited to:

1.12.1 Date and time of patrols;

1.12.2 All patrol locations and observations including any conditions that may put the building, staff, or residents at risk, as well as any maintenance issues identified; and

1.12.3 All patrol reports must be provided to the Home Administrator and Maintenance Supervisor at the end of each day.

1.13 Prepare shift schedules and manage staffing levels.

1.14 Maintain records of incidents, attendance, and inspections and send them to the Home Administrator and Maintenance Supervisor as mutually agreed upon by both parties.

1.15 Act as the main point of contact between facility management and security staff.

1.16 Communicate with clients, employees, or visitors in a professional manner.

1.17 Relay important information between shifts.

1.18 Identify potential security risks or vulnerabilities and report them immediately within twenty-four (24) hours to Home Administrator and Maintenance Supervisor.

1.19 Recommend improvements to security systems or procedures.

2. Security Officer Responsibilities The responsibilities listed in this section apply to both the Supervisor and Swing Shift Officer:

2.1 Security Officers will have a designated station at the front entrance of the facility that they must be posted at.

2.2 Security Officers must communicate with the front desk when leaving their station to ensure coverage for any visitors and residents checking in/out.

2.3 Security Officers must balance customer service responsibilities with core security functions and must not abandon assigned posts/stations unless properly relieved or directed in accordance with facility procedures.

2.4 Security Officer must provide clear, courteous, and accurate directions to visitors, guests, vendors, and staff.

2.5 Security Officer must assist visitors in locating offices, meeting rooms, services counters, and other designated areas within the facility.

2.6 Security Officer must maintain up-to-date knowledge of the facility layouts, departments, tenant locations, event spaces, parking areas, entrances/exits, restrooms, and emergency routes.

2.7 Security Officer must escort visitors to designated locations when required by facility policy or when visitors require additional assistance.

2.8 At no time will any Officer be allowed to carry firearms or less-lethal defense items including but limited to pepper spray or tasers in the facility or on facility grounds.

2.8.1 Officers discovered to be carrying a firearm or less-lethal defense items onsite must immediately be removed from the site.

2.8.2 IDVS reserves the right to terminate the contract immediately for violation of this requirement.

2.9 Patrol rounds must be carried out both inside and outside the facility.

2.9.1 Security Officers must prepare patrol rounding reports as referenced above in section 1.1.14.

2.9.2 Patrol Reports must be submitted as reference above in section 1.1.14.

2.10 No vehicle patrol services are required.

2.11 Patrol rounds begin on the first shift of the day at 7:00 AM. Rounds will continue every two (2) hours (or more if necessary) at times of 9:00 AM, 11:00 AM, 1:00 PM, 3:00 PM, 5:00 PM, 7:00 PM, 9:00 PM and a final round prior to the second shift ending at 11:00 PM.

2.12 Shifts are from 7:00 AM – 3:00 PM and 3:00 PM – 11:00 PM, Pacific Standard Time (PST), Monday through Sunday.

2.13 All Security Officers must maintain strict confidentiality regarding:

2.13.1 Resident medical information;

2.13.2 Facility operations;

2.13.3 Incident details;

2.13.4 Staff information; and

2.14 Breach of confidentiality may result in immediate removal of a Security Officer.

2.15 Security Officers must coordinate and assist with local law enforcement, fire, and EMS when asked by the Home Administrator or Maintenance Supervisor and/or when the Home Administrator and Maintenance Supervisor are not available. Examples where coordination is required includes but is not limited to:

2.15.1 Trespassers;

2.15.2 Loiterers;

2.15.3 Evacuation emergencies; and

2.15.4 Medical emergencies involving EMS.

2.16 Security Officers must immediately report suspicious activity, safety concerns, or operational issues observed to the:

2.16.1 Home Administrator;

2.16.2 Maintenance Supervisor; and

2.16.3 Designees if internally provided.

2.17 Security Officers must respond to resident elopement risk situations.

2.17.1 In such situations, the Security Officers must cooperate with all facility staff requests in assisting and locating the missing resident(s).

2.17.2 This may include immediate review of all security cameras and making additional patrol rounds both inside and outside of the facility.

2.17.3 Failure to provide these services in such a situation may result in the Security Officers’ replacement at the facility.

3. Contractor Responsibilities

3.1 Contractor must abide by and implement any federal/state/local requirements for performing security services.

3.2 Contractor must have the necessary manpower/backups to cover shifts in the event of an Officer calling out sick, vacations, emergencies, etc.

3.3 Contractor must train and mentor new staff.

3.4 Contractor must monitor performance and enforce discipline when needed.

4. Closed-Circuit Video Security System (CCVS) requirements

4.1 Security Officers must, at the request of facility’s leadership staff, review CCVS to assist in addressing specific incidents and provide support as needed. List of facility’s leadership staff will be provided by the facility during after Contract award and when changes occur.

4.2 Security Officers are not approved to grant access to others to review CCVS camera footage. This approval is granted by only the Home Administrator, Maintenance Supervisor or their designees.

4.3 Security Officers must direct all requests from community members or law enforcement to review CCVS camera footage to the Home Administrator or designee for approval prior to any review being conducted including by the Security Officers.

4.4 Security Officers must document and submit each request made to review CCVS footage to the Home Administrator or designee the same day as the request was made, documentation must include but is not limited to:

4.4.1 Requestors’ name and title;

4.4.2 Date and time of request; and

4.4.3 Reason for request.

4.5 Security Officers must immediately notify the Home Administrator and Maintenance Supervisor if any part of the CCVS system goes offline or stops functioning.

EXHIBIT 4

Pre-Bid Walkthrough Registration Form

Instructions: Potential Bidders choosing to participate in the Pre-Bid Walkthrough must pre-register by submitting this completed form into the Q&A Forum section within IPRO. Attendees are asked to submit this registration at least 1 business day prior to the Pre-Bid Walkthrough.

Any oral statements or responses provided by the State during the pre-proposal walkthrough are for informational purposes only and shall not be binding. Only written responses issued by the State through an official amendment to this ITB and posted in IPRO POWERED BY LUMA, shall be considered binding.

EXHIBIT 5

Questions

Bidder Questions Form Instructions: The following instructions must be followed when submitting questions using the Bidder Question form on the following page.

· Questions must be uploaded into the Q&A Forum section within IPRO.

· Questions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· The Bidder must use the Bidder Questions form on the following page, to submit all questions .

· Do not change the format, font, font style, or font colors.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

· Do not enter text in the “Response” field (column 5). This is for the State’s use only.

Bidder Questions ITB #1222 – Security Patrol Services – Post Falls

EXHIBIT 6

Contract Modifications and Exceptions

Instructions: Complete this form and submit with your ITB submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the ITB, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See Section 1.9 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

· All modifications and exceptions to the State’s Contract Terms and Conditions must be submitted using the Contract Modification and Exceptions form and upload the form into the Q&A Forum section within IPRO.

· All requested modifications and exceptions must be received by the deadline to submit questions, specified in the Procurement Schedule (Section 1.2).

· Bidders must specifically address any and all proposed modifications and exceptions.

· Blanket requests to negotiate requirements, terms, or conditions will not be considered.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Bidders must provide an explanation as to why the requirement, term, or condition should be considered non-material. Bidder must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in Section 1.9.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State, and as otherwise provided in Section 1.9.6.

Modification & Exception Form ITB #1222 – Security Patrol Services – Post Falls

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Bid being deemed non-responsive.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS/UEI Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Bid, and who can be contacted for clarification on this Bid

Contact Name:

Title:

Email:

Telephone:

AMENDMENT ACKNOWLEDGEMENT

CONFLICT OF INTEREST

The Bidder MUST select an option below:

☐ The Bidder declares that there are potential, perceived, or actual conflicts of interest that may arise as a result of their response to this ITB and/or subsequent award of Contract. The Bidder must attach additional information to explain the conflicts.

CERTIFICATIONS

1) Is Bidder a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Bidder in compliance with applicable equal employment regulations?

☐ Yes ☐ No

3) Does Bidder affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? Note: vendor information is available at https://sam.gov

☐ Yes ☐ No

4) Does the Bidder affirm that the Bid will be firm and binding for ninety (90) calendar days from the Bid opening date?

☐ Yes ☐ No

6) The Bidder confirms that it has the financial strength to perform the services required under this ITB.

☐ Yes ☐ No

7) The Bidder confirms that they can provide financial information (records, documents, etc.) and financial statements (Balance Sheet, Income Statement, and Cash-Flow Statement), to the State upon request.

☐ Yes ☐ No

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Bidder responded “No” to a question above.

The Bidder must review Exhibit 6 for additional information regarding the State’s Terms and Conditions. Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State. The State has sole discretion to determine if the modifications or exceptions would result in a material change or otherwise threaten the integrity of the procurement process. The State must have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Bid and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Bid non-responsive. The determination of materiality will be made at the State’s sole discretion. In the event that the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

The Bidder must identify all modifications or exceptions to the Contract Terms & Conditions provided in Exhibit 6. The Bidder must use the template that is provided in Exhibit 6. Blanket requests to negotiate requirements, terms, or conditions will NOT be considered.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. I certify that I have read and understand this ITB and I am authorized to sign this Bid on behalf of the Bidder.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Bid Schedule

Submittal Form B is provided in the Questions section of the event in IPRO as an Excel Sheet.

image1.png