Security Services - Q and As.pdf

THE JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS

Solicitation Number: JFK11R00017 for Security Guard Services

Submitted Questions and JFKC Responses

Submitted as of May 20, 2011

1. Reference C3 – Kennedy Center Provided Training – Fire & Emergency Training –

Page 27 All Special Police Officers at the Kennedy Center are required to complete two hours of basic fire and emergency operations training. This training will be provided on-site by Kennedy

Center staff at no expense to the Contractor.

Question: Is this training for new hires only or is it an annual training requirement?

JFKC Response:

The training is provided one time only for new Contractor personnel assigned to the Kennedy

Center.

2. Reference C3 – Kennedy Center Provided Training – Contractor Provided Training -

Page 28 - The Contractor shall provide all personnel with a minimum of sixteen hours of on-site orientation. Orientation training includes building & site familiarization, rules and regulations, posts assignments and responsibilities, customer service and theater etiquette training. All training shall be successfully completed prior to reporting for duty at the Kennedy Center.

Question: Please clarify whether this is a one-time or annual training?

JFKC Response:

The training is provided one time only for new Contractor personnel assigned to the Kennedy

Center.

Question: Is this training required for new hires only or all personnel?

JFKC Response:

The training is provided one time only for new Contractor personnel assigned to the Kennedy

Center.

3. Reference C3 – Kennedy Center Provided Training - Contractor Provided Training –

Page 28 – The District of Columbia Security Officer Management Branch requires that licensed

Special Police Officers, i.e. all Special Police Officers, Supervisors and Project Managers at the

Kennedy Center, must receive 8 hours of annual in-service training. This training will be provided on-site by a combination of Kennedy Center and Contractor staff. There is no expense to the Contractor for the Kennedy Center‟s portion of provided instruction.

Question: Will the Contractor be responsible to backfilling the posts when the Special Police

Officers & Supervisors are in training?

JFKC Response:

Yes.

4. Reference C3 – Uniforms, Equipment and Appearance – Page 29 – Item: Head Gear, Quantity: 1

Question: Please clarify what type of head gear is required for this contract?

JFKC Response:

“Uniform and equipment samples must be provided upon request.” (Section C, page 28 of 90)

“The Contractor is responsible for ensuring that uniforms furnished under this contract comply with standards specified by the Kennedy Center.” (Section C, page 28 of 90)

Currently:

SPO‟s posted inside the building do not wear head gear.

SPO‟s posted outside the building during the warm summer months wear a style similar to this:

And during the cold winter months SPO‟s wear a style similar to this:

5. Reference C3 – Firearms Equipment – Page 32

Question: What type of firearm is currently being used at the site?

JFKC Response:

Currently the firearm used by the incumbent is the Taurus Model 82, .38 caliber revolver and

Gold Dot 38SPL +P 125-grain ammunition.

6. Reference C3 – Kennedy Center Provided Training – Page 27 - states that all

Supervisors and the Project Manager are required to complete four hours of training at no expense to the Contractor.

Question: Will the Contractor be responsible for backfilling the posts Project Manager and

Supervisors are in Fire & Emergency training?

JFKC Response:

Fire & Emergency training for the Project Manager and Supervisors must be completed prior to performing on this contract. It is possible that this training can be completed at the start of the first day reporting for duty, however, this would need to be coordinated in advance.

Question: Is this training required for new Supervisors only or is this an annual training requirement?

JFKC Response:

The training is provided one time only for new Contractor personnel assigned to the Kennedy

Center.

7. Reference Section L.1.B.2.b Field Office Operation – Page 78

Question: Is “Field Office Operation” considered the Contractor‟s operation at the Kennedy

Center location or the Contractor‟s corporate or regional office operation?

JFKC Response:

“Field Office Operation” refers to the Contractor‟s corporate, regional, or local office.

8. Reference Past Performance – Page 78 states: Identify three contracts the firm has held in the past five years that are similar to the Center's requirements as detailed in the Scope of Work.

Question: For contractors using teaming partners for the provision of significant services, is it acceptable to submit three contracts for the partner in addition to the three contracts required for the prime contractor?

JFKC Response:

Yes.

9. Reference Cost Proposal – Section J Attachments – Page 79 - lists Attachment J.11, Insurance Certificates as a requirement in the Cost Proposal; however, Attachment J.11 was not provided.

Request: Please provide Attachment J.11 – Insurance Certificates.

JFKC Response:

Attachment J.11 is an Insurance Certificate that should be prepared on behalf of the offeror in accordance with solicitation requirements in Section H.2.

10. Reference Cost Proposal – Section J, Attachment J.8 is identified as GSA Form 527. On

Form 527 Section V. Principal Merchandise or Raw Material Supplier Information requests information for up to four suppliers.

Question: Usually Raw Material Supplier information is requested for Construction companies.

Please clarify or provide examples of what type of vendor information is required to be included in this section.

JFKC Response:

Offerors should complete applicable sections of the GSA Form 527.

11. Reference C 3 Combined Kennedy Center and Contractor Provided Training – Page 28 states that Annual In-Service Training: The District of Columbia Security Officer Management

Branch requires that licensed Special Police Officers, i.e. all Special Police Officers, Supervisors and Project Managers at the Kennedy Center, must receive 8 hours of annual in-service training.

This training will be provided on-site by a combination of Kennedy Center and Contractor staff.

There is no expense to the Contractor for the Kennedy Center‟s portion of provided instruction.

The schedule for this training will be determined by the COTR. In-Service training instruction is normally conducted over the course of one week, when performance and event schedules permit, with several one-hour courses offered up to three times during the week to maximize attendance.

The COTR shall provide advance notice of in-service training sessions including class date/time, class duration, subject matter, training syllabus, instructor, or other relevant information needed

Clarification: SOPs 8-hour training includes four hours of training on the range. This is not reflected in the training described provided in the RFP. Please clarify/acknowledge that this 4-hour training cannot be provided on-site.

JFKC Response:

For the purposes of this solicitation, quarterly firearms qualification training is distinct and separate from annual in-service training. “Each quarter, armed Contractor personnel shall be required to qualify either with live fire at the range or simulated fire with the Beam Hit.”

(Section C, page 33 of 90) In addition, all Special Police Officers, Supervisors and Project

Managers must receive 8 hours of annual in-service training. It is possible that an area for

Contractor provided Beam Hit training can be made available on-site at the Kennedy Center, however, this would need to be coordinated in advance.

12. Request: Please provide, or post, the list of site visit attendees.

JFKC Response:

See Amendment 2.

13. There is usually a medical bag filled with various supplies such as gauze, bandages, sprays, etc. within arm‟s reach of our EMT-Bs at all times. Some facilities provide these supplies on-site, while others rely on the Contractor to provide the supplies. Can you give some details as to what the procedure would be for this contract? Also, would these supplies be located in one central location? Or would the Contractor be able to provide mobile medical bags at each EMT post?

JFKC Response:

“The Kennedy Center provides the necessary emergency medical supplies (i.e. bandages, splints, ice packs, gloves, etc.) and equipment (i.e. AED units, stethoscopes, oxygen tanks, etc.) to perform EMT-B duties.” (Section C, page 18 of 90)

14. Is the Project Manager attired in civilian clothes are uniform?

“The Project Manager shall dress in appropriate business attire unless specified for a special event or activity dictates otherwise (i.e. casual business attire).” (Section C, page 22 of 90)

Will both the Project Manager and Alternate Project Manager positions manned at the same time or is the Alternate Project Manager position manned only in the absence of the Project

Manager?

The Alternate Project Manager fills in for the primary Project Manager when needed due to absence.

15. Will firms that have not provided Special Police Officers services licensed by the District of Columbia Security Officer Management Branch (SOMB) allowed to submit a proposal in response to this solicitation or is this solicitation restricted to only those firms that have provided

Special Police Officers services licensed by the District of Columbia Security Officer

Management Branch (SOMB)?

Section L, page 77 of 90 addresses this subject. However, in order to be considered minimally qualified for consideration Contractors must provide proof of past performance providing

Special Police Officers licensed by the District of Columbia Security Officer Management

Branch (SOMB).

16. We have several health plan options available under our Benefits program, including an

Aetna PPO plan. If available, can you please provide information about the current level of coverage for current employees and employer/employee contribution levels? Can you please also provide the level of vacation benefit as well?

JFKC Response:

The Kennedy Center does not have information regarding the Contractor‟s benefit plans or participation in those plans as the personnel are employees of the Contractor, not of the Kennedy

Center.

17. What is the current participation percentage in the incumbent medical benefits plan?

Please see the response for question #16.

18. Please confirm that no government “clearances” are required for the personnel assigned to this contract?

JFKC Response:

“All site personnel must be “Special Police Officers” licensed by the District of Columbia

Security Officer Management Branch.” (Section C, page 19 of 90) A security clearance to access government classified information or secret‟s is not required.

19. Current DC Law (the Sick and Safe Leave Act) would generally require that all personnel working this contract would receive paid sick leave equivalent to 7 days (56 hours) per year. Please confirm that Kennedy Center is not exempt from the Act, therefore requiring all offerors to propose appropriate costs to cover this mandatory benefit.

JFKC Response:

Kennedy Center‟s compliance with this act is not relevant to this contract as we are not involved in the Contractor‟s specific benefit plans, and therefore cannot respond to whether offerors should include this cost in their proposals. Further, the Kennedy Center does not have information regarding the Contractor‟s benefit plans or participation in those plans as the personnel are employees of the Contractor, not of the Kennedy Center.

20. Is Kennedy Center providing all communications equipment? If so, what type is being supplied?

JFKC Response:

“The Kennedy Center will provide a cell phone to the Project Manager for on-the-job and job-related emergency communication purposes.” “Multiple frequency, portable, hand-held radios, batteries, battery chargers, lapel microphones, and radio cases will be provided to the

Contractor.” (Section C, page 39 of 90) A „sufficient number of radios are on-hand to outfit an entire shift and a back-up supply is in place for emergency purposes.‟

21. Please identify which positions/hours require relief and how long that relief must be.

JFKC Response:

Please refer to the Post Assignment and Shift Matrix handout provided to the offerors upon reviewing the Kennedy Center Security Policies and Procedures.

22. Will the Kennedy Center provide a computer for the Program Manager?

Yes. “The Kennedy Center provides computers and a shared copier/fax for the Project Manager, Shift Supervisor, and SOC Dispatchers.” (Section C, page 38 of 90)

23. Will the Kennedy Center provide Internet access so that the contractor can use its scheduling and time reporting system?

JFKC Response:

“Intranet and internet access are also provided. Contractor may not install unapproved software, whether legally licensed or not, on any computer resource without the express authorization of the JFKC. All users of the Kennedy Center computer systems are subject to Acceptable Use

Policies.” (Section C, page 38 of 90)

24. Does the Kennedy Center adhere to the SEIU Collective Bargaining Agreement for the current security officers?

JFKC Response:

In accordance with 52.222-41 Service Contract Act of 1965, the Kennedy Center has determined this contract to be subject to the Prevailing Wages set forth in the Fair Labor Standards Act.

25. Where the RFP states the “Government will provide training…” as in the case of SOC

Dispatcher, is that at the government‟s cost or at the contractor‟s cost?

There is no expense to the contractor for the Kennedy Center‟s portion of provided instruction however the Contractor is responsible for labor costs to attend training.

26. There is a scripted physical fitness test listed in the RFP. Will the contractor be provided with a copy of the physical fitness test?

Yes, upon contract award.

27. What type of x-ray system (make and model) are they currently using?

The Kennedy Center currently uses Rapidscan Systems, Model #522B

28. Are ALL officers required to carry handcuffs?

Yes, handcuffs are required for all uniformed personnel (excluding Project Manager). (Section

C, page 29 of 90)

29. The project manager and alternate are listed at 2000 hours instead of 2080 (52 weeks x

40hrs per wk). What is the reason? We are assuming that you are only counting what is considered productive hours and that the PM gets 2 weeks‟ vacation or non-productive hours. If so, do you apply this same methodology for calculation of the hours for the other positions?

The estimated 2000 hours per year for both the Project Manager and Alternate Project Manager positions recognizes the ten (10) federal holidays per year that the Project Manager and/or

Alternate Project Manager are not required to work.

30. Can the EMT-B be subcontracted?

This proposal approach is at the discretion of the offerors. However, in the event of subcontracting of EMT-Bs, it should be seamless to the Kennedy Center, and should not affect the performance of this contract.

31. Section C4 of the RFP, As a contractor we would be required to submit “Qualification

Statements” for proposed key personnel. The RFP indicates that the client would also be open to current personnel. Would it be okay if we spoke with the current security team at the Kennedy

Center during non-work hours to discuss possible employment for the contract? Would you be able to provide us with their contact information or would you be willing to provide them with our contact information?

Offerors were asked during the Site Visit held on May 11, 2011, to refrain from disrupting the current incumbent‟s security staff.

32. Can you provide each security schedule and hours per week? Also, the current bill rate for each guard.

Please see response to questions #21 & #24.

33. Please provide the following information:

Seniority of incumbents

Vehicles by type and mileage

Weapons by brand and caliber

Weapon storage and clearing barrels

Client provided equipment

Seniority of incumbents:

The existing contract, which is a five (5) year effort (one year base plus four option years), will expire on September 30, 2011.

Vehicles by type and mileage: “The Kennedy Center provides electric golf carts for patrol purposes.” “Routine preventive maintenance and repair of this equipment is provided by the

Kennedy Center. The Contractor shall be responsible for payment for repairs, maintenance or replacement due to Contractor negligence.” (Section C, page 39 of 90)

Weapons by type and caliber: Currently the firearm used by the incumbent is Taurus Model 82, .38 caliber revolver and Gold Dot 38SPL +P 125-grain ammunition.

Weapon Storage and clearing barrels: A weapon storage vault is provided by the Contractor.

The government provided clearing barrel currently in use is an Armor Piercing Containment

System, Model APC-100.

Client Provided Equipment: Section C, page 38 of 90 “Government & Kennedy Center

Property, Facilities, and Information” lists equipment furnished by the Kennedy Center.

34. Do you currently have a CBA in place?

Please refer to the response to question #24.