Answers to Vendors Questions 36C78625Q50050 0002.pdf

36C78625Q50050 0002

1.I no ced yesterday, while on the site visit, that the guards on the day shi were responding to a lot of

VA staff calls. Can there be an excep on made for scans not made on any shi if guards are following up on VA request?

Answer: Yes, we refer to any ac ons/calls from VA staffing that would interfere with guards comple ng all required scans. The SOW states if all scans are not made per shi , the contractor will not be paid for the day. Cemetery staff tour of duty is from 8am to 4:30pm Monday to Friday. In Sec on 5.h of the SOW

‐ Guards will begin taking photographs at 4:30 PM from Monday to Friday. On weekends, including

Saturdays, Sundays, and holidays, photographs will be taken star ng at the beginning of their shi and con nuing un l the end of their shi .

2. I would like to ask would the VA Riverside allow the dayshi guards and weekend guards to u lize Bike

Patrols for more visible patrols of the site?

Answer: No.

3. Are there any du es for the security guard in the contract to perform any du es on the grounds since as water shut off, no fica on etc.?

Answer: In the SOW; Patrols; P. Guards will no fy COR if sprinklers or lakes are on over the allo ed me.

Guards will be trained on turning on and off the lakes when requested by cemetery employee.

4. Is it possible to get an EV charging sta on set up?

Answer: Cemetery will not provide any charging sta on set up.

5. Is an addi onal Golf cart permi ed?

Answer: It is not recommended to use a golf cart for patrolling a large area of approximately over 1,900 acres. The SOW doesn’t specify the type of vehicle to be used for patrolling the cemetery grounds.

However, it states that the patrol vehicle must be equipped with the following: emergency lights, floodlights, traffic cones, a first aid kit, a fire ex nguisher, a working AC/heater, and a radio and or a cell phone.

‐ Limited Protec on ‐ Golf carts offer li le to no physical protec on from weather, a acks, or accidents compared to enclosed vehicles.

‐ Speed Limita ons ‐ They are slower than cars, limi ng response mes in emergencies over larger distances.

‐ Terrain Restric ons ‐ Golf carts are not suitable for rough or off‐road terrain, which can limit patrol areas; Cemetery has over 1,550 acres undeveloped; guards are required to conduct two patrols of the undeveloped sites during each shi .

‐ Weather Vulnerability ‐ Most golf carts lack enclosed cabins, exposing guards to rain, cold, or excessive heat.

‐ Percep on Issues ‐ In some cases, golf carts might not be taken as seriously as tradi onal patrol vehicles, which could impact the authority percep on.

‐ Limited Range – If Electric carts have limited ba ery life, requiring regular charging and possibly restric ng patrol dura on – can’t patrol during the charging.

6. Is there a shelter or structure for the guards of are the con nuously roaming in the vehicles.

Answer: No shelter or structure for the guards.

7. Is this a new requirement or an ongoing requirement? If it is an ongoing requirement, does Na onal

Cemetery Administra on face any challenges currently?

Answer: New requirement.

8. Who is the incumbent contractor(s)?

Answer: CULPEPPER & ASSOCIATES SECURITY SERVICES, INC.

9. What is the current total contract value?

Answer: The combined awarded amounts of all the BPA orders against 36C78620A0034 is $2,662,066.02

(over five years).

10. What is the incumbent’s contract number?

Answer: 36C78620A0034

11. Are there any significant changes to coverage between the previous contract and this opportunity? (a change in hours and/or post posi ons?

Answer: No change in hours – two guards per shi 24/7.

12. Are all officer posi ons fully staffed?

Answer: Yes.

13. What is the hourly pay rate for each posi on and the hourly bill rate for the current incumbent company?

Answer: Fixed price contract and unit of measure was monthly for the security guards and the security vehicle. No hourly wages stated.

14. Is there a history o f modifica ons or extensions to the previous contract? If so, why?

Answer: Riverside received services via a blanket purchase agreement and modifica ons and extensions were a normal part of contract performance.

15. What are the biggest challenges experienced with the current contractor?

Answer: Accountability a er hours.

16. What is the expected transi on period from the incumbent contractor to the new awardee?

Answer: There will be no overlap of services. The new contract will commence the day a er the current contract expires.

17. Is the Supervisor posi on billable?

Answer: Please review the price schedule in solicita on. Those CLINS are the only billable items.

18. How many Supervisors are currently in place?

Answer: One on‐site supervisor.

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

Answer: Please review the solicita on. All wage requirements are stated in the clauses and provisions.

20. Are there any addi onal posi ons in the current contract?

Answer: no.

21.Does the current staff meet the training and hiring requirements?

Answer: Yes, they meet the requirements of the contract.

22. When our guards are placed on site, please break down the background process that will be required for them to work in the department (for example fingerprints first, walk‐in appointment, EQIP, Flash card or PIV, the meframe it takes to get through background, etc.).

Answer: Guards are to patrol the cemetery grounds 24/7, shall provide unarmed foot and vehicle patrols daily, Sunday thru Saturday, 24 hours per day, including all federal holidays, in accordance with the established routes and schedules. The unarmed guards and on‐site supervisor shall be courteous to employees, visitors, and patrons. The guards may be required to assist with traffic control during large ceremonies or events.

23. Are guards allowed to work on‐site if they have passed our background check and submi ed paperwork to the Na onal Cemetery Administra on?

Answer: There is no requirement to submit paperwork to the Na onal Cemetery Administra on.

24. Will the department provide ample me a er the announcement of the award for a new contractor to properly on‐board their personnel? (i.e. 30 days or so).

Answer: Thirty days transi on is preferred but situa onal dependent. Post award agenda will discuss transi on period.

25. What is the annual mileage required for one patrol vehicle?

Answer: Non‐applicable.

26. What kind of Vehicle does the Na onal Cemetery Administra on require?

Answer: No specific requirements regarding the type of vehicle; however, the vehicle must be capable of performing all tasks outlined in this contract. It must comply with all relevant federal, state, county, and local laws and condes, priori zing the more stringent of these regula ons. It should adhere to all applicable standard industry prac ces.

27. Can you provide more details on the specific patrol routes and frequency expecta ons?

Answer: Will be provide once contract is awarded.

28. How are incident reports expected to be submi ed, and what is the response me requirement?

Answer: Incident reports are submi ed electronically using text and photos.

29. Are there any unique security concerns at Riverside Na onal Cemetery?

Answer: Number of visitors – the safety of our employees and visitors, as well as safeguarding all property on the cemetery grounds.

30. Can the Na onal Cemetery Administra on give the contractor a mee ng to discuss under what are the reasons that the Na onal Cemetery Administra on have not awarded them the contract?

Answer: Not sufficient of specifics to be able to answer this ques on.

31. Does the Na onal Cemetery Administra on an cipate any addi onal posi on applicable to this solicita on?

Answer: Non‐applicable.

32. When is the Na onal Cemetery Administra on an cipa ng awarding this solicita on?

Answer: Within 30‐60 days of this amendment.

33. Can the CPARS (Contractor Performance Assessment Repor ng System) be used as a subs tute for submi ng the Past Performance Ques onnaire (PPQ)?

Answer: CPARS can be supplementary. Please review the instruc ons to offerors in the solicita on.

34. If CPARS is acceptable, are there any specific ra ng periods or contracts that should be emphasized in the submission?

Answer: CPARS can be supplementary. Please review the instruc ons to offerors in the solicita on.

35. Is it required to submit the client’s signature on each PPQ, or is there any alterna ve process for confirming the informa on provided?

Answer: yes.

36. We would like to inquire about the possibility of using a golf cart as the designated patrol vehicle.

Answer: – It is not recommended to use a golf cart for patrolling a large area of approximately over 1,900 acres. The SOW doesn’t specify the type of vehicle to be used for patrolling the cemetery grounds.

However, it states that the patrol vehicle must be equipped with the following: emergency lights, floodlights, traffic cones, a first aid kit, a fire ex nguisher, a working AC/heater, and a radio and or a cell phone.

‐ Limited Protec on ‐ Golf carts offer li le to no physical protec on from weather, a acks, or accidents compared to enclosed vehicles.

‐ Speed Limita ons ‐ They are slower than cars, limi ng response mes in emergencies over larger distances.

‐ Terrain Restric ons ‐ Golf carts are not suitable for rough or off‐road terrain, which can limit patrol areas; Cemetery has over 1,550 acres undeveloped; guards are required to conduct two patrols of the undeveloped sites during each shi .

‐ Weather Vulnerability ‐ Most golf carts lack enclosed cabins, exposing guards to rain, cold, or excessive heat.

‐ Percep on Issues ‐ In some cases, golf carts might not be taken as seriously as tradi onal patrol vehicles, which could impact the authority percep on.

‐ Limited Range – If Electric carts have limited ba ery life, requiring regular charging and possibly restric ng patrol dura on – can’t patrol during the charging.

37. Am I allowed to ask, why this contact is coming up for rebid early?

Answer: It is not being solicited early.

38. Is this usually the case when the incumbent messes up on delivery of service, or they are unable to fulfill the contract because they underbid themselves?

Answer: That is not the case with this procurement.

39. What is the total awarded dollar amount and number of years for the current contractor?

Answer: The combined awarded amounts of all the BPA orders against 36C78620A0034 is $2,662,066.02

(over five years).