RFI S-44000-00012520 LI Security Assessment.pdf

RFI S-44000-00012520 Building Security Assessment Qualifications Page 1 of 8

Department of Consumer and Business Services Central Services Division, Procurement Section

350 Winter Street NE Salem, OR 97301

REQUEST FOR INFORMATION (RFI)

Building Security Assessment Qualifications

RFI #S-44000-00012520

***THIS IS NOT AN ORDER***

Submit your information by 10:00am Pacific Time (PT) on Friday, January 31, 2025, by via email to: DCBS.opportunity@oregon.gov

Single Point of Contact (SPC): Nicholas Brooks, Procurement Specialist 350 Winter Street NE, Room 2 Salem, OR 97301 971-375-7762 Email Questions: nicholas.brooks@dcbs.oregon.gov Submission Email: DCBS.opportunity@oregon.gov

1. Overview

This request for information (RFI) is issued by the State of Oregon, Department of Consumer and Business Services (DCBS) to seek information regarding industry standard qualifications for Building Security Assessments and review of current Security Operational Practices.

This RFI is NOT a solicitation for quotes, bids or proposals. Responses provided to this RFI will be used only for general information purposes and will not be considered binding by any party. Responses provided to this RFI will be analyzed and may be used to develop a subsequent solicitation or contract. However, responses will not have any impact on any solicitation selection process. No Contracts or Agreements will be awarded as a result of this

RFI.

This RFI is designed to provide respondents with the information and criteria that DCBS has determined to be the most relevant and essential. It is not intended to limit any other information that a respondent deems important.

mailto:DCBS.opportunity@oregon.gov mailto:nicholas.brooks@dcbs.oregon.gov mailto:DCBS.opportunity@oregon.gov

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All costs incurred in preparing and submitting a response to this RFI will be the responsibility of the submitter and will not be reimbursed by the State of Oregon.

2. Background

The Department of Consumer and Business Services is Oregon’s largest consumer protection and regulatory agency. DCBS is comprised of, but not limited to, the Building Codes Division, Division of Financial Regulation, Oregon Occupational Safety and Health Division, Workers’ Compensation Board, the Universal Health Plan Governance Board, and the Workers’ Compensation Division. DCBS administers state laws and rules and protects consumers and workers in the areas of workers’ compensation, occupational safety and health, financial services, insurance and building codes. Our mission is to equitably protect and empower consumers and workers while maintaining a predictable yet innovative regulatory environment for the businesses we regulate.

DCBS’ primary location for business is the Labor & Industries (L&I) building, located in the capitol mall in downtown Salem. DCBS has many other satellite offices throughout the state, but the public often visits the L&I building when needing to make an appearance. This could also include threats or hostile persons, which are difficult to identify in a timely manner.

DCBS currently uses a key card system, but a thorough evaluation and assessment of the effectiveness of this system has not been completed.

3. Issues and Needs

DCBS staff lacks the expertise to conduct a thorough security assessment of the L&I building. Furthermore, DCBS lacks the knowledge to properly identify what qualifies a vendor to conduct a security assessment. The purpose of this RFI is to identify the qualifications needed to conduct a procurement for security assessment services.

The security assessment services will also need to evaluate our access control, or measures we take to reduce the public’s access into different areas of the building. This will include an evaluation of the building’s current key card system and recommendations for improvements.

DCBS satellite offices, the underground parking garage, and public grounds outside of the building will not be a part of this assessment.

DCBS will also request the vendor to review the current security operational practices and written guidelines which include: Incident Management System Handbook, the building emergency employee handbook, and DCBS’ policy for violence free workplace, and provide recommendations for improvements.

These documents, including building documents, will be provide to any vendor awarded a contract.

DCBS may either conduct a formal solicitation or directly award a contract for the services.

Responses to this RFI may be used to help DCBS in the creation of any subsequent solicitation(s) or contract(s).

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4. Building Information

A quick overview of the building to be assessed is as follow:

• Located in Salem, Oregon;

• 5 stories tall (this includes a basement);

• Approximate 107,258 square feet;

• It’s open to the public Mon – Fri, 8:00 am to 5:00 pm, with public entry on the 1st floor;

• 3 elevators;

• 3 stairwells;

• Each floor, excluding the basement, has a reception area;

• Each floor has restrooms;

• Each floor requires keycards to access the private work space, and;

• Loading dock entrance into building is on the basement floor. The loading dock is connected to the street.

The parking garage connects to the L&I basement, but will not be a part of the assessment.

5. Objectives

The objective of this RFI is to:

(1) Identify what the industry standard qualifications are for building security assessments service as described in this RFI.

(2) Use the identified qualifications to conduct a solicitation or directly award a contract for security assessment services.

6. Requested Information

DCBS requests Respondents to provide the following information:

(1) Attachment A – Respondent Summary Page

(2) An overview document (no more than three pages) that describes the Respondent’s history and experience with in-person building security assessments, reviewing of pre-existing security operational practices, & reviewing of pre-existing written guidelines.

(3) A document with answers to DCBS provided questions in Section 6.1.

(4) Attachment B – Affidavit of Trade Secret. Submitting this attachment is optional.

6.1 DCBS Questions

Please respond to the following questions:

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(1) What qualifies your company to provide the services as described in this RFI?

Please include any certifications, third party assessments, or other relevant documentation.

(2) Has your company completed work for similar services as described in this RFI?

(3) Can your company provide references for work previously completed?

(4) What information, including published, original work or research, is available to evaluate the effectiveness of companies’ assessments?

(5) What industry standards does your company adhere to when providing services described in this RFI?

(6) What is the estimated length of time that would be required to complete the work described in this RFI?

(7) What are the total estimated costs for the services described in this RFI?

7. RFI Schedule

Issued Date: January 17, 2025 Questions and Clarifications Due: January 23, 2025, by 10:00 am (PT) Answers to Questions and Clarifications Due: Approx. January 27, 2025 Responses Due: January 31, 2025, by 10:00 am (PT)

8. Questions and Answers Respondents should submit any questions or requests for clarification related to this RFI via OregonBuys on the solicitation Q&A tab. DCBS shall provide responses to questions in a timely manner, on the Q&A tab directly. Questions may be submitted up to the date and time listed in Section 7, RFI Schedule. Questions via telephone, email or any other manner will not be accepted.

Prospective Respondents are solely responsible for checking OregonBuys to determine if any questions and/or answers have been issued. Questions and Answers are incorporated into this RFI by this reference.

9. RFI Submission Process

A. Single Point of Contact (SPC)

All communications, including RFI questions, comments, and requests for clarification must be in writing to the SPC listed on the front page and emailed to nicholas.brooks@dcbs.oregon.gov.

mailto:nicholas.brooks@dcbs.oregon.gov

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B. Response Submissions

• Responses shall be submitted in written form formatted as doc, docx, xls, xlsx or pdf .

• No verbal responses will be accepted.

• DCBS is only accepting electronic submissions emailed to DCBS.Opportunity@oregon.gov. The size limit for a single email is 10MB. You may submit a Response in one or more parts to ensure proper delivery.

• Email subject line must include “RFI S-44000-00012520”.

• Complete the Respondent Summary Page (Attachment A) and submit with RFI response.

• Responses must be received no later than January 31, 2025, by 10:00 am (PT).

C. Public Records

The information received shall be kept by DCBS and made a part of a file or record, which will be open to public inspection. If respondents believe any of its RFI response is exempt from disclosure under Oregon Public Records law (ORS 192.311 through 192.478), respondent shall complete and submit the Affidavit of Trade Secret (Attachment B) an submit a fully redacted version of its information, clearly identified as the redacted version.

Identifying the Response in whole as exempt from disclosure is not acceptable. If submitter fails to identify the portions of the Response which submitter claims are exempt from disclosure, submitter is deemed to have waived any future claim of non-disclosure of that information.

10. Attachments:

Attachment A – Respondent Summary Page

Attachment B – Affidavit of Trade Secret - Optional mailto:DCBS.Opportunity@oregon.gov

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ATTACHMENT A

RESPONDENT SUMMARY PAGE

Company Name:

Address:

City, State, Zip:

Contact Name:

Phone Number:

Email Address:

By signing this page and submitting a response, the Respondent certifies the following statements are true:

1. The statements contained in the response are true and complete to the best of the Respondent’s knowledge. The undersigned recognizes this is a public document and open to public inspection, with the exception of items identified as a trade secret on Attachment B.

2. The Respondent, by submitting a response to this RFI certifies that Respondent understands any statements or representations contained in or attached to its response shall be used only for informational purposes and does not constitute a bid or a proposal in response to a formal solicitation.

Signature: __________________________________________ Date: ______________________________ (Authorized to bind Respondent)

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ATTACHMENT B

DISCLOSURE EXEMPTION AFFIDAVIT

____________________ (Affiant), being first duly sworn under oath, and representing [insert Respondent Name] (hereafter “Respondent”), hereby deposes and swears or affirms under penalty of perjury that:

1. I am an employee of the Respondent, I have knowledge of the Request for Information referenced herein, and I have full authority from the Respondent to submit this affidavit and accept the responsibilities stated herein.

2. I am aware that the Respondent has submitted information, dated on or about [insert date] (the “Response”), to the State of Oregon (State) in response to Request for Information DCBS-1210-21, for a Key Card Access System.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the information received is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. The Respondent believes the information indicated is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information is exempt from disclosure under Oregon’s Public Records Law under the specifically designated sections as set forth in Exhibit A or constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

i. is not patented,

ii. is known only to certain individuals within the Respondent’s organization and that is used in a business the Respondent conducts,

iii. has actual or potential commercial value, and

iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

or

B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

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ii. Is the subject of efforts by the Respondent that are reasonable under the circumstances to maintain its secrecy.

5. I understand that disclosure of the information referenced may depend on official or judicial determinations made in accordance with the Public Records Law.

Affiant’s Signature

State of ____________________)

) ss:

County of __________________)

Signed and sworn to before me on _________________ (date) by _________________________________________ (Affiant’s name).

Notary Public for the State of ____________________________

My Commission Expires: ______________________

10. Attachments: