RFP D26 100 Solicitation.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

June 26, 2026

REQUEST FOR PROPOSALS

RFP D26-100

SEALED PROPOSALS

TO PROVIDE

ON-CALL SECURITY SERVICES FOR THE HAWAII STATE DEPARTMENT OF EDUCATION

AT VARIOUS SCHOOLS AND OFFICES, STATEWIDE

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST) on

JULY 30, 2026,

or such later date as may be established by an addendum to this Request for Proposals (RFP)

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov) in order to participate in this procurement. Registration is free. Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Wendy Ebisui, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at wendy.ebisui@k12.hi.us.

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1. OVERVIEW OF PROCUREMENT PROCESS

1.1 Definitions and Acronyms

The following definitions apply to this solicitation.

a. Contract or Vendor List means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

b. CONTRACTOR means an individual, partnership, firm, organization, corporation, joint venture or other legal entity having a contract with the Hawaii State Department of Education and undertaking the execution of work under the terms of the contract and acting directly or through its agents, employees or sub-contractors.

c. Department or STATE means the Hawaii State Department of Education.

d. General Conditions means the General Conditions issued by the Department of the Attorney General of the State of Hawaii, referred to as Form AG-008, as revised, and included herein by reference. The applicable Form AG-008, as revised, included by reference, is the form in effect at the date the solicitation is issued.

e. HAR means Hawaii Administrative Rules.

f. HRS means Hawaii Revised Statutes.

g. Offer means a proposal submitted in response to this solicitation.

h. Offeror means any individual, partnership, firm, organization, corporation, joint venture, or other legal entity, submitting an offer in response to this solicitation.

i. Project means this RFP to develop a resulting Contract or Vendor List of the goods and/or services specified.

j. Proposal means the document submitted by an offeror in response to this solicitation.

k. RFP means Request for Proposals, the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda, whether attached or incorporated by reference.

l. STATE or Department means the Hawaii State Department of Education.

m. Vendor List or Contract means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

1.2 RFP Organization

This RFP is organized as follows:

Section 1. Overview of Procurement Process. Provides Offerors with a general overview of the RFP process.

Section 2. Purpose and Overview. Provides Offerors with general information about the objectives of this project and RFP, and critical success factors.

Section 3. Scope of Work and Requirements. Provides Offerors with a general description of the tasks to be performed, delineates Hawaii State Department of Education and CONTRACTOR’s responsibilities, stipulates Offeror qualifications, and defines deliverables.

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Section 4. Proposal. Describes the required format and content for the Offeror's submittal, and establishes requirements for the Price Proposal.

Section 5. Proposal Evaluation. Describes how proposals will be evaluated by the Hawaii State

Department of Education.

Appendix A. Offeror Identification and Information Form

Appendix B. Wage Certificate

Appendix C. Offeror Information

Appendix D. Offeror Reference Form

Appendix E. Offeror’s Offer of Services

Appendix F. Offeror’s Price Proposal

Appendix G. Form: Request for Security Services (SAMPLE)

Appendix H. Contract Minimum and Special Conditions

Appendix I. State of Hawaii’s General Conditions

1.3 Procurement Authority

This procurement is being conducted as a competitive sealed proposals procurement in accordance with the procedures set forth in §103D-303, HRS and Title 3, Subtitle 11, Chapter 122, Subchapter 6, HAR.

The relevant provisions of §103D, HRS, and their associated HAR, are incorporated by reference and made a part of this RFP.

1.4 Issuing Office and RFP Contact Person

The following person from the issuing office listed below is the sole point of contact for this RFP.

Communication with any other contact person from the date of release of this RFP until the selection of the successful Offeror(s) without approval, may result in disqualification.

RFP Point of Contact: Wendy Ebisui email: wendy.ebisui@k12.hi.us Phone: (808) 675-0130 Fax: (808) 675-0133

Issuing Office:

Hawaii State Department of Education Procurement and Contracts Branch Waipahu Civic Center 94-275 Mokuola Street, Room 200 Waipahu, Hawaii 96797

1.5 Procurement Timetable

Except as noted, the following schedule represents the STATE’s best estimate. All times indicated are Hawaii Standard Time (HST). If any component of this schedule is delayed, the rest of the schedule will likely be amended by the same number of days, however the STATE reserves the right to amend or revise the timetable without prior written notice when such revision or amendment is in the STATE’s best interest.

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Activity Estimated Dates

Public Notice announcing Request for Proposals (RFP) June 26, 2026

Deadline for submission of written questions On or before 2:00 p.m., July 13, STATE’s responses to written questions on or about July 16, 2026

Proposal Due Date/Time

Proposals will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST)

THERE ARE NO EXCEPTIONS TO THIS PROPOSAL DUE

DATE UNLESS THE DATE IS AMENDED IN WRITING BY THE

PROCUREMENT AND CONTRACTS BRANCH.

4:30 p.m., July 30, 2026

Evaluation of Proposals July 31 through August 13, 2026

Determination of Priority-Listed Offerors (if necessary) On or about August 14, 2026 Priority-listed Offerors discussions conducted and/or notified to schedule presentation to STATE (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contractor(s) Selected On or about September 2026

Contract Award On or about September 2026

Contract Commencement Date/Notice to Proceed November 1, 2026

1.6 Cancellation of RFP; Rejection of Proposals

This RFP may be cancelled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interest of the STATE.

1.7 Electronic Procurement

1.7.1 The STATE utilizes the Hawaii State eProcurement (HIePRO) System to promote an open and transparent system for vendors to compete for contracts electronically. Offerors interested in responding to this solicitation must be registered on HIePRO. Registration information is available at the State Procurement Office (SPO) website: 44T https://hiepro.ehawaii.gov, select HIePRO Vendor Registration and then Vendor Registration Guide.

1.7.2 The STATE will use HIePRO to issue the RFP, receive Offers, and issue Addenda to the RFP. Addenda and the other information and materials shall be provided by the STATE through HIePRO, including additions or changes with respect to the dates specified herein. The STATE is not responsible for any delay or failure of any Offeror to receive any materials regarding this RFP on a timely basis.

1.7.3 As part of this procurement process, Offerors are informed that awards made for this solicitation, if any, shall be done through the HIePRO and shall, therefore, be subject to a mandatory .75% (.0075) transaction fee, not to exceed $5,000 for the total contract term, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.3.1 For resultant Price and/or Vendor Lists, the mandatory fee (.75%) is applicable

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for sales calculated on a quarterly basis, not to exceed $5,000, for the first year only. This transaction fee shall be based on the total sales made against this contract, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.4 HIePRO Special Instructions. Offeror shall review all special instructions located in HIePRO. Offerors are responsible for ensuring that all necessary files are attached to their offer prior to the proposal deadline.

1.7.5 Payment to Tyler Hawaii. HlePRO is administered by Tyler Hawaii. Tyler Hawaii shall invoice the Contractor(s) directly for payment of transaction fees. Payment must be made to Tyler Hawaii within thirty (30) days from receipt of invoice. Tyler Hawaii is an intended third-party beneficiary of transaction fees, which are used to fund the operation, maintenance and future enhancements of the HlePRO system.

Offerors are advised that they should not wait until the last minute to submit their proposal on HIePRO. Offerors should allow ample time to review their submitted proposal, including attachments, prior to the proposal deadline.

1.8 Required Review and/or Written Questions

It is the Offeror’s responsibility to carefully review this solicitation for defects and questionable or objectionable matter. Solicitation documents include this RFP, any attachments, plans referred to herein, and any other relevant documentation.

Comments concerning defects, discrepancies, omissions, questionable or objectionable matter, or questions related to this RFP must be made in writing to allow issuance of any necessary amendments to the RFP. It will also help prevent exposure of Offeror's proposal prepared in response to a defective or inaccurate solicitation upon which award could not be made.

Comments related to this solicitation shall be communicated in writing to the RFP Contact Person identified via fax or e-mail by the date and time established for submission of written questions to ensure an official response. The STATE will not respond to verbal or informal questions.

Such comments shall contain pertinent information to identify the prospective Offeror, its telephone number, e-mail address, the RFP number, as well as reference to the specific page, section, and/or paragraph as applicable.

The response(s) to the prospective Offerors’ written questions received by the scheduled date shall be compiled, shall omit reference to the source(s) of the questions, shall be issued as an addendum to the RFP, and shall become a part of the RFP. The STATE will publish the questions as they are submitted including any background information provided with the question. The STATE at its sole discretion may omit questions which may be combined or may paraphrase questions and background content for clarity.

The STATE’s responses shall be communicated in writing via addenda and will be posted on the HIePRO. The STATE is not responsible for delays or non-receipt of any communications by the prospective Offerors.

If an Offeror submits a question after the scheduled date, the STATE may answer the question but does not guarantee that the answer will be provided prior to the Proposal due date.

1.9 RFP Addenda

The STATE reserves the right to amend this RFP at any time prior to the closing date, or prior to the due date for best and final offers. All addenda issued shall be incorporated into the resulting contract. Failure of any Offeror’s receipt of any such addenda or interpretations shall not relieve the Offeror of any obligation under this solicitation. It is the responsibility of the prospective Offeror to monitor the HIePRO to obtain RFP addenda or other information relating to the RFP.

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1.10 Notice of Intent to Offer (Letter of Intent)

A notice of intent to submit a Proposal is NOT required.

1.11 Deadline for Proposals

Proposals shall be received through HIePRO. Proposals received after the deadline will not be accepted.

Timely receipt of offers shall be evidenced by the date and time on HIePRO.

1.12 Proposal Opening

Proposals shall not be opened publicly, but the register of proposals and Offerors’ proposals shall be open to public inspection upon posting of the award.

1.13 Disqualification of Proposals

The STATE reserves the right to consider as acceptable only those proposals submitted in compliance with all the requirements set forth in this RFP and which demonstrate an understanding of the issues involved and the scope of work.

An Offeror shall be disqualified, and the Offeror’s Proposal shall be rejected for any one or more of the following non-exclusive reasons as solely determined by the STATE:

1.13.1 Proposal received after specified deadline.

1.13.2 Proposals not received on HIePRO.

1.13.3 Proposal not properly completed as required herein or containing any unauthorized additions or deletions, defects including but not limited to irregularities of any kind which may make the Proposal incomplete, indefinite, or ambiguous as to its meaning (e.g. un-initialed erasures, prices which are obviously unbalanced).

1.13.4 A Proposal which is incomplete or conditional Proposals including but not limited to a

Proposal which includes any other set of terms and conditions, or any terms or conditions contradictory to those included in this RFP.

1.13.5 A Proposal signed by other than an authorized individual.

1.13.6 More than one Proposal from an Offeror, under the same or different names, whereby all

Proposals from the Offeror shall be rejected.

1.13.6.1 Legally distinct Offerors such as subsidiaries or jointly-owned companies may submit Proposals and these Proposals may be accepted for evaluation and award if such Offerors submit with their Proposal a certificate of non-collusion which affirms that the Proposal is made freely and without collusion with another Offeror.

1.13.6.1.1 Legally distinct Offerors such as subsidiaries or jointly-owned companies shall submit business registration information indicating that the entities were not created after the RFP was released.

1.13.7 Evidence to the STATE’s sole satisfaction of collusion among Offerors, lack of responsibility and cooperation to STATE requests during the RFP process or as shown by past work, being in arrears on existing contracts with the State of Hawaii, or defaulting on previous contract(s).

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1.13.8 Failure to possess proper licenses, facilities, equipment or sufficient experience to provide the proposed solution or to perform the work contemplated.

1.13.9 Evidence of any noncompliance with any applicable law or rule.

1.14 Proposal Evaluation

The STATE will conduct a comprehensive, fair, and impartial evaluation of the proposals it receives in response to this RFP. Refer to Section 5 of this RFP for specific requirements and details of the process.

1.15 Proposal as Part of the Contract

This RFP and part or all of the successful proposal may be incorporated into the contract.

1.16 Additional Terms and Conditions

The STATE reserves the right to add terms and conditions, if any. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

1.17 Offer Acceptance Period

The STATE's acceptance of a proposal, if any, will typically be made within ninety (90) calendar days after the opening of proposals. Prices quoted by the Offeror shall therefore remain firm for ninety (90) calendar days from the receipt of proposals.

1.18 Vendor List Performance Period

Formal written contracts will not be required for awards made in response to this solicitation. Successful Offerors will receive "Notice of Award by Vendor List" letters to which will be attached the Vendor List indicating awarded Offerors. This method of award does not waive compliance with the Scope of Work, Special Conditions, and General Conditions, Form AG-008 (as revised).

1.18.1 Vendor List

A Hawaii State Department of Education Vendor List will be issued as a result of any awards made against this solicitation. This Vendor List will be made available to schools and offices for use throughout the contract period. The actual purchases will depend on the needs of the STATE and availability of funds. There is no guarantee to purchase any amount of services.

Schools and offices are not required to purchase from the contracted vendors. Schools and offices may determine purchases from this vendor list are not suited for the schools’ and offices’ purpose and may purchase these services from other sources, however, the usual procurement rules and procedures apply to such purchases.

No work shall be undertaken by the successful Offeror(s) prior to the commencement date specified on the contract. The STATE is not liable for any work, contract costs, expenses, loss of profits, or any damages whatsoever incurred by a CONTRACTOR prior to the official starting date.

1.18.2 Award Period

Award shall commence on November 1, 2026 and shall end on October 31, 2027.

1.18.3 Vendor List Renewal

The Vendor List may be extended for not more than four (4) additional twelve-month periods, i) upon mutual written agreement of the parties, ii) prior to expiration and iii) under the same terms

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and conditions of the original agreement or as negotiated between the STATE and the CONTRACTOR. Extension(s) shall be contingent upon i) the need for continued services and ii) funding availability beyond the current fiscal year. As each option(s) to extend is mutually agreed upon, the CONTRACTOR shall be required to execute a supplement to the Contract for each additional period.

1.19 Contract Award

Award, if any, shall be made on a multiple-vendor basis to the responsible Offeror(s) with a minimum evaluation score as specified in RFP Section 5.2, Evaluation Critieria, and whose proposal the STATE deems advantageous in accordance with the evaluation criteria specified.

1.20 Responsibility of Offerors; Hawaii Compliance Express

The Offeror is advised that if awarded under this RFP, Offeror shall, upon award, furnish proof of compliance with the requirements of HRS §103D-310 and HAR § 3-122-112 including:

● Chapter 237, General Excise Tax Law;

● Chapter 383, Hawaii Employment Security Law;

● Chapter 386, Workers’ Compensation Law;

● Chapter 392, Temporary Disability Insurance;

● Chapter 393, Prepaid Health Care Act; and

● One of the following:

1. That Offeror is registered and incorporated or organized under the laws of the State of

Hawaii (hereinafter referred to as a “Hawaii business”); or

2. That Offeror is registered to do business in the State of Hawaii (hereinafter referred to as a “compliant non-Hawaii business”).

Offeror may demonstrate proof of compliance with the above-referenced requirements by submitting a Certificate of Vendor Compliance issued by the Hawaii Compliance Express (HCE) online system to the Hawaii State Department of Education, Procurement and Contracts Branch upon award. The HCE service allows vendors to register online through a simple wizard interface at http://vendors.ehawaii.gov.

The Certificate of Vendor Compliance provides current compliance status as of the issuance date, satisfies requirements of Chapter 103D-310(c), HRS, and is therefore acceptable for contracting purposes. CONTRACTORs that elect to use HCE services are required to pay an estimated annual registration fee of $12.00.

Due to the time required to obtain the HCE Certificate of Vendor Compliance, it is highly recommended that the interested Offeror begin the registration process immediately.

1.21 Failure to Execute Contract; Timely Submission of Certificates

At time of award, the above Certificate of Vendor Compliance and any other documentation and certification shall be submitted to the Hawaii State Department of Education, Procurement and Contracts Branch as soon as possible or by the deadline established by STATE. If a valid certificate or compliant documentation is not submitted on a timely basis for award, award made to an Offeror otherwise responsible may be annulled.

Failure to execute a contract as required within ten (10) calendar days or such further time as the STATE may allow after the Awardee has received the contract for execution shall be just cause for the annulment of the award. STATE may award the contract to the next responsible Offeror or may call for other offers, whichever is deemed to be in the best interest of the STATE.

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1.22 Notification of Award; Non-selected Offeror(s)

Upon award to the successful Offeror(s), the STATE shall post publicly, a notice of award on the HIePRO and which may be viewed on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards. Additionally, the STATE will provide notification of the award to any non-selected Offeror(s). The STATE is not responsible for delays or non-receipt of such notification.

Failure of any Offeror to receive any such notification shall not relieve the Offeror of any obligations or requirements herein.

1.23 Debriefing

The purpose of a debriefing is to inform the non-selected Offeror(s) of the basis for the source selection decision and award. An Offeror(s) not selected for award shall submit a written request for a debriefing within three (3) working days after the posting of the award. The debriefing shall be held, to the maximum extent possible, within seven (7) working days after the posting of the award.

1.24 Protest

Pursuant to §103D-701, HRS and §3-126, HAR, a protest of the solicitation must be submitted prior to the date set for receipt of offers, and a protest of an award or proposed award shall be submitted within five

(5) working days after the posting of award or within five (5) working days following a debriefing. The award(s), if any, resulting from this solicitation shall be posted on the HIePRO and shall be posted on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards.

Any protest pursuant to §103D-701, HRS and §3-126, HAR shall be submitted in writing to the Hawaii State Department of Education’s, Chief Procurement Officer, c/o Procurement and Contracts Branch at the Waipahu Civic Center, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797.

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2. RFP PURPOSE AND OVERVIEW

2.1 Purpose and Introduction

The Hawaii State Department of Education (STATE), Safety, Security and Emergency Preparedness Branch (SSEPB) is soliciting proposals from qualified vendors who can provide On-Call Security Services for Schools and Offices on one or more islands (Oahu, Hawaii, Maui, Kauai, Molokai, and Lanai).

On-Call Security Services may be needed for various reasons which may include, but is not limited to, security at school-functioned events (extracurricular activities, sporting events) and protection of school/office property against the growing homeless population, criminal mischief, criminal trespassing, burglary, and theft.

2.2 Business Goals and Objectives

The goal of this RFP is to create a Vendor List to offer Schools and Offices on Oahu, Hawaii, Maui, Kauai, Molokai, and Lanai access to security companies to provide On-Call Security Services, as needed, throughout the agreement term. On-Call Security Services may be requested by a School or Office to be performed during and/or after school hours, non-school days (which may include, but is not limited to, weekends, holidays, and summer/fall/winter breaks), or whenever deemed necessary by the Principal/Administrator.

During the agreement term, Schools and Offices may contact the awarded vendor(s) to obtain on-call security services to ensure the School/Office security needs are met.

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3. SCOPE OF WORK; PROJECT AND OFFEROR REQUIREMENTS

3.1 CONTRACTOR’s Requirements

1. At time of offer and throughout the award period, if awarded, CONTRACTOR shall comply with all applicable sections of Hawaii Revised Statutes (HRS) Chapter 463, Private Detectives and Guards.

2. CONTRACTOR’s employees, hereafter referred to as Security Officers (SO’s), must be licensed pursuant to Chapter 463, HRS, prior to assignment to any School or Office.

3. CONTRACTOR shall warrant that its services shall be performed by personnel possessing competency consistent with applicable industry standards and that services shall be performed in a professional and competent manner.

4. CONTRACTOR(s) shall be responsible for the protection of STATE property.

5. CONTRACTOR shall furnish personnel, vehicles (as needed), equipment, and supplies necessary to provide On-Call Security Services.

6. CONTRACTOR shall ensure that all communication equipment used in the performance of services specified under this agreement are properly maintained, meet all Federal Communications Commission (FCC) regulations, and are in good working condition.

7. CONTRACTOR shall designate at least one (1) employee as the STATE Point-of-Contact (POC). This individual shall be based in Hawaii and available during regular STATE business hours and shall be capable of answering questions, resolving problems, and providing follow-up assistance. An Off-Hours POC shall be provided for services after school hours (e.g. if it is determined that the SO is not qualified and/or does not meet requirements and an alternate qualified employee needs to be provided).

3.2 Security Officer (SO) Abilities and Requirements

1. SO shall be capable of exercising good judgment and possess an even temperament.

2. SO shall be able to verbally communicate effectively, read and follow simple instructions, and write simple reports.

3. SO shall be well-rested, in good health, have refrained from consuming alcohol for 24 hours prior to reporting for duty, and must be physically able to perform the job requirements that includes prolonged walking, staying awake, and being vigilant and alert at all times.

4. SO shall exercise caution in dealing with the public. The relationship between the SOs and the public must be one of persuasion, tact, and diplomacy rather than one characterized as autocratic, condescending, or overbearing.

5. SO shall be able to deal with students, staff, and the public in a positive manner. SOs shall be able to maintain good relations and preserve order firmly without being arbitrarily tough or abusive.

3.3 SO Duties and Responsibilities

1. Prevention of and protection against fire, theft, vandalism, burglaries, unauthorized entries to the school property, and other irregularities.

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2. Conduct security checks of all buildings, parking lots, roadways, accessible classroom doors, grounds, entrance gates, perimeter fencing, and building gates as directed by the office/school administrator.

3. Direct unauthorized persons to leave the premises and/or call the respective County’s Police Department.

4. Upon reporting for service at the School or Office, SO shall help and provide advice to School/Office administrators on any security matters which may include, but is not limited to, best security practices to deter criminal trespassing, theft, burglary, and mischief, if requested.

5. SOs shall report for duty at the requesting school/office at the agreed upon date and time.

6. SOs shall be properly dressed in the company’s guard uniform while on duty.

7. SOs shall be unarmed.

8. Where services require the division of time between multiple buildings, floors, rooms, or similar, SOs shall be equipped with walkie-talkies, cell phones, or other such communication device(s) to enable the SO to contact other SOs or personnel immediately in cases when emergency assistance is required.

9. SOs shall maintain watch in the assigned locations for any type of disturbance.

10. SOs shall be vigilant, alert, and available to assist STATE personnel when other individuals are being hostile, abusive, or disorderly, or if they appear drug-addicted, drunk, mentally or emotionally unstable, criminal, and/or armed.

11. SOs shall use tact and judgment to prevent or minimize disorder, quell disturbances, and shall generally maintain law and order.

12. SOs shall respond to calls for assistance from STATE personnel in a prompt manner and shall appear near the STATE personnel to be visible to the offending party.

13. SOs shall report any criminal incidents and/or security breaches, which includes, but is not limited to, intrusion alarm activation, burglaries, fire, and disturbances, by contacting the CONTRACTOR’s central dispatch, who will in turn contact the respective County’s Police and/or Fire Department and the office/school administrator after determining the urgency of the incident. SOs shall investigate ongoing disturbances and shall determine when police intervention or assistance is necessary. SOs shall follow through by summoning the respective County’s Police Department, cooperating and assisting the police and, if necessary, SOs shall testify in court proceedings, upon request. Time spent in court proceedings shall be invoiced and will be paid at the same hourly rate in which services are/were being provided. CONTRACTOR shall work with the School/Office to determine where to send the invoice for payment for court proceedings. Upon STATE request, proof of summons to testify in court proceedings shall be provided to the STATE as soon as official documents are available to ensure the correct amount of hours are paid.

14. SOs shall prevent the entry of unauthorized person(s) onto school property. When necessary, unauthorized, disruptive, hostile, and/or potentially harmful or dangerous person(s) shall be escorted from the school by the SO. SOs shall prevent the offending party from re-entry onto school property. SOs shall use force only as appropriate.

15. SOs shall prepare activity and incident reports and shall assist in the recording of all incidents requiring police or guard intervention. At the end of SOs services, a report of all incidences shall be forwarded by email to the Contract Administrator (CA) and the School/Office.

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3.4 Background Check

SOs shall have no criminal convictions that may deem the SO unsuitable to provide services. Upon STATE request, proof of a background check, current within one (1) year, shall be provided to the STATE within 24 hours.

3.5 Alternate SO

If, for any reason, the CA/POC, Principal, Administrator, or designee determines that the SO is not qualified, the CONTRACTOR shall immediately provide an alternate qualified employee.

3.6 Vendor Evaluation

The Safety, Security, and Emergency Preparedness Branch (SSEPB) Vendor Evaluation Form will be made available to Schools and Offices with the issuance of the resulting vendor list.

In the event of a complaint regarding CONTRACTOR’s services, the SSEPB will notify the CONTRACTOR. Within one (1) week of notification, the CONTRACTOR shall take corrective measures to resolve the complaint, and inform the SSEPB of action taken.

The resolving of complaints pursuant to CONTRACTORs evaluation notifications shall be done at no additional charge to the STATE.

3.7 Offeror Qualifications

The purpose of the Offeror Qualifications section is to provide the STATE the ability to verify the experience and knowledge claims made in the proposal by the Offeror and to assess the Offeror's prior record in providing services to other organizations.

Failure on the Offeror's part to meet the requirements herein may result in a determination of non-responsiveness and subsequent disqualification of Proposal. These requirements shall remain in effect throughout the entire contact period. Failure to maintain these requirements may result in cancellation of award or early, partial or termination of a contract.

Minimum Qualifications of the Offeror are as follows:

3.7.1 Guard Service License. Offeror shall have a valid guard service license registered with the Hawaii State Department of Commerce and Consumer Affairs.

3.7.2 Office/Service Location. Offeror shall have an office within the State of Hawaii from where business is conducted and from where the company is accessible to telephone calls, complaints, or emergency service requests that need immediate attention, and from where service personnel are dispatched to perform the work specified herein. An answering service is not acceptable.

3.7.3 Experience. Offeror shall have been in the business of providing security services for a minimum of one (1) year. Offeror must be able to produce documentation to substantiate their claim of experience in this area. The minimum one (1) year experience may be substituted for the business owner(s) of a new company having at least five (5) years of credentialed law enforcement experience. Offeror must be able to produce documentation to substantiate their law enforcement experience with an honorable discharge.

3.7.4 Offeror shall obtain and pay for all permits, certificates, and licenses required and necessary for the performance of the work specified herein, shall post all notices required

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by law, and shall comply with all laws, ordinances, and regulations bearing on the conduct of the work specified.

The Offeror shall comply with all business registration requirements prior to commencing work under the contract.

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4. PROPOSAL

4.1 General Requirements

4.1.1 Any and all costs incurred by an Offeror in preparing and submitting a Proposal and conducting discussions, if any, shall be at the Offeror’s sole expense and are the Offeror’s sole responsibility. This includes the cost of any visits to client references, and STATE locations by an Offeror, but does not include any costs incurred by the STATE or its representatives for Offeror demonstrations or site visits.

4.1.2 Before submitting a proposal, each Offeror must examine the solicitation documents thoroughly. Solicitation documents include this RFP, any attachments, and any other relevant documentation.

4.1.3 Offerors are charged with presumptive knowledge of all requirements of all cited authorities. Offeror must become familiar with state, local, and federal laws, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of the work before submitting a proposal. Submission of a proposal by any prospective Offeror shall constitute admission of knowledge on the part of such Offeror.

4.1.4 The Scope of Work, Minimum Contract Provisions, General Conditions and other documents referenced in or attached to the proposal shall be considered a part of the proposal submitted, whether or not attached to the proposal at the time of submission.

Such documents shall not be altered in any way; any alterations so made by the Offeror may result in rejection of the proposal.

4.1.5 Submission of a proposal shall constitute an incontrovertible representation by the

Offeror of understanding, acceptance, and compliance with every requirement of this RFP, and that the RFP documents are sufficient in scope and detail to indicate and convey reasonable understanding of all terms and conditions of performance of the work.

4.1.6 Any proposal may be withdrawn at any time on the HIePRO prior to the deadline for receipt of offers. The withdrawal of a proposal shall not prejudice the right of an Offeror to submit a new proposal, but any such new proposal must be received before the stated deadline.

4.1.7 A proposal that contains any omission, erasure, addition not called for, conditional offer or irregularity of any kind may be rejected. Corrections, if necessary, may be made by submitting a revised proposal on the HIePRO prior to the proposal due date and time.

4.2 Confidential Information in Proposal

The contents of any proposal shall not be disclosed during the review, evaluation, or discussion process.

Once the notice of the award is posted, all proposals (both successful and unsuccessful) become available for public inspection.

If an Offeror believes that any portion of its proposal contains information that should be withheld as confidential, then the Procurement and Contracts Branch should be so advised in writing. Offeror shall request in writing nondisclosure of designated trade secrets or other proprietary data to be confidential.

Such data shall accompany the Proposal, be clearly marked, and shall be readily separable from the Proposal in order to facilitate eventual public inspection of the non-confidential portion of the Proposal.

Whether those parts shall remain confidential will be determined under § 3-122-58(b), HAR and Chapter 92F, HRS. Pursuant to Section 3-122-58, HAR, if a person requests to inspect the portions of a proposal designated as confidential, the head of the purchasing agency or designee shall consult with the Department of the Attorney General and make a written determination in accordance with Chapter 92F, HRS. If the request for confidentiality is denied, such information shall be disclosed as public information, RFP D26-100 15 unless the Offeror appeals the denial to the Office of Information Practices in accordance with Section

92F-42(12), HRS.

4.3 Proposal Preparation

One of the objectives of this RFP is to make proposal preparation easy and efficient, giving Offerors ample opportunity to highlight their proposals. The evaluation process must also be manageable and effective. When an Offeror submits a proposal, it shall be considered a complete plan for accomplishing the tasks described in this RFP and any supplemental tasks the Offeror has identified as necessary to successfully meet the obligations outlined in this RFP.

The proposal shall describe in detail the Offeror's ability and availability of services to meet the primary project goal of this RFP as stated herein. Proposals shall be prepared in a straightforward and concise manner, in a format that is reasonably consistent and appropriate to the purpose of this RFP. Emphasis shall be on completeness and clarity of content. If any additional information is required by the STATE regarding any aspect of an Offeror’s proposal, such information shall be provided within two (2) working days of the STATE’s request unless otherwise stated or directed by the STATE.

4.4 Proposal Security

A Bond is not required if submitting a Proposal.

4.5 Proposal Submission and Format

This section prescribes the standard format for a proposal submitted in response to this RFP.

Offeror shall submit a Proposal using the exact forms or reproductions of such forms as provided and as otherwise instructed by this RFP. Failure to comply may result in a determination that the proposal is non-responsive.

The standard format will facilitate the STATE’s review, comparison, evaluation of proposals, and verification as to whether the minimum requirements are met by each Offeror and the Offeror’s Proposal.

The format is not intended to limit the content of a proposal in any way. The Offeror may include any additional data or information that is deemed pertinent to this RFP.

This electronically submitted offer shall be considered the original. Any offers received outside of the HIePRO shall not be accepted or considered for award, unless otherwise specified herein. The maximum file size that HIePRO can accept is 100MB. Files larger than 100MB must be reduced into two (2) or more files.

Proposals shall be submitted and received electronically by the specified due date and time through the HIePRO (http://hiepro.hawaii.gov).

4.6 Proposal Organization and Content

Proposals shall be organized in this order:

Table of Contents: The table of contents shall clearly identify the material by section and by page number.

Section 1: Forms (Offeror Identification and Information Form (Appendix A), Wage Certificate (Appendix B))

Section 2: Executive Summary Section 3: Offeror Qualifications (including subsections: Offeror History and

Background, Offeror Information (Appendix C), Offeror References (Appendix D))

Section 5: Subcontractors (if any) Section 6: Offer of Services (Appendix E)

RFP D26-100 16

Section 7: Price Proposal (Appendix F) Attachment A: Proof of Compliance Documents

Additional information about specific requirements of each section follow.

4.7 Forms

4.7.1 Offeror Identification and Information Form (Appendix A)

Offeror shall submit the Proposal under the company’s exact legal name as registered with the Department of Commerce and Consumer Affairs, if applicable, and shall indicate exact legal name in the appropriate space on the Offeror Identification and Information Form. Failure to do so may result in rejection of the proposal or delay proper execution of a resulting contract, if any.

The Offeror’s authorized signature on the OFFEROR IDENTIFICATION AND INFORMATION FORM shall be an original signature in ink, which shall be required before an award, if any, can be made. The submission of the proposal shall indicate Offeror’s intent to be bound.

A hard copy (original signature in ink) of the OFFEROR IDENTIFICATION AND INFORMATION FORM must also be received by the Hawaii State Department of Education, Procurement and Contracts Branch, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797, within five (5) working days after the proposal due date.

4.7.2 Wage Certificate (Appendix B)

Offeror shall complete and submit a Wage Certificate, by which the Offeror certifies that services required will be performed pursuant to §103-55, HRS. Accordingly, Offeror should consider the public sector wage rates and/or benefits when preparing this bid, as applicable.

Although Item 1 of the Wage Certificate is not applicable to this solicitation if there are no STATE or public sector employees performing work similar to the requirements herein, Item 2 of the certificate is applicable in all situations. Offeror is therefore advised that submission of the Wage Certificate is required.

4.8 Executive Summary

The executive summary shall summarize the contents of the Proposal in a way that gives readers a broad understanding of the entire Proposal and must also contain the following:

Terms and Conditions - A statement that the Offeror understands and shall comply with all terms and conditions of the RFP (including the General Conditions).

Subcontracting - A statement that the products and services of the proposed solution shall be provided solely by the Offeror and the Offeror’s company or whether a subcontractor(s) shall assist. The Offeror’s use of subcontractor(s) requires the prior written approval of the STATE.

Taxable Transaction – Work to be performed under this solicitation is a business activity taxable under Chapter 237, HRS, and vendors are advised that they may be liable for payment of the Hawaii General Excise Tax (GET). If an Offeror is a person exempt by the HRS from paying the GET and therefore not liable for the taxes on this solicitation, Offeror shall state its tax exempt status and cite the HRS chapter or section allowing the exemption.

Pending Litigation – The Offeror shall disclose any pending litigation to which they are a party, including the disclosure of any outstanding judgment. If applicable, please explain how litigation may materially impact the Offeror or the Offeror’s ability to fully perform and complete any work under the contract.

Other Notable Items - The Offeror shall disclose any other items of note that may have material impact

RFP D26-100 17

the Offeror or the Offeror’s ability to fully perform and complete any work under the contract.

4.9 Offeror Qualifications

This section of the Proposal shall include the following:

4.9.1 Offeror History and Background (Appendix C). Offeror shall describe its corporate background and experience including its size and resources, details of corporate experience, or substituted experience, qualifications, and capabilities, relevant to the Project.

4.9.2 Offeror Information (Appendix C). Offeror shall provide general information regarding their company on Appendix C. This includes, but is not limited to, guard license number, office location, and years of experience (or substituted experience).

4.9.3 Staffing (Appendix C). Offeror shall include a description of the role, function, and experience of its assigned staff. Offeror shall provide resume/vita for staff who will be specifically assigned to the contract. Resumes should contain information relating to each staff's experience, education, and skills. This may include, but is not limited to, specific certifications, degrees, dates, names of employers, position titles, and educational institutions attended. If the Offeror’s solution involves use of subcontractors in an amount greater than 10% of the anticipated work, resumes of any subcontractors shall also be included.

4.9.4 Offeror References (Appendix D). Offeror shall provide a minimum of three (3) recent client references for whom the Offeror is or has provided similar services, who can attest to the quality, reliability, qualifications, and experience of all aspects of Offeror’s services and personnel.

References are to include the name of the client organization; name, title, and telephone number of the contact person; and date, duration, and brief description of work performed for the client.

The STATE reserves the right to inquire about Offerors current performance and reliability.

4.10 Subcontractors

The Offeror may propose to fulfill any of the responsibilities outlined herein by entering into a subcontract with an individual, organization, or other entity that possesses the requisite expertise to fulfill the requirements of the RFP. The Offeror shall retain sole responsibility for the completion of all tasks and for the quality of the work product. The use of subcontractors shall not place additional burdens or demands on the STATE (e.g., coordinating with staff from multiple CONTRACTORS).

For any item listed herein to be fulfilled by a subcontractor, the Offeror shall provide a description of the proposed partner and the subcontractor’s capability to meet the demands of the RFP. In the event the Offeror elects to engage the participation of a subcontractor, the STATE retains the right to approve the selection of the subcontractor and the proposed role that the Offeror shall fulfill under this contract.

If a proposal involves the use of any subcontractor, the subcontractor shall also comply with the Offeror qualifications requirements identified in the following sections:

Offeror History and Background (Appendix C) Offeror Information (Appendix C) Offeror References (Appendix D)

4.11 Offer of Services (Appendix E)

This section of the Proposal must address areas described in the scope of work, and any other tasks necessary to complete the work described. This includes, but is not limited to, the island(s)/district(s)/complex(es) Offeror is proposing to service; a description of Offeror’s processes and timeliness in responding to a School/Office’s request; an estimated timeline that includes the minimum amount of advance notice Offeror would need to provide an SO to the requested location on each island/district/complex proposed; and any other relevant information related to Offeror’s services and

RFP D26-100 18

response time.

4.12 Price Proposal

The hourly price(s) proposed shall be inclusive of all costs, direct or indirect, and all applicable taxes, as required for the fulfillment of services, if any, during the agreement period. The hourly price(s) proposed shall include all costs for labor, supervision, equipment, materials, transportation, overhead, profit, all applicable taxes and any other incidental and operational expenses. The proposed price(s) shall be the all-inclusive hourly cost to the STATE. No other charges will be honored.

The hourly price(s) proposed must include all requirements and responsibilities described in the scope of work, and any other tasks necessary, and include all costs to be incurred in the format of hourly rate(s). If awarded, these hourly rate(s) will be included on the Vendor List and provided to schools/offices for their information. Offeror shall include the island(s) and if applicable, the district(s) and complex(es), in which the rate(s) apply to as well as the pricing structure for day and night services and the hours each covers.

In the event the Offeror intends to enter into a partnership with a subcontractor, Offeror shall provide all required information stated above for the subcontracted task.

4.13 Proof of Compliance Documents

Offeror is advised that if awarded under this RFP, Offeror shall, upon award, furnish the required certificates and documentation (refer to RFP section regarding Responsibility of Offerors). In order to expedite contract execution, if any, it is highly recommended that the certificates be submitted with the Offeror’s Proposal as follows:

A. Certificate of Compliance as issued by the Hawaii Compliance Express online system B. Certificate of Insurance

4.14 Certification of Independent Cost Determination

By submitting a proposal in response to this solicitation, Offeror certifies as follows:

4.14.1 The costs in this RFP have been arrived at independently, without consultation, communication, or agreement with any other Offeror, as to any matter relating to such costs for the purpose of restricting competition.

4.14.2 Unless otherwise required by law, the costs which have been quoted in response to this RFP have not been knowingly disclosed by the Offeror prior to award, directly or indirectly, to any other Offeror or competitor prior to the award of the contract.

4.14.3 No other attempt has been made or will be made by the Offeror to solicit or implore any other person or firm to submit or not to submit a proposal in response to this RFP for the purpose of restricting competition.

RFP D26-100 19

5. PROPOSAL EVALUATION

The STATE reserves the right to reject any or all Proposals, and waive any defects if the STATE believes the rejection or waiver to be in the best interest of the STATE.

The evaluation will be based solely on the evaluation criteria detailed in this RFP, and shall be performed by the selected members of the Evaluation…