SGS - Questions and Answers.pdf

Security Guard Services

Invitation to Bid

No. 23-92121500-ITB-V3

Questions and Answers

Questions and Answers

The Department has received the following questions through email, and the Department’s answers are provided in the table listed below:

No. Question Answer

1. Can you provide a list of the various Florida Agencies that have historically purchased off the State Contract over the years or past year? And the estimated hours or additional details?

Details relating to the existing Security Guard Services state term contract may be found on the DMS website: Security Guard Services state term contract No.

92121500-20-1.

Estimated hours and usage varies based on the Customer’s needs and Service Level Agreement (SLA).

The following State Agencies have purchased off the existing state term contract:

Agency for Health Care Administration, Agency for Persons with Disabilities, Department of Children and Families, Department of Commerce, Department of Education, Department of Elder Affairs, Department of Environmental Protection, Department of Financial Services, Department of Health, Department of Highway Safety and Motor Vehicles, Department of Juvenile Justice, Department of Management Services, Department of Revenue, Department of State, Department of the Lottery, Department of Business and Professional Regulation, Division of Administrative Hearings, Executive Office of the Governor, Department of Transportation, and Florida Fish and Wildlife Conservation Commission.

2. For State Agencies that require new Guards training, is training billable (per state contract) or is this on a client-by-client basis approved?

As noted in section 15, Training of Attachment A, Scope of Work, “[a]ll training will be at the sole cost and expense of the Contractor, unless stipulated otherwise in the Customer’s

SLA.”

Training is not billable unless stipulated otherwise in the Customer’s SLA.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2

3. What are the qualifications (if any) for Health & Wellness pay, or ACA compliant health plans for Guards, full time. Or are there any wage requirements or health benefits for 40 hour + employees, besides Florida Minimum Wage?

Any Health & Wellness pay, or ACA compliant health plans for Guards, full time will be at the sole expense of the Contractor.

4. For State customer locations where guards are to operate metal detectors or other security detection systems, what Guard Level (I, II, III, IV) would this SOW fall under? And is this training billable? Or is this service an additionally billable line item outside of fixed pricing?

As noted in section 10, Service Level Agreement of Attachment A, Scope of Work, Customers shall create an SLA using Attachment H, Draft SLA, describing the specific Security Guard Services required by the Customer, as well as any unique requirements, prior to purchasing Security Guard Services from the Contract.

As noted in section 15, Training of Attachment A, Scope of Work, all training will be at the sole cost and expense of the Contractor, unless stipulated otherwise in the Customer’s

SLA.

5. Are all payment terms NET30 from state purchasing agencies?

All payment terms are in accordance with section 215.422, Florida Statutes.

Pursuant to that statute, invoices submitted to an agency are subject to inspection and approval of the goods or services. The agency shall submit an approved invoice for payment of any undisputed portion to the Department of Financial Services (DFS) within 20 days after receipt of the invoice. Subject to the exceptions set forth in section 215.422, Florida Statutes, DFS shall approve payment of any undisputed portion of the invoice no later than 10 days after the agency’s filing of the approved invoice.

6. Are there any additional redundant equipment that the contractor is required to include in their quoting, besides what is noted in Section 14.3 of Attachment A. And if state agency client calls for additional items: i.e., sip ties, hand cuffs, batons., are these billable outside the fixed pricing and determined on state client level basis?

As noted in section 14.3, the redundant communication equipment may include but is not limited to:

a. Stationary Telephone

b. Cellular telephone with long-distance calling capabilities.

c. Two-Way Radio

d. Fax Machine

Each Purchase Order issued by a Customer will include a Customer Service Level Agreement specific to the Customer’s needs, as further described in section 10 Service Level Agreement of Attachment A Scope of Work.

7. Is there any preference of SDVOSB firms in this solicitation, or will the State mandate a percentage of work to SDV firms as a subcontractor, or will additional points be given to SDV firms in their proposal review/award? In addition to Diversity encouragement in Attachment D, 4.5 Diversity.

No, the state will not mandate a percentage of work to SDV firms as a subcontractor. No additional points will be given to SDV firms.

8. Is there anything in particular that you were looking for that you did not see in any of the proposals submitted in July?

The requirements and expectations of the active ITB No. 23-92121500-ITB-V3 are noted within the solicitation document and attachments.

9. Can you please provide current hours/staffing requirements by facility as well as if a vehicle is used? We understand that individual regions may differ moving forward, but if we have the current state, we will be able to provide you with the most competitive pricing possible.

Details relating to the existing Security Guard Services state term contract may be found on the DMS website: Security Guard Services state term contract No.

92121500-20-1.

Security Guard Services / State Term Contract / State Contracts and Agreements / State Purchasing / Business Operations / Florida Department of Management Services - DMS (myflorida.com)

Current hours/staffing requirements vary based on the Customer’s needs and Service Level Agreement.

10. Vendors are now required to have an Ariba account in order to access bids through MyFloridaMarketplace / State of Florida Next Gen. The Ariba service carries a considerable cost that is required by vendors. Is the Ariba service billable?

No. Bidders must consider all cost/expenses associated with providing services when responding to this Invitation to Bid (ITB).

11. Will the State consider providing an overview of any minimum/living wages that will apply to this contract? For example, the State of Florida minimum wage of $12/hour will become effective September 30, 2023. While this wage falls well below what is required to recruit and retain an unarmed

Prices may be adjusted in accordance with section 22.11, Price Adjustments, in Attachment A, Scope of Work, based on changes in the Producer Price Index but is subject to DMS’s exclusive right to accept or reject a price adjustment request. Bidders must consider any applicable laws or changes to minimum https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 individual with a Florida Department of Agriculture and Consumer Services Class “D” Security Guard license it will be applicable.

wage requirements that may take effect during the contract term when responding to this ITB.

12. In addition, will vendors need to be able to comply with other minimum wage requirements set by Cities and Counties? For example, does vendor pricing need to account for Miami- Dade County, Broward County and/or other county living wage requirements?

See Section 5.1, Conduct of Business, of Attachment D, Special Contract Conditions. Bidders must consider compliance with all laws, rules, codes, ordinances, and licensing requirements when submitting a bid for a region.

13. Specifically, the current Broward County Living Wage for Security Officer Services is $20.82 per hour without health benefits (for employer that does not offer healthcare benefits) which is effective January 1, 2023 (covered employees will receive 40 hours of paid time off on an annual basis).

Does vendor pricing need to accommodate this current living wage as well as future living wage changes given that these changes are unknown to the vendor until they are placed into effect by the County?

Bidders must consider any applicable laws or changes to minimum wage requirements that may take effect during the contract term when responding to this ITB.

14. If vendors are required to comply with changes to the living wage ordinances will vendors be permitted to change their pricing to adjust for increases or decreases to these living wage requirements?

Prices may be adjusted in accordance with section 22.11, Price Adjustments, in Attachment A, Scope of Work, based on changes in the Producer Price Index but is subject to DMS’s exclusive right to accept or reject a price adjustment request. Bidders must consider any applicable laws or changes to minimum wage requirements that may take effect during the contract term when responding to this ITB.

15. Since pricing is provided at a maximum price, is the contractor required to accept only purchase orders at the maximum price provided on the contract?

Contractors should respond to a Request for Quote in accordance with the pricing awarded on the Price Sheet.

As noted in section 3.1, Pricing of Attachment D, Special Contract Conditions, the Contractor will not exceed the pricing set forth in the

Contract documents. Contractors are allowed to offer lower pricing.

16. Can DMS please clarify if the contractor is required to accept timely purchase orders only from State Agencies?

As defined in section 3, Definitions of Attachment A, Scope of Work, a Customer is a State Agency (see § 287.012, F.S.) or Eligible User (see Rule 60A-1.001, F.A.C.). Please also refer to section 3.4, Purchase Order, of Attachment D, Special Contract Conditions.

17. Can DMS please clarify if the contractor is required to accept timely purchase orders only from other governmental entities and/or cooperative purchasing users?

As defined in section 3, Definitions of Attachment A, Scope of Work, a Customer is a State Agency (see § 287.012, F.S.) or Eligible User (see Rule 60A-1.001, F.A.C.). Please also refer to section 3.4, Purchase Order, of Attachment D, Special Contract Conditions.

18. If a state agency, county or city entity enacts a living wage above the contracted rates, or at rates which would become unprofitable for the vendor, is the vendor permitted to decline these purchase order?

See Section 5.1, Conduct of Business, of Attachment D, Special Contract Conditions. Bidders must consider compliance with all laws, rules, codes, ordinances, and licensing requirements when submitting a bid for a region.

19. Is the vendor required to accept purchase orders in all regions that the vendor has a pricing schedule?

As noted in section 2.7, Basis of Award of the ITB document “Bidders are not required to Bid on all Regions; however, if submitting a bid, the Bidder must complete all required fields by providing pricing for all security guard positions, service lengths (long and short term), and hours (full time, part time and occasional) within each region bid on for both the initial and renewal terms.”

20. Can the vendor reject a quote request and/or a purchase order?

Yes, however it is not recommended.

With respect to quote requests, as noted in section 4.3, Request for Quote Requirements of Attachment A, Scope of Work, in accepting a Customer’s purchase, the Contractor recognizes its responsibility for all tasks and deliverables contained therein, warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks and deliverables, and agrees to be fully accountable for the performance thereof.

With respect to purchase orders, please refer to section 3.4, Purchase Order of Attachment D, Special Contract Conditions.

21. Attachment B, 3.4 Purchase Order states “Purchase orders shall be valid through their specified term and performance by the Contractor, and all terms and conditions of the Contract shall survive the termination or expiration of the Contract and apply to the Contractor’s performance. The duration of purchase orders for recurring deliverables shall not exceed the expiration of the Contract by more than twelve months.”

Is the term of performance considered to be the term specified under the contract itself or as specified in the Service Level Agreement or Purchase Order?”

Depending on when services are requested by a Customer, the beginning and end date of the Customer SLA or a purchase order thereunder may differ from the term of the Contract. As noted in section 3.4, Purchase Order of Attachment D, Special Contract Conditions, “[p]urchase orders shall be valid through their specified term” (i.e., the term of the purchase order) and “all terms and conditions of the Contract shall survive the termination or expiration of the Contract and apply to the Contractor’s performance” under a purchase order that extends beyond the Contract term.

22. Attachment C, 3.7 Transaction Fees.

states “The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to Section 287.057(24), F.S., all payments shall be assessed a Transaction Fee of one percent (1.0%), or as may otherwise be established by law, which the vendor shall pay to the State.”

Are there any anticipated changes in these transaction fees during the contract or renewal period?

Bidders must submit a bid taking into consideration any potential changes to the Transaction Fee, for any Region it chooses to submit a bid.

The Transaction Fee is determined on an annual basis. The Department will contact each vendor of any changes to this fee as we are made aware.

23. If these transaction fees change during the initial contract period or during the renewal period will the vendor be permitted to change their fees accordingly?

Price adjustments will only be permitted in accordance with the process set forth in section 22.11, Price Adjustments of Attachment A, Scope of Work.

24. Attachment B, 6.10 Cooperative Purchasing states “Pursuant to their own governing laws, and subject to the agreement of the Contractor, governmental entities that are not Customers may make purchases under the terms and conditions contained herein, if agreed to by Contractor. Such purchases are independent of the Contract between the Department and the Contractor, and the Department is not a party to these transactions. Agencies seeking to make purchases under this Contract are required to follow the requirements of Rule 60A-1.045(5), F.A.C.”

Is the transaction fee applicable to cooperative purchasing agreements?

All payments issued by State Agencies to registered vendors for purchases of Commodities or Contractual Services under Chapter 287, F.S., shall be assessed the Transaction Fee.

25. Attachment B, 7.4 Performance Bond states “Unless otherwise prohibited by law, the Department may require the Contractor to furnish, without additional cost to the Department, a performance bond or irrevocable letter of credit or other form of security for the satisfactory performance of work hereunder. The Department shall determine the type and amount of security.”

This is a significant expense to the contractor. Should this cost be accounted for in all pricing?

Vendors are encouraged to review all terms and conditions and shall account for all expenses when determining final pricing.

As noted in Attachment C, Additional Special Contract Conditions, section 7.4, Performance Bond has been replaced in its entirety with the following: “Unless otherwise prohibited by law, the Customer may require the Contractor to furnish, without additional cost to the Customer, a performance bond or irrevocable letter of credit or other form of security for the satisfactory performance of work hereunder. The Customer shall determine the type and amount of security.”

26. Can an additional fee be added to account for the costs of a performance bond when it is required?

Vendors are encouraged to review all terms and conditions and shall account for all expenses when determining final pricing.

27. Attachment B, 11.2.1 Proposal of Corrective Action Plan states “In addition to the processes set forth in the Contract (e.g., service level agreements), if the Department or

The Department or Customer will notify the Contractor of the timeframe for the Corrective Action Plan. The timeframe may be based on the specific issues identified by the Department or

Customer determines that there is a performance deficiency that requires correction by the Contractor, then the Department or Customer will notify the Contractor. The correction must be made within a timeframe specified by the Department or Customer. The Contractor must provide the Department or Customer with a corrective action plan describing how the Contractor will address all performance deficiencies identified by the Department or Customer.”

Can the Department provide the specified timeframe that will be expected for corrective action to occur (or at least provide range in the timeframes) so that the impact of this response time can be determined?

Customer and cannot be quantified in advance.

28. Attachment B, 11.2.2 Retainage for Unacceptable Corrective Action Plan or Plan Failure states “If the corrective action plan is unacceptable to the Department or Customer, or implementation of the plan fails to remedy the performance deficiencies, the Department or Customer will retain ten percent (10%) of the total invoice amount.”

Can the Department provide the template that will be used for the corrective action plan and the parameters for what is considered acceptable or unacceptable?

No. The Corrective Action Plan will depend on the issues identified by the Customer or the Department.

29. Attachment C, 6 states that “A two (2) year background in law enforcement may be substituted for prior years of experience.”

Will two (2) year background in Department of Corrections and Military also apply?

Please see section 3, Definitions of Attachment A, Scope of Work for the definition of Florida Law Enforcement Officer.

30. Attachment C, 6.5 states “All armed and unarmed Security Guards employed by the Contractor must have

Yes. Please refer to sections 6.1, and

6.5 of Attachment A, Scope of Work for at a minimum of one (1) year of similar Security Guard Services experience.”

Are all Security Guard Level I positions (An unarmed individual with a Florida Department of Agriculture and Consumer Services Class “D” Security Guard license) required to have a minimum of one (1) year of experience as a Class “D” security officer?

requirements for armed and unarmed Security Guards.

31. Attachment C, 5.4. states “Assist the Customer’s personnel in emergency situations as identified by the Customer. If an emergency extends beyond the normal working hours, the Security Guard will be paid for additional hours at the standard rate of pay. Security Guards may be diverted by the Customer from normal assignment duties to respond to emergency situations or special duty assignments. No additional costs shall be charged to the Customer for such diversion of Security Guards for emergency situations; however, the Contractor will not be penalized for any regular daily work task not completed by the Security Guard due to their participation in such emergency activities.”

Can the State please clarify if the contractor will be required to pay security guards at regular rates for the emergency extended hours?

Please refer to section 8.9.8 of Attachment A, Scope of Work. If an emergency extends beyond the normal working hours, the Security Guard will be paid for the additional hours at the standard rate of pay.

32. Will the contractor still be penalized for not completing regularly assigned tasks as a result of the emergency?

Will the 40-hour maximum work week requirement still apply?

For emergency situations please refer to section 8.9.8 of Attachment A, Scope of Work. For authorized overtime worked please refer to section 19.2 of

33. Could meeting these emergency needs result in the contractor being given a fine?

As noted in section 8.9.8 of Attachment A, Scope of Work, the Contractor will not be penalized for any regular daily work task not completed by the Security Guard due to their participation in emergency activities.

34. Attachment C, 8.9.16. states “Where applicable, ensure availability as required for special events and

Please refer to section 5.2.5, Occasional of Attachment A, Scope of Work, and Attachment B, Price Sheet, situations where Customer provides Contractor with 24 hours advanced notice.” The standard industry notification time for special events is typically 72-hours in advance.

To clarify, which rate will the contractor be permitted to use in these circumstances (e.g., the Occasional rate or whatever rate is currently in effect)?

where pricing is requested for such Occasional security guard services.

35. Should the 24-hour advanced notification timeframe be priced into the Occasional rates or into ALL rates?

Bidders shall consider all costs/expenses of providing services in accordance with the terms of this ITB when submitting a bid.

36. Attachment C, 8.9.17. Be capable of responding to any on-site call received within five (5) minutes.

Can you please clarify what type of response is required within the 5-minute required response timeframe?

Please refer to section 8.9.17 of

37. Should 5-minute response timeframe requirement be priced into all rates?

Yes. Please note that the Security Guard will already be on-site, and this is a requirement of them fulfilling their job.

38. Attachment C, 9.1.6 states “Successfully pass a pen and paper literacy test administered by the Contractor including, but not limited to, spelling and grammar. Contractor shall furnish results to Customer or DMS upon request.”

Will the State provide the required literacy test?

No. The Contractor is expected to provide and administer these tests.

39. Attachment C, 13.1 states “The Contractor shall provide a manager (i.e. Regional and Corporate Headquarters) who will conduct regular, unannounced inspections to ensure Security Guards’ compliance with established terms and conditions.

The frequency of Inspections will be determined in the Customer’s SLA.”

Can the State please define the period of inspections required so that they

As noted in section 13, Contractor Inspections, subsection 13.1 of Attachment A, Scope of Work, the frequency of inspections will be determined in the Customer’s SLA.

can be accounted for in contractor provided pricing?

40. Attachment C, Section 14.3 states that “Security Guards shall be equipped with redundant communication equipment, furnished by the Contractor, to be able to communicate with their supervisor, their home office, 911, the local police, and the Customer’s Contract Manager. This redundant communication equipment may include, but is not limited to: a.

Stationary Telephone b. Cellular telephone with long-distance calling capabilities. c. Two-Way Radio d. Fax Machine”

Can the state please clarify if this equipment needs to be provided at no additional cost?

As noted in section 14.3 of Attachment A, Scope of Work, redundant communication equipment will be furnished by the Contractor at no additional cost to the Customer. The redundant communication equipment selected shall be in accordance with Customer’s SLA.

41. Please specify which redundant communication will need to be priced into the contractor’s bill rates? This will be a significant cost item and expensive to the agencies. In addition, contractors may not have the ability to install Stationary Telephones on client property.

communication equipment will be furnished by the Contractor at no additional cost to the Customer. The redundant communication equipment selected shall be in accordance with Customer’s SLA.

42. Please define if it’s possible that the contractor will need to provide all of these redundant communication methods?

communication equipment will be furnished by the Contractor at no additional cost to the Customer. The redundant communication equipment selected shall be in accordance with the Customer’s SLA.

43. Please define any other communication equipment that may be required beyond this list.

communication equipment will be furnished by the Contractor at no additional cost to the Customer. The redundant communication equipment selected shall be in accordance with Customer’s SLA.

44. Attachment C, 14.1 Security Guards providing services under this Contract shall report to work in uniforms provided by, and paid for by, the

Pursuant to section 22.1, a Contractor shall have sole responsibility for the supervision, daily direction and control, payment of salary (including withholding

Contractor, unless otherwise specified by the Customer in the SLA.

Some security guard companies pay for these uniforms but then deduct these costs from the security officer payroll. Is this acceptable?

If not acceptable, how will this be audited?

of income taxes and social security), and any benefits for its personnel. The Security Guard’s uniform will be at the expense of the Contractor.

As noted in section 14.1 of Attachment A, Scope of Work, Security Guards providing services under the Contract shall report to work in uniforms provided and paid for by the Contractor, unless otherwise specified by the Customer in the SLA. All Security Guards shall be appropriately uniformed in accordance with section 493.6305, F.S.

45. Attachment C, 18.5 states “The Contractor shall provide coverage of additional shifts or special requests as approved by the Customer pursuant to this Section 5 at standard hourly billing rates.”

Are these additional shifts and special requests billable at the Occasional rates or are contractors required to price in this overtime within the standard bill rates?

Additional shifts and special requests are considered “Occasional” The Customer will be billed in accordance with the hourly rate provided on Attachment B, Price Sheet. Please also see section 5.2.5, Occasional, of Attachment A, Scope of Work. Overtime may only be invoiced in accordance with section 19.2 of Attachment A, Scope of Work.

46. For part-time occasional work details, can the contractor require a minimum of at least 6 billable hours? For example, if an officer is required to drive to a remote work site and the detail ends early, can the officer be guaranteed at least 6 hours of pay?

Additional shifts and special requests are considered “Occasional” The Customer will be billed in accordance with the hourly rate provided on Attachment B, Price Sheet. Please also see section 5.2.5, Occasional, of Attachment A, Scope of Work. Overtime may only be invoiced in accordance with section 19.2 of Attachment A, Scope of Work.

47. Attachment C, 19.4 states “The Contractor may be authorized or required to furnish unscheduled uniformed Security Guards for the premises or other location(s) designated by the Customer according to the rates established in the pricing schedules and pursuant to all other provisions of this Contract.”

Since this contract requires contractors to furnish unscheduled security guards according to the standard pricing

Overtime may only be invoiced in accordance with section 19.2 of Attachment A, Scope of Work.

Contractor will maintain a group of substitute/alternate Security Guards trained on the Customer’s facility for assignment as required in accordance with Section 18.5, of Attachment A, Scope of Work and is responsible for maintaining sufficient staffing to ensure Security Guards are available to work at the Customer’s facility list as incorporated through the SLA in schedules while state law requires contractors to pay overtime all vendors will need to account for overtime in the standard bill rates?

accordance with Section 20, Coverage, of Attachment A, Scope of Work.

48. Would the State consider adding an overtime bill rate so that all agencies don’t bear the additional costs of overtime costs included within the standard rates when they may not be applicable to them?

Overtime may only be invoiced in accordance with section 19.2 of Attachment A, Scope of Work.

Contractor will maintain a group of substitute/alternate Security Guards trained on the Customer’s facility for assignment as required in accordance with Section 18.5, of Attachment A, Scope of Work and is responsible for maintaining sufficient staffing to ensure Security Guards are available to work at the Customer’s facility list as incorporated through the SLA in accordance with Section 20, Coverage, of Attachment A, Scope of Work.

49. Attachment C, 20.Coverage states “Contractor is responsible for maintaining sufficient staffing to ensure Security Guards are available to work at the Customer’s facility list as incorporated through the SLA.

Customer’s facility(ies) shall be staffed in accordance with the Customer’s SLA. In the event there is no Security Guard available for any duty shift, the Contractor shall hire and pay a duly qualified off-duty Florida law enforcement officer to cover the shift at no additional cost to the Customer.”

Can the State please define a “duly qualified off-duty Florida law enforcement officer”?

Please see section 3, Definitions of

50. Attachment C, Section 22.10 Financial Consequences states “Financial Consequences for Non-Performance Per Occurrence”

Since these financial consequences range between $250 - $100 per Calander day and $500 - $10,000 per occurrence - these consequences have the potential to be significant.

Can the State please clarify if there

Any financial consequences for non-performance will be as set forth in section 22.10, Financial Consequences of Attachment A, Scope of Work.

any maximum financial consequences?

51. Attachment C, Section 22.11 Price Adjustments state “Prices may be adjusted no earlier than twelve (12) months after the start date of the Contract and no earlier than twelve

(12) months after the effective date of the previous price adjustment, whichever is later. All other pricing shall be in accordance with the initial and renewal term pricing. Price increases must be supported by a change in the Producer Price Index (PPI) for the Series ID(s) shown in the table below. This information is published by the U.S. Department of Labor, Bureau of Labor Statistics (BLS), and is available at http://www.bls.gov/data/.

Would the State consider allowing annual pricing adjustments as many government cities and counties are currently their living/minimum wage requirements? This would be beneficial to the Agencies and Users since contractors could bid more aggressively rather than trying to predict future changes to the living/minimum wage rates which has become increasingly more difficult to predict.

Price adjustments will only be permitted in accordance with the process set forth in section 22.11, Price Adjustments of Attachment A, Scope of Work.

Bidders are encouraged to submit a bid taking into consideration the prevailing wage, living wage ordinance, local mandated wage, and any potential changes thereto, for whichever Region it chooses to submit a bid.

52. Can the State please clarify if the PPI annual adjustment will be applicable to both the Initial Term Pricing and the Renewal Term Pricing? For example, can the contractor request an increase in the Year 2 pricing with the bid submission?

The PPI price adjustment is applicable to both the initial and renewal term pricing. As noted in section 22.11, Price Adjustments of Attachment A, Scope of Work, prices may be adjusted no earlier than twelve months after the start date of the Contract and no earlier than twelve months after the effective date of the previous price adjustment, whichever is later. All other pricing shall be in accordance with the initial and renewal term pricing.

53. Attachment C, Section 22.12 states that purchasing card program using the Visa platform has been implemented.

Contractors will incur additional fees for using this Visa platform. Should contractor pricing be inclusive of this fee or can this be billed separately?

accordance with the terms of this ITB when submitting a bid.

54. Since this could be a significant cost item to agencies that are not using this Visa platform would the State consider making this billable only to those agencies using this service?

accordance with the terms of this ITB when submitting a bid.

55. Can Section 2.3.2 of Attachment D to the Draft Contract on page 2 of Attachment D be revised to give the Contractor the reciprocal right to terminate the Contract for convenience on ninety (90) days’ prior written notice to the State of Florida?

The Department will not accept any unrequested terms or conditions submitted by a Bidder, including any appearing in documents attached as part of a Bidder’s response. In submitting its Bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

Section 2.3.2 of Attachment D, Special Contract Conditions, speaks to the termination of the Department’s contract. Specific terms regarding termination of a Customer’s order may be negotiated between a Contractor and a Customer in the Customer SLA. Any Customer terms and conditions conflicting with the Department’s Special Contract Conditions shall not become a part of the Contract between the Department and the vendor.

56. Our company regularly adds clients to our insurance as additional insureds, so long as our obligations are aligned with our indemnification obligations under the applicable contract and do not exceed the specified insurance limits we have agreed to provide. Can Section 7.2 of Attachment D to the Draft Contract on page 9 of Attachment D be revised as follows to reflect those parameters?

The Department will not accept any unrequested terms or conditions submitted by a Bidder, including any appearing in documents attached as part of a Bidder’s response. In submitting its Bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

On line 6, insert the following after the reference to “additional insured:” o “…to the extent of the Contractor’s obligations under Section 7.5 below and up to a maximum insured amount of $10,000,000.”

57. Our company stands behind our security services and regularly accepts the obligation to assume responsibility for the comparative portion of any losses or damages that are caused by the negligence or fault of our personnel in the performance of security services under client agreements. Can Section

7.5 of Attachment D to the Draft Contract on page 10 of Attachment D be revised as follows to reflect those parameters?

On line 5, replace the phrase “arising from or relating to” with the phrase “to the extent caused by.”

On line 6, replace the phrase “out of any acts, actions” with the phrase “any errors.”

The Department will not accept any unrequested terms or conditions submitted by a Bidder, including any appearing in documents attached as part of a Bidder’s response. In submitting its Bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

58. Will the State consider permitting the Contractor to terminate the contract for convenience on 120 days’ prior written notice?

No.

59. Attachment F / Mandatory Responsive Requirements states “The Bidder certifies that if pricing is submitted for any region, that it has at least three years of experience in providing Security Guard Services for state or local government entities.”

Does the bidder need to have at least three years of experience in providing Security Guard Services for state or local government entities in that region or will any experience for any state or local government suffice?

Bidders are encouraged to submit a bid for the region(s) it knows it will be able to service effectively and efficiently. The bidder must certify that it has at least three years’ experience in providing Security Guard Services for state or local government entities.

60. Will the Department please provide any security vehicle requirements per region (i.e., model, quantities, Pursuant to section 14.5 of Attachment A, Scope of Work, Ancillary security vehicles, as set forth in Attachment B, Price Sheet will be requested by the markings, etc.)? What is the annual mileage expected?

Customer and are to be owned or leased, licensed, and insured by the Contractor. Customer specific terms and needs will be detailed in the Customer SLA.

61. Should vehicle costs be included in the bill rate or can they be billed as a separate item?

Bidders are encouraged to review all terms and conditions and shall account for all expenses when determining final pricing.

62. How many vehicles are included in the current contract?

In accordance with section 14.5 of Attachment A, Scope of Work, security vehicles are offered by the Contractor.

The type of vehicles requested will be outlined in the Customer SLA.

63. Can fuel be billed or should it be included in rates?

Bidders are encouraged to review all terms and conditions and shall account for all expenses when determining final pricing.

64. Can other entities such as county and city, still piggyback pricing for their contracts?

Yes.

65. How many vendors serve entities under the current program? How many awarded vendors does the state plan to award in each zone?

Please refer to the existing contract landing page for the Security Guard Services state term contract No.

92121500-20-1 found on the DMS website for the coverage area in which each existing vendor is awarded to provide security guard services.

Security Guard Services / State Term Contract / State Contracts and Agreements / State Purchasing / Business Operations / Florida Department of Management Services - DMS (myflorida.com)

As noted in section 2.7, Basis of Award of the ITB document, the Department intends to issue up to 10 awards per region to the responsive and responsible Bidder(s) that submits the lowest Basis of Award price.

66. Please confirm there are no limit of zones to provide pricing

As noted in section 2.7, Basis of Award of the ITB document, Bidders are not required to Bid on all Regions; however, if submitting a bid, the Bidder must complete all required fields by providing pricing for all security guard positions, service lengths (long and short term), https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 and hours (full time, part time and occasional) within each region bid on for both the initial and renewal terms.

67. Does the Department plan to award on low price only? If not, what other criteria is under consideration.

As noted in section 2.7, Basis of Award of the ITB document, the Department intends to issue up to 10 awards per region to the responsive and responsible Bidder(s) that submits the lowest Basis of Award price. Basis of Award prices are calculated in accordance with section 2.7, Basis of Award, of the ITB document.

68. Please provide current vendors (how many vendors) and current bill rates by zone.

A list of the current vendors and the Price Sheet for the existing STC may be found on the DMS website. Security Guard Services state term contract No.

92121500-20-1

Security Guard Services / State Term Contract / State Contracts and Agreements / State Purchasing / Business Operations / Florida Department of Management Services - DMS (myflorida.com)

69. Does this include FEMA related emergency work (i.e., hurricane)?

As noted in section 7.7, Emergency Response Security Guards of Attachment A, Scope of Work, Emergency Response Security Guards consist of licensed Security Guards, either armed or unarmed, who provide services when an executive order has been issued by a governmental entity.

70. Are state hospitals included on the state term contract for security services?

As defined in section 3, Definitions of Attachment A, Scope of Work, a Customer is a State Agency (see § 287.012, F.S.) or Eligible User (see Rule 60A-1.001, F.A.C.).

71. Is there a minimum training standard? In accordance with section 15, Training of Attachment A, Scope of Work, the Contractor is responsible for ensuring that each security guard completes all trainings as required by the Contract and Customer.

72. Will the Department please advise of any training (per site) it provides or mandates of awarded vendor’s security staff? How many hours is this training and who provides it?

In accordance with section 15, Training of Attachment A, Scope of Work, the Contractor is responsible for ensuring that each security guard completes all trainings as required by the Contract and Customer.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contract/security_guard_services2

73. What is the timeline for receiving associated credentials?

As noted in section 6, Licensing Requirements/Eligibility Requirements of Attachment A, Scope of Work, all armed and unarmed Security Guards must have the applicable state of Florida Department of Agriculture and Consumer Services Security Guard Class license(s) necessary for the position they serve under the Contract, which are to be kept current and on the Security Guard’s person while on duty.

74. What equipment is required by site/post and in what quantities (e.g., PPE, radios, cell phones, flashlights, handheld metal detection wands, vehicle inspection mirrors, divesture bins and bowls, etc.)? Does the Department have a brand preference or other specifications? Are there any lethal/less lethal requirements?

The Department is unable to determine the type of equipment that would be requested. Each Purchase Order issued by a Customer will include a Customer Service Level Agreement specific to the Customer’s needs.