Unarmed_Security_Addendum_2.0.pdf

Unarmed Security Services | RFP Addendum

NEWPORT NEWS / WILLIAMSBURG

INTERNATIONAL AIRPORT

PENINSULA AIRPORT COMMISSION

REQUEST FOR PROPOSALS

UNARMED SECURITY SERVICES

ADDENDUM NO. 2

RFP No.: RFP 2026-1

Issue Date: October 29, 2026

Original RFP Title: Unarmed Security Services

This addendum forms part of the solicitation documents.

Offerors should review all revisions and clarifications herein.

Issued by the Peninsula Airport Commission

Airport Training and Credentials

Q01. Which required training courses are provided by the Airport, and which must the contractor provide?

The Airport will provide airport-specific credentialing, airfield driver training, and airfield-related training deemed necessary for the assigned duties. Contractor employee wages, mobilization costs, and other contractor qualification expenses remain the Contractor’s responsibility, as addressed in Addendum No. 1, Question 11.

Q02. How long does each required course take, including airport orientation, security awareness, incident reporting, emergency notification, SIDA, and Non- Movement Area Driver Training?

Plan for up to two hours to complete SIDA and Non-Movement Area Driver Training.

Any additional required courses, including airport orientation, security awareness, incident reporting, and emergency notification, will be identified separately with their estimated completion times.

Q03. How long does airport vetting, security training, and badging take, and in what order are these completed?

The required background screening typically takes one to two weeks. After successful vetting, personnel complete required airport/TSA security training through the Airport Badging Office. The Badging Office is open Monday through Wednesday, 8:00 a.m. to 4:00 p.m., and Friday, 8:00 a.m. to 1:00 p.m. Badges are issued upon successful completion of training. See also Addendum No. 1, Question 12.

Q04. What training, background check, application, or badging fees must the applicant or security company pay?

See Addendum No. 1, Question 11.

Q05. What training and certifications are required, including recurrent training, and are training time and associated expenses separately billable to the Airport?

The Contractor must maintain all required DCJS registrations, certifications, airport credentials, SIDA and Non-Movement Area Driver Training, refresher and security awareness training, post-order training, and any other training applicable to the assigned services. Airport-issued credentials are valid for two (2) years.

The Commission will not separately reimburse employee wages, onboarding, contractor qualification or recurrent training, certifications, or other mobilization expenses. These costs must be included in the Contractor’s proposed rates. See Addendum No. 1, Question 11.

Q06. Must backup officers be trained and badged before commencement, and does the initial allowance of eight personnel include primary and backup officers?

All primary and identified backup personnel must satisfy required background checks, airport training, and badging before assignment to duty. The initial allowance of eight (8) personnel includes primary and prequalified backup personnel. See Addendum No. 1, Questions 6 and 11.

Q07. Should proposals be submitted through eVA, by sealed delivery, or by email to Rob Gay? The cover and page 5 provide different instructions.

See Addendum No. 1, Question 2.

Q08. Does the two-page limit apply only to the narrative, or does it also include forms, pricing, references, licenses, and supporting documents?

See Addendum No. 1, Question 1.

Q09. Must offerors complete the forms exactly as provided, or may they reproduce forms, such as the pricing and reference tables, to provide more space for responses?

You may reproduce forms to provide more space, if needed.

Site Inspection and Patrol Requirements

Q10. How should bidders arrange the site inspection required by Special Term 10, who must attend, and when must it be completed?

See Addendum No. 1, Question 3.

Q11. What patrol areas, routes, checkpoints, post orders, fixed-post coverage, and patrol rotations are required?

See Addendum No. 1, Question 10, regarding site-specific post orders, which will be provided before service commencement.

The primary patrol area includes the terminal, surrounding roadways, parking areas, terminal curbside, and perimeter roadways. Duties may include checks of gates, fencing, tenant areas, and other Airport properties as directed. The patrol officer must complete at least two documented Airport security rounds during each patrol rotation.

One officer must continuously staff the terminal fixed post while the other performs patrol and inspections. Officers may rotate assignments every two (2) hours unless otherwise directed by the Airport. Specific routes and rotations will be established through Airport post orders.

Q12. What days of the week require coverage?

See Addendum No. 1, Question 4.

Q13. Is a dedicated on-site supervisor required? If so, what hours must that position cover? If not, how is supervision currently being handled?

See Addendum No. 1, Question 5.

Q14. How many contractor-provided patrol vehicles are required on each shift?

See Addendum No. 1, Question 8.

Q15. What vehicle markings, lighting, and communications equipment are required?

See Addendum No. 1, Question 8.

Q16. What airport permits or credentials are required for patrol vehicles, and are there associated fees?

No additional fees

Additional Coverage and Holidays

Q17. Who may authorize additional staffing, extended shifts, and emergency coverage?

The Director of Operations and Public Safety, Deputy Director or Executive Director are the only 3 persons authorized to approve emergency or additional staffing

Q18. Does the 24-hour notice requirement for additional staffing also apply to emergency coverage?

No, the 24-hour notice requirement for additional staffing does not apply to emergency coverage. Emergencies, sudden operational shifts, or unexpected coverage needs are handled through separate, accelerated scheduling channels to ensure constant minimum staffing levels are maintained without delay.

Q19. Which overtime and holiday rates apply to additional coverage, contractor-initiated overtime, and shifts crossing a recognized holiday?

Holiday and overtime rates must be stated as complete hourly billing rates in the proposal. See Addendum No. 1, Questions 7, 7a, and 18, regarding authorization, supplemental billing, and pricing format.

Airport-requested additional coverage that qualifies for overtime will be billed at the accepted overtime rate. If additional coverage qualifies as both holiday and overtime, the accepted holiday-overtime rate applies, if offered; otherwise the higher applicable holiday or overtime rate applies. Overtime arising solely from the Contractor’s staffing or scheduling is not separately billable without Commission authorization.

For billing purposes, a holiday premium applies to the entire shift only if the scheduled shift begins on a recognized holiday. A shift beginning before the holiday and ending on the holiday is billed at the regular rate. For example, a shift beginning July 3 at 2000 and ending July 4 at 0430 is billed at the regular rate; a shift beginning July 4 at 2000 is billed at the holiday rate.

Q20. Which holidays qualify for holiday billing, and will the Commission provide the recognized 2027 holiday schedule?

See Addendum No. 1, Question 4a and Attachment 1 (recognized holidays).

Q21. What insurance coverage limits, policy types, and endorsements are required for general liability, workers’ compensation, employer’s liability, automobile liability, and any umbrella/excess coverage?

General Liability (CGL)

• Commercial General Liability

• Minimum limits:

o $1,000,000 per occurrence o $2,000,000 aggregate

• Coverage for bodily injury, property damage, personal injury, and completed operations.

Workers’ Compensation

• Statutory workers’ compensation coverage as required by Virginia law.

• Coverage applies to all employees performing work under the contract.

Employer’s Liability

Minimum limits:

• $100,000 each accident

• $100,000 disease per employee

• $500,000 disease policy limit

Automobile Liability

For owned, hired, and non-owned vehicles:

• Minimum:

o $1,000,000 Combined Single Limit (CSL) per accident

• Higher limits are required for airfield vehicles, fueling operations, buses, or passenger transportation.

Umbrella / Excess Liability

• $1,000,000 to $5,000,000 excess liability

Reporting and Communication Devices

Q22. Does the Airport require a particular reporting system or format, or may the contractor use its own electronic reporting platform?

See Addendum No. 1, Question 9.

Q23. Will the Airport provide reporting equipment, or should bidders include devices and software, including cell phones equipped with their reporting technology, in the proposed pricing?

See Addendum No. 1, Question 9.

Q24. Are radios required, or are cellular devices acceptable?

The Contractor shall furnish and maintain radios for communications among its personnel. Cellular devices may serve as supplemental or backup communications but not as the primary method for routine contractor communications.

As stated in Addendum No. 1, Question 9, contractor personnel will not be authorized to operate on the Commission’s public safety radio network. Before service commencement, the Commission will establish authorized procedures for communicating with Airport Operations and other designated Airport representatives, including emergency escalation.

Q25. What are the invoicing frequency, payment terms, submission procedures, eVA purchase-order requirements, and supporting documentation requirements?

Invoices shall be submitted monthly in arrears (weekly/bi-weekly for labor contracts) and shall reference the applicable contract and eVA purchase order numbers. Payment shall be made within thirty (30) days following receipt and acceptance of a properly documented invoice. Each invoice shall include supporting documentation sufficient to verify labor, materials, expenses, deliverables, and any subcontractor costs.

Q26. What are the anticipated award, Notice to Proceed, and contract commencement dates, given the desired start within 30 calendar days after receipt of order?

See Addendum No. 1, Question 12, for the desired commencement period of 30 calendar days after receipt of order and the potential 15-day administrative extension for credentialing and related tasks

Q27. May offerors propose an optional renewal-year price increase or adjustment, and how would any later wage determination affect rates?

Yes

Q28. Which federal labor, prevailing wage, fringe benefit, wage determination, and certified payroll requirements apply to this security services contract?

This solicitation is for non-construction security guard services. The Davis-Bacon Act (DBA), Copeland Anti-Kickback Act, and Contract Work Hours and Safety Standards Act (CWHSSA) are not applicable to this solicitation and are hereby deleted from the solicitation requirements.

The Service Contract Act (SCA) is also not applicable to this solicitation. Accordingly, no SCA wage determination will be issued, and SCA-related contract clauses and wage determination requirements shall not apply.

All references to the above requirements in the solicitation are amended accordingly. All other terms and conditions of the solicitation remain unchanged.

Uniforms and Personal Protective Equipment

Q29. What uniforms and PPE are required, who provides them, and should bidders include their costs in pricing?

Standard professional security uniforms are acceptable. High-visibility safety vests meeting applicable standards must be worn in or near traffic areas, parking lots, roadways, and the airfield. Steel-toe boots are recommended, but not required, for relevant patrol and inspection duties.

The Contractor shall provide, maintain, and replace all uniforms, footwear, high-visibility apparel, and other required PPE, and include these costs in its proposed pricing. The Commission will not separately reimburse routine PPE expenses unless specifically authorized in writing.

Q30. Where and when will answers to bidder questions be published, and will they be shared with all bidders through a formal addendum?

Addendum No. 1 contains responses to previously submitted questions. Additional responses will be issued as formal addenda and made available to all offerors through the solicitation’s designated publication channel as soon as practicable.

Q31. Please provide a copy of the current security services contract, including pricing, amendments, and renewals. If there is no current contract, please confirm.

See Addendum No. 1, Question 8a. This is the Commission’s initial procurement of these contracted services; there is no incumbent contract for this scope of work.

Q32. Bond Requirements: Are bid bonds, performance bonds, payment bonds, or other financial guarantees required? If so, please clarify the required amounts or percentages, acceptable forms, surety requirements, and submission timelines.

The Virginia Public Procurement Act’s mandatory bid, performance, and payment bond requirements apply to qualifying construction contracts, not ordinary nonprofessional service contracts. Bonds are not required for this solicitation

Q33. Coverage variability. Since coverage is "up to" seven nights, "generally" 2000–0430, how much notice will the Commission give for reduced nights, changed hours or seasonal schedule changes?

The Commission anticipates providing a regular operating schedule; however, coverage requirements may vary based on operational needs, airline activity, special events, construction projects, security requirements, or budgetary considerations. The Commission will make reasonable efforts to provide advance notice of any anticipated schedule changes.

Except in emergencies or unforeseen operational circumstances, the Commission generally expects to provide at least fourteen (14) calendar days' notice for significant changes to the number of coverage nights, hours of operation, or seasonal schedule adjustments.

The Commission reserves the right to modify schedules with less notice when required by operational, security, weather-related, or emergency conditions.

Q34. Evaluation process. Does the Commission expect to hold oral presentations or interviews with short-listed offerors? How will the 10 price points be calculated (e.g., the lowest Estimated Annual Cost receives full points, with others prorated)?

The Commission reserves the right to conduct discussions, interviews, oral presentations, demonstrations, reference checks, and/or site visits if determined to be in the Commission's best interest. The Commission may award based solely on the written proposals received or may establish a competitive range and invite one or more offerors to participate in additional evaluation activities.

For pricing, the proposal with the lowest evaluated Estimated Annual Cost will receive the maximum 10 points. Pricing points for all other proposals will be prorated based on the following formula:

(Lowest Evaluated Cost ÷ Offeror's Evaluated Cost) × 10 Example:

Offeror A: $X (Lowest Cost) = 10.00 points Offeror B: $Y = (X ÷ Y) × 10 = 8.00 points Offeror C: $A = (X ÷ A) × 10 = 6.67 points The Commission reserves the right to verify pricing, correct mathematical errors, and evaluate pricing based on the total proposed cost and any other cost factors identified in the solicitation.

Q35. Performance remedies. Does the Commission intend to apply deductions or credits for unfilled coverage hours, or other performance standards beyond the 2-hour and 24-hour replacement requirements? If so, can these be shared before proposals are due?

The Commission expects the Contractor to maintain staffing levels and meet all performance requirements specified in the solicitation and resulting contract. At this time, the Commission does not anticipate establishing a separate schedule of deductions, liquidated damages, or service credits for unfilled shifts or other performance deficiencies.

However, repeated failure to provide required staffing, maintain qualified personnel, comply with contract requirements, or meet established response and replacement timeframes may be considered a performance deficiency and may be addressed through contract administration measures, including corrective action requests, non-renewal, or contract termination as permitted by the contract.

The Commission reserves the right to withhold payment for services not performed and to pursue any remedies available under the contract and applicable law.

Evaluation of contractor performance will consider staffing reliability, responsiveness, compliance with post orders, completion of required patrols and inspections, documentation requirements, and overall quality of service.

Q36: Security footprint: Please identify all buildings, parking lots, roadways, access gates, tenant facilities, and other areas included in the required security patrol footprint. Can the Commission provide a site map identifying the designated patrol boundaries?

Foot patrols will generally cover the main terminal complex and the area immediately in front of the terminal. Random perimeter inspections will follow the fence line around the airport operations area. Additional operational details will be provided to the selected contractor through an appropriate secure process before services begin.

Q37: Patrol frequency: Are officers expected to complete prescribed patrol rounds at specific intervals, or may the contractor establish patrol frequencies based on risk assessments and operational needs?

Patrol frequency will be established but generally expect at least 2 perimeter patrols per shift. While patrons are in the building there should be an officer present in the main terminal area.

Q38: Officer assignments: Will both officers conduct mobile patrols, or will one officer be required to remain at a fixed location monitoring surveillance cameras, alarms, and access-control systems?

Only one officer at a time is required to patrol, the other may monitor cameras and officer may alternate duties to remain alert.

Q39: Vehicle mileage: What is the estimated mileage per shift for the required patrol vehicle? Will the contractor have access to designated parking, fueling, or charging facilities?

The contractor will have access to designated parking facilities. The Commission does not have vehicle charging stations; therefore, any electric patrol vehicle must be charged off-site.

Q40: Emergency response: What responsibilities will contract security personnel have during incidents involving trespassing, disorderly individuals, unauthorized aircraft-area access, or criminal activity? Will airport police or local law enforcement serve as the primary responding agency?

During incidents involving trespassing, disorderly conduct, or unauthorized access, contract security officers shall contact the Airport Police Department when an airport police officer is on duty. If no airport police officer is present, contract security officers shall contact Newport News Dispatch. Additional response procedures and officer responsibilities will be established in the post orders.

Q41: Additional coverage: Does the Commission anticipate requesting security coverage during daytime operations, special events, flight disruptions, or emergency situations beyond the regularly scheduled overnight shifts?

The Commission reserves the right to request supplemental security coverage during daytime operations, special events, or emergency situations that extend beyond the regularly scheduled overnight shifts.

Operational notification requirements shall be governed as follows:

• Scheduled Events: For any pre-planned or scheduled events requiring supplemental personnel, the Commission will provide the Contractor with a minimum of 24 hours' advanced written notice.

• Emergencies and Flight Disruptions: Due to the unpredictable nature of emergency situations and unexpected flight disruptions, the 24-hour notice requirement shall not apply. The Commission will request emergency coverage on an as-needed basis, and the Contractor shall immediately deploy personnel based on the severity of the operational need.

Questions will be taken until November 6th by close of business

Proposal submittion window closes December 1st at 12pm EST