unarmed security RFP_responses addendum 1.pdf

Unarmed Security Services | RFP Addendum

NEWPORT NEWS / WILLIAMSBURG

INTERNATIONAL AIRPORT

PENINSULA AIRPORT COMMISSION

REQUEST FOR PROPOSALS

UNARMED SECURITY SERVICES

ADDENDUM NO. 1

RFP No.: RFP 2026-1

Issue Date: October 15, 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

1. Proposal Submission and Procurement Process

Question 1 - Proposal Length: Page 5 requests that responses be limited to two pages.

Does this limitation apply to solicitation questions only, or to the complete technical and pricing proposal, excluding required exhibits and attachments?

A: The two-page limitation applies only to the questions. Required solicitation forms, pricing, licenses, certifications, references, and other required attachments are excluded from that limitation. Offerors must submit all documentation required by the RFP.

Question2: submission Requirements: Please confirm the exact proposal submission deadline time on November 18, 2026, and whether proposals may be submitted through eVA, by email, or by sealed physical delivery.

A: Proposals must be received no later than 1200 Eastern Time on November 18, 2026.

Accepted submission methods are via the portal or sealed Physical proposals, identified in accordance with Special Term 9, and delivered to the procurement address on the cover.

[Email proposals are not accepted.] These instructions supersede inconsistent submission instructions elsewhere in the RFP.

Question 3: Site Visit: Special Term 10 references a certification of site inspection. Will the Commission conduct a preproposal conference or scheduled site visit to allow prospective offerors to familiarize themselves with the operational environment and patrol requirements? If not, may individual site inspections be arranged?

A: No group preproposal conference is scheduled. Prospective offerors may request an individual site inspection through the Procurement Contact before 6 Nov 2026 Visits are subject to advance coordination and applicable airport access requirements. Material clarifications arising from visits will be issued in writing to all prospective offerors

2. Staffing, Scheduling, and Supervision

Question4: Coverage Requirements: Is the anticipated 2000–0430 schedule required seven days per week, including weekends and federal holidays? Are the full 8.5 hours per officer billable, and must two officers remain actively on duty throughout the shift, including meal and rest periods?

A: Coverage is required up to seven days per week, including weekends and holidays, generally from 2000 to 0430. Two qualified officers must be assigned for the full coverage period. Officers may alternate meal and rest breaks, provided that only one officer is on break at a time and the other officer remains on duty and available. The base pricing assumption is 8.5 hours per officer per shift, totaling 17 officer-hours per night. Breaks must be included in the proposed rates, with no duplicate billing.

Question 4a. What Holidays will the Commission Recognize?

A: See attachment 1.

Question 4b: What number of annual hours should offerors use to calculate the "Estimated Annual Cost" on Exhibit C, and should the patrol vehicle cost be included in that figure?

A: For purposes of calculating the “Estimated Annual Cost” on Exhibit C, offerors shall assume two officers working 8.5 hours per officer per night, seven nights per week, for 365 nights annually, totaling 6,205 officer-hours per year. The Estimated Annual Cost shall include the cost of one required patrol vehicle for 365 shifts, using the proposed per-vehicle, per-shift rate. Officer costs and patrol vehicle costs shall be shown separately and combined into one annual total, without double-counting vehicle expenses included in officer rates. Offerors shall separately identify any applicable holiday or overtime premiums and disclose all calculation assumptions. These quantities are for proposal evaluation only and do not guarantee a minimum quantity of services; actual services will be authorized consistent with the contract’s “up to” coverage requirements.

Question 5: Supervisory Oversight: Does the Commission require a dedicated on-site supervisor during each shift, or would an established off-site supervisory structure with routine inspections and 24-hour management availability satisfy the requirement?

A: A dedicated additional on-site supervisor is not expressly required. Offerors shall describe their supervisory structure, inspection frequency, escalation procedures, and management availability. An off-site supervisory model with routine site inspections and 24-hour management availability may be proposed for evaluation. Any separately billable supervisory services must be clearly identified.

Question 6: Staffing Continuity: Regarding the two-hour emergency replacement requirement, does the Commission anticipate that qualified relief personnel will be maintained on standby, or is the requirement satisfied when a fully credentialed replacement reports for duty within the specified timeframe?

A: The contractor must maintain a sufficient pool of prequalified backup personnel who have completed required background checks and airport-provided orientation/training. For same-shift emergencies, a qualified replacement must fill the vacancy within two hours of notification; planned staffing shortages must be filled within 24 hours of notification. The RFP does not expressly require personnel to be physically stationed on site or prescribe paid standby arrangements. The contractor is responsible for maintaining a relief structure capable of meeting these requirements.

Question7: Additional Staffing: For supplemental staffing requested with at least 24 hours' notice, is there an anticipated maximum number of additional officers or a typical duration of assignment? Will supplemental services be authorized and billed separately at the proposed additional officer rate?

A: No maximum number of supplemental officers or typical assignment duration is established in the RFP. However, we anticipate that no more than 2 officers will be requested for a period NTE 8.5hrs. Requests will identify the required staffing quantity, schedule, and assignment duration. Supplemental services must be authorized by the Commission and will be billed separately at the applicable accepted additional-officer rate, subject to the contract’s approved holiday and overtime provisions.

Question 7a: For additional officers requested with 24 hours' notice or for emergency call-outs, does the Commission expect a minimum number of billable hours per call-out?

A: The Commission does not guarantee a minimum number of billable hours for supplemental officers requested with at least 24 hours’ notice or for emergency call-outs.

Each request will identify the required number of officers and anticipated assignment duration. Payment will be based on actual hours worked and authorized by the Commission at the applicable contract rates. Any proposed minimum-hour charge or call-out fee must be separately identified in the offeror’s proposal and will apply only if expressly accepted by the Commission and incorporated into the contract. Providing replacement personnel to fulfill already-required staffing does not authorize duplicate billing or an additional call-out charge.

3. Patrol Operations, Equipment, and Technology

Question 8: Patrol Vehicles: Does the Commission anticipate one or two dedicated patrol vehicles per shift? Are there minimum specifications regarding vehicle markings, lighting, equipment, or insurance? Will vehicle patrols be restricted to designated non-movement areas, or will additional operational access be required?

A: The contractor must provide one (1) properly marked with company name/logo, lighted with an amber beacon light, equipped, and insured patrol vehicle suitable for airport operations, unless otherwise approved by the Airport. Routine vehicle patrols will be limited to designated non-movement areas. Non-movement-area driver training is included in the required training. If an operational need for movement-area access arises, the Airport may authorize such access and require designated contractor personnel to complete movement-area driver training. Additionally, vehicles proceeding onto the movement area must be marked and lighted as above and have a radio to communicate with the Air Traffic

Control Tower. Any associated training, credentialing, staffing, equipment, or pricing requirements will be coordinated and authorized in writing before the service begins.

Question 8a: Is there a current contractor providing these services, and what staffing level is currently in place?

A: No. This is the Commission’s initial procurement of these contracted services; there is no incumbent contractor or existing contractor staffing level for this scope of work.

Question 9: Airport Systems: Will the Commission provide authorized personnel with access to existing camera surveillance systems, radio communications, and incident reporting platforms, or should offerors include independently furnished equipment and reporting systems in their proposals?

A: The Commission will provide authorized contractor personnel with limited, role-based access to existing Airport camera surveillance, access-control, and door-alarm monitoring systems as necessary to perform assigned duties. Such access is subject to Commission approval and applicable credentialing, training, cybersecurity, and confidentiality requirements.

The contractor shall furnish and maintain its own radios for communications among contractor personnel, along with mobile devices and other communications equipment necessary to perform the work. Contractor personnel will not be provided access to or authorized to operate on the Commission’s public safety radio network. Before services begin, the Commission will establish procedures for contacting designated Airport personnel and requesting public safety assistance, including routine notifications and emergency escalation.

The contractor shall furnish its own incident-reporting resources and submit reports in the format and through the delivery method designated by the Commission. Offerors shall not assume access to a Commission incident-reporting platform. Any proposed electronic reporting system used to store or transmit Commission information must receive Commission approval before use. All required contractor-furnished communications equipment and reporting resources shall be included in the proposed pricing.

The location from which contractor personnel will monitor Airport systems is still being determined by the Commission. The designated monitoring location will be communicated to the contractor before services begin.

Question 10: Operational Responsibilities: Will the Commission provide site-specific post orders, patrol routes, notification protocols, and procedures defining the responsibilities and authority of contract personnel during routine operations and emergency situations?

A: Before service commencement, the Commission will provide site-specific post orders, assigned patrol areas, notification protocols, and emergency procedures. Operationally sensitive information will be provided through appropriate authorized channels.

4. Airport Credentials, Training, and Compliance

Question 11: Badging and Training Costs: Will the Commission facilitate and cover the costs associated with required background investigations, SIDA training, airport identification badges, and non-movement-area driver training, or should these expenses be incorporated into the contractor's pricing?

A: The Commission will coordinate required airport-specific credentialing and orientation.

Responsibility for background screening fees, badge fees, airport training charges, and replacement badges for up to eight (8) initial contractor personnel will be covered by the Commission.

For any additional personnel credentialed beyond this limit, the Contractor shall be responsible for all associated fees at a rate of $105.00 per badge. The Contractor is also solely responsible for all fees and associated costs related to lost badges(Initial is $35), failure to return badges($100), failure to notify of termination ($100) and badge re-newal ($75).

Contractor employee wages and other mobilization expenses associated with credentialing and training are the sole responsibility of the Contractor and will not be reimbursed by the Commission. The same qualification requirements apply to primary and backup personnel.

Question 12: Credentialing and Mobilization: What is the anticipated contract commencement date, and what lead time should offerors anticipate for airport background screening, badging, orientation, and authorization of both primary and backup personnel?

A: No fixed contract commencement date is stated. Special Term 8 identifies the Commission’s desired performance time as 30 calendar days after receipt of order, with an optional 15-day administrative extension available if required to complete background checks, badging, and any other necessary administrative tasks prior to the official commencement of duty. All assigned personnel must satisfy required background checks and applicable training and access requirements before placement on duty.

Question 13: Federal Labor Requirements: The solicitation incorporates federal labor provisions, including the Contract Work Hours and Safety Standards Act, Copeland Act, and Davis-Bacon requirements. Please clarify which provisions apply to this security services contract, whether an applicable wage determination will be issued, and whether certified weekly payroll submissions will be required.

A: The Commission is reviewing the applicability of the incorporated federal labor provisions to this security-services procurement. An addendum will identify the applicable requirements, provide any required wage determination, and state whether weekly certified payroll submissions are required. Offerors must comply with applicable wage, overtime, and recordkeeping laws.

Question 15: Internal Controls: Regarding Special Term 18, what documentation or reporting methodology will the Commission accept as evidence of compliant internal controls for a private security services contractor?

A: Special Term 18 requires documented processes for protecting sensitive data and processes and evidence of the continuing effectiveness of those controls through a standard methodology. A service-organization controls report is identified as an example, not the exclusive methodology. The most recent report must be provided upon request, and deficiencies must be reported and corrected as required by the clause.

The Commission will consider an equivalent documented controls assessment addressing access management, personnel authorization, confidentiality, incident information, data retention and disposal, breach response, and corrective actions. Offerors proposing an alternative methodology must identify the methodology and explain how it demonstrates control effectiveness.

5. Insurance, Contractual Requirements, and Pricing

Question 16: Insurance: Are there established minimum coverage limits or airport-specific endorsements, including aviation-related liability coverage, beyond the general liability, workers' compensation, and automobile liability requirements identified in the solicitation?

A: A: The RFP requires appropriate general liability, workers’ compensation, and automobile liability coverage for vehicle patrols, together with any other coverage required by the airport. Certificates of insurance must be provided, naming the Commission as an additional insured upon request. The RFP does not state numerical minimum limits or expressly require aviation-liability coverage or specific airport endorsements.

• No Limiting Endorsements: All policies provided must offer full, unrestrictive coverage.

The policy text or endorsements must not contain any limiting language that restricts coverage to the contractor's sole negligence or limits the Commission's coverage strictly to vicarious liability.

• Aviation-Specific Coverage: Because operations occur on airport grounds, policies must not contain standard "aviation exclusions" or "airport operational area (AOA)" exclusions.

• Additional Insured Status: Certificates of Insurance (COI) must explicitly name the Commission as an Additional Insured on a primary and non-contributory basis.

• Mandatory Lapse Notification: Insurance companies issuing the certificates must be strictly required to provide written notice to the Commission at least 30 days prior to any cancellation, expiration, non-renewal, or lapse in coverage due to non-payment.

Question 17: Bonds and Financial Security: Are any bid bonds, performance bonds, payment bonds, or other financial guarantees required for this solicitation or subsequent contract award?

A: Another addendum will be issued to address this soon.

Question 18: Pricing Structure: For Exhibit C, should holiday and overtime rates be expressed as independent hourly billing rates or as multipliers of the standard officer rate? Additionally, should patrol vehicle costs be quoted on a per-shift, daily, or monthly basis?

A: Holiday and overtime rates shall be stated as complete hourly billing rates per officer, in dollars, rather than solely as multipliers. Offerors shall identify the holidays covered and explain when each premium rate applies. Patrol vehicle costs shall be quoted PER VEHICLE PER SHIFT, identifying the number of vehicles and included expenses. All annual-cost calculations shall disclose their assumptions.

Question 19: Invoicing and Payment: What is the anticipated invoicing frequency and payment schedule? Will invoices be processed through eVA, and are there any airport-specific billing or documentation requirements?

A: Another addendum will be issued to address this soon.

Question 20: Can you confirm that this is not a small or micro business set aside?

A: No, this RFP is not a small or micro-business set-aside.

PAC Holiday List – Attachment 1

2026 Holiday List January 1 = New Year's Day January 19 = Martin Luther King Jr. Day February 16 = President's Day May 25 - Memorial Day June 19 = Juneteenth July 3 = Independence Day (observed) September 7 = Labor Day October 12 - Indiginous Peoples Day November 11 = Veterans Day November 26 = Thanksgiving November 27 = Day following Thanksgiving December 24 = Christmas Eve December 25 = Christmas Day