1-10-C126 Questions and Answers Unarmed Guard Services at Washington Dulles International Airport and the Dulles Toll Road August 9, 2010

Transcription

1 1. Does the contractor or subcontractor need to be a state licensed private security company? 2. If not, do you require the employees providing security services to have completed the Commonwealth Of VA.? Unarmed Security Officer Certification? 3. In the RFP: uniform requirements, you list police hats: will security caps (baseball type) suffice. Are there any special requirements as to emblems on hats (cap plates, other than what is already listed? See answer to question 1. No. 4. Do the subcontractors have to meet LDBE requirements? 5. If we are using the subcontractor can their licensing and/or bonding information be submitted for the contractor? 6. What is the number of posts? How many guards per post do you need? 7. While voluntary, does enlisting MBE/WBE company increase the scoring during evaluation? 8. Does the current contract cover both Dulles Airport and Dulles Toll Road? 9. What is the total price for the current year of the current contract for each location, i.e., Dulles Toll Road and Dulles Airport? 10. Where the term LDBE certification is used, does this mean LDBE certification specifically by the Airports Authority, as opposed to any other organization offering an LDBE certification? No, the bonding information is for the Prime Contractor. Licensing information must be submitted for both Prime and Sub-contractors. There are 19 post locations, please see Appendix A of the RFP. No. No. The current contract for Washington Dulles International Airport was awarded in 2005, the current amount is NTE $20,500, The current armed guard contract for the Dulles Toll Road was awarded in 2009, the current amount is NTE $400, The current contract Section X ATTACHMENT 03 MINIMUM WAGE TO BE PAID BY TO EMPLOYEES FOR THIS CONTRACT, is an hourly wage of $ Yes, LDBE certification is specific to the Metropolitan Washington Airports Authority.

2 11. Does the current contract have a 100% LDBE participation requirement? If so, is the current Contractor achieving 100% LDBE participation? Yes, the current contract is 100% LDBE and the contractor is achieving the 100% LDBE requirement. 12. What is the anticipated phase-in period? No phase-in period is anticipated at this time. 13. Page 21 of 97, 08 WORKING HOURS, A Normal working hours for Authority employees are Monday through Friday, 7:30 A.M. to 4:00 P.M., except for Federal Holidays. Overtime working hours are Monday through Friday, Saturdays, Sundays, and Federal Holidays, 4:00 P.M. to 7:30 A.M. If work from 4:00 P.M. to 7:30 A.M. is considered overtime working hours, does work during these hours requires a premium in hourly rate? 14. Page 22 of 97, 12 CONTRACTOR PERSONNEL The Contracting Officer may, at any time under this contract, require an investigation of Contractor personnel. What type of investigation would be required, and at what cost to the Contractor? 15. Page 28 of 97, B. 1. The Contractor s right to proceed shall not be terminated nor shall the Contractor be charged with damages under this clause, if: The delay in completing the work or failure to comply with contract terms arises from unforeseeable causes beyond the control and without the fault or negligence of the Contractor. Examples of such causes include (i) acts of God... Do acts of God include inability of personnel to reach the work site because of emergency weather conditions? The normal working hours listed refers to Authority employees only. This section is for informational purposes only. The Airports Authority does not dictate employee compensation beyond that stated in Section X Attachment 03. Standard investigation and background check. Only if no one can travel due to unusually severe weather conditions. See RFP Section VII Contract Provisions 20 Default B.1. Also see RFP, Statement of Work Washington Dulles International Airport, 04 MATERIAL AND PERFORANCE REQUIRMENTS, 5. Business continuity plan for supporting the contract in the event of: a. Severe weather, and b. Pandemic illness.

3 16. Page 29 of 97, 22 SECURITY All Employees who will be working unescorted in a restricted area of the airport must have an Airport Identification badge. There must be one person with a valid identification badge with the work crew at all times. When contract work requires the group to separate, additional badged escorts must be provided. How many Contractor employees are or will be working in a restricted area? 17. Page 29 of 97, 22 SECURITY Vehicles utilized in restricted areas must meet requirements set forth in the applicable Orders and Instructions for the airport. How many vehicles are or will be utilized in restricted areas? 18. Page 30 of 97, 26 SUPERVISION Are the supervisors dedicated supervisors (i.e., permitted to perform only supervisory functions for the entire time they are on duty)? 19. Page 31 of 97, A The Contractor shall have identification decals or other approved identification on all vehicles entering the Airport. Are these identification decals provided by the Authority? 20. Page 31 of 97 For vehicles operated on the aerodrome: How many vehicles are or will be operated in the aerodome? 21. Page 32 of 97, 4 The Contractor shall furnish, at its own expense, flagmen as necessary to control its traffic in accordance with these specifications... Are flagmen necessary under this contract? ALL employees are required to have access the Restricted Areas. At the minimum four vehicles, one for the exterior roving supervisor, one for the site manager, one each for the ramp inspectors. No. See answer to question 17. Not applicable.

4 22. Page 32 of 97, 5 In addition, the Contractor shall obtain any and all equipment necessary to communicate with the air traffic control tower to obtain clearance for all vehicles. Is this equipment necessary under this contract? If so, what are the specifications for this equipment? 23. Page 34 of 97, D If the Authority does not require correction or reperformance, the Contracting Officer shall make an equitable adjustment in the contract price. Does this imply that the Authority may make an equitable adjustment (i.e., a deduction) rather than require correction or reperformance and that this decision is at the discretion of the Contracting Officer? 24. Page 35 of 97, A Except for defaults of subcontractors at any tier, the Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor. Examples of these causes are (1) acts of God... Does acts of God include inability of personnel to reach the work site because of emergency weather conditions? 25. Page 41 of 97, 04 MONITORING OF MBE/WBE PARTICIPATION All offerors are encouraged to provide information relating to these efforts (Exhibit A) and return it with their offer. Does this mean that Exhibit A is not required to be returned with a Contractor s offer? Not applicable. Yes, at the discretion of the Airports Authority who s opinion is translated through the Contracting Officer. See the answer to question 15 above. Exhibit A is required to be returned with your offer.

5 26. Page 44 of 97, 01 LDBE PARTICIPATION LDBE firms that the offeror plans to use to perform this contract must be LDBE certified by the Authority not later than the date established by the Authority for the award of this contract. What is the anticipated date of award of the contract? 27. Page 44 of 97, 01 LDBE PARTICIPATION The Authority requires sufficient time to process LDBE certification applications. How much time is generally required to process the LDBE certification application and obtain LDBE certification from the Authority? 28. Page 46 of 97, 3 If an LDBE prime offeror plans to obtain supplies or materials from stocking and non-stocking suppliers, distributors, or manufacturers, they must be certified as LDBE by the Authority. Does this mean that suppliers of items of equipment and uniforms must be LDBE certified by the Authority? 29. Page 52 of 97, A. Compliance Reviews What does at least at the agreed price mean if, ultimately, the prices proposed need to match the payments made? 30. Page 55 of 97, D In solicitations which are set-aside 100% for LDBEs, a joint venture competing as a prime offeror is eligible to compete as an LDBE joint venture if each business comprising the joint venture meets the requirements for an eligible LDBE. Does this mean that both businesses must be eligible for LDBE certification by the Authority and be LDBE certified by the Authority by the award date of the contract? January 1, No more than 30 days is required to process the LDBE Certification Application. A company must be certified LDBE by time of award of the contract. No. The subcontractors must be minimally paid the agreed price which is stated on the Exhibit D. Yes, both companies forming the Joint Venture must be LDBE certified by the Airports Authority.

6 31. Page 64 of 97, Exhibit G Note: This form need not be filled in if all joint venture firms are LDBEs Is this form applicable to a proposal that has a 100% LDBE participation requirement for joint ventures competing as prime offerors? If so, is this form only required to be submitted if one business in the joint venture has not be certified LDBE by the Authority at the time the proposal is submitted? 32. Page 76 of 97, 03 CATEGORIES OF SERVICES This section begins with B Base Services. Is the section numbered A missing, or is the current numbering incorrect? 33. Page 76 of 97, Staffing and Page 81 of 97 Is there a prescribed frequency for breaks that provide relief to permit personnel breaks by guards for meal times, restroom use, etc. and personnel breaks by the guards for lunch, dinner, restroom use, etc. If so, how many breaks must be provided during what length of time? 34. Pages 79 of 97 (RFP) and 5 of 7 (Amendment 0001), Note Should items (1) and (2) be items a. and b. instead? 35. Page 80 of 97, b Initial and recurrent training on detection and reporting of Vehicle Borne Improvised Explosive Devices (VBIED s). What is the applicable standard for this training? When must it be conducted relative to contract commencement? 36. Page 80 of 97, c Initial and recurrent training and drills on Airport Security Breach procedures i. Vehicle ii. Sterile Area Although this training is listed under E. Contractor Requirements, will this training be provided by the Authority? If not, what is the applicable standard for this training? When must it be conducted relative to contract commencement? All joint ventures must submit an Exhibit G. Exhibit G is required if the joint venture firms are LDBEs; the form must be provided and reviewed prior to award of the contract. See Amendment Two. Will be determined by Contractor s Management. See Amendment Two. At least one person with the company must have attended the VA-DCJS Improvised Explosive Device (IED) Awareness Training, or similar documented training. Personnel must be familiar with procedures prior to being assigned on shift. Airports Authority personnel will conduct Train-the-Trainer education prior to contract commencement.

7 37. Page 80 of 97, 6 A vehicle for use by each Roving Site Supervisor, Roving Ramp Inspector, and the On Site Manager. How many vehicles are or will be required? 38. Page 81 of 97, 12 Have a Project Manager readily available to respond to telephone or in-person inquires by the COTR. Is the Project Manager assigned to and responsible only for Dulles Airport? What are the specific responsibilities of the Project Manager? 39. Page 81 of 97, F. 1. Within 30 days after contract award, the Contractor will submit for approval, a comprehensive set of post orders. How does the Authority recommend that time and effort required to develop these post orders be included in the pricing? 40. Page 81 of 97 (RFP), F. 2. and Page 5 of 7 (Amendment 0001), F. 2. Within two weeks after contract award, provide a complete, detailed listing of the Contractor s key personnel to include all guards. This implies that all guards are key personnel. Are they? If not, who, specifically, are key personnel? 41. Page 81 of 97, H. Contractor Parking Upon contract commencement, the Contractor s on-airport staff may park, at no cost, their personal and company vehicles in a designated space(s) determined by the COTR, while on duty. But Page 20 of 97, 03 VEHICLE REGISTRATION AND PARKING The Contractor s employees will NOT be provided parking for their personal cars when performing the services called for in this contract. Is parking provided for personal vehicles of Contractor employees? See answer to question 17. The Project Manager will be responsible to supervise all posts and provide onsite administrative functions. Included in Start-up/Overhead costs. Key Personnel and Guards. Key Personnel will be Corporate Officers assigned to the contract, Management and Supervisory Team. See Amendment Two.

8 42. Page 82 of 97, Appendix A How many hours are equivalent to 1 FTE? 43. Page 82 of 97, Appendix A (and Page 78 of 97, 6) How do Site Management and Roving Shift Supervisor correlate with Project Manager, Site Supervisor or a Shift Leader position(s)? 44. Page 82 of 97, Appendix A Are normal working hours for Site Management 7:30 A.M. to 4:00 P.M.? 45. Page 82 of 97, Appendix A, Gate 313 Is 9.4 FTE correct? 46. Page 83 of 97, Z-Gates and Concourses A through C. Is 2.8 FTE correct? If so, how can 2.8 FTE provide the required coverage? 47. Page 83 of 97, Concourse D Is 1.4 FTE correct? If so, how can 1.4 FTE provide the required coverage? 48. Page 83 of 97, AOA Vehicle Inspection Station Is 2.0 FTE correct? If so, how can 2.0 FTE provide the required coverage? 49. Page 92 of 97, Criterion 3 and Page 93 of 97, Section 2 What, specifically, is to be included in the mobilization plan and ramp up plan / a mobilization plan/ ramp up plan. Also, is this one plan or two? 1 FTE = 2080 hours/year or 40 hours/week Site Management = Project Manager and corporate officers Roving Shift Supervisor=Site Supervisor or Leads At least 8 hours per day, anytime between 6:30 a.m. and 5:30 p.m. Corporate plan to recruit, train and retain sufficient personnel to be on hand to work on December 31, 2010 at 10:00 p.m.

9 50. Page 93 of 97, Section 3 Who is considered to be the principal? 51. Page 94 of 97 Are resumes included in the limit of 50 pages, or may they be considered exhibits, which are included in the page limit? 52. Page 80 or 97 (RFP) and Page 5 of 7 (Amendment 0001) Why are DCJS credentials called out for Dulles Toll Road but not for Dulles Airport? 53. Page 4 of 7 (Amendment 0001), C. Can a similar list of responsibilities be provided for Project Manager, Site Supervisor or a Shift Leader position(s) at Dulles Airport? 54. Page 4 of 7 (Amendment 0001), C. 1 After completing the payroll, the site supervisor will it to their corresponding corporate Compliance Officer. And Page 6 of 7, 6 Report all equipment or maintenance discrepancies in writing via. E- mail to the COTR. A computer and access to , etc. are not included under Airport Authority Furnished Supplies, Material, and Equipment. Will the Authority provide a computer with access to and an address for required reporting, or is this the responsibility of the Contractor? Webster s dictionary defines principal as; A leader, chief, or head; one who takes the lead; one who acts independently, or who has controlling authority or influence; as, the principal of a faction, a school, a firm, etc.; -- distinguished from a subordinate, abettor, auxiliary, or assistant. Owner of a privately held business, person who has controlling interest in a joint venture, corporation, or partnership. Person who appoints another to act on his behalf as agent or attorney in fact. No, they are considered exhibits. DCJS credentials are specified for both contracts. See RFP Section X Attachment One Unarmed Guard Services Statement of Work for Washington Dulles International Airport - Appendix A. Site Supervisor will time sheets to Corporate Office. Any damage to DTR property will be reported e.g. broken desk, broken chair or any maintenance issues such as air conditioning blowing hot air. Dulles Toll Road will supply the contractor with a computer. See Amendment Two.

10 55. Are there any requirements for margins or fonts on the fifty (50), double-spaced, single sided pages? 56. Because the RFP indicates that two separate awards will be made to one contractor, will the awarded contractor be required to submit one or two performance bonds? 57. Under the current contract is a union representing the security guards and if so, would the Authority provide a copy of the current collective bargaining agreement? 58. How many vehicles are required to be provided to operate on the contract and what is the average daily mileage used on each of the vehicles? 59. Will the Authority permit the rovers to provide lunch reliefs and personal breaks to officers on fixed posts? 60. Will the Authority provide office space and furniture for the contractor s use? 61. Is a U.S. Customs seal required for ID badges and if so, how long will it take? 62. SOW, Section 03, states that parking will NOT be provided to contractor employees when performing services called for this contract. Will the Authority provide parking for contractor employees when performing the services called for in this contract? Standard Business correspondence fonts and margins to ensure proposals are legible. Two bonds. Unknown, the incumbent contractor s compensation package is unavailable. The Airports Authority does not dictate employee compensation beyond that stated in Section X Attachment 03. See the answer to question 17. On average, miles per day dependent upon assignment. The Project Manager s vehicle is the lowest; the roving supervisor s vehicle is the highest. No, a U.S. Customs Seal is not required. See Amendment Two. 63. What are the guards being paid under the current contract? Unknown, the incumbent contractor s compensation package is unavailable. The Airports Authority does not dictate employee compensation beyond that stated in Section X Attachment 03 - MINIMUM WAGE TO BE PAID BY TO EMPLOYEES FOR THIS CONTRACT, is an hourly wage of $ Do all the incumbent guards meet all the requirements of this RFP?

11 65. Dulles Toll Road lists a Guard Office, but Dulles Airport does not. Is there a guard office at Dulles Airport? There are several guard posts at Dulles Airport. Management is provided office space at Vehicle Gate # Is there office space for a contract manager? Management is provided office space at Vehicle gate # If space is provided is there Internet access or will the contractor has to install internet access? 67. The solicitation requires two vehicles for mobile patrol, will both vehicles be required to operate in the AOA? 69. Will the guards be required to go into/access the customs area? If yes, what is the associated cost and time required for guards to obtain a Customs endorsement on their badging? 70. Appendix A list Staffing requirements as FTE - during the site visit we were informed that several posts might be changed - can MWAA provide a more detailed description of the number of posts and the hours of operation in order for us to accurately price our proposal? 71. Please clarify contractor parking - Paragraph 04 sub-paragraph H Contractor Parking on page 6 of Section X Attachment 01 Statement of Work vs. Section VII -1 paragraph 03 Vehicle Registration and Parking. Paragraph 04 Sub-paragraph H - Upon contract commencement, the Contractor on-airport staff may park at no cost, their personal and company vehicles in a designated spaces determined by the COTR, while on duty. Guards will be required to comply with current Airport Employee Parking regulations. Paragraph 03 - The contractor employees will NOT be provided parking for their personal cars while performing the services called for in this contract. 72. Since IAD & DTR are two separate contracts will you require two separate performance bonds? The Airports Authority provides one workstation with internet access and accounts. Non-Authority is not accessible. See answer to question 61. Detailed hours and staffing will not be provided until contract award. See Amendment Two. Two separate bonds. 73. What is considered to be Airport operations area? Within the Security fence line.

12 74. What is considered or will be considered as owned or leased property for Accident & Fire reporting purposes? Section VII Under what conditions would a flagman be necessary to control traffic? Section VII What are the additional light requirements for aerodrome vehicles? Section VII-12 Property that is owned or leased by the Airports Authority rather than property that is not owned or leased by the Airports Authority. Not applicable. See Section VII-12 Paragraph D.3.a. Amber dome-type light. 77. What is Authority inspection system? Section VII-14 See RFP Section VII Contract Provisions 32 Inspection of Services. 78. What are established asset management procedures and specific recording levels? Section VII-21 To be determined at the start of the contract by the COTR. 79. When will new contract begin? Is there a transition window? January 1, There is not a transition window at this time. 80. Can we submit more than three (3) work references? 81. What is good cause to waive insurance? Section VII-3 Determined by the Airport Authority. 82. What does this question mean? Section VI-1 #E See RFP Section IV Special Provisions 01 Use of Contract by Other Jurisdictions What are Authority regulations? Section VII-1 #4 Some regulations will be available to the successful offeror, other regulations can be found in the RFP Section X Attachment 04 Airport Bulletins Washington Dulles International Airport February 2009 Edition. 84. Is there a standard accident, fire, and damage report format? Section VII-1 and VII-1 #B Unable to answer, the question is not clear. 85. Please clarify Section VII-13 #6 Not applicable to this contract. 86. Could the vehicle requirements be waived or changed, using personal vehicles with the required decals, flags, and ambers lights? Or perhaps maybe a requirement for 1 vehicle? Section VII-12 For proposal purposes, no.

13 87. Who is responsible for setting up and absorbing cost for FAA security training? Will the training be required prior to contract award? Section VII Is the contract award amount for core work hours over Overtime as well? 89. After the award of the contract, when can the 1st payment be expected? There after, what day of the month will electronic funds be received? 90. Are we to assume that the FTEs in appendix A of Attachment 1 Statement of Work do not include any relief hours? 91. IAD Statement of Work paragraph 03 - Category of Services lists in sub-paragraph C. Supplemental Services, e.g., temporary duty assignments, construction, special/emergency services, etc. For pricing purposes, are all of these activities covered in the estimates of 100 hours of unarmed guard and 50 supervisor hours in the supplemental services section of the Price Schedule Washington Dulles International Airport? The training is conducted by the Airports Authority Pass & ID Office. The training is required by all badge holders prior to initial issuance of airport identification. Costs must be calculated into start-up/overhead. To be determined at the time of award. Please see RFP Section VII CONTRACT PROVISIONS, 14 BILLING INSTRUCTIONS. Correct. 8/9/2010 1:38:07 PM