Dallas County Community College District Purchasing Department 4343 IH-30 Mesquite, Texas 75150-2018 February 21, 2018 ADDENDUM NO. 1 BID NO. 12433 SECURITY GUARD SERVICES Opening Date: February 28, 2018 2:00 p.m. Please take note that the above referenced Request for Bid is amended as follows: 1. Who is the current incumbent? Answer. G4S Secure Solutions 2. When was the current incumbent awarded the contract? Answer. 9/1/2013 3. What is the estimated usage (number of annual hours) of prior contract? Answer. 44,900 hours per year based on 50-week schedule 4. What is the estimated total number of annual hours for this contract? Answer. Same as above 5. What is the current bill rate? Answer. armed guard $20.41/hr unarmed guard $16.62/hr, increase effective 9/1/17 to $18.95/hr overtime rate: $28.57/hr 6. What was the contract amount spent last year? Answer. $248,784.15 7. Are there any additional services that may be needed that are not listed in the RFP? ne
8. Is there any minimum wage/pay? 9. Is there any prevailing wage, living wage ordinance, state or local mandated wage, contract specific wage, or collective bargaining agreement? 10. Is a Bid Bond required? A. If yes, how much? Answer. NA B. How often / how many times have you assessed liquidated damages, if applicable? Answer. NA 11. If awarded, will a Performance Bond be required? A. If yes, how much? Answer. NA 12. If awarded, will a Payment Bond be required? A. If yes, how much? Answer. NA 13. (If not specified in solicitation) Is there a desired page limit for the proposal? Answer. There is no desired page limit specified. 14. Page 8 Section 3.1.3.1 Each Proposer must submit one (1) original Technical Proposal to the District by USB flash drive in a separate envelope identified by the RFP number and Company name. Every effort should be made by the Company to ensure that this flash drive and its contents are free of virus and other malicious software. a. Page 8 Section 3.1.3.2 Each Proposer must submit one (1) original Cost Proposal to the District by USB flash drive in a separate envelope identified by the RFP number and Company name. Every effort should be made by the Company to ensure that this flash drive and its contents are free of virus and other malicious software. b. Question 1: Which section are the contractor supposed to use as it appears that they are both the same, please give clarification on the submittal for the pricing and proposal?
Answer. A USB flash drive of your technical proposal and of your cost proposal must be submitted in separate envelopes. Per page 8-line item 3.1.4.1 electronic CD/DVD is not required and is deleted from RFP #12433. Make sure to remember no pricing shall be submitted with technical proposals. 15. Page 32: 5 MOTOR VEHICLE ACCIDENT i. All minor vehicle accidents shall be reported via an incident report. ii. Any vehicle accident where injury is claimed shall be reported to the El Centro College Police Department. iii. Immediate care for injuries will be the first priority until professional assistance can be obtained. b. Question 2: Can you please explain and clarify were the security personal would complete an incident report for all minor vehicle accidents, as it appears that all offsite parking is not owned by the College but controlled by outside companies and would be considered private property? Answer. This would only apply to on-duty incidents if a proposal recommends driving or vehicle usage during service provision, which is not required. 16. Page 35: 16 VISITOR MANAGEMENT PROCEDURES i. District campuses are dynamic environments and the goal of the security program is to efficiently manage the flow of students, personnel, and visitors. Security contractors should maintain an efficient visitor management system that coordinates entry/exit at all campus access points. ii. Electronic visitor management is preferred. Daily reconciliation of entry/exit is required, including by shift if necessary. Any unaccounted visitors should be immediately reported to the police department for investigation. Frequent visitors (daily/weekly) shall be noted and communicated to the police department to confirm credible authorization into campus buildings and avoid loitering. b. Question 3: Is there an electronic visitor management system in place or is the college looking for the contractor to propose one at an added cost or would you prefer to have the cost added into the hourly rate?
Answer. There is not currently a visitor management system in place in the District. The contractor may propose a solution at an added cost to District separate from guard services. 17. Page 36: Hours of Coverage Question 4. Is the Contractors supervisor s hours built into and billed to the Main campus even though he is roving supervisor?. Supervisor hours may be added in to responses as appropriate. Question 5: Is the Supervisors hours considered armed or unarmed. Answer. Respondents may propose a solution, subject to agreement with the District. 18. Page 38: 10.02 No nightsticks, batons, slapjacks, mace or other equipment shall be permitted. Question 6: This leaves no options for the armed security officers an intermediate weapon in the force continuum, is there a reconsideration on this allowing the staff to have less then lethal option in the force continuum. Answer. The prohibitions only restrict outdated equipment-types of force. Respondents propose other less lethal options (such as pepper spray) that will be mutually agreed upon during contract negotiations. 19. Page 38: ACCESS TO BUILDING 12.01 The Contractor may be issued 12.01 The Contractor may be issued entry door keys. The Contractor is responsible for issuing keys to their personnel. If the assigned keys are lost, the Contractor will be charged for all associated costs required to re-key the entire campus affected. Question 7: Is there a specific door at each location that the security staff can have an access key to, that isn t a master key to hold down the cost if lost for re-keying the entire campus? Answer. Key solutions will be evaluated to control vendor costs. 20. Page 40: PROFESSIONAL CONDUCT: Furnish the number of complaints (exclude administrative type) filed with the T.S.B.P.I.P.S.A. within the period
January 1, 2003, through December 31, 2004 and their disposition. Also, furnish the number of violations cited by the T.S.B.P.I.P.S.A. during the same period. Question 8: Are the dates above correct or should they be changed to a different date closer to 2018? Answer. January 1, 2012, through December 31, 2017 Question 9: Can you provide the current billable rate for all security positions from Armed, Unarmed, and Supervisor. Answer. See question 5 above. Question 10: Can you please provide the incumbents hire dates for purposes of tenure for vacations. Answer. Question unknown. Respondents can determine staffing. 21. Can you clarify if your 40-hour roaming Supervisor is a salaried or hourly employee. Answer. Hourly a. Is there currently any other supervisory positions during the hours the roaming supervisor is not working? 22. Holidays Section 5.02-Page 37 States District facilities will be closed on the listed holidays. a. It was confirmed in the pre-bid meeting the hours worked during those closures will be direct billed i. Are the following 7 holidays to be billed at time and half: New Year s Day, MLK, Memorial Day, July 4 th, Labor Day, Thanksgiving, Christmas. Answer. Respondents may propose rate. Need of personnel will be negotiated during the contract. ii. If those days are billed at straight time, could you provide any historical data regarding how many hours are usually worked on those days?
Answer. The District is typically closed and personnel are not assigned, but this will be finalized during the contract. 23. Does the incumbent provide a vacation plan for their officers? Answer. Unknown. Respondent may determine staffing and benefits. a. Will the new vendor be required to honor tenured vacation? b. If so, will the District provide office tenure. Answer. Respondent may determine staffing and benefits. 24. Attachment D-Questionnaire T.S.B.P.I.P.S.A. Licensing is asking for number of complaints between January 1, 2003-December 31, 2004. Can you confirm the time period is correct? Answer. The correct time period is January 1, 2012 December 31, 2017. 25. On the Business Diversity Form it state that vendors are encouraged to provide the opportunity competent M/WBE subcontractors to work under the prime contract, but there is no mandatory participation. a. Please confirm there is no point value given for M/WBE participation. Please clarify in what circumstance including a M/WBE vendor as part of your submission will affect your submission favorably. points will be awarded for diversity program. 26. Is the District able to be invoiced on a bi-weekly cycle. Answer. Monthly is preferred. 27. We note the prohibitions in Section 6.02 of the Security Guard Services Agreement on page 22. We assume that the Contractor s compliance with those standards is intended to be in accordance with Title VII of the Federal Civil Rights Act of 1964 which prohibits employment discrimination. In interpreting Title VII, EEOC Enforcement Guidance 915.002 (4/25/12) prohibits blanket exclusion of all those with a criminal record, as well as consideration of any proceeding which does not entail a criminal conviction. The Guidance requires assessment of the
facts and circumstances of a conviction to determine whether it truly renders a person unsuitable for the position for which he or she is intended. Accordingly, will the District revise the cited section as follows? Answer. The District is typically closed and personnel are not assigned, but this will be finalized during the contract. 28. On lines 5-7, delete the phrase or has agreed to or entered into a pretrial diversion or similar program in connection with a felony criminal offense and replace it with the phrase that renders such Employee unsuitable for the position for which he or she is intended. Answer. Correct 29. We note the instruction in Attachment A on page 25 for any exceptions to the RFP requirements or sample agreement to be listed on Attachment A and submitted with the proposal. May bidders submit proposed exceptions on a separate sheet of paper which is attached to Attachment A? Answer. If extra room is needed. 30. The person who will sign the proposal documents on behalf of our company is neither the chief executive nor president; however, we will supply evidence showing that person s authority to contractually bind our company in the form of a Secretary s Certificate. Both Attachment B on page 26 and Attachment 6.3 on page 27 request that evidence of such authority be attached. Must we attach an originally signed Secretary s Certificate to each of Attachment B and Attachment 6.3, or will submission of a single Secretary s Certificate with the proposal suffice? Answer. Yes, attach to both. Or if reference can be made that the certificate applies to both documents that will suffice. 31. We note the request for a conflict of interest statement at Item A.2 of Attachment 6.5 on page 42. Will the District provide a form for this disclosure, or should bidders draft their own statement on a separate sheet of paper? Must the statement be notarized? Answer. There is no form, proposers can draft their own, does not have to be notarized. 32. Attachment 6.6 Cost Proposal and Scoring Guide: In the top left row under "Cost Item Description" the RFP is requesting "Rates for regular scheduled hours."
Yet in the second column of the same document the RFP requests "Proposed Costs" for year 1 & 2 and then a break down each year. Would you like the rate as the hourly cost of our services (level 2 and level 3 security guards) or would you like the annual rates combined, and then broken down each year. Answer. Indicate the rate of unarmed and armed guards at the regular and OT rates for the two-year period. The assumption is that that there would not be a rate increase during that time. List the same information in each option year. 33. Page 36 (Attachment C) a. Per the information listed in Attachment C, there is a discrepancy between the current coverage and the hours listed below the specific locations. b. For the Allied Health Center, the hours of current coverage total 196 hours per week, but the working hours, when extrapolated, only equal 142 hours. Answer. Please respond to the total hours listed. c. For the West Campus, the hours of current coverage total 88 hours per week, but the working hours, when extrapolated, only total 83 hours. Answer. Please respond to the total hours listed. d. Should the bid prices be based upon the total hours, or the actual calculated working hours? Are there part time guards working at these locations that supplement this discrepancy? Answer. Respondents may determine scheduling with the stipulation that shifts may not exceed 10 hours. 34. 4.20 Contract Cancellation (Page 13) Either party reserves the right to cancel the contract with a one hundred twenty (120) day written notice. Answer. The above clause is deleted from RFP#12433 in its entirety. The cancellation clauses in the general terms and conditions shall govern as per below. 8.02 Contractor shall have the right to terminate this Agreement at any time on giving written notice to the District at least ninety (90) calendar days prior to the date of termination. 8.03 The District shall have the right to terminate this Agreement in part or in whole
without cause at any time by giving thirty (30) days written notice to Contractor. 35. We request the clarification to the following questions on the Questionnaire at Attachment D: Regarding the question pertaining to Professional Conduct on pages 40-41: Should we supply information pertaining to DPS complaints and violations in response to that question? Answer. Yes 36. During our walk through, it was mentioned that there will be an additional 40 HPW position added due to a recent incident. Can you please confirm? If so, will that position be armed or unarmed? Answer. Respond to the RFP hours as listed and the final schedule will be coordinated during contract negotiation. 37. Please confirm if there is only (1) Supervisor? Is the Supervisor armed? Answer. Yes. 38. Are there any Shift Supervisors for any of the manned buildings? 39. Will you want to retain any of the incumbent officers? If so, will the officers be grandfathered vacation and benefits? Answer. Respondents may determine staffing. 40. What is the current pay wage for the Supervisor and Security Officers? Answer. See answer 5. Respondents may propose supervisor rate. 41. What is the current bill rate for Supervisor and Security Officers? Answer. See answer 5. Respondents may propose supervisor rate. 42. Is First Aid, CPR and AED certification required? Answer. Preferred, not required 43. Is body armor required for armed officers?
44. Is there a holster requirement? 45. Has the incumbent had any service issues? 46. REGARDING: C.1 Provide a narrative that illustrates the Proposer s understanding of the RFP requirements. In this question, do you seek to know that that proposer understands the "proposal requirements" as outlined in the RFP, 3-4.24. Or do you seek to understand if the proposer understands the scope of service and policies expected to be carried out in this project (6.4 attachment)? Answer. Question should be answered as it is stated. Provide a narrative that illustrates the Proposer s understanding of the RFP requirements. C. 2 relates more specifically to Section 6.4. 46. P. 25, Attachment A of the RFP documents states that exceptions may be provided. However, P. 5, Section 1.3 Scope of Services, Contract Period, and Required Terms and Conditions states: "A Proposal that limits or changes any of the terms and conditions contained in the District Contract/Agreement must be approved by the District or else may be considered non-responsive." Answer. Yes, this is correct you can submit any exceptions to our requirements per Attachment A. However, The District still must approve. 47. P. 27, Attachment 6.3 Proposal Transmittal and Statement of Certifications and Assurances, 1) states: "This proposal constitutes a commitment to provide all services as defined in the RFP Attachment 6.2, District Contract/Agreement, Scope of Services for the total contract period and confirmation that the Proposer shall comply with all of the provisions of this RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, District Contract/Agreement. A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, the District may determine, at its sole discretion, the proposal to be a non-responsive counteroffer, and the proposal may be rejected." Please confirm whether or not exceptions will disqualify Proposers.
Answer. The above statement P. 27, Attachment 6.3 Proposal Transmittal and Statement of Certifications and Assurances,1) is deleted in its entirety from RFP #12433. 48. P. 8, Section 3: Proposal Requirements, 3.1.2 instructs Proposers to submit proposals via hard copy as described in Part 3.1.4: Submittal of Proposal in Written format (Hard Copy). However, instructions are also provided for submitting via Electronic format (Part 3.1.3). Should Proposers ignore Part 3.1.3, or does District require Proposers to submit responses in both formats? Answer. Submittal must be as requested in the RFP. Written copies and USB flash drives electronically. Electronic CD/DVD is not required and is deleted from RFP #12433. 49. Can you verify hours of operation at Titche Elementary School and if you can specify shifts for guards? Answer. This location is no longer guarded. 50. Is there an annual budget that we can utilize to forecast parking costs? 51. Is DCCCD open to suggestions for access control measures to better secure each campus building? Answer. Suggestions are welcome. The District is currently evaluating comprehensive security measures. 52. Is there an available pay rate/benefits schedule for the incumbent officers that you would like to retain? 53. Where would the contractor's vehicle be parked during the day or in between roving patrols? Answer. That will be coordinated during contract negotiations. 54. Is there an available location to park the security vehicle to minimize the parking costs?
55. Will a private band frequency be provided? t at this time but a plan is under review. 56. Does DCCCD prefer we submit billing rates that have increases each year or prefer we average the costs over 5 years and give 5-year billing rates up front? Answer. See question 32. 57. May we submit a Dun & Bradstreet Credit evaluator Plus report in lieu of the bank reference and two positive credit verifications? Or do you require these in addition to the D&B report?, each are required separately. 58. There is a question on Attachment D, requesting gross pay rate for all officers. Since this is in reference to Cost, shall we include Attachment D with the Cost Proposal?. Attachment D assesses pay and benefits of employees. List the average pay for beginning employees. 59. Champion has a non-discrimination policy, but not a specific diversity program. Will this exclude us from consideration? Will points be awarded for a diversity program?, this will not exclude you from submitting a proposal. No points will be awarded for diversity program. There are no further changes/additions at this time. If there are any questions concerning this request for bid, please contact the Purchasing Department at 972/860-7771. END OF ADDENDUM