ADDENDUM No. 1. This addendum incorporates the minutes from the pre-proposal conference held on December 21, 2015 at 1:30 p.m.

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1 Howard Community College RFP: Campus Security Services Bid Number: 16P-004 RFP Opening Date: January 20, 2016 ADDENDUM No. 1 This addendum incorporates the minutes from the pre-proposal conference held on December 21, 2015 at 1:30 p.m. In attendance for the college: Elizabeth Moss, Director of Procurement; Ken McGlynn, Director of Public Safety; and Bill Davis, Assistant Director of Public Safety. The College is seeking proposals from qualified firms to provide security services for the campus. A few key dates and points that were emphasized: Signed and Sealed technical proposals must be received in the Finance office by 11:30 am on January 20, Late offers and bids will not be accepted. Proposers must use the appropriate label on the outside of the package. Parking is quite limited on campus. Each Proposer needs to plan for adequate time for delivery. A site visit is not being scheduled for this solicitation. The campus is an open campus, so firms are free to walk through all public areas. Firms shall not attempt to enter any closed or located areas or disrupt any classes. Additionally, the Hickory Ridge building is currently closed for a construction project and may not be accessed at this time. Firms may not visit the campus while the College is closed, particularly during the winter break from December 23 rd to January 4 th. Finally, firms may not engage in discussions with the security officers currently on site. The officers have been instructed to notify the Director of Procurement if a firm violates this prohibition. Proposals from firms that fail to follow these instructions may be rejected. All questions are to be submitted to the Director of Procurement in writing by no later than 10:00 a.m. on January 11, Answers will be issued as addendums through the College s solicitation page. Questions that are submitted during the winter break will be responded to after the College reopens. It is the responsibility of each proposer to ensure that they have received all addendums. Receipt of each addendum must be indicated on the appropriate sheet in the solicitation package. The Director of Procurement is the sole point of contact on this solicitation. No one else at the College, including the security officers on site, may be contacted about this solicitation until after award has been made by the proper authority. Failure to comply with this requirement could result in disqualification. It is the intention of the College that a recommendation for award will be presented to the Board of Trustees in March. A Notice to Proceed will be issued after award. Discussion of the scope of work The College is requesting proposals from private security firms to provide security services for the College. Security services shall primarily be provided on the main campus, but may also be used at satellite locations or 1

2 other locations conducting college business or functions. The Director of Public Safety oversees the security operations for the College and manages the security services contract. The selected firm shall provide for the security of the buildings, grounds, and equipment for the College and follow established procedures in a variety of emergency situations. The officers also handle routine tasks relating to parking, locking services, and general assistance to students, faculty, staff, and visitors. The firm shall appropriately staff for the services required under the contract. All personnel assigned to the campus shall comply with the College s specified requirements, including the required training. The College has high standards for all firms that partner with the College and expects that the selected firm will provide the required level of service. Questions: Q1. Which firm holds the current contract and what is the current contract value? Allied Barton is the firm that is currently on campus. The current value of the contract is confidential. Q2. What is the time for the transition period? The College anticipates that the contract will be awarded at the end of March and that notice to proceed will be issued in April. May should allow time for planning the transition. The transition shall occur in June with contract commencement on July 1 st. Q3. Are there living wage requirements? There are not living wage requirements. Q4. Are the bikes provided by the College? Yes. Q5. During inclement weather, what are bike patrol officers assigned to do? The officers either have a foot patrol through the buildings or patrol in a mobile vehicle. Q6. Is the five years experience required only for a firms experience, or may it be five years experience of the company executive? A firm is required to be in business for at least five years. Q7. Is the current contract the same scope as the new contract? The current contract is very similar to the new contract with some modifications that have been made as a result of new buildings and changes in the College campus environment. Q8. Is the College able to provide the current salaries for the guards? No. This information is confidential. Q9. Is there an outline or format provided for the oral presentation? Yes, if a firm proceeds to the oral presentation phase, the College provides a structure for the presentation that will be communicated at the time that the presentations are arranged. 2

3 Q10. Are the current officers subject to a collective bargaining agreement? The College does not believe that the current officers are subject to such an agreement. Q11. Can you provide some examples of when an officer would be required to carry a firearm? There have been occasions when an officer has been needed to escort individuals carrying money from one building to another building. The need of officers to carry firearms has decreased since the College public safety officers became armed. Q12. Will the incumbent firm have the right of first refusal for the contract? No. This is a public procurement. The College does not allow clauses for the right of first refusal in any contracts. Q13. If a firm secures the new contract with the College, is the firm allowed to approach the current officers on campus? Yes. After the solicitation process is completed, the College does not have any prohibitions about discussions with current officers. Q14. When would the College notify a firm that the firm will be supplying the vehicles for the officers? The College has not made a final decision about the ownership of the necessary vehicles. A further discussion about vehicle ownership will occur during the price proposal phase, probably as an option within the proposal. Q15. Does the firm have to pay for parking on campus for officers? No. Parking is currently free for College employees, including officers. Q16. Are there currently 47 officers on campus to cover all of the shifts? Yes. Q17. Please clarify the requirement for performance within budgetary limitations as provided on page 20. This language is standard language included in all solicitations. It is a question that may be asked of references to ensure that firms comply with any budgetary restrictions that have been placed on them. Q18. Please explain the invoice reductions. Is this a firm fixed price contract? If the College is required to cover for a firm because staffing is not appropriate, the firm will be penalized. The payment for the penalty will be deducted from the monthly invoice that is submitted by the firm. There is a standard monthly amount that ends up being charged by the firm as the hours are pretty consistent across the year. Q19. Can the College explain the significant penalties that are referenced in section 10 on page 4? The College expects the selected firm to partner with the College to ensure that services are provided as necessary for the campus. The amount of the penalties would depend on the amount of impact on the College in problematic situations. Q20. When would firms know that the transition period of two weeks needed to be scheduled? 3

4 The College anticipates that this discussion would occur after award by the Board, sometime in April, so that the firm would have enough time to properly plan. Q21. Has this incumbent been awarded this contract multiple times and if so, for how long? Yes. The incumbent held the prior contract. This firm has provided services to the College since Q22. Which National Safety Council Certified Defensive Driving Course is required? The Defensive Driving 8/6 is required to be completed, although the College will accept the Defensive Driving 4 as a refresher course for those who have completed the 8/6. Q23. Is there going to be a separate meeting for price proposal phase? There is not a separate meeting, but there is the ability to ask questions for each phase. Price proposal questions should only be asked when a firm reaches that phase. Q24. Do the current officers have health insurance in compliance with the Affordable Health Care Act? Yes. The current firm provides health insurance in compliance with all federal requirements. Q25. Does the College have a standard 10-codes that officers need to be trained on? No. The codes that are required are just common 10-codes that are used in all public safety departments. Q26. How often will the Director of Public Safety provide the site specific training? The College will work with the selected firm to ensure that all officers are trained. Q27. Will a firm s additional capabilities be taken into consideration such as K-9 units? Yes. The College will consider a firm s total capabilities for security of the campus. Q28. Are there staffing reductions when the College is not in session such as during holidays? Officers are on campus at all times, but officer often take advantage of their leave during holidays. It is generally a 50% reduction during the break, however, there are construction projects that are often occurring during this time period as well. Q29. Will a firm be notified if they do not move on to a specific phase? Yes, a firm will be notified at each phase as to whether or not they proceed to the next phase. Q30. Is the redaction just for trade secrets or confidential information? Yes, the information to be redacted is simply the information that a firm considers confidential that should not be released in response to a public information act request. This allows the College to respond promptly if a request is made. If a firm does not have any information that is considered confidential, then a redacted copy is not necessary for submittal. Q31. Will the firm awarded the contract have access to the CCTV feed remotely? At this time, the feed is only internal to the College. The College would certainly discuss this access with the awarded firm. The College is open to any progressive ideas for the safety of the campus. 4

5 Q32. How is time keeping recorded for officers? This is taken care of by the Contractor s site manager. The College is not involved in this aspect. A site visit of the dispatch office was then provided to the firms. Questions received after the pre-proposal meeting: Q33. Page 4: Section 1.7 describes services being requested 2 weeks before the commencement of the contract. Is that billable? Yes. Q34. Page 9: Section 1.11 The rate of pay for probationary officers shall be a training rate and be lower than the rate of pay for officers who have successfully completed the training requirements. The RFP states the college will offer only 16 hrs. of training. What will the 80 hours of probationary time be spent on? Standing post or training at the college? These 80 hours are a combination of training hours as well as standing post. Q35. Page 14: Section 2.7 Resume. Do you want the resume for the Site Manager, and/or a resume for each Supervisor? The resume for the proposed site manager must be included within the technical response. Firms should include resumes for all individuals that are relevant to the contract that would provide the College with information about the experience of the personnel assigned to the contract. Q36. Is there a proposal page limit? There is not a proposal page limit, but firms are cautioned to be concise and clear in content. Evaluation team members will be reviewing these proposals in addition to their standard job requirements. Q37. Do you require all firms to provide a benefits package for guards? (E.g. vacation, insurance, etc.) The College does not require the firm to provide a benefits package. However, firms are cautioned to clearly explain in section 2.8 how good employees are retained and turnover is minimized without benefits packages. Additionally, the selected firm is required to comply with all federal, State, and local laws including any that relate to health insurance. Issued on December 22,

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