Company name

18138 Entry Screening Security

Addendum 1

September 13, 2018
Q. On page 26 and 27, the hours of operations do not equal weekly hours required.  Can you clarify?
A. Hours of operations and weekly hours may not align due to the fact that shifts may overlap, and or more people potentially needing to be on site to be staffed properly.  But part of the RFP scope of work is that we are looking for firms to propose how they would staff it and why.  Please see page 15, letter C, numbers 1 and 2.  

Q. Is the "Uniformed Supervisory Staff" listed on page 13.b.4 the same one described on page 21, Group 5 HD Optional Cost?
A.Yes, the supervisor listed on page 13.b.4 is the same page 21, Group 5 HD Optional Cost.

Q. The General Information Sheet on page 22 requires bidders to select their entity type from a list of options. Our company is a limited liability company, and there is no option for that entity type. How should we answer that question: should we insert that option on the form, or should we select the option for corporations?
A.Yes, please insert the appropriate option.

Q. Is the professional liability coverage specified in General Terms and Condition Section 19 on page 5 in fact required? That coverage appears to apply only to services performed by engineers, architects and consultants.
A.No, in this instance it would not apply.  The insurance coverages that may not apply are prefaced with “if applicable”.

Q. We accept the County’s prerogative to reject or remove Contractor personnel as stated in Specifications Requirements Sections A.4 and A.6 on page 13, and we assume that such discretion will be exercised within the parameters of applicable law. Will the County clarify the cited provisions by insertion of the following as the last sentence of each provision: “No such request shall be made for reasons that would violate applicable law.”
A.Lake County Sheriff has access to various Law Enforcement databases in addition to other sources to determine if a potential candidate will become a guard.  However, what may preclude an applicant does not necessarily preclude an applicant from becoming a guard at another customer’s location.  The standards of Lake County and the Lake County Sheriff may be higher than those of corporate customers.  

Q. What are the County’s standard payment terms?
A.Payments shall be made in accordance with the Local Government Prompt Payment Act.  Please refer to Illinois statute 50 ILCS 505/

Q. We note that bill rates are to remain firm and fixed for the first contract year. Thereafter the Contractor may request price increases in advance of each annual contract period. See General Terms and Conditions Section 7 on page 3. During the potential 5-year term, unforeseen cost increases may necessitate rate adjustments. Will the County permit the Contractor to increase billing rates with automatic effect at any time during the base term or any renewal term to recoup future cost increases that are unknown or unquantifiable as of the bid submission date, such as but not limited to, increases in: Federal, state or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum wage rates; living wage rates; and medical and other benefit costs?  For example, since some contractors may be required to operate this account under terms of a collective bargaining agreement with SEIU Local 1, which puts forth increases to officers’ wages and health benefits at two different times each year, how would Lake County handle these increases mandated by collective bargaining?    
A.Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”  Any requests for wage increase outside the appropriate negotiation window will be subject to review and will be determined based on the sufficient appropriation of funds.

Q. General Terms and Conditions Section 14 on page 4 states that the County is exempt from paying “certain Illinois state taxes”. Specifically, is the County exempt from payment of state and local sales and use taxes?
A.Yes.

Q. The Price Sheet on pages 19-21 does not include line items for insertion of overtime and holiday bill rates. Please specify how the bill rates for overtime, holiday service and “observed floating holidays” are to be computed. Will security officers be compensated at 1.5-times their wage for Holidays worked or 2-times?
A.Lake County is looking for proposers to provide a proposed staffing schedule to operate all posts through all designated hours, including shift relief as needed in addition to explaining how you propose to ensure posts are properly staffed.  

Q. Our company is a limited liability company, and our officers are not located in the vicinity of Waukegan, Illinois.  May the bid documents be signed by a local representative provided a Secretary’s Certificate executed by the company secretary which confirms the signing authority of the signer be submitted with the bid?
A.Yes.

Q. We recently stopped into the Lake County Courthouse to observe the security screening operation.  At the Main Entrance, we noticed 6 security officers on duty, eventually reducing to 3 providing screening services.  When we walked across the street to your new facility, we also noticed 3 officers on duty, increasing to four while we stood there.  This level of staffing seems to conflict with the daily and weekly hours per week required for both of these posts within the RFP.  Can you explain this discrepancy?  Is 188 and 52 HPW in security at these sites accurate?    
A. Staffing and or shifts may overlap, and or more people potentially needing to be on site to be staffed properly.  But part of the RFP scope of work is that we are looking for firms to propose how they would staff it and why.  Please see page 15, letter C, numbers 1 and 2.  

Q. What are the current wages for Lake County’s security officers?  
A.    Please visit the awarded contracts section of our website, and search contract number “13151”.  You shall find this information listed on website.

Q. Is U.S. Security Associates currently providing security services at all the sites included within this RFP?
A.    Yes

Q. Lake County mentions that at least one employee providing entry screening services should be able to communicate in Spanish.  Does this requirement apply to just the Lake County Courthouse or all the sites included within the RFP?  
A. This would apply to all sites, however this is not a firm requirement.  

Q. Lake County requests a fulltime dedicated Account Manager.  Is this position billable or should the expense for this position be blended into the hourly rate for security professionals?  
A.    Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”

Q. Lake County wants to approve a particular style of uniform, including colors and patches.  Does Lake County have a standard patch which other vendors can utilize or will one need to be designed and manufactured?    
A.    Lake County does not have a standard patch which can be utilized.  

Q. Are the officers at Lake County provided any breaks or lunch periods?  If so, are they compensated for this break period?
A.    Yes, officers and guards are provided breaks or lunch periods.  Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”  For the Lake County Health Department (LCHD) while Guards are provided a lunch and break they are required to stay on site and carry their assigned phone and be prepared to answer any request for their assistance.  

Q. How much notice will Lake County provide to its security vendor for additional or supplemental security officers to stand post at your facilities?
A.    Lake County will make a reasonable effort to provide as much advance notice as possible.

Q. How often during the current contract have supplemental services been requested? Have these requests for service been met consistently by the current vendor?
A.    Approximately on 6 occasions have supplemental services been added via a contract addendum.  Yes, the requests for additional service have consistently been met.

Q. At what rate are supplemental services provided?  1.5 times the bill rate or double time?
A.    Part of the scope of services is that we are asking proposers to describe your policy regarding these varying types of services.  

Q. What equipment will the outside contractor be required to provide?  Specifically, how many vehicles?  Additionally, is each site required to have a mobile patrol monitoring device?
A.    Part of the scope of work for the Health Department and Overnight Security is to provide inspection of various interior and exterior locations using a guard tour system.  In addition, proposers shall supply their employees with equipment to communicate with fellow contract employees. As well as part of the scope of services and staffing plan we are asking proposers to explain how you would propose staffing.  Lake County believes one vehicle may be a necessity to perform the task of the of the mail screening.  

Q. Will any of the security officers with your current vendor(s) be retained, if Lake County selects a new partner?
A.    Lake County will assign this responsibility to the awarded proposer.  

Q. If so, will their benefits (including health & welfare, vacation, sick time, etc.) be grandfathered?  
A.    Lake County will assign this responsibility to the awarded proposer.  

Q. How should those additional expenses be notated within our pricing?  Direct billed or included in the bill rate?      
A.    Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”

Q. Do the officers received CPR/1st Aid/AED training?
A.    We are looking for proposers to describe all training and development programs offered to employees.  In addition, one of the evaluation criteria is annual training and proficiency.  Is there demonstrated access to regular training to maintain a ready and effective guard staff.

Q. If Lake County utilizes a mobile patrol monitoring device, how should the costs associated with this service be proposed within our pricing?  Included within the bill rate or direct billed?   
A.    Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”

Q. Can incident and daily activity reports be submitted to Lake County electronically via a Smartphone or Cell Phone based mobile patrol monitoring device?
A.    Lake County is open to exploring improvements and any industry best practices.  

Q. Under the Economic Opportunity Program portion of the RFP, Lake County mentions L/W/MBE subcontractors.  Is there an expectation from Lake County that subcontractors will be utilized in administering the security program?  If so, what is the mandate for their participation?
A.    No, Lake County makes no requirement.

Q. What type of subcontractor is required – L/W/MBE, VBE, DBE, etc.?   
A. Lake County makes no requirement.  This type of reporting is if an awarded vendor utilizes an approved subcontractor.

Q. In providing mail screening services, what equipment must the contractor provide?  The RFP states mail transport and x-ray mail screening of all incoming USPS mail.  What equipment is utilized in this process and who provides that equipment?
A.    Contractor shall provide a vehicle.  

Q. Will bids be considered for minimum hourly wages above $13.50 (for security officers)?
A.    Yes.

Q. While L/W/MBE relationships (Economic Opportunity Program) are encouraged: is participation required? If so, at what percentage?
A.    No, L/W/MBE is not required.

Q. In the past; how many vehicles have been needed to fulfill mail screening posts?
A.    One

Q. How does the county intend to qualify a "trained operator" to provide tech support for trouble shooting?
A. Lake will make every effort to provide training via a "train the trainer" approach, or manafacturer specific training using representatives  of the specific equipment manufacturer. 

Q. How far back do the background checks for security professionals need to go back?  5-years, 7-years, 10-years?
A.     Lake County’s background test looks at an applicant’s entire history.  If there is a criminal history it will then weigh the severity of the crime versus the amount of time that has passed.  
 
Q. What type of drug test does Lake County require of its Contractor?  5-panel, 10-panel, etc.?
A.     Lake County makes no requirement, however a 5-panel test is sufficient.

Q. Please explain the exact steps carried out in the Mail Screening process.
A.    A guard leaves Lake County main court facility (18 N. County Street Waukegan, IL 60085) in a proposer provided vehicle and drives 0.4 miles to the Waukegan branch of the US Post Office (326 N. Genesee St. Waukegan, IL 60085).  The mail is set aside by the US Post and is loaded into the proposer provided vehicle where it is then driven 0.5 miles to Lake County’s DOT garage (406 Washington St. Waukegan, IL 60085).  It is then placed on a Lake County provided x-ray scanner for screening.  After screening has been completed it is then taken back to the Lake County main court facility (18 N. County Street Waukegan, IL 60085) a distance of 0.1 mile.  
         

September 12, 2018

Q. The weekly hours required are off in the RFP as it doesn't look like you are accounting for most posts having multiple officers.  Can you clarify?

A. Proposers should submit a matrix which they believe will adequately staff all locations appropriately to perform the services required with shift relief factored in.

Q. The Account Manager and two supervisors are not listed in the weekly allotted hours.  Can you clarify?

A. Regarding the Health Department, the proposed mobile Supervisor for LCHD is an optional request and should not be included in the weekly allotted hours. This option should be priced out as noted in the price sheet.  In addition the Account Manager and supervisors should be compensated at different levels and should not be at posts so they may properly manage the account.

Q. Are we allowed to deviate from the staffing levels provided?

A. Proposers shall provide their suggested staffing levels

Q. In regards to the General Terms Section as it relates to contract term.  Pricing shall Fixed for the first 2 years.  Should Lake County opt to extend the contract will the contract be able to re-negotiate any price increase?

A.Please see page 3 under the General Terms and Conditions to clause titled "Escalator Provision". 

Q. What equipment is to be provided by the proposing company?

A.Part of the scope of work for the Health Department and Overnight Security is to provide inspection of various interior and exterior locations using a guard tour system.  In addition, proposers shall supply their employees with equipment to communicate with fellow contract employees.  The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.

Q. What equipment is to be provided by Lake County?

A. Please see the RFP General Information page 9, “Lake County currently provides and shall continue to provide x-ray baggage scanners, x-ray mail baggage scanner, walk through metal detectors, and hand-held wand style detectors.”  Please also see Letter D on page 14.

Q. How many billable hours per week?

A. This will depend on the staffing matrix provided that you should feel to adequately staff all locations appropriately to perform the services required with shift relief factored in.

Q. Is training billable?

A. Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”  However, proposers have the right to take exceptions which are to be identified in writing and included in the list of submittals.

Q. Is the project manager billable?

A. Per the Proposal Price Sheet page 19, “The proposer will consider all costs (labor, material, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP.”However, proposers have the right to take exceptions which are to be identified in writing and included in the list of submittals.In addition please include any value added services your firm provides in your submittal.

Q. How much training is required?

A. Lake County makes no requirement.  However, we are looking for proposers to describe all training and development programs offered to employees.  In addition, one of the evaluation criteria is annual training and proficiency.  Is there demonstrated access to regular training to maintain a ready and effective guard staff.

Q. How is equipment billed?

A. Not applicable.  Please see Question and Answer number 25.

Q. Revenue over a 12 month period?

A. It is not for Lake County to determine a proposer’s revenue.

Q. Out of the 56,000 approximate annual billing hours listed in the first addendum, what amount of that is supervisor hours?

Approximately 6,240

September 11, 2018

Q. Who is your current vendor?

A. U.S. Security Associates

Q. Are you satisfied with their services?

A. According to Lake County’s Purchasing Ordinance a contract term shall not exceed five (5) years.  We are currently nearing the end of our five (5) year agreement with our current vendor.

Q. What is your current vendor’s bill rate for services?

A. Please visit the awarded contracts section of our website, and search contract number “13151”.  You shall find this information listed on website. 

Q. What is the total number of annual billable hours for the prior awarded contract?

A. Approximately 56,000

Q. How many assigned security officers do you currently have under the prior contract award?

A. Approximately 27

Q. Do any of your current unarmed security guards carry handcuffs, OC (pepper spray), batons, or Tasers? If not, do you desire this service?’

A. No, per the RFP specifications the guards are to observe and report without a show of force. 

Q. Would you prefer to keep existing officers/staff if changing to a new contractor?

A.  Per the Staffing Requirements of the RFP, the Contractor agrees to hire employees of the highest quality and integrity. 

Q. Can you provide the number of current staff pay rates and rank if applicable. (No personal information needed)

A. Please visit the awarded contracts section of our website, and search contract number “13151”.  You shall find this information listed on website. 

Q. Can you provide any prevailing wage information and/or union information, if there is any, with regard to current employees?

A. Prevailing wage and/or union information is not applicable.

Q. How many locations outside of Lake County will this contract extend to?

A. None

Q. When is the anticipated start date (commencement date) for this contract award?

A. The anticipated start date will occur in December 2018/January 2019.

Q. Is local employee parking available?  If so, how much does it cost? Can it be obtained through Lake County at a discounted rate?

A. No, please see number 37 on page 8 under the General Terms and Conditions. 

Q. How many incidents involving violence or physical force have occurred in the last 12 months?

A. None

Q. How many firearms or dangerous weapons have been detected and/or confiscated in the last 12 months

A. Disclosure of this information would endanger the life or physical safety of the public, judges, attorneys, other officers and employees who use the Lake County Courthouse.

Q. How many current security guards have been hurt or injured due to violence in the last 12 months?

A. None

Q. What is the current uniform for the current vendor that was approved by Lake County? (blazer, dress pants, polo shirt, professional uniform with badge, etc.)

A. Current uniform is a standard poly-cotton blend blue trouser with matching shirt. 

Q. How many suspicious or dangerous mail packages were detected by security staff in the last 12 months?

A. Disclosure of this information would endanger the life or physical safety of the public, judges, attorneys, other officers and employees who use the Lake County Courthouse

Q. Approximately how many pieces of mail per day will the security guards be responsible for screening?

A. We’re unable to accurately estimate the amount of mail screened.  However, it takes one person approximately 1-2 hours per day (Mon-Fri) to perform this task. 

Q. How many hours were billed by the current vender for the last fiscal year?

A. Approximately 56,000

Q. How many visitors are screened per day (estimate)?

A. Approximately 4,000 persons per day across all Lake County Court facilities. 

September 5, 2018

Please see attached as it relates to the Health Department hours and Locations.

 

Phone: 1.800.555.5555

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