RFQ 21-007-N90-S Security Guard Services for HHFDC

Quote Deadline: September 17, 2021 2:00 p.m.

BASE QUOTE:

QUOTE SCHEDULE RFQ No. 21-007-N90-S

For SECURITY GUARD SERVICES FOR HHFDC PROPERTY,

INFRASTRUCTURE, AND EVENTS IN WAIAHOLE VALLEY

The Total Base Quote is for a period of service up to twelve (12) calendar months.

Item No. 1.

2.

Description Unit Price Quantity

Security Guard Services $ 288 hours

/hr per security Quard

Contingency - Optional Expenses or Services Upon $5,000.00 1 Prior Written Approval by HHFDC

Total Base Quote

(Sum of Items No. 1 and 2 above, which includes the State of Hawaii General Excise Tax and markup (4.712%))

SECOND-TERM QUOTE (OPTIONAL EXTENSION PERIOD):

Total Price

$

$5,000.00

$

The Total Second-Term Quote is for an optional 12-month extension period after the initial 12-month period of service. The extension option shall be exercised at HHFDC's discretion upon mutual agreement in writing from the contracted vendor.

Item No. 3.

4.

Description Unit Price Quantity

Security Guard Services $ 288 hours

/hr per security guard

Contingency - Optional Expenses or Services Upon $5,000.00 1 Prior Written Approval by HHFDC

Total Second Term Quote

(Sum of Items No. 3 and 4 above, which includes the State of Hawaii General Excise Tax and markup (4.712%))

TOTAL LUMP SUM QUOTE

(Sum of Total Base Quote and Total Second-Term Quote)

QUOTE FOR SERVICES Page 3 of6

Total Price

$

$5,000.00

$

$

SCOPE, REQUIREMENTS, AND SPECIAL CONDITIONS Page 1 of 7

SCOPE, REQUIREMENTS, AND SPECIAL CONDITIONS - REVISED RFQ 21-007-N90-S

(HIePRO)

The Contractor shall provide the labor necessary to satisfactorily complete the Scope of Services described herein. I. SCOPE OF SERVICES. Security Guard Services on an As-Needed Basis for

Hawaii Housing Finance and Development Corporation (HHFDC) Property, Infrastructure, and Events in Waiahole Valley (WV), Waiahole, Kaneohe, Oahu, Hawaii, as described below. Attachment A (Waiahole Valley Location Map) is provided for reference.

A. Security Guard Services. Provide security guard services on an as-needed

basis, including but not limited to:

1. Monitoring and protecting a specific property or asset, from vandalism, theft, damage, tampering, contamination, etc;

2. Monitoring and/or protecting a specific individual(s);

3. Deterring criminal activity;

4. Enforcing State and County laws; and,

5. Enforcing social distancing and masks per current laws, rules, regulations, proclamations, and policies, as required by State, County, and/or HHFDC.

NOTE: There are no public bathrooms or shelter available in Waiahole Valley for security personnel.

B. Service Requests. When the need for security guard services arises during the contract term, HHFDC will request services in advance whenever possible, but may require security guards for immediate dispatch due to unplanned or emergency situations. Work shifts may range from one hour to 24 hours in a day, for any number of consecutive days as required by the situation at the time of the request. Invoices and payment for services will be based on the actual hours worked, at the hourly rates quoted in the Quote for Services. HHFDC shall require that the Contractor submit copies of the service requests and/or other information necessary to process payment.

C. Contingency or Allowance. At the sole option and upon the express written authorization of HHFDC, the Contractor’s scope of services may include additional related or incidental security guard services. A contingency amount of $5,000.00 for each of the base term and optional second term is provided for additional work not covered by other line items in the Quote for Services or for unforeseen circumstances discovered in performance of the


work that may impact the scope, timeline, or other material aspect of the requirements. Refer to section VII.G.

D. HHFDC reserves the right to terminate security services at any time during the contract period.

E. Safety. The Contractor shall take all precautions to protect its employees and the general public during the course of this work.

II. CONTRACT TERM. The contract period is for twelve (12) calendar months from

HHFDC’s Notice to Proceed, with one (1) option to extend for an additional twelve (12) calendar months or a portion thereof, at HHFDC’s sole discretion. The estimated start date is October 4, 2021. Each 12-month period of service during the contract term is subject to Department of Human Resources Development (DHRD) approval of a Request for Exemption from Civil Service (RECS). The contract may be terminated for convenience if such approval is not obtained.

III. CONTRACT ADMINISTRATOR and Contact Person for HHFDC shall be:

Debby Shin, Project Coordinator Telephone: (808) 587-3173

IV. COMPLIANCE REQUIREMENTS.

A. Business Compliance. Pursuant to HRS Chapter 103D-310(c), all vendors, upon award of contract, shall comply with all laws governing entities doing business in the State, including, but not limited to:

• Chapter 237, tax clearance; • Chapter 383, unemployment insurance; • Chapter 386, workers’ compensation; • Chapter 392, temporary disability insurance; and • Chapter 393, prepaid health care.

Vendors shall produce documents to the procuring officer to demonstrate compliance with this subsection. Any vendor making a false affirmation or certification under this subsection shall be suspended from further offerings or awards pursuant to section 103D-702. The procuring officer shall verify compliance with this subsection for all contracts awarded pursuant to sections 103D-302, 103D-303, 103D-304, and 103D-306, and for contracts and procurements of $2,500 or more awarded pursuant to section 103D-305. Hawaii Compliance Express. Hawaii Compliance Express (HCE) is an electronic system that allows vendors/contractors/service providers doing business with the State to quickly and easily demonstrate compliance with applicable laws. It is an online system that replaces the necessity of obtaining paper compliance certificates from the Department of Taxation,


Federal Internal Revenue Service, Department of Labor and Industrial Relations, and Department of Commerce and Consumer Affairs. Vendors are strongly encouraged to register with HCE at https://vendors.ehawaii.gov prior to submitting an offer. The annual registration fee is $12.00 and the ‘Certificate of Vendor Compliance’ issued by HCE is accepted as proof of compliance for award, execution of the contract, and final payment. Timely Registration on HCE. Vendors are advised to register on HCE soon as possible to ensure proof of compliance is available at the time of award.

B. Wages, hours, and working conditions of employees of contractors

performing services. Pursuant to HRS §103-55, HRS, services provided under this Contract shall be performed under the following conditions:

a. The services to be rendered shall be performed by employees paid at

wages or salaries not less than wages paid to public officers and employees for similar work. For contracts for services performed by laborers and mechanics, the vendor or the vendor's subcontractor shall give a copy of the rates of wages to each laborer and mechanic employed under the contract by the vendor at the time each laborer and mechanic is employed; provided that the vendor does not have to provide the vendor's employees the wage rate schedules where there is a collective bargaining agreement; and

b. All applicable laws of the federal and state governments relating to

workers' compensation, unemployment compensation, payment of wages, and safety will be fully complied with.

The wage rate schedule may be obtained from the State of Hawaii Department of Human Resources Development website:

https://dhrd.hawaii.gov/state-hr-professionals/class-and-comp/salary-schedules/bu-03-white-collar-non-supervisor-bu-04-white-collar-supervisor/

Weekly certified payroll required. For services performed by laborers and mechanics, a certified copy of all payrolls shall be submitted weekly to the HHFDC for review. The vendor shall be responsible for the submission of certified copies of the payrolls of all subcontractors. The certification shall affirm that the payrolls are correct and complete, the wage rates contained therein are not less than the applicable rates, and the classifications set forth for each laborer or mechanic conform with the work the laborer or mechanic performed.

All applicable laws of the federal and state governments relating to workers' compensation, unemployment compensation, payment of wages, and safety will be fully complied with.

V. SUBMITTALS


A. Vendors shall complete and submit the following forms on HIePRO no

later than the quote due date and time indicated in the Notice to Vendors:

1. Quote for Services;

2. Disclosure Statement;

3. Vendor/Contractor Information Form;

4. Wage Certificate; and

5. Copies of the Vendor’s current, valid licenses required to perform security guard services

Quotes that are: (1) not submitted on the provided forms, (2) lacking any required forms or information, or (3) not submitted on HIePRO, will not be accepted. Modifications and withdrawals shall be made by electronic notice in accordance with section 3-122-9, Hawaii Administrative Rules.

B. After the quotes are received, the lowest responsive, responsible vendor will be identified and notified by HHFDC. The selected vendor shall then submit to HHFDC current forms of the following documents within two (2) calendar weeks of notification:

1. Original signed quote and required forms.

Vendor shall submit the signed original offer, with any other required documentation, so that it is received within five (5) working days from the notification of intent to award, unless this requirement is explicitly waived by HHFDC.

2. Certificate of Insurance for the following coverages and

requirements:

a. General liability insurance (occurrence form) including bodily injury and property damage, personal injury and products and completed operations coverage for at least $1 million per occurrence and $2 million in the aggregate.

b. Automobile insurance for the Contractor’s own vehicles

and if it doesn’t have any vehicles, then coverage for Hired and Non-Owned Auto Liability, for at least $1 million per accident.

c. Workers Compensation and Employers’ Liability insurance

as required by law.


d. The State of Hawaii and HHFDC and their elected and appointed officials, officers, employees, and volunteers shall be added as an Additional Insured with a CG2026 Additional Insured – Designated Person or Organization endorsement, or similar endorsement to the above required insurance policies.

3. A current Certificate of Vendor Compliance from the Hawaii

Compliance Express (HCE) website, or other proof of compliance documentation, indicating that the Contractor is “Compliant” with State laws governing businesses in Hawaii, in accordance with section 103D-310(c), HRS. The HCE system can be accessed online at http://vendors.ehawaii.gov/hce.

4. Evidence of current, valid license(s) required to perform the work, if required by the RFQ.

VI. GENERAL CONDITIONS.

The awarded contractor is subject to the AG-008 103D General Conditions (“General Conditions”). The General Conditions have been uploaded on HIePRO and can be accessed and downloaded in the same manner as the RFQ forms.

VII. SPECIAL CONDITIONS.

A. Required License(s) Guard Agency “GDA” license is required by the Contractor, and Guard Employee “GDE” licenses are required by the security guards employed by the Contractor to perform this work. The Contractor shall be solely responsible for ensuring that it possesses all current and valid required licenses to perform the scope of work set forth in this RFQ.

B. HHFDC reserves the right to terminate or suspend service at any time. The Contractor shall not be entitled to payment for work not performed.

C. Work Schedule

1. The Contractor shall not commence any work until he has been awarded an approved purchase order or executed contract. Any work conducted prior to the issuance of this purchase order or contract shall be at the Contractor’s own risk and no compensation shall be paid for such unapproved work. Similarly, any work conducted following the expiration of the contract or purchase order, unless the same is extended, shall be at the Contractor’s own risk and no compensation shall be paid for such unapproved work.


2. The purchase order or contract will indicate a Notice to Proceed (NTP) date that has been discussed and mutually agreed upon by the Contractor and the HHFDC.

3. Work Days/Hours.

Work may be performed on any work day and any time of day, upon request by HHFDC, at the hourly rates quoted in the Quote for Services.

D. Workmanship The Contractor shall provide skilled, licensed, and certified employees.

E. Work Completion

All the services specified on the purchase order or contract shall be performed in a timely and professional manner.

F. Payment.

1. The Vendor shall submit an original invoice for payment upon satisfactory completion of the required scheduled work. The body of the invoice must contain the following information:

• Purchase Order (PO) /Contract Number • HHFDC Job Number (if any) • Project Title • Dates of completion • Record of the HHFDC callout (request to perform

work) • Description of the work performed • Dollar amount due • Name and address for payment (Note: this must

match exactly with the company name and address registered with the State of Hawaii.

The Contractor shall invoice for payment on a monthly basis. If the Contractor’s quote is $2,500.00 or more, the Contractor shall submit with each invoice a current Certificate of Vendor Compliance from HCE indicating that the Contractor is in “Compliant” status or equivalent documentation to show compliance with section 103D-310(c), HRS. The Contractor’s invoice cannot be processed for payment if not accompanied by current and valid compliance document(s).

2. To expedite processing of the invoice, mail the invoice to:

Hawaii Housing Finance and Development Corporation Development Support Section


677 Queen Street, Suite 300 Honolulu, Hawaii 96813

ATTN: Debby Shin, Project Coordinator

3. The processing of the payment invoice by the HHFDC will be contingent upon the verification and approval by the HHFDC Project Coordinator that the work has been satisfactorily completed. Section 103-10, HRS, provides that the State, upon receipt of invoice, shall have thirty (30) calendar days after receipt or satisfactory completion of contract to make payment. For this reason, the State will reject any offer submitted with a condition requiring payment within a shorter period.

G. Contingency or Allowance

Any work to be paid from a Contingency or optional services Allowance shall be determined and approved by HHFDC at its sole discretion. The Vendor shall provide a cost proposal and shall not commence any work prior to HHFDC’s written approval of the cost proposal and issuance of a notice to proceed. (Reference “Estimate for Change Order” and “Field Order” forms in the Appendix). No sum shall be paid from the Contingency or Allowance without prior written approval by HHFDC.

H. HIePRO Fee

There is no fee to register in HIePRO or submit an offer. However, there is a fee to the awarded vendor. The fee is .75% of the award or estimated award (for instance, the fee is $75 for an award of $10,000) and is due upon receipt of invoice, 30 days net. It is payable to Hawaii Information Consortium, LLC (HIC), the vendor powering the HIePRO application. The fee is capped at $5,000 per award. You will receive an invoice from HIC upon notice of award. In the event that security guard services are not requested at all within the base term or second term of the contract, the Contractor may invoice HHFDC for the HIePRO fee paid for the applicable term award at the end of that term. The fee shall be reimbursed from the Contingency amount. The Contractor’s invoice to HHFDC shall provide proof of payment to, and receipt by, HIC.

HAWAII HOUSING FINANCE AND DEVELOPMENT CORPORATION WAIAHOLE VALLEY AGRICULTURAL PARK AND RESIDENTIAL LOTS SUBDIVISION

APPENDIX

Years 2021 and 2022 www.dhrd.hawaii.govHolidays to be observed by the Website where State Holiday Schedule posted

HAWAII STATE GOVERNMENT

Year 2021 HAWAII STATE HOLIDAYS (Hawaii Rev. Statutes, Sec. 8-1) Day Observed in 2021 Official Date Designated in Statute/ConstitutionNew Year’s Day…………………………….. Jan. 1, Friday………….…. The first day in January

Dr. Martin Luther King, Jr. Day…………….Jan. 18 Monday……………. The third Monday in January

Presidents’ Day……………………………... Feb. 15 Monday……………. The third Monday in February

Prince Jonah Kuhio Kalanianaole Day…… Mar. 26 Friday………….. The twenty-sixth day in March

Good Friday…………………………………. April 2 Friday…………….. The Friday preceding Easter Sunday

Memorial Day……………………………….. May 31 Monday……………. The last Monday in May

King Kamehameha I Day………………….. June 11 Friday………………The eleventh day in June

Independence Day…………………………. July 5 Monday……………. The fourth day in July

Statehood Day…………………………….…Aug. 20 Friday………………The third Friday in August

Labor Day…………………………………….Sept. 6 Monday……………..The first Monday in September

Veterans’ Day……………………………….. Nov 11 Thursday…….… The eleventh day in November

Thanksgiving…………………………………Nov. 25 Thursday………….. The fourth Thursday in November

Christmas…………………………………….Dec. 24 Friday.…….………. The twenty-fifth day in December

Year 2022 HAWAII STATE HOLIDAYS (Hawaii Rev. Statutes, Sec. 8-1) Day Observed in 2022 Official Date Designated in Statute/Constitution New Year’s Day…………………………….. Dec. 31 Friday ………..……. The first day in January

Dr. Martin Luther King, Jr. Day…………….Jan. 17 Monday……………. The third Monday in January

Presidents’ Day……………………………... Feb. 21 Monday……………. The third Monday in February

Prince Jonah Kuhio Kalanianaole Day…… Mar. 25 Friday ..……….. The twenty-sixth day in March

Good Friday…………………………………. April 15 Friday…………….. The Friday preceding Easter Sunday

Memorial Day……………………………….. May 30 Monday……………. The last Monday in May

King Kamehameha I Day………………….. June 10 Friday .….………. The eleventh day in June

Independence Day…………………………. July 4 Monday……………. The fourth day in July

Statehood Day…………………………….…Aug. 19 Friday………………The third Friday in August

Labor Day…………………………………….Sept. 5 Monday……………..The first Monday in September

General Election Day ………………………Nov. 8 Tuesday…………….. The first Tuesday in Nov. following the first Monday of even numbered years. (Hawaii State Constitution, Article 2 – Section)

Veterans’ Day……………………………….. Nov. 11 Friday ………...… The eleventh day in November

Thanksgiving…………………………………Nov. 24 Thursday………….. The fourth Thursday in November

Christmas…………………………………….Dec. 26 Monday ….………. The twenty-fifth day in December FOOTNOTES: For use solely by State government agencies. Federal government and local banking holidays may differ. For State agencies that operate on other than Monday-Friday 7:45 AM to 4:30 PM schedules, also refer to appropriate collective bargaining agreements. Created by the Department of Human Resources Development 1/07/2020 subject to change.

ESTIMATE FOR CHANGE ORDER(General and Subcontractor)

Page 1

DATEPROJECT:

HHFDC JOB NO. CONTRACTOR

Ref: Bulletin No. PCD No. Field OrderWork Description

MATERIALSUnit Description Unit Prices Subtotal

$ $ 0.00$ $ 0.00$ $ 0.00$ $ 0.00

ea $ $ 0.00ea $ $ 0.00

TOTAL FOR MATERIALS…………………………………………………………………………….. $ 0.00 (1)

LABORClassification Hours Hourly Rate Fringe

$ $ 0.00Fringe 0 $ $ 0.00

$ $ 0.00Fringe 0 $ $ 0.00

$ $ 0.00Fringe 0 $ $ 0.00

$ $ 0.00Fringe 0 $ $ 0.00

$ $ 0.00Fringe 0 $ $ 0.00

$ $ 0.00Fringe 0 $ $ 0.00

SUBTOTAL FOR LABOR ……………………………………………………… $ 0.00 (2) $ 0.00 (3)

TOTAL FOR LABOR (Fringes & Wages) (2) + (3) ………………………………………………… $ 0.00 (4)

SUBTOTAL (MATERIALS & LABOR) (1) + (4) …………………………………………………… $ 0.00 (5)

Overhead & Profit (20%) of (5)…………………………………………………………….…………… $ 0.00 (6)

Insurance & Taxes ( %) of (3) (see Note A)………………………………………… $ 0.00 (7)

TOTAL (MATERIALS & LABOR) (5)+(6)+(7) ……….……...………..………………………. $ 0.00 (8)

ESTIMATE FOR CHANGE ORDER(General and Subcontractor)

Page 2

EQUIPMENTType or Class Hours Hourly Rate

$ $ 0.00$ $ 0.00$ $ 0.00$ $ 0.00$ $ 0.00$ $ 0.00

TOTAL FOR EQUIPMENT ………………………………………………………………………. $ 0.00 (9)

SUBCONTRACTORSName

$$$$$$

SUBTOTAL FOR SUBCONTRACTORS …………………………….…………………………….. $ 0.00 (10)

Overhead & Profit 10% of (10) ………………………………………………………………………… $ 0.00 (11)

TOTAL FOR SUBCONTRACTORS (10)+(11)…………………………….…….…………………… $ 0.00 (12)

TOTAL (MATERIAL, LABOR, EQUIPMENT & SUBCONTRACTORS) (8)+(9)+(12) …………… $ 0.00 (13)

Bond Fee ( %) of (13) if applicable (see Note B)…………………………… $ 0.00 (14)

General Excise Tax 4.5% on (13) ……………………….……………………...…………… $ 0.00 (15)

TOTAL FOR CHANGE ORDER (13)+(14)+(15) ………………………………………………. $ 0.00 (16)

Notes: A Contractor to enter insurance & tax rate and submit proof of suchB Contractor to enter bond rate and submit proof of such

Copy: File Budget Inspector Contractor Consultant

HAWAII HOUSING FINANCE AND DEVELOPMENT CORPORATION677 QUEEN STREET, SUITE 300

HONOLULU, HAWAII 96813

FIELD ORDER

DATE:

TO: FIELD ORDER NO.: PROJECT:

HHFDC JOB NO.: ATTN: HHFDC CONTRACT NO.:

Work shall be performed in accordance with this FIELD ORDER and applicable provisions of the Contract Documents. To expedite the Work and avoid delays, proceed with this work promptly.

DESCRIPTION OF WORK TO BE PERFORMED OR DELETED:

ATTACHMENTS:

CONDITIONS AND TERMS: Work is considered a MINOR CHANGE and shall be performed at no additional cost or time to the HHFDC. Provide a cost proposal for the work. Submit the proposal in accordance with the General Conditions. Perform the Work under the Force Account Provisions of the General Conditions. Work is subject to an adjustment to contract price and / or contract time as follows: Fixed Estimate Maximum* Change in Contract Sum. Add $ Fixed Estimate Maximum* Change in Contract Time. Add Working / Calendar Days

*Not to exceed cost and/or time that may be reduced after review and cost analysis of change proposals by the Hawaii Housing Finance and Development Corporation (HHFDC).

ISSUED BY: RECEIVED:

Executive Director Date Contrac Date Hawaii Housing Finance and Development Authorized Representative Corporation