SECURITY GUARD SERVICES in the RFP. - phoenix.gov RFP... · Solicitation Number: AVN SOLICITATION ADDENDUM CITY OF PHOENIX Aviation Department Contracts & Services 2485 E. Buckeye

SOLICITATION ADDENDUM CITY OF PHOENIX Aviation Department Contracts & Services 2485 E. Buckeye Road

Phoenix, AZ 85034

ADDENDUM #2 Solicitation Number: AVN RFP 17-008

Solicitation Due Date: January 11, 2018 at 11:00 a.m. Local Phoenix Time

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SECURITY GUARD SERVICES

The following changes will supersede any conflicting provisions, instructions or attachments

in the RFP. The questions and answers are hereto attached as part of this addendum. Please make the following notation to the above-referenced solicitation: REPLACE: SECTION III, VIII, and XIII – INSTRUCTIONS Paragraph 30 is hereby replaced with the following: COMPILING YOUR PROPOSAL

The following information is provided to Offerors to assist in the preparation of their proposals. i. Tab 1 – Table of Contents

Page numbers must be included on entire proposal response.

ii. Tab 2 – General Information 1. Proposal guarantee as specified in Solicitation Instructions. 2. All Attachments in the Submittals Section, except Pricing. 3. Any other information not included in the Tab sections.

iii. Tab 3 – Company Qualifications and Experience (Attachment A)

This section provides the opportunity for the Offeror to clearly demonstrate its qualifications and experience to provide unarmed security guard services.

iv. Tab 4 – General Manager Qualifications and Experience This section provides the opportunity for the Offeror to clearly demonstrate that its

proposed General Manager has the qualifications and experience as well as meets the minimum qualifications identified herein.

Offeror must provide: 1. Qualifications and Experience of Proposed General Manager. (Attachment B) 2. Proposed General Manager's resume.

v. Tab 5 – Business and Operations Plan Method of Approach to Scope of Work.

Offeror must provide:

1. Executive Summary including any required documents for each of the Plans listed below:


Phoenix, AZ 85034



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(1) Phase-In/Staffing Plan (Attachment C-1) (2) Recruitment and Retention Plans (Attachment C-2) (3) Program Management Plan (Attachment C-3) (4) Operations Manual (Attachment C-4) (5) Staffing Contingency Plan (Attachment C-5) (6) Quality Control Program (Attachment C-6) (7) Phase-Out/Transition Plan (Attachment C-7)

2. Business Financial Plan: Executive Summary which demonstrates financial

capability to perform.

vi. Tab 6 – Addenda (if applicable)

vii. Tab 7 - Pricing

Note: The City is only allowed as a reference if Offeror does not have a contract with other firms. REPLACE: SECTION II – SPECIAL TERMS AND CONDITIONS Paragraph 1 is hereby replaced with the following: The term of this Contract will commence on or about July 1, 2018 and shall continue for a period of three (3) years thereafter. This Contract includes two (2) one-year options to extend the term that may be exercised at the sole discretion of the City. REPLACE: SECTION IV, IX and XIV - INSURANCE AND INDEMNIFICATION: All subsequent and renewal certificates of insurance and endorsements must be sent directly to:

City of Phoenix Aviation Department c/o EXIGIS Insurance Compliance Services P.O. Box 4668 – ECM #35050 New York, NY 10163-4668 Email: [email protected]

ADD:

SECTIONS V, X and XV - SCOPE OF WORK AND EVALUTION CRITERIA: Paragraph 3.1.3 is hereby added: 3.1.3 Contractor’s obligation to hire from the pool of current security guard employees under section shall not prevent Contractor from terminating any such employee for cause prior to the expiration of the 90-day period.

mailto:[email protected]


Phoenix, AZ 85034



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REPLACE: SECTION V – SCOPE OF WORK AND EVALUTION CRITERIA Section 12.2 is hereby replaced with the following: Have at least two (2) continuous years of relevant experience, within the last five (5) years, at a government-regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained. REPLACE: SECTION V, X and XV – SCOPE OF WORK AND EVALUTION CRITERIA Paragraph 32 is hereby replaced with the following: VEHICLES:

The Contractor must provide all vehicles required to effectively and efficiently operate, manage, and support the services necessary to fulfill the requirements of this Contract. All vehicles must be in good condition and serviceable. Contractor is responsible for all costs associated with repairs, preventative maintenance, etc., necessary for the upkeep of the vehicles. The ADR reserves the right to reject or approve a vehicle used by the Contractor. Fuel fees for vehicles will be the responsibility of and paid by the Contractor. The cost of fuel for vehicles in support of and for the duration of the contract shall be included as part of the Contractor’s proposed vehicle hourly rate.


Phoenix, AZ 85034



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REPLACE: SECTIONS VI, XI AND XVI – SUBMITTALS Business References and Years in Business and References forms with the following: 6. BUSINESS REFERENCES: The Contractor will furnish the names, addresses, and telephone

numbers of a minimum of three (3) firms or government organizations for which the Contractor is currently furnishing or has furnished, completed service for security guard services. Company Name ___________ ______ Address _____________ Reference

Telephone Number Email Address Years Provided ___________________________________

Company Name Address Reference Telephone Number _ Email Address _ Years Provided ___________________________________ Company Name _ Address Reference Telephone Number Email Address Years Provided ___________________________________


Phoenix, AZ 85034



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This space left blank intentionally.

*The balance of the specifications and instructions remain the same. Offeror must acknowledge receipt and *acceptance of this addendum by returning the entire addendum with the offer or proposal submittal. Name of Company: ________________________________________________________________________ Address: ________________________________________________________________________ Authorized Signature: __________________________________________________________________________ Print Name and Title: __________________________________________________________________________

AVN RFP 17-008 SECURITY GUARD SERVICES SOLICITATION ADDENDUM #2

Questions and Answers

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Q & A Sect Sub-section

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Questions: General and External-Regulatory

Question 1: II 19.1 26 For how long are Aviation Dept.-issued Badges effective? Answer 1: First badge will be issued for a period of six months. After this

period, there is a maximum cycle of 2 years or to end of contract whichever is first.

Question 2: II 19.1 26 What is the lead time for Aviation Dept.-issued badges for re-hired incumbent employees?

Answer 2: Provided that all security background checks and training are current, rehired incumbent employees may be able to obtain their badges at the time of application.

Question 3: II 19.1 26 What is the lead time for Aviation Dept.-issued badges for newly-hired employees?

Answer 3: It will be contingent on the applicant’s ability to pass the background check and complete/pass the computer-based training courses.

Question 4: II 19.1 26 Are Customs seals required? Answer 4: As of the date of this addendum, Custom seals are not

required. Question 5: II 19.1 26 If Customs seals are required, how many security officers are

required/expected to have seals? Answer 5: See answer to question #4.

Question 6: II 19.1 26 If Customs seals are required, what is the lead time for issuance?

Answer 6: See answer to question #4. Question 7: II 20.5 - 20.7 28 Does the Aviation Department provide administrative space to

the Contractor on airport property? Answer 7: No.

Question 8: II 20.5 - 20.7 28 If administrative space is provided by the airport, how much space and at what cost?

Answer 8: See answer to question #7.

Question 9: II 20.5 - 20.7 28 Is there other administrative space available for rent from the airport? What is the available square footage and square foot cost?

Answer 9: The Contractor may contact the airport’s Business and Properties Division at (602) 273-8857 to inquire about available space on airport property.

Question 10: II 37 35 What are the fee or fees, if any for employee parking? Answer 10: The Contractor may contact Airport Parking Operations at

(602) 273-4545 to inquire about fees and employee parking.



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Question 11: II 37 35 Which posts have co-located parking for employee use? Is there a cost for this parking and if so, what is that cost?

Answer 11: Refer to Section II, paragraph 37. Employee Parking and Transportation.

Question 12: II 37 35 Is the contractor required to pay the parking of its employees?


Question 13: VIII Response Checklist, 12

146 Submission of Offer, item 12 refers to "sealed envelope." The size of the proposal submission will require the proposal to be packaged in something larger than an envelope. Please clarify.

Answer 13: The offer must be sealed with regards to any packaging.

Question 14: VIII 5.2 143 What specifically is the Solicitation Disclosure Form and where can it be found?

Answer 14: The Solicitation Disclosure Form is the same as the “Conflict of Interest and Solicitation Transparency Form” located in the Submittals Sections of the RFP.

Question 15: VIII 5.1; 16.1 143; 147-148

Section 5.1 states "no Offeror or business or person affiliated with the Offeror may submit multiple proposals." However, Section 16.1 states "An Offeror may submit up to three (3) proposals under this RFP." Please clarify that one entity may submit a proposal for each Regulatory – External, Regulatory – Internal, and Non-Regulatory recognizing that a contractor will not be awarded more than one.

Answer 15: An Offeror may submit up to 3 proposals for the categories identified in Section VIII, paragraph 16, Award of Contract.

Question 16: X Attach C (1)

169-170 Is there a minimum or a maximum allowed transition plan period and if so, what are they?

Answer 16: The City has not identified a specific time for the transition plan period, but the Offeror must cooperate in order to effect an orderly and efficient transition. (See Attachment C-7).

Question 17: X Attach C-2 171 What are the current wages paid to guards and supervisors?

Answer 17: The current contract includes contract pricing paid to the vendor by position. A copy of the current contract can be obtained through City Clerk’s website at: https://www.phoenix.gov/cityclerk/services/public-records-search

Question 18: X Attach C-3 (4); 3.25

172; 184-185

Do the staffing hours provided include relief hours? If yes, how many relief hours have been included? If no, please verify that the Aviation Dept. will not directly reimburse relief hours.

https://www.phoenix.gov/cityclerk/services/public-records-search




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Answer 18: Refer to Section X, paragraph 3. Staffing Requirements.

Question 19: X Attach C-4 4, 5.d; 3.25

173, 185 Is the GPS technology specifically/exclusively related to employees on vehicle patrol or does it apply to other posts and if so, which ones? IT

Answer 19: Refer to Section X, paragraph 21. Operations Plan for GPS technology requirement.

Question 20: X Attach C-4 4, 5.d; 3.25

173, 185 Which of the proposed posts are fixed? For those that are fixed, is the described GPS technology noted in 5.d required?

Answer 20: Currently, there are approximately 20 posts that are stationary and non-mobile. However, this number is subject to change due to operational needs. Refer to Section X, paragraph 21. Operations Plan for GPS technology requirement.

Question 21: X Attach C-7; 18.1.2

177; 203

Is the incumbent contractor required to provide their Phase-Out plan to the successor Contractor?

Answer 21: No. Question 22: X Attach C-7 177 What responsibilities does the incumbent contractor have for

retaining incumbent staffing to the current contract staffing levels?

Answer 22: Refer to current contract for incumbent contractor responsibilities. A copy of the current contract can be obtained through City Clerk’s website at: https://www.phoenix.gov/cityclerk/services/public-records-search

Question 23: X Attach C-7 177 What does the reference to “phase in training” mean? Is the incumbent expected to provide training to a successor contractor? If so, please elaborate what exactly the incumbent is responsible for?

Answer 23: Refer to Section X, paragraph 17. page 202, Phase in Staffing Plan. Incumbent is not expected to provide training.

Question 24: X 3.1 178 Is the successful Offeror required to hire an incumbent who is under any current disciplinary action?

Answer 24: No.

Question 25: X 3.3.3 178 Section 3.3.3 requires Contractor to provide "touring wands." Do all the Aviation Dept. security posts have imbedded RFID technology in order to capture touring wand data? If not, which posts do not? If any posts do not have imbedded RFID technology, how is this requirement expected to be met?





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Answer 25: No, not all posts have RFID technology embedded. It is the Contractor’s responsibility for the procurement, operations and maintenance of equipment at no cost to the City.

Question 26: X 3.25 184 - 185

The solicitation does not specify any work scope and staffing required at Phoenix Deer Valley and Goodyear Airports. Please elaborate and clarify. Are there any permanent staffing requirements at either airport? If there is no permanent staffing, what exactly is expected of the contractor?

Answer 26: There are no staffing requirements at Phoenix Deer Valley and Goodyear Airports at this time.

Question 27: X 3.3.3 178 Section 3.3.3 requires Contractor to provide "touring wands." Do the GYR and/or the DVT security posts have imbedded RFID technology in order to capture touring wand data? If not, how is this requirement expected to be met?


Question 28: X 3.17.1 180 3.17.1 indicates ADR "will provide written notice for new post requests within the range of twenty-four (24) hours to five (5) calendar days…." In the past five years, how often has this happened?

Answer 28: Currently, we do not track this information.

Question 29: X 3.19.1 181 Are the hours associated with maintaining the ERT in a standby mode billable hours?

Answer 29: No.

Question 30: X 3.19.1 181 A team of 15 ERT members seems excessive given the actual number of guards required per shift. Is this the correct number?

Answer 30: Yes. Question 31: X 3.19.1 181 Are the hours associated with activating/deploying the ERT

billable hours? Answer 31: No.

Question 32: X 3.19.1 181 What is the minimal advance notice will the Contractor be provided to activate the ERT?

Answer 32: Refer to Section X, paragraph 3.19.2.

Question 33: X 3.19.1 181 Within the past five years, how often has the ERT been called up? How many guards were required?

Answer 33: Currently, we do not track this information. Question 34: X 3.24.1 182 Will the Contractor be provided a construction schedule? If so,

how long in advance?



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Answer 34: Yes, the Contractor will be provided a construction schedule. Question 35: X 3.24.1 182 Are the construction related hours in addition to those

identified in the staffing requirements in 3.25? Answer 35: No, the construction related hours are not reflected in 3.25.

Question 36: X 3.24.1 182 What are the construction plans already known/identified for the coming contract period?

Answer 36: Construction plans relevant to this contract are unknown at this time.

Question 37: X 3.24.1 182 What is the past five-year history for invoking this additional requirement? How often? How many hours?


Question 38: X 3.24.1 182 Can construction guard hours be billed at a separate, negotiable rate?

Answer 38: No.

Question 39: X 3.25 185 How is the staffing broken out for Gate 220 and Gate 141 posts? How many hours/personnel for first shift? For second shift? For third shift?

Answer 39: Currently, there are 2 officers for first and second shift. There is 1 officer on third shift at Gate 220 and 141.

Question 40: X 3.25 184-185 Please clarify whether the hours labeled “Vehicle (Parking Patrol)”, “Vehicle (Perimeter Patrol)”, and “Vehicle (SUPV)” are referring to the actual vehicles, or to the personnel occupying the vehicle.

Answer 40: This is in reference to the vehicle which is to be reflected in an hourly rate.

Question 41: X 3.25 184-185 What is the expected daily, weekly and annual mileage of each/all vehicles assigned to the contract?


Question 42: X 3.25 184-185 Is perimeter patrol continuous or are there requirements/expectations for a minimum number of patrol circuits per shift or per hour?

Answer 42: Perimeter patrol is a 24 hour, 7 days a week post.

Question 43: X 3.25 185 Please identify expected/required staffing by individual posts to include numbers and hours of operation.

Answer 43: The hours of needed coverage by guard services on a daily / weekly basis is provided in the table in Section X, paragraph 3.25.

Question 44: X 3.25 185 Do the hours shown include relief hours for non-paid lunch? Relief hours for company paid break periods?



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Answer 44: Refer to Section X, paragraph 3. Staffing Requirements.

Question 45: X 6.1.13 191 Does the Aviation Department have card readers or other infrastructure in place and available at all post locations in order to fulfill this requirement? If so, what is that technology? If not, what is the department's expectation on how this provision is to be fulfilled?

Answer 45: Yes, the Aviation Department has card readers that will be operated with airport issued credentials. The technology is based on proximity cards.

Question 46: X 9.1 194 This provision requires guards to "be literate and fluent in English.…" Does the Aviation Dept. have a specific English fluency standard to be applied? If so, what specifically is it?

Answer 46: No, the Aviation Department does not have a specific English fluency standard.

Question 47: X 16.3 (1); 17.2.1

201; 202

Can the successful Offeror begin initial phase-in activities, (specifically with regard to recruitment of incumbent staff) immediately upon Contract award and prior to submittal/approval of the PISP plan?

Answer 47: No, Contractor has to provide the PISP plan for approval before initial phase-in activities begin.

Question 48: X 20.1 204 Does the Aviation Department require any paid holidays or paid vacation time?

Answer 48: No. Question 49: X 20.1 204 Regarding minimum wage: Will the employees be subject to

the Arizona Revised Statutes regarding minimum wage (A.R.S. Sec 5-23-362 et seq.)?

Answer 49: It is the Contractor’s responsibility to comply with all federal and state minimum wage requirements. Contractor should consult with its attorney or legal advisor on this matter.

Question 50: X 20.1 204 Regarding Pricing: If the minimum wage rate increases during the term of the base period, will the Contractor be afforded the opportunity to submit for an amendment/equitable adjustment?

Answer 50: No. Question 51: X 20.1 204 Regarding paid sick leave: Will the employees be subject to the

Arizona Revised Statutes regarding paid sick leave (A.R.S. Sec. 5-23-371 et seq.)?

Answer 51: Contractor should consult with its attorney or legal advisor on this matter.

Question 52: X 20.1 204 Does the Aviation Department require that an employee be provided a non-paid 30-minute meal break?



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Answer 52: No, it is the responsibility of the Contractor to determine policy related to employee non-paid meal breaks.

Question 53: X 21.3 - 21.6 205-206 Does or will the Aviation Department provide any internet connectivity to the Contractor? If so, is this connectivity available at all security/post/operational locations? If not, which ones are not covered?

Answer 53: No. Aviation does not provide internet connectivity to the Contractor.

Question 54: X 21.3 - 21.6 205-206 If the Aviation Department does not provide internet connectivity to the Contractor at some, any, or all operational locations how does a contractor go about securing internet service?

Answer 54: The Contractor would have to work with a service provider, as well as the Business and Properties Division of Aviation to coordinate the installation.

Question 55: X 23 207-211 For almost all training elements called out in this section (excluding 23.6 (7) Initial; 23.9 (1) Monthly and 23.9 (3) Recurrent), there are no specified minimum or expected number of hours required. Please indicate the minimum number of hours required for: Initial Training: Monthly Training: Recurrent Training:

Answer 55: Initial Training: see minimum requirements in Section X, paragraphs 23.6. Monthly Training: see minimum requirements in Section X, paragraph 23.9. Recurrent Training: see minimum requirements in Section X, paragraph 23.9.

Question 56: X 23 207-211 Are training hours billable to the contract? Is there a number of training hours that can be charged to the contract? Is there a maximum number of training hours that can be charged to the contract?

Answer 56: No, training hours are not billable except for Quarterly Staff and Other Meetings as referenced in Section X, paragraph 27.

Question 57: X 23 207-211 How many hours and on what topics is training provided by the PHX Aviation Department?

Answer 57: Initial Training: Refer to Section X, paragraphs 23.6 – 23.9 Monthly Training: Refer to Section X, paragraph 23.9 Recurrent Training: Refer to Section X, paragraph 23.9.

Question 58: X 23 207-211 Of the PHX-provided training, how much is directly billable to the contract?



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Question 59: X 23.9 (1) 210 Please verify that the "Monthly Training no less than thirty (30) minutes of monthly training is required…" means that a minimum of six (6) hours of Monthly training is required each year.

Answer 59: Yes. Question 60: X 23.9 (3) 210 In the "Recurrent/Ongoing Training" section, separate from

the "Monthly Training" section on the same page, the Solicitation specifies "a minimum of fifteen (15) minutes of recurrent and ongoing training is required…". Is this requirement included in the "Monthly Training" section or is it in addition to the "Monthly Training" requirement?

Answer 60: Recurrent/Ongoing Training is separate from Monthly Training.

Question 61: X 30.2 215 Is the contractor’s communication system required to communicate with the Airport’s Communication Center? Are they to operate on the same frequency? Is it a FCC regulated frequency?

Answer 61: The contractor’s communication system is required to communicate with the Airport’s Communication Center through the airport emergency number (602) 273-3311.

Question 62: X 32.4 217 This section indicates that "vehicles in direct support of (this contract) will be retrofitted by the City and use the Airport facilities E-85 and CNG pumps." Who pays for the retrofit? If the Contractor pays, what is the cost?

Answer 62: See Addendum #2.

Question 63: X 32.4; 32.9 217; 218

These sections indicate that contract-related vehicles will use Airport facilities E-85 and CNG fuel pumps and specify certain occasions when "fuel fees …will be paid by the Contractor…" Otherwise, please clarify that the Airport provides the fuel for contract-related vehicles.


Question 64: X 32.4; 32.9 217; 218

If the contractor provides a vehicle that is E-85 fuel compatible, is it then understood/accepted that these vehicles are compatible with the fuel pump(s) provided by the Airport?

Answer 64: See Addendum #2. Question 65: X 34 218 Is the contractor required to pay for employee uniforms?

Answer 65: Yes.

Question 66: X 40 222 Please confirm that there are no security posts/requirements in the FIS.



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Answer 66: Currently, there are no security guard services requirements in the area of FIS.

Question 67: XI 4 225 The statement in the Offer Submission is that “Attachments, resumes and tabs separating pages are not included in the page limit.” However, in the whole of the Evaluation Criteria (pages 166 – 177) the bulk of the material that we need to discuss in our proposal are listed as “C Attachments.” Please verify that the material in our proposals that covers the information discussed in the Evaluation Criteria (pages 166-177) should be included in our proposal (and are part of the page count) as opposed to being submitted as an attachment to our proposal (and are not part of the page count)?

Answer 67: To clarify pages 166 – 177, those pages listed as Attachments will be included as part of the page count.

Question 68: XI 6 and 7 226; 227

Please confirm that the same references may be used on both forms. If not, what limitations are explicit and/or which types of references cannot be used on both forms?


Question 69: XI Var 226-232 Should the Business Reference Form, the Years in Business Form, the Offer Form; the Acceptance of Offer Form, and the Conflict of Interest Form be included as Attachments?

Answer 69: Yes.

Questions: General and Internal-Regulatory Question 70: II 19.1 26 For how long are Aviation Dept.-issued Badges effective? Answer 70: First badge will be issued for a period of six months. After this

period, there is a maximum cycle of 2 years or to end of contract whichever is first.

Question 71: II 19.1 26 What is the lead time for Aviation Dept.-issued badges for re-hired incumbent employees?

Answer 71: Provided that all security background checks and training are current, rehired incumbent employees may be able to obtain their badges at the time when service is rendered.

Question 72: II 19.1 26 What is the lead time for Aviation Dept.-issued badges for newly-hired employees?

Answer 72: It will be contingent on the applicant’s ability to pass the background check and complete/pass the computer-based training courses.

Question 73: II 19.1 26 Are Customs seals required? Answer 73: As of the date of this addendum, Custom seals are not

required.



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Question 74: II 19.1 26 If Customs seals are required, how many security officers are required/expected to have seals?


Question 75: II 19.1 26 If Customs seals are required, what is the lead time for issuance?

Answer 75: See answer to question #73. Question 76: II 20.5 - 20.7 28 Does the Aviation Department provide administrative space to

the Contractor on airport property? Answer 76: No. Question 77: II 20.5 - 20.7 28 If administrative space is provided by the airport, how much

space and at what cost? Answer 77: See answer to question #76.

Question 78: II 20.5 - 20.7 28 Is there other administrative space available for rent from the airport? What is the available square footage and square foot cost?

Answer 78: The Contractor may contact the airport’s Business and Properties Division at (602) 273-8857 to inquire about available space on airport property.

Question 79: II 37 35 What are the fee or fees, if any for employee parking? Answer 79: The Contractor may contact Airport Parking Operations at

(602) 273-4545 to inquire about fees and employee parking. Question 80: II 37 35 Which posts have co-located parking for employee use? Is

there a cost for this parking and if so, what is that cost? Answer 80: Refer to Section II, paragraph 37. Employee Parking and

Transportation. The Contractor may contact Airport Parking Operations at (602) 273-4545 to inquire about fees and employee parking.

Question 81: II 37 35 Is the contractor required to pay the parking of its employees?


Question 82: XIII Response Checklist, 12

250 Submission of Offer, item 12 refers to "sealed envelope." The size of the proposal submission will require the proposal to be packaged in something larger than an envelope. Please clarify.

Answer 82: The offer must be sealed with regard to any packaging. Question 83: XIII 5.2 247 What specifically is the Solicitation Disclosure Form and where

can it be found?

Answer 83: The Solicitation Disclosure Form is the same as the “Conflict of Interest and Solicitation Transparency Form” located in the Submittals Sections of the RFP.



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Question 84: XIII 5.1; 16.1 247; 251-252

Section 5.1 states "no Offeror or business or person affiliated with the Offeror may submit multiple proposals." However, Section 16.1 states "An Offeror may submit up to three (3) proposals under this RFP." Please clarify that one entity may submit a proposal for each Regulatory – External, Regulatory – Internal, and Non-Regulatory recognizing that a contractor will not be awarded more than one.

Answer 84: An Offeror may submit up to 3 proposals for the categories identified in Section XIII, paragraph 16, Award of Contract.

Question 85: XV Attach C (1)

273-274 Is there a minimum or a maximum allowed transition plan period and if so, what are they?

Answer 85: The City has not identified a specific time for the transition plan period, but the Offeror must cooperate in order to effect an orderly and efficient transition. (See Attachment C-7).

Question 86: XV Attach C-2 275 What are the current wages paid to guards and supervisors?


Question 87: XV Attach C-3 (4); 3.25

276; 288-289

Do the staffing hours provided include relief hours? If yes, how many relief hours have been included? If no, please verify that the Aviation Dept. will not directly reimburse relief hours.

Answer 87: Refer to the Staffing Requirements listed under the categories (External and Internal).

Question 88: XV Attach C-4 4, 5.d; 3.25

277, 288-289

To which posts does the GPS technology apply? Specifically /exclusively related to employee(s) on vehicle patrol or Roving or does it apply to other posts and if so, which ones?

Answer 88: Refer to Section X, paragraph 21. Operations Plan.

Question 89: XV Attach C-4 4, 5.d; 3.25

277, 288-289

Which of the proposed posts are fixed? For those that are fixed, is the described GPS technology noted in 5.d required?

Answer 89: Currently, there are approximately 20 posts that are stationary and non-mobile. However, this number is subject to change due to operational needs. Refer to Section X, paragraph 21. Operations Plan for GPS technology requirement.

Question 90: XV Attach C-7; 18.1, 2)

281; 307

Is the incumbent contractor required to provide their Phase-Out plan to the successor Contractor?

Answer 90: No.





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Question 91: XV Attach C-7 281 What responsibilities does the incumbent contractor have for retaining incumbent staffing to the current contract staffing levels?

Answer 91: Refer to current contract for incumbent contractor responsibilities. A copy of the current contract can be obtained through City Clerk’s website at: https://www.phoenix.gov/cityclerk/services/public-records-search

Question 92: XV Attach C-7 281 What does the reference to “phase in training” mean? Is the incumbent expected to provide training to a successor contractor? If so, please elaborate what exactly the incumbent is responsible for?

Answer 92: Refer to Section X, paragraph 17. page 202, Phase in Staffing Plan. Incumbent is not expected to provide training.

Question 93: XV 3.1 282 Is the successful Offeror required to hire an incumbent who is under any current disciplinary action?

Answer 93: No.

Question 94: XV 3.3.3 282 Section 3.3.3 requires Contractor to provide "touring wands." Do all the Aviation Dept. security posts have imbedded RFID technology in order to capture touring wand data? If not, which posts do not? If any posts do not have imbedded RFID technology, how is this requirement expected to be met?

Answer 94: No, not all posts have RFID technology embedded. It is the Contractor’s responsibility for the procurement, operations and maintenance of equipment at no cost to the City.

Question 95: XV 3.25 288 - 289

The solicitation does not specify any work scope and staffing required at Phoenix Deer Valley and Goodyear Airports. Please elaborate and clarify. Are there any permanent staffing requirements at either airport? If there is no permanent staffing, what exactly is expected of the contractor?

Answer 95: There are no staffing requirements at Phoenix Deer Valley and Goodyear Airports at this time.

Question 96: XV 3.3.3 282 Section 3.3.3 requires Contractor to provide "touring wands." Do the GYR and/or the DVT security posts have imbedded RFID technology in order to capture touring wand data? If not, how is this requirement expected to be met?






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Question 97: XV 3.17.1 284 3.17.1 indicates ADR "will provide written notice for new post requests within the range of twenty-four (24) hours to five (5) calendar days…." In the past five years, how often has this happened?


Question 98: XV 3.19.1 285 Are the hours associated with maintaining the ERT in a standby mode billable hours?

Answer 98: No. Question 99: XV 3.19.1 285 A team of 15 ERT members seems excessive given the actual

number of guards required per shift. Is this the correct number?

Answer 99: Yes. Question 100: XV 3.19.1 285 Are the hours associated with activating/deploying the ERT

billable hours? Answer 100: No. Question 101: XV 3.19.1 285 What is the minimal advance notice will the Contractor be

provided to activate the ERT? Answer 101: Refer to Section X, paragraph 3.19.2.

Question 102: XV 3.19.1 285 Within the past five years, how often has the ERT been called up? How many guards were required?

Answer 102: Currently, we do not track this information. Question 103: XV 3.24.1 286 Will the Contractor be provided a construction schedule? If so,

how long in advance? Answer 103: Yes, the Contractor will be provided a construction schedule. Question 104: XV 3.24.1 286 Are the construction related hours in addition to those

identified in the staffing requirements in 3.25? Answer 104: No. The construction related hours are not reflected in 3.25

Question 105: XV 3.24.1 286 What are the construction plans already known/identified for the coming contract period?

Answer 105: Construction plans relevant to this contract are unknown at this time.

Question 106: XV 3.24.1 286 What is the past five-year history for invoking this additional requirement? How often? How many hours?


Question 107: XV 3.24.1 286 Can construction guard hours be billed at a separate, negotiable rate?

Answer 107: No.



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Question 108: XV 3.25 288-289 Please clarify whether the hours labeled “Vehicles” are referring to the actual vehicles, or to the personnel occupying the vehicle (“Vehicle (SUPV)”)

Answer 108: This is in reference to the vehicle which is to be reflected in an hourly rate.

Question 109: XV 3.25 288-289 What is the expected daily, weekly and annual mileage of the vehicle assigned to this contract?


Question 110: XV 3.25 289 Please identify expected/required staffing by individual posts to include numbers and hours of operation.

Answer 110: The hours of needed coverage by guard services on a daily / weekly basis is provided in the table in Section X, paragraph 3.25.

Question 111: XV 3.25 289 Do the hours shown include relief hours for non-paid lunch? Relief hours for company paid break periods?

Answer 111: No. Refer to Section X, paragraph 3. Staffing Requirements.

Question 112: XV 6.1.xiii 295 Does the Aviation Department have card readers or other infrastructure in place and available at all post locations in order to fulfill this requirement? If so, what is that technology? If not, what is the department's expectation on how this provision is to be fulfilled?

Answer 112: Yes, the Aviation Department has card readers that will be operated with airport issued credentials. The technology is based on proximity cards.

Question 113: XV 9.1) 298 This provision requires guards to "be literate and fluent in English.…" Does the Aviation Dept. have a specific English fluency standard to be applied? If so, what specifically is it?

Answer 113: No, the Aviation Department does not have a specific English fluency standard.

Question 114: XV 16.3) (1); 17.2)a

306; 306

Can the successful Offeror begin initial phase-in activities, (specifically with regard to recruitment of incumbent staff) immediately upon Contract award and prior to submittal/approval of the PISP plan?

Answer 114: No, Contractor has to provide the PISP plan for approval before initial phase-in activities begin.

Question 115: XV 20.1) 308 Does the Aviation Department require any paid holidays or paid vacation time?

Answer 115: No.



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Question 116: XV 20.1) 308 Regarding minimum wage: Will the employees be subject to the Arizona Revised Statutes regarding minimum wage (A.R.S. Sec 5-23-362 et seq.)?

Answer 116: It is the Contractor’s responsibility to comply with all federal and state minimum wage requirements. The Offeror is responsible for their employee hourly rates.

Question 117: XV 20.1) 308 Regarding Pricing: If the minimum wage rate increases during the term of the base period, will the Contractor be afforded the opportunity to submit for an amendment/equitable adjustment?

Answer 117: No, it is the Contractor’s responsibility to comply with all federal and state minimum wage requirements. The Offeror is responsible for any adjusted employee hourly rates.

Question 118: XV 20.1) 308 Regarding paid sick leave: Will the employees be subject to the Arizona Revised Statutes regarding paid sick leave (A.R.S. Sec. 5-23-371 et seq.)?

Answer 118: It is the Contractor’s responsibility to comply with all federal and state paid sick leave requirements.

Question 119: XV 20.1) 308 Does the Aviation Department require that an employee be provided a non-paid 30 minute meal break?

Answer 119: No, it is the responsibility of the Contractor to determine policy related to employee non-paid meal breaks.

Question 120: XV 21.3) - 21.6)

309-310 Does or will the Aviation Department provide any internet connectivity to the Contractor? If so, is this connectivity available at all security/post/operational locations? If not, which ones are not covered?

Answer 120: No, Aviation does not provide internet connectivity to the Contractor.

Question 121: XV 21.3)- 21.6)

309-310 If the Aviation Department does not provide internet connectivity to the Contractor at some, any, or all operational locations how does a contractor go about securing internet service?

Answer 121: The Contractor would have to work with a service provider, as well as the Business and Properties Division of Aviation to coordinate the installation.

Question 122: XV 23 311-315 For almost all training elements called out in this section (excluding 23.6) (7) Initial; 23.9 (a) Monthly and 23.9 (3) Recurrent), there are no specified minimum or expected number of hours required. Please indicate the minimum number of hours required for: Initial Training: Monthly Training: Recurrent Training:



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Answer 122: Initial Training: see minimum requirements in Section X, paragraphs 23.6. Monthly Training: see minimum requirements in Section X, paragraph 23.9. Recurrent Training: see minimum requirements in Section X, paragraph 23.9.

Question 123: XV 23 311-315 Are training hours billable to the contract? Is there a number of training hours that can be charged to the contract? Is there a maximum number of training hours that can be charged to the contract?


Question 124: XV 23 311-315 How many hours and on what topics is training provided by the PHX Aviation Department?

Answer 124: Initial Training: Refer to Section X, paragraphs 23.6 – 23.9 Monthly Training: Refer to Section X, paragraph 23.9 Recurrent Training: Refer to Section X, paragraph 23.9.

Question 125: XV 23 311-315 Of the PHX-provided training, how much is directly billable to the contract?


Question 126: XV 23.9) (a) 314 Please verify that the "Monthly Training no less than thirty (30) minutes of monthly training is required…" means that a minimum of six (6) hours of Monthly training is required each year.

Answer 126: Yes.

Question 127: XV 23.9) (3) 314 In the "Recurrent/Ongoing Training" section, separate from the "Monthly Training" section on the same page, the Solicitation specifies "a minimum of fifteen (15) minutes of recurrent and ongoing training is required…". Is this requirement included in the "Monthly Training" section or is it in addition to the "Monthly Training" requirement?

Answer 127: Recurrent/Ongoing Training is separate from Monthly Training.

Question 128: XV 30.2) 319 Is the contractor’s communication system required to communicate with the Airport’s Communication Center? Are they to operate on the same frequency? Is it a FCC regulated frequency?

Answer 128: The contractor’s communication system is required to communicate with the Airport’s Communication Center through the airport emergency number (602) 273-3311.



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Question 129: XV 32.4) 320 This section indicates that "vehicles in direct support of (this contract) will be retrofitted by the City and use the Airport facilities E-85 and CNG pumps." Who pays for the retrofit? If the Contractor pays, what is the cost?


Question 130: XV 32.4); 32.9)

320; 321

These sections indicate that contract-related vehicles will use Airport facilities E-85 and CNG fuel pumps and specify certain occasions when "fuel fees …will be paid by the Contractor…" Otherwise, please clarify that the Airport provides the fuel for contract-related vehicles.


Question 131: XV 32.4); 32.9)

320; 321

If the contractor provides a vehicle that is E-85 fuel compatible, is it then understood/accepted that these vehicles are compatible with the fuel pump(s) provided by the Airport?


Question 132: XV 34 321-322 Is the contractor required to pay for employee uniforms?

Answer 132: Yes.

Question 133: XV 40 326 Please confirm that there are no security posts/requirements in the FIS.

Answer 133: Currently, there are no security guard services requirements in the area of FIS.

Question 134: XVI 4 329 The statement in the Offer Submission is that “Attachments, resumes and tabs separating pages are not included in the page limit.” However, in the whole of the Evaluation Criteria (pages 269 – 270) the bulk of the material that we need to discuss in our proposal are listed as “C Attachments.” Please verify that the material in our proposals that covers the information discussed in the Evaluation Criteria (pages 269-270) should be included in our proposal (and are part of the page count) as opposed to being submitted as an attachment to our proposal (and are not part of the page count)?

Answer 134: To clarify pages 269 – 270, these pages identified as Attachments will be included as part of the page count.

Question 135: XVI 6 and 7 330; 331

Please confirm that the same references may be used on both forms. If not, what limitations are explicit and/or which types of references cannot be used on both forms?

Answer 135: See Addendum #2



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Question 136: XVI Var 330-336 Should the Business Reference Form, the Years in Business Form, the Offer Form; the Acceptance of Offer Form, and the Conflict of Interest Form be included as Attachments?

Answer 136: Yes. See Addendum #2.

Question 137: 4.4 142/246 Page 142 of 344 paragraph 4.4, as well as page 246 of 344 paragraph 4.4, state: At the time of offer submittal, the Offeror shall possess as well as maintain Designation under the Federal Support Anti-terrorism by Fostering Effective Technologies Act of 2002, also known as the “Safety Act”. The Offeror must provide proof, i.e. documentation and/or copy of their current status of having the Safety Act Designation with this proposal response. The Offeror must provide proof, i.e., documentation and/or copy of their current status of having the Safety Act Designation with this proposal response. 4.4.1 The Safety Act Designation must include all important tasks and anticipated tasks required in the Agreement to include: 4.4.1.1 The recruitment, selection and training of personnel to prevent the introduction of explosives, weapons, and unauthorized personnel into the secured facilities. 4.4.1.2 Vehicle inspections. 4.4.1.3 Screening airport employees SAFETY Act is a lengthy application process that can take organizations over a year to complete. Additionally, DHS is taking an unusually long time in reviewing applications. Therefore, if an organization has not already applied and applied specifically for the services the airport is requesting or has applied but has not undergone in its final review of its application with DHS, the organization is disqualified from participating. This would include the renewal process for organizations whose SAFETY Act designation or certification has expired and the organization has submitted a renewal application but has not received final approval. We would highly recommend the selection committee / Board speak with an organization such as McKenna Long and Aldridge about SAFETY Act and what is realistic to require from a security service partner for your program. We are respectfully requesting the Airport consider modifying this requirement for the contractor from “The Offeror must



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provide proof, i.e. documentation and/or copy of their current status of having the Safety Act Designation with this proposal response” to “must apply for and receive either SAFETY Act designation within one year of contract transition.”

Answer 137: The Offeror must have a current Safety Act designation when submitting its proposal response. Refer to paragraph 4. Minimum Qualifications, subparagraph 4.4

Question 138: 16.1 39

147 221 325

Page 147, paragraph 16.1 states that: only one (1) Contract will be awarded to an Offeror within the Airport Security Regulatory category. Page 221, paragraph 39, and page 325 paragraph 39, require proposing contractors to submit $30,000 cashiers checks as a form of proposal guarantee. Since only one contract in the regulatory category can be awarded to an Offeror, would the Airport accept a single proposal guarantee in the amount of $30,000? Also, in lieu of a cashiers check, would the airport accept a bid bond in the amount of $30,000 ?

Answer 139: Each proposal must be accompanied by a proposal guarantee. No, only a cashier’s check will be accepted.

Question 140: The first 3 years of the contract it says the price is fixed. Are there any circumstances where there may be flexibility in the pricing?

Answer 140: No. Question 141: In the RFP 5.3.1 asks the winning offeror to hire as many

current employees as possible but you ask for GM candidates. Are you looking to change your current GM’s.

Answer 141: The GM must meet the minimum qualifications of the RFP.

Question 142: Will the performance bond be held for the entirety of the contract 3-5 years?

Answer 142: The performance bond must be maintained current each year of the contract.

Question 143: Can you give a firm date on when the contract may start. In the RFP it states on or around 4/1/18. In the pre-conference meeting it stated 7/1/18.

Answer 143: See Addendum #2. Question 144: Page 63, Attachment A, 6.: Summary of company’s past and

current security guard contract experience at a government



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regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained. Request further clarification whether the amount of sixty (60) security guards applies to current experience where there are over 100 security guards supporting a commercial or government facility, however, spread out over multiple sites with less than sixty (60) at each site?

Answer 144: The reference of staff of sixty (60) or fewer pertains exclusively to a single site, facility, area, etc.

Question 145: Page 64, Attachment B, 3.: Identify at least two (2) continuous years of relevant experience within the last five (5) years. Request further clarification on the years of relevant experience due to Page 93, Paragraph 12.2 states: Have at least (1) year of experience, within the last two (2) consecutive years, at a government-regulated or commercial facility where a staff of sixty (60) or fewer full time security guards were maintained. Please provide the correct amount of years of relevant experience to ensure we select the correct General Manager for the position.

Answer 145: See Addendum #2. Question 146: What is the total annual budget that the city of Phoenix is

paying for Non-Regulatory security for this year.

Answer 146: Currently, the Non-Regulatory category is not included in the existing contract.

Question 147: According to the RFP the security company with the winning bid is encouraged to hire existing security guards from the current guard company. What rates are they paying for all of the different positions? (Security guards, vehicle patrol guards, supervisor, and the general manager) In order to attract these guards to come to our company, we would have to be competitive with what they are receiving now.


Question 148: Is there a place on site for general maintenance of the patrol vehicles. (oil changes, flat tires, etc.)

Answer 148: No.





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Question 149: What is the total number of vehicles needed for this contract. ( I am seeing 3 vehicles minimum.)

Answer 149: The total number of vehicles needed for this contract are subject to change depending on operational requirements and thus are approximate.

Question 149: What is the cost for the FEMA course ICS 100. How often is it taught? Is this a computer course?

Answer 150: Please refer to the FEMA website for all FEMA related questions.

Question 151: How fast is the turn-around for the badging process. Could you please elaborate on this.

Answer 151: It will be contingent on the applicant’s ability to pass the background check and complete/pass the computer based training courses.

Question 152: How many times was it necessary to have additional security guards requested for special events and emergencies in the last two years?


Question 153: Is the City exempt from State and local sales and use tax?

Answer 153: Contractor should consult with its attorney or legal advisor on this matter.

Question 154: We note the instructions for formatting of the proposal into Tabs 1 through 6 in Section VIII.30 on pages 155-156. In what Tab should the Exceptions Statement referenced in Section VIII.6 on page 145 be placed?

Answer 154: Tab 2 – General Information.

Question 155: We note that Section IX.1.4 on page 159 states two different limits for the fidelity bond/crime insurance described therein: (1) $1,000,000; and (2) the greater of: 50% of the contract value or $50,000. Which one is correct?

Answer 155: The Fidelity Bond or Crime Insurance must be $1,000,000.

Question 156: We note the requirement in Section X.3.1 on page 178 for the Contractor to hire from the pool of current security guard employees who are employed by the current Contractor and



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retain those employees for 90 days. Will the City add the following clarification as new Section 3.1.3? a. “3.1.3 Anything to the contrary notwithstanding: (i) Contractor’s obligation to hire any current security guard employee is subject to completion by such employee of Contractor’s hiring criteria, including background check, drug test and personal interview, to the satisfaction of Contractor; and (ii) Contractor’s obligation to retain any current security guard employee hired by Contractor for ninety (90) days shall not prevent Contractor from terminating any such employee for cause prior to the expiration of such ninety (90)-day period.”

Answer 156: The City amends the RFP to add the following section 3.1.3: Contractor’s obligation to hire from the pool of current security guard employees under section 3.1 shall not prevent Contractor from terminating any such employee for cause prior to the expiration of the 90-day period.

Question 157: Our company is a limited partnership comprised of one general partner and three limited partners. The general partner is a limited liability company. The officers of the general partner are located on the East Coast and also travel frequently. May Section XI on page 228 as well as other bid documents be signed by a local representative provided a Secretary’s Certificate executed by the Secretary of the general partner which confirms the signing authority of the signer is also submitted with the bid?

Answer 157: The authority of the person designated to sign the RFP submittal on behalf of the Offeror must have actual authority to do so. The documentation evidencing that authority must be submitted with the proposal response.

Question 158: In Section II of the solicitation, paragraph 20.8 states that the contractor grants the rights to the Phoenix Police Department to conduct background checks of all employees entering a City of Phoenix facility or site. Are there any fees associated with these background checks? a. If so, approximately how many of these checks been conducted on the incumbent employees in the last 2 years?

Answer 158: Yes, there are fees associated. All fees associated with background checks are at the expense of the Contractor.



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a. Currently, we do not track this information. Question 159: In Section II of solicitation, paragraph 37 addresses employee

parking. Would the City please disclose the monthly employee parking rate fee? a. Additionally, is it the City’s expectation that the

contractor provides parking at no cost to the employee or is it acceptable to require the employees to pay the monthly fee if they chose to park in the employee parking lots?

b. Could the City please disclose which posts if any currently offer parking to the employees at no cost?

Answer 159: Contact Airport Parking Operations at (602) 273-4545 for

monthly employee parking rates. a. Refer to Section II, paragraph 37. Employee Parking and Transportation. b. Refer to Section II, paragraph 37. Employee Parking and Transportation.

Question 160: Does the City provide on-site office space at PHX to the contractor at no cost for administrative and storage purposes? If there a cost, would the City please disclose the annual fee? Additionally, are any communication lines (telephone and internet) provided for this space by the City? What, if any, office equipment is provided by the City? For example, telephones, computers, copiers, printers, etc.

Answer 160: No. The City does not provide on-site office space. The Contractor may inquire with the airport’s Business and Properties Division at (602) 273-8857 to inquire about available space and cost for on-site office space at PHX. Communication lines (telephone and internet) or office equipment will not be provided by the City.

Question 161: Would City please disclose the typical duration of SIDA training at PHX? a. Is it computer based or instructor led? b. How often is SIDA training made available?

Answer 161: SIDA training is offered Monday through Friday from 7am to 2 pm on a walk-in basis. SIDA training is computer based training and completion of the training is self-paced.



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Question 162: Would the City please disclose the typical duration of ramp/AOA driving training? c. Additionally, how often is this training conducted?

Answer 162: Ramp/AOA driving training is offered Monday through Friday from 7am to 2pm on a walk-in basis. Ramp/AOA driving training is computer based training and completion of the training is self-paced.

Question 163: Would the City please provide the estimated annual mileage for the vehicles used at PHX?


Question 164: Do the officers report to a single location prior to starting their shift for briefing and inspection? a. If so, how long does it take for the officers get to from the shift briefing location to post? Additionally, how do the officers get to post, are they transported by the contractor or do they get there on their own?

Answer 164: It is at the Contractor’s discretion to determine if officers are to report to a single location prior to starting their shift for briefing and inspection. Refer to Section II, paragraph 37. Employee Parking and Transportation.

Question 165: Are there comfort facilities located in close proximity to each pedestrian and vehicle gate for the officers’ convenience?

Answer 165: Yes. Question 166: Are any of the posts at PHX self-relieving? For example, do the

roving officers require an officer to relieve them for a meal break or do they simply take a meal break? a. If so, would the City please identify which posts can self-

relieve at PHX?

Answer 166: Refer to paragraph 3. Staffing Requirements for each category, Non-Regulatory and Regulatory.

Question 167: Would the City please disclose the amount of liquidated damages fines that have been incurred by the current contractors or their employees during the last two years?



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Additionally, would the City please disclose how many TSA issued fines have been issued for the current contractors or their employees during the last two years?

Answer 167: This information is currently not available. Contact the TSA for any fines issued for the current contractor as they are an independent and separate entity apart from the City.

Question 168: Would the City please disclose how many hours of training has traditionally be required to prepare an officer to stand post at PHX?

Answer 168: It is the Contractor’s responsibility to ensure that the content of each training section is met to satisfy the contract requirement.

Question 169: In the regulatory SOWs, there are several mentions of “other support staff” (paragraph 3.3). Is there any additional support staff besides the General Manager assigned to PHX for each of the current contracts? a. If so, would the City please disclose what additional support

staff are currently provided to support the contracts? b. Additionally, are the supervisors, support staff and general

managers also subject to the employee retention provisions of the solicitation?

Answer 169: Refer to paragraph 3. Staffing Requirements for each category,

Non-Regulatory and Regulatory. Question 170: If the City selects a new contract provider for one or all of

these services at PHX, will the Board waive the cost to rebadge all incumbent employees who have current airport credentials?

Answer 170: No.

Question 171: Has the City implemented permanent employee/vendor screening checkpoints at PHX that are staffed or will be staffed by the contractor? a. Additionally, would the City please disclose the type of

equipment used to inspect vendor/concessionaire deliveries and whether or not this equipment is provided by the City or the contractor? For example, are x-ray machines used to screen belongings and goods entering the airport and if so, are the machines provided by the contractor?

b. Are the security wands used to screen employees and special visitors provided by the City?



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Answer 171: The City has implemented security measures required by the TSA. Refer to paragraph 3. Staffing Requirements, subparagraph 3.3. for each category, Non-Regulatory and Regulatory for equipment related items, etc. that is the responsibility of the Contractor. Contractors are not required to provide X-ray machines. Yes, security wands (hand held metal detectors) are used.

Question 172: How many positions at PHX require the U.S. Customs’ Service badges?

Answer 172: As of the date of this addendum, Custom Service badges are not required.

Question 173: The solicitation states that the successful contractor is to provide all required equipment to perform the services at PHX. Would the City please confirm that the screening equipment used to screening vehicles is provided by the contractor, for example, undercarriage mirrors for vehicle inspections?

Answer 173: Yes.

Question 174: In the instructions for both regulatory solicitations, paragraph 4.3 states that offerors are to provide a list of current customers. Many companies of sizeable revenues will have thousands of customers. Would the City accept a list of an offerors top 20-30 government and/or commercial customers with similar program requirements to demonstrate an organization’s capabilities in lieu of pages and pages of customer information?

Answer 174: Yes.

Question 175: In the instructions for both regulatory solicitations, paragraph 4.4 states that offerors must have SAFETY Act designation and provide proof of coverage with their response. However, in the proposal outline, SAFETY Act documentation is not listed in any of the tabs. What sections of the proposals would the City prefer to have this information included? If an organization’s SAFETY Act designation/certification has expired but the organization has submitted their application for renewal and it has not yet been received, will the City allow



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proof of an application in lieu of receipt of designation/certification? If so, has the City determined if the award will be rescinded if the organization’s application is not approved? Would the City please clarify exactly what documentation is acceptable proof to determine that an offeror’s SAFETY Act designation/certification contains the elements outlined in the subparagraphs of 4.4?

Answer 175: a. Include the Safety Act information in Tab 2 – General

Information. b. The Offeror must have a current Safety Act designation when submitting its proposal response. c. The City will not allow proof of an application in lieu of receipt of designation. d. Offeror must provide documentation from the Department of Homeland Security displaying proof of designation to ensure compliance with the Office of Safety Act Implementation. The link is provided for your convenience. https://www.dhs.gov/science-and-technology/safety-act The Offeror may be deemed non-responsive if proof of this designation is not provided with their proposal response.

Question 176: Would the City please disclose the amount paid to each of the current contractors for additional services listed in section 3.24 outside of the current contract during the last two years? For example, providing construction escorts/coverage that is charged back to the construction company by PHX.

Answer 176: This information is not readily available. Question 177: We would like to confirm our understanding of paragraph

4.16, an employee of the contractor is ineligible to work for any other company operating at the airport, whether a concessionaire, public transit, freight operator, etc. The contractor’s employees are not to have an airport issued badge for any other company while employed by the contractor at the airport, correct?

Answer 177: Yes.

Question 178: Section 11.1.1 for the regulatory SOWs states that a supervisor must be no more than 15 minutes from any other point in the

https://www.dhs.gov/science-and-technology/safety-act



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airport and able to respond to an incident. Given the geographic footprint of PHX, is this a reasonable requirement for the single required supervisor for each shift or are there additional non-billable supervisors for each shift that are considered support staff?

Answer 178: Yes, this is a reasonable amount of time to respond to areas

within the airport. Refer to Section X, paragraph 23.6.

Question 179: Section 12.3 of the regulatory SOWs state that the General Manager must have 2 years of experience at a regulated airport with a security force of 60 or more full time security guards. This limits the offerors to a small number of potential candidates currently or previously working for a contract security company at one of the larger contract security airport programs. To expand the number of qualified general manager candidates, will the City consider a general manager candidate with extensive aviation experience at large and medium hub airports that have fewer contract security guards?

Answer 179: No.

Question 180: Section 12.14 for the regulatory SOWs states that the offerors proposed general manager must be assigned to the contract for a minimum of 6 months. We assume the institutional knowledge of the current general managers is as valuable to PHX as is the institutional knowledge of the security force. Will the City waive this requirement if the successful offeror retains the current general manager for the program for which they have been selected for award?

Answer 180: No. The City will not waive this requirement.

Question 181: Section 30.15 for the regulatory SOWs states that the Contractor is responsible for a host of required equipment, including shelter. Would the City please clarify what type of shelter the offerors are expected to provide?



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Answer 181: In areas where guard services are required and hard type shelters (physical structure) are not provided by the airport, the contractor will provide all reasonable means of accommodations to support the post.

Question 182: Would the City please confirm that the references required for part 7 of the submittals are aviation references with similar requirements to the solicitation?

Answer 182: No, paragraph 7, Section VI; paragraph 6, Section XI; and

paragraph 6, Section XVI do not require aviation references, but such references may be furnished.

Question 183: Proposal Guarantee on paragraph 23 on page 152, would the City accept a Bid Bond in lieu of a cashiers check?

Answer 183: No.

Question 184: 3.1 on page 178 states that current employees need to be hired. In order to maintain the current employees wage rates, would the City be able to provide potential contractors the current officers wage rates? Could the City provide for both the internal and external components?


Question 185: 11.3.8 , could the City please clarify that the supervisor is not allowed to provide rest or meal breaks, and that this is to be provided by non-billable relief officers. Also, it states that replacement personnel are “generally” not needed for non-fixed posts. Could the City please clarify which posts have not been subject to needing replacement personnel for both the internal and external contracts?

Answer 185: Refer to paragraph 3.3

Question 186: 30.1 page 215, could the City please confirm that contractor is not responsible for providing any x-ray equipment or wands?





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Answer 186: The Contractor will not be responsible for providing any X-ray equipment. The Contractor will be responsible for providing wands (hand held metal detectors and/or guard touring systems).

Question 187: Paragraph 32 regarding vehicles, could the City clarify that if contractor dedicates vehicles to the contract, and that vehicles are not to be used for any other contracts or use, that the vehicles can be designated as being in “direct support of assignment”, and thus if properly retrofitted, would qualify for fuel to be supplied by City / airport, at the City / airport’s cost?

Answer 187: See Addendum 2.

Question 188: Could the City please clarify what the difference is between the references required under paragraph 6 and 7 on pages 226 and 227?

Answer 188: See Addendum #2. Question 189: Due to the high security nature of Airport posts, having an ERT

team that does not normally work at the Airport trained and SIDA-badged does not appear to work logistically; can this requirement be removed as written?

Answer 189: No, this requirement remains as written.

Question 190: Please clarify the responsibilities of "Phase In Training" and the possible duration of such training.

Answer 190: Refer to paragraph 17. Phase-In Staffing Plan.

Question 191: Please clarify - must the contractor provide shoes and sunglasses, or ensure that employees wear proper clothing?

Answer 191: Refer to the requirements under the paragraph 34. Uniforms.

Question 192: Page 20, 4.3 lists the information required to be on the invoice; can this be changed to read submitted with the invoice? (e.g., such as names of individual guards being on the back-up report but not the invoice itself).

Answer 192: Monthly invoices will be reviewed and approved for payment by the ADR. Submission of invoices/billing statement by the Contractor must be provided in electronic and/or hardcopy



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format at the discretion of the Aviation Department representative (ADR). Contractor must make any necessary changes as requested by the ADR in the form of, but not limited to, date(s) of invoice, calculations, address, contract number, etc., to ensure the invoice submission is accurate and does not contain errors.

Question 193: Is there a desired wage that the City of Phoenix would like to pay employees?

Answer 193: The Contractor must propose a unit price per hour for the positions identified in the RFP.

Question 194: Please clarify the difference in duties between the Non-Regulatory, Regulatory-Inside, Regulatory-Outside, and the Airport Security Guard job that was recently posted to the City’s website at a pay rate of $14.08 - $17.11?

Answer 194: The Airport Security Guard job that was recently posted to the City’s website is for a City of Phoenix Aviation Department employee and is not related to the security guard services requirements that will be provided by the Contractor under this RFP.

Question 195: Is there a minimum amount established for employer-provided insurance and benefits?

Answer 195: Contractor should consult with its financial or legal advisor on this matter.

Question 196: Is the City willing to add a reciprocal ‘non-solicitation of employees’ clause in the contract?

Answer 196: Having not received an example of the language on the clause in its entirety, a proper response cannot be given.

Question 197: Please clarify if the required Monthly Training is the same as the required 15 minutes of recurrent and ongoing training required to be delivered twice per month.

Answer 197: Monthly Training requirements are separate/independent of

Recurrent/Ongoing Training

Question 198: The Proposal Guarantee for the Non-Regulatory posts ($5,000) is required to be in the form of a Cashier’s Check while the other Proposal Guarantees can be in the form of a bid bond,



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will the City accept the $5,000 proposal guarantee in the form of a bid bond from those providing bid bond(s) for the regulatory posts as well?

Answer 198: For all categories, (Non-Regulatory and Regulatory) the

proposal guarantee is required to be in the form of a cashier’s check.

Question 199: Will vacation time be billable?

Answer 199: No.

Question 200: What is the annual budget for the security services?

Answer 200: The current approved contract spending authority can be obtained through City Clerk’s website at: https://www.phoenix.gov/cityclerk/services/public-records-search

Question 201: What is the current pay wage of the existing security officers?


Question 202: In respect to the 15 ERT’s (Emergency Response Team) – On average how many hours annually did this team work? How often over the past year was a member/s of this team deployed and called upon?


Question 203: In respect to break’s and meal breaks – How is security relief being handled today when the post security officer goes on their scheduled breaks?

Answer 203: Protocol of the existing contractual requirements may remain the same and/or differ from this solicitation.

Question 204: Contractor office location – Is there a requirement to have the contractor office located on or within a certain proximity of the airport facility?

Answer 204: No.







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Question 205: Would the security officers qualify for employee discount parking in the employee parking facility? What is the parking rate?

Answer 205: Contact Airport Parking Operations at (602) 273-4545.

Question 206: Currently is the incumbent security contractor providing security at the Phoenix Deer Valley Airport and the Phoenix Goodyear Airport? Within the last contract period, how many total hours of additional security services have been requested?

Answer 206: Currently, there are no guard services being provided or required at Phoenix Deer Valley and Phoenix Goodyear Airports. Currently, we do not track this information.

Question 207: On average annually how often do the airport fueling stations become inoperable?


Question 208: Are there construction gates currently open which require additional coverage above which the RFP states as standard coverage? How many construction hours are currently active? With the construction of the Sky Train project and other terminal expansion projects, what is the budgeted overage in security needs?

Answer 208: A construction schedule will be provided to the awarded contractor. Subsequent construction plans relevant to this contract are unknown at this time.

Question 209: During incidents similar to “level orange” where the external security provider was required (not asked) to assist with coverage of internal posts, will a similar situation require an external provider to assist with coverage or will that be optional?

Answer 209: Yes. The airport’s unpredictable environment demands immediate response requiring indeterminate number of personnel/equipment when addressing varying security/operational activities.

Question 210: Will any mandated training provided by the City of Phoenix Aviation Police Department / Bomb Squad, be at the soul cost of the security provider?



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Answer 210: Yes.

Question 211: Are wands, reflective vests, inspection mirrors, etc. provided by the City of Phoenix Aviation Department? What equipment items are not covered by the City of Phoenix Aviation Department?

Answer 211: No. Refer to Section V, paragraph 30, Section X, paragraph 30, Section XV, paragraph 30. Contractor’s Equipment.

Question 212: Are there any runway expansion or resurfacing projects currently projected over the next several years?

Answer 212: Yes.

Question 213: Employee retention – “negative turnover” in previous contracts resulted in a fee / penalty to the service provider. Are there any fees associated with an excessive amount of “negative turnover” vs “positive turnover?”

Answer 213: If applicable, liquidated damages may apply.

Question 214: How long is the current vetting process (background checks) taking in order for a SIDA badge to be issued? Historically, the process used to take 2 – 3 weeks at least in addition to the 3 – 5 weeks it takes for someone to get a guard card.

Answer 214: Vetting process for a SIDA badge will be contingent on the applicant’s ability to pass the background check and complete/pass the computer based training courses. To obtain a guard card is an Arizona Department of Public Safety process.

Question 215: Please clarify if a bidder can submit multiple proposals for the three pieces of work included in this RFP. For instance, can one bidder submit proposals for both the Regulatory (Internal) and Regulatory (External) work?

Answer 215: Yes. Question 216: Do security guards currently employed at PHX have the right

of first refusal of positions in the event the contract is awarded to another provider?

Answer 216: Refer to paragraph 3.1 Staffing Requirements. Question 217: Does PHX have a 100% employee screening program in place

or planned for deployment, like DTW, ATL, SEA, or MCO?



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Answer 217: PHX, currently does not have a program in place.

Question 218: Please confirm the amount of automobile liability insurance required for vehicles accessing the AOA.

Answer 218: AOA access pertains to the Regulatory category. The automobile liability is $5,000,000.

Question 219: Please confirm that SAFETY Act Designation or Certification is a minimum requirement for this RFP.

Answer 219: The Safety Act requirement is in reference to the Regulatory category and is a minimum qualification.

Question 220: What is the maximum amount of on call vehicles required for this contract, for example if a contractor is required to provide additional vehicles due to construction requests, will the city of Phoenix pay for fuel and or allow a stipend above the contracted vehicle rate for fuel?


Question 221: Please advise if parking cost of $750 per year per security officer needs to be factored into submittal?

Answer 221: Refer to paragraph 37.3. Employee Parking and Transportation.

Question 222: Please clarify that part of the required uniform is shoes and or boots that can be polished per page 115 section 34?

Answer 222: Refer to the paragraph 34. Uniforms.

Question 223: What is the average hours of construction both Regulatory (Internal) and (External) per year for the last three years?

Answer 223: We do not track this information.

Question 224: Please clarify that a cell phone device is adequate form of communication per page Item 30.4 Page 215 of RFP.

Answer 224: Refer to paragraph 30.2.

Question 225: Page 42, 4.5 states: "Offerors in a Regulatory category may opt to submit a proposal that includes pricing for the Non-Regulatory category. However, the proposal will only be evaluated and considered if no proposal is received under the Airport Security (Non-Regulatory) category and the proposals received are considered non-responsive and non-responsible."

a. Does the City require that only the pricing page be submitted, or do all pages of Section VI - Submittals Airport



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Security Non-Regulatory need to be submitted by Offerors who may be considered if otherwise qualified Non-Regulatory companies are deemed non-responsive?

Answer 225: The Offeror must submit a proposal that includes pricing.

Question 226: To clarify, if an Offeror is responding to all categories, the Offeror would need to provide three (3) original proposals, twenty-one (21) copies and three (3) electronic USB drives, correct?

Answer 226: Yes.

Question 227: Should each category be submitted separately? i.e., if an Offeror is submitting to all 3 categories, 3 separate response packages would need to be delivered?

Answer 227: Yes. Question 228: Please clarify how many hours of on-the-job specific training

will be required after the initial 12 hours of airport orientation. Answer 228: Aside from the specific hours defined in the contract language

with respect to training, it is at the Contractor’s discretion in determining the number of hours required to meet all other criteria.

Question 229: What type of communication system is currently in place? Are there different communication systems for each contract - if so, please advise. (ref, pg 112, 30.2 Communication System, pg 215, 30.2 Communication System and pg 319 30.2 Communication System).

Answer 229: Communication systems have the same requirements for each contract. Contractor must provide a communication system that meets the requirements in paragraph 30.2 Contractors Equipment.

Question 230: Please clarify which Tab the submittal Pricing form should be placed under.

Answer 230: See addendum #2. Question 231: Please clarify which Tab the additional submittal forms (not

including the business references) should be located under. Should these completed forms be included in Tab 2 for each response?



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Answer 231: Completed forms such as Sol , Business References shall be placed in Tab 2. See addendum #2 for additional submittal forms i.e., pricing.

Question 232: Will submittal forms be considered "attachments" and not counted in the response page count?

Answer 232: Yes. Question 233: If an Offeror is responding to all 3 categories, should the

offeror provide 3 separate proposal guarantee checks? Answer 233: Yes.

Question 234: Please identify how many vehicles will be needed for each category by post.

Answer 234: Refer to paragraph 3.25. At the minimum, the Supervisor post will require a vehicle.

Question 235: How much is the current employee parking rate for airport parking?

Answer 235: Contact Airport Parking Operations at 602.273.4545.

Question 236: How many miles are used per vehicle per year?

Answer 236: We do not track this information.

Question 237: Can vehicles be billed on a monthly basis? (pricing sheet says hourly)

Answer 237: The City is requiring a unit price per hour for vehicles. However, the contractor is required to submit a monthly invoice.

Question 238: How many holidays does the City of Phoenix Aviation

Department recognize? Answer 238: The City recognizes all government holidays. Question 239: Are any posts closed during holiday hours? If so, please

identify which (Non-Regulatory, Regulatory - External, Regulatory - Internal).

Answer 239: Posts that are identified as requiring 24 hours / day, 7 days a week are not closed.

Question 240: Do the incumbent providers currently meet the General Manager requirement/qualifications?

Answer 240: The incumbent provider complies with the requirements of the current contract.



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Documents

SECURITY GUARD SERVICES in the RFP. - phoenix.gov RFP... · Solicitation Number: AVN SOLICITATION ADDENDUM CITY OF PHOENIX Aviation Department Contracts & Services 2485 E. Buckeye