ECPS 121
Revised 09/09/08
Procurement and Contracting Services
(PCS)
SOLICITATION ADDENDUM
SOLICITATION ADDENDUM 1
to
REQUEST FOR PROPOSAL 529-16-0014
Addendum Date:
7/24/2015
Purchaser: Nancy McCallum, CPPO, CTPM
Telephone: (512) 406-2528
Fax: (512) 406-2691
E-mail: nancy.mccallum@hhsc.state.tx.us
Proposal Closing Date: August 4, 2015, 2:00 p.m. Central Time
ADDENDUM DESCRIPTION
This addendum is issued to reflect the following information, clarification, or
change.
1.
Attachment A, HHSC Uniform Terms and Conditions Version 1.5
DELETED LANGUAGE, page 13, Section 6.01 Service Levels and
Performance Measurement:
(4) Results of audits performed by HHSC or its representatives in accordance
with Article 8;
AMENDED LANGUAGE:
(4) Results of audits performed by HHSC or its representatives in accordance
with Article 9;
2.
Attachment B, Section XI. SPECIFIC INFORMATION FOR THE EXCHANGE
BUILDING, 8407 WALL STREET, is hereby amended, as follows:
DELETED LANGUAGE:
A. The Contractor's employees must:
Monitor building cameras 24/7 (as practically as possible), using video monitoring
system in front lobby
AMENDED LANGUAGE:
A. The Contractor's employees must:
Monitor building cameras during each assigned shift, using video monitoring
ECPS 121
Revised 09/09/08
system in front lobby
3.
Attachment B, Section XII. SPECIFIC INFORMATION FOR HOWARD
LANE, SUITES 275 AND 840 is hereby amended, as follows:
DELETED LANGUAGE:
A. The Contractor's employees must:
Monitor building cameras 24/7 (as practically as possible), using video monitoring
system in front lobby
AMENDED LANGUAGE:
A. The Contractor's employees must:
Monitor building cameras during each assigned shift, using video monitoring
system in front lobby
4.
Attachment B, Section XIV. SPECIFIC INFORMATION FOR CRISS COLE
REHABILITATION CENTER (CCRC) 4800 N LAMAR BOULEVARD
DELETED LANGUAGE:
A. COVERAGE AND SCHEDULING
1. CCRC requires a Security Officer with whom residents are familiar
1. It is preferred that one (1) primary officer is assigned to CCRC
2. Frequent guard changes, defined as multiple shift changes or more than
two (2) guards assigned to the site, must be limited. The officer on duty
must work daily hours from 8:00 a.m. to 5:00 p.m., Monday through
Friday.
3. At least two (2) Security Officers must be trained to work at CCRC, in the
event of absences or emergencies.
AMENDED LANGUAGE:
A. COVERAGE AND SCHEDULING
1. CCRC requires a Security Officer with whom residents are familiar
2. It is preferred that two (2) primary officers are assigned to CCRC
3. Frequent guard changes, defined as multiple shift changes or more than
two (2) guards assigned to the site, must be limited. One (1) Security
Officer on duty must work daily hours from 8:00 a.m. to 5:00 p.m., Monday
through Friday, and one (1) Security Officer on duty must work daily hours
from 7:00 a.m. to 5:00 p.m., Monday through Friday.
4. At least two (2) Security Officers must be trained to work at CCRC, in the
event of absences or emergencies.
Following are Questions Received from Vendors and Answers from HHSC:
1. Are training hours billable?
Response: No.
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Revised 09/09/08
2. How many vehicles is the current contractor using?
Response: None.
3. Are vendors required to furnish vehicles? If so, what type of vehicle is
required?
Response: Please provide a daily rate for a vehicle on the pricing proposal
form. The Broadmoor Building 902 will require one golf cart.
4. May we get clarification on which posts are armed versus unarmed?
Response: All sites require unarmed security officers. The pricing proposal
form does require an hourly price for the position of a commissioned
security officer, as HHSC occasionally requests armed guards for shortterm needs.
5. The Broadmoor Building is not listed under the SPECIFIC INFORMATION
FOR titles. Are guards required at that location?
Response: Yes, guards are required at the Broadmoor Building 902.
Please see Guard Hours Calculation.
6. Ridgepoint Drive Buildings H-1 and H-3 SPECIFIC INFORMATION does not
state the number of hours/times needed for coverage. What are the coverage
needs for that location?
Response: Please see Guard Hours Calculation.
7. How many guards are required at each location per shift?
Response: Please see Guard Hours Calculation.
8. What are the state holidays?
Response: Please see State Holiday Schedule for Fiscal Year 2016.
9. Please confirm the facilities that are 24/7?
Response: Two buildings require 24/7 service: Broadmoor Building 902
11501 Burnet Road and H-2 2401 Ridgepoint Drive.
10. Please confirm which location requires monitoring of the security cameras? Is
it 24/7 monitoring?
Response: Camera monitoring is required at the Broadmoor Building 902
11501 Burnet Road and H-2 2401 Ridgepoint Drive.
11. Please confirm that HHSC will provide a secured location for all cell phones
left on site.
Response: HHSC will establish a procedure wherein the guard gives the
telephone to the HHS onsite Building Manager at the end of each shift.
12. How many cell phones are required for this contract? What are HHSC’s cell
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Revised 09/09/08
phone preferences (IPod, Android, etc.)?
Response: One (1) cell telephone is required per building. There are eight
(8) buildings. Eight (8) cell telephones are required, one (1) per building.
HHSC's preference is iPhone with data plan, so that e-mail contact may
be established.
13. Which facility(s) require mandatory overtime (OT)?
Response: Only Criss Cole requires mandatory overtime (OT).
14. The RFP requires offerors to submit (1) org and (1) paper copy of the entire
proposal. Does this include the Pricing Proposal Forms? If not, do we need
to submit (1) org and (1) paper copy of the Pricing Proposal Forms?
Response: Per 3.14, submit:
 one (1) paper original of the entire proposal;
 one (1) paper copy of the entire proposal;
 one (1) searchable electronic copy of the entire proposal on a USB
flash drive; and
 three (3) searchable electronic copies of the entire proposal
excluding the Pricing Proposal Form on three (3) separate USB
flash drives.
15. Please confirm that the offeror must submit a total of three (3) flash drives
which includes the entire proposal, excluding price proposal forms.
Response: Correct.
16. Can the offeror submit searchable CD-Rs in lieu of USB flash drives?
Response: No.
17. General Contract Requirements states that training (customer
service/CPR/First Aid/ and 16 hours of initial job training) must be completed
for each guard before starting work. Are these hours billable?
Response: No.
18. General Contract Requirements states that the contractor must maintain a
local business office. We are headquartered in San Antonio. Will out of town
bidders need to establish a business office in Austin?
Response: Yes. The Security Supervisor must be able to provide quick
onsite monitoring of the eight (8) buildings and to be available for quick
unscheduled meetings.
19. States that Security Officers will NOT work on State Holidays; however, it
also states that we must allow for building access on weekends, STATE
HOLIDAY, and after hours. Then page 25 states that State Holidays must be
worked. Please clarify.
Response: The bottom of Page 21 through the middle of Page 24 refers to
requirements of the H1, H2, and H3 buildings. These specific requirements
ECPS 121
Revised 09/09/08
supersede any previous statement made in reference to State Holidays.
The section XII.D.5 does state, "Allow building access on weekends, state
holidays, and after hours." This statement only applies to the one building,
H3, which does maintain a working schedule for state employees 24/7,
which includes Saturday and Sunday.
20. States that the contractor must provide Relief Security Officers in H1, H2, and
H3 during approved lunch breaks and break times. Does this apply for all
positions, 24/7? What about at times the Security Officer is conducting
interior /exterior patrols - does the guard/duty station need to be backfilled
during that short time of absence?
Response: The relief security officers in H1, H2, and H3 are managed by
the officers on duty between buildings H1 and H2. When the Security
Officer is conducting interior/exterior patrols during the duty, station will be
backfilled by the supervisor on duty during the day shift, but will not be
backfilled during the night shift during short times of absence.
21. Item 5 - is the contractor to provide the patrol vehicle? Please provide
historical information for staffing / hours worked under the current contract.
Response: Yes, the contractor must provide the vehicle, but only when
requested. HHSC requests this pricing line item in the event HHSC
requires a vehicle for a specific number of days. We would like to know in
advance what the daily cost of a vehicle would be in the event we are ever
in the need of a vehicle. A golf cart is required at the Broadmoor 902
building.
22. Please provide current staffing levels at each location (# of full-time/part-time
employees, day shift and/or night shift?)
Response: Please refer to Guard Hours Calculation.
23. Please advise if there is an incumbent workforce currently providing services
required by this solicitation.
Response: Yes, an incumbent workforce is currently providing services and
will do so until August 31, 2015.
24. Please advise if the contractor is required to provide uniforms/badges or
other items for officer use.
Response: The contractor is required to provide all uniforms. A name plate
is required to be issued by the contractor. HHS will issue a photo
identification in addition to the nameplate worn by each officer.
25. Are security patrol vehicles currently in use at the HHSC facilities?
Response: Security patrol vehicles are not currently in use at HHS
facilities. We require the daily price of the vehicle, in the event that we
require the use of a vehicle for a short period of time.
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Revised 09/09/08
26. Will the three (3) USB flash drives be returned to the original owner?
Response: No.
27. May a golf cart be used in lieu of a patrol vehicle?
Response: Yes, if such a vehicle is required and is suitable for the required
application or assignment.
28. Will you post to the ESBD security officer working hours for each of the 8
locations?
Response: Please see Guard Hours Calculation.
29. Will you post to the ESBD the total number of security officers required for
each location?
Response: Please see Guard Hours Calculation.
30. Please specify what posts are required to have a Security Supervisor onsite
at other than the Ridgepoint locations?
Response: Please see Guard Hours Calculation.
31. Is the Supervisor requirement for Ridgepoint in addition to the three (3)
Security Officers for Buildings H1, H2 and H3?
Response: Yes.
32. Is HHSC reimbursing the selected vendor for all the cell phones at each Post
(8)?
Response: No, per Attachment B, Section VI. C.
32. Estimated number of hours for this contract?
Response: Please see Guard Hours Calculation.
33. Although we realize the schedule is subject to change could you please
confirm that I have interpreted the schedule correctly or send a version of the
master schedule so that we can ensure we prepare for adequate staffing and
flex officer levels, based on the schedule below we are calculating 552.75
hours per week.
Response:
a.The Exchange Building – (3) Officer (24) hours per day (5) days per week
b.4616 Howard Lane - (2) Officer (16) hours per day (5) days per week
c.H1, 2 & 3 Ridgepoint - (1) Officer (24) hours per day (7) days per week
d.4800 N Lamar – (2) Officer 0715 – 1700 hours per day Monday – Friday
34. I did not see reference to any scheduled hours at the Broadmoor Building? Is
there any scheduled coverage at these locations or is it just response
coverage?
Response: Please see Guard Hours Calculation.
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35. In the specific job duties it lists monitoring the cameras 24 x 7 at several
locations along with periodic rounds and specific checks. Does that increase
the staffing requirements or do the officers leave the desk to perform these
duties / functions?
Response: No. Officers leave the desk to perform these duties.
36. Is a patrol vehicle required as part of this RFP? If so, is it a billable entity?
What type of vehicle is currently in place or preferred by HHS? Does the
vehicle need to be street legal (i.e., not a golf cart or similar in nature)? If a
street vehicle, what is estimated annual mileage driven by the vehicle so we
can accurately estimate fuel and maintenance costs?
Response: A vehicle is not currently in place at Broadmoor or any of our
other buildings. At this time we are only requesting a golf cart for the
Broadmoor building. The vehicle may be billed.
37. Is there a minimum or prevailing wage that HHS wants all of their vendors to
base their rates on? Currently the City of Austin has deemed that $11.39 per
hour is the minimum wage in the market.
Response: HHS issues no such guidance, but contractors must follow
federal and state laws in this matter.
ADDENDUM ACKNOWLEDGMENT
Respondents must acknowledge receipt of this addendum by signing and
returning it as the top page of the solicitation response. Failure to
acknowledge receipt of this addendum may result in response rejection.
Authorized Signature:
________Date: ____________
Printed Name of Authorized Signatory: ________________________________
Business Entity Name: _____________________________________________