RESPONSES TO QUESTIONS RFP for Security Guard Services at Veterans Memorial Complex RFP #1614

Transcription

1 DATE: November 11, 2016 QUESTION 1: Is it only for "as needed" security services and not full time officers assigned continually at the site? RESPONSE 1: Senior Center There are set weekly daytime hours for guards and the schedule may be altered according to need. VMC Events Rental facilities include Veterans Memorial Building, Culver City Teen Center and Culver City Senior Center. Security guards are engaged on an asneeded basis for rentals as well as for City events such as the Fiesta La Ballona community festival in Veterans Park. QUESTION 2: How many guards that will be needed per location? RESPONSE 2: Senior Center: 1 VMC Events: 1 4 QUESTION 3: Please confirm the weekly/ annual hours RESPONSE 3: Senior Center - approximately 29 weekly hrs/1500 annual hrs VMC Events - approximately 6-18 weekly hrs/ annual hrs QUESTION 4: What are the hours at the Senior Center and at VMC Facilities? RESPONSE 4: Senior Center Monday - Friday: 10:00am 3:00pm Saturday: 12:00pm 4:00pm Regular Operating Hours Monday Thursday: 9:00am 5:00pm Saturday Sunday: 12:00pm 4:00pm VMC Events Hours vary for special events Regular Operating Hours Monday Thursday: 9:00am 12:00am Friday Saturday: 9:00am 1:00am CITY OF CULVER CITY Page 1 of 11 RFP NO. 1614

2 QUESTION 5: What were the total expenditures for the existing contract in 2015? RESPONSE 5: Approximately $40,000. QUESTION 6: Is there an annual budget? RESPONSE 6: The City s annual budget is divided by Department and Department work programs. There are budget line items titled Other Contractual Services included in the budgets for Veterans Memorial Building (which is the operating budget for the VMC Rental Operation) and for the Senior Center. QUESTION 7: Who is the incumbent? RESPONSE 7: California Panther Security (CPS) QUESTION 8: When were they awarded the contract? RESPONSE 8: The City awarded the first contract for the security services in 2011 for a summer music festival. The contract for security services for Veterans Memorial was awarded in QUESTION 9: How long have they had the contract? RESPONSE 9: Please refer to Response #8 QUESTION 10: What is the incumbent s hourly billing rate? RESPONSE 10: $17.19 per hour, per guard QUESTION 11: Please provide the current billing rate per hour for existing guard services contract. RESPONSE 11: Please refer to Response #10 CITY OF CULVER CITY Page 2 of 11 RFP NO. 1614

3 QUESTION 12: Please provide pay scale by position or a copy of the incumbent contract. RESPONSE 12: Please refer to Response #10. QUESTION 13: Is there a desk or ambassador station? RESPONSE 13: There is not a dedicated desk or station for the security guards. The guards roam the facilities or are stationed in specific areas. QUESTION 14: Where would security guards leave valuables or work equipment? RESPONSE 14: Currently, guards are responsible for keeping their own valuables and equipment. Storage needs for the selected company s equipment may be discussed after the contract has been awarded. QUESTION 15: There are three centers, but will we only be needed if there is a special event? And how many guards? RESPONSE 15: Please refer to Response #1 & #2 QUESTION 16: How many events do you have in a year? RESPONSE 16: There are approximately 150 events per year requiring security guards. QUESTION 17: How much time is allowed for a security company to furnish a guard for the event? RESPONSE 17: City staff places requests at the beginning of each week unless there is a last minute booking. Last minute bookings that include alcohol require Culver City Police Officers. Reserving police officers would require at least one day in advance of the booking. CITY OF CULVER CITY Page 3 of 11 RFP NO. 1614

4 QUESTION 18: Is security that is regularly scheduled at the Senior Center in addition to security needed for special events? RESPONSE 18: Please refer to Response #1. QUESTION 19: Are the guards allowed to leave their belongings in the event supervision office where security guards check in? RESPONSE 19: Please refer to Response #14. QUESTION 20: Who is responsible for the headcount in each room? Is it the guard or event staff? RESPONSE 20: City staff is responsible for monitoring the capacity of events. Staff may enlist the guards to assist them in this task. QUESTION 21: Who pays for the police? RESPONSE 21: The renter pays for the Culver City Police Officers. QUESTION 22: What is the current provider for security getting paid? For security officer and supervisor position? RESPONSE 22: Please refer to Response #10. QUESTION 23: How long has the current security company had the contract? RESPONSE 23: Please refer to Response #8. QUESTION 24: What is the RFP? RESPONSE 24: The Request for Proposals (RFP) #1614 is for the City to obtain a vendor to provide uniformed, unarmed security guard services at its Veterans Memorial. CITY OF CULVER CITY Page 4 of 11 RFP NO. 1614

5 QUESTION 25: Does the City want just one cover letter? RESPONSE 25: The City is requesting a cover page and an executive summary. One of each per copy is sufficient. Please refer the Section IV. Proposal Outline for greater detail. QUESTION 26: What is the structure of the Cover Letter - according to the numbers on the form? RESPONSE 26: Please refer to Response #25. QUESTION 27: Can you submit questions online? Is there a cut-off? RESPONSE 27: Yes, questions were either to be posed during the mandatory job-walk or submitted electronically. The deadline for electronic submission was November 10, 2016 and all questions received as of this date are enclosed in this document. QUESTION 28: Will the rates be posted on-line for the current contractors? RESPONSE 28: Please refer to Response #10. QUESTION 29: Are there stipulations regarding lobbyist and public officials? RESPONSE 29: The act of direct discussion/promotion of a proposal is prohibited during the RFP process. Lobbying guidelines are addressed in Exhibit A Legal Statements, Section II. Anti-Lobbying Provisions (page 13). The City, however, does not preclude any lobbyists from submitting a proposal. QUESTION 30: Is there a provision wage? RESPONSE 30: No. QUESTION 31: Is this a union contract? RESPONSE 31: No. CITY OF CULVER CITY Page 5 of 11 RFP NO. 1614

6 QUESTION 32: How much is the billing rate? RESPONSE 32: Please refer to Response #10 QUESTION 33: Do we need to provide proof of insurance? RESPONSE 33: Yes. Guidelines are addressed in Exhibit C of the RFP. QUESTION 34: How many of hours per week of guarding service you are being billed currently? RESPONSE 34: Please refer to Response #3. QUESTION 35: Will we be provided maps for each location? RESPONSE 35: Currently, there are limited handheld maps and guards are trained by touring the facilities. QUESTION 36: What is the incumbent s annual billing rate? RESPONSE 36: Please refer to Response #10. QUESTION 37: Does this project have a living wage ordinance, if so, what is the rate per hour? RESPONSE 37: No. QUESTION 38: Is there any living wage ordinance or prevailing wages apply for this RFP? RESPONSE 38: No. CITY OF CULVER CITY Page 6 of 11 RFP NO. 1614

7 QUESTION 39: Will there be any need for patrol vehicles for this RFP? RESPONSE 39: No. QUESTION 40: Is there a requirement for bid bond or performance bond for this RFP? RESPONSE 40: No. QUESTION 41: How soon are requests submitted for events? RESPONSE 41: Please refer to Response #17. QUESTION 42: Is the City of Culver City satisfied with the current contractors? RESPONSE 42: This RFP is being issued in compliance with purchasing requirements rather than due to performance issues. According to the City s Code, if the same supplier, contractor or consultant has been utilized for a period of five (5) years formal bidding procedures must be conducted. QUESTION 43: What City employee does the onsite security report while on the premises? RESPONSE 43: Senior Center Regularly scheduled guards report to various City full and part-time staff. VMC Events - The assigned City event staff is responsible for monitoring the security guards and their completion of the security reports during their shifts. QUESTION 44: How many verbal or written reprimands were reported by staff regarding security? RESPONSE 44: There have been approximately 3 instances when City staff expressed concern regarding the security guard services at the Senior Center. CITY OF CULVER CITY Page 7 of 11 RFP NO. 1614

8 QUESTION 45: Any complaints, concerns or things that can be done better with security? RESPONSE 45: The Scope of Service within the RFP details the expectations that the City has for the security services. QUESTION 46: Any issues with the incumbent security provider scheduling security for special events? RESPONSE 46: No. QUESTION 47: Was incumbent ever short staffed during the time of the contract? RESPONSE 47: No. QUESTION 48: How are daily activity reports submitted to the client? RESPONSE 48: Currently, this is not a requirement. QUESTION 49: Is there a sign in sheet for security or are there other methods exercised to keep proper time keeping? RESPONSE 49: There is a sign-in sheet for the VMC Rentals in the Event Supervision Office at Veterans Memorial Building. QUESTION 50: Will this contract be subject for optional renewal if the City is satisfied with the scope of work being performed? RESPONSE 50: The contractual terms will be for a period of three (3) years with two options to renew for addition one (1) year terms each.. CITY OF CULVER CITY Page 8 of 11 RFP NO. 1614

9 QUESTION 51: Does the security staff 'roam' and in between roaming, is there a base to sit during patrols? RESPONSE 51: The Senior Center has a dedicated break room. Also, please refer to Response #13. QUESTION 52: Would the city be open to a guard tracking system to keep track of activity and attendance? RESPONSE 52: Currently, this is not a requirement. QUESTION 53: How much notice will you give a contractor to furnish additional security? RESPONSE 53: Please refer to Response #17. QUESTION 54: If additional coverage is not provided, will there be a penalty? RESPONSE 54: Please refer to Response #17. The security company is expected to provide additional coverage when requested. QUESTION 55: If coverage is requested for an event and the security guard shows up but the event was canceled, will you still allow the contractor to bill the City of Culver City? RESPONSE 55: Yes. The renter pays the cost of the security guards. QUESTION 56: Is the selection process between a panel or individuals? RESPONSE 56: There will be a staff panel involved in the selection process. QUESTION 57: Is the RFP method based on 'best value' or 'lowest responsible bidder'? RESPONSE 57: The RFP award shall be made by the City Council to the Lowest Responsive and Responsible Bidder. CITY OF CULVER CITY Page 9 of 11 RFP NO. 1614

10 QUESTION 58: If a unit price (hourly rate) is stated at the beginning, will the City consider an increase by CPI or by local legislative wage increase? RESPONSE 58: The City will consider all payment terms. Please include any increase requirements as a component of your fee proposal. QUESTION 59: I noticed a different price point in the current security contract from the beginning to midyear, was this in part of a wage increase? Can this be explained? RESPONSE 59: As reported in the City s Mid-Year Financial Status Update, an increase was made to cover security costs due to an increase in minimum wage (Refer to the 02/22/2016 Council Agenda, Action Item #8). QUESTION 60: Are there lobbying guidelines or omissions for this RFP process? RESPONSE 60: Please refer to Response #29. QUESTION 61: Will lobbyist have to declare their status during this process? RESPONSE 61: While a lobbyist disclosure can be made, it is not an express requirement for submittal. QUESTION 62: Are local city and state representatives/officials allowed to participate in this RFP? RESPONSE 62: Please refer to Exhibit A Legal Statements, Section I. Prohibited Interests, which states that no member, officer, or employee of the City, or of a local public body all have any interest, direct or in direct, in the contract, or to any benefit arising thereof. QUESTION 63: Does the City of Culver City allow political influence in its RFP process? Are there stipulations? RESPONSE 63: Please refer to Responses #19 & 21 CITY OF CULVER CITY Page 10 of 11 RFP NO. 1614

11 QUESTION 64: Will there be strict/limited communication between now and the selection process? RESPONSE 64: Please refer to Response #19 QUESTION 65: What is the current protest process concerning this particular RFP? RESPONSE 65: A letter of protest must be submitted in writing to the City. If contested issues remain unresolved, the evaluation team may proceed with its award recommendation and the protesting proposer will be given the opportunity to be heard prior to City Council making its determination on the contract. QUESTION 66: Will there be safe storage for the required metal detectors and radios? (Scope of Services Item 7) RESPONSE 66: Please refer to Response #14. QUESTION 67: Instead of using a City radio, can we use our own compatible radio? (Scope of Services Item 8) RESPONSE 67: Security Guards are required to use City radios to communicate with City staff and building service contractors. CITY OF CULVER CITY Page 11 of 11 RFP NO. 1614