Sealed Solicitation | Vendor Registry

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Rio Rancho Public Schools Sealed Solicitation

Title: Security Services - on Demand

Deadline: 1/25/2022 2:00 PM (UTC-07:00) Mountain Time (US & Canada)

Status: Deadline Expired

Solicitation Number: RFP No. 2022-012-SEC

Description: Rio Rancho Public Schools (RRPS) is requesting competitive sealed proposals with the intent of entering into a contract with a contractor(s) for the purpose of providing Security Services including a marked vehicle. All potential Offerors are to read, understand and accept the requirements of this Invitation to Proposal (RFP), especial¬ly the mandatory requirements.

Pre-Bid Meeting Date: 1/10/2022 10:00 AM

Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting. Pre-Proposal Conference (Non-Mandatory) – Training Room 2 Location: Rio Rancho Public Schools District Office Training Center, 500 Laser Rd. NW, Rio Rancho, NM. Access to the meeting is also available virtually using the following meeting link. Meeting ID meet.google.com/grz-hfex-osj Phone Numbers (‪US‬)‪+1 336-618-7338‬‬‬‬‬‬‬ PIN: ‪438 416 053#‬‬‬‬ NOTE: To access google meet, hover over the meeting ID link, hold down control button on the keyboard and then click on the link.

Documents:

Documents as of 1/19/2022
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Questions

Question 1

Posted: 12/27/2021

Question: Under attachments required, asks us to submit a “Contractor’s State of NM W-9 Form”. Are they looking for the Federal W-9 or the form specific to the State of NM related to Vendor Registration?

Response: See Addenda No. 1

Question 2

Posted: 12/27/2021

Question: Under attachments required, is “Contractor’s license” the synonymous with the City of Rio Rancho Business License for the purposes of this RFP?

Response: See Addenda No. 1

Question 3

Posted: 12/27/2021

Question: Page 9 of the RFP indicated that proposals will be submitted electronically via the Vendor Registry Site. Page 16 reinforced this as a digital submission. However page 18, top paragraph, under Technical Proposal Format states that the proposal must be submitted in a spiral or three-ring binder…etc. Can they please confirm that this will be a digital submission as indicated on page 9 and 16?

Response: See Addenda No. 1

Question 4

Posted: 12/27/2021

Question: Appendix D – Offeror’s Information Form asks for the “New Mexico State Contractor’s License Number” as well as the “License Classifications”. We are assuming this is our business number located on our articles of incorporation along with the business classification from the articles of incorporation. Can they please confirm this is what they are looking for here?

Response: See Addenda No. 1

Question 5

Posted: 1/10/2022

Question: Does RRPS intend to utilize the District's contract? If so, can RRPS provide a copy of the intended contract pre-bid?

Response: See Addenda No. 1

Question 6

Posted: 1/11/2022

Question: Pg 5 – Contact Information section references door and hardware services. Please confirm that this RFP is solely for security patrol and manned security services and not door and hardware services.

Response: See Addenda No. 1

Question 7

Posted: 1/11/2022

Question: Pg 18 – refers to paper submittal. Please confirm that the RFP is to be submitted via the VendorRegistry portal.

Response: See Addenda No. 1

Question 8

Posted: 1/11/2022

Question: Section VI.A. ‘Background Investigation’ notes that Officers must pass a background investigation. Is this in addition to the Background Investigation completed by the contractor or by RRPS/PED? If this is an additional background investigation that the Contractor will be responsible for the cost of, can you provide the estimated cost to complete?

Response: See Addenda No. 1

Question 9

Posted: 1/11/2022

Question: Section VI.A. ‘After Hour Campus Security Patrol’ notes that the patrol is year-round. Is the ‘Daytime / Evening Weekend Security Vehicle Patrol’ also year-round, or only during school year? For both patrol rounds, are patrols to be conducted on federal holidays and during school breaks?

Response: See Addenda No. 1

Question 10

Posted: 1/11/2022

Question: Will RRPS provide an estimate of miles the incumbent patrol vehicle incurred annually?

Response: See Addenda No. 1

Question 11

Posted: 1/11/2022

Question: What is the intended term of contract? If multiple years, will the Contractor be permitted to raise rates when and as needed to recoup increases in the following costs that are outside of the Contractor’s control: Federal, state or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum, prevailing and living wage rates and other statutory requirements, such a legally mandated sick leave costs; and medical and other benefit costs?

Response: See Addenda No. 1

Question 12

Posted: 1/11/2022

Question: How much notice does RRPS intend to provide in regards to service and/or schedule changes?

Response: See Addenda No. 1

Question 13

Posted: 1/11/2022

Question: How soon does RRPS intend to implement Contractor's services following the award announcement?

Response: See Addenda No. 1

Question 14

Posted: 1/11/2022

Question: Section VI.A. ‘After Hour Campus Security Patrol’ and ‘Daytime / Evening Weekend Security Vehicle Patrol’ does not include: the new Career Technical Education (CTE), Shining Stars Preschool, Ernest Stapleton Elementary, or Joe Harris Elementary in the list of patrol locations. Were the additional 4 locations intended to be included in the patrol route? If so, how many stops per shift? Any other RRPS locations that may be added to the patrol route?

Response: See Addenda No. 1

Question 15

Posted: 1/11/2022

Question: Section III of the RFP provides an outline of the expected format and organization of the proposal. However, Section II.B. of the Agenda during the Non-Mandatory Pre-Proposal Meeting on January 10, 2022, provides a different format and organization of the proposal. Please clarify the format and organization that RRPS expects for submitted proposals.

Response: See Addenda No. 1

Question 16

Posted: 1/14/2022

Question: The information provided in the Agenda packet handed out during the Non-mandatory Pre-proposal Meeting on January 10, 2022 seems to be inconsistent with the RFP Specifications Document dated 12/15/2021. The Agenda packet section II – Subsection A Format of Submittal does not align to the RFP Section III. Which guidance should we follow? Specifically: Is it 1 file submitted electronically as the RFP states or 2 Files (1-Price Proposal and 2-Technical Proposal) as the Agenda packet states from the 1/10/22 meeting?

Response: See Addenda No. 1

Question 17

Posted: 1/14/2022

Question: The technical proposal sections outlined in the Agenda packet from the 1/10/22 meeting do not align to the sections in the RFP. The Agenda packet has the following: Tab 1 – Letter of Submittal Tab 2 – General Contractor Statement of Qualifications and Attachments Tab 3 – Past Performance Tab 4 – Project Staffing Tab 5 – Management Plan Tab 6 – Health and Safety The RFP has the following: Tab 1 – Letter of Submittal Tab 2 – Business profile and technical competence Tab 3 – Capacity and capability Tab 4 – Past record of performance Tab 5 – Pricing Matrix Which should we follow?

Response: See Addenda No. 1

Question 18

Posted: 1/14/2022

Question: If we need to follow the Agenda packet sections, can you provide guidance as to what you are looking for in the Tab 2 – General Contractor Statement of Qualifications and Attachment and Tab 6 - Health and Safety?

Response: See Addenda No. 1

Question 19

Posted: 1/14/2022

Question: If we now need to follow the format as outlined in the Agenda from the 1/10/22 meeting, will the following forms be provided (as they were not included in the RFP dates 12/15/21)? - Price Proposal Form - Proposal Security, Agent’s Affidavid - Declaration Letter from Surety - Subcontractors Listing Form

Response: See Addenda No. 1

Question 20

Posted: 1/14/2022

Question: The RFP dated 12/15/21 indicates that we have to use the Pricing Matrix (Tab 5) but the Agenda packet from the 1/10/22 meeting does not make mention of that in the Price proposal. Should we use the Pricing Matirx and if so, where does it go?

Response: See Addenda No. 1

Question 21

Posted: 1/14/2022

Question: What is the current value of the contract?

Response: See Addenda No. 1

Question 22

Posted: 1/14/2022

Question: What are the current billing and pay rates? Confirm the minimum wage for the County will be $15.00/hour in 2022?

Response: See Addenda No. 1

Question 23

Posted: 1/14/2022

Question: How many miles does the current vehicle travel each day?

Response: See Addenda No. 1

Question 24

Posted: 1/14/2022

Question: Is there a CBA in place, if so, will a copy be provided?

Response: See Addenda No. 1

Question 25

Posted: 1/14/2022

Question: Does the client have a desired minimum number of required training hours for security officers?

Response: See Addenda No. 1

Question 26

Posted: 1/14/2022

Question: What is the minimum number of hours that make up the Security Officer daily rate? Weekly Rate, Monthly Rate

Response: See Addenda No. 1

Question 27

Posted: 1/14/2022

Question: In the bid matrix, what is the base number of hours for the Security Officer w/Marked Vehicle that one should use to generate the hourly, daily, weekly, and monthly rates proposed. Example: Is the daily based on an 8 hour day? Weekly based on 40 hours? Please clarify to assist in the development of the rates proposed.

Response: See Addenda No. 1

Question 28

Posted: 1/14/2022

Question: Pg. 24 states the following: "Background Investigation: Security officers will be required to pass a background investigation, approved by PED, at the expense of contractor." Please clarify which agency PED is.

Response: See Addenda No. 1

Posted: 12/27/2021

Question: Under attachments required, asks us to submit a “Contractor’s State of NM W-9 Form”. Are they looking for the Federal W-9 or the form specific to the State of NM related to Vendor Registration?

Response: See Addenda No. 1

Posted: 12/27/2021

Question: Under attachments required, is “Contractor’s license” the synonymous with the City of Rio Rancho Business License for the purposes of this RFP?

Response: See Addenda No. 1

Posted: 12/27/2021

Question: Page 9 of the RFP indicated that proposals will be submitted electronically via the Vendor Registry Site. Page 16 reinforced this as a digital submission. However page 18, top paragraph, under Technical Proposal Format states that the proposal must be submitted in a spiral or three-ring binder…etc. Can they please confirm that this will be a digital submission as indicated on page 9 and 16?

Response: See Addenda No. 1

Posted: 12/27/2021

Question: Appendix D – Offeror’s Information Form asks for the “New Mexico State Contractor’s License Number” as well as the “License Classifications”. We are assuming this is our business number located on our articles of incorporation along with the business classification from the articles of incorporation. Can they please confirm this is what they are looking for here?

Response: See Addenda No. 1

Posted: 1/10/2022

Question: Does RRPS intend to utilize the District's contract? If so, can RRPS provide a copy of the intended contract pre-bid?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Pg 5 – Contact Information section references door and hardware services. Please confirm that this RFP is solely for security patrol and manned security services and not door and hardware services.

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Pg 18 – refers to paper submittal. Please confirm that the RFP is to be submitted via the VendorRegistry portal.

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Section VI.A. ‘Background Investigation’ notes that Officers must pass a background investigation. Is this in addition to the Background Investigation completed by the contractor or by RRPS/PED? If this is an additional background investigation that the Contractor will be responsible for the cost of, can you provide the estimated cost to complete?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Section VI.A. ‘After Hour Campus Security Patrol’ notes that the patrol is year-round. Is the ‘Daytime / Evening Weekend Security Vehicle Patrol’ also year-round, or only during school year? For both patrol rounds, are patrols to be conducted on federal holidays and during school breaks?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Will RRPS provide an estimate of miles the incumbent patrol vehicle incurred annually?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: What is the intended term of contract? If multiple years, will the Contractor be permitted to raise rates when and as needed to recoup increases in the following costs that are outside of the Contractor’s control: Federal, state or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum, prevailing and living wage rates and other statutory requirements, such a legally mandated sick leave costs; and medical and other benefit costs?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: How much notice does RRPS intend to provide in regards to service and/or schedule changes?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: How soon does RRPS intend to implement Contractor's services following the award announcement?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Section VI.A. ‘After Hour Campus Security Patrol’ and ‘Daytime / Evening Weekend Security Vehicle Patrol’ does not include: the new Career Technical Education (CTE), Shining Stars Preschool, Ernest Stapleton Elementary, or Joe Harris Elementary in the list of patrol locations. Were the additional 4 locations intended to be included in the patrol route? If so, how many stops per shift? Any other RRPS locations that may be added to the patrol route?

Response: See Addenda No. 1

Posted: 1/11/2022

Question: Section III of the RFP provides an outline of the expected format and organization of the proposal. However, Section II.B. of the Agenda during the Non-Mandatory Pre-Proposal Meeting on January 10, 2022, provides a different format and organization of the proposal. Please clarify the format and organization that RRPS expects for submitted proposals.

Response: See Addenda No. 1

Posted: 1/14/2022

Question: The information provided in the Agenda packet handed out during the Non-mandatory Pre-proposal Meeting on January 10, 2022 seems to be inconsistent with the RFP Specifications Document dated 12/15/2021. The Agenda packet section II – Subsection A Format of Submittal does not align to the RFP Section III. Which guidance should we follow? Specifically: Is it 1 file submitted electronically as the RFP states or 2 Files (1-Price Proposal and 2-Technical Proposal) as the Agenda packet states from the 1/10/22 meeting?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: The technical proposal sections outlined in the Agenda packet from the 1/10/22 meeting do not align to the sections in the RFP. The Agenda packet has the following: Tab 1 – Letter of Submittal Tab 2 – General Contractor Statement of Qualifications and Attachments Tab 3 – Past Performance Tab 4 – Project Staffing Tab 5 – Management Plan Tab 6 – Health and Safety The RFP has the following: Tab 1 – Letter of Submittal Tab 2 – Business profile and technical competence Tab 3 – Capacity and capability Tab 4 – Past record of performance Tab 5 – Pricing Matrix Which should we follow?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: If we need to follow the Agenda packet sections, can you provide guidance as to what you are looking for in the Tab 2 – General Contractor Statement of Qualifications and Attachment and Tab 6 - Health and Safety?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: If we now need to follow the format as outlined in the Agenda from the 1/10/22 meeting, will the following forms be provided (as they were not included in the RFP dates 12/15/21)? - Price Proposal Form - Proposal Security, Agent’s Affidavid - Declaration Letter from Surety - Subcontractors Listing Form

Response: See Addenda No. 1

Posted: 1/14/2022

Question: The RFP dated 12/15/21 indicates that we have to use the Pricing Matrix (Tab 5) but the Agenda packet from the 1/10/22 meeting does not make mention of that in the Price proposal. Should we use the Pricing Matirx and if so, where does it go?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: What is the current value of the contract?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: What are the current billing and pay rates? Confirm the minimum wage for the County will be $15.00/hour in 2022?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: How many miles does the current vehicle travel each day?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: Is there a CBA in place, if so, will a copy be provided?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: Does the client have a desired minimum number of required training hours for security officers?

Response: See Addenda No. 1

Posted: 1/14/2022

Question: What is the minimum number of hours that make up the Security Officer daily rate? Weekly Rate, Monthly Rate

Response: See Addenda No. 1

Posted: 1/14/2022

Question: In the bid matrix, what is the base number of hours for the Security Officer w/Marked Vehicle that one should use to generate the hourly, daily, weekly, and monthly rates proposed. Example: Is the daily based on an 8 hour day? Weekly based on 40 hours? Please clarify to assist in the development of the rates proposed.

Response: See Addenda No. 1

Posted: 1/14/2022

Question: Pg. 24 states the following: "Background Investigation: Security officers will be required to pass a background investigation, approved by PED, at the expense of contractor." Please clarify which agency PED is.

Response: See Addenda No. 1