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City of Seattle Request for Proposal Addendum

UPDATED: 06/28/2018

The following is additional information regarding Request for Proposal #SCL-4406 titled SCL Fixed-Post Guard and Security Guard Patrol Services released on 05/24/2018. The due date and time for responses has been updated to 06/29/2018 at 3:00 PM (Pacific). This addendum includes both questions from prospective proposers and the City’s answers and revisions to the RFP. This addendum is hereby made part of the RFP and therefore, the information contained herein shall be taken into consideration when preparing and submitting a proposal.

Item #

Date Received

Date Answered

Vendor’s Question City’s Answer RFP Revisions

1 06/18/2018 06/18/2018 N/A N/AThe deadline for proposals is changed to 06/29/2018 at 3:00 PM (Pacific).

2 05/29/2018 06/25/2018

Please clarify the number of security vehicles needed. The pricing sheet indicates four (4) security vehicles will be needed for the contract. Page 6 of the SCL SOW document states that the vendor will supply two (2) vehicles.

4 security vehicles are required for the contract. 1 vehicle for North Seattle, 1 vehicle for South Seattle, 1 Vehicle for Skagit, and 1 vehicle for Boundary. However, additional vehicles may be required in the event of an emergency.

3 05/29/2018 06/25/2018Are there vehicle requirements in regard to make/model, 4x4 capability, etc.?

Vehicles for Skagit and Boundary must have 4x4 capability. Other than the requirements listed in the specifications, there are no additional requirements for the vehicles assigned to North Seattle and South Seattle.

4 05/29/2018 06/25/2018 How many hours of overtime have been used in the past 12 months? 380 Hours (May 2017 – May 2018)

5 05/29/2017 06/25/2018Does SCL wish to retain current employees if a change of provider occurs?

Yes. See Worker Retention Requirements in Section 5 of the RFP.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


6 06/01/2018 06/25/2018

In reviewing the above identified RFP, there are several documents which will not download and indicate “source file cannot be found”. I believe many of these documents may be generic and accessible through other sources, however I wanted to make you aware they are unavailable through the links on the RFP. The documents are:

1. Seattle Business License Application

2. Contractor-Vendor Brochure

3. W-9 Form

Are you able to provide the documents listed above and as identified in the

RFP?

1. Seattle Business Application:

2. Contractor-Vendor Brochure:

3. W-9 Form

7 06/04/2018 06/25/2018

Is the SCL Fixed-Post Guard and Security Guard Patrol Services for security guards only or are there Off Duty Police needed as well?

Yes, the RFP is for security guards only. Off-Duty Police are not needed.

8 06/06/2018 06/25/2018 What will be scored? See Section 8 of RFP9 06/06/2018 06/25/2018 Who has the current contract? PPC Solutions, Inc.

10 06/06/2018 06/25/2018 How often is payment required?

SCL makes monthly payments. Typically, SCL makes these payments 30 days after the SCL receives and stamps the invoice. However, if prompt payment discounts are offered, SCL makes payments accordingly.

11 06/06/2018 06/25/2018 Where is the site manager located? The site manager is located at the Seattle Municipal Tower.

12 06/07/2018 06/25/2018 Who is the current incumbent? See Item #9

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


13 06/07/2018 06/25/2018 When were they awarded the contract? Copy of current contract?

The contract was awarded on 02/01/2011.

You may find a copy of the contract here. Once you get to the site, select Blanket Contract and click next. On the site that follows, enter the contract number in the Contract Number field (000000000002734) and click search. The copy of the contract can be found in the attachments link.

14 06/07/2018 06/25/2018 Estimated usage (number of hours) of prior contract?

546,000 hours (78,000 hours x 7 years). See Item #15 for calculation for 78,000 hours.

15 06/07/2018 06/25/2018 How many weekly/monthly/annually hours are required for this bid?

Weekly: 1,496Monthly: Approximately 5,984 hours (1,496 hours x 4 weeks)Annually: Approximately 78,000 hours (Approximately 1,496 hours x 52 weeks)

16 06/07/2018 06/25/2018 What is the current bill rate?

17 06/07/2018 06/25/2018 What was the previous bill rate?

18 06/07/2018 06/25/2018 What was the contract amount spent last year?

Approximately $1.4 million.

19 06/07/2018 06/25/2018 Is there any minimum wage/pay? Yes. See Section 70 of the Terms and Conditions.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


20 06/07/2018 06/25/2018

Is there any prevailing wage, living wage ordinance, state or local mandated wage, contract specific wage, or collective bargaining agreement?

Prevailing wage is not required. Vendor must comply with City of Seattle Minimum Wage Ordinance. See Section 70 of the Terms and Conditions.

21 06/07/2018 06/25/2018 Is there a desired page limit for the proposal submission?

No

22 06/07/2018 06/25/2018 Are there any additional Security guard services to this contract?

There may be additional security personnel needed for emergency response. See Section 12 of the SCL Scope of Work/Specifications.

23 06/07/2018 06/25/2018 Are vehicles required for this bid? If so, how many and what type are needed?

Yes. See Item #2 and Item #3.

24 06/07/2018 06/25/2018 How many vehicles and what types of vehicles is the incumbent using?

The current vendor is currently using vehicles for Skagit and Boundary. Per the current specifications, the vehicles are late model 4x4 vehicles (no more than three years old). See Item #13 for access to specifications in current contract.

25 06/11/2018 06/25/2018

The RFP references a manager on site at the SMT 24/7. Is this 24/7 availability, or having the SMT staffed with a manager 24/7?

The onsite manager should be onsite between during regular business hours, (e.g., 8:00 AM and 5:00 PM). The manager should be available 24/7 in case of emergencies.

26 06/11/2018 06/25/2018

The age requirement the last time [t]he cont[r]act the up was 21 and older. This time around it is 18 or older. Just wanted to ensure that this was the case.

Yes. The age requirement is 18 years of age at the time of employment.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


27 06/11/2018 06/25/2018

As you stated the fuel for the Seattle patrols will not be a direct bill and needs to be accounted for in the overall bid.

Proposed rates must include all requirements of the RFP, including, but limited to, transportation (including fuel and insurance).

SCL pays for fuel, currently fuel card is issued through a 3rd party and SCL reimburses for that expense.

28 06/11/2018 06/25/2018

The scope of work states that the 4 hour monthly training is to be conducted at the 5 SCL sites, is this the case or are we able to conduct the training at an agreed upon location, like one of our regional offices?

Mutual site is allowed.

29 06/11/2018UPDATED:06/28/201806/25/2018

There is no mention of the need for a valid cart at any of the service centers. Will there still be a need for the golf cart?

Yes, the City desires electric golf carts for use at the North Service Center, and the South Service Center., and the Security Monitoring Center. The vendor would be responsible for supplying and maintaining the electronic golf carts at no cost to the City.

30 06/13/2018 06/25/2018The RFP “calls out” total annual costs for service in the past, please clarify the year these totals were taken from?

2017

31 06/13/2018 06/25/2018 Please confirm 1424 hpw. See Item #15

32 06/13/2018 06/25/2018 Is Holiday coverage 24 hours at all sites?

Yes.

33 06/13/2018 06/25/2018

4 vehicles required, Skagit and Boundary provide “minor maintenance, including fuel”. Please confirm, North Seattle and South Seattle are not provided fuel or minor maintenance.

SCL will provide minor maintenance (oil, lube, filters, and wipers), including fuel, at Skagit and Boundary Facilities.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


34 06/13/2018 06/25/2018

Is the 4-hour training a requirement of the current contract? Yes, or No. If yes, can you provide examples of the last 4 training topics

Yes. Required security guard training includes, but is not limited to, soft training, de-escalation, physical restraint training and other training as needed to appropriately respond to security guard positions.

35 06/13/2018 06/25/2018

Please confirm the training should be incorporated into the final bill rate, or will this be invoiced as a direct billable item.

Training should be invoiced separately from normal onsite guard services.

36 06/13/2018 06/25/2018Is it required for the training to be done at all 5 sites, or can we provide a group training at a mutual site?

See Item #28.

37 06/13/2018 06/25/2018

Can our learning management system (LMS-Online training) training meet the requirement for this designated training?

Yes, if the training is appropriate to be done online. However, some training like physical restraint or hand cuffing would likely require in-person training.

38 06/13/2018 06/25/2018

One cost sheet to be used. Can we provide multiple sheets representing the increases associated with the City of Seattle’s mandated minimum wage increases for 2019, 2020?

No, please provide one cost sheet. Future increases are addressed per the terms of the contract

39 06/13/2018 06/25/2018

Please provide the following:

Current June 2018 wage rate per site, per officer category

Current June 2018 hourly billable rate per site, per officer category

Confirm the current June 2018 sites with vehicles are an all-inclusive billable rate

See Item #16.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


40 06/13/2018 06/26/2018

Section 13, page 3 of the Proposal Response document specifies that the Vendor must provide one guard on-site within 2-4 hours. Section 12, page 13 of the SCL Scope of Work/Specifications specifies the following response times:

2 guards within 2 hours 5 guards within 4 hours

The final sentence of Section 1, #13, on Page 3 of the Proposal Response document is revised to state the following:

Vendor shall acknowledge within one (1) hour from initial inquiry by phone or e-mail and provide a guard pursuant to the requirements described in Section 12 of the Statement of Work/Specifications.

41 06/13/2018 06/25/2018

Will the City require the Vendor to provide its Account Manager or supervisor with a vehicle? If so will the City reimburse the contractor for the vehicles?

SCL will not provide “Seattle Municipal Tower – Single on-site manager” with a car. It is up to the vendor whether to provide the on-site manager. That said, there will be no reimbursement of parking, gas, or maintenance for the on-site manager’s travel.

42 06/13/2018 06/25/2018

For the Vehicles will the City please provide the specifications required, and the estimated monthly or annual mileage?

See Section 4.1.2 of the Scope of Work/Specifications – no specifications, no estimates of mileage are available nor are they tracked by SCL.

43 06/13/2018 06/25/2018Will the City please confirm whether or not the invoicing is to be “monthly” or “calendar Monthly”?

Each calendar month will be billed as such for the days in that calendar month. See section 10.6.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


44 06/13/2018UPDATED:06/28/201806/25/2018

Are the officers able to park their personal vehicles at City Sites? If so is there a fee for parking?

Officers may park their personal vehicles with no parking fees at all locations EXCEPT when parking at the Seattle Municipal Tower. While personal vehicles are not allowed on most sites, personal vehicles are allowed at designated employee parking areas. Normal daily parking fees will be the responsibility of the Vendor and will not be reimbursable and should be included in the billing rate.

45 06/13/2018 06/25/2018

Retention of current employees: Within the security industry it is common practice for incumbent personnel to remain with the current contact, assuming they pass our application and background screening.

Will the City provide the current incumbent wage, date of hire, position status (armed/unarmed/fulltime/part-time/supervisor) and tenure information so that all proposing vendors can account for the costs associated with retaining these individuals associated with their tenure for the City (for vacation benefit tiers) and wages?

The current contract requires the contractor to provide a list of the name, address, phone number, date of hire and employment classification of each covered employee to the successor contractor within 10 working days after receiving notification that its contract has been terminated. No other requirements are specified in the current contract or scope of work at this time. The stated billable rates are defined as the requirements for SCL.

46 06/13/2018 06/25/2018 Are the Security professionals currently a part of a Union?

Not to our knowledge.

47 06/13/2018 06/25/2018

If there are locations that are not under the CBA/Union does the City require the contractor to adhere to the States minimum wage laws with its applicable annual increases?

Federal, State and City minimum wage laws must be adhered to at all times based on the staff’s location of duties.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


48 06/13/2018 06/25/2018

Will a dedicated Account Manager be a requirement of this solicitation? IS this person a billable position? Or is this position the “On-Site Manager”?

Scope of Work identifies all requirements of the solicitation and Summary in Section 1 provides specific guard and on-site manager requirements of the specifications.

49 06/13/2018 06/25/2018 Is the On-Site Manager a salaried position or hourly?

Vendor shall provide a Bill Rate for each position. The On-Site Manager is detailed in Section 7.1. The requirements stated there will be the expectations of the personnel assigned as the On-Site Manager.

50 06/13/2018 06/25/2018

The RFP does not address rate increases for extension year options. Will the City please provide proposing suppliers with an understanding of how annual rate increases (or rate increase requests) will be handled for this agreement?

See Section 14 of the Terms & Conditions in Attachment #2 of the RFP.

51 06/13/2018 06/25/2018Will the City confirm if the contract security professionals currently get increases every year?

No. SCL only tracks our bill rate for each position not what the security professionals are currently being paid.

52 06/13/2018 06/25/2018 Is the City exempt from payment of State and local sales and use tax?

No.

53 06/13/2018 06/25/2018Will the City engage in price discussions at the end of the initial term?

No. The contract may be extended at the end of the initial term per the extension options, but any bill rate changes would go through the same process described in Section 14 of the Terms and Conditions.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


54 06/13/2018 06/25/2018

Is the City currently using any technology for Incident Reports, Officer/Guard Tracking/GPS? If so what technology is currently used for reporting and tracking of officers?

We currently use OminGo, formerly known as ReportExec, for the creation and distribution of IRs.

Per the PPC Supervisor, for Boundary and Skagit. Proprietary piece of software is used to scan images and then are uploaded into that app on their smartphone. For SMC, NSC & SSC, dispatch is called while Officer is in the field.

55 06/13/2018 06/25/2018

Training: To ensure the appropriate amount of “General Site Training” is provided to each officer, will the City specify the training hours required for each location for a new officer?

No. This responsibility to fulfill and fully train security personnel is outlined in Section 6.2 of the scope of work/specifications with regard to possession of a valid Private Security Guard License issued by the state of WA Dept of Licensing and Section 8 Training.

56 06/13/2018 06/25/2018 Can this training be conducted on post (during billable hours)?

Per Section 8.1 of the scope of work/specifications, all training costs should be included in billing rates and/or as detailed at vendor’s expense.

57 06/13/2018 06/25/2018

If current security officers are up to date with their training requirements, does a new vendor have to retrain them upon start-up or can the vendor wait until expiration or renewal of that training?

Any retained personnel that have met training requirements are valid until their training needs to be renewed.

58 06/13/2018 06/25/2018Will the City consider requiring CPR/First Aid certification of the officers for any of the building sites?

See Section 8.5.16 of the scope of work/specifications, training requirements are for all officers on contract at any SCL building, site or patrol work.

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UPDATED: 06/28/2018

Item #

Date Received

Date Answered


59 06/13/2018 06/25/2018

It was stated in the pre-bid meeting on May 3rd that subcontractors were not a requirement, will the City please confirm that subcontracts are not a requirement of this solicitation? If so what is the required subcontractor allocation?

Subcontractors are not a requirement of this RFP.

60 06/13/2018 06/25/2018Are the posts self-relieving or do bidders need to include relief in the markup?

SMC, NSC and SSC have 2 guards on premises during business hours. On the weekends it cuts down to only 1. Skagit and Boundary are only 1 Officer during the entire shifts. All shifts are 12 hours.

61 06/13/2018 06/25/2018Will the City please provide a current officer schedule with the supervisors illustrated in it?

Please contact buyer for a copy of the schedule.

62 06/13/2018 06/25/2018

We note the worker retention requirements in the paragraph captioned “Worker Retention in City Lease Agreements or Contracts” in Section 5 on page 5 of the RFP. Those requirements appear to preclude the Vendor from making independent hiring decisions with respect to employees that transition to the Contractor upon the termination of the existing contract. Does that provision require the Contractor to hire any existing employee who does not satisfy the Contractor’s general hiring criteria, i.e. satisfactory background check, drug test and employee interview?

Transitioned employee would have previously met the background check and drug testing requirements, they would not be subjected to an additional employee interview as they have been retained based on previous contract.

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UPDATED: 06/28/2018

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63 06/13/2018 06/25/2018

We note the City’s criminal background adjudication standards in Scope of Work/Specifications Section 2.2 on pages 1-2. We assume those standards are intended to comply with Title VII of the Federal Civil Rights Act of 1964 which prohibits employment discrimination. In interpreting Title VII, EEOC Enforcement Guidance 915.002 (4/25/12) prohibits blanket exclusions based on a class of crime, such as those set forth in Sections 2.2.1 through 2.24, as well as consideration of any conduct or criminal proceeding which does not result in a criminal conviction, such as the exclusions set forth in Sections 2.2.5 through 2.2.7. The Guidance requires assessment of the facts and circumstances of a conviction to determine whether it truly renders a person unsuitable for the position for which he or she is intended. Accordingly, will the City replace Sections 2.2.1 through 2.2.7 with the following?

“Conviction of any crime that renders the employee unsuitable for the position for which he or she is intended, based on application of the criteria enumerated in EEOC Enforcement Guidance 915.002 (4/25/12).”

Not at this time.

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UPDATED: 06/28/2018

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64 06/13/2018 06/25/2018

We assume that compliance by the Vendor with the fitness standards in Scope of Work/Specifications Section 2.3 on page 2; Section 6.11 on page 8; and Section 7.2.6 on page 9 is intended to be in accordance with applicable law, including the Americans with Disabilities Act. Will the City revise the cited sections as follows?

Insert the following at the beginning of Section 2.3 and Section 7.2.6 and at the beginning of the last sentence of Section 6.11 “To the extent job-related and consistent with business necessity and with or without reasonable accommodation,”.

Revise the “NOTE” at the end of Section 2.3 as follows to state the legally permissible standards for performance of a medical exam:

Replace the remainder the “NOTE” after the word “however” with the following: “where the SCL has reasonable belief, based on objective evidence, that a security officer’s ability to perform essential job functions may be impaired by poor eyesight or hearing and/or that such security officer may pose a direct threat due to poor eyesight or hearing, a medical examination may be requested by SCL.”

Not at this time.

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UPDATED: 06/28/2018

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65 06/13/2018 06/25/2018

Scope of Work/Specifications Section 2.23 on page 4 states no parameters on the City’s prerogative to require performance of additional duties and effectively permits the City to substantially revise the agreed specifications without the Vendor’s consent. Will the City delete the cited section?

Not at this time.

66 06/13/2018 06/25/2018

Scope of Work/Specifications Section 3.3 on page 5 could expose the Vendor to liability for the conduct and decisions of City personnel in directing the Vendor’s security officers, and also exposes the City to co-employer liability. Will the City work with the Vendor to devise an alternative process for issuance of orders by SCL Security Management?

Not at this time, note that this wording states that the carryout relates to security situations and not personnel management.

67 06/13/2018 06/25/2018

We note the parameters on rate increases in Terms and Conditions/Requests for Price Increases Section 14.C on pages 3-4. Will the City also consider permitting the Vendor to increase billing rates with automatic effect at any time to recoup future cost increases that are unknown or unquantifiable as of the bid submission date, such as but not limited to, increases in: Federal, state or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum wage rates; and medical and other benefit costs?

This would be done as spelled out in the provided response under Item 50 and an accompanying change order if granted. Initial Bill Rates will need to include all other increases.

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UPDATED: 06/28/2018

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68 06/13/2018 06/25/2018

Our company stands behind our security services and regularly accepts the obligation to assume responsibility for the comparative portion of any losses or damages that are directly caused by the negligent acts or omissions of our personnel in the performance of security services under client agreements or our breach of a client agreement. Will the City revise Terms and Conditions Section 38 on page 8 as follows to reflect that standard?

On line 7, insert the phrase “to the extent caused by the Contractor’s negligence” after the word “property”.

On lines 8-9, delete the phrase “arising out of the work performed or goods provided under this Contract”.

On line 12, insert the phrase “to the extent” before the word “resulting”.

On line 13, delete the word “sole”.

Not at this time.

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UPDATED: 06/28/2018

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69 06/13/2018 06/25/2018

Our company’s standard business terms include a reciprocal waiver of consequential damages. Will the City amend Terms and Conditions Section 38 on page 8 to add the following mutually beneficial reciprocal waiver of consequential damages as the last sentence?“Under no circumstances will either party be liable to the other party, or any other person or entity, for consequential, incidental, indirect or punitive damages, or for lost profits.”

Not at this time.

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UPDATED: 06/28/2018

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70 06/13/2018 06/25/2018

Our company regularly adds clients to our insurance as additional insureds, so long as our obligations are aligned with our indemnification obligations under the applicable contract and limited to the specified insurance limits we have agreed to provide. Will the City revise the cited sections as set forth below to reflect that standard?

Terms and Conditions Section 39.2 on page 9:

Insert the following at the end of the section: “…to the extent of the Contractor’s indemnification obligations under this Contract and up to the required insurance coverage amount”.

Insurance Requirements and Transmittal Form/Terms and Conditions Section 1: Insert the following at the end

of the section: “…to the extent of the Contractor’s indemnification obligations under this Contract and up to the required insurance coverage amount”.

Not at this time.

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UPDATED: 06/28/2018

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71 06/13/2018 06/25/2018

We note the requirement in Terms and Conditions Section 39.3 on page 9 and Insurance Requirements and Transmittal Form/Terms and Conditions Section 2 to give the City access to the full insurance policy limits, and we submit that it places an undue burden on large companies. Our company is a leading national security service provider. We maintain insurance limits that are commensurate with our size and scope of operations, and which are well in excess of the specified limits. The cited sections effectively require us to maintain an insurance program for the benefit of a single client by precluding us from accessing any portion of our insurance to satisfy other claims from time to time. Accordingly, will the City make the following revisions? Terms and Conditions Section 39.3

on page 9: Delete the first two sentences

in their entirety. Insurance Requirements and

Transmittal Form/Terms and Conditions Section 2: Delete this section in its

entirety.

Not at this time.

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UPDATED: 06/28/2018

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72 06/13/2018 06/25/2018

However, we appreciate the City’s desire for additional coverage. Accordingly, will the City accept a compromise whereby the City will forego access to our entire tower of insurance by making the revisions requested above in exchange for increasing the CGL insurance limits specified in the Insurance Requirements and Transmittal Form (exclusive of employer’s liability limits) from $1 million per occurrence/$2 million aggregate to $2 million per occurrence/$5 million aggregate and the specified Auto insurance limits from $1 million CSL to $2 million CSL?

Not at this time.

73 06/13/2018 06/25/2018

Will the City revise Terms and Conditions Section 56 on page 11 to give the Contractor the reciprocal right to terminate the Contract for convenience at any time on 90 days’ prior written notice?

Not at this time.

74 06/27/2018 06/28/2018

The pricing sheet does not have as shown below does not have a line item for golf carts, yet on page 5 of 18, #29 of the Addendum updated on 6/25/18 it states “Yes, the city desires electronic golf carts for use at the North Service Center, the South Service Center and the Security Monitiory Center. The vendor would be responsible for the supplying and maintaining the electronic golf carts at no cost to the city” is that the reason for it not being on the price sheet?

Yes

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UPDATED: 06/28/2018

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75 06/27/2018 06/28/2018

In reviewing page 3 of the Addendum dated 6/25/18, #18 with regards to spend, it seems unlikely that this scope with the associated hours, vehicles and equipment, wages; with the State of WA minimum wage requirement’s, health and welfare, etc….that the current contract would be at the $1.4M, that it will in fact exceed that last year spend. Will the City please confirm if this is a current fiscal goal or just an FYI?

FYI

76 06/27/2018 06/28/2018

Will the City please confirm how we need to build our pricing for training? The reason is that the original Scope of Work in the RFP on page 10, section 8. Training, it state that “Include all training costs in the bill rate”, however in the Addendum dated 6/25/18; page 5, #35 it states “training should be invoiced separately from normal onsite guard services.” Will the City pelase clarity which training is to be built in and which training is to be direct billed?

Build all training costs into the bill rate. Separate training costs in invoice to detail security staff attending the training, type of training, and hours.

77 06/27/2018 06/28/2018On the vehicle pricing which line is the for the 4X4 and which is for a standard vehicle?

Pricing for 4x4 vehicles is for Skagit and Boundary. Other vehicle pricing is for North and South Seattle Areas.

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