General Security Services RFP

Q (No subject): What are the current pay rates and billing rates by labor category?

A: Please see Addendum #7 for current pay rates/billing rates by labor category.

Q (No subject): With the understanding that this is a Master Agreement and each county facility will request services- Can an estimated total service hours per week or annually (and by location/service type if available) be provided?

A: Please see Addendum #4, Appendix D attached as an addendum for total service hours per week.

Q (No subject): Can the County provide a breakdown of the specific service hours and responsibilities required for each site?

A: Please see Addendum #4, Appendix D attached as an addendum for total service hours.

Q (Due Date Extension): Questions are due March 18, and responses are expected the following week—the same week proposals are due. To allow proposers adequate time to review those responses and adjust their proposals, particularly where they clarify scope that has not yet been defined in an addendum, would the City consider extending the March 27 proposal due date by approximately ten days

A: Due date has been extended to April 3rd.

Q (Shift hours, SOW for various Departments): To assist bidders with providing accurate pricing in their proposal response, will the County be providing bidders the required shift hours, Scope of Work and required equipment for each department/location (ex. Medical Center, various clinics, county offices, marina, airport, Hall of Justice, etc.)?

A: Please see Addendum #4, Appendix D attached as an addendum.

Q (Post Locations and Level of Effort): Will the County release a Post Exhibit with a list of post locations, hours of operation and expected level of effort by location/site?

A: Please see Addendum #4, Appendix D attached as an addendum with locations, hours of operations and expected level of security.

Q (Pre-Proposal Conference): For companies who could not attend the Conference due to the time change that was not noted in Addendum 1, will the County release any slides, notes or briefings provided to companies during the meeting?

A: Please see Addendum #5 for the on-site walkthrough notes and photos.

Q (Appendix D): Are all the hours in Appendix D correct? For example, on page 3, lines 7 & 8 have identical hours that seem to be for the same SMMC service? If they are not correct, please extend the due date by another week.

A: They are to provide service to the location specified in lines 7 and 8, which refer to the same location, with line 8 providing additional detail regarding the location type. The due date has also been extended.

Q (Employee Wages): On page 10, it states that the County’s security services contracting policy requires security service contractors to pay their employees no less than their current rate of pay. Please provide a list of the security professionals and their current pay WAGE(S), by position and location?

A: Please see Addendum #7 for current pay rates/billing rates by labor category.

Q (Current Bill Rates): What is the current BILL RATE(S) being paid for these services, by position and location?

A: Please see Addendum #7 for current pay rates/billing rates by labor category.

Q (Local Business Proof): In addition to the San Mateo County Local Preference Self-Attestation Form, is there any other proof that needs to be provided to show proof of being a “Local Business”?

A: Please see the guidelines listed in Section 2 of the Minimum Qualifications, Local Preference Ordinance, and Technical Proposal for details on what qualifies an agency as a "Local Business" with required form submissions.

Q (Pre-Proposal Conference): There is a conflict between the RFP document and online portal. The RFP Addendum 1 still listed the Pre-Proposal Conference as 11 March, but the online portal had a notice saying it was moved to 6 March. Addendum 2 was not released until 10 March, after the conference was completed with the correct date. Will the Government consider another Conference since not all bidders could attend due to the date discrepancy?

A: Addendum 1 clearly states: "This Addendum is issued to notify all prospective proposers that the Pre-Proposal Meeting (On-Site Visit) date has been changed to March 6 (Friday). The meeting will be held at San Mateo Medical Center (SMMC). The meeting point will be at the West Lot. Please refer to the attachment for a map to the location. Meeting Time: 10:00 AM – 1:00 PM". Another meeting is not scheduled at this time. Please refer to the additional notes, details, and photos in Addendum 5, and attendance in Notice 1, for details about the Pre-Proposal conference held on March 6th.

Q (Insurance requirements): 1. We note that Section 10 of the Standard Contract Template titled Insurance states the Contractor must carry “not less than” limits of insurance. Our company maintains insurance limits that are commensurate with our size and scope of operations. We can meet and exceed the requested amount. However, the term “not less than” prior to the insurance amount may appear facially fair, but in effect it compels big firms to provide much larger amounts of insurance. Although each bidder may offer the specified insurance coverage, in the case of a large bidder, the County would be getting access to tens of millions more insurance than it would from other smaller bidders. Such a result is unfair. That requirement also effectively prevents our company from accessing any of our insurance to satisfy other claims from time to time. Is the County willing to revise this section to set forth fixed insurance limits? Our company can meet and exceed the current “not less than” limits and is agreeable to exceeding the stated limits if needed.

A: Contract exceptions, including requests to vary insurance requirements can be submitted at this time. Please forward your requests to the listed Project Manager and Procurement Manager. They will be received, but will not be part of the evaluation process. If Proposer is selected, the contract exceptions will be reviewed during contract negotiations.

Q (No subject): Who is the incumbent service provider and how long have they been supporting the county?

A: Execushield, five years.

Q (No subject): Will the incumbent Security Personnel be grandfathered for training, background investigation/screening requirements, or are they required to be retrained and screened?

A: Any security guards remaining through new contract will be grandfathered in; however, County reserves the right not to allow certain guards to remain.

Q (No subject): Under the Master Agreement, what is the process for County Departments to request new services or modify existing services (add or remove posts, change hours, request armed coverage), including who must approve the request, the required lead time, and how changes are documented and billed?

A: Typically the San Mateo Medical Center will learn of a security need and contact the Security Director and Security Account Manager to see if it can be filled. The Medical Center tends to provide at least two weeks notice for any change requests and does so in writing. Material changes to the contract, including billing will need to be addressed through an amendment of the Contract document if modifications are beyond the scope of the original contract.

Q (No subject): Will the County provide existing Post Orders for each assignment at contract start, or will the Contractor need to develop new Post Orders for each post, then submit them for County review and approval?

A: Existing post orders will be shared with the awarded provider to continue forward with them.

Q (No subject): Is the XtractOne weapons detection system used at all County sites, or is it specific to certain locations?

A: Specific to San Mateo Medical Center. Potentially to be used on off-site clinics in the future.

Q (No subject): What is the total estimated number of service hours required per week across the entire contract?

A: Please see Addendum #4, Appendix D attached as an addendum for total service hours per week.

Q (No subject): Are CPR certification and baton permits mandatory for staff at all sites, or only for specific assignments?

A: CPR is mandatory for all guards. Baton is mandatory for the armed guard positon. The armed position is three positions to cover three shifts because the Emergency Room is open 24/7.

Q (No subject): Will the County reimburse the Contractor for specialized training and immunization costs, or should these be included in the hourly bill rate?

A: The county requires a security guard trained as a CPI instructor. CPI Certification Training is reimbursed to security from the County.

Q (Vehicle Patrol): In order for contractors to determine how many vehicles are required for this contract, can the County please provide which locations require vehicle patrol along with how many patrol visits are required per day and for how long?

A: The San Mateo Medical Center has one security cart and one truck. The cart is used to patrol/conduct rounds on campus and the truck is used for off-site clinic visits.

Q (Baton Certification): Specifically for Baton Certification, which departments and locations does this apply to?

A: This is an armed guard requirement. The armed guard works the Emergency Department.

Q (Baton alternatives): Is the County open to alternative non-lethal weaponry like OC or Pepper foam or Spray instead of Batons?

A: No, not at this time.

Q (XtractOne Training): For the (XtractOne) Weapons Detection System training, who is facilitating the training, how many hours is the training and is the training billable? Is there a secondary search procedure? How long is that training?

A: Security Director, Security Account Manager, Security Supervisors, and the vendor provide weapon's screening device training. It's about an hour long. Yes, there is a secondary search process requiring the guard to search the person and their property with a metal detecting wand.

Q (Handcuff Training): It is noted on Page 12, that Handcuff Training is included as a requirement. What locations/departments does this apply to? How many Security Officers carry handcuffs?

A: Handcuff training is provided to guards from their company and must be consistent with industry standards. All guards can carry handcuffs, about 1/3 choose to carry them. The armed guards should always have handcuffs. For perspective, security applied handcuffs on two occasions in 2025.

Q (Specific Training for Medical Center): Page 14 lists the specific training for the Medical Center. Are these training courses facilitated by the County? If so, which ones? How many hours are each training course that is listed? Are the training courses billable?

A: The county provides annual online compliance training and Crisis Prevention Institute (CPI) training to security. The online training is about 4 hours and the CPI training is all day (8-hours).

Q (Vehicles): Is there a make & model preference for the vehicle(s)? How many vehicles are required per location/department and for which department(s)? Are there specific upfit requirements for said vehicles?

A: No preference. Two vehicles are provided to security from the County.

Q (Challenges): What are the main security challenges the County is experiencing at various locations?

A: Components include but are not limited to: Customer service, de-escalation, working collaboratively with medical staff and patients

Q (CPI Training): How much does the annual CPI Training cost?

A: The County provides this training annually.

Q (Length of trainings): How long are the following trainings, are they facilitated by the County and is there a cost associated with them? • Behavior Health First Aid • Emergency Response in Medical Settings • Infection Control & Biohazard Awareness • Access Control and Visitor Management Systems • Legal/Ethical Compliance

A: This training is required annually and completed online. The county provides security with a link and guards have to work through the training while on-duty. It takes about 4 hours.

Q (Billable Trainings): Are the trainings listed below billable? Behavior Health First Aid Emergency Response in Medical Settings Infection Control & Biohazard Awareness Access Control and Visitor Management Systems Legal/Ethical Compliance

A: Guards complete this online training while on duty.

Q (5150 Patient Watch): Are 5150 Patient watches required? How often have they been required in the last year? Are Patient watches armed or unarmed? Is restraint assistance required?

A: If "watches" it means being assigned to a 5150 patient, then it should be noted that this occurs daily and hundreds of times a year. 5150 patients can be found on 3AB, PES, and the Emergency Room, as well as in the parking lots of the main campus and off-site clinics. Medical also assigns personnel to a 5150 patient. There are times when 5150 patients, as well as other patients, may need to be restrained. Security is required to assist medical with applying restraints.

Q (No subject): Can the County please clarify on Appendix D which positions are unarmed/armed?

A: There is one armed position at the Emergency Room entrance, which is open 24/7 requiring three shifts per day.

Q (No subject): Is coverage required on holidays?

A: Yes. This is a hospital that is open 24/7 requiring security 24/7. Security staffing is less on Holidays but still required. For example, the "Greeter" position does not get filled on Holidays.

Q (No subject): Are radios required? If so, what radius must the radios cover? Do radios need to communicate between all sites? What is the radio model used today? Are there any site-specific structural or environmental factors – such as large buildings, thick walls, or multi-floor layouts – that could impact radio signal strength and require higher-powered radios or additional repeaters?

A: Yes. The current radio is called BearCom. Radio communication does not occur from site to site. The hospital is large with thick walls and complex layouts. The county provides a repeater and booster for radio coverage.

Q (No subject): Are vehicles required? If so, how many vehicles are required? What type of Make/Model is required by the County or if it is the preference of the Offeror? What is the estimated annual mileage the vehicle will be driven?

A: The county provides a cart and truck for on-site as well as off-site clinic use.

Q (Vehicles): How many marked patrol vehicles are requested for the rfp?

A: The county provides a cart and truck for on-site as well as off-site clinic use.

Q (Rate adjustments): Will the County permit the Provider to increase bill rates to the extent necessary to allow the Provider to recoup increases in unforeseen costs that are outside of the Provider’s control such as: increases in Federal, County or local taxes, levies, or required withholdings; costs under collective bargaining agreements; minimum, prevailing and living wage rates and other statutory requirements, such as legally mandated sick leave costs; and medical and other benefit costs? If so, please describe the process by which the Contractor will be able to submit a request for a bill rate adjustment.

A: Fee proposal includes 5 sheets for changes in rate across each contract year. Contract rates will be executed with provided rates. Any changes during contract term must be agreed to by all parties, amended, and approved by the County of San Mateo Board of Supervisors.

Q (No subject): For Ref. 1.1, must the required five (5) years of general security staffing experience be in the San Francisco Bay Area, or can comparable experience outside the Bay Area qualify?

A: This is a minimum qualification. Exact experience must apply.

Q (Project Manager): Is the Project Manager a billable position?

A: Please include all relevant positions and appropriate rates in the Fee Proposals.

Q (Account Manager): Is the Account Manager a Non-Billable position?

A: Please include all relevant positions and appropriate rates in the Fee Proposals.

Q (Vehicles): What is the average amount of mileage driven by each vehicle per month?

A: The county provides a cart and truck for on-site as well as off-site clinic use.

Q (Restrooms): Are there restroom facilities in close proximity to all of the posts?

A: Yes. Facilities are available for staff to use.

Q (SMMC Specific Training): Under the SMMC Specific Training, 7.4.2.1, it refers to “the contractor shall be responsible for any costs associated with this training.” Is the County referring to only the CPI Training in that clause or for all training?

A: "This Training" indicates relevant details within the clause in reference.

Q (Union Pricing - Current Wages): Understanding the requirement to absorb current security guard staffing and in accordance with Union protocols, what are the current wage rates of the security guard staffing to be retained?

A: Please refer to Addendum #7

Q (No subject): Can the County please provide the applicable CBA and Seniority list?

A: The incumbent provider does not have a CBA. Awarded contractor is expected to develop a seniority list.

Q (No subject): What specific visitor management system is currently in use by the County?

A: The County utilizes (XYZ)

Q (No subject): Does the Mandatory Employee Health Clearance Checklist apply to all staff at all County locations, or is it limited to those assigned to healthcare facilities like SMMC and clinics?

A: The checklist applies to healthcare facilities.

Q (On Call Services): On Page 7 of the RFP, Section B. “Security Services” it is noted that there may be a need for security services “On-Call” services. What are typical reasons for needing “On-Call” security? Typically, how often are “On-Call” services needed per year? How much notice is provided to the contractor prior to the service need? On average, how many Security Personnel would be needed “On-Call”? What was your average hours for on-call services for 2025 How many times were “On-Call” services required last year? How long would the shifts be?

A: On call may refer to special events. Please refer to Appendix D.

Q (Armed and Security with Baton): On Page 8, under “Additional services as requested by department” lists Security Officer with baton certificate and Armed security officer. What locations/departments does this apply to? How many Security Officers? How many Hours per Week? What are the shift times?

A: Appendix E.1 provides these details.

Q (Contract Award): It is noted on Page 7 that the multiple county departments will contract separately for security services and would like to customize their contracted services to fit the needs of their departments. Will the award be to one contractor or multiple contractors?

A: County intends to award one contractor at this time.

Q (CPR/First Aid): Will the County accept the standard two-year American Red Cross CPR/First-Aid certification, or is annual recertification required?

A: No. SMMC requires Basic Life Support (BLS) training that is American Heart Association (AHA) certified. The CPR program must be AHA certified, and the certification card must indicate this. Recertification is required every two years. Personnel may not work at SMMC if certification lapses.

Q (IAHSS Training): For the IAHSS Training requirement, which level of certification does the County require? Is the training billable?

A: The selected vendor will ensure security officers understand their responsibilities in a healthcare setting. For SMMC/Clinics, security officers are expected to have training appropriate to the level of service provided. The training is not billable.

Q (Hours of initial training required): It is noted on Page 11 that a minimum of 8 hours of continuing education annually. Does the county have specific topics they require for continuing education? What are the total hours for initial training?

A: Initial training is addressed in Question 63. Continuing education content will be determined through mutual agreement. Training opportunities may be available at no cost that meet this requirement. The selected vendor will provide knowledgeable and capable security personnel and maintain a commitment to continuing education in areas such as security best practices, de-escalation, and violence prevention.

Q (SMMC Trainings): What are the costs and onboarding requirements for the SMMC Trainings?

A: At SMMC, training offered onsite is provided at no cost. If training is mandatory, it is billable and must be acknowledged and agreed to prior to participation. Training required to meet contract obligations for work at SMMC is not billable.

Q (Vaccinations): Can the Security Professionals use the hospital occupational health for the required vaccinations/health screenings? What is the cost associated with the vaccinations provided by hospital? If not provided at hospital, are contractors able to bill back the cost for vaccinations as incurred?

A: The selected vendor will provide required vaccinations and health screenings. These costs are not billable to the medical center.

Q (Equipment): What equipment is provided by the County (Ex. PPE, radios, etc.)?

A: PPE and radios are provided by SMMC. All other equipment required to perform security services will be provided by the selected vendor.

Q (Special Equipment): Does the county have special equipment or technology utilized at any site that would require additional training?

A: Yes. Two AI-based weapon detection screening devices are in use on the main campus. The selected vendor will provide approximately one hour of training. Additional training required by state law (AB 2975) will be provided through a combination of instruction and on-the-job experience. At SMMC, the dispatch room includes CCTV equipment operated by assigned security officers. Training on this equipment is considered billable, as operation is a requirement for assigned duties.

Q (Equipment Requirements per location): To assist bidders with providing accurate pricing, what equipment is required at “each” location by the contractor?

A: At SMMC/Clinics, uniform requirements will be determined by mutual agreement. Uniforms must be professional and non-tactical in appearance (e.g., pants, shirt, black shoes, radio, handcuffs, metal detecting wand, and firearm for armed guards). Armed guards must complete state-required firearm training and qualify at an accredited range prior to assignment. Uniforms must be clean, neat, and well maintained.

Q (Behavior Health First Aid): Is the Behavior Health First Aid specific to the County? Is it facilitated by the County? What is the cost for this training? How does it differ from traditional First Aid? How long is this training?

A: Behavioral Health First Aid is provided through Behavioral Health Services and is similar to standard CPR/First Aid training. The course duration is typically 8 hours. All required training and certification costs will be borne by the selected vendor.

Q (No subject): How many hours of training is currently being provided to new hires?

A: Security personnel receive a minimum of 8 hours of annual Crisis Prevention Institute (CPI) training and 8 hours of annual compliance training. Additional training, including de-escalation and handcuffing, totals approximately 6 hours. The selected vendor will be responsible for all training costs. SMMC may offer training sessions for recertification; however, any associated costs will be the responsibility of the selected vendor.

Q (No subject): Please provide a list of uniform items required by the County?

A: At SMMC/Clinics, uniform requirements will be determined by mutual agreement. Uniforms must be professional and non-tactical in appearance (e.g., pants, shirt, black shoes, radio, handcuffs, metal detecting wand, and firearm for armed guards). Armed guards must complete state-required firearm training and qualify at an accredited range prior to assignment. Uniforms must be clean, neat, and well maintained.