RFP #23084 Lake County Entry Screening & Security Services
May 25, 2023
Addendum #2
Please note that the correct address for the Park City Branch Court is 301 S Greenleaf St. Park City, IL 60085 and not 430 Lakehurst Road, Waukegan, IL 60085.
Q#1. Who is the current incumbent?
A: Monterrey Security Consultants, Inc.
Q#2. When was the current incumbent awarded the contract? Could you please provide us with a
copy of the current contract?
A: Monterrey Security Consultants, Inc was awarded contract #18138 on January 15, 2019, additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#3. Are there any subcontractors being used for the current contract?
A: No
Q#4. What was the initial term length of the current contract (for example, 1 year plus 4 year options,
etc.)
A: Two (2) years with three (3) one-year renewal periods, additional details can be found at additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#5. What was the start date of the initial contract?
A: Initial term was February 1, 2019 – January 31, 2021, additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#6. What was the amount spent in the last 12 months?
A: $1,100,963.28
Q#7. What was the total spent in the last billed month?
A: $88,991.76
Q#8. Are there any other rates billed separately (such as equipment, vehicles, etc.)
A: No
Q#9. Is the pre-bid conference mandatory?
A: There wasn’t a pre-bid conference held for this project.
Q#10. Are there any significant modifications from the previous contract to the new one? For instance,
an increase in hours, a change in guard type (e.g., armed vs unarmed), a need for additional
resources?
A: You can find all modifications on the County website; additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#11. What was the amount spent on this contract last year?
A: $1,111,794.10
Q#12. What is the estimated total number of annual hours for this contract?
A: The estimated total number of annual hours for the current staffing matrix that is included in the RFP as an Exhibit is roughly 56,000 hours. As mentioned previously, we expect all interested vendors to prepare their own staffing matrix that they feel would best suite our need to secure our locations.
Q#13. What is the current bill rate for each position?
A: You can find this information on the County website at https://www.lakecountyil.gov/2615/Doing-Business. Found under Contract Modification #7.
Q#14. Are there any additional services that may be needed that are not listed in the RFP? For instance,
the need of additional sites, seasonal required security, etc.
A: Please reference the RFP document. Pay special attention to the Scope of Work and Exhibits.
Q#15. Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance,
local mandated wage, or contract-specific wage?
A: Yes – our RFP states under the General section of the Scope of Work that “The contractor shall provide bill rates based on a minimum hourly wage of $15.73 that is paid to contractor unarmed guard staff and a minimum hourly wage of $17.27 for unarmed supervisors. If a minimum hourly wage lower than $15.73 for guards and $17.27 for supervisors is provided on the proposal price sheet, the vendor will be automatically disqualified from consideration.”
Q#16. Is a Bid Bond or performance bond required? If yes, how much?
A: No
Q#17. What is the staffing level required for the early voting- additional services?
A: No additional staffing requirements, as there is always security present at the north magnetometer. Some days voting will go until 7:00 p.m., but since there is always security staffing at the courthouse, those at the north magnetometer cover screening anyone entering.
Q#18. Is the current contract using vehicles? If yes, how many?
A: Yes, the current contract is currently using one (1) vehicle that is used by the Supervisor to travel from the main courthouse to the other locations covered under this contract when needed.
Q#20. Will your agency hold a public opening? If yes, can you please provide the date, time, and
location?
A: Please reference General Requirements found on page 2 of the RFP document.
Q#21. Are there any MWBE/VS/DBE or other goals for this project?
A: The County request is for all proposers to identify all the following that apply to the ownership of your company. This information is collected for reporting purposes only and not vendor selection.
Q#23. If there is a liquidation penalty on contract Ex: If security officer comes late there will be a
penalty on the contract or budget cost? Was there a liquidation penalty on the previous
contract?
A: Please pay special attention to Staffing requirements found on page 21 of the RFP document.
Q#24. When do you anticipate the start date of a contract resulting from the award of this
solicitation?
A: Please pay special attention to the Project Timeline found on page 16 of the RFP document.
Q#25. What is your preferred transition schedule? More specifically, how much time from the
award date to the contract start date do you anticipate?
A: As found under the Project Timeline, the County Board Approval is August 8, 2023 and the contract start date is December 1, 2023.
Q#26. Could you please explain the reasoning for bidding out security now?
A: Current contract is nearing its expiration; additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#27. Please provide the vision for the security team. (Wish list of what you would like to see security doing on a consistent basis)?
A: Please pay special attention to the Scope of Work found on pages 19 – 24, Exhibit A – Designated Services by Site, and Exhibit B – Current Staffing Matrix.
Q#28. Who is the Incumbent Service Provider? How long have they served your account?
A: Monterrey Security Consultants, Inc was awarded contract #18138 on January 15, 2019, additional details can be found at https://www.lakecountyil.gov/2615/Doing-Business.
Q#29. Multiple sites: is your goal to have one provider across the portfolio?
A: Lake County reserves the right to award this contract based on the evaluation criteria set forth herein. Award shall be made by the Lake County Board to the responsible Proposer(s) determined to be the most qualified and advantageous to the County. Lake County reserves the right to award this Contract in whole or in part if determined to be in the best interests of the County.
Q#30. Could a vendor bid on separate locations, or must it be the entire portfolio?
A: It is the County preference that each proposer submit a response for the entire portfolio.
Q#31. Will you be sharing answers to all the Vendor questions submitted?
A: Yes. Should the Proposer require additional information about this RFP, please submit questions on our website at https://www.lakecountypurchasingportal.com by selecting RFP number and addendum link. Questions may also be submitted via email to purchasing@lakecountyil.gov. All questions shall be submitted no less than seven (7) days prior to RFP opening date. ANY and ALL changes to these specifications are valid only if they are included by written Addendum to all Proposers. No interpretation of the meaning of the plans, specifications or other contract documents will be made orally. Failure of any Proposer to receive any such addendum or interpretation shall not relieve the Proposer from obligation under this RFP as submitted. All addenda so issued shall become part of the RFP documents. Failure to request an interpretation constitutes a waiver to later claim that ambiguities or misunderstandings caused a Proposer to improperly submit a proposal.
Q#32. Are any of your service locations covered by a Collective Bargaining Agreement (CBA; Unionized)? Could you please advise if officers are union or non-union by location?
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If union what union by location?
A: There are Court Security Officers stationed at the main courthouse, criminal tower, Depke Juvenile Complex, and all branch locations. The Court Security Officers are with Teamsters Local 700.
Q#33. Is your preference to retain the current Security Personnel? If so, please provide current pay rates, vacation accrual, sick time accruals and any additional benefits the Officers receive. If these benefits vary by location, please describe.
A: Please pay special attention to Staffing requirements found on page 22 in the RFP document. You can find this information on the County website at https://www.lakecountyil.gov/2615/Doing-Business. Found under Contract Modification #7.
Q#34. What type of medical insurance are the current officers receiving? Basic Minimum Value Plan or a True Medical Plan (buy up)? Do you prefer one over the other?
A: Please pay special attention to Staffing requirements found on page 22 in the RFP document.
Q#35. What are the current rates for the officers?
A: You can find this information on the County website at https://www.lakecountyil.gov/2615/Doing-Business. Found under Contract Modification #7.
Q#36. Do you have a billable or non-billable account manager position or positions that has responsibility for the entire portfolio?
A: The current contract has the account manager position included in the overhead cost.
Q#37. If it is billable, would you want them to work out of a particular location and what is that location?
A: No, this position can be remote.
Q#38. What has been your experience for turnover in the security officer and supervisor workforce?
A: There is significant turnover, primarily with the officers, not the supervisors.
Q#39. What is the current wage for Officers and the wage for Supervisors?
A: You can find this information on the County website at https://www.lakecountyil.gov/2615/Doing-Business. Found under Contract Modification #7.
Q#40. Could you please advise on number of vehicle(s) required to support your service needs? Types of vehicles required. (Specific – SUV, 4 Wheel drive etc or Electric Vehicle specifications.)
A: The County does not want to tell vendors what the vehicle needs of the contract would entail. We are expecting the vendors to use their expertise to establish if vehicles are needed and if so, how many.
Q#41. What equipment is needed for each location? i.e., cellphones, radios, guard tour confirmation systems, etc.
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Please clarify if Vehicles and or equipment is client owned, or vendor provided?
A: All equipment is vendor owned. The vendor needs to have a way to communicate with their colleagues and Court Security Command (i.e., cellphone). They also need to have a cellphone available for after-hour calls, where members of county government coming in after-hours can call and have the door unlocked.
Q#42. How frequently do you require additional services beyond contracted schedules? Will overtime bill rates for service requests with less than 72 hours-notice be permitted?
A: This is not applicable. All of the hours required to be covered under this contract is listed within the RFP.
Q#43. What is the minimum required training for newly assigned officers? How many hours or days?
- Do these vary by site location?
A: This is up to the vendors to decide and should be detailed in the proposal. We are expecting each vendor to their expertise to determine the minimum required training for security guards and supervisors. Exhibit B provides details of the current # of staff.
Q#44. Training: can you please explain what the system if any, that you use internally and are Security officers expected to use it and how many hours are required for pre and post site including ongoing training monthly, quarterly or annually.
- Additional IE Active Shooter Training if required would that be provided by vendor?
A: This this up to the vendors to decide. We are expecting each vendor to their expertise to determine the minimum required training for security guards and supervisors. Exhibit B provides details of the current # of staff.
Q#45. Is on-the-job training billable?
A: No.
Q#46. Please clarify your interview process that is required.
A: The interview process is conducted by the awarded vendor.
Q#47. Are the x-rays and scanners provided by the County?
A: Yes, the County owns the x-ray machines and the scanners.
Q#48. Are there any special circumstances where a secondary screening is required? How and where are the secondary screenings conducted? Are part-time employees required on this day or can a security guard be pulled from the main entrance?
A: Yes. There are some case hearings where a secondary screening is required to be performed on case viewers before they enter the courtroom. These secondary screenings are conducted just outside of the courtroom where those entering would be screened a second time. The instances a few and far between, and generally, a guard or supervisor can be pulled from the main entrance to assist with this.
Q#49. How many visitors come in every day?
A: Unfortunately, we are unable to provide an estimate on how many visitors enter the buildings each day. It varies each day and there is no trend. The estimated total visitors per year is 600,000.
Q#50. Would the County consider the utilization of K9s for entry screening?
A: Yes
Q#51. How many individuals are expected to man the loading dock to scan packages? If a package does not fit through the x-ray machine, how should it be handled?
A: We believe that only one (1) guard would be needed to scan packages at the loading dock. However, we are open to suggestions from vendors. If a package does not fit through the x-ray machine at the loading dock, Court Security will need to be notified. Once Court Security is notified, the recipient of the package will be taken down to the loading dock to open the package with a Court Security Officer and screened before the package will be allowed into the building.
Q#52. How many individuals are stationed at Adult Probation?
A: Currently, there is one (1) security guard stationed at Adult Probation.
Q#53. What is the County’s preferred training hours dedicated to security guards?
A: All training is conducted by the awarded vendor.
Q#54. What is the County’s preferred supervisory system?
A: Currently, the supervisors are both stationed at the Main Courthouse in Waukegan. However, the supervisors travel to the branch courts, Adult Probation, Workforce Development, and Depke Juvenile Facility when needed. This is the responsibility of the awarded vendor on how to utilize the supervisors, but we do expect the supervisor to be the conduit between entry screening services and Court Security.
Q#55. What happens if a situation occurs that needs escalation?
A: The security guards should notify Court Security immediately if escalation is required so that they can assist with the situation. Court Security Officers are stationed at all locations covered under this contract.
Q#56. Do security guards need to be screened? How is this done when there is only one security guard stationed at a site (ex. Adult Probation)?
A: Yes. Security guards need to screen each other before they can start their shift. At Adult Probation, a supervisor or another employee should screen the employee prior to them taking their post.
Q#57. Is entry screening required on holidays? Is overnight security expected for the Main Courthouse building in Waukegan on holidays?
A: Entry screening is required to be performed on any holiday that the court buildings are open. Below is a copy of the 2023 Holiday Calendar. Please note that these holidays change every year based on County Board approval and the awarded vendor will receive a holiday calendar once it is released from the County. Additionally, bond court generally operates almost every day of the year, which requires staffing on holidays and the weekends. Overnight security is expected for the main courthouse building 365 days a year (366 days in a leap year).
See additional details under Documents section.
Q#58. How do employees obtain parking passes?
A: Parking through the City of Waukegan is not free. Parking permits can be obtained through the website provided below and the closest parking lot/garage to the Waukegan Courthouse, Workforce Development, and Adult Probation is ‘Lot B’. Vendors are welcome to contact the City of Waukegan to attempt to arrange a reduced monthly cost. In addition, vendors can choose to incorporate the parking permit costs into their pricing proposal.
https://www.waukeganil.gov/132/Parking
Please note that a parking permit is not required for any employees assigned to the Park City Branch Court, Mundelein Branch Court, Round Lake Beach Branch Court, or Depke Juvenile Facility. These specific locations have parking lots on site available to use.
Q#59. Can the County provide a new addendum that shows the posts at each location, the time, and number of staff per post?
A: The current staffing matrix was provided as Exhibit B within the RFP. It outlines each location, the number of guards (officers), and the shift that guard holds. Please note that on the Exhibit, it references that two (2) security guards are posted at Adult Probation. Currently, there is only one (1) guard staffing that site. We have included the revised current staffing matrix below.
The County does not want to dictate how many security guards are stationed at each post and is relying on the vendor’s expertise to provide a matrix that will effectively secure our locations.
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Adult Probation – 215 Water Street
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1 guard Monday, Tuesday, Thursday, and Friday 7:00 am until 5:00 pm
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1 guard Wednesday – 7:00 am until 6:30 pm
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Main Courthouse (Administrative Building) – 18 N. County – Weekdays
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Guard 1 - Monday through Friday 7:00 am until 3:00 pm
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Guard 2 – Monday through Friday 7:00 am until 3:00 pm
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Guard 3 – Monday through Friday 7:00 am until 3:00 pm
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Guard 4 - Monday through Friday 7:00 am until 3:00 pm
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Guard 5 – Supervisor - Monday through Friday 7:00 am until 3:00 pm
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Guard 6 – Supervisor – Monday through Friday 7:30 am until 3:30 pm
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Guard 7 – Monday – 7am until 5:00 pm Tuesday through Friday 7:30 am until 5:00 pm
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Guard 8 – Monday – 7am until 5:00 pm Tuesday through Friday 7:30 am until 5:00 pm
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Guard 9 – Monday through Friday 7:30 am until 5:00 pm
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Guard 10 – Monday through Friday 7:30 am until 5:00 pm
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Guard 11 – Monday through Friday 5:00 pm until Midnight
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Guard 12 – Monday through Friday 5:00 pm until Midnight
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Guard 13 – Monday through Friday Midnight until 7:00 am
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Guard 14 – Monday through Friday Midnight until 7:00 am
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Main Courthouse 18 N. County - Weekends
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2 Guards from 8:00 am until 4:00 pm
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2 Guards from 4:00 pm until Midnight
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2 Guards from Midnight until 8:00 am
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Main Courthouse – 18 N. County - Weekend Bond Court
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2 Guards Saturday 8:00 am until 12 noon
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2 Guard Sunday 8:00 am until 12 noon
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Branch Court – Depke - 24647 N. MILWAUKEE AVE
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1 Guard Monday through Friday 8:00 am until 5:00 pm
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1 Guard Monday through Friday 7:00 am until 4:00 pm
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1 Guard Wednesday 5:00 pm until 9:00 pm
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1 Guard Friday 6:00 pm until 9:00 pm
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2 Guards from 2:00 pm until 8:00 pm on Sundays for Visitation Hours
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Branch Court – Mundelein - 105 E. ROUTE 8
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2 Guards Monday through Friday 8:00 am until 5:00 pm
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Branch Court – Park City – 301 S. Greenleaf St.
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2 Guards Monday through Friday 8:00 am until 5:00 pm
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Branch Court – Round Lake – 1792 Nicole Court
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2 Guards Monday through Friday 8:00 am until 5:00 pm
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Workforce Development – 1 N. Genesee
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1 Guard Monday through Friday 8:00 am until 4:30 pm
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Q#60. Could you please clarify how many officers need to each locations on the page 38. (I attached this page from bid descriptions)
A: Please see the response for question #59 and pay special attention to Exhibit B.
Q#61. Should a new firm be awarded the contract, does Lake County and/or the Sheriff's Office have an opinion on whether the incumbent security officers should be retained and offered employment or whether an entirely new security staff is preferred?
A: It is the Lake County Sheriff’s Office opinion that all current security officers be interviewed by the awarded vendor. It is up to the awarded vendor to determine whether the security officers meet the qualifications and standards of employment.
Q#62. Will the services under this RFP be required to comply with Illinois Department of Labor prevailing wage rates? If so, can Lake County provide a copy of the Prevailing Wage rates to use for this RFP.
A: See question #15 response.
Q#63. Is the current contracted security staff provided by Monterrey Security Consultants Inc. part of a collective bargaining agreement? If so, please provide the wage and tenure dates for the security staff currently assigned to Lake County.
A. See question #32 response.
Q#64. General Terms & Conditions #35 C. states that invoices will be reviewed within 30 days of receipt and paid 30 days thereafter. What is the average number of days for a vendor to receive payment after an invoice is submitted?
A. Please pay special attention to #35 Invoice & Payment found on page 9 under General Terms and Conditions.
Q#65. Please confirm that the vendor is to provide no equipment other than standard military type security officer uniforms and communication devices where they see fit?
A: This is correct.
Q#66. Equipment. #1 states the vendor shall be responsible for testing checkpoint equipment each day. Does this apply to the screening equipment or a patrol checkpoint system? Most vendors will use smart phones to create tours/patrols.
A: The vendor should have their own checkpoint system utilized, that can be audited to confirm checkpoints were properly inspected.
Q#67. Supervisors #1 states that the supervisory personnel (account manager) should physically and in person check on each shift throughout the day at each location. This type of role typically includes a vehicle. Can the vendor direct bill for an account manager vehicle? It’s also practical for these shift patrols at each site to occur on 1st shift only while the majority of officers are on duty. Does Lake County agree?
A: Lake County considers a supervisor as the head security guard that oversees the staff at all facilities. This means that the Supervisor should ensure all security guards arrived for their shift at their assigned post. The County views an account manager as the main point of contact from corporate. Vendors can include a direct bill for vehicle costs in their proposal if they deem it necessary for operations.
Q#68. Please confirm that all sites where a magnetometer is present have an accompanying deputy to assist with escalations. I did not see a deputy at Depke or Adult Probation, but I could be mistaken. I do recall deputies at the Branch courts and both entrances of 18 N County.
A: There is a Court Security Officer located at Depke Juvenile Facility during business hours if escalation is required. For after-hours visitation, there is not a Court Security Officer at Depke. In addition, there is not a Court Security Officer located at Adult Probation or Workforce Development. If a situation occurs where escalation is required, the proposer’s security guards should contact Court Security and reinforcement will be sent to the sites immediately as they are less than a block away.
Q#69. Is Lake County open to the vendor adjusting regular officer positions to lead officer positions where the vendor feels it is required?
A: Lake County is open to vendors making any adjustments they see fit in their proposals.
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Addendum No. 1
RFP No. 23084: Lake County Entry Screening & Security Services
May 17, 2023
Q#1: I am writing to confirm whether the Site Visit scheduled on May 18, 2023, is mandatory.
A: No. This is a non-mandatory site visit.
Q#2: We are interested in contract number 23084. We want to know what your needs are and other information about this contract.
A: Please pay special attention to the Scope of Work found on pages 19 – 24 and Submittal Requirements found on pages 25 – 27 in the RFP document and any addendums found on website.