QUESTION: In the original RFP from last month there was a rate sheet included which detailed the first 3 years of service and a two-year option. The new RFP does not include that rate sheet ... Should I use the previous template for rates or create our own?
ANSWER: The Village is not requesting a rate sheet at this time as part of this Request for Qualifications. There is no need to prepare such a template in response to this Request for Qualifications unless Contractor wants to do so as an additional item for the Village’s consideration. Contractor’s rates for the contract will be subject to negotiation following the Village’s review of Contractor’s response to the Village’s request for qualifications..

QUESTION: Will the Contractor be responsible for seeking out and recruiting RPSD officers for these security services or will the information for these available RPSD officers be provided to the Contractor?
ANSWER: Contractor will receive contact information for available off-duty and retired RPSD officers who may be interested in being retained by Contractor to provide the requested security services, but Contractor will be responsible for contacting and retaining any such interested persons should Contractor wish to do so.

QUESTION: Are the rates shown in Exhibit “1” the expected hourly rates of pay that are budgeted in the Village of Rosemont’s 2021 Public Safety budget for these services or does the 2021 budget include an increase for the rate of pay for the 2021 Security Services contract?
ANSWER: The purpose of Exhibit 1 is to show the approximate staffing and costs which the Village reasonably anticipates that Contractor will provide in furnishing the requested security services. Contractor’s responses to this RFQ should focus on presenting Contractor’s qualifications to provide the same or substantially similar security services as set forth in Exhibit 1. In responding to this RFQ, Contractor may, but is not required to, state Contractor’s proposed hourly rates of pay for providing the requested security services.

QUESTION: Does the Village provide a guaranteed minimum hours per shift per employee? Does the Village pay overtime rates? Does the Village pay time and a half for holidays? Does staff pay for parking at venues or Is there free, employee parking provided at or near the venues?
ANSWER: Contractor is solely responsible for determining and providing any guaranteed minimum hours and overtime/holiday pay for the employees retained by Contractor to provide the requested security services. The Village’s current event venue security services contractor provides payment of a guaranteed 4-hour minimum per shift per employee. Contractor’s employees who are providing the requested security services will be provided free parking at or near the Village’s event venues.

QUESTION: Should the uniform not be approved by the Village; will the Contractor bear the cost of replacing the uniforms to meet the criteria of the Village?
ANSWER: Contractor shall be responsible for the cost of providing the uniforms for Contractor’s staff. Contractor is encouraged to submit descriptions or images of Contractor’s proposed uniforms in response to this RFQ. This will allow the Village to consider whether Contractor’s proposed uniforms may be approved before the parties agree to any contract price terms.

QUESTION: Contractor currently has Event Venue Supervisors on Staff. Should Contractor be awarded the Security Services contract, Contractor would hire specific employees for the Contract Coordinator and Event Venue Supervisor position(s). Is Contractor permitted to respond in this manner as a satisfactory answer to meet the criteria for proper submission of the RFQ?
ANSWER: Yes; however, the Village reserves its right to interview and approve the Contract Coordinator and Event Venue Supervisor(s) before any contract is approved. Furthermore, Contractor’s response to this RFQ should identify why Contractor intends to retain new personnel for the Contract Coordinator and Event Venue Supervisor(s) positions, describe Contractor’s hiring process and criteria for hiring the positions, provide resumes of Contractor’s current staff who Contractor believes could perform the positions, and such other information as may be necessary to evaluate Contractor’s qualifications to provide the requested services.

QUESTION: Is the Waiver of Kotecki a negotiable item?
ANSWER: Yes; however, the Village prefers approving a contract which contains the waiver of
Contractor’s Kotecki rights.

QUESTION: Is the ninety (90) day Notice [of Termination] a negotiable term during the
negotiation phase?
ANSWER: Yes; however, the Village prefers approving a contract which requires at least 90-
days’ notice prior to Contractor’s termination of the contract.

QUESTION: Agreement states that a storage room and office space for the contract coordinator will be provided at no cost; Will [the Village] provide an additional on-site location for recruiting and training? If so, will this be free of charge?
ANSWER: The Village will provide on-site space for training free of charge.

QUESTION: Agreement requires use and compliance with the Village's timekeeping system;
Does this require the acquisition of any software, hardware or supplies by the contractor?
ANSWER: No. Contractor’s employees will have to provide biometric information and sign a waiver to use the Village’s timekeeping system.

QUESTION: Will provision of services require a local business license?
ANSWER: Yes.

QUESTION: If any union representation is involved; we would request copies of CBA’s or labor agreements that are related to the RFQ.
ANSWER: The Village is not a party to any collective bargaining agreements which should be involved in Contractor’s provision of the requested security services.

QUESTION: A full-time contract coordinator is required for both the Guest Services and the Security Services contract. If both contracts are awarded to the same provider, can this position be consolidated into a single role or would the village still require two separate positions?
ANSWER: Contractor’s responses to the Security Services RFQ and the Guest Services RFQ may name a single person as the Contract Coordinator for both contracts; however, the Village may still require two separate Contract Coordinators for both contracts. Contractor’s responses should set forth the Contract Coordinator’s qualifications to perform the requested services for both contracts and the benefits of providing a single Contract Coordinator for the requested services.

QUESTION: We understand that the vendor will provide the two-way radios. Is there a preferred make, model or frequency required?
ANSWER: The Village does not have a preference as to the make, model or frequency required for the two-way radios, except that the frequencies will have to be compatible with the Village’s frequencies. The Village will provide the Contract Coordinator or Event Venue Supervisor(s) with radio(s) using the Village’s frequencies.

QUESTION: What’s the maximum number of personnel needed on any given day? This is to determine the amount of equipment needed that the security provider is to provide in accordance with the contact.
ANSWER: The maximum number of personnel required to provide the requested security services on any given day varies depending on the nature of the event(s), but shall be determined by the Contractor in consultation with the Village. There are typically multiple events occurring at the same times throughout the Village’s various event venues on any given day. Please see Exhibit 1 to the Security Services RFQ to determine the approximate number of personnel required to provide the requested security services. Contractor’s response to this RFQ should describe Contractor’s qualifications to satisfy the same or substantially similar staffing that is identified in Exhibit 1.

QUESTION: Can the start times and end times for each event be provided?
ANSWER: The start and end times for the events vary depending on the nature of the event. Please see Exhibit 1 to the Security Services RFQ to determine the approximate number of hours security services were provided for each event and the Village’s website (https://www.rosemont.com) for the most recent event schedules and times.

QUESTION: Is there an updated schedule or an anticipated event schedule for 2021 or 2022?
ANSWER: Please see the Village’s website (https://www.rosemont.com) for the most recent
event schedules for the Village’s event venues.

QUESTION: Will a walkthrough of these venues be allowed prior to the submission of the bid?
ANSWER: There will be no walkthrough of the event venues before the due date for Contractor’s response to this RFQ. If Contractor is selected for an interview, the Village may host a walkthrough of the event venues during the negotiation period before the approval of any contract.

QUESTION: Will onsite storage be provided for uniforms and equipment at each of the venues?
ANSWER: Yes.

QUESTION: Will the Village provide an office for the security provider?
ANSWER: The Village will provide office work space for Contractor’s Contract Coordinator.

QUESTION: What is the Village’s time keeping system referenced under staffing?
ANSWER: The Village uses a time management system provided by Kronos

QUESTION: How many magnetometers are to be provided for each venue?
ANSWER: Contractor shall make this determination in consultation with the Village. Contractor’s response to the RFQ should describe Contractor’s qualifications with respect to the provision, use, and training of magnetometers which may be necessary to provide the requested security services.

QUESTION: Are freestanding magnetometers required or will hand wands be sufficient?
ANSWER: Contractor shall make this determination in consultation with the Village. Contractor’s response to the RFQ should describe Contractor’s qualifications with respect to the provision, use, and training of magnetometers and hand wands which may be necessary to provide the requested security services.

QUESTION: Are any vehicles to be provided by the security provider?
ANSWER: Contractor shall make this determination in consultation with the Village. Contractor’s response to the RFQ should describe Contractor’s qualifications with respect to the provision, use, and training of any vehicles which may be necessary to provide the requested security services.