Request for Proposal - Security Services - Exhibit F - Q & A

EXHIBIT F
QUESTIONS AND ANSWERS
Unarmed Security Services - Valentine Road Apartments
1. Could you please confirm whether only one (1) unarmed security officer is required
per shift or whether multiple officers are needed?
Response: Ventura Housing requires a minimum of one (1) unarmed security officer on duty
at all times, twenty-four (24) hours per day, seven (7) days per week. This is consistent with
the current staffing level at the property. Proposers may recommend additional staffing if they
believe it is necessary; however, the base proposal should be priced based on one officer
providing continuous coverage.
2. Based on our review of the scope of services, we understand that only foot patrol
services are required. Does Ventura Housing also require a patrol vehicle to be
present at the property, or is a patrol vehicle not required?
Response: A patrol vehicle is not required. The required services are based on foot patrols
throughout the property. A Contractor may utilize a vehicle for supervisory or operational
purposes at its own discretion, but Ventura Housing is not requiring a dedicated patrol vehicle
as part of the scope of services.
3. Should all exhibits and proposal materials be combined and submitted as a single PDF
document, or should each exhibit be submitted separately?
Response: Proposers should combine the complete proposal, including all required exhibits
and supporting materials, into one (1) PDF document for submission.
4. Who is the current incumbent contractor, and what rates are currently being charged
under the existing contract?
Response: The current security services provider is Ameriland Guard Services, Inc. The
existing agreement provides for standing guard services at a rate of $28.00 per hour, with
specified holidays billed at double time. The agreement also provides for potential rate
adjustments associated with changes to applicable wage requirements. The current

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arrangement is being continued on a month-to-month basis pending completion of this
procurement. Accordingly, the incumbent's current rate reflects an existing short-term
arrangement and should not be considered an indication of the pricing Ventura Housing
expects to receive under this RFP. Proposers should independently develop their pricing
based on the requirements of the RFP, current labor costs, insurance, supervision, and all
other costs necessary to provide the requested services.
5. Who is the current incumbent?
Response: The current incumbent security provider is Ameriland Guard Services, Inc.
6. When was the current contract awarded, and could you please provide a copy of the
contract?
Response: The current agreement with Ameriland Guard Services, Inc. is dated April 15,
2024. A copy of the existing agreement will be provided with the responses to vendor
questions.
7. What is the current contract term (including any renewal options), and what was the
initial start date?
Response: The existing agreement is dated April 15, 2024 and does not establish a fixed
multi-year contract term or specific renewal options. The agreement provides that either party
may cancel upon thirty (30) days' written notice. Services are currently being continued on a
month-to-month basis pending completion of this procurement.
8. If subcontractors are currently being utilized, please provide details regarding the
scope of services they perform, the number of subcontractors engaged, and whether
subcontracting is permitted or restricted under the current contract.
Response: The current agreement does not identify any subcontractors, and Ventura
Housing is not currently aware of subcontractors being utilized to provide the onsite security
services. Under the new RFP, the Contractor may not assign, transfer, or subcontract
security services without prior written approval from Ventura Housing.
9. What was the total amount spent on the contract over the past 12 months, and what
was the most recent monthly spend?
Response: Based on the accounting information currently available, $220,640 in security
expenditures is reflected across the nine monthly periods shown in the accounting report.
Based on the average monthly expenditure for those periods, the annualized expenditure is
approximately $294,187.
The most recent monthly expenditure reflected in the report, for July 2026, was $21,504.

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The annualized figure is provided for informational and budgeting purposes only and should
not be interpreted as a guaranteed contract value or minimum level of compensation under
the new agreement.
10. What are the current bill rates for each labor classification?
Response: The existing agreement identifies a Standing Guard Services rate of $28.00
per hour. Specified holidays are billed at double time. The existing agreement does not
identify separate regular billing classifications for supervisors or additional officers.
The incumbent rate is provided for informational purposes only. The existing arrangement is
currently being continued on a month-to-month basis and should not be interpreted as an
indication of expected pricing under this RFP. Proposers should independently develop their
pricing based on the requirements of the solicitation and all costs necessary to perform the
services.
11. Are there any separately billable items or reimbursable expenses (e.g., vehicles,
equipment, or supplies)?
Response: The existing agreement does not identify separate routine charges for patrol
vehicles, equipment, or supplies. Court appearances resulting from activity at the property
may be billed on an hourly basis, subject to a six-hour minimum.
Under the new RFP, proposers should include all labor, supervision, uniforms, equipment,
communication devices, insurance, administrative expenses, reporting systems, overhead,
and other costs necessary to provide the required services in their proposed pricing unless
specifically identified otherwise.
12. Is the current contract utilizing patrol vehicles? If so, how many?
Response: A dedicated patrol vehicle is not required under the current arrangement and is
not required under the new RFP. The required onsite security services are primarily based on
foot patrols throughout the property.
A Contractor may utilize a vehicle for supervisory or operational purposes at its own
discretion, but Ventura Housing is not requiring a dedicated patrol vehicle as part of the base
scope.
13. Have there been any significant changes from the previous contract to the current one
(e.g., increased/decreased hours, changes in staffing levels, armed vs. unarmed
services, additional sites, or expanded scope)?
Response: The core staffing requirement remains substantially the same: one (1) unarmed
security officer providing continuous twenty-four (24) hour per day, seven (7) day per week
coverage at Valentine Road Apartments.

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The new RFP provides more detailed requirements relating to proactive patrols, incident
response, direct emergency notification, reporting and documentation, technology,
communication, officer qualifications and training, supervision, performance expectations,
and contract administration. No additional properties are included in the base scope of the
RFP.
14. Although Section 2.9 states that Ventura Housing reserves the right to request
additional services, are there any anticipated services or requirements not identified in
the RFP that the successful contractor should be prepared to provide (e.g., seasonal
coverage, special events, or future site additions)?
Response: Ventura Housing is not currently anticipating any specific additional services or
additional sites beyond those identified in the RFP.
Section 2.9 is intended to provide flexibility should operational needs change during the
contract term. Any additional services would be discussed with the Contractor and authorized
in writing in accordance with the final agreement.
15. Beyond applicable state and federal minimum wage requirements, are there any
prevailing wage, living wage, local ordinance, or contract-specific wage requirements?
Response: Ventura Housing is not establishing a separate contract-specific wage rate
through this RFP. Proposers are responsible for determining and complying with all federal,
state, and local wage and employment requirements applicable to their employees and for
incorporating all required labor costs into their proposed rates.
The services may be funded, in whole or in part, through Homekey Capitalized Operating
Subsidy Reserve (COSR) funds. The funding source does not relieve the Contractor of its
responsibility to determine and comply with any wage or labor requirements applicable to its
operations or employees.
16. Has the current contract experienced any extensions, amendments, renewals, or
changes in scope since the original award? If so, please provide details.
Response: The existing agreement does not establish defined renewal periods. Services
have continued under the agreement and are presently being maintained on a month-to-
month basis pending completion of this procurement. Ventura Housing is not aware of any
material change to the core requirement for continuous onsite security coverage at Valentine
Road Apartments.
17. Are there any known upcoming changes to the facilities, locations, operating hours, or
security needs that may impact service requirements during the contract term?
Response: There are currently no known changes to the property, operating hours, or base
security staffing requirement that would materially alter the scope identified in the RFP.
Proposers should base their proposals on the requirements contained in the solicitation.
Should operational needs change during the contract term, any additional or modified
services will be addressed in accordance with the final agreement.

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18. Is there an incumbent security contractor currently providing services at Valentine
Road Apartments? If so, could you share the current contract terms or pricing for
reference?
Response: Yes. The current incumbent security provider is Ameriland Guard Services, Inc.
The existing agreement identifies a standing guard services rate of $28.00 per hour, with
specified holidays billed at double time. The current arrangement is being continued on a
month-to-month basis pending completion of this procurement. The incumbent pricing is
provided for informational purposes only and should not be interpreted as an indication of
expected pricing under this RFP. Proposers should independently develop their pricing based
on the requirements of the solicitation and all costs necessary to perform the services.
19. Does this contract, or the funding sources for Valentine Road Apartments, carry any
prevailing wage, Davis-Bacon, or California/local living-wage requirement?
Response: Ventura Housing is not establishing a separate contract-specific wage rate
through this RFP. Proposers are responsible for determining and complying with all applicable
federal, state, and local wage and employment requirements and incorporating those costs
into their proposed rates. The services may be funded, in whole or in part, through Homekey
Capitalized Operating Subsidy Reserve (COSR) funds. The funding source does not relieve
the Contractor of its responsibility to determine whether any wage or labor requirements
apply to its employees or operations.
20. Is a site visit or walkthrough available before the proposal deadline, and if so, how do
we schedule one?
Response: The RFP encourages proposers to familiarize themselves with Valentine Road
Apartments and verify existing site conditions prior to submitting a proposal. A formal
mandatory pre-proposal walkthrough is not required. Proposers wishing to request access to
the property prior to the proposal deadline should contact the Ventura Housing RFP contact
person to coordinate availability. Site visits are for informational purposes only, and any
questions affecting the solicitation should be submitted through the formal RFP question
process.
21. Does Ventura Housing have a specific minimum staffing level in mind (e.g., is one officer
on patrol at all times sufficient), or is the proposer expected to determine the
appropriate staffing plan based on the described scope?
Response: The minimum required staffing level is one (1) unarmed security officer on duty at
all times, twenty-four (24) hours per day, seven (7) days per week. Proposers may describe
additional relief, supervisory, or other staffing they believe is necessary to successfully

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manage the contract; however, the base pricing should be based on continuous coverage by
one onsite officer.
22. Is there a page limit or preferred file format for the narrative sections of the proposal?
Response: The RFP does not establish a specific page limit for the narrative portions of the
proposal. Ventura Housing encourages proposers to provide concise responses while
including sufficient information to demonstrate their qualifications, experience, and proposed
approach. The complete proposal should be submitted electronically as one combined PDF
document.
23. Should Exhibit A (Pricing Proposal) and Exhibit C (Profile of Firm) be submitted as
separate attachments alongside the narrative response, or combined into a single
document?
Response: Exhibit A, Exhibit C, the narrative response, and all other required proposal
materials should be combined and submitted as one (1) PDF document.
24. For the Exhibit A "Estimated Annual Cost" calculation, which assumes 8,760 continuous
hours by one officer, should proposers also submit a separate, realistic staffing plan
and cost estimate reflecting multiple officers across shifts - or is the 8,760-hour figure
solely intended for rate comparison purposes?
Response: The 8,760-hour calculation is intended primarily for consistent cost comparison
and evaluation purposes and represents continuous annual coverage by one officer. Exhibit A
specifically directs proposers to calculate the estimated annual cost using one security officer
for 8,760 hours per year. Proposers should still describe their proposed staffing, scheduling,
relief coverage, supervision, and overall operating approach within the narrative portion of
their proposal. However, a separate annual cost calculation based on multiple simultaneous
onsite officers is not required unless the proposer is proposing additional staffing as an
optional or separately identified service. For evaluation purposes, the base price should
remain tied to the required one-officer, 24/7 coverage model so proposals can be compared
consistently.
25. What is the current agreement on file and invoices dating back to 2025?
The current Incumbent security contractor contract and invoices can be found here:
https://hacityventura.box.com/s/mk5kyxv8kbmbti1xpim7q0rokk8g58r4