1-Annual Contract Package Updated-Best Value.pdf

ANNUAL REQUIREMENTS CONTRACT FOR

SECURITY GUARD SERVICES

INVITATION TO BID NO. 93-25

ANNUAL REQUIREMENTS CONTRACT FOR:

PRE-BID CONFERENCE:

FRIDAY, AUGUST 22 @ 10:00 A.M. Central Time ONLINE VIA

WEBEX

DOCUMENTS ARE DUE PRIOR TO:

THURSDAY, SEPTEMBER 4, 2025 @ 2:00 P.M. Central Time

**NO LATE BIDS WILL BE ACCEPTED**

DOCUMENTS MAY BE SUBMITTED ELECTRONICALLY TO:

HTTPS://COR.BONFIREHUB.COM

DOCUMENTS MAY BE DELIVERED TO:

CITY OF RICHARDSON

PURCHASING MANAGER

2360 CAMPBELL CREEK BLVD, SUITE 525

RICHARDSON, TEXAS 75082

Bids should be submitted in envelopes marked with the bid number, closing date, and name and address of the Bidder on the outside of the envelope.

RESPONSIVE BIDDER CHECKLIST

Failure to provide any of the following documents may result in your bid being deemed non-responsive:

( ) Bidder Acknowledgment Form

( ) City of Richardson Terms and Conditions of Bidding for Cooperative Purchasing

( ) Bid Certification

( ) Out of State Certification

( ) Bidder Supplemental Information

( ) Lower Tier Participant Debarment Certification

( ) Prohibition on Contracts with Companies Boycotting Israel

( ) Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations

( ) Prohibition of Boycott of Energy Companies

( ) References

( ) Line items filled out in their entirety

CITY OF RICHARDSON TERMS AND CONDITIONS OF BIDDING

1. REQUIRED INFORMATION: The City of Richardson (“the City”) solicitation packets contain various documents that require completion by the Offeror. Said information must be completed prior to the date and time set for the bid opening and shall be included with the bid packet in order to be considered a responsive Offeror.

2. DEFINITIONS:

a. “Bidder” refers to the submitter.

b. “Contractor” refers to a successful Bidder/contractor/service provider.

c. “Submittal” refers to those documents, which must be submitted to the City by a Bidder.

d. “ITB” refers to an Invitation to Bid.

e. “RFQ” refers to a Request for Quotations.

f. “RFP” refers to a Request for Proposals.

3. SUBMISSION OF SOLICITATIONS:

A response to an ITB/RFQ/RFP may be submitted to the City by any of the following means:

a. Hand carried to the Purchasing Division located at the Richardson City Hall, 2360 Campbell Creek Blvd, Suite 525, Richardson, Texas 75082;

b. Electronically submitted via https://cor.bonfirehub.com, if specified in the solicitation documents.

c. No oral, telegraphic, telephonic, or facsimile submittals will be considered or accepted.

4. OFFICIAL TIME: The time clock in the City Purchasing Division shall be the official time of receipt for all responses to an ITB/RFQ/RFP submitted in hard copy paper form. All late submittals received in the Richardson Purchasing Division after the submission deadline shall be considered void and unacceptable. Absolutely no late submittals will be considered.

5. INCLEMENT WEATHER: In case of inclement weather or any other unforeseen event causing the

City to close for business on the date of an ITB/RFQ/RFP submission deadline, the ITB/RFQ/RFP closing will automatically be postponed until the next business day the City is open. If inclement weather conditions or any other unforeseen event causes delays in carrier service operations, the City may issue an addendum to all known Bidders interested in the project to extend the deadline.

It will be the responsibility of the Bidder to notify the City of their interest in the project if these conditions are impacting their ability to turn in a submission within the stated deadline. The City reserves the right to make the final judgment call to extend any deadline.

6. NOTIFICATION: The City utilizes https://cor.bonfirehub.com and The Dallas Morning News to disseminate notification of ITB/RFQ/RFP opportunities. The City shall not be responsible for receipt of notification and information from any source other than those listed above. It shall be the Bidder’s responsibility to verify the validity of all ITB/RFQ/RFP information received by sources other than those listed.

7. ELECTRONIC SUBMITTALS: The City exclusively uses Bonfire for the electronic notification and dissemination of all ITB/RFQ/RFP. The receipt of submittals through any other company may result in the receipt of incomplete specifications and/or addendums, which could ultimately render the ITB/RFQ/RFP non-compliant. The City accepts no responsibility for the receipt and/or notification of solicitations through any other company.

To streamline the solicitation process, all Bidders for the City solicitations are highly encouraged to utilize the Bonfire system. There is no cost to the Bidder to download or respond to Richardson solicitations and there is no fee for the Bidder to pay if a contract is awarded to the Bidder from the

City. Even though it is recommended to solicit responses electronically, Bidders may continue to solicit a hard copy paper bid/quote/proposal directly to the City.

8. OPENINGS: All submittals will be opened and presented according to the legal requirements for the type of solicitation (i.e. invitation to bid, request for proposal, competitive sealed proposal, etc.)

at the designated time and place specified in the solicitation. However, the reading of a quote at the opening should not be construed as a comment on the responsiveness of such quote or as any indication that the City accepts such quote as responsive. The City will make a determination as to the responsiveness of quotes submitted based upon compliance with all applicable laws, City Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The City will notify the successful Bidder upon award of the contract and all requests for quotes received will be available for inspection after award.

9. PREPARATION COSTS: The City will not be liable for any costs associated with the preparation, transmittal, or presentation of any ITB/RFQ/RFP submission or materials submitted in response to any ITB/RFQ/RFP.

10. MINOR DEFECT: The City reserves the right to reject any or all ITB/RFQ/RFP submissions without cause prior to award, to waive formalities, or to proceed otherwise when in the best interest of the City.

11. ADDENDA: Any interpretations, corrections, or changes to an ITB/RFQ/RFP will be made by written addenda. Sole issuing authority of addenda shall be vested in the City Purchasing Division.

Addenda will be issued via the Bonfire system mentioned above and posted on the City’s website.

12. PRICING: Prices must be firm for a minimum of ninety (90) days from the date of the ITB/RFQ/RFP closing. In the case of an estimated annual requirements contract ITB, the prices must remain firm for the period as specified in the ITB. "Discount from list price" responses to an ITB are not acceptable unless specifically requested in the ITB.

13. PRICE ESCALATION: Price escalations may be permitted by the City during the term of the contract, if specified in the solicitation documents. All requests for price escalation shall be in accordance with the specifications outlined in the solicitation, shall be in writing, and shall demonstrate industry-wide or regional increases in the Contractor’s costs. Documents shall be provided that support the price escalation, such as manufacturer’s direct cost, postage rates, railroad commission rates, federal/state minimum wage laws, federal/state unemployment taxes, FICA, etc. Increases will apply only to the product(s) and/or service(s) affected by an increase in raw material, labor, or another like cost factor. The City reserves the right to accept or reject any/all price escalations.

14. PRICE REDUCTION: If during the life of the contract, the Contractor’s net prices to other customers for the same product(s) and/or service(s) are lower than the City’s contracted prices, an equitable adjustment shall be made in the contract price.

15. TAXES: The City is exempt from Federal Excise and State Sales Taxes. Tax must not be included in the ITB/RFQ/RFP pricing. Tax exemption certificates will be executed by the City and furnished upon request.

16. ALTERATIONS/WITHDRAWALS: Submittals may be withdrawn at any time prior to the official opening. Alterations made before the ITB/RFQ/RFP closing time must be initialed by the Bidder/Proposer guaranteeing authenticity. Submittals cannot be altered or amended after the ITB/RFQ/RFP closing. No ITB/RFQ/RFP submission may be withdrawn after opening time without an acceptable reason, in writing, and with the approval of the Purchasing Manager.

17. ADDITIONAL INFORMATION: The City, when in the best interest of the City, reserves the right to request additional information or clarification from Bidders to determine Bidder’s/Proposer’s ability to meet the requirements specified by this ITB/RFQ/RFP.

18. ESTIMATED ANNUAL REQUIREMENTS CONTRACTS: In the case of an estimated annual requirements contract ITB, the contract shall be for a predetermined period as specified in the written document and the quantities specified are estimates only of our projected annual requirements. The award of an estimated annual requirements contract allows the City to use the goods and/or services as the requirements and needs of the City arise on an annual basis and during any subsequent renewal period(s) and provided funding is available. The City is not obligated to pay for or use a minimum or maximum amount of goods and/or services and payment will be made pursuant to the unit prices bid in the contract. The Contractor shall have no claim against the City for anticipated profits for the estimated quantities listed, diminished, or deleted.

19. UNIT OF MEASURE: A response to an ITB/RFQ/RFP must be submitted on units of measure specified, extend, and show the total price. In the event of discrepancies in extension, the unit prices shall govern.

20. OPTION TO RENEW: If a clause for an option to renew for an additional period(s) is (are) included, renewal(s) will be based solely upon the option and agreement between both the City and the Contractor. Either party dissenting will terminate the agreement in accordance with its initial specified term.

21. SPECIFICATIONS: The City has included, as a part of this document, detailed specifications. Any reference to a model/make and/or manufacturer used in the specifications is for descriptive purposes only and is not intended to be restrictive. Products/materials of like quality will be considered unless specifically excluded.

22. EXCEPTIONS TO SPECIFICATIONS: Bidders taking exception to the specifications shall do so at their own risk. Bidders shall clearly denote any deviation from specifications outlined in this document. Absence of such comment shall imply compliance with the specifications, as written. By offering substitutions, Bidder shall state exceptions in the response to an ITB/RFQ/RFP or by attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein.

The City reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the City.

23. SAMPLES: Samples if required, shall be furnished free of expense to the City and if not used or destroyed in examination and testing, will be returned to the Bidder, if requested, at the Bidder’s expense. Each sample must be marked with the Bidder's name and address and ITB/RFQ/RFP number reference. SAMPLES SHOULD NOT BE ENCLOSED WITH A RESPONSE TO AN

ITB/RFQ/RFP UNLESS REQUESTED.

24. F.O.B./DAMAGE: All delivery, freight, and packing charges (F.O.B. Destination, inside delivery to

City designated locations) are to be included as part of the price. The City assumes no liability for goods delivered in a damaged or unacceptable condition. The Contractor shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage.

25. SECURITY/BONDS: If required by the solicitation documents, bid security shall be submitted with the response to an ITB/RFQ/RFP. Any response to an ITB/RFQ/RFP submitted without the required bond, payment bond, or cashiers/certified check, shall be considered non-responsive and shall not be considered for award. Performance and/or payment bonds, when required, shall be submitted to the City, prior to commencement of any work pursuant to the agreement provisions.

26. TABULATIONS: ITB/RFQ tabulations will be electronically posted within forty-eight (48) hours after the ITB/RFQ opening at www.cor.net. ITB/RFQ RESULTS WILL NOT BE GIVEN BY

TELEPHONE.

27. BIDDER QUALIFICATIONS: A prospective Bidder must meet the following minimum requirements:

a. Must have adequate financial resources, or the ability to obtain such resources as required;

b. Must be able to comply with the required or proposed delivery/completion schedule;

c. Must have a satisfactory record of performance;

d. Must have a satisfactory record of integrity and ethics;

e. Must be otherwise qualified and eligible to receive an award;

f. The City may request representation and other information sufficient to determine the

Bidder’s ability to meet these minimum standards listed above.

28. AWARD OF CONTRACT: The City reserves the right to award this contract by one of the following methods. The method selected will be in the best interest of the City, as determined by the Purchasing Manager.

a. To the lowest responsible Bidder(s), bidding all items and meeting all specifications;

b. To award to one or more Bidders/Proposers;

c. To the lowest responsible Bidder(s) meeting specifications, per line item;

d. If specified, to the low Bidder(s) meeting specifications, per category. To qualify for an award of a category, a Bidder must bid all items within that category. If all items of a category are not bid by all Bidders, award shall be made in the best interest of the city.

e. To the Bidder(s)/Proposer(s) who provide the goods or services specified in the solicitation at the best value to the City in compliance with Texas Local Government Code, Chapter 252.043.

f. The City reserves the right to reject any or all ITB/RFQ/RFP submissions without cause prior to award, to waive formalities, or to proceed otherwise when in the best interest of the City.

29. INVOICES: Invoices must be submitted by the Contractor to the City of Richardson, Accounts Payable, and P.O. Box 830309, Richardson, Texas 75083-0309 or electronically e-mailed to AP@cor.gov. All invoices shall include the purchase order number. Payment terms are NET 30 unless otherwise specified. Prompt payment discounts may be considered by the City in determining the lowest responsible Offeror.

30. DELIVERY PROMISE: Solicitations must show the number of calendar days required to place the materials at the City's receiving department specified or City warehouse under normal conditions.

Do not quote shipping dates. Consistent failure of a Bidder to meet delivery promises without valid reason may cause cancellation of contract and removal from receiving future awards. When delivery delay can be foreseen, the Contractor shall give prior notice to the Purchasing Division, which shall have the right to extend the delivery date, if reasons for delay appear acceptable. The Contractor must keep the Purchasing Division advised at all times as to the status of the order.

Default in promised delivery, without acceptable reasons, or failure to meet specifications, authorizes the Purchasing Division to purchase the goods elsewhere, and charge any increase in cost and handling to the defaulting Contractor. Every effort will be made by the Purchasing Division to locate the goods at the same or better price as that originally contracted.

31. PACKAGING: Unless otherwise indicated, items provided by Contractor will be shipped new, unused, in first class condition, and in containers suitable for damage-free shipment and storage.

32. TITLE: The title and risk of loss of goods shall not pass to the City until the city actually receives and takes possession of the goods at the point(s) of delivery.

33. PLACE OF DELIVERY: The place of delivery shall be that set forth in the purchase order. The terms of this contract are “no arrival, no sale.”

34. DELIVERY TIME: Deliveries will be acceptable only during normal business hours, Monday through Friday between 8:00 a.m. and 4:00 p.m. Central Time at designated City receiving departments, unless prior arrangements have been made.

35. PATENT RIGHTS: The Contractor agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied.

36. ASSIGNMENT: The Contractor shall not sell, assign, transfer or convey this agreement in whole or in part without the prior written consent of the Purchasing Division.

37. CORRESPONDENCE: The ITB/RFQ/RFP number must appear on all correspondence, inquiries, etc. pertaining to the solicitations.

38. TERMINATION FOR DEFAULT: The City reserves the right to enforce the performance of this contract in a manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contact. The City reserves the right to terminate the contract immediately in the event the Contractor fails to: 1) Meet delivery schedules, or 2) Otherwise perform in accordance with these specifications.

39. FUNDING: The City is a home-rule municipal corporation operated and funded on an October 1 to

September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract for which funding is not available.

40. INDEMNIFICATION: CONTRACTOR DOES HEREBY COVENANT AND CONTRACT TO WAIVE

ANY AND ALL CLAIMS, RELEASE, DEFEND, INDEMNIFY, AND HOLD HARMLESS THE CITY,

ITS CITY COUNCIL, OFFICERS, EMPLOYEES, AND AGENTS (COLLECTIVELY THE CITY),

FROM AND AGAINST ALL LIABILITY, CAUSES OF ACTION, CITATIONS, CLAIMS, COSTS,

BODILY INJURY INCLUDING DEATH, DISEASE, SICKNESS, PROPERTY DAMAGES OR

LOSS, DEMANDS, EXPENSES, FINES, JUDGMENTS, LOSSES, PENALTIES OR SUITS, TO

THE EXTENT CAUSED BY OR RESULTING FROM THE NEGLIGENCE, INTENTIONAL TORT,

INTELLECTURAL PROPERTY INFRINGEMENT, FAILURE TO PAY A SUB-CONTRACTOR OR

SUPPLIER, A VIOLATION OF ANY ORDINANCE, REGULATION, STATUTE OR OTHER

LEGAL REQUIREMENT, IN THE PERFORMANCE OF THIS AGREEMENT BY THE

CONTRACTOR, ITS AGENTS, CONSULTANTS AND SUB- CONTRACTORS, OR ANY OTHER

ENTITY OVER WHICH THE CONTRACTOR EXERCISES CONTROL INCLUDING ANY ACTION

AGAINST CITY FOR PERSONAL INJURY OF ANY EMPLOYEE OF THE CONTRACTOR, ITS

SUB-CONTRACTORS, CONSULTANTS OR ANYONE DIRECTLY OR INDIRECTLY

EMPLOYED BY THEM, BROUGHT BY SUCH INJURED EMPLOYEE OR THE EMPLOYEE'S

WORKERS COMPENSATION INSURANCE CARRIER, EXCEPT TO THE EXTENT CAUSED BY

THE NEGLIGENCE OF CITY. INDEMNIFIED ITEMS SHALL INCLUDE REASONABLE

ATTORNEYS’ FEES AND COSTS, COURT COSTS, AND SETTLEMENT COSTS IN

PROPORTION TO THE CONTRACTOR’S LIABILITY. THE CONTRACTOR’S OBLIGATIONS

UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF

INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY CONTRACTOR UNDER

THIS AGREEMENT OR BY ANY OTHER EMPLOYER UNDER THE WORKER’S

COMPENSATION OR DISABILITY LAWS OR ACTS, OR SIMILAR EMPLOYEE BENEFITS

ACTS. THIS PROVISION SHALL SURVIVE THE TERMINATION OR EXPIRATION OF THE

AGREMEENT, COMPLETION, OR ABANDONMENT OF THE WORK OR SERVCIES TO BE

PROVIDED PURSUANT TO THIS AGREEMENT AND THE TERMINATION OF THIS

AGREEMENT. IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST

CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE CONTRACTOR, ON

NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR PROCEEDINGS AT THE

CONTRACTOR’S EXPENSE, BY OR THROUGH ATTORNEYS REASONABLY

SATISFACTORY TO CITY. IT IS AGREED WITH RESPECT TO ANY LEGAL LIMITATIONS

NOW OR HEREAFTER IN EFFECT AND AFFECTING THE VALIDITY OR ENFORCEABILITY

OF THE INDEMNIFICATION BY CONTRACTOR, SUCH LEGAL LIMITATIONS ARE MADE A

PART OF THE CONTRACTUAL OBLIGATIONS AND SHALL OPERATE TO AMEND THE

OBLIGATIONS TO THE MINIMUM EXTENT NECESSARY TO BRING THE PROVISION INTO

CONFORMITY WITH THE REQUIREMENTS OF SUCH LIMITATIONS, AND AS SO MODIFIED,

THE OBLIGATIONS SHALL CONTINUE IN FULL FORCE AND EFFECT.

41. FORCE MAJEURE: If, by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this contract, then such party shall give notice and full particulars of such Force Majeure, in writing, to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquake, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraint of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines, or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.

42. VENUE: This contract will be governed and construed according to the laws of the State of Texas without regard to choice of law rules. This contract is performable in Dallas County, Texas.

Exclusive venue for any action shall be in State District Court of Dallas County, Texas.

43. FINANCIAL INTEREST: The City of Richardson Charter and Code of Ordinances provide that no officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services, except on behalf of the City and any officer or employee guilty thereof shall there by forfeit such person's office or position. Any violation of this provision shall render this contract voidable at the discretion of the City.

44. DISCLOSURE OF CERTAIN RELATIONSHIPS: A person or business, and their agents, who contract with the city or seek to contract with the city for the sale or purchase of goods, services or property; are required by Texas Local Government Code, Chapter 176, to file a Conflicts Disclosure Questionnaire (FORM CIQ), if applicable, created by the Texas Ethics Commission, which is available online at https://www.ethics.state.tx.us/forms/conflict/. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the city, or submits an application, response to an ITB/RFQ/RFP, correspondence, or other writing related to a potential agreement with the city for the sale or purchase of goods, services or property. Such person and businesses, and their agents, must also file an updated questionnaire, if applicable, not later than September 1 of each year in which the person or business begins contract discussions or negotiations with the city, or submits an application, response to an ITB/RFQ/RFP, correspondence, or other writing related to a potential agreement with a city and within seven (7) days after the date of an event that would make as filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1 but before September 1.

45. Copies of the Conflict of Interest Questionnaire (CIQ) and Conflicts Disclosure Statement (CIS) are available at https://www.cor.net/index.aspx?page=706.

46. All Contractors shall comply with all local, state, and federal storm water pollution prevention rules, regulations, laws, and ordinances. For more information, please visit https://www.cor.net/stormwater.

CITY OF RICHARDSON TERMS AND CONDITIONS OF BIDDING

FOR PAPER SUBMISSIONS TO AN ITB/RFQ ONLY

1. TABULATIONS: ITB/RFQ tabulations will be electronically posted within forty-eight (48) hours after the ITB/RFQ opening at www.cor.net. ITB/RFQ RESULTS WILL NOT BE GIVEN BY

TELEPHONE.

2. LATE SUBMISSIONS: A response to an ITB/RFQ received in the Purchasing Division after submission deadline will be returned unopened and will be considered void and unacceptable. The City is not responsible for the lateness of mail carrier, weather conditions, etc.

3. ALTERING SUBMISSIONS: Prices submitted in a response to an ITB/RFQ cannot be altered or amended after the submission deadline. Any alternation, or erasure made before opening time must be initialed by the signer of the ITB/RFQ submission, guaranteeing authenticity.

4. PRESENTATION OF A SUBMISSION: A complete response packet must be presented to the

Purchasing Manager in a sealed envelope. The solicitation number and the name and address of the Bidder must be written on the outside of the envelope or package.

ESTIMATED ANNUAL REQUIRMENTS CONTRACTS

The City is accepting bids to establish a fixed price annual requirements contract for Security Guard Services, as specified in this solicitation.

The contract period will be effective for twelve (12) months from the date of award or if applicable the date the contract is executed by the parties.

The City shall have the option to extend the contract for four (4) additional one-year periods upon the same terms and conditions of the original invitation to bid. Each renewal period, if exercised and mutually agreed upon by both parties, will be for one (1) additional year. Prices shall remain firm for the duration of the initial contract period. The City will also have the right and option to terminate the agreement upon sixty (60) days written notice.

The quantities specified are estimates only of our projected annual requirements. The award of an estimated annual requirements contract allows the City to use the items and services as the requirements and needs of the City arise on an annual basis and during any subsequent renewal period(s). Quantities may be increased beyond the estimated quantities listed in this bid, as necessary, provided funding is available. Quantities may be decreased below the estimated quantities listed in this bid, as necessary, if funding is not available or if items and services are no longer needed. The City is not obligated to pay for or use a minimum or maximum number of items or services and payment will be made pursuant to the unit prices bid in the contract. The Contractor shall have no claim against the City for anticipated profits for the estimated quantities listed, diminished, or deleted.

PRICE ADJUSTMENT CLAUSE

FOR

ANNUAL CONTRACTS

A. The unit prices of all items purchased under an estimated annual requirements contract is firm for the first annual period of this contract. However, if the option to renew for additional one-year period(s) is exercised by the City, a price adjustment upward (or downward) may be requested by the Contractor by the application of the formula set forth in (B) below. The index to be used in the computation of the price adjustment shall be the Consumer Price Index for all Urban Consumers (CPI-U): U.S. City Average for All Items 1982-84=100, which is issued by the U.S. Department of Labor, Bureau of Labor Statistics.

B. The index published for the month of SEPTEMBER 2025 shall be used as a base for determining price adjustment(s) for the first available renewal period. The index published at the time of a contract renewal shall be used as the base for determining a price adjustment for the subsequent renewal period, should a renewal option be exercised, and unit price adjustments be requested.

Contract price adjustments shall be determined as follows: Unit Price X% change (the index published at the time of contract renewal divided by the base index at the time of the most recent contract period) if the index equals the amount of price change. There shall be a minimum of at least twelve (12) months between price adjustments for contracts having multiple renewal options.

Example: August 2018 CPI / August 2017 CPI – 1 = Percentage Increase

252.146 / 245.519 – 1 = 2.70% Increase

Base Unit Price x [1+Percentage Increase] = New Unit Price $50.00 x [1.027] = $51.35

C. The Contractor shall submit a written request for price adjustment and such request shall include the new unit price(s) and the basis for the price adjustment request.

D. Upon approval by the City, the new unit price(s) will then be firm for the term of the optional additional contract period(s) or until subsequent price adjustments are approved by the City.

CITY OF RICHARDSON CONTRACTOR

INSURANCE REQUIREMENTS

Commercial General Liability covering bodily injury and property damage (including the property of the City, its officers, agents and employees (collectively the City)) with minimum limits on a per project basis of One Million Dollars ($1,000,000) combined single limit and Two Million Dollars ($2,000,000) aggregate. This policy shall be primary to any policy or policies carried by or available to the City and shall include products/completed operations coverage with a minimum aggregate limit of Two Million Dollars ($2,000,000) and Personal & Advertising Injury coverage with a minimum occurrence limit of One Million Dollars ($1,000,000).

Workers’ Compensation/Employer's Liability Insurance in full accordance with the statutory requirements of the state or states where the Work is to be performed and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of $1,000,000/$1,000,000/$1,000,000. Worker’s comp coverage policy shall contain an Employer Endorsement and such endorsement shall be provided to the City.

Alternate

Automobile Liability Insurance covering all operations of Contractor pursuant to this Agreement involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than One Million Dollars ($1,000,000) combined single limit for bodily injury, death and property damage liability.

Excess Liability Insurance. Contractor shall maintain excess liability insurance with a limit of not less than $2,000,000. Such insurance shall be excess of the commercial general liability insurance, business auto liability insurance and employers liability insurance. This insurance will apply as primary insurance with respect to any other insurance or self-insurance programs maintained by City and shall be provided on a “following form basis.” Contractor waives all rights against City, and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the umbrella liability insurance obtained by City pursuant to this Paragraph. Continuing commercial umbrella coverage, if any, shall include liability coverage for damage to the insured’s completed work equivalent to that provided under ISO form CG 00 01.

Waiver of Subrogation Rights. The Commercial General Liability, Worker’s Compensation, Business Auto and Excess Liability insurance required pursuant to this Agreement shall provide for waivers of all rights of subrogation against the City and/or City Indemnitees.

Additional Insured Status. All insurance shall be endorsed to name the City, its council, officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance and Professional Liability Insurance. A specific endorsement needs to be added to all policies, with a copy of the endorsement provided to the City that indicates the insurance company will provide to the City at least a thirty (30) day prior written notice for cancellation, non-renewal of the policy. In the event the companies providing the required insurance are prohibited by law to provide any such specific endorsements, the Contractor shall provide at least thirty (30) days prior written notice to the City of any cancellation, non-renewal and/or material changes to any of the policies of insurance. The Additional Insured status for the City must remain in force and effect for 24 months following completion of the project.

Carriers; Certificates. All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. All policies, except the Workers Compensation policies, must be written on a primary basis, non-contributory with any other insurance coverage and/or self-insurance maintained by the City. A certificate of insurance and copies of policy endorsements evidencing the required insurance shall be submitted to the City prior to commencement of the work or services. On every date of renewal of the required insurance policies, the Contractor shall cause a certificate of insurance and policy endorsements to be issued evidencing the required insurance herein and delivered to the City. In addition, the Contractor shall within ten (10) business days after written request provide the City with certificates of insurance and policy endorsements for the insurance required herein.

CONFLICT OF INTEREST QUESTIONNAIRE

Chapter 176 Texas Local Government Code requires the public disclosure of certain information concerning persons doing business or seeking to do business with the City, including family, business, and financial relationships such persons may have with City officers and employees involved in the planning, recommending, selecting, and contracting of a vendor for this procurement.

For a copy of Form CIQ and CIS:

https://www.ethics.state.tx.us/forms/conflict/

The Bidder acknowledges by doing business or seeking to do business with the City that he/she has been notified of the requirements under Chapter 176 of the Texas Local Government Code and that he/she is solely responsible for complying with the terms and conditions therein. Furthermore, any individual or business entity seeking to do business with the City who does not comply with this practice may risk award consideration of any City contract.

For a listing of current City Officers:

https://www.cor.net/modules/showdocument.aspx?documentid=9001

CERTIFICATE OF INTERESTED PARTIES

Texas Government Code section 2252.908 provides that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties form to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The form discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiate the terms of the contract (broker, intermediary, advisor, and/or attorney), if any.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015 and new rules (Chapter 46) on November 30, 2015.

The successful Bidder will be required to submit a signed 1295 form to the City prior to signing a contract with the City. The successful Bidder will be required to download the form via the Texas Ethics Commission’s website at:

https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on the 1295 form for this procurement is:

Bid No. 93-25

All prospective Bidders shall familiarize themselves with this requirement and agree to provide the completed Form 1295 if selected as the successful Bidder for this procurement.

ANNUAL REQUIREMENTS CONTRACT FOR:

I. SCOPE OF WORK

The City is soliciting bids for an annual requirement contract for SECURITY GUARD SERVICES, according to the following specifications. For bidding purposes, it is estimated that the City will spend approximately $100,000 annually for these services.

II. PRE-BID CONFERENCE & SITE VISIT

A pre-bid conference will be held on FRIDAY, AUGUST 22, 2025 @ 10:00 A.M Central Time, ONLINE VIA WEBEX.

IT IS HIGHLY RECOMMENDED THAT ALL BIDDERS ATTEND THE PRE-BID CONFERENCE.

Firms may ask questions about the Invitation to Bid process during this conference. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the conference, answers will be provided via written addendum distributed through https://cor.bonfirehub.com. Prospective Bidders should download the bid and bring a copy to the pre-bid conference.

III. CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this invitation to bid must be submitted, in writing, no later than WEDNESDAY, AUGUST 27, 2025 @ 4:00 P.M. Central Time.

All questions must be submitted through the Bonfire System and answers will be posted on https://cor.bonfirehub.com for all prospective Bidders to review.

IV. OUTLINE FOR SUBMITTAL OF BID

A. If paper bids are submitted, each firm shall submit one (1) original copy of their bid, including all supporting documentation. If bids are submitted electronically, the Bidder shall make sure all required supporting documentation is uploaded into the Bonfire system. Failure to provide requested information in this invitation to bid may result in disqualification from consideration.

Bids shall be accepted until THURSDAY, SEPTEMBER 4, 2025, prior to 2:00 P.M. Central Time. No late bids will be accepted. Bids must clearly show the Bid No. 93-25 on the face of the envelope and be delivered to:

City of Richardson

Purchasing Manager 2360 Campbell Creek Blvd Ste 525

Richardson, Texas 75082

B. The following documents must be included with this bid to be consideredresponsive:

1. Bidder Acknowledgement Form signed by a company representative authorized to contract for the company.

2. References (5)

3. All forms requested and included in this bid request.

V. TERM OF CONTRACT

The contract period will be effective for twelve (12) months from the date of award. The City shall have the option to extend the contract for four (4) additional one-year periods upon the same terms and conditions of the original invitation to bid. Each renewal period, if exercised and mutually agreed upon by both parties, will be for one (1) additional year. Prices shall remain firm for the duration of the initial contract period. The City shall also have the right and option to terminate the agreement upon thirty (30) days written notice.

VI. CANCELLATION

The Contractor(s) will be awarded a contract on an exclusive basis. The City has the option to terminate the contract at any time if the Contractor(s) does not perform the contract to the City’s satisfaction or if funding is no longer available. Thereafter, either party may terminate the contract by giving the other party sixty (60) days prior written notice.

VII. BEST VALUE BID EVALUATION PROCEDURES

The City shall award a contract to the responsible bidder providing the best value for the City. This is NOT a low bid solicitation based on price alone. All bidders must provide documentation and information requested in this solicitation in order to determine the best value outlined in “A” below.

A. Pursuant to the Texas Local Government Code, § 252.043, Award of Contract, “Best Value” will be determined by considering:

1. Price – (30%);

2. The experience and qualifications of the bidder and bidder’s personnel to provide the goods and services outlined in this bid – (30%);

3. Information and comments received from References – (20%).

4. The extent to which the goods or services of the bidder meet the City’s needs and the bidder’s ability to meet the criteria specifically listed in this request for bid. (20%)

VIII. SPECIFICATIONS

A. This contract shall be for the services of a licensed and qualified security guard company to provide qualified unarmed Security Guards for the City of Richardson’s Cottonwood Art Festival(s), Wildflower! Arts & Music Festival, Huffhines Harvest Fest, Family 4 th, and Santa’s Village. The successful Contractor shall provide guards who display characteristics such as honesty and integrity, and guards who do not have a prior police record. A professional, uniformed appearance is required at all times.

For planning purposes, the estimated hours per event are as follows:

Wildflower Arts and Music Festival – 1330 hours over eight days (The number of Security Guards per shifts will vary; as many as forty, as few as one.)

Santa’s Village – 900 hours over eighty-one days (One Security Guard per shift.)

Huffhines Harvest Fest– 325 hours over seven days

(The number of Security Guards per shifts will vary; as many as four, as few as one.)

Family 4th Celebration – 20 hours over two days (One Security Guard per shift.)

Cottonwood Art Festival (Twice per year, May and October) – 515 hours over nine days (The number of Security Guards per shift will vary; as many as six, as few as one.)

B. RESPONSIBILITY

1. The Contractor shall be in compliance with the Texas Private Security Board of Texas and all applicable local, state and federal rules and regulations.

2. The Contractor shall hold a valid Class B license issued by and be in good standing with the Texas Private Security Board of Texas and shall have current licenses, permits, etc., for all its security guard personnel as mandated by local, state and federal requirements.

3. Security Guards and Supervisors must be Licensed Security Officers (Level 2) in compliance with all applicable State regulations and must be bonded by the Contractor. Copies of licenses shall be provided with the bid response for all personnel assigned to this contract. Copies of licenses shall be provided to the City for any new Security Guards assigned to this contract by the successful Contractor during the term of the contract.

4. The Contractor shall conduct criminal background checks and drug testing on all Security

Guards and Supervisors assigned to work at City of Richardson locations. The City may request verification that the background checks and drug testing have been completed.

5. The Contractor shall be solely responsible for the Security Guards while they are on duty at any City location.

6. The Contractor shall provide the City with a Security Guard shift schedule at least two weeks prior to the event or first shift. Prior to the Security Guards arriving onsite, the Contractor must provide the City with the cell phone number(s) of the assigned Supervisor(s) for the event. If no Supervisor is assigned, the Contractor must provide the contact information for a designated security guard.

7. The Contractor shall provide the City, no later than two weeks prior to any scheduled event or assignment, with a copy of all instructions issued to the Security Guards regarding their duties or responsibilities for that event.

8. The Contractor shall supply each security guard (or on-site Supervisor) with a working flashlight and ensure that at least one working cell phone is available for all City assignments. The Contractor shall also provide handheld radios to facilitate communication among assigned security personnel at each event. All required equipment shall be provided by the Contractor at no additional cost to the City.

9. The Contractor shall provide professional uniforms for all security guards and on-site

Supervisors assigned to City locations. Uniforms must be approved by the City and worn at all times while on duty. Each security guard and Supervisor shall wear an identification badge featuring the Contractor’s company logo. The professional appearance of security personnel is essential, as it reflects on the reputation of both the City and the event. All security personnel must be well-groomed and maintain a clean, professional appearance appropriate to their role.

10. Food and refreshments will not be provided by the City for guards or supervisors.

11. The City shall have the right to request a replacement of incompetent Security Guards or

Security Guard Supervisors whom the City deems unacceptable for any reason. If a Security Guard or Supervisor is deemed unacceptable by the City, the Contractor must replace personnel with another Security Guard within a one (1) hour of removal.

C. QUALIFICATIONS OF SECURITY GUARDS AND SUPERVISORS:

The Contractor shall ensure the following:

1. Provide only qualified and experienced personnel skilled in the performance of Security

Guard and Security Guard Supervisor service.

2. If required, Security Guards must be qualified to carry any type of non-lethal weapons, such as a baton, chemical spray, etc. This equipment will not be provided by the City of Richardson.

3. Security Guards shall avoid using force except when necessary to protect persons and/or property at City locations. If force is used, the Security Guard will immediately notify both the Richardson Police Department and City personnel.

4. Security Guards shall be physically and mentally qualified to perform the requirements of this specification. Vision requirements shall be as mandated by local, state, and federal requirements. Security Guards shall be able to walk a minimum of 500 yards, climb stairs, and be able to lift and carry 20 pounds.

5. Security Guards must be fluent in English with the ability to receive, give, and understand written and verbal instructions.

D. TARDINESS AND ABSENCES

In the event a security guard fails to report for duty or arrives late, the Contractor shall ensure timely security coverage as agreed upon with the City. A replacement security guard must be provided within one (1) hour of the scheduled shift start time. Any costs incurred by the City as a result of a guard’s tardiness or absence will be deducted from the Contractor’s invoice.

E. SECURITY GUARD SUPERVISOR

The Contractor shall provide the name of the Supervisor assigned to each City location, who shall be contacted in the event of an unusual or emergency situation. The supervisor must be able to respond within one hour if not currently onsite. A supervisor must be present onsite if four (4) or more guards are on-duty at one time during the event.

F. CONTRACT ADMINISTRATION AND CITY RESPONSIBILITIES

The City of Richardson’s Community Events will provide the Contractor the name(s) and telephone numbers of the designated person(s) who will coordinate with the Contractor.

In support of the services provided by the Contractor, the City shall make adequate provision for the following:

i. Advise Contractor of all hazards at the location(s) and dangerous activities being conducted at the location(s)

ii. Maintain the location(s) free from unreasonable hazards and unreasonably dangerous activities

iii. Provide training to all City personnel on the nature of the Contractor’s operations at the location(s), as well as any additional matters reasonably requested by Contractor or deemed necessary to facilitate the provision of Services.

The Contractor must provide the City of Richardson the name(s) and telephone number of a designated person(s) who will supervise the contract. The Contractor contact must be available to reach in the event of an unusual or emergency and be able to respond within one hour if not currently onsite.

G. SECURITY RECORDS

The Contractor shall maintain adequate records of all services performed. These records shall be made available for inspection without prior notice. Records shall include, but are not limited to, Security Guard and Supervisor hours, days, locations, and other relevant information.

The City reserves the right to prescribe reporting forms, which the Contractor shall use to document and report incidents or situations occurring during guard hours.

H. REPORTING PROCEDURES

Security personnel shall carry a communication device, such as a mobile phone or radio at all times while on duty to ensure effective communication with their Supervisor and/or designated City personnel. Communication devices are not supplied by the City of Richardson.

I. ADDITIONAL GENERAL RESPONSIBILITIES OF SECURITY PERSONNEL

Contractor shall ensure security personnel can perform the following general responsibilities

1. Access Control: Verify the identity and authorization of all individuals and/or vehicles entering or exiting the premises or assigned location to ensure approved access

2. Bag Checks: Conduct bag inspections at entry points in accordance with the City’s regulations regarding allowed and prohibited items, as applicable to each specific event.

3. Incident Reporting: Immediately report any event violations to the Richardson Police Department, City personnel, and the Security Guard’s Supervisor.

4. Perimeter Monitoring: Patrol the pre-determined perimeters, observe for suspicious activity and document findings in the daily activity log.

5. Incident Documentation: Prepare written or electronic reports for all incidents occurring during their shift. These reports shall be submitted to designated City personnel by the end of the shift in which the incident occurred. Any incident classified as critical, or an emergency must be reported immediately to the City’s point of contact via telephone.

6. Device Usage: Limit personal internet use and use of electronic devices to avoid interference with the performance of assigned duties.

7. Public Interaction: Provide general information to the public as needed. Security Personnel scheduled to work during an events public hours shall familiarize themselves…