City of Dallas

Request for Competitive Sealed Proposals (RFCSP)

Armed Security Guard Services

BFZ26-00029252

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Scope of Work

I. Introduction, Purpose and Intent

The intent of this solicitation is to establish a three (3) year Indefinite Delivery/Indefinite Quantity

(ID/IQ) service price agreement with two (2) one-year renewal options for Armed Security Guard

Services and vehicle leasing and/or rental, and insurance at designated sites for the Department of

Sanitation Services (hereafter referred to as “Sanitation”). Services under this contract will be ordered on an as-needed basis for the term of the contract. The intent of this contract is to secure consistent pricing for the duration of the terms, conditions, and specifications contained in this

RFCSP.

An ID/IQ agreement is established when services and/or delivery schedules cannot be determined. Services under this agreement will be ordered on an as-needed basis for the term of the contract.

II. Pre-Proposal Meeting Schedule, Questions, and Inquiries

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address to the assigned Buyer. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically, the City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Proposal Minimum Qualifications

All proposers must meet the following minimum qualifications to be considered for this RFCSP.

1. Years of Experience: The proposer must have a minimum of five (5) years of experience within the last 10 years providing security services to public entities, large-scale organizations, or similar environments.

2. Licensing and Certification: The proposer must hold all necessary licenses and certifications required to provide security services in the City of Dallas, including, but not limited to, licenses by the State of Texas as a Security Services Contractor, and must adhere to all other federal, state, and local statutes, ordinances and regulations pertaining to the operation of a security guard business. If requested, proposers shall provide references of proof for three (3) or more years of business. Awarded proposer shall submit a copy of all necessary licenses and certifications renewed (or existing valid license) required to provide security services in the

City of Dallas yearly.

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3. Local Office: The proposer must have an office located in a radius of 75 miles from the City of Dallas’s City Hall.

4. Key Company Management Personnel: The proposer must employ at least one (1) manager with a minimum of five (5) years of experience in managing security operations for numerous locations.

IV. Proposal Submittal Requirements

Proposers must submit one (1) comprehensive proposal addressing all listed requirements applicable to the groups they wish to bid on. Interested proposers at minimum provide the following information in their proposals.

1. Company Background: A brief overview of the company history and structure.

2. Executive Summary: A high-level overview of the proposal that addresses the requirements and value propositions.

3. Qualifications: Provide a list of senior management personnel who will directly oversee contract execution, including their roles in operations and support. Detail their relevant experience to ensure effective collaboration and high standards across all Sanitation engagements.

4. Compliance with Security Protocols: Proposer must demonstrate the ability to flexibly implement and comply with Sanitation’s security protocols, which will vary depending on the facility (e.g., McCommas Bluff Landfill, Eco Park, Transfer Stations, etc.).

a. Evidence of past compliance with diverse security protocols.

b. Plans for ensuring that guards are trained to follow specific security requirements at various Sanitation facilities.

c. Provide examples of Preprinted Incident Report and Daily Activity Report.

5. Staffing Plan: Information on the number and qualifications of security personnel to be deployed.

6. Training and Certification: Details on the training programs and certifications required for security personnel.

7. Equipment and Technology: A description of the equipment and technology to be used.

8. Transition Plan: A plan outlining the steps for transitioning from the current service provider to the new one.

Pricing Sheets

The pricing sheet will be used to evaluate and score the standard hourly rates for the security services provided under this contract. Proposers are required to submit competitive pricing for the services listed in the pricing sheet. Proposer should review City Charter and ordinances, the attachments, as well as any applicable Federal, State and Local laws, to understand Sanitation and

City parameters.

The pricing sheet will form the basis for allocating points based on the relative pricing of each service compared to other proposals. Points will be awarded according to the City’s scoring criteria.

V. Scope of Work

Sanitation seeks to establish a contractual framework for professional Armed Security Guard

Services to support departmental operations. These services shall be delivered through a flexible, menu-driven, à la carte model, set of options allowing Sanitation to request armed security personnel, supervisory oversight, and emergency response capabilities at pre-established hourly rates. This contract is designed to support both routine and high-risk environments, ensuring the safety of City personnel, assets, and the public.

Minimum Qualifications for Armed Security Personnel

1. Minimum 21 years of age.

2. Valid Texas Commissioned Security Officer license issued by the Texas Department of

Public Safety (DPS)

3. Minimum one (1) year of experience in an armed security role.

4. Current certifications in:

a. Use of Force (annual).

b. Defensive Tactics and Handcuffing.

c. Conflict De-escalation and Crisis Intervention.

d. CPR/AED and First Aid.

e. Firearms Qualification (quarterly or per DPS requirements).

f. OC Spray Certification (if applicable).

g. Proficient in written and verbal English communication.

h. Demonstrated ability to assess and respond to threats under pressure.

Minimum Qualifications for Supervisory Security Personnel

a. Three (3) + years of supervisory experience in armed security, law enforcement, or military operations.

b. Proven leadership under stress.

c. All certifications required of standard Armed Officers.

d. Completion of supervisory training (post orders, shift scheduling, personnel evaluation, etc.).

All armed personnel must be trained in accordance with Texas DPS standards, in addition to City-required courses. Training must be documented, site-specific, and updated annually.

Required Training Includes:

1. Firearms Qualification & Use of Force (Annual)

2. Defensive Tactics and Handcuffing (Annual)

3. Active Shooter Response

4. De-escalation & Crisis Intervention

5. CPR/AED & First Aid

6. Report Writing

7. Radio Communication Protocol

8. Texas Open Carry Act

9. ADA Compliance

10. Workplace Violence & Harassment Prevention

Onboarding and On-the-Job Training:

1. Minimum eight (8) hours of site-specific On-the-Job Training (OJT) prior to assignment.

2. Documentation must be provided to the sanitation site representative and available on-site.

3. Officers must always carry valid licenses and credentials while on duty.

Armed Security Personnel and Service Classifications

Armed Security Personnel (Commissioned Officers)

The awarded proposer shall provide licensed and experienced armed security officers to perform a wide range of security functions, particularly in locations with elevated threat levels, valuable assets, or critical infrastructure.

a. Primary Responsibilities:

• Protection of people and property through armed deterrence.

• Emergency responses including threat neutralization, evacuation coordination, and support to law enforcement.

• Enforcement of site-specific security protocols and safety policies.

• Monitoring of access points, video surveillance, and alarm systems.

• Incident detection, response, and comprehensive reporting.

• Monitor building security and fire systems equipment.

• Make patrols by vehicle, and/or on foot (exterior and/or interior) in accordance with established routes and schedules by Sanitation site coordinators.

• Observe facility visitors for compliance with facility rules and regulations.

• Recognize suspicion indicators and respond based on site-specific protocol.

• Discover and intercept people attempting to gain unauthorized access to site.

• Respond to unusual conditions or circumstances that pose a potential hazard or danger to personnel or property.

• Conduct inspections of products or personnel as required entering security sensitive areas.

• Maintain appropriate communication with awarded supplier’s supervisory personnel, 24 hours a day, seven (7) days a week, 365 days a year including city holidays.

• Obtain professional assistance in the event of injury or illness to facility employees or visitors while on the grounds or in buildings.

• May be required to conduct emergency drills and tabletop exercises such as responding to a natural disaster, terrorist attack, fire, etc.

• Security inspections of vehicles, packages, and personnel.

• Perform additional duties as required/requested. Other duties may include but are not limited to special orders, additional tours of duty, additional personnel requirements, etc. Instructions may change at any time; however, 24-hour notice will be generally given to the contractor by

Sanitation.

i. Armed Supervisory Personnel

Armed Site and Shift Supervisors must be capable of managing high-security posts, responding to critical incidents, and ensuring officer readiness and compliance with site-specific Standard

Operating Procedures (SOPs).

a. Duties Include:

• Oversight of armed officers across multiple shifts or facilities.

• Coordination of emergency response and deployment during active threats.

• Daily inspections of post adherence, equipment, firearms, and uniforms.

• Liaison between Sanitation and contractor management.

ii. Service Delivery Requirements

a. Deployment Readiness

• Armed officers must be deployable within four (4) hours of an emergency staffing request.

Emergency staffing requests are defined as requests made outside of normal scheduling due to imperative, unexpected circumstances that pose an immediate risk to safety, property, or continuity of operations.

• Routine staffing requests must be confirmed within 24 hours, with full staffing plans delivered within 48 hours (urgent) or seven (7) days (routine). Routine staffing requests are defined as pre-scheduled, recurring, or ongoing staffing assignments that align with the established security plan or contract scope. An urgent request for routine staffing can be described as unscheduled absence coverage, temporary increased coverage, access control continuity, and transition/shift gaps.

• Awarded proposers should provide flexibility to scale staffing up or down depending on risk levels or special events.

• The number and location of sites and types of coverage represent the best estimate by

Sanitation. The director of Sanitation or his/her designee may decrease the number of sites and/or type of coverage during the term of the contract. Additional coverage of the same type may be extended to other Sanitation locations at the same hourly rate proposed, if mutually agreed upon by the awarded supplier and the Sanitation Director or his/her designee.

• Sanitation reserves the right to re-allocate assigned personnel among the various Sanitation facilities as needed, within supplier’s awarded group or groups.

b. Patrol and Surveillance Options

All vehicles used by contractors shall be identified with company name and phone number conspicuously displayed on both side door panels. Vehicles are required to have a professional appearance, be routinely cleaned, and have the company’s logo prominently displayed.

• Foot Patrol: Active interior and perimeter patrol in high-density or confined areas.

• Mobile Patrol: Vehicle patrols in expansive or vulnerable outdoor spaces.

o Vehicle class may be either a pickup truck, preferably with four (4) wheel drive, or a side-by-side.

• Critical Infrastructure Watch: Dedicated posts at Sanitation or emergency shelters.

iii. Incident Management and Reporting

a. Incident Reporting Standards

Security officers will report any suspicious activities, hazardous conditions, or other situations observed that vary from normal conditions. All security incidents involving armed officers must be reported within 24 hours, with preliminary and final reports submitted as follows:

• Initial Notification: Immediate radio/phone contact with city dispatch (Dallas Police

Department (DPD) and/or Dallas Fire Rescue (DFR)) and site representative.

• Preliminary Report: Completed by end of shift.

• Final PIR (Preprinted Incident Report): Completed within 24 hours.

b. Reports must include:

• Timeline of events (incident, response, resolution).

• Actions taken (e.g., engagement, arrest, medical aid).

• Agencies involved (e.g., DPD, EMS).

• Witness statements and officer narratives.

• Prepare required reports and submit by 6:00 A.M. the following day, to the appropriate

Sanitation representative, of accidents, intrusions, threats and other unusual incidents and unlawful acts as required by Sanitation and the awarded supplier.

• All non-emergency and emergency incidents shall be reported to the Sanitation representative and/or by radio or phone call without delay. A non-emergency incident will be considered as an information report.

• Initial reports are written by the reporting officer (R/O) covering the initial investigation.

• Within 24 hours of the incident, the R/O shall fully complete the information report for non-emergency incidents or the preprinted incident report (PIR) for any emergency incident with facts related only to the incident, to the best of his or her knowledge.

• Information Report (non-emergency) procedure – The PIR is required to be fully completed by the R/O within 24 hours of the incident; however, the R/O must indicate that the PIR is an information report.

• The PIR (emergency) - shall be prepared by the R/O after he or she has responded to an urgent matter regarding the commission of an unlawful act, public safety or medical situation that was involved in an arrest and/or dispatching of DPD or DFR. The R/O shall provide all requested information listed on the PIR such as, R/O name, date of incident, time arrived on location, DPD/DFR arrival time and incident number, witness/complainant information, suspects information, type of offense and a written narrative with additional pertinent information related to the incident.

• Report any conditions such as items in need of repair, lights or equipment not operating, broken structures or equipment, or any other potential hazard.

• All building service requests shall be sent to the Facilities and Real Estate Management

Department by Sanitation site manager.

• An information report is a formal recording of the facts related to an incident. It is prepared by the R/O after he or she has received information or has responded to a non-emergency incident regarding the commission of an unlawful act, public safety, accident, lost item, security request and or building service request that was not involved in an arrest or dispatching of DPD or DFR.

• The PIR is required to be fully completed by the R/O within 24 hours of the incident;

however, the R/O must indicate that the PIR is an information report.

• Continue with completing the requested information on the PIR and check the appropriate incident box on the PIR form, such as repair, water leak, building maintenance, public assist, parking citation and other non-emergency incidents.

• A narrative shall be provided with additional pertinent information related to the incident.

One PIR shall be completed for each non-emergency incident.

• After completing the PIR, the R/O shall sign and turn the PIR into the locations designated

City representative, no later than 24 hours of the incident.

iv. Conduct, Appearance, and Uniform

The awarded supplier will be responsible for maintaining satisfactory employee competency, conduct, appearance, and integrity, and shall be responsible for taking any necessary disciplinary action with respect to its employees.

All armed security personnel must maintain the highest standards of professional conduct and appearance including:

• All security personnel shall be in uniform provided by supplier at no cost to Sanitation and ready to begin work promptly at the start of their shift and shall remain on duty and in full uniform until the end of their shift. This uniform shall have at minimum a shoulder patch

(company logo), a nametag, a metal breast badge, and a rank insignia in the appropriate location. Sanitation shall approve this uniform prior to the effective date of the contract, and officers are expected to at minimum be equipped with properly holstered firearms, and radios.

• Being clean, well-groomed, and physically fit for duty

• Prohibited from:

o Sleeping or dozing on post.

o Unauthorized use of personal devices.

o Leaving assigned post without authorization.

o Consuming food/beverages while on active post.

• Officer will remain on duty until properly relieved.

• All armed officers must be alert, sober, and free from any impairing substances.

• No security personnel may work more than 12 hours during a 24-hour period or more than 60 hours during a seven (7)-day period. In emergency situations, this provision may be waived, on a case-by-case basis, by the Sanitation site representative.

• The awarded supplier will supply security guards with necessary miscellaneous items needed to carry out their assigned duties. These items might include but are not limited to clipboard case containing post orders, report/log, maps, paper, and pens/pencils.

• All security personnel shall have in his or her possession while on the facility premises a facility identification badge from the awarded vendor. The supervisor shall ensure that all badges are returned when security personnel are dismissed, terminated, or when the contract expires.

v. Post Coverage and Unattended Post

a. Post Coverage Requirements

• The contractor shall ensure that all assigned security posts are continuously staffed during designated coverage hours as outlined in the Scope of Work. At no time shall an assigned post be left unattended or unsecured without prior authorization from the

Armed Security supervisor/manager and notifying the Sanitation site manager at least one (1) hour prior to the planned absence.

• When the supplier’s Site Supervisor authorizes relief periods (lunch, breaks, etc.), the supervisor must provide replacement security for each relieved employee so that the facility is fully staffed at all required times. Security personnel will be provided lunch and break periods as required by federal law. Sanitation will only pay for productive hours, not meal breaks or other authorized breaks longer than 10 minutes.

• When there are multiple officers assigned to one location, they must not congregate at one post.

b. Notification and Response Procedures

If an assigned security officer must temporarily leave a post (e.g., restroom break, relief, or emergency), the following procedures shall apply:

• The officer shall notify the on-duty site supervisor or dispatch immediately.

• The contractor shall provide relief personnel before the assigned officer departs the post.

• In the event relief coverage cannot be provided within 15 minutes, the contractor shall notify Sanitations site manager.

• The awarded supplier must provide a transparent electronic system to Sanitation that allows monitoring guards’ deployment, logged hours and submitted incident reports.

• The Contractor shall document all incidents of unattended posts in Daily Activity

Report (DAR) and submit an Incident Report within 24 hours of occurrence.

c. Attended/Unattended Post Violations

Leaving a post unattended without authorization shall be considered a Contract Performance

Deficiency and may result in corrective actions including, but not limited to:

• Written warning or notice to cure.

• Deduction from monthly invoice for the duration of the unattended post, calculated at the hourly contract rate plus administrative penalty (e.g., 1.5x hourly rate per hour unattended);

• Replacement of personnel at Sanitations designees’ discretion; and/or

• Potential contract termination for repeated or willful violations.

• The awarded supplier will be responsible for ensuring that their security officers do not remain in one location longer than necessary to perform assigned tasks. Except for meal breaks, no security officer is to remain stationary while on mobile patrol.

• The awarded supplier will be responsible for providing continuous security coverage at any facility experiencing a questionable situation or possible security breach. A security guard is to remain on site until properly relieved or the situation has cleared.

This includes leaving for meals, breaks, shift change, emergency leave, etc.

d. Escalation and Corrective Action

Should the Contractor incur three (3) or more unattended post violations within any 30-day period, the City may require the contractor to implement a Performance Improvement Plan

(PIP) within five (5) business days of written notice. Failure to implement corrective action or continued noncompliance may result in suspension, assessment of liquidated damages, or termination of the contract.

At the city’s request, the awarded supplier will remove any specific security personnel that the city deems unacceptable. This is not to relieve, in any way, the awarded supplier’s responsibility for supervision and oversight of assigned guards.

Following are examples of, but not limited to, offenses which are grounds for removal:

• Conviction of a felony, a crime of violence, or a serious misdemeanor.

• Falsification of information (including omissions) entered on employment or personnel forms.

• Failure to meet minimum-level qualifications as specified in awarded supplier’s proposal response and approved by Sanitation.

• Neglect of duty, including sleeping on duty.

• Conducting personal affairs while on duty.

• Unauthorized use of Sanitation property or equipment.

• Violations of awarded supplier’s policies and/or procedures.

• Recurring tardiness or absenteeism.

• Sexual or racial harassment.

• Verbal harassment

• Unprofessional speech or conduct relating to city personnel and/or city facility customers

• Any other action or speech deemed unacceptable to Sanitation.

VI. Communication

To ensure the level of customer service required under this Service Price Master Agreement, proposers must respond promptly and clearly to all communications. Timely communication is essential to the city. Vendors shall respond to written correspondence from Sanitation within 24 hours of receipt. During normal business hours, vendors must have a company employee (not an answering service or voicemail) available to answer phone calls. In addition, vendors shall provide a cell phone number for an employee who is knowledgeable about the customer service requirements of this agreement. Phone communication, including phone calls and/or text messages, shall be returned immediately, within 30 minutes to one (1) hour. Acceptable forms of communication include phone calls, text messages or emails.

VII. Commencement Date

The proposed ID/IQ contract will become effective upon City Council approval and contract execution. No contract shall be binding with the City until it has been approved and authorized as to form by City Council, City Attorney and executed by the City Manager.

VIII. Award Method

The City’s intent is to award this solicitation in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive.

City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

There shall be three suppliers awarded: a primary, secondary, and tertiary. The most advantageous proposer shall be considered the primary supplier; if the primary cannot meet the needs specified in the scope of work, then the City has the right to reassign the order to the secondary supplier; if the secondary cannot meet the deadlines specified in the scope of work, then the City has the right to reassign the order to the tertiary supplier. The City reserves the right to start the next order following a reassigned order with the primary supplier, despite any previous work having been reassigned to the secondary or tertiary supplier.

IX. Location and Invoicing

Sanitation headquarters are located at 3112 Canton St., Suite 200, Dallas, Texas 75226.

Sanitation shall pay invoices in 30 days. In order for Sanitation to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to Sanitation. The 30 days begin when Sanitation has received a correct invoice reflecting the work or goods delivered.

If Sanitation Accounts Payable receives an invoice that is not correct and/or reflective of work or goods that have been delivered, Sanitation will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment to

SanitationAccountsPayable@dallas.gov, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided

• Contact information of Sanitation staff who placed order (name, phone number, department)

• Date of order or Service

• Delivery Order number (DO)

• Detailed description of each service

• Price of good or services (charges for all services covered by this contract are to be separately stated and explained)

• Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing.

Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow these instructions risk having the contract with Sanitation cancelled.

X. Total Cost of Goods and/or Services

Proposer shall provide a firm price on the bid sheet.Bid submissions will be considered firm for the 36-month period from the date of award. Pricing bid will be “all inclusive” of all other incidental charges (i.e. tax, set-up, freight, handling, shipping and delivery charges). DO NOT

MODIFY BID SHEET IN ANY WAY.

COSTS NOT INCLUDED OR CALCULATED IN THE APPLICABLE UNIT PRICES AS

BID WILL NOT BE PAID BY THE CITY, REGARDLESS OF THE INTENTIONS OF

THE PROPOSER WHEN THE BID WAS SUBMITTED AND REGARDLESS OF

WHETHER THOSE COSTS WERE ACTUALLY INCURRED.

XI. Evaluation Criterion

As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references. It is each proposer’s responsibility to effectively communicate their qualifications, services, and products to the City of Dallas by thoroughly responding to each requirement contained in this RFCSP. Each proposer’s single comprehensive proposal will be reviewed and scored by the Evaluation Committee. The committee will evaluate the technical aspects of the proposal based on the criteria outlined below. Bid tables for each group will be scored independently. Cost points will be calculated separately for each group and then added to the Evaluation Committee’s technical scores. The final score for each group will consist mailto:SanitationAccountsPayable@dallas.gov of the combined technical score from the Evaluation Committee and the cost score from the bid table.

1. Cost: ...............................................................................................................15 Points

a. The proposer with the lowest bid per group receives the maximum points for the cost criterion.

b. The remaining proposers receive a proportion of the maximum points based on their bid amount relative to the lowest bid.

c. Cost Score = ( 𝐿𝑜𝑤𝑒𝑠𝑡 𝐵𝑖𝑑

𝐵𝑖𝑑 ) X Maximum Points

2. Experience and Qualifications: ………………….………………………….40 Points

a. Qualifications and relevant experience of key personnel, including supervisors, managers, and security staff involved in delivering services.

b. Demonstration of a minimum of five (5) years of experience within the last ten years providing security services to public entities, large-scale organizations, or similar environments.

c. Evidence of required licenses and certifications, including compliance with all federal, state, and local regulations.

d. Demonstrated ability to manage diverse security operations, including adherence to department-specific protocols and requirements.

e. Examples of past projects that showcase relevant expertise in public sector environments or organizations of comparable size and complexity.

f. Specialized expertise in areas such as Sanitation compliance, emergency response planning, and high-sensitivity facility operations

3. Work Plan …………………………………………………………………..40 Points

a. Transition Plan: A detailed plan for transitioning services, including a timeline and steps to ensure seamless handover with minimal disruption.

b. Staffing Plan: Strategy for hiring, onboarding, training, and deploying security personnel to meet routine and urgent requirements.

c. Equipment and Technology: Description of the readiness and compatibility of equipment with the City’s infrastructure.

d. Communication Plan: Clear procedures for maintaining effective communication with City representatives during the transition and ongoing operations.

e. Standard Operating Procedures: Process for reviewing, updating, and implementing site-specific SOPs and Guard Post Orders.

f. Emergency Readiness: Provisions for rapid response to emergencies or lastminute adjustments in personnel and services.

g. Quality Assurance: Procedures for monitoring and maintaining high standards of service during and after the transition period.

4. Local Preference ……………………………………………………………5 Points

a) The City of Dallas aims to maximize economic return in the procurement of goods and service with the Local Preference Program. The City’s Local

Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents. 5 points will be awarded to those Suppliers that qualify for the local

Preference points on a pass/fail basis.

b) The information shall be submitted in the proposal. In order to receive the points a supplier must satisfy one of the following:

• Proof of principal place of business located in the City of Dallas; OR

• Proof of local workforce composition including:

• At least 100 full time employees who are Dallas residents; OR

• At least 20% of its total full-time employees who are Dallas residents; OR

• If available, participation in Workforce Development Program

XII. Performance Measures and Contract Management

To ensure high-quality and contract-compliant security services, the following performance indicators and auditing processes will be used to monitor vendor performance:

• Critical Incident Response Time:

Officers must respond to critical incidents (e.g., active threats, medical emergencies) within five (5) minutes or less. This standard ensures timely action in high-risk or emergency situations. This standard would include emergency responses to staffing requests.

• Routine Incident Response Time:

For non-critical situations (e.g., trespassing, non-violent disputes), response times must not exceed eight (8) minutes, maintaining operational efficiency and safety coverage. This standard would include routine staffing requests.

• Patrol Completion Rate:

The vendor is expected to complete 100% of scheduled patrols during each shift. Missed patrols will be considered a performance failure.

• Training Compliance:

All security personnel must maintain 100% up-to-date certification records. Officers without current training or certification will not be permitted to work on Sanitation contracts.

• Reporting Timeliness:

All required reports (e.g., incident reports, daily activity reports, attendance logs, and any other applicable reports) must be submitted in accordance with established deadlines, with

100% compliance expected.

Liquidated Damages

Deductions from Invoices for Non-Performance or Substandard Performance by Contractor:

In the event that the contractor fails to meet the performance standards required under this

Agreement, Sanitation will incur operational disruptions and potential financial losses. These losses are difficult to quantify with precision, therefore, liquidated damages are agreed upon as a fair and reasonable pre-estimate of the City’s damages.

Should the contractor fail to correct a performance deficiency after receiving reasonable notice

(as outlined below) and an opportunity to cure the issue, liquidated damages will be applied as specified. These deductions are not penalties but represent compensation for the City’s administrative burden and service disruption.

The City reserves the right to:

• Deduct the applicable amount from current or future invoices.

• Recover damages from the contractor or its surety.

• Pursue termination or any other remedies available under the agreement, in law, or in equity.

Note: Liquidated damages do not apply to claims related to personal injury or damage to real or tangible personal property.

Table of Liquidated Damages

Incident Specific Deduction Reasonable Time to

Correct Deficiency

1. Insufficient number of personnel or vehicles

$500.00 per incident 24 Hours

2. Incomplete, unacceptable, dirty uniform/appearance

$150.00 per documented incident

Four (4) Hours

3. Failure to maintain accurate records of hours worked

$100.00 per occurrence

Five (5)

Business Days

4. Failure to provide and/or complete an incident report

$100.00 per occurrence

24 Hours

5. Failure to return City-issued identification media

$100.00 per occurrence

24 Hours

6. Failure to keep guard log or post orders current

$50.00 per occurrence

Five (5)

Business Days

7. Failure to maintain required licenses

$200.00 per occurrence

Seven (7)

Business Days

8. Failure to produce required training records

$200.00 per occurrence

Five (5)

Business Days

XIII. Special Requirements

1. The awarded supplier will provide a vehicle that is owned or leased by the awarded supplier.

This vehicle can either be a pickup truck, preferably with four (4)-wheel drive, or a side-by-side. The director has final approval of the appropriateness of vehicle signage.

2. Vehicles provided by the awarded supplier for patrol usage shall maintain commercial use insurance throughout the life of their service. Such insurance shall be provided to the City. Any and all changes to the insurance must be provided to the City within three (3) business days of said change.

3. The awarded supplier will be responsible for employing, training, and supervising personnel with appropriate qualifications and experience, and in enough numbers to provide services required under this contract. Sanitation will provide additional training and orientation on an as needed basis at each individual site. Sanitation, in conjunction with the awarded supplier, will train each security officer with respect to policies and procedures for carrying out their duties at each individual site.

4. The proposed hourly rate will apply to all shifts and to all days of the week, including holidays.

The hourly rates quoted on the bid sheet shall include all operating expenses and profit margin, anticipated by the proposer. Sanitation is not responsible for, and will not pay separately for:

overtime, employee benefits, or any overhead costs. Any costs not accounted for on the bid sheet will be the responsibility of the supplier and should be calculated into the proposed hourly rate.

5. The City will not pay overtime unless specifically authorized in writing by the Sanitation

Director.

6. The awarded supplier will perform background checks on all employees assigned to City property. Checks shall be made with each municipality and state that the prospective employee has resided in for the last 10 years.

7. The awarded supplier shall maintain an employee file for each security guard assigned to

Sanitation facilities. This file shall contain, at minimum, the employee’s health certification, commission card, certification of training, fingerprint card, statement of personal history, background check, copy of driver's license or identification card, and certification of firearm qualification. If there are changes in the security guard personnel to be assigned to Sanitation facilities, the Sanitation site representative will be notified within 24 hours of the change. Upon request, this file shall be made available to the City’s representative.

8. Awarded supplier shall perform all work required under this contract with personnel employed by its own organization. Subcontracting of security guard service is permissible only with the prior approval of the Sanitation Director. The awarded supplier is responsible to the City for the performance of any subcontractor, and any subcontractor shall meet the same qualifications and specifications as the awarded supplier.

9. The awarded supplier shall have, always, enough management personnel on duty and/or on call to render adequate service. Each Sanitation site representative will be given a listing of awarded supplier’s management personnel with contact numbers to use in case of emergencies.

If there are changes in the management personnel, the updated information shall be provided to the Sanitation site representative within one (1) business day.

10. Any display or distribution of awarded supplier’s advertising or promotional material is prohibited, unless specifically approved by the Sanitation Director.

XIV. Exhibits

Attachment 1. Standard Form - General Terms and Conditions

Attachment 2. Insurance Requirements

Attachment 3. Sample Contract

Attachment 4. Map of McCommas Bluff Landfill

Attachment 5. Map of Eco Park

Attachment 6. Map of Northeast (Fair Oaks) Transfer Station

Attachment 7. Map of Northwest (Bachman) Transfer Station

Attachment 8. Map of Southwest Transfer Station

Attachment 9. Maps of Districts

Attachment 10. Security Staffing Projection Summary

VII. Transition and Closeout Procedures and Requirements

i. Purpose

This section outlines the requirements for the transition into and transition out of services under the resulting Armed Security Guard Services contract. These procedures are intended to ensure a smooth, coordinated handoff with no interruption to the City’s security operations and confirm that all contractual obligations have been met upon contract termination or expiration.

ii. Transition Requirements

The awarded Contractor must be fully prepared to support transition-in activities upon notice of award and ensure operational readiness by the contract start date. The transition must be coordinated in close collaboration with Sanitation’s Contract Management Team and relevant

Sanitation site representatives.

2.1 Transition Plan (Post-Award)

Within 10 business days of contract award, the Contractor must submit a Transition Plan for

Sanitation review and approval. This plan must include:

• Deployment Schedule: Timelines for onboarding, training, and assignment of commissioned officers and supervisory personnel at McCommas Bluff Landfill, Eco Park, Transfer Stations, etc. as necessary.

• Personnel Readiness: A list of full names of all Security Guards and Supervisors to be assigned to the account. Verification that all assigned officers meet minimum qualifications, licensing, and training requirements (as detailed in Sections IV and VI of the RFCSP).

• Site-Specific Readiness: Confirmation that required OJT has been completed for each post.

• Post Order Review: A plan to implement and enforce SOPs for each post.

• Emergency Staffing Protocols: Process to fulfill emergency staffing requests within four (4) hours.

• Communication and Escalation Structure: Including point-of-contact information, communication protocols, and issue resolution chain.

2.2. Transition Activities

Transition activities may include but are not limited to:

• Site walkthroughs with Sanitation representatives and outgoing vendors.

• Coordination of overlapping staffing, if needed, to ensure continuity of services.

• Installation and inspection of equipment (e.g., radios, patrol vehicles, uniforms).

• Issuance of Sanitation access credentials and badges.

• Introduction of supervisory staff to Sanitation department leads.

iii. Closeout Requirements

Contract closeout procedures must begin no later than 30 calendar days prior to the contract’s expiration, early termination, or non-renewal. The Contractor must work cooperatively with

Sanitation to ensure a complete and professional closeout.

a. Closeout Deliverables

The following items must be submitted and/or completed prior to final contract closure:

• Final Staffing Roster: Including officer names, post assignments, and dates of services.

• Final Invoice Summary and Payment Reconciliation.

• Return of City-Issued Property: Including radios, keys, uniforms, identification badges, access cards, etc.

• Transfer or Removal of Equipment: Removal of all contractor-owned vehicles, signage, and assets from City property.

• Training Documentation: Full training records (including certifications, and/or OJT logs) for all personnel who served on the contract.

• Incident Reporting: Final submission of all outstanding incident reports, investigations, and summaries.

b. Performance Evaluation and Exit Interview

At Sanitation’s discretion, a final performance review and/or exit interview may be conducted to:

• Evaluate contract outcomes.

• Document lessons learned.

• Address any deficiencies and/or unresolved matters.

XVI. Documents Submitted with Proposal or upon Request

1. Business Information Form (OPS-02)

2. Conflict of Interest Policy and Questionnaire (OPS-06, State Form CIQ)

3. Statement of Insurability (OPS-04)

4. Local Preference Form (OPS-31)

5. Team Make-Up and Local Workforce Form (OPS-FRM-640)

6. Living Wage Affidavit (OPS-3)

7. Sample Contract with markups

8. Any other City documents as required

XV. Opening Proposals

The City will open proposals during the bid reading. Proposer names will be publicly read at the bid reading which takes place at 2:00 p.m. on Fridays and can be viewed on the City’s website.

It is the responsibility of the proposer to clearly identify and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

XVI. Review of Proposals

2. The City will review and evaluate the proposals submitted to determine if submitted proposals demonstrate the required experience and qualifications to fulfill the obligations of the services identified in this RFCSP. Vendor Presentations are anticipated to take place upon close of the solicitation..

3. The City may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the Proposal. The City may also seek clarification from the referenced

Proposers about any financial and experience issues.

3. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

XVII. Proposal Pricing

1. Proposed pricing shall be firm for the entire contract. The Contract shall commence on the date of award by the Dallas City Council and upon the execution of the Contract.

2. Costs not included or calculated in the applicable unit prices as proposed will not be paid by the City, regardless of the intentions of the proposer when the proposal was submitted and regardless that those costs were actually incurred.

XVIII. Insurance

The successful contractor will be required to purchase, within fifteen days of award, and maintain, during the term of the contract, insurance as described in Attachment 1.

XIX. Insurance Requirements

The successful bidder(s) shall procure and keep in full force and effect for the duration of the contract liability insurance that complies with all applicable Federal, State and local laws. The successful bidder(s) will provide a certificate of insurance evidencing proof of Automobile

Liability and Workers’ Compensation insurance coverages. The City of Dallas will be provided a

Waiver of Subrogation and will be shown as the certificate holder.

XX. Discussion with Reasonably Qualified Proposals

1. The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the proposers determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers. The request for best and final offers may include:

• Notice that this is the opportunity to submit written best and final offers

• Notice of the date and time for submission of the best and final offer

• Notice that if any modification is submitted, it shall be received by the date and time specified or it will not be considered

• Notice of any changes in the Proposal requirements

2. Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the City, considering price or cost and the evaluation factors in the RFCSP.

3. After the most advantageous proposer(s) has been identified, Contract negotiations may commence. If at any time Contract negotiation activities are judged to be ineffective, Office of Procurement Services will cease all activities with the proposer and begin Contract negotiations with the next highest ranked proposer. This process may continue until either both the proposer and Office of Procurement Services executes a completed Contract or

Office of Procurement Services determines that no acceptable alternative proposal exists.

4. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a Contract based on initial proposals received. Therefore, each proposal should contain the Proposer’s best terms from a price and technical standpoint.

Also, only proposers submitting a proposal will be notified of any communications after the RFCSP closing.

XXI. Rejection or Acceptance of Proposals

1. This RFCSP does not commit the City to award any Contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP.

2. The City will require the recommended proposer to sign the necessary Contract documents prepared by the City Attorney's Office. A sample Contract is included as an attachment.

Proposer must take exception to any term of the Contract to which it will not agree in its proposal.

XXII. Late and Withdrawn Proposals

Proposals are required to be submitted electronically at using the City procurement website https://dallascityhall.bonfirehub.com/login. The system will not accept submittals after the due date and time and hard copy submittals are not permissible.

https://dallascityhall.bonfirehub.com/login

XXIII. Confidentiality

Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by the City to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award. Respondents who include information in a proposal that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the proposal “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open

Records Act to inspect information designated as trade secret or confidential in a proposal, the

Proposer shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

XXIV. Disqualification of Proposers

Proposers may be disqualified for, but not limited to, the following reasons:

• Reason to believe collusion exists among the proposers

• The proposer is involved in any litigation against the City of…