4-1. ITB 280-25 JLO UNARMED SECURITY SERVICES.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

Contract and Bidding Documents for

INVITATION TO BID

Unarmed Security Services

FOR

THE CITY OF AMARILLO, TEXAS

Bid Number:

ITB 280-25 JLO

Bid Closing:

September 3, 2025 @ 3:00PM

INVITATION TO BID

1. NOTICE TO PROPOSERS

1.1. Proposers may submit proposals electronically by uploading required documents to the City of Amarillo’s partner’s website, Bonfire. This Request for Proposals is for your convenience in submitting an offer for the specified services.

1.2. Proposals will be opened via teleconference as shown below on September 3, 2025 @3:00 PM or as changed by the issuance of formal addenda to all plan holders, to furnish all labor and materials and perform all work for the construction of the above referenced.

1.3. After the expiration of the time and date above first written, said sealed proposals will be opened at the scheduled location per the bid documents and publicly read aloud.

Bids will be opened via teleconference if date/time stamped on or before the deadline stated at the office listed above. The Zoom meeting information is as follows:

1.4. Proposals may be withdrawn prior to the above scheduled time set for closing.

Alteration made before RFP closing must be initialed by offeror guaranteeing authenticity.

1.5. Please allow time to upload the required documentation. 24 hours in advance is recommended.

Website:https://zoom.us/j/3138858575?pwd=4zVJDnKhSrRvlcwLOEU1JCFzIaijOS.1&omn=97881037165 Meeting ID: 313 885 8575 Passcode: room307

1.6. The City of Amarillo Council members will consider the proposals on

September 23, 2025, at the 623 S. Johnson St, Amarillo, Texas, or as soon thereafter as may be reasonably convenient, subject to the right to reject any or all proposals and waive any formalities.

2. Insurance Specification Attached

Please read carefully

2.1. The successful bidder will not receive a purchase order until an insurance certificate is on file in the purchasing department that is in compliance with the attached city insurance specification 2.04.

2.2. Upon receiving the Notice of Award letter, the contractor must make a good faith effort to provide the insurance required for issuance of the purchase order within 10 calendar days of notice.

2.3. If there is failure to demonstrate this good faith effort, then the contractor will be considered to have abandoned his bid. The bid will then be considered as non-responsive and will be promptly re-awarded to the next low bidder.

https://zoom.us/j/3138858575?pwd=4zVJDnKhSrRvlcwLOEU1JCFzIaijOS.1&omn=97881037165

2.4. The contractor shall carry insurance in the types and amounts indicated in the bid for the duration of the contract. The insurance shall be evidenced by delivery to the purchasing department of the owner of certificates of insurance executed by the insurer or its authorized agent stating coverage’s, limits, expiration dates and compliance with all applicable required provisions. Upon request, the owner, and/or its agents, shall be entitled to receive without expense, copies of the policies and all endorsements. The contractor shall insure continuous and uninterrupted insurance coverage and shall provide evidence of any renewals and updates all prior to submission for payment in the month of expiration.

Failure to update policies shall be a material breach of the contract. In the event contractor permits its coverage to lapse, contractor’s work shall immediately be suspended, and owner shall be entitled to withhold all payments to contractor until contractor provides evidence of coverage.

2.5. Per the terms of Chapter 176 of the Local Government Code, should any vendor be awarded all or any part of the goods or services on which this Bid or Proposal solicits a return, then it is the vendor's sole responsibility to provide the City of Amarillo, with an updated Conflict of Interest Questionnaire, Form CIQ. The vendor must file the updated form within 7 days after learning that a prior filing (if any) is no longer accurate. This form and the names of the City Council Members, Mayor, City Manager, Deputy City Manager, and Assistant City Manager is available on the City's website located at www.amarillo.gov

3. Cooperative Purchasing

3.1. The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract.

3.2. Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Amarillo contract number (Solicitation number) within the purchase order document.

4. Ethics-energy boycott

4.1. Texas Government Code, Chapter 809, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,000 value or greater. Vendor certifies that it (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract.

5. Ethics- firearms discrimination

5.1. Texas Government Code, Chapter 2274, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,00 value or greater. Vendor certifies that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

http://www.amarillo.gov/

6. Funding out claus

6.1. Notwithstanding any contrary provision of this agreement, each payment obligation of the

City created by this agreement is conditioned upon the availability of funds that are appropriated or allocated by the Amarillo City Council for the payment of the product of functionally similar products. If sufficient funds are not allocated and available for any subsequent fiscal year (October 1 to September 30) during the term of this agreement, the City may terminate this agreement or reduce its obligation to match the appropriated funding. The City shall notify the vendor that funds have not been appropriated by the City Council at the earliest possible time and this agreement will terminate or be reduced at the beginning of the fiscal year for which no funds or reduced funds have been appropriated by the City Council. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination or reduction under this section. This provision shall not be construed so as to permit the City to terminate or reduce this agreement in order to purchase, lease or rent similar equipment from another entity.

7. Local Preference Consideration - City of Amarillo

7.1. Section 271.9051 of the Texas Local Government Code “consideration of location of respondents principal place of business”: In accordance with SECTION 271.9051 OF THE Texas Local Government Code, if a local government receives one or more competitive sealed bids from a vendor whose principal place of business is in the municipality and whose bid is within five (5%) percent of the lowest bid price received from a vendor who is not a resident of the municipality, on contracts less than $500,000 the municipality may enter into a contract with (a) the lowest vendor or (b) the vendor whose principal place of business is in the municipality if the governing body of the local government determines, in writing, that the local vendor offers the local government the best combination of contract price and additional economic development opportunities for the local government created by the contract award, including the employment of residents of the local government and increased tax revenues to the local government.

7.2. Please note when an item is part of a lot and no response is entered for that item, then the whole lot will be deemed unresponsive.

7.3. The City of Amarillo will not award a bid to vendors who are delinquent in the indebtedness to this city.

8. Award of contract:

8.1. This contract will be awarded to the highest evaluated bidder in an amount not to exceed $171,000.00 per year. Bid will be awarded as one lot.

9. Texas ethics commission form 1295

9.1. Effective January 1, 2016, The Texas Legislature adopted House Bill 1295, which added

Section 2252.908 of the Government Code. The law states 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 1295) 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 Texas Ethics Commission has adopted rules requiring the business entity to file form 1295 electronically with the Commission. Before the City of Amarillo will enter into a binding agreement with a business, that said business must submit form 1295. The said business must go to www.ethics.state.tx.us to file the reports electronically. Once the said business has filed the report electronically the said business will print a copy of the form and submit back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and acknowledged the form on the Texas Ethics Commission website the City will execute the Contract.

10. Notice - Unit of Measure Warning

10.1. When submitting a response to this bid you must submit your bid with a unit price in the unit of measure as shown on the bid sheet for your bid to be considered. It doesn't matter if the extended price is correct if the unit price is submitted incorrectly the bid will be deemed as non-responsive for that item. If the item is part of a lot, then the lot will be deemed unresponsive.

Example: if we request a unit price per pound do not submit a price per 50# bag as your unit price. If we request a price per round of ammunition do not use the price per box or the price per case as your unit.

GENERAL CONDITIONS OF BIDDING - READ CAREFULLY

1. All bids must be quoted F.O.B. destination.

2. Show unit prices, extensions, and total bid. In case of discrepancy between unit price and the extension, the unit price will be taken.

3. State on face of bid exactly what you are furnishing (brand or manufacturer's name).

4. Any catalog or manufacture’s reference in this quotation is descriptive, but not restrictive, and is used only to indicate type and grade, unless otherwise specified.

5. Note: The City of Amarillo is exempt from all federal excise and state taxes. Do not include tax in your bid price or invoice. The purchase order issued to the successful bidder contains the required statute to be filed as a tax exemption certificate.

6. The City of Amarillo reserves the right to accept or reject any or all bids or parts of bids and to waive any formalities and technicalities.

7. If your bid is figured on an "all or none" basis, please so state. The city reserves the right to award a bid on this basis. In order to be considered on an all or none basis, bidder is responsible for submitting pricing for all items on the bid.

8. Cash discounts will be figured from date complete shipment of order is received, or date invoice is received by the purchasing department, whichever is later. Purchase order number must appear on all invoices and delivery tickets. Send invoice to mailing address listed at the top of this page.

3. Payment for the material will be made after complete shipment and the entire order has been received by the city, and after the using department has certified receipt of the material and verified that the material is in accordance with the bid submitted.

City of Amarillo, TX

ITB 280-25 JLO UNARMED SECURITY SERVICES

Specifications Purpose The purpose of this contract is to provide security services for The City of Amarillo Service Center to ensure the safety of employees, visitors, and property.

Location: City of Amarillo Service Center, 800 SE 23rd, Amarillo, TX.

Coverage & Bidding:

Bidding for this service shall reflect a price per hour for an unarmed security guard and vehicle (combined) for each security Schedule (see below.) The total hours listed for the holiday schedule shall include twenty-four (24) hours for each observed holiday.

Monday–Friday (5:00 PM–7:00 AM), Weekends & Holidays (24 hours)

Totals (approx.)

Monday – Friday 3458 hours Weekends 2496 Hours Holidays 312 Hours

Scope Of Work

Services to be Provided:

Daily General Duties:

1. Conduct routine inside property rounds

2. Perform at least one outside property round per hour

3. Periodically check the main building for suspicious activity

Daily Gate Duties & Specific Time Tasks:

1. 6:00 PM:

2. Close walk-thru gate on the east side of the yard

3. Close double gates at SE 26th & Hayes Street and SE 21st & Spruce Street

4. Open gate at the southeast corner of the Solid Waste Transfer Station ramp

5. As Needed: Open north gate by Guardhouse for authorized City staff

6. 9:00 PM: Close the south gate by the Guardhouse

7. 9:00 PM – 5:00 AM: Record all vehicle traffic entering/exiting the Service Center

8. 1:30 AM: Close north gate by Guardhouse after night custodians exit

9. 5:00 AM: Open both gates by the Guardhouse

10. 6:30 AM:

a. Open double gates at SE 26th & Hayes Street

b. Open walk-thru gate on east side of yard

c. Open double gate at SE 21st & Spruce Street

d. Close and lock gate at southeast corner of Solid Waste ramp

11. 7:00 AM: Leave cell phone and security report on desk in guard shack

Saturday (7:00 AM) – Sunday (7:00 am)

12. General Duties:

a. Routine inside property rounds

b. At least one outside property round per hour

c. Periodic checks of the main building

13. Gate Duties:

a. 7:00 AM: Open both gates by the Guardhouse

b. 6:00 PM: Close both gates by the Guardhouse

c. Open north gate as needed for authorized City staff

d. Record all vehicle traffic in the Security Report

Sunday (7:00 AM) – Monday (7:00 AM)

14. General Duties:

15. Gate Duties:

a) Open north gate as needed for authorized City staff

b) Record vehicle traffic in the Security Report

c) 5:00 AM: Open both gates by the Guardhouse

d) 6:30 AM: Open gates at SE 26th & Hayes, SE 21st & Spruce, and walk-thru gate

(east side)

e) Close and lock gate at southeast corner of Solid Waste ramp

f) 7:00 AM: Leave cell phone and security report in guard shack

City-Observed Holidays (Monday-Friday) 7:00 AM – 5:00 PM (All overnight services required as normal)

16. General Duties:

17. Gate Duties:

a. 7:00 AM: Open north gate for authorized staff

b. Open north and south gates as directed by authorized personnel

c. Record vehicle traffic in Security Report

d. 5:00 PM: Leave cell phone and security report in guard shack

Personnel Requirements

The contractor shall ensure that:

1. All security personnel are licensed and meet any state/local requirements.

2. Personnel are in uniform and carry appropriate identification.

3. Personnel are trained in emergency procedures, de-escalation techniques, and other relevant skills.

Reporting and Communication

1. A written report of any incidents must be submitted within 24 hours to the Street Coordinator position.

2. Security logs must be provided daily to the Street Coordinator Position.