CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0266 Doc. Ref#: RFP-02 Page 1 of 21 RFP Title: Security Guard Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms to provide security guard services part-time, full-time and as needed for various locations citywide. The intent of this non-exclusive solicitation is to procure security services that shall be inclusive of all wages, benefits, insurance, and equipment/supplies necessary for contracted personnel to carry out the function of security operations on site and in a manner conforming to the highest standards of the private security service industry, applicable law, regulatory rules, and guidelines.

2.0 CONTRACTOR RESPONSIBILITIES – The Contractor shall:

2.1 Have a minimum of two (2) years of experience conducting services similar or related to the scope of services described herein.

2.2 Maintain the appropriate Texas Department of Public Safety (DPS) company license throughout the term of this agreement.

2.3 Perform all legally required background checks on security guards assigned to the agreement and certify compliance prior to assignment. At any time, the City may request a copy of background check records.

2.4 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

2.5 Identify and designate one (1) person who is an employee of the Contractor who will be the liaison and provide communication between the City and Contractor. Phone number, email, fax (if available), and emergency phone number of employee will be provided to the City upon award.

2.6 Provide the City with security guards that will possess valid government identification.

2.7 Furnish armed and unarmed, uniformed security guard personnel and specified equipment as stipulated by the City.

2.8 Be responsible for providing security guard personnel with uniforms.

Uniforms shall be professional, consistent, readily identify personnel as private security personnel, comply with applicable Texas DPS requirements, and be approved by the City prior to deployment.

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2.9 Consider local weather conditions in determining the grade and style of the uniform. However, the Contractor will provide the appropriate seasonal outer garments including, but not limited to, winter jackets and rain gear for cold or inclement weather.

2.10 Provide each City department with a complimentary copy of the Contractor's Employees Rules and Regulations Manual upon request.

2.11 Provide a copy of the current Contractor's Employees Rules and Regulations Manual to all security guard personnel at the time of hiring and before the active-duty date or effective date of service, whichever is the earliest.

2.12 Terminate from the City’s rotation, upon immediate notification, any security guard personnel who, in the City's opinion based on observation, is determined to be incompetent as it relates to attendance and/or adhering to applicable rules and regulations.

2.13 Be responsible for obtaining and understanding special specifications and requirements for each City site.

2.14 Ensure that any security guard personnel hired to perform under this scope of services is not a convicted felon, or a person with any felony allegation pending.

2.15 Maintain and enforce a written drug-free workplace and fitness-for-duty policy consistent with applicable law. Assigned personnel may be subject to pre-employment, reasonable-suspicion, post-incident and/or random testing in accordance with Contractor policy, applicable law and City requirements.

2.16 Be responsible for providing direct supervision to security guard personnel and designate a manager who must be available between the hours of 8:00 AM and 5:00 PM on weekdays in the event a City official needs to consult him/her regarding personnel matters. Contractor will meet with each department liaison to review post orders and security handbook.

2.17 Provide the name and telephone number of the Contractor official who has, implied, or expressed, supervisory authority to represent the company. Supervision will include unannounced on-site inspections as

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2.18 Provide on-site visits on a weekly basis to each location where security guard services are being performed when requested by the using department, and/or unless, otherwise specified by the using department.

2.19 Provide an after-hours emergency telephone number for contacting a supervisor or manager. The City may have cause to contact the Contractor in the event of an accident, or failure of the security guard to report to duty.

2.20 The Contractor will employ security guards who are certified at a minimum of Level 2 in the State of Texas.

2.21 Be required to provide signed records to the City department’s liaison indicating that security guards have been certified, trained, and understand their assignments at the Department’s request. Guards will not be permitted to serve at the location without the signed document.

Contractor is required to maintain a copy to be held in a personnel file for each location and department using security guards.

2.22 The Contractor will provide security guards who are certified in cardiopulmonary resuscitation (CPR).

2.23 Security guards will be required to receive a minimum of 8 hours per year of continuing education from a training facility or program certified by the State of Texas.

2.24 Maintain proper safeguards and will assume legal responsibility and any risk its personnel may assume in performing security guard services for the City.

2.25 Be able to provide security guards within eight (8) hours of the phone request, and if the City is not contacted and/or provided with a security guard within that time period the City reserves the right to contact another source for service and charge the Contractor the difference, if applicable.

2.26 In the event of a crisis that the City deems an emergency, promptly provide additional personnel within one (1) hour of the phone request, and if the City is not contacted and/or provided with a security guard within that time period, the City reserves the right to contact another

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2.27 Be responsible for scheduling its personnel so as to not encounter overtime. Security guards assigned to the City location(s) are to be paid a minimum per hour amount straight time, including weekends and holidays. Unless otherwise approved by the using Department, overtime rates will not be paid for additional hours worked by an employee beyond an eight (8) hour shift.

2.28 Quickly provide, within one (1) hour, a replacement guard in the event the scheduled guard does not show up, calls in absent or is sent home.

2.29 Verify with each facility all closing days and relay the information to employees.

2.30 Respond to calls, voicemails and emails within two (2) hours during normal business hours.

2.31 Vendor shall submit itemized invoices through AIM. Each invoice shall include supporting time sheets documenting the names of all personnel and the hours worked for the billing period. The invoice will also need to have the Purchase Order Number, location, and department being serviced. Each invoice must be separated out by each department utilizing their services.

2.32 Be responsible and liable for the safety, injury and health of its working personnel while its contract workers are performing their duties on City property.

2.33 Prepare payroll checks, make all necessary deductions and pay all taxes and insurance required by Federal, State, and local laws. The Contractor accepts full responsibility for the payment of wages, compensation and benefits to personnel. The Contractor accepts responsibility for payment of all taxes, assessments, fees, and fines that may be due and owing to any local, State or Federal government agencies.

2.34 Ensure that no security guard will arrive on City premises with any type of firearms or weapons, drugs or alcohol. The only exemption to the above is for pre-approved armed security guards to carry a pre-approved firearm per the Department's requests and specifications.

2.35 Not use City property to conduct personal business for private gain or

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2.36 Be responsible for theft by contracted employees.

2.37 Prohibit its employees from disturbing papers on City staff desks, opening desk drawers or cabinets, or utilizing office equipment and supplies furnished by the City for official use.

2.38 Use its best efforts, unless prohibited by law, to provide additional security guard personnel as may be requested by the City to maintain order by reason of a strike by clients, employees, civil disturbance, or any similar emergency at the stated rate in the agreed upon price schedule.

3.0 SECURITY GUARD SPECIFICATIONS

3.1 Unarmed Security Guard shall be defined as someone that holds all current Texas DPS licenses/registrations required to perform non-commissioned security officer services and satisfy applicable Level II training requirements.

3.2 Armed Security Guard shall be defined as someone that holds a current Texas DPS Commissioned Security Officer license and satisfy all applicable Level II and Level III training, firearms proficiency, continuing education, psychological/emotional-health, and other requirements imposed by Texas law and DPS.

3.3 Security guards shall possess the licenses, training, experience, skills, and qualifications necessary to perform the duties assigned to the applicable post. The Contractor shall be responsible for ensuring personnel are appropriately qualified for each assignment.

3.4 Security guards shall meet all minimum age requirements established by applicable federal and state law and Texas DPS licensing requirements for the services being performed.

3.5 Security guards shall be able to perform the essential duties of the assigned post, including required patrol, standing, walking, observation, reporting, emergency response and other post-specific duties, with or without reasonable accommodation.

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3.6 Security guards shall satisfy applicable Texas DPS criminal-history and licensing eligibility requirements.

3.7 Contractor assigned security guards will:

3.7.1 Be capable of working in public areas, able to work with City clients, show attendees, and must be willing to follow instructions from City supervisory personnel.

3.7.2 Be professionally dressed and neatly groomed and must conduct himself/herself in a manner that is consistent with the professional standards set by the City and its employees while on City-owned property.

3.7.3 Remain on City-owned property only during assigned work schedule shift, unless otherwise approved by an authorized City official.

3.7.4 Comply with all safety and security standards and other regulations set forth by the City for performing security guard services at City-owned facilities.

3.7.5 Be required to provide their own transportation to and from their assigned work site.

3.7.6 The City will not reimburse mileage or parking.

3.7.7 Be prohibited from performing duties while under the influence of alcohol or illegal drugs, or if performance is impaired, while under the influence of lawfully prescribed or over-the-counter drugs. If in the opinion of the City, a worker is suspected of being impaired due to the influence of illegal drugs or lawfully prescribed or over the counter drugs or alcohol, the Worker may be rejected at any time during the shift.

3.7.8 Not be paid if they leave a worksite without permission.

Payments will be rendered only for hours worked.

3.7.9 Not bring personal belongings to the worksite other than meals, snacks or items needed to perform work.

3.7.10 Not have visitors (including family members) at the worksite during the course of the work shift, unless they are, in fact, RFP Ref. #: 26-0266 Doc. Ref#: RFP-02 Page 7 of 21 workers of the Contractor assigned to that worksite.

3.7.11 Possess a high school diploma or GED equivalent. Security guard personnel will possess the ability to meet and interact with the general public and ability to speak clearly. (Bilingual:

English and Spanish is helpful but not required.)

3.7.12 Be able to follow instructions carefully, write legibly, prepare clear and concise written reports, apply logic and exercise integrity when dealing with law enforcement or medical personnel. Security guards will have the ability to maintain poise and self-control under stress.

3.7.13 Possess good eye vision that is either 20/20 or correctable to 20/20 or otherwise does not inhibit the duties needing to be performed as determined by the City and Contractor, inclusive of corrected eyewear.

3.7.14 The security guard must have the natural ability to hear or be equipped with hearing aid(s).

3.7.15 Must be able to perform the essential job duties safely and effectively, with or without reasonable accommodation, and maintain the physical and mental capacity necessary to meet job requirements.

3.7.16 Ensure all security work performed under this scope of services is conducted with the utmost regard for the safety and security of assigned security guard(s), City staff, building tenants, the general public, and citizens, as the selected Contractor will be responsible for protecting essential public assets, ensuring regulatory compliance, and maintaining a secure environment for employees, visitors, and the surrounding community.

3.7.17 Be required to perform a variety of tasks dealing with safety and security of City employees and patrons who use the facilities, including but not limited to the following:

3.7.17.1 Surveying City facilities and grounds for security

breach;

3.7.17.2 Locking and unlocking gates and facilities;

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3.7.17.3 Motorized patrol;

3.7.17.4 Walking (foot) patrol;

3.7.17.5 Preparing written reports;

3.7.17.6 Controlling entry to site areas, directing traffic, responding to various emergencies;

3.7.17.7 Securing the area, checking identification, assisting

City staff during inclement weather and;

3.7.17.8 Providing a safe environment for the public, enforcing departments’ security policies, notifying local law enforcement of probable offence, assist in and/or apprehend violators in the absence of local law enforcement, respond to alarm system, including notifying the local law enforcement.

3.7.17.9 For services under this agreement that includes

driving a vehicle, personnel must possess a current valid Driver’s License as required by applicable law.

3.7.17.10 Have knowledge of on-site intrusion devices and the location of the system control board including fire alarm systems, fire hydrants, fire extinguishers for intended use and location of doors accessible to the public, including designated door for handicapped and disabled persons.

3.7.17.11 Assist at closing, City personnel to set alarms and properly secure all buildings and premises; complete appropriate timesheet, accident reports, and any other documents required by the City.

3.7.17.12 Not use City telephones for personal use; engage in conversation with the staff or patrons about subjects not related to the security of the facilities; use personal mobile phone, unless during lunch and breaks; eat in public areas while on duty; entertain family, friends, or other visitors while on duty; and sleeping or the appearance of sleeping.

3.7.17.13 Remain on post until a relief arrives. Security guard

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3.7.17.14 Have an identification card that contains the

employee’s name, identification number (ID), and the employer’s name

3.7.17.14.1 The employee is required to visibly

display the ID card on the front of the uniform at all times, while on duty at a City facility.

3.7.17.15 Be equipped with a mobile phone or two-way radio in the event, backup assistance is required. Additionally, items to be provided include, but are not limited to:

Flashlights, notebook binders, pens, uniforms, identification, mobile phone or two-way radios, office supplies such as logs and other equipment necessary to perform such work as identified in the scope of services.

3.7.18 The listed duties shown in the solicitation are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude the City from assigning specific duties not listed if such duties are a logical assignment to the position.

4.0 DEPARTMENT SPECIFIC SPECIFICATIONS

4.1 Code Compliance

4.1.1 One full-time armed security guard will be needed for this Department at this location:

Hazel Harvey Peace Center for Neighborhoods (HHP) Location: 818 Missouri Avenue, Fort Worth, TX 76104 Hours: Monday to Friday 7:00 AM to 5:00 PM including occasional Saturday and Sunday depending on classes and trainings provided at HHP.

4.1.2 Overtime may be allowed at this location and will be overseen by a Code Compliance Management Analyst or designee.

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4.1.3 This building is shared by Code Compliance, Neighborhood Services and the Parks and Recreation Departments, additional hours may be required.

4.1.4 Departments needing additional hours will make the request and provide a Purchase Order (PO) for the additional hours prior to authorization of work.

4.1.5 If a security guard cannot work a shift, they will provide the Point of Contact with forty-eight (48) hours' notice.

4.1.6 Additional locations may be added or removed as needed in the future.

4.2 Economic Development

4.2.1 One unarmed security guard will be needed for this department.

4.2.2 The security guard shall provide coverage for the Facilities

Coordinator during periods when they are out of office (i.e.;

vacation).

4.2.3 The security guard will be assigned to the Devoyd Jennings Business Assistance Center (BAC), which includes three buildings:

1150 South Freeway, Fort Worth, TX 76104 1120 South Freeway, Fort Worth, TX 76104 600 E. Rosedale, Fort Worth, TX 76104

4.2.4 The security guard will work the following days and hours:

Monday through Thursday: 3:00 PM to 8:00 PM Friday: 3:00 PM to 8:00 PM (with the option to end at 7:00 PM) Saturday: 8:00 AM to 4:00 PM

4.2.5 Additional locations may be added or removed as needed in the future.

4.3 Library

4.3.1 This Department will require a total of 2-3 unarmed security guards during the weekday and 1 unarmed security guard on the weekend.

4.3.2 The location for this service will be located at the following:

Fort Worth Public Library-Ella Mae Shamblee 1062 Evans Ave, Fort Worth, TX 76104

4.3.3 The security guards will work the following days and times at the

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Fort Worth Public Library-Ella Mae Shamblee location:

Mondays 11:45 AM to 8:15 PM Tuesdays, Wednesdays, Thursdays 9:45 AM to 8:15 PM Fridays and Saturdays 9:45 AM to 6:15 PM

4.3.4 Other library locations may be added or removed, if services are needed.

4.3.5 Library staff will notify Vendor of locations at the time of request.

4.3.6 Future locations may utilize the schedule stated in 4.3.3 and may also require, Sundays from 11:45 AM to 6:15 PM.

4.4 Transportation and Public Works (Parking Services)

4.4.1 This department will require one full-time unarmed security guard.

4.4.2 The locations for this department are:

Houston Street Garage 1200 Houston Street Fort Worth, TX 76102 Commerce Street Garage 1301Commerce Street Fort Worth, TX 76102 Taylor Street Garage 900 Taylor Street Fort Worth, TX 76102

4.4.3 The shift for this department will be 10PM-6AM Wednesday through Sunday.

4.4.4 Security duties will include but not limited to the following:

4.4.4.1 Monitor for suspicious activity, vandalism, loitering, or unauthorized persons.

4.4.4.2 Conduct routine foot and vehicle patrols of all garage levels, stairwells, elevators, and perimeter areas.

4.4.4.3 Provide written daily reports detailing any incidents including but not limited time, location, actions taken, and police report numbers (if police presence is necessary).

4.4.4.4 Provide pictures with reports when possible.

4.4.4.5 Additional locations may be added or removed as

needed in the future.

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4.5 Parks And Recreation

4.5.1 This Department will require one unarmed security guard for each shift.

4.5.2 Guards will be required to use the Center’s sign-in sheet showing the date and time that they worked and validated by signature by the Center Supervisor or designee. These sign-in sheets will be used to agree and reconcile the Contractor’s invoices.

4.5.3 Hours are as needed and may be less than 40 per week depending on community needs.

4.5.4 The working days, hours and location for this department are as follows:

Diamond Hill Community Center 1701 NE 36th St., Fort Worth, TX, 76106 Monday - Thursday 11:00 AM to 8:00 PM Friday 1:00 PM to 6:00 PM Saturday 10:00 AM to 2:00 PM Fire Station Community Center & Skate Park 1601 Lipscomb St, Fort Worth, TX 76104 Monday - Thursday 11:00 AM to 8:00 PM Friday 11:00 AM to 6:00 PM Saturday 10:00 AM to 2:00 PM

4.5.5 Other community center locations or parks may be added or removed as needed in the future.

4.6 Public Events

4.6.1 Five armed and/or unarmed security guards will be needed for this

Department. One will be needed for Shift 1, two guards will be needed for Shift 2, and two guards will be needed for Shift 3.

4.6.2 Each guard will work 8 hours a day with a 30-minute lunch, Monday through Sunday.

4.6.3 The shifts will be broken up as below:

Shift 1: 6:00 AM to 2:00 PM Shift 2: 2:00 PM to 10:00 PM Shift 3: 10:00 PM to 6:00 AM

4.6.4 The locations for this Department will be:

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Primary Location: Will Rogers Memorial Center 3401 W. Lancaster, Fort Worth, TX 76107 Secondary Location (as needed): Fort Worth Convention Center Houston Street, Fort Worth, TX 76102

4.6.5 Non-Emergency Situations: The Public Events Department agrees to notify the Contractor immediately, but not less than twenty-four

(24) hours of its requirement for additional security guard security.

4.6.6 Emergency Situations: In an event or crisis that the Public Events Department deems an emergency, the Department may require the Contractor to promptly provide additional personnel within a shorter period of time than specified, but at a starting time mutually agreed upon by parties.

4.6.7 Additional locations may be added or removed as needed in the future.

4.7 Water

4.7.1 Water facilities include water, wastewater, and operational support sites designated as Critical Infrastructure by the U.S. Department of Homeland Security. This Department will require at least five unarmed security guards. The Contractor must be able to provide services such as vehicle, unarmed foot patrol, and customized patrol services as needed by the Water Department.

4.7.2 One unarmed security guard will be needed at each location for this Department.

4.7.3 The initial scope of services outlined reflects the Water Department’s current security requirements. As operational needs evolve, the department may increase security coverage, locations, hours, or staffing levels. The selected vendor must have the capacity and flexibility to scale services upon request and to implement these changes with appropriate advance notice to ensure continuity of operations and effective resource planning.

4.7.4 The Contractor should have the ability to have at least one mobile camera trailer available to the Water Department as needed. This shall include complete set up and take down of the trailer for the agreed length of time. The City and the contractor shall remain in contact throughout the need of the trailer while also providing

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4.7.5 The Contractor shall have the capacity to offer remote monitoring options.

4.7.6 The Contractor and the Water Department will mutually establish and document standard response-time expectations for emergency requests for additional security personnel.

4.7.7 The Contractor shall make reasonable efforts to provide the requested security guard services within the agreed-upon response timeframe and maintain the capability to respond to emergency staffing needs at any Water Department location.

4.7.8 The Contractor shall ensure that all assigned security guards receive appropriate orientation to Water Department facilities.

Prior to assignment, security guards shall complete site-specific familiarization training on the Water Department's access control and video management systems to include a mobile camera trailer and remote monitoring options, including procedures for badge-access entry, monitoring, reporting, and responding to security incidents.

4.7.9 The security guards will be assigned to one of two City employed Security Supervisors at one of the locations as follows:

Location 1:

Rolling Hills Water Treatment Plant (Entry Control Point) 2500 South East Loop 820, Fort Worth, TX 76140 Monday through Friday, 6:00 AM to 6:00 PM hours per day, excluding holidays (as needed) Hours may vary Location 2:

North Holly Water Treatment Plant (Entry Control Point) 920 Fournier St., Fort Worth, TX 76102 Monday through Friday, 6:00 AM to 6:00 PM, 12 hours per day, excluding holidays (as needed) Location 3:

South Holly Water Treatment Plant (Entry Control Point) 4608 11th Avenue, Fort Worth, TX 76102 Monday through Sunday, 6:00 AM to 6:00 AM, 12 hours per day, including holidays

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Location 4:

Village Creek WRC (Entry Control Point) 4500 Wilma Ln., Arlington, TX 76012 Monday through Friday, 6:00 AM to 6:00 PM, 12 hours per day;

Saturday, 6:00 AM to 4:00 PM, 10 hours per day, excluding holidays Location 5:

Tank Runner (Mobile Patrol) 941 Fournier Street, Fort Worth, TX 76012 Saturday through Wednesday, 8:00 AM to 4:00 PM, 8 hours per day, including holidays

4.7.10 Additional locations may be added or removed as needed in the future.

4.7.11 The Contractor is responsible for obtaining and understanding special specifications requirements and training for the Water Department.

4.7.12 Non-Emergency Situations: The Water Department agrees to notify the Contractor immediately, but not less than twenty-four

(24) hours in advance of its requirement for additional security guards.

4.7.13 Emergency Situations: In the event of a crisis that the Water Department deems an emergency, the Department may require the Contractor to promptly provide additional personnel within a shorter period of time than specified, but at a starting time mutually agreed upon by the parties.

4.7.14 The Contractor shall routinely inspect and clean the assigned post to ensure a safe, orderly, and presentable environment.

4.7.15 Provide factual testimony in court or administrative proceedings, when required, related to incidents observed, documented, or investigated within the scope of assigned duties.

5.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

6.0 EVALUATION FACTORS

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To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

6.1 Cost – up to 20 points available

6.2 Small Business Participation -- up to 20 points available

Participation will be based on the following tier: 0% = 0 points, 1% to 7% = 7 points, 8% to 15% = 10 points, 16% to 29% = 15 points, 30% or more (goal met) = 20 points

6.3 Staffing Plan & Personnel Qualifications — 20 Points:

Evaluation will consider the Proposer's demonstrated capacity to staff required posts, recruitment and retention strategy, qualifications and training of personnel, backup staffing procedures and ability to respond to emergency staffing requirements.

6.4 Technical Approach & Service Delivery — 20 Points:

Evaluation will consider the Proposer's understanding of the City's requirements and the quality, feasibility and effectiveness of its proposed approach to security operations, patrols, access control, emergency response, incident management, reporting and communications.

6.5 Management, Supervision & Quality Control — 10 Points:

Evaluation will consider the proposed contract-management structure, supervisory practices, quality-control program, inspection procedures, performance monitoring, communication, escalation and corrective-action processes.

6.6 Relevant Experience & Past Performance — 10 Points:

Evaluation will consider the Proposer's demonstrated successful performance of contracts similar in size, scope, complexity or operating environment and information obtained from references or other documented past-performance sources.

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7.0 CONTRACT AWARD PROCESS

7.1 The Purchasing Division will facilitate and manage the evaluation process.

7.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

7.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

7.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

7.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

7.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

7.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

8.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

8.1 Proposal Format Requirements

8.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

8.1.2 All proposal sections shall be divided by submission titles. All

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8.2 Response forms

8.2.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire

8.2.2 Completed and signed RFP-05 Forms

8.2.3 Completed and signed RFP-06 Small Business Utilization Form and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

8.2.4 Complete RFP-07 Staffing Matrix (Fill out blue fields only)

8.2.5 Completed and signed RFP-08-Deviations

8.2.5 Signed addenda (if applicable). If none are issued, please add a page stating, “No Addenda Issued.”

8.2.6 Completed Bid Table

8.3 Technical Response

8.3.1 Provide site-specified security strategies for each City location.

Include descriptions of safety practices and protocols to ensure a safe environment for guards, City staff, and the public, as well as procedures for replacing guards who do not meet performance standards, including immediate removal if required by the City.

8.3.2 Provide explanation of guards’ responsibilities regarding controlling entry, responding to emergencies, locking/unlocking facilities, assisting staff, and responding to alarms. Explanation of emergency response capability, including ability to provide additional personnel within one hour during City-declared emergencies. Include descriptions of patrol procedures including foot patrol, vehicle patrol, motorized patrol, and facility perimeter monitoring.

8.3.3 Provide a brief narrative describing the recruitment standards, including hiring criteria, minimum age requirements, grooming

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8.3.4 Provide a brief description of staffing and scheduling processes to prevent overtime unless authorized, including guard scheduling and backup planning. Include procedures to quickly provide replacement guards within one hour if scheduled guards fail to report.

8.3.5 Provide explanation of communication procedures to ensure two-hour response time to City communications during business hours.

8.3.6 Provide a list and copies of all applicable licenses, registrations, certifications, and qualifications required to perform the services described herein.

8.3.7 Provide a description of tracking procedures for timesheets, sign-in sheets, and reporting documents used by specific departments. Include explanations of uniform standards, City-approved uniform appearance, and seasonal uniform considerations such as jackets and rain gear and description of equipment provided by the vendor, including uniforms, radios, mobile phones, flashlights, notebooks, and other supplies.

8.3.8 Provide a copy of the Contractor’s employee handbook.

8.3.9 Provide a brief summary of your company providing security guard services similar in size, scope, complexity or operating environment. The summary should include the entities worked with as well as any/other documented past-performance sources.

8.4 List of Exceptions/Substitutions/Clarifications/Additions

8.4.1 Although the Scope of Services included Project Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

8.4.2 If no exceptions are taken, please include a single document

RFP Ref. #: 26-0266 Doc. Ref#: RFP-02 Page 20 of 21 stating “No Exceptions taken” in the Required section.

8.4.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

8.4.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

8.4.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

8.4.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

8.4.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

8.4.8 Begin responses to the major sections of the solicitation on a new page.

8.4.9 The City shall consider the number and substance of alterations to the City’s stated requirements as a factor in determining the most advantageous response.

8.5 Pricing

RFP Ref. #: 26-0266 Doc. Ref#: RFP-02 Page 21 of 21

8.5.1 Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

SMALL BUSINESS PROGRAM – The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid. Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

a. Small Business Utilization form V1 (RFP-06), detailing how the Small

Business goal will be achieved.

b. Current Small Business Certification issued by a certifying entity approved by the City Manager.