9-01 RFP 745-26-P40.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | https://uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

OGC Template 0525

REQUEST FOR PROPOSAL

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

SABCS TEMPORARY SECURITY STAFFING

RFP No. 745-26-P40

Submittal Deadline:

3:00 PM – Central Prevailing Time –

Monday, June 22, 2026

Issued: 10:00 AM – Central Prevailing Time – Monday, June 1, 2026 https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A – Appendix One, Section One – General Information A01B - Appendix One, Section Two – Execution of Offer A01C – Appendix Three, Section Three – General Questionnaire A01D – Appendix Four, Section Four – Addend Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: VETHUB SUBCONTRACTING PLAN

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 1

INTRODUCTION

1.1 Description of University

UT Health San Antonio, the academic health center of The University of Texas at San Antonio (UT San Antonio), is the primary driver of San Antonio’s $44.1 billion healthcare and biosciences sector, the city’s largest economic segment. It offers a comprehensive network of inpatient and outpatient care facilities staffed by medical, dental, nursing and allied health professionals who provide more than 2.5 million patient visits each year. As the academic health center of UT San Antonio, it is supported by six health professional schools. UT Health San Antonio plans continued growth over the next five years, adding more health-related jobs for the city and region.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.2 Background and Special Circumstances

The San Antonio Breast Cancer Symposium (SABCS) is an annual international conference that delivers state-of-the-art scientific and clinical information on the biology, prevention, diagnosis, and treatment of breast cancer and premalignant breast disease. The Symposium serves academic and private-practice physicians, researchers, and healthcare professionals engaged in breast cancer care and research.

The 2026 SABCS will take place December 8–11 at the Henry B. González Convention Center in San Antonio, Texas. Daily programming is scheduled from 6:00 A.M. to 7:00 P.M. Central Time.

Recognized as the world’s largest breast cancer research meeting, SABCS attracts more than 10,000 attendees from over 100 countries and features approximately 2,000 abstracts presented over four days. Since 2004, a partnership between UTHealth San Antonio and the American Association for Cancer Research (AACR) has supported the Symposium’s evolution into a global forum integrating basic, translational, and clinical research.

The scientific program includes plenary lectures, concurrent sessions, abstract presentations, panel discussions, and case-based educational sessions led by internationally recognized experts.

The University seeks a qualified Proposer to deliver comprehensive, integrated event security services for SABCS. At a minimum, required services include access control and credential verification; perimeter and door monitoring; emergency preparedness and incident response planning; deployment and management of staff communication systems; and coordination and oversight of on-site first aid and medical services. The Proposer must demonstrate the ability to scale staffing and operations in response to increasing attendance, evolving risk conditions, and event complexity.

No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.

Multi-Award. UTHSA reserves the right to multi-award this RFP.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa https://www.sabcs.org/?utm_source=copilot.com https://www.sahbgcc.com/?utm_source=copilot.com https://www.aacr.org/?utm_source=copilot.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-26-P40, from qualified proposers to provide operational guidance services (the “Services”) for SABCS Temporary Security Staffing Services are more defined in Section 5 (Scope of Work) of this RFP.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Transition Plan

As a government entity, UTHSA is obligated by statute to re-solicit, or to leverage eligible Group Purchasing Organization contracts, to continue this service upon expiration or termination of this agreement. Awarded Proposer agrees that if the Signed Agreement expires or is terminated for any reason, then, at University’s option, Awarded Proposer will continue to perform the SABCS Temporary Security Staffing in accordance with the terms and conditions of the Signed Agreement until University contracts with a new qualified and experienced contractor(s) to perform the SABCS Temporary Security Staffing or is able to perform the SABCS Temporary Security Staffing in-house; provided, that, Awarded Proposer will not be required to continue performing the SABCS Temporary Security Staffing for more than four (4) months after expiration or termination of the Signed Agreement.

Awarded Proposer agrees to cooperate with, and assist, University’s efforts to transition to another contractor(s) or to perform the SABCS Temporary Security Staffing in-house.

1.6 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Monday, June 22, 2026 via our e-Procurement Website Euna (formally Bonfire).

2.1.1 When submitting your proposal – follow the directions in Euna.

1. Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER

2.1.2 If during your submission, you encounter any technical issues – you must contact Euna Support directly for assistance or by calling 1-844-226-3862

1. After contacting Euna, inform the Strategic Sourcing Specialist that you have reached out to Euna due to technical issues.

2.1.3 Euna offers a Help Forum which you can access by clicking here.

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH Euna) about this RFP through Euna Opportunity Q&A.

Located in the Project Details (see below).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com https://uthscsa.bonfirehub.com/portal/support https://uthscsa.bonfirehub.com/portal/support

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 3:00 PM Central Prevailing Time, Wednesday, June 10, 2026 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

If submitting multiple questions, submit them in one submission (not multiple submissions).

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

B. Ability of University to comply with laws regarding purchases from persons with disabilities.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.3.2 Scored Criteria

A. Cost of goods and services (15 Points).

B. Reputation of the Proposer and of the Proposer's goods or services (25 Points).

C. Quality of the Proposer's goods or services (25 Points).

D. Extent to which the goods or services meet the University's needs (20 Points).

E. Proposer's past relationship with the University (10 Points).

F. Proposer’s exceptions to the terms and conditions set forth in Section 4 (5 Points).

2.4 Key Events Schedule

Date RFP Issued 10:00 AM Central Prevailing Time, Monday, June 1, 2026

Question Deadline 3:00 PM Central Prevailing Time, Wednesday, June 10, (ref. Section 2.2) 2026

Submittal Deadline 3:00 PM Central Prevailing Time, Monday, June 22, 2026 (ref. Section 2.1)

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.5 Veteran Heroes United in Business (VetHUB)

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist service-disabled veteran-owned (SDV) businesses in receiving contract awards. The goal of the VetHUB Program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the VetHUB Program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize VetHUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize VetHUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University, to ensure compliance with the VetHUB program.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A Subcontracting Plan (SP) is a required part of the proposal. The SP will be developed and administered in accordance with University’s Policy on Utilization of VetHUB Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the SP in accordance with the terms and conditions of this RFP, Including APPENDIX THREE. Proposers that fail to submit the SP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the SP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager

Phone: 210-562-6300

Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist

Phone: 210-562-6326

Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its SP unless: (1) Contractor completes a new SP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified SP to University, (3) University approves the modified SP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified SP.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F22%2F2025&recordId=214411 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref.

Section 2.1)), Proposer must submit the following VetHUB materials:

(a) One (1) complete electronic copy of Proposer’s SP through the Euna Procurement Portal.

2.5.5 University extends Proposer an opportunity to seek a courtesy review of its draft SP by University’s HUB Office before the Submittal Deadline by emailing draft SP to HUBAdmin@uthscsa.edu.. The informal courtesy review is designed to help address questions Proposer may have about how to complete its SP properly. Acknowledgement or comment on Proposer’s draft SP by University will not constitute formal approval of the SP and will not eliminate the need for Proposer to submit its final SP to University as instructed by Section 2.5.

2.6 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations. Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal via Euna, on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal.

University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your proposal – you must contact Euna directly.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of two hundred and forty days (240) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5).

B. Agreement (ref. APPENDIX TWO).

C. Proposal Requirements (ref. APPENDIX ONE).

D. Notice to Proposers (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE).

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6).

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE).

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE).

3.4.5 Signed and completed General Terms and Conditions (ref. Section 4 of APPENDIX

ONE)

3.4.6 Responses to questions and requests for information in the Specifications and Additional

Questions Section (ref. Section 5).

3.4.7 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX THREE).

3.4.8 Detailed Proposer Quote.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 4

GENERAL TERMS AND CONDITIONS

See Attached in Euna

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 Minimum of five (5) years of experience providing large-scale event security services for conferences, conventions, or comparable events with attendance exceeding 9,500 participants.

5.2.2 Proposer must be in good standing with the Texas Department of Public Safety Private

Security Bureau and maintain all required licenses and permits for security personnel in accordance with applicable local, state, and federal regulations.

5.2.3 Demonstrated ability to coordinate effectively with the San Antonio Police Department

(SAPD) Off-Duty Unit (ODU), as required by the City of San Antonio for events where alcohol is served.

5.2.4 Demonstrated knowledge of City of San Antonio policies, organizational structure, and procedures related to law enforcement coordination, emergency response, and municipal operations, including prior experience working with city agencies.

5.2.5 Demonstrated experience developing and executing security risk assessments and mitigation strategies for large-scale events.

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO, Proposer must submit a list of the exceptions. The University WILL NOT consider any modifications to the University’s Standard Terms and Conditions AFTER submittal deadline.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://www.sanantonio.gov/police?utm_source=copilot.com https://sapdoffduty.sanantonio.gov/ https://www.sanantonio.gov/?utm_source=copilot.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4 Scope of Work

Contractor will provide the following services to University:

The Proposer shall supply appropriately equipped, trained, licensed, and unarmed security personnel to perform all required services for the duration of SABCS. The Proposer shall operate as an integrated partner with the University’s event management team and designated vendors to ensure seamless execution of security operations.

5.4.1 Event Security Management

A. Conduct a comprehensive pre-event security risk assessment and develop a mitigation plan.

B. Assess and develop security plans to protect University staff, SABCS attendees, and event property.

C. Assess and define the requirements for off-duty police services.

D. Coordinate with University staff to develop access control procedures.

E. Coordinate with convention center management, SAPD, and vendors to manage risks.

F. Provide written security recommendations and safety guidance.

G. Monitor external factors (weather, local/national/international events).

H. Develop a detailed incident response plan aligned with UT System Emergency Management Policy (UTS 172) protocols.

I. Participate in pre-event planning meetings, walkthroughs, and tabletop exercises.

5.4.2 Service Level Expectations (SLAs)

The Proposer shall meet or exceed the following minimum service levels.

A. Incident response time of no more than two (2) minutes for priority security issues.

B. Continuous radio and communication system uptime of at least 99% during operational hours.

C. Staffing levels sufficient to maintain continuous coverage of all assigned posts with no gaps.

D. Supervisor-to-staff ratio not to exceed 1:10 unless otherwise approved.

E. Timely incident reporting, with initial reports submitted within 30 minutes of occurrence.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://www.utsystem.edu/sites/policy-library/policies/uts-172-emergency-management

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

5.4.3 Event Health and Medical Services

A. Develop a comprehensive medical services plan addressing both emergency and non-emergency healthcare needs for the event.

B. Specify required staffing levels and outline all necessary certifications (e.g., EMT or paramedic) for personnel assigned to provide medical services.

C. Coordinate contracted paramedic services for daily on-site coverage.

D. Establish clearly marked on-site medical stations.

E. Provide first aid supplies if not otherwise supplied.

F. Ensure medical response times align with established industry standards for emergency medical response at large public events.

G. Coordinate EMS notification and transport procedures; costs borne by patient.

5.4.4 Event Staff Communication Systems

A. Develop a comprehensive communication plan for all event staff.

B. Identify and specify the equipment required to support staff communication

(e.g., two-way radios) and ensure appropriate distribution to security personnel.

C. Collaborate with SABCS management to create an “Event Staff Contact List” and an “Event Destination Contact List.” The Event Destination Contact List must include contacts for medical and security emergencies, transportation services, weather resources, SABCS-participating hotels, and other essential support entities.

D. Implement and manage all communication systems on-site throughout the event.

E. Establish and maintain redundancy measures to ensure continuity of communication in the event of system failures.

5.4.5 Temporary Staffing

A. Submit a detailed staffing plan, including shift schedules and how peak coverage will be achieved.

B. Provide staffing and supervision for registration operations.

C. Provide badge verification and monitoring personnel throughout the venue.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

D. Provide two to three (2–3) dedicated staff members to manage the Coat and Bag Check area during all operating hours.

i. Contractor must supply a numbered ticketing system to ensure accurate tracking and secure retrieval of all checked items.

ii. Increase staffing levels on the final day of SABCS to accommodate anticipated high-volume traffic.

E. The Contractor shall manage and control attendee access to all SABCS meeting spaces—including ballrooms, exhibit halls, and meeting rooms—to ensure capacity limits are not exceeded.

i. Provide accurate counting devices (manual or electronic) to track attendee entry and exit for all controlled-access areas.

ii. Submit daily attendance reports for all areas under controlled admission, including total counts, peak times, and any capacity-related issues.

5.4.6 On-Site Security Services

A. Take prompt action to prevent or minimize losses, accidents, property damage, safety hazards, or security incidents.

B. Investigate unusual occurrences and maintain situational awareness of activities throughout the facility.

C. Provide overall security during the Symposium, including maintaining the integrity of the show perimeter, ensuring appropriate doors remain closed and secure, and verifying that only authorized individuals (SABCS staff, exhibitors, attendees, and other approved persons) are permitted on the show floor.

D. Operate Lost & Found services.

E. Ensure a Manager or Supervisor is available to SABCS staff at all times during operating hours.

F. Maintain adequate staffing levels with immediate replacement capability.

5.4.7 Additional Security Responsibilities

A. Coordinate scheduling of SAPD off-duty officers for overnight coverage and required events.

B. The awarded vendor must coordinate and enter into direct agreements with both the San Antonio Police Department (SAPD) Off-Duty Unit (ODU) and the Henry B.

González Convention Center. Upon request, the vendor must provide UTHSA with documentation verifying these agreements.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://www.sanantonio.gov/police?utm_source=copilot.com https://sapdoffduty.sanantonio.gov/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.8 Transition, Planning, and Onboarding

A. Provide a detailed pre-event timeline, including planning milestones.

B. Participate in mandatory planning meetings and site walkthroughs.

C. Conduct training and briefing sessions for all personnel prior to the event.

D. Participate in emergency preparedness exercises if requested.

5.4.9 Post-Event Reporting

A. Submit a comprehensive after-action report within thirty (30) business days following the event.

B. Include summaries of incidents, response effectiveness, and staffing performance.

C. Provide recommendations for future improvements.

D. Provide a complete attendee session count for each controlled-access area no later than thirty (30) business days after the conclusion of the event.

5.4.10 Appearance and Uniforms

A. Security personnel shall wear uniforms provided by the Proposer. Uniforms must clearly identify the employee as security personnel and include a photo ID badge.

B. Uniforms must be neat and professional in appearance.

C. Security personnel reporting to work in uniforms that do not meet this standard will be required to change, and Contractor shall provide an immediate replacement to avoid any lapse in coverage.

5.4.11 Background Check

Proposer shall ensure all staff have successfully completed background checks within the past twelve (12) months, including national and county criminal checks and Texas Department of Public Safety clearance. Documentation shall be provided to UTHSA upon request.

5.4.12 Employees

Security personnel are employees of the Proposer, who is an independent contractor responsible for compliance with all applicable employment laws. The Proposer shall retain full control over personnel and all associated costs, including wages, taxes, insurance, training, uniforms, and overhead. The University reserves the right to require removal of any personnel providing services under this RFP at any time without cause.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.5 Group Purchasing Organization (GPO):

If Proposer is part of any GPO, provide the GPO Name, Contract(s) Number, and other pertinent information.

5.6 Add or Delete Services

UTHSA is continuing to grow clinical, research, and educational services, which may require additional service locations or facilities to be added or removed during the term of this agreement.

The agreement that results from this RFP may need to be modified during its term to reflect these locations modifications. Proposer agrees that the University has the right to add or delete services and locations which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services and locations during the effective period of this contract. The University and the Proposer, prior to modification or services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION FOUR

TERMS AND CONDITIONS

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

VETHUB SUBCONTRACTING PLAN

See Attached in Euna file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu