Bid S000000111 Armed Security Guard Services~1.pdf

Bid Solicitation #S000000111

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000111 Solicitation Issued:

March 31, 2022

Description: Armed Security Guard Services

Department: Arkansas Rehabilitation Services

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: April 8, 2022 Bid Opening Time: 1:00 P.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of Arkansas Rehabilitation Services (hereinafter “ARS”) to obtain pricing and a contract for Armed Security Guard Services for the former Army-Navy Hospital property located at 105 Reserve Street in Hot Springs, Arkansas 71901.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not ARS.

1.2 BACKGROUND AND CURRENT ENVIRONMENT

The former Army-Navy Hospital property in Hot Springs was the home of the Arkansas Career Training Institute, which ARS operated as the nation’s third largest vocational-rehabilitation center until 2019. The property is currently undergoing reversion to the United States government. The intent of this IFB is to procure armed security guard services for the property while the reversion process moves forward. The property is approximately 10-acres and contains approximately 60-structures of various sizes.

1.3 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/84164740095?pwd=MTExS0FwVXZVZ0oyaWRIclJLam5TUT09 Meeting ID: 841 6474 0095 Meeting Password: 329914

Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.4 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.5 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State

Holidays. A list of Arkansas State Holidays can be found at the following link:

https://www.sos.arkansas.gov/news/state-holiday-calendar/

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

https://arkansas-gov.zoom.us/j/84164740095?pwd=MTExS0FwVXZVZ0oyaWRIclJLam5TUT09 https://www.sos.arkansas.gov/news/state-holiday-calendar/

D. “Requirement” means a specification that a Contractor’s service must meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB. These specifications will be distinguished by using the terms “shall” or “must” in the requirement.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

H. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

1.6 MANDATORY SITE VISIT

A. Prospective Contractor or one of their representatives shall attend and participate in a mandatory site visit as specified in this IFB. (See Attachment A – Mandatory Site Visit Verification Form.)

B. Prospective Contractor shall only have one (1) representative present at the former Army-Navy

Hospital property to participate in the mandatory site visit.

1. It is strongly encouraged the Prospective Contractor or the Contractor’s representative drive to the former Army-Navy Hospital property prior to the mandatory site visit to determine where to park.

a. There is free parking along Reserve Street and Opera Street near the complex.

2. It is strongly encouraged the Prospective Contractor or the Contractor’s representative arrive early enough before the mandatory site visit begins for potential check-in Requirements such as temperature check, sign-in, etc.

C. Should the Prospective Contractor or the Contractor’s representative arrive after the scheduled start time at the starting location as specified in Attachment A – Mandatory Site Visit Verification Form, the Prospective Contractor or the Contractor’s representative shall not be permitted to participate in the mandatory site visit.

1. Late arrivals will not be permitted to join the mandatory site visit.

D. Should the Prospective Contractor or the Contractor’s representative fail to participate in the mandatory site visit at the location, date, and time specified within this IFB for any reason, the Prospective Contractor’s bid will be rejected.

E. Prospective Contractor or the Contractor’s representative shall follow all COVID 19 guidelines at the former Army-Navy Hospital property regarding social distancing and facial mask requirements during the mandatory site visit.

F. Prospective Contractor or the Contractor’s representative shall provide their own facial mask.

G. Prospective Contractor or the Contractor’s representative shall meet at the security outpost for the complex near the intersection of Reserve Street and Opera Street.

1. Denyce Frisco and Aaron Eastworth with ARS will conduct the mandatory site visit.

H. The mandatory site visit will begin at the following location, date, and time:

Former Army-Navy Hospital Property 105 Reserve Street Hot Springs, Arkansas 71901

Date: April 6, 2022 Time: 10:00 a.m. Central Time

I. Upon arrival at the mandatory site visit location, the Prospective Contractor or the Contractor’s representative shall sign a sign-in sheet provided by ARS. It is strongly encouraged to arrive early enough to allow time for check in requirements.

J. Prospective Contractor or the Contractor’s representative shall provide Attachment A – Mandatory Site Visit Verification Form to the ARS personnel for signature upon completion of the mandatory site visit.

K. Prospective Contractor should submit the original, signed Attachment A – Mandatory Site Visit Verification Form with their bid submission but shall provide the signed Attachment A – Mandatory Site Visit Verification Form when requested by TSS OSP prior to award of a contract.

L. Prospective Contractor or the Contractor’s representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

1. Although answers will be provided as a courtesy to all Prospective Contractors in attendance, no oral responses provided by ARS personnel to any question posed at the mandatory site visit will become part of a contract resulting from this solicitation unless the oral response provided is reduced to writing and attached as an addendum to this IFB.

1.7 ESTIMATED NUMBER OF ARMED SECURITY GUARDS AND SHIFT HOURS

A. The estimated number of armed security guards and shift hours, specified within this IFB, are estimated for bidding purposes only and may vary depending on the needs of ARS.

B. ARS reserves the right to increase or decrease the number of armed security guards and/or shift hours based on operational needs, command guidance, budgetary limits, and/or any other Requirements unknown to ARS at the time this IFB was issued.

1.8 PROSPECTIVE CONTRACTOR QUALIFICATIONS

A. The Prospective Contractor awarded a contract pursuant to this IFB shall be licensed as an armed security guard company with the State of Arkansas’s Board of Private Investigators and Security Agencies in accordance with Arkansas Cost §17-40-101 et seq.

B. The Prospective Contractor should submit with their bid submission, a copy of the company’s license issued through the State of Arkansas Board of Private Investigators and Security Agencies.

C. The Prospective Contractor shall have an office located in Central Arkansas. (See Attachment B:

ADEM Emergency Management Areas by Region).

D. The Prospective Contractor shall have a minimum of five (5) years’ experience providing armed security guard services through the following methods:

1. A National Security Company.

2. Servicing a region of the United States with multiple offices in other states.

1.9 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

A. Contractor shall provide certified and trained armed security guards to be assigned to the shift schedules as specified within this IFB.

B. Contractor shall not subcontract armed security guard services during the aggregate term of any resultant contract or during any renewal periods. Failure to adhere to his Requirement is grounds for contract termination.

C. While performing services under a resultant contract, the Contractor shall be financially responsible for any loss or damage to State property due to the Contractor's personnel, and shall make good, at his own expense, such loss or damage.

D. Contractor shall serve as a replacement should any of the scheduled armed security guards fail to report for their assigned shift.

E. Contractor shall provide training to their employees, prior to placement at the former Army-Navy property, and shall include but not limited to:

1. Satisfactory completion of an eight (8) hour off-job security course in compliance with Arkansas

Code Annotated §17-40-101 ET seq.

2. Legal restrictions on:

• Arrest

• Search

• Seizure

3. Training in:

• Appearance

• Attitude conducts

• Discipline

4. Safety on the job.

5. Report writing per Contractor’s requirements.

6. Radio/Telephone techniques.

F. Contractor's employee shall have a minimum of four (4) hours on-the-job instruction at the former Army-Navy property, including but not limited to:

1. Performance of post assignments.

2. Performance of special assignments.

3. Emergency procedures.

G. Instruction will be provided by ARS at 105 Reserve Street, Hot Springs, Arkansas.

H. All training is to be conducted by Contractor's administrative or supervisory staff and provided without charge to the State.

I. Contractor's administrative staff shall keep training records of all employee training offered at the former Army-Navy property.

J. ARS reserves the right to review, when requested, all Contractor employee training records as maintained by the Contractor.

K. Contractor shall supply each armed security guard the following equipment, to include but not be limited to:

1. Handguns.

2. Ammunition.

3. Cellular Telephone.

a. Contractor shall provide a cellular telephone for the armed security guard on foot patrol for communication with the security office.

b. The cellular telephone must be of the type and quality to enable voice or text communication from any point within the former Army-Navy property and for a radius of one (1) mile outside the ARS property.

4. Flashlights with batteries and bulbs. A law enforcement approved flashlight is preferred.

5. Batteries and bulbs to fit the flashlight.

6. Report forms for incidents, investigations, and arrest.

7. Logbooks.

8. Notebook (standard hand-held paper notebook) containing post orders.

L. Prior to providing services, the Contractor shall email the name, email address, and phone number for primary and secondary contact persons who will serve as the points of contact to ARS personnel Email: ars.purchasing@arkansas.gov

1. Points of contact shall be available by phone twenty-four (24) hours per day, seven (7) days per week throughout the terms of a resultant contract.

2. Points of contact shall maintain copies of the contract documents, including but not limited to this

IFB.

M. Prior to providing services, the Contractor shall email a list of armed security guard names to ars.purchasing@arkansas.gov, that will be assigned to the former Army-Navy property. The list of armed security guard names must be kept on-site as instructed by ARS.

1. The list must include the armed security guard’s full name, date of birth, and acknowledge the armed security guard has met the background checks.

2. The list must be validated and signed by the Contractor and provided to the ARS personnel when requested.

3. Due to security reasons, the Contractor shall provide an updated list to ARS anytime an armed security guard employment status or information changes during the terms of any resulting contract.

N. At the same hourly bill rate as set under a resultant contract, the Contractor shall provide armed security guard replacements to provide relief to assigned armed security guards during shift breaks, lunch breaks, or as necessary to provide the shift coverage specified in this IFB. Other than the hourly bill rate, the State will not accept any claim for additional costs for providing armed security guard replacements, including overtime or holiday pay.

mailto:ars.purchasing@arkansas.gov mailto:ars.purchasing@arkansas.gov

O. Contractor shall retrieve all agency issued identification media items such as vehicle decals, badges, and keys from armed security guards who depart from their job duties and shall return these items to ARS security personnel as directed by the ARS.

P. Contractor shall provide and maintain open lines of communication with ARS during the contract terms.

Q. Contractor shall provide all services under a resulting contract in accordance with the Requirements, as specified in this IFB.

R. Contractor shall follow criminal background checks Requirements on each additional staff member prior to placement on State property.

S. Contractor shall notify ARS, within fifteen (15) minutes, by phone and/or email when an armed security guard fails to report for their assigned shift after the shift was scheduled to begin.

1. Armed security guard services must continue in a manner that does not interfere with the duties to be performed.

T. When requested by ARS, the Contractor shall replace any armed security guard who may become incompatible with the State, as determined by ARS.

U. Contractor shall notify ARS within one (1) hour by phone and/or email, any changes or substitutions of armed security guards assigned to the former Army-Navy Hospital property.

V. Contractor shall provide ARS, by email, a list of names and phone numbers of the following guards to be assigned to the former Army-Navy Hospital property:

1. On-site supervisor

2. All armed security guards

W. Contractor or Contractor’s employees shall not have any visitors at the former Army-Navy Hospital property while they are providing armed security guard services.

1.10 CONTRACTOR’S STAFFING REQUIREMENTS FOR THE FORMER ARMY-NAVY HOSPITAL

PROPERTY

A. Contractor shall supply all staffing and labor required to ensure armed security guard services are met per the specifications within this IFB. Any variation in the specified hours for armed security guard services must be approved by ARS.

B. Contractor shall provide a minimum of five (5) qualified and trained armed security guards to provide armed security guard services twenty-four hours per day, seven-days per week, 365-days per year, including holidays. The following shift schedules are subject to change at the discretion of the ARS.

1. Shift 1 schedule of services: 8:00 a.m. to 4:00 p.m. Central Time (8-hours)

Days of week for shift 1: Sunday through Saturday, including holidays (7-days) Estimated number of armed security guards: 1 Estimated hours per year: 2,920

2. Shift 2 schedule of services: 4:00 p.m. to 12:00 Midnight Central Time (8-hours) Days of week for shift 2: Sunday through Saturday, including holidays (7-days) Estimated number of armed security guards: 2 Estimated hours per year: 5,840

3. Shift 3 schedule of services: 12:00 Midnight to 8:00 a.m. Central Time (8-hours)

Days of week for shift 3: Sunday through Saturday, including holidays (7-days) Estimated number of armed security guards: 2 Estimated hours per year: 5,840

C. Armed security guards shall not exceed forty (40) hours per week.

D. Armed security guards shall alternate their post positions, hours, and/or shifts as needed to prevent an armed security guard’s shift from exceeding forty (40) hour per week. ARS will not reimburse the Contractor for overtime wages or holiday pay for any reason.

E. Armed security guards shall not perform services for more than twelve (12) consecutive hours and must have at least eight (8) hours rest between shifts.

F. Contractor shall provide a minimum of one on-site supervisor that is competent and knowledgeable in security procedures in problem solving and to provide quality control.

G. Contractor shall provide a minimum of one (1) on-site supervisor that may be one of the armed security guards on duty to perform the following tasks, that may include but is not limited to:

1. Information required in reports and how the information is to be documented.

2. Timeline required to process the report to ARS personnel.

3. Current ARS personnel to receive reports are Jonathan Bibb, Director of the ARS Career

Development Center, and/or Charles Lyford, ARS General Counsel.

4. Contractor shall provide direct two-way voice communication or cell phone during the times the on-site supervisor is in a vehicle making site inspections. ARS will provide a UTV for use by the Contractor.

a. The Contractor or any Contractor’s employees shall not operate the agency’s UTV outside the boundaries of the site.

b. Brand and type of cell phone provided is at the discretion of the Contractor.

5. At the discretion of the Contractor, the on-site supervisor shall be responsible for the personnel on all shifts in operation during armed security guard duty period.

6. The on-site supervisor or the armed security guard on duty shall ensure that guard logs are signed and dated.

1.11 ARMED SECURITY GUARD QUALIFICATIONS

A. ARS prefers armed security guards with a minimum of two (2) years’ experience as civilian or military law enforcement/security experience.

B. Prior to any armed security guard being assigned to the former Army-Navy Hospital property, all armed security guards shall:

1. Be trained and qualified to carry a loaded firearm while on duty. The Contract shall determine the type of firearm to be utilized.

2. Be a citizen of the United States of America.

3. Possess a photo identification card issued by the Arkansas State Police as a Commissioned Security Officer.

4. Speak, read, write, and understand the English language.

5. Possess and maintain a valid Arkansas State issued driver’s license.

6. Be exempt of any criminal conviction.

7. Be drug free and remain drug free throughout the terms of a resultant contract.

8. Be at least twenty-one (21) years of age.

9. Be a high school graduate or possess a Graduate Equivalency Degree (GED).

10. Have the ability to administer normal to emergency duties requiring moderate to difficult physical exertion including, but not limited to, the following:

a. First-aid and CPR and use an Automated External Defibrillator (AED).

b. Lifting or carrying objects weighing up to thirty (30) pounds.

11. Physical capabilities must include, but not be limited to, the following:

a. Standing or walking for an entire shift.

b. Climbing stairs and ladders.

c. Binocular vision, correctable 20/30.

d. Capable of hearing ordinary conversations at fifteen (15) feet.

1.12 ARMED SECURITY GUARD SERVICE REQUIREMENTS

A. Upon reporting for duty, armed security guards shall perform, at a minimum, the following general orders:

1. Read and review security logbook entries from the previous armed security guard’s shift and become familiar with problems and incidents that may have occurred. Armed security guards shall keep the security logbook inside the security outpost.

2. Within one (1) hour of beginning a shift or as otherwise directed by ARS, consult with agency’s representatives, if present, and/or the armed security guard being relieved, to determine if there are any special instructions for the upcoming shift.

3. Perform an initial, internal walking tour around the entrance gates to verify entrances are secured.

4. Perform an initial, exterior tour of the property, by foot or UTV provided by ARS, to visually examine the grounds, roadways, and parking lots, making note of any changes to equipment, structures, or the layout of the entry control points that may alter or affect the armed security guard’s patrol or constitute a safety hazard by hindering fire, police, or other emergency personnel from gaining access onto the property.

a. The Contractor or any Contractor’s employees shall not operate the agency’s UTV outside the boundaries of the site.

B. Armed security guards shall maintain the security logbook with the following information and with other information as directed by the ARS:

1. Printing and signing name when reporting and/or departing from their duties.

2. Logging information pertaining to fires and other emergencies occurring while on duty including but not limited to the following, if available:

a. Time the fire/emergency was noticed.

b. Time the fire department other appropriate emergency personnel were notified.

c. Time of first responder’s arrival, such as Emergency Medical Technicians (EMT’s), police and/or fire department.

d. Time of departure of first responders.

e. Information as to the probable cause of the fire and other emergency as determined by the fire, police, or other emergency personnel.

f. An account of the armed security guard's actions during the emergency.

3. Logging information pertaining to incidents involving trespassing or any other criminal activity including but not limited to the following, if available:

a. Identity of person and type of crime.

b. Address of person associated with the crime.

c. Vehicle registration number of the vehicle identified with the crime.

d. Description and vehicle registration number of the vehicle identified with the crime.

e. An account of the armed security guard’s actions during the trespassing or criminal activity.

f. Action taken by local police department if the situation warrants.

4. Logging in visitors who represent other State agencies, cities, counties, or town governments.

C. Armed security guard duties and responsibilities shall include, but are not limited to the following:

1. Safeguarding the former Army-Navy property.

2. Providing complete armed security guard coverage during shift changes.

3. Detaining persons as needed and releasing them over to local law enforcement authorities.

D. To ensure no unauthorized persons and/or items remain within the property during non-duty periods, armed security guards shall conduct roving inspections around the Army-Navy property and shall inspect the area around the perimeter fence of the Army-Navy property.

E. Armed security guards shall conduct security checks of fencing around the former Army-Navy property, using an UTV provided by ARS. Armed security guards shall report any breaches, downed fencing, or missing sections of perimeter fencing to ARS.

1. Fencing is along the South and West sides of the property along the city streets, as well as on the

North and East sides between the property and Hot Springs National Park.

2. The Contractor or any Contractor’s employees shall not operate the agency’s UTV outside the boundaries of the site.

F. Armed security guards shall perform secondary or occasional duties and responsibilities including but not limited to the following:

1. Always remain on-site during assigned shift.

2. Maintain a log recording each security check.

a. Logs will be available, for review purposes, to ARS and/or the Contractor on an as needed Basis.

3. Maintain a log of all non-employee persons entering or leaving the site.

a. Contractor's employees shall comply with regulations for control of persons entering or leaving the former Army-Navy property.

b. Regulations will be furnished to the Contractor by ARS, within one (1) week of award and/or the first full week of Contractor’s employee’s physical attendance at the Army-Navy property.

4. Assist in training practice or emergency procedures pertaining to situations such as fires and vandalism.

5. Provide hourly security checks throughout the perimeter of the former Army-Navy property and parking lots, on foot or in the UTV supplied by ARS.

a. The Contractor or any Contractor’s employees shall not operate the agency’s UTV outside

6. The Contractor shall collaborate with ARS and prepare and provide ARS a copy of the Post

Orders duties and performance levels for armed security guards and the Site Supervisors.

7. ARS will supplement and on occasion during the term of the contract change the Post Orders to meet the operational needs of the facility.

8. ARS and the Contractor shall mutually agree on the final form and content of the Post Order.

9. Contractor shall provide one (1) standard hand-held paper notebook containing the Post Orders to the post, and one to ARS.

10. Armed security guards shall be stationed at the security outpost that faces Reserve Street.

However, they will be patrolling the grounds on a continuous basis, as well as the parking lots.

11. Armed security guards shall perform moving patrols on foot and in UTV’s provided by ARS.

b. The Contractor or any Contractor’s employees shall not operate the agency’s UTV outside

G. Armed security guards shall report all incidents to ARS within one (1) hour regarding any information or circumstances of which they are aware that may pose a threat to the security and/or safety of ARS personnel, civilian personnel, Contractor’s personnel, and/or ARS resources. Incidences to report may include, but are not limited:

1. Weapons discharge.

2. Security breach.

3. Procedural violations.

4. Accidents and/or injury to persons and/or property.

H. Contractor and armed security guards shall not discuss or provide any information concerning any incident with any other private, civil, or government organizations without express, written consent and permission from ARS.

I. Contractor shall take all precautions necessary to prevent the theft or pilferage of materials, tools, equipment, fixtures, furnishings, and any other items from the former Army-Navy property.

1.13 ARMED SECURITY GUARD DRESS CODE AND PERSONAL APPEARANCE REQUIREMENTS

A. Armed security guards shall be dressed in uniforms, shoes, jackets, and equipment while performing armed security guard services.

B. Uniforms must display the Contractor’s insignia on the outer uniform garment and above the waist.

Unauthorized insignia or accoutrements must not be worn with or on uniforms.

C. Uniforms must be clean and in well-pressed condition.

D. Shirts must always be worn tucked in.

E. Footwear must be clean and polished.

F. Uniforms must be identical to each other.

G. Uniforms must cover tattoos. E.g., Long sleeve shirts, shirt collars buttoned, full length slacks and/or pants.

H. Armed security guards shall wear weather-proof uniforms and footwear during inclement weather conditions.

I. Armed security guards shall wear a picture identification badge containing the armed security guard’s photo, full name, and the company they represent.

J. Badges must be worn in a uniform manner, on the outermost garment, in full view above the waist.

K. Badges must be able to withstand inclement weather.

L. Armed security guards shall maintain a neat, professional image, and a fitness level appropriate to the physical demands as specified herein.

M. Armed security guards shall not have tattoos that are determined by ARS to be:

1. Obscene.

2. Gang affiliated.

3. An advocate for sexual, racial, ethnic, or religious discrimination.

N. Armed security guards shall not attach, affix, or display body piercings on any exposed body part, except that women may wear one matching, small, conservative earring per earlobe that fit tightly without extending below the earlobe.

O. Armed security guards shall wear body armor when instructed by ARS.

1.14 ARKANSAS STATE POLICE CRIMINAL BACKGROUND CHECK REQUIREMENTS

A. When requested by TSS OSP, the Contractor shall complete and provide the results from the Arkansas State Police (ASP) Criminal Record Search Form ASP 122 on all their employees prior to placement on the former Army-Navy property, including employees that may be added at a later date. Online background reports will not be accepted.

1. Criminal background checks must include, at a minimum, the following:

a. Employment history.

b. Conviction records.

c. Ongoing criminal charges.

d. Credit check.

e. Driving record.

2. Criminal background checks must be current. Current is defined as background reports which are dated and received by TSS OSP within seventy-two (72) hours of being sent from ASP for review.

3. Criminal background checks which are not current will not be considered. If for some reason, ASP is delayed in sending the criminal background checks to ARS, ARS will accept proof of payment and application from Contractor to receive the reports as compliant with this requirement.

4. Contractor’s employees who do not pass a criminal background check shall not be allowed to work or visit the former Army-Navy property.

5. ARS reserves the right to determine if a Contractor’s employee passes or fails the criminal background check based on the results of the check.

6 ARS reserves the right to terminate the contract resulting from this IFB if evidence shows any signs of tampering of background reports.

7. ARS reserves the right to request, at no cost to the State, additional background checks on any employee at any time during the initial term of the contract or during any renewal periods should good cause exist and is provided to the Contractor. ARS shall have sole authority to determine good cause. If requested ARS, the Contractor shall have the additional background checks performed.

B. Contractor shall maintain criminal background checks on all their employees throughout the contract period and during any renewal periods.

C. Contractor shall be responsible for all cost associated with the criminal background checks.

1.15 EMPLOYEE POLYGRAPH EXAMINATIONS

A. ARS reserves the right to have Contractor's employees take polygraph examinations under the provisions of Public Law #100-347,29USC 2001 Et. seq.

1. Contractor shall assume all cost associated with Polygraph examinations.

1.16 EMPLOYEE DRUG TESTING REQUIREMENTS

A. Contractor shall have each individual drug tested who will be assigned to the Army-Navy property at any time throughout the aggregate term of a contract. ARS reserves the right to restructure the drugs tested as needed.

1. Contractor shall assume all cost associated with drug testing.

B. Drug test must include but not limited to detect the following drugs:

1. Marijuana (THC)

2. Cocaine

3. Opiates

4. Amphetamines

5. PCP

6. Other drugs as the need occurs

1.17 INSURANCE REQUIREMENTS

A. When requested by TSS OSP, prior to award of a contract, the Contractor shall furnish an approved

“Certificate of Insurance” and must maintain the following insurance Requirements throughout the contract period and any renewal periods. The Contractor shall notify ARS of any intention to cancel the insurance within ten (10) Business Days.

B. The insurance must not be modified without ARS approval.

C. The Contractor shall have the following liability limits:

Commercial General Liability Each Occurrence $1,000,000.00 General Aggregate $2,000,000.00

Automobile Liability Combined Single Limit $1,000,000.00

Worker’s Compensation and Employer’s Liability

Worker’s Compensation Statutory Limits Employer Liability $100,000.00 Disease Each Employee $100,000.00

D. The Contractor shall assume all liability for any accidents that may occur directly or indirectly by the

Contractor and the Contractor's employees during contract work.

E. The Contractor shall name Arkansas Rehabilitation Services as the Certificate holder on each Certificate of Insurance with the following information:

1. Contract number which will be provided prior to award.

Arkansas Rehabilitation Services Attn: Purchasing P.O. Box 3781 Little Rock, AR 72203

F. The Contractor shall supply ARS with replacement Certificates of Insurance not less than thirty (30) Business Days prior to the expiration dates or renewal dates of any insurance policies reflected on such certificates.

G. The Contractor shall purchase at the Contractor’s own expense an insurance policy to cover the

Contractor’s owned property.

1.18 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services provided that a Contractor shall meet in order to avoid assessment of damages.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Scope of Work identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. The State has the right to modify, add, or delete Performance Standards throughout the term of the contract, should the State determine it is in its best interest to do so. Any changes or additions to performance standards will be made in good faith following acceptable industry standards and may include the input of the Contractor so as to establish standards that are reasonably achievable and mutually agreed upon.

D. All changes made to the Performance Standards will become an official part of the contract.

E. Performance Standards will continue throughout the aggregate term of the contract.

F. Failure to meet the minimum Performance Standards as specified shall be considered a breach of any contract that gets awarded hereunder. The State may pursue any remedies it has at law, equity, and/or under such contract including, without limitation, termination, or cancellation of contract and/or the imposition of liquidated damages.

G. In the event a Performance Standard is not met, the Contractor may be allowed to defend or cure the insufficiency. The State has sole and final determination of the acceptability of any cure.

Performance Standards

Criteria Standard Damages

Staffing. Armed security guards on site at the former Army-Navy hospital property as specified in the IFB. 100% Required.

Monthly invoice will be deducted at the hourly bill rate for each 15-minute increment the Contractor fails to provide armed security guards.

Qualified and trained armed security guards.

Armed security guards who are qualified, trained, and armed to fulfill the Requirements of the IFB. 100% Required.

1% to be deducted from the monthly invoice per each armed security guard who fails to report for duty, armed and equipped.

Reports. Incidents to be reported within one

(1) hour of learning of a situation.

5% to be deducted from the monthly invoice for each occurrence where the Contractor fails to report incidents within one

(1) hour.

Current list of armed security guard.

Armed security guard list is kept updated for the Army-Navy property.

$1,000.00 credit on monthly invoice for each occurrence during the month whereby the Contractor fails to update the armed security guard list.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

5. Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract will be from date of award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and agency, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

B. Prospective Contractor shall bid on all items. Should a Prospective Contractor fail to price one or more of the items in ARBuy, the Prospective Contractor’s bid may be rejected.

2.3 RESPONSE DOCUMENTS

A. All bid and pricing responses must be submitted through ARBuy, the State’s eProcurement system.

The system can be accessed at https://arbuy.arkansas.gov.

1. Pricing must be proposed in U.S. dollars and cents.

B. Bid Response Packet

1. The following are Bid Submission Requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Exceptions Form, if applicable.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. One (1) signed Mandatory Site Visit Verification Form. (See Attachment A - Mandatory Site

Visit Verification Form.)

d. Certificate of Liability (See Insurance Requirements.)

e. Copies of Commissioned guards I.D. badge.

https://arbuy.arkansas.gov/

f. Copy of company’s license issued by the State of Arkansas’s Board of Private Investigators and Security Agencies.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. Prospective Contractor shall enter the monthly bill rate (unit cost) in the ARBuy portal only.

B. Prospective Contractor shall enter the hourly rate of pay for each armed security guard staff in the Bid Response Packet.

C. Prospective Contractor shall include all costs associated with fulfilling the Requirements of this IFB, including but not limited to costs associated with the following:

1. Staffing, labor, equipment, and materials.

2. Hourly rate of pay for all armed security guard staff.

3. Overtime and Holiday pay for all armed security guard staff.

4. Insurance, licenses, fees.

5. Administrative expenses.

6. Indirect expenses.

7. Uniforms.

8. Supervisors.

9. Criminal Background Checks, drug screenings, and training.

10. Testimony, legal fees, and court appearances.

D. If any cost is not identified by the successful Contractor but is subsequently incurred to achieve successful operation, the Contractor shall bear this additional cost.

E. To allow time to review bids, prices must be valid for 90-days following the bid opening.

F. DO NOT submit any ancillary information not related to actual pricing.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Services Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Services Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.6.A and 2.6.C.

2.7 PRICE ESCALATION

A. Price increases may be negotiated at the time of contract renewal at the discretion of the State.

1. Any request for a price increase must include supporting documentation demonstrating that the increase in contract price is based on an increased cost to the Contractor and that the proposed pricing is still competitive in the marketplace. Increases will not be considered to increase profit or margins.

2. ARS and/or TSS Office of State Procurement, has the right to approve or deny any request for a price adjustment.

B. In the event of a general price decrease, the State shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/