ESBD_365243_1719436664791_644-24-052324 - SecurGuard ESBD 062624.pdf

Texas Juvenile Justice Department 1801 N Congress Ave., Ste. 13.1400

Austin, TX 78701

REQUEST FOR PROPOSAL

Fort Worth District Office Security Guard

RFP# 644-24-052324

NIGP Class/Item 990-46

Posting Date: June 26, 2024

Solicitation 644-24-052324

Table of Contents

Section I General Information 3

Section II Statement of Work 4

Section III Proposal Submittal Information 10

Section IV General Requirements 22

Exhibit A Execution of Offer 23

Exhibit B Price Form 25

Exhibit C Terms and Conditions 26

Exhibit D HUB Subcontracting Plan (HS P) 39

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The purpose of this solicitation is for Texas Juvenile Justice Department (TJJD) to solicit respondents for uniformed armed security guard services for TJJD’s Fort Worth District Office to ensure the TJJD staff have a safe environment to work within and reduce the impact of criminal activity on state leased property. The submitted response must address the general requirements provided in this solicitation.

B. BACKGROUND:

TJJD, the state’s juvenile corrections agency, promotes public safety and provides a safe and secure environment where youth in the care of TJJD are present. TJJD is soliciting bids for one (1) Uniformed Armed Security Guard for TJJD Fort Worth District Office, Juvenile Parole Department.

The office is located at 2462 E. Long Ave., Fort Worth, TX 76106.

C. PERIOD OF PERFORMANCE:

The contract term will consist of an initial term of one (1) year and six (6) months base period with one

(1) additional one (1) year renewal option period, at the TJJD’s discretion:

Period Dates Base Period September 1, 2024 – February 28, 2026

Renewal Option Period 1 March 1, 2026 – February 28, 2027

The Renewal will be agreed upon by both parties in writing by contract amendment. Any renewals shall be at the same terms and conditions stated in the contract, including any approved changes.

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this RFP will be:

Vickie Griffin, CTCM, CTCD

Texas Juvenile Justice Department 1801 N Congress Ave., Ste. 13.1400, Austin, Texas 78701

Telephone: (817) 378-2133 Email: Vickie.Griffin@tjjd.texas.gov

Secondary Contract Specialist Contact:

Jeanette Vrabel, CTCM, CTCD Texas Juvenile Justice Department 1801 N Congress Ave., Ste. 13.1400, Austin, Texas 78701 Telephone: (512) 490-7217

Email: Jeanette.Vrabel@tjjd.texas.gov

The Contract Specialist will be the point of contact throughout the solicitation process. No other TJJD staff will be able to provide information or answer questions regarding this

Solicitation 644-24-052324 mailto:Vickie.Griffin@tjjd.texas.gov mailto:Jeanette.Vrabel@tjjd.texas.gov solicitation. The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated Agency representative, e.g., during contract negotiations, if any. Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (HSP), the HUB coordinator may be contacted or the contact for the site visit at:

2. TJJD Historically Underutilized Business (HUB) Coordinator

Name: Kellie Love Telephone: 254-218-2065 Email: Kellie.Love@tjjd.texas.gov

3. Location Point of Contact regarding a site visit:

Name: Tony Roberts Telephone: 817-378-2100 Email: Tony.Roberts@tjjd.texas.gov

E. ADDITIONAL INFORMATION

1. It is the intention of TJJD to issue one contract(s) for the services described within this solicitation.

2. Any Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding contracts

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

TJJD is requesting proposals for uniformed armed security guard services for TJJD’s Fort Worth District Office located at 2462 E. Long Ave., Fort Worth, TX 76106. Services needed are to ensure a safe environment for TJJD youth and for the TJJD staff. This will also help to reduce the impact of criminal activity on state leased property.

B. SCOPE OF WORK:

TJJD is seeking a respondent to provide one (1) uniformed armed security guard that will be posted at TJJD’s Fort Worth District Office. Respondent requirements are as follows:

1. Respondent is required to perform the following tasks:

a. Communicate all schedule changes with the TJJD District Office Regional Manager (i.e.

schedule issues, sick days and emergency situations).

b. Any change of personnel must be coordinated through TJJD Management Staff at the District Office. The Respondent shall provide daily supervision of guards.

mailto:Kellie.Love@tjjd.texas.gov mailto:Tony.Roberts@tjjd.texas.gov

c. Post checks (minimal of three) on site visits weekly by management of Respondent.

d. Shall ensure that guards arrive promptly at the site and guards shall be responsible for unlocking/locking the building (if applicable) at times specified.

e. Provide replacement and/or substitute guards and are instructed on TJJD guard responsibilities when regularly assigned guard separate employment from the Respondent, are reassigned, or are absent due to illness or vacation. Respondent shall ensure coverage at all times without lapse in service. Any substitute guards shall meet the qualifications as a regularly scheduled guard.

f. Shall ensure that guards are provided with key(s) to the building. Duplication of keys is forbidden without written authorization by TJJD Management Staff.

g. Shall exercise all opportunities to minimize security turnover in order to provide optimum constancy in guard assignments.

h. Respondent, as directed, shall provide information regarding persons providing services under the awarded contract and personnel access for a criminal background check including, but not limited to, fingerprinting check, criminal records check, sex offender registration records check, and drug test. Criminal background checks shall be conducted at TJJD’s expense and through TJJD or TJJD’s contract providers for each of the Service Provider’s employees, agents, consultants, subcontractors, subcontractor’s employees, and volunteer workers. Any Service Provider employee, agent, consultant, subcontractor, subcontractor’s employee, or volunteer worker who is unwilling to provide or who does not provide required information will not be allowed to work under this agreement. Any Service Provider employee, agent, consultant, subcontractor, subcontractor’s employee, or volunteer worker shall not work under this agreement until the criminal background check is completed and approval is obtained from TJJD’s Director of Human Resources.

i. Respondent shall notify TJJDs Director of Human Resources of any employee, agent, consultant, subcontractor (including any subcontractor employee) that is arrested, indicted or charged with a criminal offense or who resigns while under investigation for inappropriate conduct or policy violations or is fired during the term of this agreement. All criminal background checks will be conducted in accordance with TJJD policies and procedures.

2. Security guard daily duties will include but not limited to the following tasks:

a. Guard shall be visible primarily in the parking lot and outside of the front entrance door. All areas outside the building shall be monitored on a regular basis using a varied schedule.

b. Guard shall communicate with people entering the office to have them sign in and verify the visitor has legitimate business with TJJD, insuring only clients that have business with TJJD come into the office.

c. Guard shall enforce no loitering or graffiti damage in lobby.

d. Guard shall show a presence of force by walking through TJJD lobby, meeting rooms and restrooms at least once an hour (except when lobby is full).

e. Guard shall look out at the employee parking areas to reduce or prevent criminal activity, illegal parking and vandalism.

f. Guard shall assist TJJD staff in escorting out unruly visitors.

g. Guard shall check to ensure all entrances and exits are secure at the end of the day.

h. Guard shall make daily check-ins by telephone to Awarded Respondent.

i. Guard shall maintain guest sign in log and the log will be turned in to TJJD Regional Manger on the final working day of the month.

j. Guard shall be on-time, participate and communicate directly with the regional manager when issues arise related to staffing, needs and role.

3. Daily Schedule of Security guard.

It is the responsibility of the Respondent to ensure adequate security coverage at all of the noted times in accordance with the terms of the contract. Uniformed armed security guard shall work Monday-Friday, 8 a.m. to 5 p.m. Schedule is as follows:

*SCHEDULE FOR FORT WORTH DISTRICT OFFICE

Monday:

Start- 8:00 am Lunch - 12:00 to 1:00pm End-5:00pm

Tuesday:

Start- 8:00 am Lunch - 12:00 to 1:00pm End-5:00pm

Wednesday:

Start- 8:00 am Lunch - 12:00 to 1:00pm End-5:00pm

Thursday:

Start-8:00am Lunch - 12:00 to 1:00pm End-5:00pm

Friday:

Start-8:00am Lunch - 12:00 to 1:00pm End-5:00pm

*Actual schedules (and lunches) are to be finalized by

District Office Management and awarded Service Provider.

TJJD will provide to Awarded Service Provider TJJD’s holiday schedule.

4. Provided is a summary of deliverables required in this solicitation. Provide any additional deliverable the Respondent plans to execute this effort using Table 1 format below. The summary should include a description of key deliverable/milestone and estimated dates to be completed.

1. Table 1. Sample Deliverable List Format

Deliverable No. Deliverable Description

Work Products

Estimated Due Date

1 Guard selected, background check completed and all certification confirmed by

08/15/2024

2 Guard arrives on-time at the duty location

09/01/24

5. Guard Equipment list:

a. Guard shall be required to carry a firearm. In its proposal, Respondent is to provide TJJD with the type and caliber of firearms its staff are equipped with or allowed to carry; and

b. Guard is to carry duty belt flashlight; and

c. Guard is to carry 2 magazines of ammunition or additional rounds, and

d. Guard is to carry mace; and

e. A motor vehicle or golf cart is NOT required; and

f. Guard is to wear bullet proof vest or ballistic body armor.

C. PERFORMANCE STANDARDS:

1. Acceptable Quality Level (AQL): The awarded respondent recognizes that TJJD is paying respondent to deliver the services specified herein. Respondent is required to meet a minimum quality level to include at least a ninety-nine percent (99%) of security guard services. The AQL is defined as the level of service of the security guard service performance as required and as agreed upon in the contract. When minimum quality is not met then the contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required correctives being taken, damages may be assessed.

2. In the event Service Provider does not provide security guard services as per the requirements of the contract and it is caused by Respondent’s failure to provide these services for reasons within Respondent 's reasonable control and not as a result of any action or inaction of TJJD or any third party (including TJJD equipment and/or third-party equipment), Respondent will, upon TJJD's request, credit TJJD's account as needed. Respondent will, upon TJJD’s request, comply with all corrective action plans that will be determined based upon the issue’s as they arise.

D. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. Deliverables must be provided on the days and times specified. Any changes to the schedule for the delivery days and times, Respondent must notify the TJJD regional management staff, or designate, by phone call or email, no less than one (1) day prior to change.

2. All deliverables must be submitted in a format approved by the Agency contract manager.

3. If the deliverable cannot be provided by the scheduled timeframe, on any given day between

Monday thru Friday, the Respondent is required to contact the TJJD regional management staff, or designate. Respondent shall submit in writing with the reason for the delay/change and the proposed revised post schedule. The request for a revised post schedule must include the updated guard information to include first and last name, qualifications and background check.

4. A request for a revised post schedule must be reviewed and approved by TJJD regional management staff, or designate before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised post schedule.

Relevant quality assurance processes that will apply, such as change management, acceptance, and risk and issue management. Respondent will utilize an agreed upon Project Management methodology.

E. Acceptance Once a Security guard is assigned, TJJD Parole Department will confirm that the services were performed according to the following criteria for acceptable contractor performance:

1. Security Guard arrived promptly at the scheduled time for performing daily tasks.

2. Security Guard will perform daily check-in with its company.

3. Awarded Respondent shall perform services per established TJJD standards and guidelines;

4. Service Provider always maintained professional composure when on site (if site visit was needed).

5. Awarded Respondent shall submit daily log with timesheet.

F. COMPANY QUALIFICATIONS:

The Company shall have the experience and qualifications required to provide the services requested in the solicitation including, but not limited to, the following:

1. Respondent shall be licensed by the Texas State Board of Private Investigators and Private Security Agencies. Service Provider is to submit a copy of said license with proposal.

2. Respondent and/or Key Personnel must have a minimum of five (5) years of providing armed security guard services.

2. Company must have previous experience providing security services in an urban area will be critical.

3. Past performance will be critical with ensuring the provider meets expectations with being on-time, practicing security standards and ensuring the work environment is safe.

4. Respondent shall be able to handle the complexity of the work that deals with managing security for a district office located in Fort Worth, Texas. The district office is located in area that experiences frequent crime.

5. Liability Insurance:

Section 1: Respondent shall maintain liability insurance in the amount of $2,000,000.00 for each occurrence of negligence. The insurance must also cover injury to a youth that occurs when the youth is in Respondent’s care, custody, or control.

Section 2: Respondent shall provide the TJJD Contracts Department proof of insurance listing TJJD as an additional insured upon contract execution, upon insurance renewal if coverage expires during the contract term (including contract extensions, if any), and upon request.

Section 3: The required insurance coverage, in the above-stated amount, must be maintained during the term of this contract and through any subsequent extensions. Failure to maintain the required insurance coverage may result in termination of this contract or sanctions.

G. PERSONNEL QUALIFICATIONS:

1. Any guards assigned to TJJD shall have and maintain a Level III Commissioned Security Officer certification from the Texas Department of Public Safety (DPS).

2. Any guard assigned to the TJJD shall be courteous, reliable, trained in confrontation handling, security guard methods and procedures. Guard assigned to TJJD shall be at a minimum of twenty

(20) years of age and possess a high school diploma or equivalent.

3. An affidavit shall be required from the respondent certifying that, to his/her knowledge, the guard assigned to the TJJD has no felony convictions or pending charges, no dismissals with cause within the past three (3) years, a history of dismissal with cause from security or police work, have no alcohol or narcotic dependency and have not been declared mentally incompetent by a jurisdictional court. This affidavit shall be presented within five (5) business days of Contract award.

If the contents of the affidavit are found to be untrue at any time or if any of the noted conditions above occur then TJJD may impose sanctions up to and including immediate termination of the Contract.

4. Guard(s) shall be CPR certified and the appropriate certificates shall be furnished to TJJD management staff at the site location within five (5) business days of contract award.

5. Any change of personnel must be coordinated through TJJD Management Staff at the TJJD Fort Worth District Office. The respondent shall provide daily supervision of guards.

6. Replacement and/or substitute guards shall be provided by the respondent and instructed on TJJD guard responsibilities when regularly assigned guard separate from the awarded respondent company, are reassigned, or are absent due to illness or vacation. Any substitute guards shall meet the qualifications as a regularly scheduled guard.

7. TJJD Management Staff may require Respondent to remove and/or replace any guard(s) deemed incompetent, careless, or otherwise objectionable.

H. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at FTWinvoice@tjjd.texas.gov and/or via regular mail to, Fort Worth District Office; 2462 E. Long Ave.

Fort Worth, Texas 76106.

Awarded Respondent shall submit monthly invoices to the TJJD District Office no later than ten (10) days from the last day of the month for which payment is requested.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit monthly invoices showing the Awarded Respondent name, address, TJJD contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of TJJD Contract Manager, vendor remit to address, and telephone number. No payment whatsoever shall be made under this contract without the prior submission of correct and itemized invoices. Payments under this contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under this Contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

mailto:FTWinvoice@tjjd.texas.gov

I. TJJD RESPONSIBILITIES:

1. TJJD will be required to do criminal background checks of Awarded Respondent staff that will work under the contract. TJJD’s designated contact for criminal background checks is the Director of Human Resources at (512) 424-5079. TJJD has sole discretion to decide which persons working under the Awarded Contract are required to submit to a criminal background check and which persons shall be excluded from TJJD facilities or other work under the Awarded Contract or subject to other security restrictions.

2. TJJD will approve any Awarded Respondent’s employee, agent, consultant, subcontractor, subcontractor’s employee, or volunteer worker in accordance with TJJD policies and procedures.

3. TJJD Management Staff may require Respondent to remove and/or replace any guard(s) deemed incompetent, careless, or otherwise objectionable.

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS: The following dates represent TJJD’s desired schedule of events associated with this solicitation. TJJD reserves the right to modify these dates at any time, with appropriate notice to prospective respondents.

EVENT DATE

Issue solicitation June 26, 2024 Pre-proposal Conference (non-mandatory) July 10, 2024,1:00 P.M. CT Deadline for Submission of Questions July 17, 2024, 3:00 P.M. CT Response to vendor questions posted to ESBD July 19, 2024 Deadline for Submission of Proposals July 29, 2024, 3:00 P.M. CT Complete Evaluation and Review of Proposals August 16, 2024 Execute Contract August 23, 2024 Commence Services September 1, 2024

All inquiries that result in a change to the solicitation or that TJJD deems necessary for clarifications will result in a written addendum.

1. Pre-proposal Conference

A non-mandatory pre-proposal conference, attendance in person is optional, however, the meeting will be conducted through- Microsoft Teams Meeting. Anyone who would like to attend in person may attend at TJJD’s Fort Worth District Office located at 2462 E. Long Ave., Fort Worth, TX 76106, at date and time in the Scheduled of Events, stated above.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 216 296 689 02

Solicitation 644-24-052324 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM4ZWUxZmEtZTlmZC00ZjgwLTg3NjMtZTdjNGYxNDFiNjg4%40thread.v2/0?context=%7b%22Tid%22%3a%229a8daaa9-08e8-4b8b-9e7f-d3c33453f4cb%22%2c%22Oid%22%3a%2210fbc418-27f0-40ea-904b-57c48d937f6c%22%7d

Passcode: toS3B9

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions

The following paragraphs set forth instructions for proposal preparation and the required format. These instructions are designed to assure the submission of information essential to the understanding and comprehensive evaluation of the Respondent's proposal.

Proposals shall be prepared in accordance with these instructions providing all required information in the format specified. Failure of a proposal to show compliance with these instructions may be grounds for exclusion of the proposal from further consideration.

2. Submission of Proposal Proposals must be typed using 12-point font print, all pages numbered, a table of contents included, and sections clearly tabbed. Do not submit printed firm brochures with the Proposal. Proposals shall be submitted under the tabs as described above.

a. Each proposal must contain individual sections, as well as subsections addressing each of the solicitation criteria in order.

b. Proposals must be received by TJJD by email to the TJJD contact person listed in this solicitation.

Proposals must be received by TJJD on or prior to the due date stated in the Schedule of Events.

c. Proposal should be attached as one (1) PDF file in an email and emailed to the TJJD contact person for this solicitation. The email subject line must have the solicitation number and name and respondent’s business name. The text in the email shall contain this information along with the submittal deadline/opening date, and time. It is the Respondent’s responsibility to ensure that the email for the proposal contains this information and is emailed to TJJD by the specified due date and time. TJJD is not responsible for delays that may occur in electronic submission or email servers.

d. Receipt of all addenda to this solicitation should be acknowledged by returning a signed copy of each addendum to the response as part of the Respondent’s submitted proposal. The Respondent’s failure to acknowledge receipt of all addenda to this solicitation will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

e. Responses submitted shall constitute an offer for a period of one hundred twenty (120) days or until award is made by TJJD, whichever is later.

f. Respondent is responsible for all of their own costs of proposal preparation and submission for this solicitation.

g. The Department incurs no obligation regarding this solicitation unless and until a contract is fully executed by the parties. However, all proposals received by the Department will remain confidential until the evaluation process is complete.

h. Proposals will be subject to the Texas Public Information Act (Act), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Respondent may request protection of trade and confidential information from public release by clearly marking each page on which this information appears with “Confidential” in bold face type at least 14-point font, however all information submitted is subject to the Act and considered for release.

i. Prospective Respondents are asked to bear in mind that all material submitted should be directly pertinent to the requirements of the solicitation. Extraneous narrative, elaborate brochures, uninformative PR material, etc. shall not be submitted.

j. Telephone, mail or facsimile transmission of proposal will not be accepted.

k. Proposals from a partnership shall be signed in the firm name by at least one (1) general partner or in the firm name by an Attorney-in-fact. If signed by an Attorney-in-fact, there shall be attached to the Proposal a Power of Attorney evidencing authority to sign the Proposal, dated and executed by all partners in the firm. Proposals from a corporation shall have the correct corporate name thereon and the signature of an authorized officer of the corporation.

Title of office held by the person signing for the corporation shall appear below the signature of the officer. Proposals from an individual doing business under a firm or fictitious name shall be signed in the name of the individual doing business under the proper firm name. Proposals of a joint venture shall be signed by all members or by a member of the joint venture if there is attached to the Proposal a copy of the Joint Venture Agreement evidencing that the Proposal is signed by the member who has authority to bind the Joint Venture.

Unsigned proposals will not be considered under any circumstances.

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Content: Below is a summary of requested information. Proposal submitted without this information will be evaluated accordingly. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents must be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1 Transmittal Letter, addendums (if applicable), all signed, and preferences TAB 2 Company Information and organization, and organization profile TAB 3 Work Plan-Experience and Qualifications, Personnel qualifications TAB 4 License and Certifications TAB 5 Program components, implementation, and commencement of services TAB 6 Price form (Exhibit B) TAB 7 Execution of Offer (Exhibit A) TAB 8 References TAB 9 Solicitation Exceptions and/or Assumptions TAB 10 HUB Subcontracting forms

2. Description of TAB Information Content

TAB 1: Transmittal Cover letter, addendums and Preferences

a. Transmittal Cover Letter, limited to two (2) pages, which shall include a brief statement of the Respondent’s understanding of the work to be performed and summary of proposed features, signed.

b. Acknowledgement of solicitation addendums, if applicable, signed; and

c. Preferences: Describe all procurement preferences to which you are entitled under the Texas Government Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas.

TAB 2: Company Information and organization, and organization profile

a. Company Information: Including, but not limited to the following:

1. Description of Individual or Entity (e.g. Company), names and addresses of principal officers, directors, or partners

2. Ownership, if a corporation, include the date and state of incorporation

3. Primary Service location(s)

4. Physical and mailing address, if different

5. Other service locations

6. Telephone and facsimile number

7. E-mail address and phone number of Respondent’s primary contact

8. Provide the name and address of the Respondent's insurance carrier, for the purpose of responding to this solicitation, the Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in the Terms and Conditions. Only Awarded Respondent will be required to provide insurance policy documentation.

9. Statement about whether or not any content in the Respondent’s proposal is or will be copyrighted.

10. Describe any litigation your key personnel and company has been involved in over the past five (5) years.

b. Company Organization, Organization Profile This tab shall consist of the Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the requirements of this solicitation.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

1. This section shall contain a clear description of the entity submitting the proposal, including an outline of the history of the organization, organizational capabilities, goals and purposes, an organizational chart listing staff member and all satellite offices, and days and hours of operation.

TAB 3: Work Plan-Experience and Qualifications, Personnel qualifications

Respondent shall provide:

a. Experience, Qualifications and Personnel Qualifications (70 Points):

This section shall consist of Respondent’s overall experience provided in the past 5 years.

Describe services your organization have provided in the past five (5) years that demonstrates your organization’s capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided.

Also, provide any experience in providing similar security guard in correctional facilities or similar setting. Description on how respondent intends to meet the goals as stated in this solicitation.

Provide a detailed description of the proposed security guard services.

b. Personnel Qualifications:

Provide key personnel qualifications and describe services key personnel have provided in the past five (5) years. Describe qualification that shall include but not limited to, experience in security guard services, rating on accuracy of attendance, physical capabilities of outdoor patrolling, and daily communication skills of guard and Respondent’s communication with TJJD.

TAB 4: License and Certifications(pass/fail)

a. Guards assigned to TJJD shall have and maintain a Level III Commissioned Security Officer certification from the Texas Department of Public Safety (DPS). This certification shall be provided in proposal.

b. Respondent shall submit copy of license by The Department of Public Safety, Texas State

Board of Private Investigators and/or Private Security Agencies as required certifications and/or licenses under this TAB

TAB 5: Program components, implementation, and commencement of services (20 Points):

Respondent shall provide:

a. Description of how respondent intends to meet the goals as state in this solicitation. Provide a detailed description of the proposed security guard services;

b. Describe the process the Respondent will perform in assigning a security guard;

c. Explain how the services will be implemented;

d. Include the proposed process of providing a security guard and structure of respondent’s staff for communication;

e. An implementation plan that starts from the date of signing of a contract and includes but not limited to assigning a guard, submitting required documents, guard replacement or substitution, establish guard initial start date. Limit response to facts, solutions to problems and plans of proposed action.

TAB 6: Price Form (Exhibit B) (10 Points)

Provide and submit Exhibit B with proposal.

TAB 7: Execution of Offer (Exhibit A)

Respondent shall complete and submit the Exhibit A with their proposal.

TAB 8: References: (P/F)

Provide a minimum of three (3) references for which similar services were performed or provided in the last three (3) years. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation. Respondent shall not include contracts where they performed only as a subcontractor or provided only partial delivery of services. Include program description, contact names, position, agency or organization name, e-mail address, and telephone number (working numbers) for each reference listed. Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Vendor shall furnish the following information for each past and present reference contract:

1. Name of contracting activity;

2. Contract number;

3. Total contract value;

4. Dates of contract performance;

5. Description of services performed;

6. Contracting officer and telephone number; and

7. Program/technical manager and telephone number.

TAB 9: Solicitation Exceptions and /or Assumptions:

In this section, Respondent shall indicate compliance with solicitation requirements set forth in the solicitation. It is not necessary to respond on a paragraph by paragraph basis; but to identify by reference, any exceptions in a single statement. If the Respondent agrees to the terms of the solicitation in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the proposal and any exceptions and/or requested changes. All deviations from the solicitation requirements or terms and conditions shall be fully explained and justified.

TAB 10: HUB Subcontracting Plan (HSP)

Respondent is to provide a HUB Subcontracting Plan with their proposal. The form to be used is attached as Exhibit D.

D. Historically Underutilized Business TJJD’s promotes and encourages contracting and sub-contracting opportunities for State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to sub-contract with HUBs and may obtain assistance from TJJD to identify available HUBs, prior to, and after the award of any contracts from TJJD. TJJD and its contractors shall make a good faith effort to meet or exceed the statewide HUB participation goals set by the Texas Comptroller of Public Accounts.

TJJD uses CPA policies regarding HUBs.

Respondent must state whether it is a Texas Certified Historically Underutilized Business (HUB). If yes, submit a copy of registration.

It has been determined by TJJD that there are probable subcontracting opportunities in the scope of the work for this proposal/offer. Please fill out the HUB Subcontracting Plan forms and instructions, as part of Exhibit D.

TJJD has provided a Good Faith Effort of potential areas of subcontracting based upon the TJJD’s understanding of this procurement request. Respondents are not limited to the potential subcontracting areas listed below. TJJD is relying upon the respondent’s expertise to also fully identify subcontracting opportunities that best align with their organization and this procurement request. Respondents, who intend to subcontract, are responsible for identifying all areas that will be subcontracted and must perform a good faith effort process for each identified subcontracting area as required by the HUB Subcontracting Plan Form documents.

HUB subcontracting opportunities may be available in the following commodity class/item codes:

Class Item Description

990 46 Guard and Security Services

The list above is not, nor is it intended to be, a comprehensive list that identifies all subcontracting opportunities.

E. INQUIRIES:

1. All inquiries should be submitted in writing to

Primary Contact:

Vickie Griffin, CTCM, CTCD by email to Vickie.Griffin@tjjd.texas.gov

Secondary contact:

Jeanette Vrabel, CTCM, CTCD, by email to Jeanette.vrabel@tjjd.texas.gov

2. All relative inquiries will result in written responses by addendum and posted to the Electronic State

Business Daily (ESBD) at: http://www.txsmartbuy.com/esbd. If provider does not have Internet access, copies may be obtained through the point of contact listed above.

3. Beside written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the solicitation with any potential service provider or their representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this RFP.

4. Any changes to this solicitation will be posted as an addendum on the ESBD. It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Failure to periodically check the ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

If this solicitation is amended by addendum all terms and conditions which are not modified remain unchanged.

F. THE AGENCY REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, must be made through TJJD Contracts Department. All correspondence and communication, including written questions, shall be directed to TJJD’s contact person listed in this solicitation.

Written answers to the questions will be provided to all respondents thru the ESBD by addendum(s).

Respondent should only rely on the written information provided in this manner. Respondent are specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing their proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondents are specifically cautioned against relying on any oral information. The responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addendums thereto. Unauthorized contacts with TJJD personnel could result in the proposal being rejected in its entirety.

mailto:Vickie.Griffin@tjjd.texas.gov http://www.txsmartbuy.com/esbd

G. POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Email: ______________________________________________

Street Address:

City: State: Zip Code:

H. QUESTION AND ANSWERS:

Respondents must submit all questions regarding this solicitation by email to the TJJD point of contact for this solicitation. Questions regarding this solicitation will be accepted by the date and time specified in the Schedule of Events. The Agency will respond to questions received no later than the date and time specified in the Schedule of Events.

By submission of an inquiry, Respondent acknowledges that the applicable inquiry and official answer may be shared with other Respondents and therefore Respondents will not include any confidential or proprietary information in such inquiries. The Agency will not identify the Respondent that submitted any particular inquiry.

I. DELIVERY OF PROPOSALS:

1. Proposals shall be emailed to TJJD at the following email addresses:

tjjd-contracts-ebids@TJJD.Texas.Gov

2. Proposals emailed to TJJD after the deadline stated in the Schedule of Events in this section may be disqualified and will not be evaluated.

J. PROPOSAL OPENING:

1. Proposals will be received until the date and time established for receipt. Proposals will be opened at stated time on the date of the Deadline for Submission of Proposals per the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable when in response to this solicitation.

3. All submitted Proposals become the property of the State of Texas, after the deadline/opening date.

Prices and terms will not be divulged until after contract award.

K. EVALUATION PROCESS:

Selection of proposal for award will be based on the Best Value to TJJD. TJJD will solely determine the Best Value through evaluation of each proposal. TJJD reserves the right to reject any and all proposals, or to re-solicit or cancel this RFP, if such action is deemed in the best interest of the State of Texas and TJJD.

mailto:tjjd-contracts-ebids@TJJD.Texas.Gov

1. An evaluation committee will be established by TJJD to review and evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to anyone about the status of the proposals while they are under evaluation.

2. At any stage in the process, TJJD may request clarification or additional information to provide the required service(s). Respondent’s responses will become part of their proposal. TJJD reserves the right to accept or reject all or part of any proposal, waive minor technicalities, and award the contract to best serve the interest of the State.

3. Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation.

Minor irregularities: To be considered responsive, a proposal must set forth full, accurate, and complete information and all forms must be signed as indicated and as required by this solicitation.

If the requirement that is not met is considered a minor irregularity or an inconsequential variation, an exception may be made at the discretion of TJJD and the proposal considered responsive. This may occur only if the variation has negligible significance to price, quality, quantity, or delivery of services and does not affect the competitiveness of other proposals. Please note - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity.

4. The Evaluation Committee will determine the respondent’s proposal to select for award of a contract.

The proposals meeting the minimum qualifications described in this solicitation, will be scored and ranked. The highest ranked respondents may be asked to make presentations to the evaluation committee (if applicable). Each presentation will be scored and factored into an overall score. The highest scoring proposal will be selected for award of a contract. Negotiations may be conducted with one or more of the highest ranked respondents to ensure best value is obtained. Best and final offers (BAFOs) may be requested. This will be at the sole discretion of TJJD. TJJD would request BAFOs by email.

5. In evaluating Proposals to determine the best value for the State of Texas, TJJD may consider information related to past contract performance of a Respondent including, but not limited to, State of Texas Vendor Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. Prior work performance with TJJD and other state agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TJJD or another state agency may be disqualified.

6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Texas Government Code. Respondent may fail this selection criterion for any of the following conditions:

a. A grade lower than “C” in the Vendor Performance System;

b. Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts

(CPA);

c. Having repeated negative Vendor Performance Reports for the same reason; or

d. Having purchase orders that have been cancelled in the previous 12 months for non-performance (i.e. late delivery, etc.).

Vendor performance information is located on the CPA web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

7. TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of vendor

Solicitation 644-24-052324 https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of TJJD, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

L. EVALUATION CRITERIA

The evaluation process includes an evaluation of the written proposal which may result in scoring to develop a short list of Respondents that may continue to the best and final offer (BAFO) stage or result in one Respondent that is to be awarded if that Respondent clearly outscores all other Respondents.

The BAFO stage may possibly include oral presentation, demonstrations, interview, and/or site visits in an effort to fully understand a Respondent’s capabilities. If there are two stages, the preliminary scoring will be based on the total points awarded by the Evaluation Committee. After oral presentations (if any), evaluators will reevaluate proposals of the “short list” using the same criteria and will use these scores as the final evaluation scores

Award selection will not be based solely on price. It will be based on the qualification and specifications as mentioned in this solicitation to determine best value for the State.

TJJD reserves the right to request additional information in an effort to fully understand a Respondent’s capabilities.

The Evaluation Criteria and their respective weights are as follows:

A. Company Workplan: Experience and Qualifications and Personnel Qualifications 70% B. Program components, implementation, and commencement of services 20% C. Price 10% 100%

EVALUATION CRITERIA

Completeness of Response Responses to this RFP must be complete and responsive. Responses that do not include the proposal content requirements identified within this RFP (under Proposal Content Submission) and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Administrative Review and will receive no further consideration.

Pass/Fail

License and Certifications

1. Guards assigned to TJJD shall have and maintain a Level III Commissioned Security Officer certification from the Texas Department of Public Safety (DPS). This certification shall be provided in proposal.

2. Respondent should submit copy of license by The Department of Public Safety, Texas State Board of Private Investigators and/or Private Security Agencies as required certifications and/or licenses.

Pass/Fail

References Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation.

Pass/Fail

Workplan: Experience and Qualifications, Personnel qualifications Experience and Qualifications:

Respondent shall provide:

1. This section shall consist of Respondent’s overall experience provided in the past 5 years. Describe services your organization have provided in the past five (5) years that demonstrates your organization’s capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided. Also, provide any experience in providing similar security guard in correctional facilities or similar setting. Description on how respondent intends to meet the goals as stated in this solicitation. Provide a detailed description of the proposed security guard services.

70 Points

Program components, implementation, and commencement of services:

Respondent shall provide:

1. Description of how respondent intends to meet the goals as stated in this solicitation. Provide a detailed description of the proposed security guard services;

2. Describe the process the Respondent will perform in assigning a security guard;

3. Explain how the services will be implemented;

4. Include the proposed process of providing a security guard and structure of respondent’s staff for communication;

5. An implementation plan that starts from the date of signing of a contract and includes but not limited to assigning a guard, submitting required documents, guard replacement or substitution, establish guard initial start date. Limit response to facts, solutions to problems and plans of proposed action.

20 Points

Price The proposed prices set forth in Exhibit B will be evaluated in terms of reasonableness, competitiveness with other Respondents, similar programs in the marketplace, and the ability of TJJD to commit to the expense.

10 points

TOTAL MAXIMUM POINTS 100 points

M. REDACTED ELECTRONIC COPY:

Under House Bill 3430, 80th Texas Legislature, (transferring Section 2177.052, Texas Government Code, to Chapter 322, Texas Government Code and re-designating it as Section 322.020) and as per the following requirements, no later than two (2) business days after Awarded Respondent’s receipt of notice from TJJD of Awarded Respondent’s tentative contract award, Awarded Respondent (and no other service providers) must deliver to TJJD via email one (1) electronic copy of its complete and redacted proposal in compliance with all of the following requirements.

1. A copy of Awarded Respondent’s proposal, in searchable pdf format, which has excised, blacked out, or otherwise redacted information from its proposal that Awarded Respondent reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information

Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Awarded Respondent’s Proposal, such as social security numbers).

2. An Appendix for Awarded Respondent’s…