ESBD_434690_1752509385479_IFB_HHS0016270_Armed and Unarmed Emergency Security Guard.pdf

PCS 137 - SERVICES

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Cecile E. Young, Executive Commissioner

Invitation for Bids (IFB) for

Armed and Unarmed Emergency Security Guard Service –Region 01

IFB No. HHS0016270

NIGP Class/Item No(s): 990-46 Guard and Security Services

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

IFB Date Posted to ESBD 07/14/2025

Questions or Clarifications Submission Deadline 07/17/2025, 10:30 AM

Responses to Questions or Clarifications - Addendum posted on the ESBD

07/21/2025

Response Deadline: Responses to this IFB must be received 08/06/2025, 10:30 AM

Anticipated Contract Start Date 09/01/2025

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Table of Contents 1 Introduction and Purpose of IFB

1.1 Authority

1.2 Historical Monetary Value

1.3 No Guarantee of Volume, Usage or Compensation

1.4 Negotiation, Exceptions or Assumptions

1.5 IFB Components

2 Procurement Schedule

3 Withdrawal or Amendment of Response

4 HHSC Overview

5 Definitions

6 General IFB Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Binding Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 IFB Questions or Clarifications

6.8 Notification of Addenda or Cancellation

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements

8.1 HUB Subcontracting Plan (HSP)

9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract

11 Contract Term

11.1 Term of Contract

11.2 Contract Term:

11.3 Extension Option

12 Contract Administration/ Purchase Order Administration

12.1 Contract Manager/Program Lead

12.2 Performed Services Monitoring

12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

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12.5 Corrective Action Plan (The Plan)

12.6 Performance Issues

12.7 Public Information Act – Bidder Requirements Regarding Disclosure

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Alternative Insurability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award

18 Standards of Conduct for Vendors

19 Disclosure of Interested Parties

20 Protest Procedures

Appendix A – Submission Instructions and Response Checklist

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1 Introduction and Purpose of IFB

The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for Armed and Unarmed Emergency Security Guard Service for Region 01.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

1.1 Authority

HHSC or DSHS is soliciting the services stated in this IFB under Texas Government Code 2155.144.

1.2 Historical Monetary Value

Historical spend for the same or similar services is $300,000.00 for the period 09/01/2021 to 08/31/2025.

1.3 No Guarantee of Volume, Usage or Compensation

HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

The estimated historical spend included in Section 1.2 is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.4 Negotiation, Exceptions or Assumptions

Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

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No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

1.5 IFB Components

This IFB includes the following items:

• PCS 137 IFB (this document)

• Exhibit A – HHS Solicitation Affirmations

• Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

• Exhibit C – Pricing Sheet

• Exhibit D – Bidder Reference and Contractor Qualifications Form

• Exhibit E – DFPS Custodial and Security Guard Background Check Information

2 Procurement Schedule

The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

3 Withdrawal or Amendment of Response

Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

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4 HHSC Overview

The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

5 Definitions

Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.531.htm

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Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB.

May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at:

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p =payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

http://www.txsmartbuy.com/sp https://www.txsmartbuy.com/esbd https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq

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t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

6 General IFB Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Vivian Harrison, CTCD, CTCM

Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

512-406-2460

Vivian.harrison@hhs.texas.gov

Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

mailto:Vivian.harrison@hhs.texas.gov

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6.2 Exception to the Sole Point of Contact

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 System Agency representative.

6.3 Binding Offer Period

By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS IFB Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

6.4 Costs Incurred

Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

6.5 Changes, Modifications and Cancellation

HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

6.6 Ambiguity, Conflict, Discrepancy

Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

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c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

6.7 IFB Questions or Clarifications

HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

6.7.1 Submission of Questions or Clarifications

All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda.

No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor

Version 1.80 Page 11 of 43 Revised 04/25/2025 the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

6.8.2 Cancellation Notification

HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

1. During the conference, HHSC may provide responses to questions or requests for clarification; however, these answers will not be considered official.

2. After the conference, the official responses to questions and requests for clarifications received during the conference and those received by the Deadline identified in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda, will be posted in an Addendum on the ESBD.

a) HHSC reserves the right to amend the answers previously posted at any time prior to the Response Deadline or deadlines established in subsequent Addenda. Amended answers will be posted on the ESBD in a separate, new Addendum or Addenda.

b) Notification of Addenda will be in accordance with Section 6.8 (Notification of Addenda or Cancellation).

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided are Unarmed and Armed Security Guard Services.

SECURITY GUARD SERVICE

1. APPLICABLE LAWS, LICENSES AND PERMITS: The respondent shall:

Be in compliance with Title 10, Chapter 1702, Subchapter A through P of the Texas Private Security Board of the Texas Department of Public Safety and all applicable local, state and federal rules and regulations.

a. Have a valid Class B license issued by and be in good standing with the Texas Private Security Board of the Texas Department of Public Safety and have current licenses and permits for all its security guard personnel as mandated by local, state and federal requirements.

https://statutes.capitol.texas.gov/Docs/OC/htm/OC.1702.htm

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b. Submit current Class B license number(s) with their response submission. Failure to submit license number(s) will result in disqualification of the response.

c. Provide a current copy of license issued by the Texas Department of Public Safety.

NOTE: If a license or permit is verified and found to have any type of investigative hold by the Texas Private Security Board of the Texas Department of Public Safety or any other agency, the respondent may be disqualified.

2. SECURITY GUARD SITE SUPERVISOR: The security guard site supervisor shall have:

a. A minimum of three years’ experience within the last five years in managing security guard personnel.

b. Extensive knowledge and experience in law enforcement, armed services and patrol services procedures.

c. Specialized training in laws and liabilities, security awareness, mediation and conflict resolution, disaster and emergency situations and managing personnel at various facilities.

3. ARMED UNIFORMED AND PLAIN CLOTHED SECURITY GUARD QUALIFICATIONS: Armed security guard(s) shall:

a. Have a minimum of two years of actual experience as an armed guard.

b. Have successfully completed the state of Texas approved armed security guard officer training courses.

c. Possess a valid armed commission officer security guard license to work in the state of Texas.

d. Possess the required permits and directives to carry a weapon.

4. SERVICE REQUIREMENTS: The vendor shall ensure the following service requirements are provided:

a. TRAINING: Vendor shall designate a training officer who shall perform all training for a new vendor security guard assigned to HHS.

b. If a new security guard is provided subsequent to HHS provided training, the vendor shall ensure the newly assigned security guard is properly trained on HHS security procedures for a minimum of eight hours at no additional cost to HHS, prior to assigning duty locations.

c. Training shall include, but not be limited to, working on-site at a HHS security guard post with a previously vendor-trained guard.

d. Once individuals are trained, the same individual shall be utilized and assigned to the same HHS post areas and given the opportunity to be cross-trained at other security guard posts.

e. Post procedures will be identified and developed. The security guards shall perform, but not be limited to the following:

i. Ensure door and gates are locked and unlocked as requested by HHS.

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ii. Patrol interior and exterior of buildings, grounds, and state vehicles at random intervals.

iii. Monitor all security systems including, but not limited to, burglary, fires, and close circuit television (CCTV) systems.

iv. Report all activity occurring during shift to include, but not be limited to, any unusual and suspicious activity.

v. Assist the HHS building facility manager and HHS Security Branch in implementing HHS procedures for all fire alarms, bomb threats and other emergencies.

vi. Randomly check all boxes and containers taken out of the building to ensure state property is not removed by unauthorized personnel.

vii. Building Access Cards: At all locations, security guards will be issued building entry access cards in the performance of their duties. Security guards are responsible for these access cards and shall immediately contact the HHS designated representative when they have lost or damaged their building entry access card.

viii. Check-in by phone or 2-way radio as established by post instructions to their dispatcher.

ix. Perform other duties as assigned to include, but not be limited to:

• Contact appropriate divisions when incoming mail, fax, or carrier delivery is received at their post. Division personnel will be responsible for receipt of such material.

• Report any hazardous safety condition.

5. SECURITY GUARD REQUIREMENTS: All security guards utilized shall meet the following requirements:

a. Be knowledgeable of the specification requirements and post instructions to ensure strict compliance with the requirements is maintained.

b. Be able to walk unassisted a minimum of 300 yards, climb stairs, and be able to lift and carry 20 pounds.

c. Be qualified and licensed to carry any type of non-lethal weapons, such as baton, chemical spray, etc. Carrying of non-lethal weapons shall be only as authorized by HHS. Upon approval to carry non-lethal weapons, the vendor shall furnish proof to HHS verifying security guards are qualified and have been trained.

d. Maintain respect for employees, contractors, and visitors and conduct themselves with a high level of professionalism.

e. Not depart their assigned duty area(s) until they have been properly relieved.

Under no circumstances shall any assigned duty area be left abandoned without HHS approval.

f. Shall be alert to surrounding area of responsibility at all times.

g. Ensure unauthorized personnel are not permitted on HHS grounds and in facilities at any time.

h. Avoid using force except when necessary to protect persons and property.

i. Be physically and mentally qualified to perform the requirements of this specification.

j. Be a high school graduate or hold a GED equivalent.

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k. Be fluent in English with ability to receive, give, and understand written and erbal instructions and procedures.

l. Ability to communicate orally and in writing.

m. Be computer literate. On-line report(s) shall be completed daily on computer using

HHS latest edition of MS Word®. The submitted information shall be correct and convey complete and accurate information.

n. Possess proper telephone etiquette answering skills.

6. CLOSED CIRCUIT TELEVISION (CCTV) MONITORING: When a CCTV system is part of the security equipment, security guards shall view the CCTV monitor for specific buildings and areas (i.e. parking lots) when not performing other duties. The guard shall immediately report any and all suspicious, criminal or unusual activity at any HHS location to the local police department and the HHS designated representative.

7. SITE SUPERVISOR: The site supervisor shall be knowledgeable of the specification requirements and post instructions to ensure strict compliance with the requirements are continually maintained. The site supervisor shall:

a. Ensure security guard(s) are monitoring contractors and subcontractors at HHS facilities upon request by HHS.

• Make a minimum of one physical check of the security guard(s) per shift daily. The site supervisor shall schedule relief for security guard personnel for lunch or breaks each day. Under no circumstances shall any assigned duty area be left abandoned without proper authority.

NOTE: Failure to comply may result in the purchase order being cancelled.

8. VENDOR REQUIREMENTS: The vendor shall:

a. Have an office located in the city or county where the security guard and patrol services are required. HHS has the right to inspect the vendor’s office before or after award of purchase order. Vendor shall maintain and staff the office 24 hours a day, seven days a week during the term of this purchase order. Provide a local, 24-hour, 7 day a week phone number. The contract manager or site supervisor shall return calls within 15 minutes of being contacted by HHS designated representative.

b. Provide the following security guard(s) on an as-needed basis, which may include, but not be limited to:

• Uniformed unarmed and armed or armed patrol guards.

• Uniformed armed security guards and plain-clothed armed security guards, when requested by HHS, for special occasions or in emergency situations.

• Security guard site supervisors.

c. Provide the required type of security guard(s) at multiple service facilities at the same time as requested by HHS.

d. Provide proof that any assigned security guards have in their possession a current

Texas Department of Public Safety Non-Commissioned Security card or a Commissioned Officer Security card.

e. When requested by HHS, provide background check results on vendor assigned security guards. (DFPS background check required at all DFPS sites)

f. Ensure security guard(s) are on time and at their scheduled HHS duty facility.

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g. Prior to security personnel being assigned to a shift at any HHS facility, the vendor shall:

a. Submit a letter to the HHS designated representative verifying each individual assigned meets or exceeds HHS’s security requirements.

b. Ensure security guards do not work more than two consecutive eight-hour shifts.

h. Provide staff and personnel with dependable vehicles with company logo as needed t designated HHS locations.

i. Meet with the HHS designated representative and establish post procedures and instructions for each assigned post.

j. Request for any changes to post procedures or other special requests for security guards, shall be in writing. These changes must be approved by the HHS designated representative in writing.

k. Correct all discrepancies brought to the attention of the vendor by the HHS designated representative within 24 hours.

9. POST AWARD MEETING: Vendor shall attend a post award meeting with HHS’s security manager and security staff within ten calendar days after the award of the purchase order. Vendor shall provide a list of questions and concerns no later than five state working days before the meeting. The purpose of this meeting will be to discuss the terms and conditions of the purchase order and to provide additional information regarding service which shall be executed by both parties. Other information that will be discussed will include contract administration responsibilities of both the vendor and HHS. Topics that may be discussed are, but are not limited to:

a. Meeting with vendor on as needed basis to review progress, discuss problems, consider any necessary action and discuss possible solutions.

b. The scope of authority, clear lines of communication and identify office, such as purchasing office, that may interact directly with the vendor, as needed.

c. Correct invoice requirements and the authorization of payments consistent with purchase order pricing.

d. Possible changes that fall within the scope of the purchase order.

7.1.1 Service Location(s)

HHS, at its sole discretion, with a 30 days’ advance written notice, reserves the right to change, consolidate, delete or add service locations.

a) Location(s) for Services

6302 Iola Avenue, Lubbock Texas 79424

HHS Region 01

The Map (PDF) of the HHS Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

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b) Changes to service location(s) include but are not limited to: new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Contractor shall perform contracted services, including any minor adjustment call-back services, As needed Sunday through Saturday between the hours of 12:00 a.m. and 11:59 p.m. (Central Time). Contractor shall not interfere with normal flow of HHS Agency business at the service location.

Contractor shall respond to all service calls within four (4) hours of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

7.1.3 Services Outside Regular Business Hours

Any services performed outside of regular business hours (8 a.m. to 5 p.m Central Time) must be requested and/or approved in writing by the HHS Agency Contract Manager and must be invoiced at the rate stated for Outside Regular Business Hours stated in Exhibit C – Pricing Sheet.

Services performed outside of the regular service hours without prior approval, will be at Contractor’s own risk and will be billed at the established Regular Business Hours service rate stated in Exhibit C – Pricing Sheet

Emergencies: The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency during regular service hours or outside regular service hours, and will request emergency services in writing. Contractor shall respond on-site to a request for emergency services within one (1) hour of notification and continue work until the services requested are complete to the satisfaction of the HHS Agency.

7.1.4 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

https://hr.sao.texas.gov/Holidays

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Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is five (5) years.

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have 1-year relevant experience for unarmed guards and 2 years for armed guards. Training time as part of field experience shall not be included.

c) Brief profiles of the proposed contract manager and site supervisor shall be submitted.

Profiles shall include name and title, education, security guard training (to include type of training received)

d) Respondent shall briefly identify the duties of each security guard personnel has performed, to include type of training individual has, how often training is provided to the security guard and actual number of years of experience.

e) Required Licensure and Accreditation to operate as a security company by the State of Texas.

f) All Contractor or Subcontractor personnel assigned to perform the services must be at least 21 years of age.

g) The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last two

(2) years in Exhibit D – Bidder Reference Form and return with Response.

7.1.6 HHS Agency Responsibilities

a) The HHS Agency will provide reasonable access to the facility(s) and property where services are to be performed.

b) TRAINING: HHS will pay for the initial eight hours of training for vendor personnel to adequately staff all assigned facilities and to have significant replacement personnel trained. This will be a one-time paid service at the on-set of the contract.

c) INSPECTION BY HHS: The HHS designated representative will:

• Make daily random security inspections of security procedures and security guard(s).

• Notify the contactor of security infractions and problems.

NOTE: No exceptions or alterations will be accepted to the HHS Terms and Conditions.

7.1.7 Contractor Responsibilities

The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB.

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Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

a) All information is confidential. HHS business shall not be disclosed to any individual, corporation, news entity or any other government agency at any time without prior written HHS approval. Upon award of contract, the vendor, contract manager, Site- Supervisor and assigned security guards shall be required to complete and sign HHS Form 2110, Information Resource Confidentiality Agreement and Form 1828, Information Security Compliance Agreement. HHS will provide Form 2110 to the successful vendor.

b) Security guards may be assigned additional duties as designated by the HHS designated representative including but not limited to, driving, transportation, carrying and lifting objects, protecting designated areas with supplies and materials and other duties as assigned within the scope of specification.

c) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary to perform the services and/or provide the goods, if applicable, as required.

d) The Contractor shall be responsible for supervision, clean up and proper disposal of any site work waste.

e) The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

f) If a contractor fails to have a security guard on duty at a HHS specified work facility at the scheduled time, for three occurrences during a six month period, HHS may, at its discretion, cancel the purchase order due to non-performance.

g) It is the contractor’s responsibility to ensure assigned security guards are at their designated post at the scheduled time. If a security guard(s) is unable to report to duty as scheduled, the vendor shall immediately provide a replacement to begin at the designated scheduled time or have the Site Supervisor replace this security guard until a replacement comes in for duty.

h) For each hour that a HHS security guard or representative is required to man the security guard position left unguarded by vendor security personnel; HHS will deduct the HHS’s security guard current wage rate from the monthly invoice.

i) Any security guard(s) reporting to work smelling of alcohol, acting under the influence, acting unprofessionally, or out of uniform will not be allowed to stay on duty. Vendor shall be responsible for the immediate replacement of the guard. Vendor shall man this post until the next scheduled guard arrives for duty.

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j) Sleeping while on duty will not be tolerated. The on-site supervisor will be contacted immediately to correct this discrepancy.

k) Training for Contractor Employees:

All Contractor employees, and Subcontractor’s employees, if applicable, assigned to perform the services must be trained and experienced in the type of work to be performed. The Contractor shall provide adequate training to all personnel assigned to perform the services on the roles, responsibilities, and technical aspects of the work.

The Contractor shall only provide and allow trained and qualified personnel to perform the required services under the Contract.

The Contractor is required to provide current copies of the completed training(s) and of the license or accreditation certificate related to the training upon request by the HHS Agency Contract Manager. This requirement also applies to Subcontractor(s) and Subcontractor’s personnel who may be used in the performance of services.

7.1.8 Independent Contractor

It is understood and agreed by the HHS Agency and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be considered an employee of the State.

a) The Contractor shall not allow any visitors, spouses, children or other relatives of the Contractor’s or Subcontractor’s employees to be on state property in connection with the Contract during working hours.

b) The Contractor shall be responsible for all employment taxes and other payroll withholding for its employees.

c) The Contractor shall be responsible and liable for the safety and health of its personnel while they are performing work for an HHS agency and while on the HHS Agency premises.

d) The Contractor shall be responsible for verifying that all of its employees assigned to perform services under the Contract are in compliance with all requirements of the Immigration Reform and Control Act of 1986, Public Law 99-603, which became effective November 6, 1986, and any subsequent amendments.

e) The Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system during the term of the contract to determine eligibility of (A) all persons employed by the Contractor to perform duties within Texas; and (B) all persons, including subcontractors, assigned by the Contractor to perform work pursuant to the contract within the United States of America.

f) The Contractor and the assigned Contractor employees or the Contractor’s Subcontractor and Subcontractor employees assigned to perform the services must have all applicable permits, licenses, accreditations, and insurance coverage.

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7.1.9 Contractor Equipment

The Contractor shall be responsible for the security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on HHS Agency premises.

HHS Agency will NOT be responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment.

7.1.10 Background Check for Personnel

The Contractor or an independent third party may need to conduct comprehensive, statewide Texas Department of Public Safety (DPS) criminal and sex offender background checks on all Contractor personnel (e.g., permanent and temporary personnel and/or Subcontractor and Subcontractor personnel) who will be assigned to perform the services under the Contract.

The Contractor shall be responsible for all background check expenses.

The background checks must be conducted prior to any Contractor or Subcontractor personnel arriving on state property and beginning the required Contract services.

Supporting documentation confirming the completion of the background checks is subject to review upon request by the HHS Agency. Failure to produce the requested documentation, as with any violation of the Contract, constitutes grounds for termination of the Contract with cause.

The background checks shall include, but not be limited to, Social Security Number Verification.

Statewide criminal and sex offender records shall include, but not be limited to, all Texas counties and out-of-state counties based on the current and previous addresses of the key personnel for the last seven years.

Personnel with sex offender, child or adult abuse, or fraud convictions shall not be allowed to provide Contract services and shall not be allowed access to HHS Agency property, facilities, or documents in connection with the Contract.

Assigned personnel with misdemeanor convictions must receive prior approval by the HHS Agency before being allowed to work under this Contract.

• Background Check (for DFPS Janitorial or Security Guard)

The Contractor shall comply with the Department of Public Safety (DPS) guidelines for Background Checks, included as Exhibit E– DFPS Custodial and Security Guard Background Check Information.

7.1.11 Absenteeism and Vacation

The Contractor shall provide substitutes for any of its employees or Subcontractor’s employees providing services at the HHS facility who may be absent for any reason. The Contractor shall provide relief personnel as necessary and/or work overtime at no cost to the HHS Agency, to ensure that the requirements of this Contract are performed and accomplished as required.

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7.1.12 Telephone Service

The Contractor shall have an active telephone service answered during normal business hours.

Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

7.1.13 24-Hour Contact

The Contractor must provide the HHS Agency Contract Manager with 24-hour contact information for a minimum of two (2) Contractor personnel so the HHS Agency may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the HHS Agency Contract Manager.

7.1.14 Contractor and Contractor Personnel Conduct

All personnel employed by the Contractor to fulfill the requirements and terms and conditions of the Contract remain under the Contractor’s sole direction and control.

The following applies to the Contractor, Contractor employees, and, if applicable, the Contractor’s Subcontractor and Subcontractor’s employees.

7.1.14.1 Performance Compliance

While performing the services, all Contractor and Subcontractor personnel must comply with all applicable state rules, regulations, and HHS Agency’s requests regarding personal and professional conduct applicable to the services being provided as well as the service locations.

All personnel must always conduct themselves in a businesslike and professional manner.

If the HHS Agency determines that an employee of the Contractor or Subcontractor is not conducting himself or herself in accordance with the conduct standards under this Contract, the HHS Agency may provide written notice to the Contractor. Upon receipt of such notice, Contractor must promptly investigate the matter and take appropriate action that may include:

a) Removing the employee from the project;

b) Providing the HHS Agency with written notice of such removal; and

c) Providing the HHS Agency with the information for the replacement employee, who must be qualified and trained, within the timeline designated by the HHS Agency.

7.1.14.2 Contractor Supervisor(s) and Performance Monitoring

The Contractor shall provide competent supervisor(s) if the service location is at an HHS Agency facility. A Supervisor may be considered a roving Supervisor to monitor more than one location with approval from the HHS Agency Contract Manager.

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All supervisors must be able to communicate in English verbally and in writing. The supervisor shall be knowledgeable of the Statement of Work (SOW) and requirements of the Contract.

The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed. The Contractor and supervisor may be requested and required to inspect the HHS Agency facility with the HHS Agency Contract Manager or designee.

7.1.14.3 Personnel Removal and Replacement

a) Removal

The HHS Agency may request removal for cause of any Contractor or Subcontractor employee assigned to the Contract, including but not limited to:

1. poor or unacceptable work performance,

2. theft,

3. abusive language or behavior, or

4. improper attire, in accordance with the terms and conditions of the Contract.

Occurrences of this type may be cause for termination of the Contract.

b) Replacement

Replacement of Contractor or Subcontractor personnel will be subject to HHS Agency review and approval. At the request of the HHS Agency, the Contractor must replace any Contractor or Subcontractor personnel who are not adequately performing the required services or who are unable to work effectively with the HHS Agency Contract Manager or other HHS staff. The Contractor shall provide replacement personnel who have the required qualifications and training as outlined in this IFB and resulting Contract. The Contractor and HHS Agency Contract Manager will work together in the event of any such required replacement to prevent disruption in the services or performance schedule and will mutually agree upon the timeline for the replacement.

7.1.14.4 Intoxicants and Illegal Drugs Prohibited

The use or possession of any kind of intoxicants or illegal drugs by Contractor (or any of its Subcontractors) employees while on duty at HHS Agency premises, including the building and grounds, is prohibited. At the sole discretion of the HHS Agency, non-compliance with this requirement may result in termination of the Contract.

7.1.14.5 Smoking Prohibited

All HHS Agency facilities are nonsmoking buildings.