ESBD_440573_1753799056390_HHS0015743 -R6 Armed Security Guards_PDF.pdf

PCS 550 HHS RFP RFP No. HHS0015743 Page 1 of 53 Version 2.30 Revision Date 04/28/2025

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Region 6-Armed Security Guards

RFP No. HHS0015743

Date of Release: July 29, 2025

Responses Due: August 29, 2025, by 10:30 a.m. Central Time

NIGP Class/Item Codes

990-46 Guard and Security Services

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Table of Contents Article I. Executive Summary, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Statement of Work

2.1.1 Description of Service

2.1.2 Service Locations

2.1.3 Key Personnel Qualifications and Experience

2.1.4 Site Supervisor Responsibilities

2.1.5 Armed Security Guard Responsibilities

2.1.6 HHSC Local Office Coordinator or HHSC Site Management

2.1.7 Contractor Requirements

2.1.8 After Hours Emergency Response

2.1.9 HHSC Requirements

2.1.10 Prohibited Items at Security Posts

2.1.11 Overtime Hours

2.1.12 Confidentiality

2.1.13 Key Performance Measures

2.1.14 Invoice and Payment Requirements

2.1.15 Transition Plan

2.1.16 Turnover Plan

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

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3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

3.5.6 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Submission Options

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Submission and Other Materials

3.6.5 Modifications and Withdrawals

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Advancement Criteria

4.2.7 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

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5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Qualifications and Experience

5.1.3 Project Work Plan

5.1.4 Personnel Management Methodology

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

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8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Health and Human Services Commission (“HHSC”) is seeking to contract with a single entity to provide Armed Security Guard services for each of its U. S. Department of Health and Human Services (“HHS”) and Texas Department of Family and Protective Services (“DFPS”) locations in Region 6 (Houston, Texas and surrounding counties) (Counties: Austin, Brazoria, Colorado, Ft Bend, Galveston, Liberty Matagorda, Montgomery, Walker, and Wharton). Region 6 locations in this Solicitation can be found in Section 2.1.2 (Service Locations). The HHS locations in Region 6 contain service employees and clients for the Texas Department of State Health Services (“DSHS”), and/or DFPS, and HHS.

HHSC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, a Respondent must execute Exhibit A, HHS Solicitation Affirmations Version 2.6 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC and its programs is available online and can currently be accessed at HHSC Website Address https://hhs.texas.gov/.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, for additional definitions.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

“Advancement Criteria” means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

“Armed Security Guard” means individual(s) licensed to carry a firearm while performing their duties.

https://hhs.texas.gov/

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“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Business Day” means any day in which normal business operations of HHSC are conducted. A Business Day excludes Saturday, Sunday, and national and state holidays. A Business Day includes a skeleton crew day, and an optional holiday listed on the Texas Comptroller website.

“Calendar Day” includes any day including Saturday, Sunday, a skeleton crew day, and a national, state, and optional holiday listed on the Texas Comptroller website.

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3)

“Contract Term” means the duration of the Contract, including any exercised extensions or renewals, commencing on the Effective Date and ending when the Contract expires in accordance with its terms, or when it has been terminated..

“DFPS” means the Department of Family and Protective Services.

“DSHS” means the Department of State Health Services.

“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“ESBD” means the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HHSC” means the Health and Human Services Commission.

“HHSC Contract Manager” means personnel who oversee HHSC’s contracts from start to finish. They ensure contracts are legally compliant, meet business goals, and are executed efficiently.

“HHSC Office Emergency Action Plan” means a written document or procedure outlining how the office will respond to emergencies and disasters. It includes procedures for notifying HHSC of an emergency, ensuring the safety of staff and clients, and communicating with relevant parties, as well as specific plans for several types of emergencies.

“HHSC PCS” means Procurement and Contracting Services (PCS), a division of HHSC.

https://comptroller.texas.gov/about/holidays.php https://comptroller.texas.gov/about/holidays.php https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793 http://www.txsmartbuy.com/esbd

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“HUB” means Historically Underutilized Business, as defined by Section 2161.001(2) of the Texas Government Code.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required by Section 2161.252 of the Texas Government Code, for a purchase with an expected value of $100,000 or more when the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

“HHSC Local Office Coordinator or “HHSC LOC” means an HHSC representative(s) at each of the 27 service locations that will be responsible for monitoring Armed Security Guards performance at each facility. May also be referred to as “HHSC Site Management.”

“Post Order Procedure(s)” means a written document or verbal agreement that clearly outlines duties, responsibilities, and expectations of Armed Security Guards and supervisors regardless of their location.

“Region 6” means HHS 11 administrative regions listed by county. Region 6 HHS counties include Houston, Texas and surrounding counties (Counties: Austin, Brazoria, Colorado, Ft Bend, Galveston, Liberty Matagorda, Montgomery, Walker, and Wharton). Region 6 locations in this Solicitation can be found in Section 2.1.2 (Service Locations).

“Respondent” means the individual or entity responding to this Solicitation.

“Security Coordinator” means a person(s) provided by Contractor who is responsible for ensuring the restoration of Armed Security Guards, at all site(s), a liaison between HHSC, Site Supervisor(s), and all Contractor employees. Will also conduct all administrative duties.

“Site Supervisor” means a supervisor or leadership employee of the Contractor that will manage operations for each of the twenty-seven (27) service locations in Region 6.

“Solicitation” means has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“State” means the State of Texas and its instrumentalities, including HHSC, DSHS and DFPS, and any other state agency, its officers, employees, or authorized agents.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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“Transition Plan” means a plan to transition all deliverables, activities, materials, products, services, and reports generated during the previous Contract Term, to the selected Contractor in order to timely commence operations.

“Turnover Plan” means activities required to transition contract operations to HHSC or a subsequent Contractor upon termination, cancellation, or expiration of the Contract.

“VPTS” means Vendor Performance Tracking System maintained by the Texas Comptroller of Public Accounts. The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

1.3 AUTHORITY

HHSC is soliciting the services stated in this Solicitation under the authority of Texas Government Code Section 2155.061.

ARTICLE II. SCOPE OF WORK

2.1 STATEMENT OF WORK

2.1.1 Description of Service

The Contractor shall provide Armed Security Officer(s) to protect State employees, agency clients, facilities, equipment, and supplies in Region 6. The Contractor selected by HHSC will have demonstrated expertise in the areas necessary to meet the requirements of this Solicitation. Region 6 locations in this Solicitation can be found in Section 2.1.2 (Service Locations).

2.1.2 Service Locations

The Contractor will provide Armed Security Guard services at the twenty-seven (27) locations identified below. Office hours may vary. HHSC reserves the right to make additions or deletions of service locations as needed to meet the goals and security needs of HHSC.

Table 1 Number of Security Guards per System Agency Location Location Schedule No. of Armed Security Guards

1504 East Mulberry, Angleton, TX, 77515

7:30am - 5:30pm 2

1700 Merlin St, Bay City, TX, 77414

8:00 a.m. - 5:00 p.m. 1 https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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Table 1 Number of Security Guards per System Agency Location Location Schedule No. of Armed Security Guards

1300 S Hwy 146, Baytown, TX, 77520

8:00 a.m. - 5:00 p.m. 1

2017 N Frazier St, Conroe, TX, 77301

8:00 a.m. - 5:00 p.m. 2

608 N Loop 336 E, Conroe, TX, 77301

8:00 a.m. - 5:00 p.m. 1

123 Rosenberg St, Galveston, TX, 77550

8:00 a.m. - 5:00 p.m. 1

9702 Bissonnet St, Houston, TX, 77036

8:00 a.m. - 6:00 p.m. 3

13838 Buffalo Speedway, Houston, TX, 77045

8:00 a.m. - 5:30 p.m. 4

1425 E 40th Complex St, Houston, TX, 77022

24 Hour Coverage Mon-Fri (Day Shift 1) 7:00 a.m. - 3:00 p.m.

Mon-Fri (Day Shift 2) 8:00 a.m. - 4:00 p.m.

Mon-Fri (Night Shift) 4:00 p.m. - 7:00 a.m.

Sat-Sun (Day Shift) 7:00 a.m. - 7:00 p.m.

Sat-Sun (Night Shift) 7:00 p.m.- 7:00 a.m.

1425 E 40th St, Houston, TX, 77022

8:00 a.m. - 5:00 p.m. 1

9111 Eastex Fwy #600, Houston, TX, 77093

8:00 a.m. - 5:00 p.m. 1

10060 Fuqua St, Houston, TX, 77089

8:00 a.m. - 5:00 p.m. 3

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Table 1 Number of Security Guards per System Agency Location Location Schedule No. of Armed Security Guards

9450-9460 Harwin Dr, Houston, TX, 77036

8:00 a.m. - 5:30 p.m. 4

2133 S Texas 6 #100, Houston, TX, 77077

8:00 a.m. - 5:30 p.m. 2

10200 East Fwy, Houston, TX, 77029

7:30 a.m. - 6:00 p.m. 1

10202 East Fwy, Houston, TX, 77029

7:30 a.m. - 6:00 p.m. 2

1421 Little York Rd, Houston, TX, 77093

7:30 a.m. - 5:30 p.m. 2

220 Meadowfern Dr, Houston, 77067

8:00 a.m. - 5:30 p.m. 2

2525 Murworth Dr, Houston, TX, 77054

8:00 a.m. - 5:00 p.m. 1

3880 North Fwy, Houston, 77022

8:00 a.m. - 5:30 p.m. 2

8511 N Houston Rosslyn Rd, Houston, TX, 77088

8:00 a.m. - 5:00 p.m. 1

3 Northpoint Dr, Houston, TX, 77060

8:00 a.m. - 5:30 p.m. 2

1405 Monta St, Liberty, TX, 77575

8:00 a.m. - 5:00 p.m. 1

810 Preston Ave, Pasadena, TX, 77502

8:00 a.m. - 5:30 p.m. 2

117 Lane Dr, Rosenberg, TX, 77471

8:00 a.m. - 5:30 p.m. 2

3150 B F Terry Blvd., Rosenberg, TX, 77471

8:00 a.m. - 5:00 p.m. 1

2000 Texas Ave #900, Texas City, TX, 77590

8:00 a.m. - 5:00 p.m. 1

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2.1.3 Key Personnel Qualifications and Experience

The Contractor agrees that the security officers provided are not employees of HHSC and consequently are not entitled to those benefits ordinarily provided to State employees.

2.1.3.1 Site Supervisors

Site Supervisor(s) will manage all Armed Security Guards at all locations, see Section 2.1.2 (Service Locations). Site Supervisors if needed at times will need to fill in for Armed Security Guards on an as needed basis for coverage. Site Supervisor(s) will communicate with the Security Coordinator who will mediate with HHSC Local Office Coordinator (“LOC”) for any issues, scheduling, and emergencies.

a. Required Qualifications:

1. Must have Level II Training certificate in accordance with Texas Department of Public Safety (DPS) requirements, found at the following location https://www.dps.texas.gov/section/private-security. Officers shall stay up to date with continuing education courses.

2. Must be a minimum of twenty-one (21) years of age.

3. Must be fluent in English with ability to receive, give, and understand verbal instructions and procedures.

4. Must hold a high school diploma or a General Educational Development (“GED”) equivalent.

5. Must possess the ability to communicate orally and in writing.

b. Required Experience

1. Must have a minimum of three (3) years of experience in managing security office personnel.

2. Must have a minimum of three (3) years of experience in law enforcement armed services and patrol services.

2.1.3.2 Armed Security Guards

Armed Security Guards must comply with Texas Occupations Code Chapter 1702 and 37 Texas Administrative Code (TAC) §35.141. In addition, the assigned Armed Security Guard must have completed the required training and possess a valid license or certification including, but not limited to:

https://www.dps.texas.gov/section/private-security https://statutes.capitol.texas.gov/Docs/OC/htm/OC.1702.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F07%2F2025&recordId=197504 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F07%2F2025&recordId=197504

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a. Level II training course shall be completed for a license as a noncommissioned security officer. See 37 TAC §35.141(a)(1);

b. Have completed training in de-escalation courses specifically designed for Security Officers;

c. Have completed training in physical restraint courses specifically designed for Security Officers;

d. Be twenty-one (21) years of age;

e. Have at least two (2) years’ experience as an officer; and

f. Possess a valid driver’s license.

2.1.3.3 Security Coordinator

Upon Contract execution, the Contractor will be provided a designated HHSC representative that will be a main point of contact for HHSC, the Contractor, Site Supervisor(s), and all Armed Guards.

a. The Security Coordinator shall assist Site Supervisor(s) in quality assurance efforts to include at a minimum:

1. Conduct on-going evaluations of Armed Security Guards;

2. Conduct weekly site visits to monitor service performance; and

3. Attend conferences with HHSC department staff as deemed necessary.

b. The Security Coordinator shall provide Armed Security Guard services to requested service locations within 24 hours of verbal/written notice (email to HHSC LOC or Site Management) from HHSC that service is needed.

c. A designated Security Coordinator shall be available to respond to HHSC emergencies on a twenty-four (24) hour basis and respond to requests for the deployment of personnel to specific locations within two (2) hours of contact.

d. At no greater interval than the 1st week of the month, the Contractor's appointed Security Coordinator shall provide the Contract Manager a written Armed Security Guard duty schedule for their assigned facility. This report shall consist of name, date, report and departure time of each assigned Armed Security Guard. In the event of illness or necessary absence, the Security Coordinator shall provide a qualified replacement Armed Security Guard so that services will not be interrupted.

e. The Security Coordinator shall promptly notify the appropriate Contract Manager in writing of changes in duty assignments via email or via verbal communication.

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f. Should an emergency occur that requires an assigned Armed Security Guard to leave HHSC premises; the LOC shall notify the Contract Manager. The Contract Manager will contact the Security Coordinator for a replacement Armed Security Guard, within one (1) hour after being notified.

g. In the event the Armed Security Guard is unsatisfactory in the opinion of the HHSC Contract Manager, the Security Coordinator will agree to immediately request the Armed Security Guard be replaced.

2.1.4 Site Supervisor Responsibilities

The Contractor shall designate a Site Supervisor upon contract execution. The Site Supervisor shall serve as the Single Point-of-Responsibility (“SPR”) for Armed Security Guard duty assignments and for general contract administration alongside the Security Coordinator.

a. The Site Supervisor shall conduct quality assurance efforts to include at a minimum:

1. Weekly on-going evaluations of Armed Security Guards;

2. Weekly site visits to monitor service performance;

3. Ensure Post Orders Procedures are shared with HHSC and Security Coordinator for transparency;

4. Attend conferences with department staff as deemed necessary;

5. Relaying all findings to the Security Coordinator to inform HHSC LOC of quality assurance.

b. Site Supervisor shall ensure strict compliance is continuously maintained with the requirements of the facility Post-Order Procedures developed in coordination with HHSC and the Security Coordinator.

c. Site Supervisor shall solve problems and issues in the following manner:

1. Any identified problems or issues shall be corrected within twenty-four (24) hours.

2. If a problem or issue cannot be corrected within twenty-four (24) hours, the Site Supervisor and Security Coordinator shall contact the HHSC designated representative by phone. The Site Supervisor must follow up in writing, explaining the nature of the problem and why it cannot be corrected within twenty-four (24) hours and the Security Coordinator will relay information to HHSC.

3. Failure to comply may result in the cancellation of the Contract.

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d. Site Supervisor shall provide training for Contractor staff which complies with Post Order Procedures as follows:

1. The training must include those specific for HHSC, including post procedures, for Armed Security Guards assigned to any of the HHSC locations referenced in Section

2.1.2 (Service Locations);

2. Training must be provided to each Armed Security Guard within one (1) week prior to being placed at an HHSC service location. The training must be for a minimum of eight (8) hours and at no additional cost to HHSC;

3. Armed Security Guard(s) completing the required training at a specific HHSC location will be assigned to that location and given the opportunity to be cross trained at other HHSC service locations.

e. Site Supervisor shall handle Post Order Procedures as follows:

1. The Site Supervisor will identify and develop specific officer Post Order Procedures;

2. HHSC reserves the right to require additional procedures as deemed necessary for the security of each location.

2.1.5 Armed Security Guard Responsibilities

a. All Armed Security Guards assigned to HHSC facilities must be in full uniform at all times, neat in appearance, and have no visible impairment. Example of Armed Security Guards full uniform include:

1. Shirts - A distinctive t-shirt/button up shirt that clearly identifies a logo of security. The shirt may have the security company’s logo and the Armed Security Guard’s name or badge number;

2. Pants - Durable pants/trousers that match the shirt, allowing for ease of movement;

3. Shoes - Sturdy, polished black shoes or boots that provide support and comfort for lengthy periods of standing or walking;

4. Hats - Optional, but if worn, must include the company’s logo. This attire ensures that security officers are easily identifiable and equipped to handle their duties effectively;

5. Cold weather conditions - Armed Security Guards may wear jackets and outerwear, including soft shell jackets with reflective emblems or windproof and water-resistant outerwear. Outerwear must include an identifiable logo of security.

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b. Armed Security Guards shall make rounds of their assigned office premises and parking lots every hour, and exercise control over parking on the premises. In the event that the Armed Security Guard observes a person or persons tampering or vandalizing an unattended vehicle, or someone behaving in a suspicious or unusual manner in the parking area, the Armed Security Guard will investigate, and if warranted, ask the individual(s) to leave the premises or detain until arrival of a local law enforcement officer.

c. Armed Security Guards shall ask any person who is continuously loud or boisterous in an office to lower their volume or leave the premises. In the event of a conflict between an employee of HHSC and a client, the Armed Security Guard shall make his/her presence known and render assistance, if needed.

d. All Armed Security Guards must inform HHSC site management whenever there is cause to expel a client or other visitors from HHSC property, citing reason(s) for the impending action, prior to its execution.

e. Armed Security Guards shall check all interior areas of HHSC designated areas before going off duty to ensure that all persons are out of the building. The Armed Security Guard shall then check all exterior doors to be sure the building is locked and secure. If an Armed Security Guard's shift is completed before office closing, the Armed Security Guard shall check all areas before leaving the premises and if noted, report areas of concerns to the HHSC LOC or HHSC site management, and/or the relief Armed Security Guard reporting for duty.

f. Armed Security Guard shall not occupy a private office within HHSC facility or engage in lengthy personal conversation or other activities other than providing continuous security services as specified herein.

g. Security personnel will not tamper with telephones, office equipment, or any personal effects located in Client offices, shared areas or other designated workspaces.

h. The Armed Security Guard shall familiarize herself/himself with all emergency phone numbers and facility evacuation plans.

i. The Armed Security Guard shall become familiar with Regional Administrative Services (RAS) staff and extend them appropriate courtesies and privileges.

j. The Armed Security Guard will not be asked to perform other duties other than providing Armed Security Guard service.

k. Armed Security Guards will not handle, hold, transport, or move any agency related material or mail.

l. Armed Security Guards will not provide access to secured space.

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m. Armed Security Guards must know how to correctly operate and maintain any HHSC provided communication or other assigned assets. Armed Security Guards at a minimum upon arrival/departure from post will:

1. Account for all post assets and inspect the post for damage to equipment and property;

2. Ensure all necessary post paperwork and forms are available;

3. Locate and review the post orders; and

4. Report any post discrepancies to their supervisor immediately and will not wait until a break or shift change.

n. Armed Security Guards will turn in all agency assets to the HHSC LOC or HHSC Site Management prior to leaving premises.

o. Armed Security Guards shall familiarize themselves with HHSC Office Emergency Action plan for assigned post and will assist with execution of all plan elements if directed to do so.

2.1.6 HHSC Local Office Coordinator or HHSC Site Management

a. Each HHSC, DSHS and DFPS location will have a designated HHSC LOC and/or HHSC Site Management. For all locations see Section 2.1.2 (Service Locations).

b. The designated HHSC LOC or HHSC Site Management at the building shall monitor Armed Security Guard performance at each facility.

c. The LOC or HHSC Site Management will submit a written report via email to the Business Services Officers (“BSO”) to include any known instance(s) of failure by the Armed Security Guard to provide specified services. The Contract Manager will in turn immediately bring the issues to the attention of the Security Coordinator for immediate resolution.

2.1.7 Contractor Requirements

Contractor must provide the following Security Guard Services:

a. The Contractor shall provide qualified trained Armed Security Guards upon Contract execution to the service location requested by HHSC as referenced in Section 2.1.2 (Service Locations). Contractor Post Order Procedures will be provided as a guideline for Armed Security Guards at assigned facilities and are not an all-inclusive list of duties and

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b. Armed Security Guard services shall be provided continuously during the specified office hours for each office locations as per Section 2.1.2 (Services Locations), and at no time during specified office hours will there not be an Armed Security Guard present at the premises.

c. Contractor shall have an office located in Houston, Texas or surrounding counties where the Services are being provided. At a minimum, Contractor shall maintain and staff the office during normal business hours of 8:00 a.m. to 5:00 p.m. Central Standard Time (CST), Monday-Friday, five (5) days a week during the Contract Term.

d. Contractor shall provide a local twenty-four (24) hour, seven (7) days a week phone number. Contractor’s Security Coordinator or Site Supervisor(s) shall return calls within fifteen (15) minutes of being contacted by the HHSC designated representative.

e. Contractor shall maintain continuous awareness of the quality and completeness of the work performed by its employees by personal inspection of the premises. Contractor may be required to inspect the service location/building with the HHSC Contract Manager, HHSC LOC or designee.

f. The Contractor will provide written explanation for deviation from the Scope of Work within twenty-four (24) hours of occurrence.

2.1.8 After Hours Emergency Response

Contractor shall dispatch Armed Security Guards on call to respond to after-hours burglaries, fire alarms, and other emergency calls during after-hours (Saturday - Sunday), 6:00 p.m. to 8:00 a.m.

CST). After-hours staff will not exceed a twelve (12) hour workday. Twenty-four (24) hour services may be requested on an as needed basis to ensure location is secure.

2.1.9 HHSC Requirements

All requirements below are in reference to the service locations outlined in Section 2.1.2 (Service Location) for hours, location, and days.

a. HHSC will pay the Contractor for each hour for each Armed Security Guard on duty at the HHSC service locations, subject to the availability of appropriate funds.

b. HHSC will conduct periodic performance assessments of Armed Security Guard services rendered at HHSC facilities and recommend appropriate actions deemed necessary.

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c. HHSC reserves the right to request the removal of an Armed Security Guard from an HHSC facility for failure to comply with the terms outlined in the Contract. All such requests shall become effective immediately and an acceptable replacement shall be provided to prevent a lapse in service.

d. HHSC reserves the right to make additions or deletions of services as needed to meet the goals and security needs of HHSC.

2.1.10 Prohibited Items at Security Posts

The following are not authorized for use or storage at any service location:

a. Personal radios;

b. Digital music devices;

c. Compact disc/tape players (with or without earphones);

d. Cell phones and Personal Data Assistants (PDA) (i.e., palm pilots, organizers, etc.) are authorized for use. While personal cell phones may be carried on your person, they are not to be used while on post. The use of personal cell phones for non-security/non-emergency related matters are prohibited while on duty.

e. Reading material that is not work-related including but not limited to religious materials, newspapers, magazines and schoolbooks.

f. Any equipment or items that present a safety hazard unless safe to handle.

g. Entry into closed off areas unless authorization has been granted to conduct official business.

2.1.11 Overtime Hours

Overtime of 1.5 (time and a half) will have a straight time billing rate and will be billed to HHSC in the following circumstances and not for scheduling issues or covering polices including, but not limited to, vacations.

2.1.11.1 Specific Request

HHSC may request a specific individual to work more than the required hours for a special reason or need, only the overtime impact for that individual will be billed. Example: "We need Officer Smith to stay two extra hours at the end of his shift to help with a special project." Only the additional two hours will be billed at the overtime rate if it will put him over the required hours.

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2.1.11.2 Requests Exceeding 5% of Deployment

Request for coverage in excess of five percent (5%) of the total officers on site may be billed as overtime until coverage is incorporated into the permanent base hours or until thirty (30) Calendar Days has elapsed.

2.1.11.3 Short-Notice Requests

Requests for coverage with less than seventy-two (72) hours' notice will be billed as overtime if it is incurred by the Contractor.

2.1.12 Confidentiality

a. All information is confidential. HHSC business shall not be disclosed to any individual, corporation, news entity, or any other government agency at any time without prior, written HHSC approval.

b. Upon award of the Contract, Contractor, Contractor’s Contract Manager, Site Supervisor and assigned security guards will be required to complete and sign HHSC Form 2110, Information Resource Confidentiality Agreement and Form 1828, Information Security Compliance Agreement. HHSC will provide Form 2110 and Form 1828 to the Contractor.

c. Under no circumstances are security guards to provide HHSC clients or visitors with any program information or accept any documents or items from clients or visitors to be passed on to HHSC personnel.

d. Under no circumstances should a security guard speak with any media entities. Security guards shall direct media entities to the HHSC Regional Business Officer.

2.1.13 Key Performance Measures

Table 2 - Liquidated Damages Table (KPMs)

Key Performance Measure ID

Requirement Description Measure Frequency Liquidated Damage

KPM-01 Contractor shall provide qualified trained Armed Security Guards. (Section

2.1.7 (Contractor Requirements).

Upon contract execution and as requested by HHSC.

Upon Contract execution and per request.

$150 for each Calendar Day past the due date of measure.

KPM-02 Armed Security Guard services shall be provided continuously during the specified office hours.

(Section 2.1.7

As per Section 2.1.2 (Service Locations.)

Per Section 2.1.2

$150 for each Calendar Day past the

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Table 2 - Liquidated Damages Table (KPMs)

Key Performance Measure ID

Requirement Description Measure Frequency Liquidated Damage

Contractor Requirements).

due date of 24 hours.

KPM-03 Contractor's appointed Security Coordinator shall provide the Contract Manager a written Armed Security Guard duty schedule for their assigned facility. Section

2.1.3.3 (d) (Security Coordinator)

At no greater interval than the 1st week of the month.

Monthly (1st week of every month)

$150 for each Calendar Day past the due date of measure.

KPM-04 In the event of illness or necessary absence, it shall be the responsibility of the Contractor, Security Coordinator, and Site Supervisor to provide a qualified replacement guard(s) so that services are not to be interrupted.

Section 2.1.3.3 (d) (Security Coordinator)

HHSC must be notified immediately via phone to designated HHSC Contract Manager or HHSC designee upon Contractor becoming aware of any circumstance involving the need for a qualified replacement Armed Security Guard(s).

Per Instance

$150 for each Calendar Day past the due date of measure.

KPM-05 Provide a local twenty-four (24) hour, seven (7) day a week phone number. Contractor’s Security Coordinator or Site Supervisor(s) shall return calls. Section 2.1.7 (Contractor Requirements)

Upon Contract execution and response time should be within fifteen (15) minutes of being contacted by the HHSC Contract Manager or HHSC designated representative.

Upon Contract execution and per request.

$150 for each Calendar Day past the due date of measure.

KPM-06 Contractor will provide written explanation for deviation from Scope of Work. Section 2.1.7 (Contractor Requirements)

Must provide explanation within 24 hours of occurrence.

Within 24 hours of incident.

$150 for each Calendar Day past measure.

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2.1.14 Invoice and Payment Requirements

The State will incur no penalty for late payment if payment is made in thirty (30) Calendar Days or fewer days of receipt of an uncontested invoice. If the required information is not included or if an invoice is in error, the Agency will notify Contractor of the error within ten (10) calendar days after receipt of the invoice from the Contractor. After the invoice is corrected by the Contractor, it shall be processed within thirty (30) Calendar Days. Failure to provide a correct invoice may result in delay in processing payment.

1. All invoices must be submitted to the following address:

a. Health and Human Services Commission Attention: Financial Services Division Mail Code: 178-8 P.O. Box 16017

Houston, Texas 77222-6017

b. And/ Or Via

HHSC Reg 06 Regional Budget PRF reg_06_regional_budget_prf@hhs.texas.gov

2. Payment inquiries are to be directed to the following contact person: Purnella Enard

Health and Human Services Commission P.O. Box 16017

Houston. Texas 77222-6017 Phone: 713-767-2414 purnella.enard@hhs.texas.gov

2.1.15 Transition Plan

Contractor must submit a Transition Plan to HHSC within ten (10) business days of Contract Execution. The Contractor will be the lead in coordinating and facilitating all transition activities. The transition must meet general industry standards. The Transition Plan must explain the proposed approach for an orderly and expeditious transition of Services from the outgoing service provider.

a. The transition to the new provider must be completed within sixty (60) Calendar Days of Contract Execution.

b. The Transition Plan must be approved by HHSC.

c. The Transition Plan, at a minimum, must include the following:

1. A schedule for transition activities, with timelines and milestones specified for key tasks;

2. A staffing plan to support transition tasks, including knowledge transfer activities;

mailto:purnella.enard@hhs.texas.gov

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3. A description of the roles and responsibilities of Contractor personnel, including Subcontractors, during the transition;

4. A risk register for the transition that identifies potential risks, prioritizes the risks based on probability and impact, and establishes appropriate risk mitigation strategies;

5. A communication plan to facilitate interaction between Contractor, HHSC, and the outgoing service provider during the transition activities; and

6. Any assumptions and dependencies related to transition.

2.1.16 Turnover Plan

Contractor shall provide the following turnover services:

a. Six (6) months prior to the end of the base Contract Term or any extension thereof, Contractor must develop, submit, and implement an HHSC approved Turnover Plan covering the transition of Contract requirements to HHSC, its designee(s), or a successor vendor.

b. The Turnover Plan must be supplied in the manner and format required by HHSC and must contain comprehensive information detailing the proposed schedule, activities, operational support, and resource requirements associated with the turnover tasks outlined below.

HHSC reserves the right to have the Contractor submit an updated Turnover Plan one (1) month prior to the end of the base contract or any extension thereof. HHSC reserves the right to require additional information or modify the turnover schedule as necessary.

Proprietary software programs will not be required to be delivered to HHSC pursuant to these Turnover Requirements.

c. As part of the Turnover Plan, the Contractor must provide HHSC with copies of all relevant data and documentation related to the contract, including:

1. Copies of working papers, including procedures, programs, reports, and schedules;

2. Status and documentation of any outstanding reviews, actions or items; and

3. Detailed descriptions of functional business processes and workflows, including functional descriptions of technology solutions such as the inventory management system.

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2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the HHSC executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within thirty (30) business days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be three (3) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional years.

Notwithstanding the limitation in the preceding paragraph and with at thirty (30) calendar days’ advance written notice to Contractor, at the end of the initial term or any extension period, HHSC, at its sole discretion, may extend the Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by HHSC to serve the best interest of the State for up to twelve (12) months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $10,000,000.00 per State Fiscal Year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC as a result of this Solicitation, Respondent agrees to be bound by the terms of the Data Use Agreement (DUA), Version 8.5, attached as Exhibit D.

Respondents must complete and return with their Solicitation Response Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

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2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

HHSC reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD July 29, 2025

Pre-proposal Conference Attendance is Optional

August 4, 2025, at 10:30 a.m.

Central Time

Deadline for Submitting Questions or Requests for Clarification

August 8, 2025, at 10:30 a.m.

Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

August 13, 2025

Deadline for courtesy HSP review Optional August 15, 2025, at 10:30 a.m.

Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

August 29, 2025, at 10:30 a.m.

Central Time

Evaluation Period October 2025

Anticipated Notice of Award February 2026

Anticipated Contract Start Date September 1, 2026

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Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the

ESBD.

NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Must not contest the interpretation by HHSC of such provision(s); and

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

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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Revision Date 04/28/2025 phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

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. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Joseph Recio, CTCD CTCM

Title Contract Specialist IV

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

Phone 512-438-5695

Email Joseph.Recio@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 (Sole Point of Contact) are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at Cheryl.Bradley@hhs.texas.gov.

mailto:Cheryl.Bradley@hhs.texas.gov

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b. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

HHSC will allow written questions and requests for clarification regarding this Solicitation.

Questions must be submitted by e-mail to the Sole Point of Contact Section 3.3.1 (Sole…