ESBD_442693_1754426673756_IFB_HHS0016323_Armed Security Guard Service for Region 3.pdf

PCS 137 - SERVICES

Version 1.80 Page 1 of 53 Revised 04/25/2025

Cecile E. Young, Executive Commissioner

Invitation for Bids (IFB) for

Armed and Unarmed Security Guard Services for Region 3

IFB No. HHS0016323

NIGP Class/Item No(s): 990-46 Guard and Security Services, 990-67 Patrol

Services

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

IFB Date Posted to ESBD 08/05/2025

HSP Training Webinar 08/08/2025, 10:30 AM

Questions or Clarifications Submission Deadline 08/11/2025, 10:30 AM

Responses to Questions or Clarifications - Addendum posted on the ESBD

08/13/2025

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline

08/15/2025, 2:00 PM

Response Deadline: Responses to this IFB must be received 08/26/2025, 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

6.9 HSP Training Webinar

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)

8.2 Courtesy Review of 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

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12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

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 licensed and qualified security guard company to provide on-site uniformed unarmed, uniformed armed or armed plain-clothed security guard(s) and dedicated patrol services at HHSC facilities.

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 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 $2,600,000.00 for the period 9/01/2022 to 8/31/2025.

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 – HHS Online Bid Room Information

• Exhibit F – Historically Underutilized Business (HUB) Subcontracting Plan (HSP) and Requirements

• Exhibit G (1, 2 and 3) – 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).

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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.

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).

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.531.htm

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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 and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

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:

http://www.txsmartbuy.com/sp https://www.txsmartbuy.com/esbd

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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.

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.

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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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.

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.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan, the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.texas.gov .The Sole Point of Contact, Section 6.1, must be copied on the e-mail.

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.

mailto:Cheryl.Bradley@hhs.texas.gov

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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

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.

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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 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.

6.9 HSP Training Webinar

HHSC will conduct an optional webinar HUB Subcontracting Plan (HSP) training on the date and time identified in the Procurement Schedule (cover page of this IFB), or on the date and time established in subsequent Addenda.

A training session for completion of the HSP will be provided as part of the conference. Bidders are strongly encouraged to. Bidders who do not submit an HSP or a properly completed HSP, if required, with their Response will be disqualified. See Section 8 (HUB Subcontracting Plan (HSP) Requirements).

Attendance is strongly encouraged, but not required. Failure to attend or participate in the webinar will not disqualify a Bidder.

Vendors participating in the webinar must register to attend prior to the webinar at:

a) https://attendee.gotowebinar.com/register/5107821298384573536

b) Webinar ID: 985-485-035

c) Participant must enter business e-mail https://attendee.gotowebinar.com/register/5107821298384573536

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7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided are for a licensed and qualified security guard company to provide on-site uniformed armed and unarmed plain-clothed security guard(s) and dedicated patrol services at HHSC facilities.

A. Personnel Qualifications:

The Contractor shall provide the following key personnel with the listed qualifications:

1. Contract Manager:

The contract manager shall have:

i. A minimum of three (3) years’ experience within the last five (5) years in managing security guard personnel.

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

Note: Extensive Knowledge is defined as a broad knowledge of elements of a job and interrelated business areas to develop or direct the development of new methods, procedures, or processes, implement their use and integration into existing programs and assume responsibility for peoples and its services.

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

2. Security Guard Site Supervisor:

The security guard site supervisor shall have:

i. A minimum of three (3) years’ experience within the last five (5) years in managing security guard personnel.

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

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

3. Unarmed Security Guard(S) Qualifications:

Security guard(s) shall have a minimum of one (1) year of actual experience as a security guard and patrolling services in the field, excluding training.

4. Armed Uniformed and Plain Clothed Security Guard Qualifications:

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Armed security guard(s) shall:

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

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

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

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

B. Training:

Contractor shall designate a training officer who shall perform all training for a new security guard(s) assigned to HHSC.

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

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

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

4. Post procedures will be identified and developed by Contractor.

5. The security guards shall perform, but not be limited to the following:

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

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

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

iv. Report any maintenance problems to HHSC Local Office Coordinator or Regional Business Officer (Property Manager).

v. Complete Daily Security Report forms and ensure all activity occurring during shift is recorded to include, but not be limited to, any unusual and suspicious activity.

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

vii. Assist the HHSC Regional Business Officer (Property Manager) in implementing HHSC procedures for all fire alarms, bomb threats and other emergencies.

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

1. Report any hazardous safety condition.

2. 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.

C. Security Guard Requirements:

All security guards utilized shall meet the following requirements:

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

2. 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 HHSC. Upon approval to carry non-lethal weapons, the Contractor shall furnish proof to HHSC verifying security guards are qualified and have been trained.

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

4. 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 HHSC approval.

5. Maintain respect for employees, contractors, and visitors and conduct themselves with a high level of professionalism. Be always business-like and professional.

6. Shall be alerted to surrounding area of responsibility at all times.

7. Ensure unauthorized personnel are not permitted on HHSC grounds and in facilities at any time.

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

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

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

11. Ability to communicate orally and in writing.

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

13. Security guards are not to handle, hold, transport, or move any agency related material or mail.

14. Security guards will not provide access to secured space.

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15. Security officer should not deploy OC spray except when necessary to protect persons and property.

16. In the event security officer observe patrons engaging in illegal activities (theft, illegal drugs, etc.), security officer shall contact local law enforcement immediately.

D. 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:

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

2. Make on-site inspections at each location on a weekly basis and provide the HHSC designated representative with a copy of inspection report. Problems and issues shall be handled in the following manner:

i. Make a minimum of one physical check of the security guard(s) per shift daily. The site supervisor shall report the time the shift check was completed on the Daily Security Report.

ii. Any identified problems or issues shall be corrected within 24 hours.

iii. Corrective measures shall be taken the next day and site supervisor shall provide an expected time of resolution.

iv. If a problem or issue cannot be corrected within 24 hours, the site supervisor shall contact the HHSC designated representative by phone.

The site supervisor shall follow up in writing explaining the nature of the problem and why it cannot be corrected within 24 hours.

v. 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 contract being cancelled.

E. Contract Manager:

The contract manager shall:

1. Make periodic joint inspection checks on all security guards with the HHSC designated representative monthly or as requested by HHSC.

2. Maintain continuous awareness of the quality and completeness of the work performed by the security guard personnel.

F. Contractor Requirements:

Guard Duties:

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1. 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 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 guard shall investigate, and if warranted, ask the individual(s) to leave the premises. Guard shall contact law enforcement immediately.

2. The guards shall check all interior areas of our leased space before going off duty to ensure that all persons are out of the building. The guard shall then check all exterior doors to be sure the building is locked and secure. If a guard’s shift is completed before office closing, the guard shall check all areas before leaving the premises and if noted report areas of concern to the Local Office Coordinator or HHSC site management, and/or to the relief guard reporting for duty.

3. 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 HHS and a client, the guard shall make his/her presence known and render assistance, if needed.

4. Guards shall not occupy a private office within HHSC facility or engage in lengthy conversation or other activities other than that of providing continuous security services as specified herein.

5. The guard shall familiarize her/himself with all emergency phone numbers and facility evacuation plans.

6. The guard shall not be asked to perform other duties other than that of providing guard service.

7. The following are NOT AUTHORIZED for use/storage at any HHS post:

i. Personal radios, digital music devices, compact disc/tape players (with or without earphones); Cell phones/Pagers/Personal Data Assistants (PDAs, i.e., palm pilots, organizers, etc.); While personal cell phones may be carried on your person, they are not to be used while on post! If you do not have access to a two-way radio or client provided telephone on your post, notify a supervisor as soon as you are able. The use of personal cell phones for non-security/non-emergency related matters are prohibited while on duty.

ii. Reading material, (only work-related material is allowed); religious materials, newspapers, magazines, schoolbooks, etc., are not authorized.

iii. The guard shall maintain conduct that does not interfere with the proper performance of his/her duties while providing guard services at a HHSC facility (i.e., excessive use of phone, fraternizing, excessive visiting, etc.).

Guard shall be courteous and respectful to HHSC employees and clients and conduct themselves in a professional manner while on guard duty.

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iv. Security personnel will not tamper with telephones, office equipment, or any personal effects located in Client offices, common areas or other designated workspaces. Equipment or items that present a safety hazard may be handled when safe to do so. Closed off areas will only be entered to conduct official business when authorized to do so.

v. At all locations, security guards will be issued building entry access cards/codes in the performance of their duties. Security guards are responsible for these access codes/cards and shall immediately contact the HHSC designated representative when they have lost or damaged their building entry access card.

G. Personnel Replacement

1. The HHSC designated representative will have the final approval as to which security guard may be assigned to HHSC facilities.

2. HHSC reserves the right to request to remove and replace any security guard or staff who, in HHSC’s sole discretion, does not meet HHSC professionalism, is not attentive to duty requirements, and who appears incapable of performing assigned duties or is not in compliance with service requirements in this specification or HHSC Post Instructions.

3. Contractor should be aware HHSC may have an urgent requirement to provide additional security guards within eight (8) hours or less.

4. Contractor shall replace the security guard(s) within one (1) hour during the term of the contract service period as requested by HHSC designated representative.

5. HHSC will require the Contractor to provide additional unarmed and armed uniformed security guard(s) personnel at HHSC facilities or facilities under the control of HHSC during emergency situations, such as a natural disaster, act of terrorism, or a catastrophic event. This service is on an as needed basis.

6. Additional security guards shall be readily available within four (4) hours of telephone notification by HHSC designated representative.

7. Security guards shall assist HHSC in protecting its employees, guarding facilities, guarding fuel tanks, material, and supplies, and as required provide crowd control during an emergency event.

8. Security guards shall remain on duty and be required to work 12-hour shifts.

Security guards may be required to work an additional 12-hour shift during the day or night and on any day of the week.

9. Security guards shall not work more than two 12-hour shifts, unless it has been mutually approved by HHSC and the vendor.

10. Security guards may be assigned additional duties as designated by the HHSC designated representative including but not limited to, driving, transportation, Version 1.80 Page 18 of 53 Revised 04/25/2025 carrying and lifting objects, protecting designated areas with supplies and materials and other duties as assigned within the scope of specification.

H. Armed Guards:

1. On special occasions or life-threatening situations, HHSC will require that the Contractor provide uniformed armed guard(s) or armed plain-clothed guard(s) within a one (1) hour notice. This is on an as needed basis.

I. Subcontracting: Subcontracting is allowed under the following circumstances:

1. Subcontractors providing service under the purchase order shall meet the same requirements and provide the same service and level of experience as required of the vendor.

2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services.

3. The vendor shall maintain all project management, schedules, performance and responsibilities for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted.

4. HHSC reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by HHSC.

5. Subcontracting shall be at the vendor’s expense.

6. HHSC retains the right to check subcontractor's background and decide to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor.

7. The vendor shall pay all subcontractor(s) in accordance with Texas Government Code §2251.022.

8. The vendor shall be the only contact for HHSC and subcontractor(s).

J. Contractor or Subcontractor Monitoring:

1. Security guard(s) assigned to monitor contractors or subcontractors will be paid based on price shown on the IFB.

2. If HHSC requests additional security guard(s) at a facility and the contractor or subcontractor is not at this facility, HHSC will pay a minimum of two (2) hours of regular time to the Contractor.

3. HHSC requires the Contractor provide a security guard to monitor and oversee the contractor and subcontractor personnel while working at designated facilities. HHSC will request the Contractor provide a security guard within a minimum of 48 hours upon notification by HHSC.

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4. During the term of the contract, HHSC has contractors and subcontractors working on special projects at HHSC facilities.

K. Confidentiality:

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.

L. Non-Compliance of Work Hours

1. If a Contractor fails to have a security guard on duty at a HHSC specified work facility at the scheduled time, for three occurrences during a six (6) month period, HHSC may, at its discretion, cancel the contract due to non-performance.

2. For each hour that a HHSC security guard or representative is required to man the security guard position left unguarded by Contractor security personnel;

HHSC will deduct the HHSC’s security guard current wage rate from the weekly invoice.

3. It is the Contract’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 Contractor 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.

4. 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. Contactor shall be responsible for the immediate replacement of the guard. Contractor shall man this post until the next scheduled guard arrives for duty.

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

M. Off-Shift Time:

HHSC will not pay off-shift rates for any security guard service(s) or any security guard(s) monitoring contractors or subcontractors.

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

1. Region 03 Counties:

Including, but not limited to Dallas, Tarrant, Fannin, Johnson, Navarro, Denton, Wise, Hunt, Kaufman, Collin, Palo Pinto, Rockwall, Grayson, Earth, Ellis, Parker, Cooke, and Hood.

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2. Region 03 Cities:

Including, but not limited to Arlington, Bonham, Carrollton, Cleburne, Corsicana, Dallas, Decatur, Denton, Duncanville, Ennis, Fort Worth, Grand Prairie, Granbury, Greenville, Hurst, Irving, Kaufman, Lake Worth, Lewisville, McKinney, Mesquite, Mineral Wells, North Richland Hills, Plano, Richardson, Sherman, Stephenville, Terrell, Watauga, Waxahachie, and Weatherford.

3. Additional Locations:

HHSC reserves the right to add or remove facilities to and from the purchase order with ten (10) days written notice. There may be instances when HHSC will request the addition or removal of a security guard immediately due to emergency situations.

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

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, according to the schedule listed below. Contractor shall not interfere with normal flow of business at the service location. Some locations require security guard coverage 24 hours a day, 7 days a week. Security guard service shall be provided for the hours and workdays for each location noted on the solicitation. Hours, workdays and locations are subject to change at any time per the Agency’s needs.

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.

Contractor shall provide security guards for the hours and workdays for each location noted below:

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

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Note: Office hours vary from 7:00am to 7:00pm, Monday through Friday. Some locations require security guard coverage 24 hours a day, 7 days a week. Security guard service shall be provided for the hours and workdays for each location noted on the solicitation. Hours, workdays and locations are subject to change at any time per the HHSC’s needs.

7.1.3 Services Outside Regular Business Hours

Any services performed outside of regular work hours must be approved by the HHS Agency Contract Manager and will be paid at the hourly rate 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

Location Qty Start Time End Time Armed/Unarmed

3612 E McKinney, Denton 1 8:00am 5:30pm Armed (Lobby)

1111 West Ledbetter Ste 400, Dallas

1 8:00am 6:30pm Armed

1059 South Sherman St.

Richardson

1 8:00am 5:30pm Armed

1540 New York Ave, Arlington 1 8:00am Last Client Leaves Armed

4733 East Lancaster, Fort Worth 1 7:30am Last Client Leaves Armed

6500 Northwest Drive, Mesquite 1 8:00am Last Client Leaves Armed

5455 Blair Road, Dallas 1 8:00am 5:30pm Armed

7450 John T. White, Fort Worth 1 8:00am 5:30pm Armed

2020 North Masters, Dallas 1 7:30am Last Employee Leaves

Armed

1228 East Ledbetter Drive, Dallas 1 7:30am 5:30pm Armed (Lobby)

1 7:30am

Last Employee Leaves

Armed (Parking Lot)

1010 Cadiz, Dallas 1 7:30am 5:30pm Armed

2700 Ben Ave, Fort Worth 1 6:30am 6:00pm Armed (Lobby)

1 6:30am 6:00pm Armed (Parking Lot)

8700 North Stemmons Frwy, Dallas

1 7:30am 5:30pm (Mon-Fri) Armed (1st Floor DFPS Lobby)

1 7:30am 5:30pm (Mon-Fri) Armed (3rd Floor Visitation Hall)

1 7:30am 5:30pm (Mon-Fri) Armed (Foot Patrol)

1 7:30am 5:30pm (Mon-Fri) Armed (Parking Lot)

3910 Gaston Ave., Dallas 1 7:30am Last Employee Leaves

Armed

1467 Acton Ave., Duncanville 1 8:00am Last Employee Leaves

Armed

Version 1.80 Page 22 of 53 Revised 04/25/2025 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.

The Contractor shall be available for after-hours alarm response. The Contractor will receive a request from the HHS designated rep via phone, text or email to respond to a Region 03 facility to verify the validity of the security alarm. Verifying if the building is secure or if the site has been compromised (break-ins, vandalism, etc.) The request to dispatch will come from an HHS designated rep. calling from the After-hours response number. The site location and address will be given at the time of the call.

a) The Contractor shall respond to the location and report back any findings to HHS within thirty (30) to forty-five (45) minutes of being dispatched.

b) Upon arrival the vendor shall call 911 or local Police Department if it’s determined that the site has been compromised. The Contractor shall also call the designated HHS rep.

c) The Contractor will stay on property until released by the HHS designated rep.

d) The Contractor is also responsible for reports relating to all alarm calls. All alarm dispatch reports shall be turned over to HHS the following business day.

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.

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 three (3) years.

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have three (3) years’ relevant experience.

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

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c) The Bidder shall be an established company engaged in the business of providing security guard and patrol services with a minimum of three years’ experience within the last five years.

d) Company permits and licenses required by the Texas Commission on Private Board of the Texas Department of Public Safety for company, managers, supervisors and security guard personnel.

e) Similar experience, including scope of work that demonstrates an expertise in providing the required services, number of years in business, number of security guards.

f) Company qualifications and experience shall include the documentation of respondent history, including capabilities in the area of services to be provided, size and scope of operation.

g) All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

h) 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 five

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

i) Have sufficient security staff and security guard personnel to meet HHSC needs during regular work hours and emergency situations.

j) Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees and have no other financial difficulties that may prevent your company from completing this service.

k) 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).

l) Proposed profiles of qualified security guard(s) with a minimum of one-year field experience. Training time as part of field experience shall not be included. 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.

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) The HHS Agency will provide keys or electronic door access cards in sufficient number for the Contractor key personnel assigned to perform the services. In no case shall the Contractor or Subcontractors make duplicates of any issued keys or access cards. The Contractor may be required to reimburse the HHS Agency for replacement costs for any lost keys or access cards or for those not returned at the expiration of the Contract.

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c) Training:

HHSC will pay for the initial eight (8) 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.

d) Inspection by HHSC:

The HHSC designated representative will:

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

2. Notify the Contractor of security infractions and problems.

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

7.1.7 Contractor Responsibilities

The Contractor(s) is solely…