ESBD_540145_1784666125940_Exhibit_H- Scope of Work nh3.pdf

SCOPE OF WORK SECURITY GUARD SERVICES

1. SCOPE: This specification is an Invitation for Bid (IFB) for a licensed and qualified security guard company to provide on-site uniformed unarmed, uniform armed, and/or dedicated patrol services at HHS facilities.

1.1 Region 03 Counties – include but are not limited to: Dallas, Tarrant, Fannin, Johnson, Navarro, Denton, Wise, Hunt, Kaufman, Collin, Palo Pinto, Rockwall, Grayson, Earth, Ellis, Parker, Cooke, and Hood.

1.2 Region 03 Cities – include but are 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.

2. REQUIRED SERVICES: Vendor must be able to provide unarmed security guard services, armed security guard services, unarmed/armed patrol vehicle security guard services, and unarmed/armed foot patrol security guard services.

3. SERVICE REQUIREMENTS:

3.1 HHS LOCATIONS/POSTS: post hours vary from 7:00am to 7:00pm, Monday through Friday, and some locations may 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 per the agency’s needs; HHS designated representative shall report in writing any changes to schedule at least 36 hours in advance from when the change must go into effect.

Location Qty Days Start Time

End Time Armed/Unarmed Post Location

121 Westgate, Waxahachie 1 Mon-Fri 7:30am 5:30pm Armed Lobby

1111 West Ledbetter Ste 400, Dallas 1 Mon-Fri 8:00am 6:30pm Armed Lobby

2220 Mall Circle, Fort Worth 1 Mon-Fri 8:00am 5:30pm Armed Lobby

1540 New York Ave, Arlington 1 Mon-Fri 8:00am 5:30pm Armed Lobby

6500 Northwest Drive, Mesquite 1 Mon-Fri 8:00am 5:30pm Armed Lobby

5455 Blair Road, Dallas 1 Mon-Fri 8:00am 5:30pm Armed Lobby

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

2020 North Masters, Dallas 1 Mon-Fri 7:30am Last Employee Leaves Armed Lobby

1228 East Ledbetter Drive, Dallas 1 Mon-Fri 7:30am 5:30pm Armed Lobby

1228 East Ledbetter Drive, Dallas 1 Mon-Fri 7:30am Last Employee Leaves Armed Foot Patrol Parking lot

1010 Cadiz, Dallas 1 Mon-Fri 7:30am 5:30pm Armed Lobby

2700 Ben Ave, Fort Worth 1 Mon-Fri 6:30am 5:00pm Armed Lobby

2700 Ben Ave, Fort Worth 1 Mon-Fri 6:30am 6:30pm Armed Foot Patrol Parking lot

8700 North Stemmons Frwy, Dallas 1 Mon-Fri 7:30am 5:30pm Armed 1st Floor DFPS Lobby

8700 North Stemmons Frwy, Dallas 1 Mon-Fri 7:30am 5:30pm Armed 3rd Floor Elevator Vestibule

8700 North Stemmons Frwy, Dallas 1 Mon-Fri 7:30am 5:30pm Armed Foot Patrol Parking lot

3910 Gaston Ave., Dallas 1 Mon-Fri 7:30am Last Employee Leaves Armed Lobby

1467 Acton Ave., Duncanville 1 Mon-Fri 8:00am Last Employee Leaves Armed Lobby

1059 S. Sherman, Richardson 1 Mon-Fri 7:30am 5:30pm Armed Lobby

3.2 REQUEST FOR NON-EMERGENCY SECURITY GUARD SERVICES:

The vendor shall dispatch security guard(s) within 12 hours after notification of request for non-emergency security guard services is sent by HHS designated representative.

HHS designated representative will request non-emergency security guard services in writing.

3.3 REQUEST FOR EMERGENCY SECURITY GUARD SERVICES:

The vendor shall dispatch security guard(s) within 4 hours after notification of request for emergency security guard services is sent by HHS designated representative.

Vendor shall respond to a request for emergency security guard services within 1 hour after notification is sent by HHS designated representative.

HHS reserves the right to declare or not declare any necessary service(s) to be an emergency and will request emergency security guard services in writing.

3.4 AFTER HOURS SECURITY ALARM RESPONSE:

a. The vendor shall provide emergency security guard services for after-hours security alarm response. The vendor will receive a request for emergency security guard services from the HHS designated representative requesting a security guard to visit an HHS facility to verify the validity of a security alarm activation. The Security guard will need to verify if the building is secured or if the site has been compromised (break-in, vandalism, etc.). The request to dispatch a security guard in response to an after-hours security alarm activation will initially come from an HHS designated representative calling from the HHS after-hours phone number 214-448-0003. The site location and address will be given at the time of the call, and a follow-up written request will be sent.

b. The vendor shall dispatch a security guard to the location of the security alarm activation and report back any updates and/or findings to HHS designated representative within 1 hour of being dispatched.

c. The dispatched security guard shall call 911/ local PD if it’s determined that the site has been compromised.

d. The vendor shall also call the designated HHS rep using the after-hours response phone number 214-

448-0003.

e. The vendor will stay on property until released by the HHS designated rep.

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

4. SECURITY GUARD REQUIREMENTS:

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

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

4.3 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 authorized by HHS. Upon approval to carry non-lethal weapons, the vendor shall furnish proof to HHS verifying security guards who are qualified and have been trained.

4.4 Maintain respect for employees, contractors, and visitors and conduct themselves with a high level of professionalism. Always maintain a business-like demeanor.

4.5 Not depart their assigned post until they have been properly relieved or their shift ends. Under no circumstances shall any post be left abandoned without HHS approval.

4.6 Security guards working at HHS locations/posts are permitted to take one paid 30 minute lunch break in the breakroom of the HHS facility their assigned post is located at; the guard must notify staff whenever they take their lunch break, and the guard must be ready to respond to a security incident if needed during their break.

4.7 Shall always be vigilant and alert.

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

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

4.10 Be physically and mentally qualified to meet the requirements of this specification.

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

4.12 All Security guards assigned to contract shall be fluent in English with ability to receive, give, and understand written and verbal instructions and procedures.

4.13 Ability to communicate orally and in writing.

4.14 UNIFORMS:

a. Be in uniform always while on duty. The uniform shall be neat, clean, pressed, and kept in good physical condition. Non-company supplied symbols, pins, buttons, or slogans may not be applied to the uniform.

b. Wear an identifying name badge with the company’s logo which shall be clearly visible.

c. Wear and display a TxDOT assigned badge (commission card).

d. Maintain a neat and professional appearance always.

e. Carry all equipment necessary in the performance of their duty.

4.15 SECURITY GUARD DUTIES AND RESPONSIBILITIES:

a. All security guards shall make rounds at their assigned location/post during each hour of their shift, and if the guard witnesses any criminal activity, the guard shall investigate and intervene if necessary and call 911 to request law enforcement assistance. Security guards must ensure that no one is loitering on agency grounds (lobby, restrooms, building entrances, parking lot, etc.).

b. When not making rounds, the lobby security guard must be seated or standing in a designated area in the lobby.

c. When not making rounds, unless designated otherwise by the HHS representative, the foot patrol security guard must be outside on agency grounds at a location that is in view of the main public entrance and provides the best visible presence and overall security.

d. When a patrol vehicle is not being used to make rounds, unless designated otherwise by the HHS representative, the patrol vehicle along with security guard who is operating it must be legally parked at a location on agency grounds that is in view of the main public entrance and provides best visible presence and overall security.

e. 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.

f. The guards should check all interior areas of HHS facilities before going off duty to ensure that all people are out of the building. The guard shall then check all exterior doors to ensure that they are secured. If a guard’s shift is completed before office closing, the guard shall check all areas before leaving the premises and if necessary, will report areas of concern to HHS on-site staff (LOC, HHS supervisor, etc.), and/or to the relief guard reporting for duty.

g. Guards shall not occupy any area except the area designated as their assigned post.

h. The guard shall familiarize themselves with all emergency phone numbers and facility evacuation plans.

i. The guard shall not perform any duties other than providing security guard services while on post.

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

k. Security guards are not to provide access to secure space.

l. The following items that are not authorized for use/storage at any HHS post include but are not limited to: personal radios, digital music devices, compact disc/tape players (with or without earphones), cell phones, pagers, personal data assistants (e.g. PDAs, palm pilots, electronic organizers, etc.), computers, etc. Security guards may carry a personal cell phone, but they are not permitted to use a personal cell phone for non-security/non-emergency related matters.

m. Except for work-related reading materials, all other reading materials (books, magazines, newspapers, etc.) are prohibited while on duty.

n. The guard shall maintain conduct that does not interfere with the performance of his/her duties at HHS facility (e.g. fraternizing with staff/clients). Guards shall be courteous and respectful to HHS employees and clients and conduct themselves in a professional manner while on guard duty.

o. As deemed necessary by HHS representative, security guards may be issued building entry access cards/codes in the performance of their duties. Security guards are responsible for these access codes/cards, and the vendor shall immediately contact the HHS designated representative when an access code is compromised or if an access card is lost or stolen.

5. VENDOR REQUIREMENTS:

5.1 24-hour, 7 day a week phone numbers and email addresses for the agency to report security guard issues

5.2 To respond to requests for non-emergency and emergency security services and to communicate pertinent information regarding HHS security guard posts/locations

5.3 Provide a phone number and email address for agency to contact for any contract issues or questions.

5.4 Provide a phone number and email address for agency to contact for any invoice/billing issues or questions.

5.5 Correct any problems/issues reported by HHS designated representative within 24 hours.

5.6 If a problem or issue cannot be corrected within 24 hours, the vendor shall contact the HHS designated representative by phone and follow up in writing explaining the nature of the problem and why it cannot be corrected within 24 hours.

5.7 Not hire any currently employed HHS personnel.

5.8 Provide armed and/or unarmed security guard services on an as-needed basis.

5.9 Provide proof that any assigned security guards have in their possession a current Texas Department of

Public Safety Non-Commissioned Security card or a Commissioned Officer Security card.

5.10 When requested by HHS, provide background check results on vendor assigned security guards.

5.11 Provide the HHS designated representative with the names of all security guard personnel performing services.

5.12 Ensure security guard(s) are on time and at their scheduled HHS post.

5.13 Notify HHS immediately via phone of any instance where guard services will not be provided in accordance with the scope of work; contractor will provide written explanation for deviation from scope of work within 24 hours of occurrence.

5.14 Ensure that any patrol vehicles (car, truck, golf cart, etc.) provided to security personnel for use are in good condition and fully operational and have visible company logo present. Patrol vehicles must be operated at their assigned HHS post for the entire shift or until replaced by another patrol vehicle.

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

5.16 Requests for any changes to post procedures or other special requests for security guards shall be in writing.

These changes must be approved by the HHS designated representative in writing.

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

5.18 Contractor is responsible for safe and secure storage of patrol equipment/vehicles. Storage of any patrol equipment/vehicles on agency grounds must be approved in writing by the HHS designated representative;

HHS is not responsible for any damage and/or loss to contractor’s patrol equipment/vehicles.

5.19 Contractor is responsible for training staff in the proper and safe use of patrol equipment.

5.20 All Patrol Equipment provided by Contractor must have vendor logo.

6. SECURITY GUARD REPLACEMENT

6.1 The HHS designated representative will have the final approval as to which security guards may be assigned to HHS facilities.

6.2 HHS reserves the right to request to remove and/or replace any security guard who is not performing their duties in accordance with the contract scope of work.

6.3 Upon request from HHS designated representative, the vendor shall replace the security guard(s) within one hour.

7. ADDITIONAL LOCATIONS/POSTS: HHS reserves the right to add or remove facilities to and from the purchase order with ten days’ written notice. There may be instances when HHS will request the addition or removal of a security guard immediately due to emergency situations.

8. HHS DESIGNATED REPRESENTATIVE RESPONSIBILITIES:

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

8.2 Notify the vendor of security infractions and problems.

9. CONFIDENTIALITY: All information is confidential. HHS information/business shall not be disclosed to any individual, corporation, news entity or any other government agency at any time without prior written approval from the HHS.

10. NON-COMPLIANCE:

10.1 If a vendor fails to provide a security guard at an HHS post three times during a six-month period, HHS may, at its discretion, terminate the contract/purchase order for non-performance.

10.2 It is the vendor’s responsibility to ensure assigned security guards are at their designated post at the scheduled time. If a security guard is unable to report to duty as scheduled, the vendor shall immediately provide a replacement.

10.3 Any security guard(s) reporting to work under the influence of drugs/alcohol or acting unprofessionally will not be allowed to stand duty, and vendor must provide a replacement guard immediately.

10.4 Sleeping while on duty is prohibited and will not be tolerated.

10.5 HHS will not tolerate repetitive violations and non-compliance to the HHS terms and conditions and the contract. HHS will be the sole judge at evaluating violations. HHS will notify the vendor of any violation in writing. The vendor shall prepare a written response to the HHS designated representative within two days from receipt of the letter, detailing action to be taken to correct and prevent the violation from reoccurring.

11. INVOICING/BILLING INSTRUCTIONS: The invoice shall be sent to the address shown on the purchase order and shall include the following:

11.1 Current purchase order number.

11.2 Vendor’s payee identification number.

11.3 Description and location of services.

11.4 Documentation which includes security guard names, timesheets, hourly rate, total amount, daily logs, billing statements, etc.

11.5 Invoices shall be submitted on a weekly basis. Invoices may be submitted by mail or email.

Health and Human Services Commission

Attention: Financial Services

PO BOX 532089

Grand Prairie, TX 75050 Or

Email invoices to: Reg03_AP@hhsc.state.tx.us

12. PAYMENT VERIFICATION: To verify security guard(s) are paid the minimum wage required by the contract/purchase order, HHS may require the vendor submit verification of such payment with each invoice.

Verification documents are to be in the form of paycheck receipts, payroll records, etc. Payment may be held pending receipt and verification of documents.

13. PAYMENT REQUIREMENTS:

13.1 HHS will pay the vendor at the hourly rate(s) listed on the pricing sheet as part of the solicitation.

13.2 The vendor must provide a detailed itemized list of hours worked by the security guard(s) at each location/post with each corresponding invoice.

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

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

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

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

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

15. CONTRACT ADMINISTRATION: Upon issuance of purchase order, HHS will assign an individual who will be the designated HHS representative for the purchase order. The designated HHS representative’s primary objective is contract administration which includes, but is not limited to, the following:

15.1 Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

15.2 Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

mailto:Reg03_AP@hhsc.state.tx.us