ESBD_560136_1789678866460_24 Hour Armed Security Services - FTW Campus cl (002).docx

TARLETON STATE UNIVERSITY

PROCUREMENT SERVICES & VetHUB PROGRAM

REQUEST FOR PROPOSAL

RFP NUMBER

04-TARLTON-RFP26-0025

24 Hour Armed Security Services

PROPOSAL MUST BE RECEIVED BEFORE:

3:00 p.m. Central Time, Friday, October 16th, 2026

MAIL PROPOSAL TO:

Tarleton State University Procurement Department Attn: Kim Elkins Buyer Purchasing & Contracts Box T-0600 Stephenville, TX 76402

HAND DELIVER AND/OR EXPRESS MAIL TO:

Tarleton State University Procurement Department Attn: Kim Elkins, Buyer Purchasing & Contracts 201 Saint Felix Street Stephenville, TX 76401

Electronic Response https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

Show RFP Number, Opening Date and Time on Return Envelope

Proposal must be received in the Tarleton State University Procurement office before the hour and date specified for receipt of proposal. If it is not received in the department by due date and time, the proposal will be considered late and will be returned to the respondent.

Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121 - 2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public. Prices and other proposal details will only be divulged after the award, if one is made.

REFER ALL INQUIRIES TO:

Ms. Kim Elkins, Buyer III, Purchasing & Contracts Tarleton State University Procurement Department 254-968-9217 Email: kelkins@tarleton.edu

Contents

SECTION 1

GENERAL

1.1 Scope

24-Hour Armed Security Guard Services

Tarleton State University (“University”) is seeking qualified security services contractors to provide professional, uniformed, armed security officer services on a twenty-four (24) hour per day, seven (7) day per week, 365/366 day per year basis at our Fort Worth Campus location.

The intent of this solicitation is to establish a contract with a single qualified Contractor capable of providing reliable, properly trained, licensed, supervised, and professional armed security personnel to protect University students, employees, visitors, facilities, property, and other assets.

The Contractor shall furnish all personnel, supervision, management, uniforms, equipment, training, licensing, scheduling, reporting, administrative support, and other resources necessary to perform the services described herein.

1.2 History

Tarleton State University was established in 1899 in Stephenville, Texas as John Tarleton Agricultural College, a private institution. In 1917, John Tarleton became a junior college and a member of The Texas A&M University System. The college was changed to a four-year, co-educational, senior college by an act of the Legislature in 1959. In 1971, the University began offering master’s level programs, and in 1973, the Legislature changed the name of the institution to Tarleton State University.

A founding member of The Texas A&M System, Tarleton State University is breaking records — in enrollment, research, scholarship, athletics, philanthropy and engagement — while transforming the lives of approximately 28,000 students in Stephenville, Fort Worth, Waco, Bryan and online. For 125 years, Tarleton State has been committed to accessible higher education opportunities for all while helping students grow academically, socially and professionally through programs that emphasize real world learning and address regional, state and national needs. More information can be found at www.tarleton.edu.

Mission: Tarleton State University, a founding member of the Texas A&M University System, transforms generations by inspiring discovery, leadership and service through educational excellence.

Vision: Tarleton will be the premier comprehensive university in the nation, with a keen focus on student success, teaching, and research.

Values and Statements:

Excellence – Tarleton Texans pursue greatness in all efforts, promoting a spirit of leadership, adaptability, and innovation for exceptional outcomes and a better world.

Integrity – Tarleton Texans hold to the highest ethical standards and commit to serving others through transparency and accountability in everything we do.

Respect – Tarleton Texans create a thriving community by embracing varied perspectives with civility, honoring tradition, and promoting collaboration so everyone thrives.

1.3 Contract Term

The intent of this Agreement is to have services provided to Tarleton State University for a period of (5) FIVE years with the option to renew for an additional (5) FIVE years if mutually agreed upon with all terms and conditions remaining firm.

1.4 Tarleton VetHUB Subcontracting Requirements

VetHUB Subcontracting Plan The Veteran Heroes United in Business program (VetHub or HUB) as part of the state of Texas Comptroller’s Statewide Procurement Division will focus on certification of service-disabled veterans (SDV) to facilitate their growth and development and increase opportunities for contracts and subcontracts with the state of Texas. Additional information on the VetHUB program visit the following site:

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php.

Tarleton requires a HUB subcontracting plan (HSP) for contracts of $100,000 or more over the life of the contract (including any renewals), where such opportunities exist. The total expected value of this solicitation and subsequent contract is $100,000 or more and Tarleton has determined that subcontracting opportunities are probable. Therefore, respondents to this RFP are required to develop and submit an HSP form with their proposal submission.

A subcontracting opportunity is defined as any portion or lot of work that the Respondent cannot complete with its own equipment, supplies, materials, and/or employees. The Respondents will use the procedures prescribed below when completing the HSP form.

The Respondent shall use the CMBL/HUB directory published on the comptroller’s website to identify HUBs. If the Respondent uses any alternate source, it accepts the risk that its HUB subcontracting plan may be noncompliant due to inaccurate HUB certification information. A business listed in the HUB directory at the time of the good faith effort is considered a HUB for purposes of evaluating a HUB subcontracting plan, even if the business later graduates or has its HUB status revoked or expired. If the Respondent uses any alternate source, it accepts the risk that its HUB subcontracting plan may be noncompliant due to inaccurate HUB certification information. The HUB directory can be accessed via the following site:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp The Tarleton Procurement Office will review the information and documentation submitted and use it as a basis to determine if the plan was developed in good faith effort by the Respondent to utilize HUB subcontractors and/or suppliers on this project. Tarleton may reject a HUB subcontracting plan that was not developed in good faith or was not completed. Tarleton shall document the reasons for rejection in the contract file. If Tarleton finds that businesses identified in a HUB subcontracting plan are no longer HUBs, it may invite the vendor to submit a revised plan that identifies active HUBs.

An accepted HSP form will become a part of any contract with the Respondent resulting from this solicitation. Any revisions to the HSP must be approved by Tarleton Procurement Office.

Procedures for Completing the HSP Form Tarleton requires the Respondent to submit an HSP form for this RFP. The HSP form must include all subconsultants, suppliers, subcontractors, and vendors intended to be included in the Respondent’s team. Tarleton has set a goal of 2% for this solicitation.

In accordance with 34 TAC §20.285, as amended[footnoteRef:1], the Respondent may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities by utilizing one of four methods: (1) Solicitation Method, (2) All-HUB-Subcontractors Method, (3) Meeting-or-Exceeding-HUB-Goal Method, or (4) Self-performing Method. [1: One notable change in §20.285 under the emergency rule includes replacing the term “economically disadvantaged persons” with the term “disabled veterans.” Members should ensure that it strikes any reference to “economically disadvantaged persons” in any HUB (VetHUB) language that is based on the emergency rule or otherwise.]

Please contact Tarleton State University’s Director of Purchasing & Contracts, at luttrell@tarleton.edu for assistance with completion of requirements as stated.

1.5 Pre-Proposal Conference

There will be a NO Pre-Proposal Conference for this solicitation.

SECTION 2

STATEMENT OF WORK

2.1 Goal

The University seeks to identify and contract with a single qualified vendor to provide trained, licensed, and professional armed security personnel for its Fort Worth campus. Services shall be provided on a continuous basis, twenty-four (24) hours per day, seven (7) days per week, to support the safety and security of University property, students, faculty, staff, visitors, and other University assets.

The selected vendor shall provide all personnel, supervision, equipment, training, licensing, certifications, and other resources necessary to successfully perform the services described in this RFP. Proposals must address all requirements and include all elements necessary to provide a complete and comprehensive solution in accordance with the Scope of Work

2.2 SCOPE OF WORK

24-Hour Armed Security Guard Services

1. CONTRACTOR LICENSING AND TEXAS REQUIREMENTS

Contractor shall maintain all licenses, registrations, commissions, permits, and other authorizations required by federal law, Texas law, Texas Department of Public Safety (“DPS”), and applicable rules throughout the term of the contract.

At a minimum:

1. Contractor shall be properly licensed by the Texas Department of Public Safety to provide contracted security services in the State of Texas.

1. Each individual assigned to perform armed security services shall hold a current and valid Texas security officer commission authorizing the individual to carry a firearm while performing security duties.

1. Armed security personnel shall have successfully completed all training required for commissioned security officers by Texas Occupations Code Chapter 1702 and applicable DPS rules, including required Level II and Level III training and firearms proficiency requirements.

1. Contractor shall ensure that all armed officers remain properly licensed and qualified throughout their assignment to the University.

1. No individual may perform armed security services for the University while awaiting issuance of the required security officer commission or other required authorization.

1. Contractor shall immediately remove from University assignment any employee whose license, commission, firearm qualification, or other legally required credential expires, is suspended, revoked, or otherwise becomes invalid.

1. Contractor shall comply with all applicable federal, state, and local laws and regulations governing security services, firearms, employment, background screening, records, and performance of the services.

Contractor shall provide evidence of required company and individual licenses and commissions upon request by the University.

2. REQUIRED COVERAGE

Contractor shall provide continuous armed security coverage twenty-four (24) hours per day, seven (7) days per week, including weekends, University holidays, closures, and other periods when normal University operations are suspended.

Unless otherwise identified by the University, Contractor shall provide:

One (1) qualified armed security officer on duty at all times, 24 hours per day, 365/366 days per year.

The University may increase or decrease staffing requirements during the contract term based upon operational needs.

Contractor shall provide sufficient staffing resources to accommodate:

· scheduled shifts;

· employee absences;

· illness;

· vacations;

· training;

· employee turnover;

· emergencies;

· additional University-requested coverage; and

· other circumstances that could otherwise result in an uncovered post.

An assigned post shall not be left unattended because of Contractor staffing shortages.

3. SECURITY OFFICER RESPONSIBILITIES

Armed security officers shall provide visible security presence and protection at the assigned University location.

Duties may include, but are not limited to:

· Monitoring entrances, exits, buildings, grounds, parking areas, and other designated locations;

· Conducting routine interior and exterior patrols;

· Monitoring for unauthorized persons, suspicious behavior, safety concerns, criminal activity, property damage, and other unusual conditions;

· Controlling access to restricted areas as directed by the University;

· Verifying credentials or authorization when required;

· Monitoring doors, gates, locks, lighting, alarms, and other physical security conditions;

· Responding appropriately to security incidents, alarms, disturbances, emergencies, and requests for assistance;

· Immediately contacting University Police and/or emergency services when circumstances require law-enforcement, fire, or emergency medical response;

· Preserving incident scenes and information until University Police or other appropriate authorities arrive;

· Observing and promptly reporting safety hazards, property damage, suspicious packages, unauthorized activity, and other concerns;

· Assisting with emergency evacuations and other emergency procedures when directed;

· Maintaining accurate daily activity reports and incident reports;

· Protecting University property from theft, vandalism, unauthorized access, and damage;

· Providing reasonable assistance and directions to students, employees, visitors, and members of the public;

· Performing other security-related duties reasonably associated with the assigned post and within the lawful authority and training of a commissioned security officer.

4. RELATIONSHIP WITH UNIVERSITY POLICE

Contracted security officers are not University police officers and shall not represent themselves as peace officers or employees of the University unless otherwise legally authorized.

The Contractor's personnel shall cooperate fully with Tarleton State University Police Department (“UPD”) and other law-enforcement agencies.

UPD shall retain responsibility for law-enforcement activities within its jurisdiction. Contractor personnel shall immediately notify UPD or the appropriate law-enforcement agency regarding criminal activity, significant disturbances, threats, emergencies, or other incidents requiring law-enforcement intervention.

The University's use of contracted security personnel shall not transfer or delegate the University's law-enforcement authority to Contractor.

Contractor shall establish procedures for communication and coordination with UPD before commencement of services.

5. MINIMUM OFFICER QUALIFICATIONS

Each officer assigned to the University shall, at a minimum:

1. Meet all applicable Texas DPS requirements for commissioned security officers;

1. Hold a current Texas security officer commission;

1. Maintain required firearms qualifications;

1. Be legally authorized to possess and carry the firearm used while performing services;

1. Successfully complete all legally required criminal-history and background screening;

1. Possess a valid driver's license when operation of a vehicle is required;

1. Be capable of communicating effectively in English, both verbally and in writing;

1. Be capable of preparing clear and accurate written incident and activity reports;

1. Demonstrate professional judgment, reliability, integrity, and appropriate interpersonal skills;

1. Be physically capable of performing the duties associated with the assigned post;

1. Be trained in emergency response procedures appropriate to the assignment; and

1. Meet all additional University-approved minimum qualifications established before assignment.

The University reserves the right to require removal or reassignment of any Contractor employee whose conduct, performance, qualifications, appearance, reliability, or interaction with the University community is determined by the University to be unacceptable.

6. BACKGROUND SCREENING

Contractor shall ensure that all personnel assigned to University property have completed all criminal-history and other background screening required by applicable law and DPS requirements before beginning armed service.

Contractor shall not assign an individual who is prohibited by state or federal law from possessing a firearm.

The University reserves the right to establish additional background-screening requirements consistent with applicable law and University policy.

Upon request, Contractor shall certify that assigned personnel have successfully completed all required screening.

7. TRAINING

Contractor is responsible for ensuring assigned personnel receive all legally required initial and continuing training.

In addition to Texas DPS requirements, Contractor shall provide site-specific orientation before an officer independently assumes a University post. Orientation should address, as applicable:

· University emergency procedures;

· UPD notification procedures;

· assigned posts and patrol areas;

· emergency contact information;

· access-control procedures;

· incident reporting;

· evacuation procedures;

· confidentiality;

· interaction with students, employees, visitors, and vulnerable populations;

· prohibited conduct;

· use-of-force expectations; and

· University-specific post orders.

Contractor shall maintain documentation of required training and provide records to the University upon request.

8. FIREARMS AND USE OF FORCE

All firearms and associated equipment shall comply with applicable federal and Texas law, DPS requirements, Contractor policy, and University requirements.

Contractor shall maintain a written use-of-force policy consistent with applicable law and industry standards.

Contractor shall provide its use-of-force and firearms policies to the University upon request.

Any discharge of a firearm, display or threatened use of a firearm in response to an incident, or other significant use-of-force event occurring while performing University services shall be immediately reported to UPD and the University's designated Contract Administrator.

Contractor shall provide a written incident report as soon as practicable following the event.

Nothing in this Scope of Work grants Contractor personnel authority beyond that provided by applicable law.

9. UNIFORMS AND IDENTIFICATION

All assigned officers shall wear professional uniforms approved by the Contractor and compliant with applicable DPS requirements.

Uniforms shall clearly identify the individual as private security personnel and shall not create a misleading impression that the individual is a Tarleton State University police officer or other peace officer.

Personnel shall display all identification required by Texas law and DPS regulations.

Uniforms and equipment shall be maintained in clean, professional, serviceable condition.

10. SUPERVISION AND CONTRACT MANAGEMENT

Contractor shall designate a Contract Manager who will serve as the University's primary point of contact.

Contractor shall provide adequate supervisory oversight of assigned personnel and shall periodically conduct unannounced supervisory inspections of University posts.

The Contract Manager shall be available to address:

· staffing issues;

· officer performance;

· scheduling;

· complaints;

· emergencies;

· incident follow-up;

· invoicing; and

· other contract matters.

Contractor shall provide the University with a 24-hour contact number for supervisory or emergency assistance.

11. STAFFING AND CONTINUITY

Contractor shall maintain adequate staffing to provide uninterrupted coverage.

The Contractor is responsible for scheduling and providing replacement personnel when regularly assigned personnel are unavailable.

The University shall not pay overtime, premium pay, travel expenses, mileage, lodging, meals, or other personnel-related expenses unless specifically authorized in writing under the contract.

Contractor shall make reasonable efforts to maintain consistency in personnel assigned to the University.

12. REPORTING REQUIREMENTS

Contractor shall maintain appropriate security records, which may include:

· Daily Activity Reports;

· patrol logs;

· shift reports;

· incident reports;

· visitor or access logs when applicable;

· supervisor inspection reports; and

· other records required by the University.

Significant incidents shall be reported immediately to UPD and the University's designated representative.

Written incident reports shall contain sufficient detail to document the date, time, location, persons involved, observations, actions taken, notifications made, and disposition of the incident.

Reports associated with University services shall be provided to the University upon request and retained in accordance with applicable contractual and legal requirements.

13. EMERGENCY RESPONSE

Contractor personnel shall follow University emergency procedures and cooperate with UPD, fire departments, emergency medical services, emergency management personnel, and other responding agencies.

Contractor shall maintain procedures for obtaining replacement personnel during emergencies, severe weather, disasters, and other circumstances affecting normal staffing.

Unless otherwise directed by the University, closure of University offices or suspension of classes does not relieve Contractor of its obligation to maintain 24/7 security coverage.

14. CONFIDENTIALITY AND INFORMATION SECURITY

Contractor personnel may encounter confidential, sensitive, security-related, student, employee, or other protected information.

Contractor and its employees shall protect such information from unauthorized access, disclosure, use, or dissemination and shall comply with applicable federal and state law and University requirements.

Security plans, access credentials, keys, access codes, building information, camera locations, emergency procedures, and other sensitive security information shall not be disclosed except as authorized by the University.

15. KEYS, ACCESS DEVICES, AND UNIVERSITY PROPERTY

Keys, badges, credentials, access cards, radios, equipment, or other University property provided to Contractor remain the property of the University.

Contractor shall maintain accountability for all University-issued property and immediately report any loss or unauthorized disclosure.

Contractor may be responsible for reasonable costs resulting from lost or improperly handled University property when attributable to Contractor or its personnel.

16. PERFORMANCE STANDARDS

Contractor performance will be evaluated based upon factors including:

· continuous staffing and post coverage;

· employee qualifications;

· response to incidents;

· professionalism;

· quality and timeliness of reports;

· compliance with post orders;

· supervisory oversight;

· responsiveness to University concerns;

· employee turnover;

· compliance with licensing and training requirements; and

· overall quality of services.

Repeated failure to provide required staffing or maintain required licenses and qualifications may constitute a material failure to perform under the contract.

17. INSURANCE

Contractor shall maintain insurance meeting the University's current insurance requirements throughout the contract term.

Because the services involve armed security personnel, the University reserves the right to require additional or increased coverage based upon review by the University's Risk Management and Contract Administration functions.

Required coverage shall be evidenced by acceptable certificates of insurance and endorsements prior to commencement of services.

18. ADDITIONAL SERVICES

The University may request additional armed security officers for special events, emergencies, increased security conditions, or other operational requirements.

Bidder shall provide an hourly rate for additional armed security services.

No additional services shall be performed without authorization from the University's designated representative.

19. PRICING

Pricing shall be fully burdened and include all costs necessary to provide the required services.

The University will not pay additional charges that were reasonably foreseeable and necessary to provide the services unless expressly authorized by the resulting contract.

20. UNIVERSITY RIGHTS

The University reserves the right to:

· approve or reject personnel assigned to University facilities;

· require removal or replacement of personnel;

· modify post orders;

· modify patrol routes and duties within the general scope of the contract;

· request documentation demonstrating continued licensing and qualification;

· inspect Contractor performance and records related to the services;

· increase or decrease required coverage in accordance with the resulting contract; and

· require corrective action when Contractor performance does not meet contractual requirements.

21. CONTRACTOR STATUS

Contractor and its personnel are independent contractors and are not employees, agents, peace officers, or representatives of Tarleton State University or The Texas A&M University System.

Nothing in the resulting contract shall be construed as granting Contractor personnel law-enforcement authority or any authority exceeding that provided under applicable law and their individual licenses or commissions.

SECTION 3

SELECTION PROCESS

3.1 Selection Process

Tarleton will base its choice on demonstrated competence, knowledge, and qualifications and on the reasonableness of the proposed fee for the services; and if other considerations are equal, give preference to a vendor whose principal place of business is in the state of Texas or who will manage the contract wholly from an office in the state of Texas.

The RESPONDENT selected will be the one whose experience and qualifications, as presented in response to this RFP, establish them, in the opinion of Tarleton, as well qualified and offering the greatest benefits, experience and value to Tarleton. Tarleton may cancel this RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

Should Tarleton determine in its sole discretion that only one RESPONDENT is fully qualified, or that one vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that RESPONDENT. The award document will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the RESPONDENT’s proposal as negotiated.

Submission of proposals indicates RESPONDENT's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by Tarleton during the evaluation process.

The selection of the successful proposal may be made by Tarleton on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal may be made by the University on the basis of negotiation with any of the RESPONDENTS. Tarleton shall not disclose any information derived from the proposals submitted by competing RESPONDENTS in conducting such discussions.

All proposals must be complete and convey all the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFP, Tarleton alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

Tarleton reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

Tarleton reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, and/or to make the award to the most responsive vendor.

RESPONDENT may be requested to provide an on-site presentation. RESPONDENT will be notified in writing for the detailed invite. The date is optional and tentative for presentations but will be communicated if your company is selected to present.

SECTION 4

GENERAL INFORMATION

4.1 Submittal Deadline and Location

All proposals must be received by Tarleton State University in a sealed envelope or box prior to the date specified in the Schedule of Events with the bid number clearly marked on the outside.

Late proposals will not be considered under any circumstances. Late proposals properly identified will be returned to the Respondent unopened. Telephone and/or facsimile (Fax) proposals are not acceptable under any circumstances.

4.2 Notice of Tarleton State Holidays – Offices Closed

Tarleton State University offices will be closed for the agency’s holidays. The current year’s holidays can be found at:

https://www.tarleton.edu/hr/current/holiday_schedule.html

Telephone calls and emails will not be answered, and mail and deliveries will not be received during these holiday periods. Respondents are advised to consider these dates when scheduling telephone calls, emails, and mailing or delivery of proposal responses.

4.3 Submittal Instructions

Proposal responses including Execution of Offer must be signed by the Respondent’s company official authorized to commit such proposals.

Submit one (1) original printed and three (3) copies here. One “Jump Drive” Single File of the complete proposal is preferred but failure to submit will not result in disqualification of the proposal.

NOTE: All “Jump Drive” copies must either be in Microsoft Office Software or Adobe Portable Document Format (PDF). The original signature on ONE (1) hard copy will serve as the official signature of record for all CD copies.

Proposal response package (envelope/box/carton) must clearly indicate the Respondent’s company name and address, and the RFQ number and opening date.

OR

Submit proposal response electronically through the portal with all required information.

Proposal responses including Execution of Offer must be signed by the Respondent’s company official authorized to commit such proposals.

4.4 Special Requirement for Respondents

[Not applicable or already specified in other parts of this RFP.]

4.5 Proposal Content and Components

4.5.1 Proposals should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to meet the requirements and specifications set forth in this RFP. Emphasis should be on completeness, clarity of content and responsiveness to the requirements and specifications set forth in this RFP.

4.5.2 Respondents are requested to submit a proposal that represents their best offer, as Tarleton does not anticipate utilization of the “Best and Final Offer” process.

4.5.3 Proposal text is to be typed single-spaced on one side of each page. All pages are to be on 8 ½ X 11-inch paper with all pages numbered sequentially and correspond with the table of contents.

4.5.4 The following information is to be returned as part of your proposal response. Proposals submitted without this information will be evaluated accordingly

· Signed Execution of Offer

· Proposal response

· Felony Conviction Notification

· Non-Collusion Affidavit

· Demonstrated Experience and Qualifications

· Company Information

· References

· Pricing in accordance with the specifications

· Copies of all addenda that may be issued for the RFP signed by same authorized Respondent representative who signs the Execution of Offer, or acknowledgment on the Bid Form.

4.5.5 The proposal response should also include the following information. Proposals submitted without this information will be evaluated accordingly:

· A table of contents by section to the appropriate pages

· An executive overview that provides a concise overview of the services being offered to meet the requirements of this RFP, the Respondent’s general approach to providing the services and deliverables, and documentation as to why the Respondent is the best qualified.

· A proposal narrative that is concise yet offers a complete explanation of the project. Be specific in justifying the proposal in terms of the goals and objectives described in the RFP.

· A statement of qualifications which includes:

a) Executive Summary (Maximum 2 Pages - Mandatory) - A high-level overview of your firm, your understanding of the University’s needs, and why your team is the best fit for this exclusive partnership.

b) Company background and qualifications (Mandatory) – Must provide relevant experience (years in business) with projects of this size and scope.

c) Proposed Approach and Strategy (Mandatory) – Describe project organization and management methods that are most appropriate to perform the services and provide deliverables as required in this RFP.

d) Fee Structure and Pricing (Mandatory):

e) Clearly list any other potential fees, charges, or cost-recovery mechanisms.

f) In its response to this RFP, RESPONDENT must submit a Financial Proposal that clearly identifies all costs, fees and/or charges to Tarleton over the term of the agreement. No particular form of Financial Proposal is required, but it must be clear and plainly identify all costs, fees and/or charges.

g) Texas DPS company license information;

h) Description of experience providing armed security services;

i) Experience serving institutions of higher education, governmental entities, or comparable facilities;

j) Number of years providing armed security services in Texas;

k) Staffing and recruitment plan;

l) Plan for maintaining uninterrupted 24/7 coverage;

m) Training program;

n) Supervisory structure;

o) Employee screening procedures;

p) Use-of-force policy;

q) Firearms qualification procedures;

r) Emergency staffing plan;

s) Proposed Contract Manager;

t) At least three references for comparable contracts;

u) Description of quality-control procedures; and

v) All requested pricing.

4.6 Evaluation and Selection Criteria

Proposals will be evaluated based on a total weighted score, with the highest-scoring proposal being selected for contract negotiation.

4.7 Key Events Schedule

4.8 Tarleton State University Contact

Any questions or concerns regarding this Request for Proposal shall be directed in writing to:

Ms. Kim Elkins Director, Purchasing & Contracts Email: kelkins@tarleton.edu Phone: 254-968-9217

Tarleton specifically requests that Respondents restrict all contact and questions regarding this RFP to the above-named individual.

4.9 Inquiries and Interpretations

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum to the contact identified in Item 4.8. Only inquiries which are replied to by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

Notice: It is the responsibility of Respondents who download this RFP from the Electronic State Business Daily (http://www.txsmartbuy.com/sp) to check the website for any addenda for this RFP. All such addenda issued by Tarleton prior to the time that proposals are received shall be considered part of the RFP. The Respondent shall consider and acknowledge receipt of such addenda by including signed copies of such addenda in their response.

The addendum for listing all questions and answers is scheduled to be available posted on the above referenced website as outlined in the Key Event Schedule.

4.10 Terms and Conditions and Contract

All terms and conditions and other requirements contained in this RFP shall govern any Agreement issued as a result of this RFP. Additional or attached terms and conditions which are determined to be unacceptable to Tarleton shall result in the disqualification of the proposal. By submitting a response to this RFP, you affirm your company’s intention to enter into an agreement under the terms and conditions listed in this RFP.

4.11 Protest Procedures

Any vendor wishing to challenge a purchase award made by the Department of Purchasing must make a written request to the Director of Purchasing & Contracts to review the transaction. The request for review must be made within three working days of the notification of award.

The Director of Purchasing & Contracts will review the award and provide a written explanation of the decision to the vendor making the request. In the event that the Director of Purchasing & Contracts review discovers any significant deviation from the rules, the award may be changed at their discretion. The vendor may appeal the decision, within three working days, to the Director of Purchasing & Contracts who will render a decision.

If the vendor does not agree with the decision of the Director of Purchasing & Contracts, the vendor may appeal to the Vice President of Finance & Administration, whose decision will be final.

SECTION 5

GENERAL TERMS AND CONDITIONS

5.1 General

5.1.1 Proposal should be prepared simply and economically, providing a straightforward and concise description of the Respondent's ability to meet requirements of this RFP. Emphasis should be on completeness, clarity of content, and responsiveness to the RFP's requirements.

5.1.2 The University reserves the right to accept or reject any and all proposals, to waive informalities and technicalities, and to accept the proposal considered the "best value" and most advantageous and award to the most responsive proposal. Additionally, all Respondents are hereby notified that Tarleton shall consider all factors it believes to be relevant in the selection of the most responsive proposal including but not limited to both subjective and objective criteria and the ability of the Respondent to perform the requirements of this RFP.

5.1.3 This RFP is a solicitation for proposals and is not a Contract or an offer to Contract. Tarleton is not obligated to award a Contract and reserves the right, at the Tarleton’s exclusive option to: (1) enter into Agreements or other Contractual arrangements for all or any portion or portions of the requirements and specifications set forth in this RFP with one or more Respondents; (2) reject any and all proposals and re-solicit proposals; (3) reduce/revise the scope of work and choose portions of the work that are within the Tarleton’s budgetary limits or (4) reject any and all proposals and temporarily or permanently abandon the procurement, if deemed to the best interests of Tarleton.

Additionally, the Tarleton reserves the right to make award/s and enter into Agreement/s that stipulate options to purchase all or only specific parts of the items and/or services included in the awarded proposal/s on an “as needed” basis or an “as funded” basis.

By responding to this RFP, the Respondent fully understands and agrees that award/s and resulting Agreement/s for the purchase of any or all portions of the items and/or services included in this RFP is contingent upon availability of sufficient funding.

5.1.4 Proposals are to be valid for a minimum of ninety (90) days from the submittal deadline date to allow time for evaluation, selection and any unforeseen delays.

5.1.5 The Respondent agrees to protect the State of Texas and Tarleton from claims involving infringement of patents or copyrights.

5.1.6 The Respondent hereby assigns to purchaser, any and all claims for overcharges associated with any Contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

5.1.7 No substitutions or cancellations permitted without written approval of Tarleton.

5.1.8 Upon award, delivery shall be effective as stated unless the Seller obtains approval from Tarleton for late delivery. Delivery shall be made during normal working hours only unless Tarleton approves otherwise. Delivery may be a factor in award.

5.1.9 Proposals and any other information submitted by the Respondent in response to this RFP shall become the property of the Tarleton.

5.1.10 Respondents electing to reply to this RFP are responsible for all cost incurred by the Respondent for proposal preparation, submittal, presentations (oral or otherwise) that may be made, or any other cost. Tarleton is not liable for any cost incurred by Respondents.

5.1.11 Failure to comply with the requirements contained in this RFP may result in the rejection of the proposal. Proposals that are qualified with conditional clauses, alterations, items not called for in the RFP documents, or irregularities of any kind are subject to disqualification by Tarleton at its option.

5.1.12 Except as otherwise provided in this RFP, no proposal may be changed, amended, or modified after it has been submitted or filed in response to this RFP. However, upon written request by the Respondent, a proposal may be withdrawn or withdrawn and resubmitted at any time prior to the Submittal Deadline. No proposal may be withdrawn after the Submittal Deadline without University’s consent, which shall be based on the Respondent’s written documentation evidencing a reason acceptable to the University in its sole discretion.

5.1.13 Products and services awarded as a result of this RFP may be extended to other Institutions of Higher Education as defined by Section 61.003 Education Code, Government Code Section 2155.134. Other individual institutions may or may not elect to use this agreement.

5.2 Alternate Proposal

Tarleton reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

5.3 Definitions

Whenever the following terms are used in any part of this RFP the intent and meaning shall be interpreted as follows:

Vendor shall mean the individual, partnership, corporation, or other entity awarded a Contract or Agreement for labor or for equipment & supplies under this RFP in accordance with the terms, conditions, and requirements herein Agreement / Contract shall mean the formal Contractual Agreement entered into between Tarleton and the Seller as a result of this RFP by means of purchase order and/or separate written contract.

5.4 Time of Performance

Time is of the essence in the rendering of services hereunder. Seller agrees to perform all obligations and render services set forth per this RFP in accordance with the schedules herein and as mutually agreed upon between Tarleton and Seller during the term of any Agreement resulting from this RFP. Seller will not be responsible for, or subject to default because of, any schedule changes or delays of deliverables that may be caused by the action(s) or non-action(s) of University.

5.5 Default

In the event that the Seller fails to carry out or comply with any of the terms and conditions of the Agreement with the Tarleton, Tarleton may notify the Seller of such failure or default in writing and demand that the failure or default be remedied within ten (10) days; and in the event that the Seller fails to remedy such failure or default within the ten (10) day period, Tarleton shall have the right to cancel the Agreement upon ten (10) days written notice.

The cancellation of the Agreement, under any circumstances whatsoever, shall not effect or relieve Seller from any obligation or liability that may have been incurred or will be incurred pursuant to the Agreement and such cancellation by Tarleton shall not limit any other right or remedy available to Tarleton at law or in equity.

5.6 Termination

5.6.1 Upon award, the Agreement is subject to termination, without penalty, either in whole or in part, if funds are not appropriated.

5.6.2 The insurance policy shall provide for termination by the carrier only upon presentation of a written notice to Tarleton thirty (30) days prior to termination date.

5.6.3 In no event shall such termination by Tarleton as provided under this Section give rise to any liability on the part of Tarleton including, but not limited to, claims of Seller for compensation for anticipated profits, unabsorbed overhead, or interest on borrowing. Tarleton’s sole obligation hereunder is to pay Seller for goods and services received and approved by Tarleton to the date of termination.

5.7 Warranties

In addition to all warranties established by law, Seller hereby warrants and agrees that:

5.7.1 All goods and services covered by the Agreement shall conform to the specifications, drawings, samples or other descriptions set forth in the Agreement or otherwise furnished or adopted by Tarleton, and shall be merchantable fit for the purpose intended, of best quality and workmanship, and free from all defects. Tarleton shall have the right of inspection and approval, and may, at Seller's expense, reject and return nonconforming goods or require re-performance of services that are not in compliance with the requirements of the Agreement. Defects shall not be deemed waived by Tarleton. Failure to notify Seller upon receipt of goods or completion of services, or by payment of invoice.

5.7.2 All goods and services provided under the Agreement shall meet or exceed the Safety Standards established and promulgated under the Federal Occupational Safety and Health Administration (Public Law 91-596) and its regulations in effect or proposed as of the date of the Agreement.

5.7.3 All goods and services delivered pursuant to the Agreement shall conform to standards established for such goods or services in accordance with any applicable federal, state or local laws and regulations, unless otherwise indicated in the Agreement.

5.7.4 TECHNOLOGY ACCESS CLAUSE - The Vendor expressly acknowledges that state funds may not be expended in connection with the purchase of an automated information system unless that system meets certain statutory requirements relating to accessibility by persons with visual impairments. Accordingly, the Vendor represents and warrants to Tarleton that the technology provided to Tarleton for purchase is capable, either by virtue of features included within the technology or because it is readily adaptable by use with other technology, of:

1. providing equivalent access for effective use by both visual and non-visual means.

2. presenting information, including prompts used for interactive communications, in formats intended for…