TARLETON STATE UNIVERSITY

PROCUREMENT SERVICES & VetHUB PROGRAM

REQUEST FOR PROPOSAL

RFP NUMBER

04-TARLTON-RFP-0027

24 Hour Armed Security Services

PROPOSAL MUST BE RECEIVED BEFORE:

2:00 p.m. Central Time, Monday, November 24, 2026

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

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

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, Tarleton State University Procurement Department

254-968-9217 Email: kelkins@tarleton.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

Contents

SECTION 1

GENERAL

1.1 Scope

1.2 History

1.3 Contract Term

1.4 Tarleton VetHUB Policy and VetHUB Subcontracting Requirements

1.5 Pre-Proposal Conference

SECTION 2

STATEMENT OF WORK

2.1 Goal ........................................................................................................... Error! Bookmark not defined.

2.2 Scope ......................................................................................................... Error! Bookmark not defined.

SECTION 3

SELECTION PROCESS

3.1 Selection Process

SECTION 4

GENERAL INFORMATION

4.1 Submittal Deadline and Location

4.2 Notice of Tarleton Holidays – Offices Closed

4.3 Submittal Instructions

4.4 Special Requirement for Respondents

4.5 Proposal Content and Components

4.6 Evaluation and Selection Criteria

4.7 Key Events Schedule

4.8 Tarleton State University Contact

4.9 Inquiries and Interpretations

4.10 Terms and Conditions and Contract

4.11 Protest Procedures

SECTION 5

GENERAL TERMS AND CONDITIONS

5.1 General

5.2 Alternate Proposal

5.3 Definitions

5.4 Time of Performance

5.5 Default

5.6 Termination

5.7 Warranties

5.8 Agreement Amendments

5.9 Independent Vendor Status

5.10 Right to Audit

5.11 Title, Risk of Loss and Freight

5.12 Acceptance of Goods and Services

5.13 Ownership of Deliverables

5.14 Sales and Use Tax

5.15 Invoicing

5.16 Payment

5.17 Reporting

5.18 Observance of University Rules and Regulations

5.19 Recall Notice

5.20 Non-Disclosure

5.21 Publicity

5.22 Severability

5.23 Non-Waiver of Defaults

5.24 License and Permits

5.25 Non-discrimination

5.26 Compliance with Law

5.27 Federal Laws and Regulations

5.28 Alcohol and Drug-Free Workplace

5.29 Force Majeure

5.30 Governing Law

5.31 Venue

SECTION 6

CONTRACTUAL REQUIREMENTS

6.1 Insurance

6.2 HUB Sub Contracting Plan (HSP)

6.3 Public Information

6.4 Indemnification

6.5 Performance/Payment Bonds

6.6 Other Benefits

6.7 Dispute Resolution

6.8 Contract Administration

ATTACHMENT A

EXECUTION OF OFFER

ATTACHMENT B

NON-COLLUSION AFFIDAVIT

ATTACHMENT C

FELONY CONVICTION NOTICE

ATTACHMENT D

INSURANCE REQUIREMENTS

ATTACHMENT E

HUB SUBCONTRACTING FORM

SECTION 1

GENERAL

1.1 Scope

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 18,000 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.

http://www.tarleton.edu/

1.3 Contract Term

The intent of this Agreement is to have services provided to Tarleton State University for a period of (3) THREE years with the option to renew for an additional (3) THREE 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 amended1, the Respondent may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities by utilizing one of four methods: (1) Solicitation

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.

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=VIEW_TEXAS_REGISTER_SUMMARY&recordId=457245

Method, (2) All-HUB-Subcontractors Method, (3) Meeting-or-Exceeding-HUB-Goal Method, or (4) Self-performing Method.

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.

mailto:luttrell@tarleton.edu

SECTION 2

STATEMENT OF WORK

1. Purpose and Scope

Tarleton State University (“ University ”) requires continuous professional armed security services at its Fort Worth campus. The awarded security provider (“ Contractor ”) shall furnish all personnel, supervision, relief staffing, management, equipment, technology, licensing, training, insurance, and other resources necessary to perform the services described in this Scope of Work (“ Scope ”).

The base requirement is one continuously staffed armed-security post, filled by one qualified Level III commissioned security officer at all times, twenty-four hours per day, seven days per week, and 365 or 366 days per year.

The Contractor shall perform the services through its own qualified employees. Subcontracting is prohibited except with the University’s express prior written consent, as further provided in Section 24.

2. Service Location and Campus Description

2.1 Service Location

Services shall be performed at:

Tarleton State University Fort Worth 10850 Texan Rider Drive Crowley, Texas 76036

2.2 Campus Areas

The campus currently includes:

• Two large, multilevel classroom buildings;

• Interior common areas and other designated building spaces;

• Building entrances and exits;

• Large parking areas;

• Exterior pedestrian and vehicular areas;

• Adjacent grasslands owned or controlled by the University; and

• Other areas of the campus designated by the University.

The University may add, remove, or modify patrol areas within the general scope of the resulting agreement. Any change that materially increases staffing, labor hours, equipment, training, supervision, or other Contractor costs shall require written authorization and shall be priced at the applicable contracted rates or through another mutually agreed written adjustment.

3. Transition

If the Contractor is not the incumbent provider, the University may authorize a phased transition. Unless otherwise approved in writing, credential verification, onboarding, and University-provided orientation shall occur between the award notification and service commencement dates.

A phased transition does not alter the Contractor’s obligation to provide full and uninterrupted service beginning December 27, 2026.

4. Contractor Licensing and Legal Requirements

4.1 Contractor Licensing

Throughout the agreement term, the Contractor shall maintain all licenses, registrations, permits, approvals, and other authorizations required to provide contracted armed-security services in Texas, including all authorizations required by:

• Federal law;

• Texas law;

• Texas Department of Public Safety (“ DPS ”) requirements;

• Applicable local requirements; and

• Any other governmental authority having jurisdiction over the services.

4.2 Individual Officer Credentials

Each person assigned to armed-security duties shall:

1. Hold a current and valid Texas Level III security officer commission authorizing the person to perform armed-security services;

2. Have completed all legally required Level II and Level III training;

3. Maintain all required firearms training and proficiency qualifications;

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

5. Satisfy all applicable DPS eligibility requirements; and

6. Maintain all required credentials throughout the person’s assignment.

Level II officers shall not be used to perform services under the resulting agreement.

A Level IV officer may be assigned if the person also satisfies all Level III armed-security requirements. Level IV status shall not result in a higher billing rate or otherwise change the applicable contracted rate.

4.3 Pending or Invalid Credentials

No person may perform services while awaiting issuance, renewal, reinstatement, or approval of a required license, commission, firearms qualification, or other credential.

The Contractor shall immediately remove any person whose required credential:

• Expires;

• Lapses;

• Is suspended or revoked;

• Becomes restricted in a manner affecting the services;

• Is subject to an order preventing the person from performing armed-security work; o

• Otherwise becomes invalid.

4.4 Documentation

Upon request, the Contractor shall provide documentation demonstrating that the Contractor and all assigned personnel remain properly licensed, commissioned, qualified, and authorized.

4.5 General Legal Compliance

The Contractor shall comply with all applicable federal, state, and local laws, regulations, ordinances, and governmental requirements relating to:

• Private-security services;

• Firearms and weapons;

• Employment and workplace requirements;

• Background screening;

• Records retention;

• Privacy and confidentiality;

• Use of force;

• Body-worn cameras;

• Insurance;

• Reporting; and

• Performance of the services.

5. Contractor Experience

The Contractor shall be an established and credible security provider with at least five years of corporate experience providing security or comparable protective services.

Comparable armed-security and continuous-coverage experience at commercial, multifamily, governmental, educational, or similar properties may be considered. Prior experience providing services at a university or other higher-education institution is preferred but is not mandatory unless otherwise stated in the solicitation.

Upon request, the Contractor shall provide references and documentation sufficient to verify its experience and performance history.

6. Required Coverage and Shift Structure

6.1 Base Coverage

The Contractor shall provide:

One qualified Level III commissioned armed security officer on duty at all times, constituting one continuously staffed post, twenty-four hours per day, seven days per week, and 365 or 366 days per year.

The base requirement does not include more than one simultaneously staffed post unless the University separately authorizes additional coverage in writing.

6.2 Shift Structure

The Contractor shall structure base coverage using three eight-hour shifts per day, unless the University approves another schedule in writing.

The Contractor remains solely responsible for complying with applicable employment and wage-and-hour requirements. The University’s approval of a schedule does not transfer responsibility for personnel administration to the University.

6.3 Continuous Coverage

Coverage shall continue during:

• Weekends;

• University holidays;

• Closure of University offices;

• Suspension or cancellation of classes;

• Severe weather;

• Emergencies and disasters;

• Utility or technology disruptions;

• Special operational conditions; and

• Other periods when normal University operations are interrupted.

Coverage shall continue unless the University expressly directs otherwise in writing.

6.4 Breaks, Relief, and Absences

The Contractor shall manage all:

• Meal periods and rest breaks;

• Training;

• Illnesses and absences;

• Vacations and leave;

• Employee turnover;

• Shift changes;

• Emergencies;

• Credential-related removals; and

• Other personnel requirements.

These circumstances shall not result in an unattended post. The University does not require a separate relief officer to remain continuously onsite, provided the Contractor maintains uninterrupted coverage.

7. Patrol Configuration and Requirements

7.1 No Fixed Post

The assignment is not a fixed-post assignment. The on-duty officer shall actively patrol the campus, including:

• Building interiors;

• Building exteriors;

• Entrances and exits;

• Parking areas;

• Pedestrian areas;

• Campus grounds;

• Adjacent University grasslands; and

• Other designated locations.

The University will provide office space where the on-duty officer may complete reports, perform authorized administrative duties, and view security cameras. The availability of office space does not convert the assignment into a fixed post or relieve the officer of active patrol responsibilities.

7.2 Patrol Frequency and Pattern

Officers shall conduct multiple patrols during each shift. Patrols shall use appropriately varied and random patterns to improve deterrence and reduce predictability.

The University may establish or revise reasonable:

• Patrol routes;

• Checkpoints;

• Minimum patrol frequencies;

• Patrol intervals;

• Priority areas;

• Building inspection requirements; and

• Post orders.

The Contractor shall ensure that changes are communicated to and followed by assigned personnel.

7.3 Patrol Vehicle

No patrol vehicle is required for the base services, and the University will not provide a patrol vehicle.

Unless separately authorized in writing, the University shall not be charged for a patrol vehicle or associated fuel, mileage, maintenance, insurance, or other vehicle costs.

8. Security Officer Responsibilities

Assigned officers shall maintain a visible, alert, and professional security presence. Duties include, but are not limited to:

1. Conducting routine and random interior and exterior patrols;

2. Monitoring entrances, exits, buildings, grounds, parking areas, grasslands, and other designated locations;

3. Monitoring for unauthorized persons, suspicious conduct, safety hazards, criminal activity, property damage, and unusual conditions;

4. Controlling access to restricted areas as directed by the University;

5. Verifying identification, credentials, or authorization when required;

6. Monitoring doors, gates, locks, lighting, alarms, and other physical-security conditions;

7. Monitoring University alarm and CCTV/video management systems as authorized;

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

9. Immediately contacting UPD or other appropriate emergency responders when law-enforcement, fire, or emergency medical assistance is required;

10. Preserving incident scenes, physical evidence, video, records, and relevant information until UPD or other authorities arrive;

11. Promptly reporting safety hazards, suspicious packages, unauthorized activity, property damage, and other concerns;

12. Assisting with evacuations and emergency procedures when directed;

13. Protecting University property against theft, vandalism, unauthorized access, and damage;

14. Maintaining complete and accurate daily activity, patrol, incident, and shift reports;

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

16. Maintaining appropriate control and accountability for University-issued property;

17. Following University post orders and emergency procedures; and

18. Performing other security-related duties reasonably associated with the assigned post and within the officer’s lawful authority, qualifications, and training.

Officers shall not undertake law-enforcement actions or represent that they possess authority beyond that provided by law and their licenses and commissions.

9. Coordination with University Police

9.1 Role of UPD

The Tarleton State University Police Department (“ UPD ”) retains responsibility for law- enforcement activities within its jurisdiction. The University’s use of contracted security personnel does not transfer or delegate the University’s law-enforcement authority to the Contractor.

9.2 Required Cooperation

The Contractor and its personnel shall cooperate fully with:

• UPD;

• Other law-enforcement agencies;

• Fire departments;

• Emergency medical services;

• University emergency management personnel; and

• Other authorized emergency responders.

Before service commencement, the Contractor shall coordinate with UPD regarding communications, emergency notifications, escalation procedures, orientation, and post requirements.

9.3 Immediate Notifications

The on-duty officer shall immediately notify UPD and the University’s designated Contract Administrator of:

• Known or suspected criminal activity;

• Significant disturbances;

• Threats or acts of violence;

• Serious safety or security concerns;

• Emergencies requiring law-enforcement intervention;

• Fire or emergency medical incidents;

• The display or threatened use of a firearm in response to an incident;

• The discharge of a firearm;

• A significant use of force; and

• Other incidents identified by University post orders.

Immediate notification shall be followed promptly by a complete written incident report.

10. Minimum Officer Qualifications and Background Screening

10.1 Minimum Qualifications

Each officer assigned to the University shall:

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

2. Hold a current Texas Level III security officer commission;

3. Maintain required firearms proficiency and qualifications;

4. Be legally authorized to possess and carry the firearm used during the assignment;

5. Successfully complete all required background screening;

6. Possess a valid driver’s license if a specific assigned duty requires vehicle operation;

7. Communicate effectively in English, verbally and in writing;

8. Prepare clear, accurate, and timely reports;

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

10. Be physically capable of performing the essential functions of the assigned duties, with or without legally required reasonable accommodation;

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

12. Meet additional lawful, job-related qualifications approved by the University before assignment.

10.2 Background Screening

The Contractor is responsible for conducting all legally required criminal-history and other background screening before assigning personnel to the University.

Each assigned person shall meet Texas DPS licensing and eligibility requirements. The Contractor shall not assign any person who is prohibited by federal or state law from possessing or carrying a firearm.

Upon request, the Contractor shall certify that each assigned person has successfully completed all required screening and remains eligible to perform the services.

11. Training and University Orientation

11.1 Contractor Training Responsibilities

The Contractor shall provide and document all legally required initial, recurring, remedial, and continuing training, including training required by DPS and the Contractor’s internal policies.

The Contractor remains responsible for training concerning:

• Level II and Level III requirements;

• Firearms proficiency;

• Use of force;

• De-escalation;

• Emergency response;

• Report writing;

• Body-worn-camera operation;

• Legal authority and limitations;

• Customer and public interaction; and

• Contractor-provided technology and equipment.

11.2 University Orientation

UPD will provide approximately two hours of site-specific orientation and onboarding before an officer independently assumes the post. Orientation may address:

• General campus orientation;

• University emergency procedures;

• Common incident-response protocols;

• UPD notification procedures;

• Patrol areas and post expectations;

• Emergency contacts;

• Access-control procedures;

• Alarm and CCTV/video management systems;

• Incident reporting;

• Evacuation procedures;

• Confidentiality;

• Interaction with students, employees, visitors, and vulnerable populations;

• Prohibited conduct; and

• University-specific post orders.

The Contractor may bill required University-provided orientation time at the applicable contracted hourly rate. The Contractor shall not separately bill for its own employer-required, licensing, firearms, remedial, or DPS training unless expressly authorized in writing.

11.3 Training Records

The Contractor shall maintain complete training records and provide relevant records to the University upon request, subject to applicable law.

12. Technology, Equipment, and Body-Worn Cameras

12.1 Guard-Tour and Reporting Technology

The Contractor shall supply and maintain an electronic guard-tour or patrol-monitoring system capable of:

• Scanning posted barcodes or comparable electronic checkpoints through an application;

• Recording patrol date and time;

• Identifying the officer completing the patrol;

• Documenting completed and missed checkpoints;

• Producing reports for University review; and

• Preserving patrol records in accordance with applicable retention requirements.

The Contractor shall also provide electronic systems for daily activity reports and incident reports.

The University may review and reasonably approve the proposed systems before implementation.

12.2 University Systems

After receiving appropriate orientation or training, officers shall operate designated University systems, including:

• Alarm systems; and

• CCTV/video management systems.

Access to University systems shall be limited to authorized purposes. Officers shall comply with all University access, cybersecurity, credential, privacy, and acceptable-use requirements.

12.3 University-Provided Equipment

The University will provide one pool cellular telephone for use by the on-duty officer. The telephone remains University property and shall be used only for authorized University or security purposes.

12.4 Contractor-Provided Equipment

The Contractor shall furnish, maintain, repair, and replace all other equipment necessary to perform the services, including:

• Uniforms;

• Firearms and ammunition;

• Holsters and duty gear;

• Personal protective and safety equipment;

• Body-worn cameras;

• Guard-tour technology;

• Reporting technology;

• Chargers and accessories;

• Communication and operational equipment; and

• Equipment required by DPS, applicable law, Contractor policy, or recognized industry standards.

All Contractor-provided equipment shall be lawful, professional, serviceable, and appropriate for the assignment.

12.5 Body-Worn Cameras

Assigned officers shall use body-worn cameras in accordance with applicable law, Contractor policy, University requirements, and approved post orders.

The Contractor shall:

1. Retain routine body-worn-camera footage for at least 30 days;

2. Retain evidentiary footage for at least three years, or longer when required by law, legal hold, claim, investigation, litigation, University direction, or other preservation obligation;

3. Protect footage from unauthorized access, alteration, deletion, copying, or disclosure;

4. Maintain access and audit records;

5. Conduct and document monthly management audits of body-worn-camera practices and records;

6. Preserve footage associated with reported incidents; and

7. Comply with all applicable disclosure, evidentiary, privacy, and records-retention requirements.

Body-worn-camera footage associated with University services shall be made available to the University as permitted or required by applicable law and the resulting agreement.

13. Firearms and Use of Force

13.1 Firearms

All firearms, ammunition, holsters, and related equipment shall comply with:

• Federal and Texas law;

• DPS requirements;

• Contractor policies;

• Manufacturer requirements;

• Recognized industry standards; and

• Applicable University requirements.

13.2 Policies

The Contractor shall maintain written firearms and use-of-force policies consistent with applicable law, DPS requirements, recognized industry standards, and University requirements.

The Contractor shall provide these policies to the University upon request.

13.3 Use-of-Force Reporting

Any of the following occurring in connection with University services shall be reported immediately to UPD and the Contract Administrator:

• Discharge of a firearm;

• Display or threatened use of a firearm in response to an incident;

• Use of an impact weapon or chemical agent;

• Physical restraint or significant physical force;

• Injury or claimed injury arising from a use of force; or

• Any other significant use-of-force event.

A complete written incident report shall be submitted as soon as practicable following the event.

Nothing in this Scope grants Contractor personnel authority beyond that provided by applicable law and the person’s valid license or commission.

14. Uniforms and Identification

Assigned officers shall wear professional uniforms furnished by the Contractor and compliant with applicable law and DPS requirements.

Uniforms shall:

• Clearly identify the wearer as private-security personnel;

• Display legally required identification;

• Be clean, professional, and serviceable;

• Be consistent among assigned personnel; and

• Not create the misleading impression that the wearer is a Tarleton State University police officer or another peace officer.

The Contractor shall ensure that firearms and other duty equipment are carried in a secure and professional manner consistent with law, training, and policy.

15. Supervision and Contract Management

15.1 Contract Manager

The Contractor shall designate a qualified Contract Manager to serve as the University’s primary point of contact.

The Contract Manager need not remain continuously onsite but shall:

• Be reachable by telephone and email;

• Provide or arrange 24-hour supervisory support;

• Respond promptly to University concerns;

• Be capable of arriving at the campus within one hour when supplemental coverage or onsite management assistance is required; and

• Coordinate staffing, orientation, transition, reporting, and corrective action.

The Contractor shall provide a 24-hour telephone number for supervisory and emergency assistance.

15.2 Management Responsibilities

The Contract Manager shall be responsible for addressing:

• Staffing and relief coverage;

• Employee performance;

• Scheduling;

• Complaints;

• Emergencies;

• Incident follow-up;

• Credential compliance;

• Training;

• Quality control;

• Invoicing; and

• Other contract-administration matters.

15.3 Supervisory Inspections

The Contractor shall establish an appropriate frequency for unannounced supervisory inspections through its quality-control plan. Such inspections are encouraged and shall be documented.

Inspection documentation shall identify, as applicable:

• Date and time;

• Inspector;

• Officer and post inspected;

• Uniform and equipment condition;

• Credential compliance;

• Patrol and reporting compliance;

• Observed deficiencies; and

• Corrective action.

16. Staffing, Continuity, Removal, and Replacement

16.1 Backup Staffing

The Contractor shall maintain a sufficient pool of qualified backup personnel to provide uninterrupted service.

Staffing shortages shall not excuse an uncovered post.

16.2 Personnel Consistency

The Contractor shall make reasonable efforts to maintain consistency among personnel assigned to the University while preserving its ability to replace unsuitable, unavailable, or unqualified personnel.

16.3 University Removal Rights

The University may require removal or reassignment of Contractor personnel whose conduct, performance, qualifications, appearance, reliability, judgment, or interactions with the University community are determined by the University to be unacceptable.

The University may require immediate removal when necessary to protect safety, security, property, operations, or the University community.

16.4 Replacement Time

Following notice of immediate removal, the Contractor shall:

1. Provide qualified temporary coverage for the remainder of the affected shift within two hours after notice; and

2. Provide and maintain a qualified permanent replacement or qualified fill-in from that time forward.

The Contractor shall use available supervisory or backup personnel to preserve coverage while arranging a permanent replacement.

16.5 Unworked Hours

The Contractor may bill only for hours actually worked or otherwise expressly authorized as billable under the resulting agreement. Unworked hours shall not be invoiced.

17. Reporting and Records

17.1 Required Records

The Contractor shall create, maintain, and preserve records appropriate to the services, including:

• Daily activity reports;

• Electronic guard-tour and patrol logs;

• Shift reports;

• Incident reports;

• Visitor or access logs, when applicable;

• Supervisor inspection reports;

• Training and qualification records;

• Body-worn-camera records and audit documentation;

• Staffing and attendance records;

• Equipment and University-property accountability records; and

• Other service-related records reasonably requested by the University.

17.2 Report Content

Incident and activity reports shall contain sufficient detail to document, as applicable:

• Date and time;

• Location;

• Persons involved;

• Witnesses;

• Observations;

• Actions taken;

• Use of force, if any;

• Notifications made;

• Responding agencies or personnel;

• Relevant video, photographs, or other evidence; and

• Incident disposition.

17.3 Significant Incidents

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

Written reports shall follow promptly and within any deadline established by University post orders.

17.4 University Access

Records associated with University services shall be provided to the University upon request, subject to applicable law and the resulting agreement. The Contractor shall retain records for the periods required by law, policy, legal hold, and the agreement.

18. Emergency Response and Continuity

Contractor personnel shall follow applicable University emergency procedures and cooperate fully with UPD and other emergency responders.

The Contractor shall maintain written continuity and replacement procedures addressing:

• Severe weather;

• Natural disasters;

• Major emergencies;

• Transportation interruptions;

• Employee call-offs;

• Civil disturbances;

• Technology outages;

• Credential loss or suspension;

• Widespread illness; and

• Other events affecting normal staffing.

Unless the University directs otherwise, closure of University offices or suspension of classes does not relieve the Contractor of its continuous-coverage obligation.

19. Confidentiality and Information Security

19.1 Protected Information

The Contractor and its personnel may encounter confidential, sensitive, security-related, student, employee, operational, or legally protected information. The Contractor shall protect such information against unauthorized access, acquisition, use, alteration, loss, or disclosure.

Protected information includes:

• Student and employee information;

• Security plans and assessments;

• Building plans and information;

• Patrol routes and post orders;

• Alarm information;

• Camera locations and video;

• Access credentials;

• Keys and access cards;

• Door and gate codes;

• Emergency procedures;

• Investigation and incident information;

• Body-worn-camera footage; and

• Other nonpublic University information.

19.2 Restrictions

The Contractor and its personnel shall not disclose or use protected information except as necessary to perform authorized duties or as required by law.

Access to University information and systems shall be limited to personnel with an authorized business need. The Contractor shall immediately report any suspected loss, unauthorized access, or improper disclosure.

These obligations survive expiration or termination of the resulting agreement.

20. Keys, Access Devices, and University Property

All keys, badges, credentials, access cards, cellular telephones, radios, equipment, records, and other property furnished by the University remain University property.

The Contractor shall:

• Maintain an accurate inventory;

• Limit use to authorized personnel and purposes;

• Prevent unauthorized duplication or disclosure;

• Return property promptly upon request, employee reassignment, or agreement termination; and

• Immediately report any loss, theft, damage, or suspected compromise.

For documented loss or damage attributable to Contractor personnel, the Contractor may be responsible for the reasonable replacement or repair cost. The applicable cost shall be determined by the involved University department in accordance with Texas A&M University System protocols and the resulting agreement.

21. Performance Standards and Remedies

21.1 Performance Measures

The University may evaluate performance based on:

• Continuous staffing and post coverage;

• Officer licensing and qualifications;

• Patrol completion and quality;

• Response to incidents;

• Professionalism and conduct;

• Timeliness and quality of reports;

• Compliance with post orders;

• Supervisory oversight;

• Responsiveness to University concerns;

• Employee turnover;

• Training compliance;

• Equipment readiness;

• Body-worn-camera compliance;

• Technology and reporting-system availability; and

• Overall service quality.

21.2 Corrective Action

The University may require a written corrective-action plan identifying:

• The deficiency;

• Root cause;

• Immediate corrective action;

• Long-term preventive measures;

• Responsible management personnel; and

• Completion deadlines.

21.3 Financial Remedies

No liquidated damages, service-level credits, penalties, or separate invoice deductions are currently established specifically for performance deficiencies. However:

• Unworked hours shall not be billed;

• The University retains all remedies available under the resulting agreement and applicable law;

• The University may require corrective action or personnel replacement; and

• Repeated uncovered posts, use of unqualified personnel, or failures to maintain required credentials may constitute material nonperformance or material breach.

22. Insurance

22.1 Required Insurance

The Contractor shall maintain all insurance required by the solicitation and executed agreement, including applicable:

• Commercial General Liability;

• Automobile Liability;

• Workers’ Compensation and Employers’ Liability; and

• Excess or Umbrella Liability.

Insurance shall remain in effect throughout the agreement term.

22.2 Five-Million-Dollar Liability Requirement

The required $5 million liability limit may be satisfied through a combination of primary and excess or umbrella coverage, provided:

1. The combined limits equal or exceed $5 million;

2. The excess or umbrella policy follows form over the applicable underlying coverage; and

3. The coverage applies to the Contractor’s actual services and operations.

22.3 Armed-Security Exposures

The Contractor’s insurance program shall affirmatively cover its operations as an armed- security provider, including:

• Assault and battery; and

• Firearms or weapons-related liability.

The applicable policies shall not contain exclusions that eliminate coverage for the armed-security services required by the agreement.

A separate standalone policy is not necessarily required if the exposures are affirmatively covered through Commercial General Liability, security professional liability, errors and omissions, or a combination of applicable coverage.

22.4 Evidence and Notice

Required coverage, certificates, and endorsements shall be in place and accepted by the University before services begin.

Policies shall provide or be endorsed to provide 30 days’ notice of cancellation or material change, subject to policy terms and applicable law.

22.5 Post-Execution Changes

Any proposed change to insurance requirements after execution shall be subject to review and mutual written agreement. The Contractor is not automatically entitled to a price adjustment, although the University may consider documented incremental premium costs.

No performance bond or payment bond is required unless the University expressly amends the solicitation or resulting agreement in writing.

23. Additional Services and Staffing Changes

23.1 Optional Additional Coverage

The University may request additional armed-security services for:

• Special or event-based coverage;

• Emergencies;

• Increased security conditions;

• Catastrophic events;

• Temporary operational needs; or

• Additional officers or posts.

The Bidder shall provide an hourly rate for optional additional Level III armed-security services.

No estimated annual quantity or recurring event need is guaranteed. The Contractor shall not perform or invoice additional services without prior written authorization from the University’s designated representative.

23.2 Annual Staffing Review

The base staffing level is expected to remain at one continuously staffed 24-hour post for a considerable period.

The University may conduct an annual review of staffing needs and may increase or decrease coverage based on operational requirements.

23.3 Changes Affecting Cost

Any change to the number of posts, coverage hours, staffing, patrol duties, equipment, training, or supervision that materially increases Contractor costs shall require written authorization.

Authorized changes shall be priced:

• At applicable contracted rates; or

• Through another appropriate adjustment mutually agreed to in writing.

24. Pricing, Wages, Invoicing, and Payment

24.1 Fully Burdened Hourly Pricing

Except for the expressly authorized holiday premium and separately authorized additional services, proposed hourly pricing shall be fully burdened and include all costs necessary to perform the services, including:

• Officer wages and benefits;

• Relief and backup staffing;

• Overtime incurred by the Contractor;

• Supervision and contract management;

• Licensing, commissions, and credentialing;

• Contractor-provided and DPS-required training;

• Uniforms;

• Firearms, ammunition, and duty gear;

• Body-worn cameras and data storage;

• Guard-tour and reporting technology;

• Communications and operational equipment;

• Administration;

• Insurance;

• Recruiting;

• Travel and mileage;

• Lodging and meals; and

• All other reasonably foreseeable expenses.

The University shall not pay additional charges that were reasonably foreseeable and necessary to perform the services unless expressly authorized in writing.

24.2 Base Rate

The base hourly rate shall apply to the three-shift continuous-staffing structure. The University shall not separately pay overtime, premium pay, travel, mileage, lodging, meals, or other personnel-related expenses except as expressly authorized in writing or provided in

Section 24.3.

The Contractor remains solely responsible for compensating its employees in compliance with applicable wage-and-hour law.

24.3 Holiday Premium

The University will be charged 1.5 times the regular contracted hourly rate for authorized hours actually worked on:

• New Year’s Day;

• Martin Luther King Jr. Day;

• Memorial Day;

• Independence Day;

• Labor Day;

• Thanksgiving Day; and

• Christmas Day.

No other holiday or premium billing rate shall apply unless expressly authorized in the executed agreement or a written amendment.

24.4 Annual Rates and Adjustments

Bidders may propose separate hourly rates for applicable contract years, subject to the solicitation’s pricing instructions.

Consistent with historical University practice, an annual increase of up to 3% may be considered at annual renewal or yearly review. An annual increase is not automatic unless expressly incorporated into the executed agreement.

Any requested increase exceeding the established annual adjustment must:

1. Be submitted by the Contractor in writing;

2. Include adequate supporting documentation;

3. Be reviewed by the University; and

4. Be approved through a written amendment before becoming effective.

The Contractor has no automatic entitlement to any adjustment not stated in the executed agreement.

24.5 Wage Requirements

The Contractor shall comply with all applicable federal, state, and local wage-and-hour requirements. The federal minimum wage is identified for procurement purposes as $7.25 per hour, but the Contractor remains responsible for determining and complying with any other wage requirement applicable to its workforce or the agreement.

Proposed employee compensation should be consistent with industry standards for qualified Level III commissioned security personnel.

24.6 Orientation Billing

The Contractor may bill the applicable contracted hourly rate for required University-provided orientation and onboarding time. Contractor-required employer, licensing, firearms, continuing-education, and remedial training shall be included in the fully burdened rate unless separately authorized in writing.

24.7 Invoicing

Invoices shall be based on authorized hours actually worked and shall contain sufficient detail to permit University verification. At a minimum, invoices shall identify:

• Service dates;

• Regular hours;

• Holiday-premium hours;

• Additional-service hours;

• Applicable hourly rates;

• Authorized orientation hours;

• Applicable written authorization for additional services; and

• Total amount invoiced.

Unworked hours shall not be billed.

25. No Subcontracting

25.1 Mandatory Self-Performance

The Contractor shall self-perform 100% of the security services through its own employees.

Except with the University’s express prior written consent, the Contractor shall not subcontract, delegate, assign, broker, staff through another entity, or otherwise transfer any substantive obligation under the resulting agreement, including:

• Armed-security services;

• Patrol duties;

• Post staffing;

• Relief or backup staffing;

• Supervision;

• Guard-tour monitoring;

• Incident or daily-activity reporting;

• Body-worn-camera operations;

• Training obligations;

• Contract management; or

• Other substantive service responsibilities.

The University may grant or withhold consent in its sole discretion.

25.2 Subcontractor Personnel

No subcontractor, temporary-staffing employee, independent contractor, brokered employee, or other third-party personnel may be assigned to a University post without the University’s express prior written authorization.

If the University authorizes an exception, all affected personnel must satisfy every credential, screening, training, insurance, and approval requirement applicable to the Contractor’s employees. Authorization of an exception does not relieve the Contractor of responsibility for performance.

25.3 Material Breach

Unauthorized subcontracting constitutes a material breach of the resulting agreement.

25.4 HUB/VetHUB Self-Performance

The stated 2% HUB/VetHUB participation goal does not apply when the Contractor certifies and performs the agreement entirely through its own employees under the applicable self-performing method.

Any Historically Underutilized Business documentation shall:

• Accurately reflect 100% self-performance;

• Be consistent with this prohibition on subcontracting; and

• Comply with University procurement instructions.

This Scope does not authorize subcontracting or third-party purchasing arrangements for uniforms, equipment, supplies, administrative support, recruiting, training, or other goods or services for purposes of satisfying a HUB/VetHUB goal.

26. University Rights

The University reserves the right to:

1. Approve or reject personnel proposed for assignment;

2. Require removal, reassignment, or replacement of personnel;

3. Establish and revise reasonable post orders;

4. Establish and revise patrol routes, checkpoints, frequencies, and duties within the general scope of the agreement;

5. Request documentation of licensing, commissions, firearms qualifications, background-screening compliance, training, and insurance;

6. Inspect Contractor performance and service-related records;

7. Review guard-tour, incident-reporting, and body-worn-camera compliance;

8. Require corrective action;

9. Increase or decrease authorized coverage through written authorization;

10. Conduct or require reasonable quality-control reviews;

11. Restrict access to University property, systems, or information; and

12. Exercise all other rights available under the resulting agreement and applicable law.

Changes that materially increase the Contractor’s labor hours, staffing, equipment, training, supervision, or other costs shall be handled in accordance with Sections 23 and 24.

27. Contractor Status and Limitations of Authority

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

Contractor personnel shall not:

• Represent themselves as University employees;

• Represent themselves as UPD officers;

• Represent themselves as peace officers unless independently authorized by…