ESBD_File_336433_RFP 2309-001 Armed Unarmed Security Services.vf.pdf

Travis County Healthcare District d/b/a Central Health

Request for Proposals

RFP 2309-001

ARMED & UNARMED SECURITY SERVICES

September 13, 2023

Contact: Central Health Purchasing Office 1111 E. Cesar Chavez St. Austin, TX 78702 Phone: 512-978-8157 Email: Balena.Bunch@Centralhealth.net

PROPOSALS DUE: Friday, October 13, 2023 - 2:00 P.M. Prevailing Central Time

RFP 2309-001 ARMED & UNARMED SECURITY SERVICES

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Request for Proposals

RFP 2309-001 ARMED & UNARMED SECURITY SERVICES

Procurement Schedule

Action Date Time Responsibility Location / Details

Solicitation Issue Date Wednesday, September 13, 2023 5:00 PM Central Health BidSync and Central Health Website

Site Visit (if applicable) N/A N/A Central Health N/A

Pre-Proposal Conference Friday, September 22, 2023 10:00 AM Central Health MS Teams

Question Submittal Friday, September 29, 2023 5:00 PM Proposers BidSync or purchasing@centralhealth.net

Question Response Friday, October 6, 2023 5:00 PM Proposers BidSync

Proposal Submission Friday, October 13, 2023 2:00 PM Proposers BidSync or 1111 E. Cesar Chavez, Austin

TX 78702

Proposals received after the Proposal Submission time at the designated location will not be considered.

Protest Deadline See Section II.A.11 Proposers

Initial Contract Duration: 1 Year

Contract Renewal: Optional - Four (4) one-year renewal periods after initial term

Proposals and Prices Good for: 90 days

Multiple Awards: None

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PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means. Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with BidSync in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

http://www.centralhealth.net/finance/purchasing http://www.txsmartbuy.com/sp https://prod.bidsync.com/central-health

Registration is free.

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via BidSync.

Submission via BidSync is the preferred method of submission.

A secondary option is to deliver one (1) printed Proposal via USPS mail, FedEx, DHL, etc.

DUE TO COVID-19 AND CURRENT BUILDING ACCESS RESTRICTIONS, IF YOU PLAN TO

DELIVER A PRINTED COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE

PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: RFP 2309-001 ARMED & UNARMED SECURITY SERVICES Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Proposer submit both a proposal via Bidsync and deliver a printed Proposal, the Bidsync submitted Proposal will be the proposal of record and will be used for the purposes of the RFP. Proposals submitted in a format other than 1) online via BidSync or 2) delivery of a printed proposal to the address above will not be considered.

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on the website the day they are released. In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals. Proposals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing http://www.txsmartbuy.com/sp https://prod.bidsync.com/central-health

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TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology A. Pre-proposal Conference B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Interviews of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Historically Underutilized Business (HUB) Program and Good Faith Effort

6. Suspension and Debarment Certification

7. Conflict-of-Interest Questionnaire (CIQ Form)

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract

Termination of RFP C. Waive Minor Irregularities D. RFP Amendments E. Negotiate Additional Contract Terms F. Accept Contract Deviations G. Investigate Proposers H. Request Change in Proposer Representatives I. Assert Ownership of Proposals

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V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation

Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included on the electronic device)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Narrative Prompts/Evaluation Criteria B. Evaluation Process

Exhibit A: Scope of Work Attached

Exhibit B–1 and B-2: Price/Cost Attached

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: Historically Under-Utilized Business Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

Exhibit G: Sample Contract with Required Contracts Terms and Conditions Attached

Exhibit H: Business Associate Agreement Attached

Exhibit I: Certificate of Interested Parties Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

Exhibit L: Not Used N/A

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I. INTRODUCTION

A. Entity Backgrounds The Travis County Healthcare District d/b/a Central Health (“Central Health”) is a special purpose district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing hospital and medical care to the indigent and needy residents of Travis County.

Central Texas Community Health Centers d/b/a CommUnityCare is recognized as a Federally Qualified Health Center that provides comprehensive primary, specialty, dental, and behavioral health services to approximately 96,000 patients in Travis County and the surrounding area regardless of their ability to pay.

Together with their affiliates, the Community Care Collaborative, and Sendero Health Plans, Inc., (all four entities collectively, “TCHD Entities”), Central Health ensures low-income and uninsured residents receive timely access to quality health care services.

B. Purpose of Request for Proposals Travis County Healthcare District d/b/a Central Health (“Central Health”) is requesting Proposals for qualified and experienced firms to provide Armed and Unarmed Security Officer Services Security Officer Services as described in Exhibit A, Scope of Work, in this solicitation. The entities that that will be using this service are: Central Health and Community Health Centers d/b/a CommUnityCare.

C. Procurement Authority Central Health has designated a Procurement Authority who is responsible for the conduct of this procurement on behalf of Central Health; therefore, all deliveries (including Proposal delivery) shall be addressed as follows:

RFP 2309-001 ARMED & UNARMED SECURITY SERVICES

Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 Balena.Bunch@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on BidSync and Central Health’s Website:

http://www.centralhealth.net/finance/purchasing. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this solicitation. Such contact may result in disqualification of the Proposer initiating the contact.

D. Definition of Terminology This section contains definitions and abbreviations that are used throughout this procurement document.

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“BAFO” request for a Best and Final Offer.

"BidSync Website" is the following link:

https://prod.bidsync.com/central-health

"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Determination" means the written documentation of a decision by the Procurement Authority, including findings of fact supporting a decision. A Determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

“Duly Authorized Representative” means the individual who is authorized to submit a Proposal to this RFP on behalf of Proposer and to bind the Proposer to any Contract that may result from the Submission of Proposal.

“ESBD” is the following link: http://www.txsmartbuy.com/sp

"Evaluation Committee" means a body appointed by Central Health management to perform the evaluation of Proposals.

"Evaluation Committee Report" means a document prepared by the Procurement Authority and the Evaluation Committee for Contract/s award. It contains all written Determinations resulting from the RFP.

"Finalist" is defined as a Proposer who meets all the Mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Proposer's Proposal.

“Principal” is a person in charge of an organization who takes leadership.

"Proposer" is any person, entity, corporation, or partnership that submits a Proposal.

https://prod.bidsync.com/central-health http://www.txsmartbuy.com/sp

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"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal.

"Request for Proposal" or “RFP” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Proposals.

"Responsible Proposer" means a Proposer who submits a Proposal and who has furnished, when required, information and data to prove that on the basis of demonstrated competence and qualifications, its financial resources, production and service facilities, personnel, service reputation and experience are adequate to satisfactorily perform the Services or provide items of tangible personal property described in the Proposal.

"Responsive Proposal” means a Proposal that includes all required documentation and conforms in all material respects to the requirements set forth in the Request for Proposals. The Proposal to this Request for Proposals must include responsive information, which support the Proposer’s competence, qualifications, and ability to perform the Services, including, but not limited to, quality, quantity, and delivery requirements.

“Timely Response” means the potential vendor or contracted vendor will respond to all requests from the Procurement Authority or any Central Health representative by the deadlines provided in the request. Vendor may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond timely to requests may be grounds for invalidating a bid or canceling an awarded contract.

II. PROCUREMENT SCHEDULE

This section of the RFP describes all major events listed in the RFP Schedule. The Procurement Authority will make every effort to adhere to the Procurement Schedule set forth in this RFP.

A. Pre-proposal Conference

If a pre-proposal meeting is held the date and time of that conference will be noted in the Procurement Schedule on page 2 of this RFP. Conference call and video conference information will be available the day before the meeting and will be posted on BidSync and Central Health’s website.

B. Deadline to Submit Questions All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP.

Additionally, it is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions via BidSync.

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C. Response to Written Questions Written responses to all questions submitted by potential Proposers will be addressed in either a RFP addendum or question and answer document that will be posted on BidSync by Close of Business per the Question Response Date as indicated in the Procurement Schedule on page 2 of this RFP.

Any verbal statement made by Central Health regarding the RFP prior to the award will be considered non-binding. The only formal interpretation of the RFP will be made by addendum or a question-and-answer document issued by the Procurement Authority.

D. Submission of Proposal The Procurement Authority or designee must receive all proposals for review and evaluation no later than 2:00 PM Central Time per the Proposal Submission Date as indicated in the Procurement Schedule on page 2 of this RFP. Proposals received after this deadline will not be accepted. Refer to Proposal Instructions on page 3 of this RFP for Proposal Submission instructions.

Proposals submitted via Bidsync (preferred method), BidSync.com will automatically record the date and time of receipt of each correctly submitted Proposal.

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above. Proposals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Proposal. Unless required by law, the contents of any Proposal will not be disclosed to competing Proposers prior to Contract award.

E. Proposal Evaluation The Evaluation Committee will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. Any resulting clarifications will be issued to all Proposers. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers. The Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII. EVALUATION CRITERIA.

F. Selection of Finalists The selection process may be conducted in two steps. In step one, the Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII.

EVALUATION CRITERIA. Based on the scoring in step one, the Evaluation Committee, as step two, may develop a “short list” of Proposers who may be invited to interview with the Evaluation Committee. Only "short listed" Finalists will be considered for further evaluation and invited to participate in the subsequent steps of the procurement process.

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G. Interviews of Short-listed Finalists Based on step one of the selection process, Central Health, at its sole discretion, may determine that it is necessary to interview the short-listed finalists prior to making a recommendation to ask for a Best and Final Offer (“BAFO”) or to recommend Contract award. If Central Health desires to conduct interviews, short-listed finalists will be invited to present their Proposals to the Evaluation Committee. The purpose of interviews, if conducted, is to ensure the Evaluation Committee’s understanding of the Proposals and Proposer’s qualifications, as well as, to evaluate the Proposer’s team under the criteria set forth in section VII. EVALUATION CRITERIA. When conducted, interview scores will be used as an additional consideration for recommendation and award of a Contract. The Procurement Authority will schedule the time for each Proposer presentation, if applicable. All Proposer presentations will be held as virtual, conference call presentations. Each interviewee will be allowed fifteen (15) minutes to setup and one (1) hour for the presentation and questions/answers.

H. Contract Award Central Health may but is not obligated to award one or more Contracts to the Proposer/s that best satisfies Central Health’s requirements and provides the best overall value to Central Health for the Scope of Work.

Two (2) contract awards - to the same successful Respondent - are anticipated. One (1) contract will be issued for the Central Health locations and a second for the CommUnityCare locations.

Each contract will be administered separately by each entity.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten

(10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal.

Central Health's decision on appeal is final.

Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals.

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Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

Withdrawing Proposals Proposers will be allowed to withdraw their Proposals at any time prior to the deadline for receipt of Proposals. To withdraw a Proposal, the Proposer must submit a written withdrawal request signed by the Proposer’s Duly Authorized Representative and addressed to the Procurement Authority.

Designating Proposal Contents as Confidential or Proprietary Proposers may mark, stamp, or imprint the words “proprietary” or “confidential” on any pages of the Proposal that include information of this type. However, Proprietary or confidential information should be readily separable from the Proposal in order to facilitate eventual public inspection of the other portions of the Proposal. Central Health will not sort, otherwise isolate, or redact proprietary or confidential information embedded within the body of a Proposal.

B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal. However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria contained in section VII. EVALUATION CRITERIA of this RFP.

Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that results from this RFP and to execute the Business Associate Agreement contained within Exhibit H, of this RFP.

2. Costs Associated with Procurement Any and all costs incurred by the Proposer in preparation, transmittal, and presentation of any Proposal or material submitted in response to this RFP will be borne solely by the Proposer.

3. Electronic Mail Address A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Therefore, all Proposers must have a valid e-mail address to receive correspondence.

4. Identification and Selection of Subcontractors The term “subcontractor” includes sub-consultants. Proposer’s intended use of subcontractors must be clearly explained in its Proposals, and major subcontractors must be identified by name.

The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

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5. Historically Underutilized Business (HUB) Program and Good Faith Effort Proposers will be required to make a "good faith effort" to take all necessary and reasonable steps to ensure that certified HUBs (see next paragraph) have the maximum opportunity to participate in the performance of any Contract that results from this RFP as subcontractors. An awarded Proposer’s failure to carry out this “good faith effort” will constitute a breach of Contract and may result in termination of the Contract.

HUB contractors and subcontractors must be certified as a HUB, Minority/Women-Owned Business Enterprises, or Disadvantaged Business Enterprise source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other certification entity recognized by Travis County, Texas

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission and that is identified, as a HUB will be required to submit a copy of its certification with this Proposal. Central Health reserves the right to verify any entity's HUB status prior to Contract award.

6. Suspension and Debarment Certification The Proposer will certify, by signing the Acknowledgement of Receipt Form, attached hereto as Exhibit C, that to the best of its knowledge and belief that the Proposer and/or its Principals or subcontractors are not and have not been debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any federal department or district.

7. Conflict-of-Interest Questionnaire (CIQ Form) Pursuant to Chapter 176 of the Texas Local Government Code, the awarded Proposer, if any, will be required to complete the Conflict-of-Interest Questionnaire ("CIQ"), which is attached to this RFP as Exhibit E, and submit it together with the Contract, if the Proposer has: (i) an employment or other business relationship with a local government officer of Central Health or a family member of same; (ii) given a local government officer of Central Health or a family member of same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/CIQ.pdf .

8. Certificate of Interested Parties (Form 1295) Section 2252.908 of the Texas Government Code prohibits a governmental entity, like Central Health, from entering into certain Contracts, unless the business entity submits a Certificate of Interested Parties form, attached to this RFP as EXHIBIT I, to the governmental entity at the time the business entity executes a Contract. Form 1295 is applicable to any of awarded Proposer’s directors, officers, or employees who hold a controlling interest (10% or more ownership) in the business entity and who actively participated in facilitating the Contract or negotiating the terms https://www.ethics.state.tx.us/forms/CIQ.pdf

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9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers.

Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals. Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations.

Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

Central Health reserves the right to negotiate the price and any other term with any, all, or none of the Proposers. Any oral negotiations must be confirmed in writing prior to an award.

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Central Health may:

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract.

Termination of RFP This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if Central Health determines such action to be in Central Health’s best interest.

C. Waive Minor Irregularities The Evaluation Committee reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals.

The Evaluation Committee also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Evaluation Committee’s sole discretion.

D. RFP Amendments Central Health reserves the right to issue amendments to this RFP before the date on which Proposals are due.

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E. Negotiate Additional Contract Terms Central Health reserves the right to modify and negotiate with a successful Proposer provisions in addition to those attached to this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer's Proposal will be incorporated into and become part of the Contract.

F. Accept Contract Deviations Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between Central Health and the selected Proposer and will not be deemed an opportunity to amend the Proposer’s Proposal. If a Proposer requests significant changes to either the required Contract terms or the terms of the Business Associate Agreement, Proposer’s Proposal may be considered non-Responsive and result in Proposers’ disqualification or, if such changes are requested post-Proposal submission in violation of this RFP, will result in termination of negotiations and Contract award.

G. Investigate Proposers The Evaluation Committee may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives Central Health reserves the right to require a change in the representatives that Proposer submits with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

I. Assert Ownership of Proposals All documents submitted in response to this Request for Proposals will become the property of Central Health.

V. PROPOSAL FORMAT AND ORGANIZATION

This section of the RFP describes the format and organization of the Proposer's Proposal. Failure to conform to the requirements contained herein may result in disqualification of the Proposal.

A. Proposal Format All Proposals, electronic or printed, must delineate each section. The page limit should be no more than forty (40) pages (20 front/back if printed) not including tabs and required forms (see item B. below), or as further instructed in this RFP. If submitting a printed Proposal the Proposal must be in a binder with tabs delineating each section.

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Proposal Organization The Proposal must be organized and indexed in the following format and must contain, as a minimum, all items that are listed as required in the sequence indicated.

Letter of Transmittal – Required

• Identify the submitting organization;

• Identify the name, title, e-mail address and telephone number of the person authorized to contractually obligate the organization or individual proposing;

• Identify the name, title, e-mail address, and telephone number of the person authorized to negotiate a Contract on behalf of the organization;

• Identify the names, titles, e-mail addresses, and telephone numbers of persons to be contacted for Proposal clarification;

• Explicitly indicate acceptance of Sections II through IV of this RFP;

• Be signed by the person authorized to contractually obligate the organization; and

• Acknowledge receipt of all, if any, addenda to this RFP.

Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included)

The forms listed behind the numbers 5, 6, 8 and 9 must be thoroughly completed, executed and witnessed, if and as required, and included in the appropriate section of the Proposal. Proposals must include all Attachments and Exhibits in order to be considered Responsive.

Any Proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers shall respond in the form of a detailed narrative to each of the narrative prompts contained in Item A below and based on information provided in in Exhibit A: Scope of Work and Exhibit B: Price/Cost. The narratives, along with supporting materials, will be evaluated and awarded points accordingly.

Failure to respond to the following mandatory narrative prompts will result in disqualification of the Proposal as non-responsive.

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A. Narrative Prompts/Evaluation Criteria

Item EVALUATION CRITERIA Weight (%)

1. Relevant Work experience & Capabilities 25

2. Understanding of Services to be Performed 20

3. Transition Plan and Project Timeline 25

4. Understanding of all required documentation. 10

5. Operational Planning and Procedures 20

Total 100%

6. Demo/Interview 25

1. Relevant work experience and capabilities. 25% Responses should address both the entity’s work experience and capabilities and the work experience and capabilities of the proposed project personnel if such personnel have been assigned to projects of a similar size, scope, complexity, and nature.

a. Provide a brief company introduction. State how long the company has been in business and when the local office/s from which services will be provided was/were established.

b. Provide detailed experience with projects of a similar size and scope provided in the past five (5) years.

c. Include five (5) corporate client references to which Respondent has provided similar services in the past five (5) years. The minimum information that must be provided about each reference is:

i. Name of organization that services were provided for;

ii. Mailing address of organization;

iii. Name of contact person;

iv. Telephone number and email of contact person;

v. Type of services shall provide, and dates services were provided.

2. Understanding of Services to be performed 20% Respondent must demonstrate understanding of the services to be performed to include:

a. A proposed plan for the performance of the services

b. The technical approach proposed by the Respondent.

3. Transition Plan and Project Timeline 25% Respondent shall provide a detailed transition and staffing plan that includes project timeline to implement services 60 days post contract execution.

4. Understanding of all required documentation. 10% Respondent must demonstrate a clear understanding of all required documentation.

Includes the timely submission or response and the identified process for providing documents for each item below, under this solicitation:

a. Onboarding

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b. Schedules

c. Post Orders

d. Training Records

e. Communication

5. Operational Planning and Procedures 20% Respondent shall provide narrative responses for each category listed below. Respondent must provide clear descriptions and examples that show understanding of services requested, employee information, and expectations for the following in Exhibit A (Scope of Work).

a. Required Services (Section 1-A)

i. No-Show Response (f)

ii. Post Orders (j)

iii. Employee Pay Rate and Holiday Schedule (m)

iv. Overtime Control (n)

v. Backup & Total Number of Employees (p)

vi. On Demand Services (q)

b. Training (Section II)

i. Initial Training (A)

ii. HIPAA Training (B)

iii. De-escalation-Initial & Annual (C)

iv. Basic Life Support (E)

B. Evaluation Process

1. Proposals will be reviewed for compliance with the above criteria for this solicitation.

Proposals deemed non-responsive will be eliminated from further consideration.

2. The Procurement Authority may contact the Proposer for clarification of the Proposal as specified in above.

3. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Proposal Evaluation.

4. Responsive Proposals will be evaluated using the criteria set forth in the table above. The

Responsive and Responsible Proposers with the highest scores may be selected as short-listed Finalists. Said short-listed Finalists may be invited to present their Proposals to the Evaluation Committee. Points awarded from the interviews, if any, will be added to Proposer’s overall score.

The Proposer whose Proposal is most advantageous to Central Health, taking into consideration the stated EVALUATION CRITERIA, may be recommended for Contract award as specified in above. Proposers who are asked or chosen to submit a revised Proposal for the purpose of obtaining Best and Final Offers may have their points recalculated accordingly. Please note however, that a serious deficiency in the initial Proposal may be grounds for rejection regardless of overall score.

Proposers or potential contracted vendors will respond to all requests by the Central Health Purchasing Office within the deadline timeframe provided in the request. Proposers or potential contracted vendors may propose an alternative deadline to the Procurement

5.

6.

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Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond by the given deadline may result in proposer being deemed non-responsive.

EXHIBIT A

SCOPE OF WORK

UNARMED AND ARMED SECURITY OFFICER SERVICES

ADDITIONAL DEFINITIONS:

a. Location(s): Any location (clinic or administrative office) where security services are required.

b. Central Health Enterprises: Central Health, CommUnityCare, and Sendero Health Plans, Inc.

c. De‐escalation is formal training in order to avoid or prevent an escalation in undesired behavior. It is also the process to reduce the intensity of a conflict utilizing verbal skills and tactics.

d. Designated Contract Manager(s): The Director of Operations for CommUnityCare (or designee) and the Director of Facilities Management for Central Health (or designee).

e. Designated Site Manager(s): The Manager or Practice Leander for each location (or designee).

f. Contract(s): This solicitation will result in two separate contracts. One contract for CommUnityCare and one contract for Central Health. Each contract will vary dependent on the service needs of each Enterprise entity, this may include all or selected services.

g. Expenses: All expenses for requirements to hire, will be at the expense of the Contractor.

REQUIRED SERVICES

Contractor Responsibilities: Security personnel performing under this contract shall be direct employees of the Contractor. Non‐Contractor personnel and minors will not be permitted on the job premises.

a.

b. Resumes: The Contractor will provide resume(s) of any security personnel performing under this contract. The Contractor may provide a redacted copy removing personal information including address, telephone numbers, email address, social security numbers, employment history dates and employer information, education information, or any other identifying information. To satisfy this requirement, the Contractor may submit resume(s) that include only the name of the security personnel, special training/certifications, total time, month(s) and/or year(s), of service for each position, and job responsibilities.

c. Security Officers: The Contractor will provide professionally trained security officers.

The primary functions of the security officer include, but are not limited to the following:

i. Observe and report any unusual or suspicious activities.

ii. Respond to emergencies or other disturbances that occur at any of the locations

Registration with Texas Private Security Board: The Contractor will submit to the designated Contract Manager(s) proof of registry for all security officers assigned to work under this contract with the Texas Private Security Board. These requirements apply to replacement employees before entrance to duty. Contractors must have a Class B and C license and a qualified managerʹs license as defined in the Private Investigators and Private Security Agencies Act, Article 4413(20bb) V.A.C.S., Section 16 and Section 18.

listed in Exhibit B‐1 and B‐2.

iii. Initiate calls to 911 (Emergency) and 311 (Non‐Emergency), Security officer may also initiate a non-emergency report through the online portal https://www.austintexas.gov/department/ireportaustincom.

iv. All supporting documentation, video footage, photos, etc., and a copy of the 911 or 311 report should be included and/or attached to the Security Officers Incident Report. All incident reports and supporting documents will need to be saved into the identified secured network folder.

v. Monitor surveillance camera and review video footage when cameras are not being monitored. Must also be trained to pull footage and create a copy onto the hard drive, USB drive, or any other external hard drive, to provide footage as proof of any incident(s).

vi. As the first contact when entering a location, it is the expectation that the security officer will provide exceptional customer service. Greeting, directing, and other encounters, should be cordial with patients, visitors, and employees. This includes making eye contact and acknowledging any person in which they encounter during their shift.

vii. The security officer is not to engage with patients by providing any information regarding the Central Health Enterprise. The security officer will direct all patients and visitors to the administrative employees for assistance.

viii. All officers will be formally trained in verbal de‐escalation skills and tactics. The Contractor will supply documentation of this training for all officers assigned to the clinics.

d. Armed Security Officers at selected locations: The Contractor will provide professionally trained armed security officers on an as needed basis.

The armed security officer(s) assigned to any of the locations in Exhibit B‐1 and B‐2, shall have a minimum of 2 years’ experience working as an armed security officer.

Every armed security officer assigned to this contract must possess and maintain, through the life of this contract, a current State of Texas firearm permit to legally carry a gun while on duty. The armed security officer(s) should carry this permit with them while they are on assignment and be prepared to show the permit to Contract Manager(s) or designee, upon request.

The Contractor must provide a list which includes the name of security officer and the State of Texas firearm permit expiration date.

The primary functions of the armed security officer include, but are not limited to the following:

i. All functions listed under “Section b. Security Officer” and include the additional responsibilities below.

ii. Be fully trained in de‐escalation tactics so that the use of a weapon is the last recourse.

iii. Be ready to utilize all training instructions and protocols when an incident requires the use of a weapon.

iv. In addition to the Contractor’s policy, security officer must be familiar with the Central Health Enterprise’s policy for carrying a weapon and the use of a weapon.

e. Security Patrol Vehicle: In the event that a Security Patrol Vehicle is required, The Central Health Enterprise must notify the Contractor at least 10 days in advance. The Contractor must set expectations and provide realistic information as to when the services will be implemented. The Central Health Enterprise may request to have a Security Patrol Vehicle that may share patrolling with other sites at Central Health Enterprises discretion.

f. Assigned Security Officer No‐show: The Contractor shall provide a replacement security officer within two (2) hours in the event the assigned security officer does not report for duty, or the security officer must leave their post for an extended period. The Contractor must contact the Contract Manager(s) upon notification of absence and communicate when a replacement should be expected. Provide a detailed description on how the Contractor will execute a replacement. Describe how the Contractor will monitor and ensure the deployed security officer has arrived onsite within the two‐hour time frame.

g. Transfers: If at any time the Contractor decides to transfer a security officer to another location, Central Health Enterprise’s expectation is that the Contractor will provide a minimum of a seven‐day notice in advance of the transfer and the name of the replacement to the Contract Manager(s). Training must be completed at least 48 hours prior to the new security officer’s start date at the newly assigned location.

h. Safety: The Contractor and employees must comply with all security and safety requirements imposed by the Central Health Enterprise while on the respective properties.

• The Contractor shall be responsible for instructing their employees on appropriate safety measures. The Contractor will instruct all security officers in the appropriate use of physical force or restraint to the extent allowed by any rules, regulations or laws governing private security personnel.

• Provide examples of your instructions to your security officer on appropriate safety measures and appropriate physical force or restrain.

The Contractor will instruct security personnel to read and follow post orders at each location for each assigned shift.

The Contractor will provide signed acknowledgement of the security employees’ understanding of the post orders for each location and for each shift, upon initial review and upon any subsequent post orders.

The Contractor may provide the security officer acknowledgement by utilizing a spreadsheet that includes the location name(s), shift(s) covered, and the security officer’s signature for each location and shift they will cover.

i. Post Orders: Within seven (7) calendar days after receipt of Notice of Award, the Contractor will furnish to the Contract Manager(s) a complete set of post orders and any applicable standard office procedures for each location and each shift. Post orders are expected to be written specific to each location. All post orders will be reviewed and approved by the Contract Manager(s) 15-days before implementation. Approved post orders must be submitted in six (6) copies to the Contract Manager(s). Upon approval, the Contract Manager(s) will receive one (1 each (2)) hard copy; one (1) electronic copy; one (1) copy will be forwarded to the Contract file; one (1) copy will be forwarded to each Designated Site Manager(s) for their location; and one (1) copy will be returned to the Contractor.

Example:

Acknowledgement of Review and Understanding of Post Orders

My signature below serves as my acknowledgement of my review and understanding of Post Order for the location(s) and shift(s) listed:

j. Communications: The Contractor shall provide the Contract Manager(s) and the Designated Site Manager(s) with a telephone number to always ensure immediate communication with a live person (not a recorder). The Designated Site Manager(s) or their designee will be available for contact at any time during any of the hours covered by this contract should the need arise.

k. Key Control: The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Central Health Enterprise are not lost, misplaced, or used by unauthorized persons. No keys issued to the Contractor may be duplicated. The Contractor will immediately report any lost keys to the Designated Site Manager(s) and Contract Manager(s). The Contractor shall replace, re‐key, or reimburse the Central Health Enterprise for lock replacement or re‐keying due to lost keys. The successful Contractor will be briefed on area accessibility prior to the contractʹs start date.

l. Billable Rate and Pay Rate: The Contractor shall provide the hourly, billable rate and pay rate for the services provided. Provide a response to the following: Does your firm anticipate paying your security officers the current City of Austin living wage? Does you firm anticipate providing an annual increase to your security officers?

m. Holiday Schedule: The Central Health Enterprise observes and closes our offices and clinics on the following Holidays:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Friday After Thanksgiving Day Christmas Day

Security officers will not be required to report to their assigned locations on the Holidays listed above. The security officer may be assigned to another location at the Contractor’s discretion. List your firms observed and paid Holidays for your security officers?

n. Overtime Control: The Contractor shall provide a written process on how they will manage any overtime while supporting all locations and shifts. If the Central Health

Enterprise determines that security services are needed and will incur overtime charges, the Central Health Enterprise will provide a written preapproval for overtime prior to security officer(s) working overtime. The written approval will be provided by the Contract Manager(s) or their designee.

o. Adding or Removing Locations: The Contractor shall provide flexibility in adding or removing locations. The Central Health Enterprise is responsible for providing healthcare services throughout Travis County. The Central Health Enterprise is continuing to add new locations and relocated services to other locations to meet the needs of our service

Name of Security Officer

Location #1 Shift Monday‐ Thursday

8AM‐5PM

Location *2 Shift Friday

1PM‐

8:30PM

Security Officer’s Signature population. Upon request, the Contractor will need to provide a quote to the Contract Manager(s) and provide a Change Order for services. In the event of a locationʹs relocation or closure, the Central Health Enterprise will provide the Contractor at least a 15‐day notice for this type of modification.

p. Emergency Request to Deploy a Security Officer: During an…