ESBD_File_344217_HHS0014129_PCS_137_Formal_IFB_Security Guard Service.pdf

PCS 137 - SERVICES

Version 1.60 Page 1 of 48 Revised 09/13/2023

TEXAS HEALTH AND HUMAN SERVICES COMMISSION

Cecile E. Young, Executive Commissioner

Invitation for Bids for

Armed and Unarmed Security Guard Services for Region 3

IFB No. HHS0014129

NIGP Class/Item No(s):

990-46 Guard and Security Services 990-67 Patrol Services

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

Solicitation Date Posted to ESBD December 11, 2023

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline

December 19, 2023, 5:00 PM

Questions or Clarifications Submission Deadline December 20, 2023, 5:00 PM

Responses to Questions or Clarifications - Addendum posted on the ESBD

December 22, 2023

Response Deadline January 8, 2024, 10:30 AM

Anticipated Contract Start Date Date of Award

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Table of Contents 1 Introduction and Purpose of Solicitation

1.1 No Guarantee of Volume, Usage or Compensation

1.2 Solicitation Components

2 Procurement Schedule

3 Withdrawal of Response

4 HHSC Overview

5 Definitions

6 General Solicitation Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 Solicitation Questions or Clarifications

6.8 Notification of Addenda or Cancellation

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements

8.1 HUB Subcontracting Plan (HSP)

8.2 Courtesy Review of HSP

9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract

11 Contract Term

11.1 Term of Contract or Purchase Order

11.2 Initial Contract Term:

11.3 Renewal Option(s)

11.4 Extension Option

12 Contract Administration/Transactional Purchase Order Administration

12.1 Contract Manager/Program Lead

12.2 Services Performed

12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

12.5 Corrective Action Plan (The Plan)

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12.6 Performance Issues

12.7 Confidential or Proprietary Information

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Workers’ Compensation and Employers’ Liability

14.3 Commercial Automobile Liability

14.4 Commercial General Liability

14.5 Umbrella/Excess Liability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award

18 Disclosure of Interested Parties

19 Protest Procedures

Appendix A – Submission Instructions and Response Checklist

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1 Introduction and Purpose of Solicitation

The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers solicitations for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for a licensed and qualified security guard company to provide on-site uniformed armed and unarmed plain-clothed security guard(s) and dedicated patrol services at HHSC facilities on an as needed basis.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this Solicitation.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this Solicitation to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the goods and related services described in this Solicitation. See Appendix A, Submission Instructions and Response Checklist.

1.1 No Guarantee of Volume, Usage or Compensation

HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this Solicitation. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

The estimated historical quantities included in the Price Sheet are provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.2 Solicitation Components

This Solicitation includes the following items:

• Exhibit A – HHS Solicitation Affirmations

• Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

• Exhibit C – Bid Execution Page

• Exhibit D – Pricing Sheet

• Exhibit E – Bidder Reference Form

• Exhibit F – HHS Online Bid Room Information

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

• Exhibit H – DFPS Custodial and Security Guard Background Check Information

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2 Procurement Schedule

The Procurement Schedule dates on the cover page of this Solicitation are tentative. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule or as changed via an Addendum. Every Bidder is solely responsible for ensuring its Response is received before the Response Deadline. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that any individual submitting the Response and any related documents on behalf of the Bidder is authorized to do so and to bind the Bidder under any resulting contract.

3 Withdrawal of Response

Responses may be withdrawn from consideration or amended at any time prior to the Response Deadline by submitting a written request by e-mail to the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal should contain the Solicitation (IFB) number as indicated on the cover page of this Solicitation. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

4 HHSC Overview

The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies (HHS Agency).

PCS administers the procurement processes, which include Solicitation announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this Solicitation.

5 Definitions

Unless the context clearly indicates otherwise, throughout this Solicitation, the definition given to a term below applies whenever the term appears in this Solicitation, in any Response (Bid) submitted in response to this Solicitation, and in any Contract awarded as a result of this Solicitation. All other terms have their ordinary and common meaning.

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

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a) Addendum – A written clarification or revision to this Solicitation issued by HHSC.

b) Bidder – Entity or individual that submits a response to this Solicitation. This term also includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract – A legally enforceable agreement between two or more parties. As a result of this Solicitation, HHSC may issue a Contract document or Purchase Order (see definition).

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Contract (Purchase Order) to provide the services or goods as a result of this Solicitation.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Date of Award - The date the bid solicitation is awarded to a contract purchase order issuance.

g) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

h) Deliverables – The services or goods specified in this Solicitation and any resulting Contract, that the Contractor shall perform or deliver to the HHS Agency for acceptance.

i) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

j) Exhibit – A document, included as an attachment to this Solicitation, which provides terms and conditions, additional requirements and information related to this Solicitation.

k) HHS Agency - The Texas Health and Human Services Commission (HHSC) and the Texas Department of State Health Services (DSHS), separately or combined.

l) Purchase Order – A legally enforceable agreement between two or more parties. A Purchase Order is issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide. Also considered a Contract.

m) Response – All information and materials submitted in response to this Solicitation. May also be referred to as Bid or Bid Response.

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

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n) Respondent – A term interchangeable with Bidder.

o) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this Solicitation and any resulting Contract which the Contractor is required to provide.

p) Solicitation - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bid or IFB.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number required in Exhibit A, HHS Solicitation Affirmations. Further information regarding this number may be accessed on the CPA website at https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p =payee_numreq.

s) Unit Rate – The set rate per the unit of measure (UOM), used for payment of the services, included on the Price Sheet under the Contract or Purchase Order. (e.g., Hourly, Daily, Weekly, Monthly, etc.).

t) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this Solicitation.

6 General Solicitation Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this Solicitation is:

Katrinia Ender, CTCD, CTCM

Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756 512-406-2428 katrinia.ender@hhs.texas.gov

Bidders shall NOT use the e-mail address above for submission of a Response to this Solicitation. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this Solicitation, in writing by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted.

See Appendix A for submission requirements. All other communications between a Bidder and https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq mailto:katrinia.ender@hhs.texas.gov

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HHS agency staff concerning this Solicitation are prohibited. In no instance is a Bidder to discuss cost information regarding this Solicitation and contained in a Response with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Bidders seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this Solicitation.

6.2 Exception to the Sole Point of Contact

The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative, e.g., during contract negotiations, if allowed due to the circumstances of this procurement;

generally, negotiations are not allowed when soliciting with the Invitation for Bid method and there should be no expectation by Bidders that negotiations will be allowed for this procurement.

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

6.3 Offer Period

By submitting a Response to this Solicitation, Bidder agrees that its Response will remain a firm and binding offer for at least the period of time, 240 days, as stated in the HHS Solicitation Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be honored and include the extended period in the Response.

6.4 Costs Incurred

Bidder understands that issuance of this Solicitation or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for cost incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

mailto:cheryl.bradley@hhs.texas.gov

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Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this Solicitation.

6.5 Changes, Modifications and Cancellation

HHSC reserves the right to change, amend, or modify this Solicitation prior to the Response Deadline indicated in the Procurement Schedule (cover page of this Solicitation). Changes, amendments and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this Solicitation at any time. The notice of cancellation will be in accordance with Section 6.8.

6.6 Ambiguity, Conflict, Discrepancy

Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the Solicitation in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the Solicitation, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the Solicitation and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

6.7 Solicitation Questions or Clarifications

HHSC will allow written questions and requests for clarification regarding this Solicitation if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this solicitation) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this solicitation) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

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6.7.1 Submission of Questions or Clarifications

All questions and requests for clarification must be submitted in writing by e-mail and include the following information:

a) IFB Number and Title of Solicitation (cover page of this Solicitation) must be included in the e-mail subject line and in the e-mail body.

b) Section or Paragraph number from this Solicitation

c) Page Number of this Solicitation

d) Exhibit name, Section or Paragraph, page number from the Exhibit

e) Language, Topic, Section Heading being questioned.

f) Requestor Contact Information must be included in the body of the e-mail submitted with questions.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this Solicitation) may be reviewed by HHSC but will not be answered.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

Addenda for changes, modifications and answers to questions or requests for clarification as well as subsequent Addenda with amended answers to questions or requests for clarifications, will be posted to the ESBD. It is the responsibility of each Bidder to monitor the ESBD for any Addenda affecting this Solicitation. Failure to check the ESBD will in no way release any Bidder or awarded Contractor from the requirements of posted Addenda. No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this Solicitation, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

6.8.2 Cancellation Notification

HHSC reserves the right to cancel this Solicitation at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this Solicitation.

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7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

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

a) Key Personnel Qualifications:

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

1. Contract Manager:

The contract manager shall have:

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

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

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

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

2. Security Guard Site Supervisor:

The security guard site supervisor shall have:

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

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

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

iv. The cost of the supervisor should be factored into the pricing provided in Exhibit D - Pricing Sheet.

3. Unarmed Security Guard(S) Qualifications:

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

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4. Armed Uniformed and Plain Clothed Security Guard Qualifications:

Armed security guard(s) shall:

i. Have recent experience in the security industry, within 2 to 3 years.

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

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

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

b) Training:

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

1. If a new security guard is provided after HHSC provided training, the Contractor shall ensure the newly assigned security guard is properly trained on HHSC security procedures for a minimum of eight (8) hours at no additional cost to HHSC, prior to assigning duty locations.

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

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

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

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

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

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

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

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

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

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

vii. Check-in by phone or two (2)-way radio as established by post instructions to their dispatcher.

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

A. Contact appropriate divisions when incoming mail, fax, or carrier delivery is received at their post. Division personnel will be responsible for receipt of such material.

B. Report any hazardous safety condition.

c) Security Guard Requirements:

All security guards utilized shall meet the following requirements:

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

2. Be able to walk unassisted a minimum of three hundred (300) yards, climb stairs, and be able to lift and carry twenty (20) pounds.

3. Be qualified and licensed to carry any type of non-lethal weapons, such as baton, chemical spray, etc. Carrying of non-lethal weapons shall be only as authorized by HHSC. Upon approval to carry non-lethal weapons, the Contractor shall furnish proof to HHSC verifying security guards are qualified and have been trained.

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

5. Not depart their assigned duty area(s) until they have been properly relieved. Under no circumstances shall any assigned duty area be left abandoned without HHSC approval.

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

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

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

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

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

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

12. Ability to communicate orally and in writing.

d) Site supervisor:

The site supervisor shall be knowledgeable of the specification requirements and post instructions to ensure strict compliance with the requirements are continually maintained.

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The site supervisor shall:

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

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

i. Any identified problems or issues shall be corrected within twenty-four (24) hours.

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

iii. If a problem or issue cannot be corrected within twenty-four (24) hours, the site supervisor shall contact the HHSC designated representative by phone. The site supervisor shall follow up in writing explaining the nature of the problem and why it cannot be corrected within twenty-four (24) hours.

iv. Make a minimum of one physical check of the security guard(s) per shift daily.

The site supervisor shall report the time the shift check was completed on the Daily Security Report.

v. The site supervisor shall schedule relief for security guard personnel for lunch or breaks each day. Under no circumstances shall any assigned duty area be left abandoned without proper authority.

NOTE: Failure to comply may result in the contract being cancelled.

e) Contract Manager:

The contract manager shall:

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

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

f) Contractor Requirements:

g) Guard Duties:

1. Guards shall make rounds of their assigned office premises and parking lots every hour, and exercise control over parking on the premises. If the guard observes a person or persons tampering or vandalizing an unattended vehicle, or someone behaving in a suspicious or unusual manner in the parking area, the guard shall investigate, and if warranted, ask the individual(s) to leave the premises. Guard shall contact law enforcement immediately, if the situation escalates or if the individual(s) refuse to leave the premises.

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2. Guards shall ask any person who is continuously loud or boisterous in an office to lower their volume or leave the premises. In the event of a conflict between an employee of HHS and a client, the guard shall make his/her presence known and render assistance, if needed.

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

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

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

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

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

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

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

i. Personal radios, digital music devices, compact disc/tape players (with or without earphones); Cell phones/Pagers/Personal Data Assistants (PDAs, i.e., palm pilots, organizers, etc.); While personal cell phones may be carried on your person, they are not to be used while on post! If you do not have access to a two (2)-way radio or client provided telephone on your post, notify a supervisor as soon as you are able. The use of personal cell phones for non-security/non-emergency related matters are prohibited while on duty.

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

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

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

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

vi. At the end of their shift, security guards must remain in the building until all clients and HHSC employees have left.

h) Personnel Replacement

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

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

3. Contractor shall replace the security guard(s) within two (2) hours during the term of the contract service period as requested by HHSC designated representative.

4. Contractor should be aware HHSC may have an urgent requirement to provide additional security guards within eight (8) hours or less (Ref. Section 7.1.7 g) 5.).

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

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

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

8. Security guards shall remain on duty and be required to work twelve (12)-hour shifts. Security guards may be required to work an additional twelve (12)-hour shift during the day or night and on any day of the week.

9. Security guards may be assigned additional duties as designated by the HHSC designated representative including but not limited to, driving, transportation, carrying and lifting objects, protecting designated areas with supplies and materials and other duties as assigned within the scope of specification.

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10. Armed Guards:

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

11. Contractor or Subcontractor Monitoring:

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

12. HHSC requires the Contractor provide a security guard to monitor and oversee the contractor and subcontractor personnel while working at designated facilities. HHSC will request the Contractor provide a security guard within a minimum of forty-eight

(48) hours upon notification by HHSC.

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

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

i) Confidentiality:

All information is confidential. HHSC business shall not be disclosed to any individual, corporation, news entity or any other government agency at any time without prior written HHSC approval.

j) Non-Compliance of Work Hours

1. If a Contractor fails to have a security guard on duty at a HHSC specified work facility at the scheduled time, for three (3) occurrences during a six (6) month period, HHSC may, at its discretion, cancel the contract due to non-performance.

2. It is the Contract’s responsibility to ensure assigned security guards are at their designated post at the scheduled time. If a security guard(s) is unable to report to duty as scheduled, the Contractor shall immediately provide a replacement to begin at the designated scheduled time or have the Site Supervisor replace this security guard until a replacement comes in for duty.

3. For each hour that a HHSC security guard or representative is required to man the security guard position left unguarded by Contractor security personnel; HHSC will deduct the HHSC’s security guard current wage rate from the weekly invoice.

4. Any security guard(s) reporting to work smelling of alcohol, acting under the influence, acting unprofessionally, or out of uniform will not be allowed to stay on duty. Contractor shall be responsible for the immediate replacement of the guard.

Contractor shall man this post until the next scheduled guard arrives for duty.

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

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k) Off-Shift Time:

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

7.1.1 Service Location(s)

HHS, at its sole discretion, during the contract term and with a 30 days’ advance written notice, reserves the right to change, consolidate, delete, or add service locations.

a) Location(s) for Services

1. Region 03 Counties:

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

Hood.

2. Region 03 Cities:

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

3. Additional Locations:

HHSC reserves the right to add or remove facilities to and from the contract with ten

(10) days written notice. There may be instances when HHSC will request the addition or removal of a security guard immediately due to emergency situations.

The Map (PDF) of the HHS Regions may be accessed at:

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

b) Changes to location(s) for services include but are not limited to: new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Contractor shall perform contracted services, including any minor adjustment call-back services, according to the schedule listed below on an as needed basis. (Central Time). Contractor shall not interfere with normal flow of business at the service location.

Contractor shall respond by acknowledgement, to all service calls within four (4) hours of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

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

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Contractor shall provide security guards on an as needed basis according to the locations and schedule (schedule can be modified per contract managers request) noted below:

Location Qty Start Time End Time Armed/Unarmed

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

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

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

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

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

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

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

1228 East Ledbetter Drive, Dallas

1 7:30am 5:30pm Armed (Lobby)

1 7:30am Last Employee Leaves Armed (Parking Lot)

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

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

121 Westgate, Waxahachie 1 7:30am 5:30pm Armed

2700 Ben Ave, Fort Worth (24/7 Post)

1 6:00am 6:00pm Armed (Lobby)

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

1 6:00pm 6:00am Armed (Lobby)

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

1 6:00am 6:00am (weekend) Armed (Lobby)

1 6:00am 6:00am (weekend) Armed (Parking Lot)

8700 North Stemmons Frwy, Dallas

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

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

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

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

Note: Hours, workdays and locations are subject to change at any time per the HHSC’s needs.

Locations maybe removed or additional locations maybe added.

7.1.3 Outside Regular Hours

Any services performed outside of regular work hours must be approved by the HHS Agency Contract Manager and will be paid at the rate stated in Exhibit D – Pricing Sheet.

HHS Agency reserves the right to declare any necessary work to be an emergency. Services performed by the Contractor outside of the regular service hours, without prior approval, will be at Contractor’s own risk and not considered or approved for payment at other than the established regular hours service rate.

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

Version 1.60 Page 20 of 48 Revised 09/13/2023 designated rep. calling from the After-hours response number. The site location and address will be given at the time of the call.

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

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

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

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

7.1.4 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not specifically require services to be performed on these holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Performance of services on a state holiday requested by HHS Agency will be performed and invoiced at the Contract rate for Outside Regular Hours.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

Bidder will submit documentation of experience and qualifications with Response, if requested in Exhibit D – Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this Solicitation. The minimum experience required is three (3) years.

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

c) Required Licensure and Accreditation

1. Have a valid Class B license issued by and be in good standing with the Texas Private Security Board of the Texas Department of Public Safety and have current licenses and permits for all its security guard personnel as mandated by local, state, and federal requirements.

2. Submit current Class B license number(s) with their response submission. Failure to submit license number(s) will result in disqualification of the response.

NOTE: If a license or permit is verified and found to have any type of investigative https://hr.sao.texas.gov/Holidays

Version 1.60 Page 21 of 48 Revised 09/13/2023 hold by the Texas Private Security Board of the Texas Department of Public Safety or any other agency, the respondent may be disqualified.

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

e) The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last three

(3) to four (4) years. See Exhibit E – Bidder Reference Form.

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

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

7.1.6 HHS Agency Responsibilities

a) Provide reasonable access to the facility(s) and property where services are to be performed.

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

c) Training:

HHSC will pay for the initial eight (8) hours of training for vendor personnel to adequately staff all assigned facilities and to have significant replacement personnel trained. This will be a one (1)-time paid service at the on-set of the contract.

d) Inspection by HHSC:

The HHSC designated representative will:

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

2. Notify the Contractor of security infractions and problems.

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

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7.1.7 Contractor Responsibilities

HHSC will look solely to the Contractor(s) for the performance of all contractual obligations resulting from an award based on this Solicitation. No Contractor will be relieved of its obligations for any nonperformance by its Subcontractor(s).

a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary to perform the services and/or provide the goods, if applicable, as required.

b) The Contractor shall be responsible for supervision, clean up and proper disposal of any site work waste.

c) Contractor will provide Incident Reports within twenty-four (24) hours of the incident to

HHSC.

d) Contractor must comply with Title 10, Chapter 1702, Subchapter A through Q of the Texas Private Security Board of the Texas Department of Public Safety and all applicable local, state, and federal rules, and regulations.

e) The Contractor shall:

1. Have an office located within the vicinity of Region 03, where the security guard and patrol services are required. HHSC has the right to inspect the Contractor’s office before or after award of purchase order. Contractor shall maintain and staff the office twenty-four (24) hours a day, seven days a week during the term of this contract. The contract manager or site supervisor shall return calls within fifteen

(15) minutes of being contacted by HHSC designated representative.

2. Not hire any currently employed HHSC personnel.

3. Provide the following security guard(s) on an as-needed basis, which may include, but not be limited to:

i. Uniformed unarmed and uniformed armed or armed patrol guards.

ii. Uniformed armed security guards and plain-clothed armed security guards, when requested by HHSC, for special occasions or in emergency situations.

4. Provide the required type of security guard(s) at multiple service facilities at the same time as requested by HHSC.

5. Provide proof that any assigned security guards have in their possession a current Texas Department of Public Safety Non-Commissioned Security card or a Commissioned Officer Security card.

6. When requested by HHSC, provide background check results on vendor assigned security guards.

7. Provide the HHSC designated representative the names of all security guard personnel performing under the purchase order.

https://statutes.capitol.texas.gov/Docs/OC/htm/OC.1702.htm https://statutes.capitol.texas.gov/Docs/OC/htm/OC.1702.htm

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8. Provide an updated assigned list of replacement personnel to changes as soon as they occur.

9. Ensure security guard(s) are on time and at their scheduled HHSC duty facility.

10. Notify HHSC immediately via phone of any instance where guard services will not be provided in accordance with the scope of work; contractor will provide written explanation for deviation from scope of work within twenty-four (24) hours of occurrence.

11. Prior to security personnel being assigned to a shift at any HHSC facility, the vendor shall:

i. Submit a letter to the HHSC designated representative verifying everyone assigned meets or exceeds HHSC’s security requirements.

ii. Ensure security guards do not work more than two (2) consecutive eight (8)-hour shifts.

12. Provide staff and personnel with dependable vehicles with company logo as needed at designated HHSC locations.

13. Meet with the HHSC designated representative and establish post procedures and instructions for each assigned post.

14. Request for any changes to post procedures or other special requests for security guards, shall be in writing. These changes must be approved by the HHSC designated representative in writing.

15. Correct all discrepancies brought to the attention of the Contractor by the HHSC designated representative within twenty-four (24) hours.

16. Contractor will be responsible for providing a patrol vehicle (golf cart, Segway, car/truck, etc.) for facilities where parking lot guards are required.

17. Contractor is responsible for all safety and secure storage of patrol equipment.

18. Contractor is responsible for training staff on the proper and safe use of patrol equipment.

The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and…