ESBD_File_353846_RFP 24-28 Security Guard Services.pdf

RFP 24‐28 Security Guard Services

Revised 05.26.23.

REQUEST FOR PROPOSAL

FOR

SECURITY GUARD SERVICES

RFP NUMBER.: 24‐28

ISSUED BY:

Procurement Operations Department

FOR :

HCC Police Department

PROCUREMENT OFFICER :

Art Lopez, Sr. Buyer

Email: arturo.lopez@hccs.edu

PROPOSAL CLOSE DATE: April 22, 2024

TIME (BY): 2:00 p.m. (local time)

SUBMIT PROPOSAL PACKET IN THE:

HCC BID Portal:

Houston Community College (bonfirehub.com)

TABLE OF CONTENTS

Section Headings Page Number

Introduction and General Information 3

Section 1 – Submittal Instructions 4

Section 2 – Project Overview and Scope of Services 6

Section 3 – Schedule of Items and Pricing 23

Section 4 – Proposal Evaluations 25

Section 5 – Instructions to Proposers 27

Section 6 ‐ General Information 34

Section 7 – Required Attachments 46

NOTE: All noted Attachments are to be completed and submitted with Proposal, Attachments 1, 5 and

7 must be signed and notarized.

Exhibit Number Exhibit Title

Exhibit No. 1 Sample HCC Form Services Agreement

SOLICITATION SCHEDULE

The following is the anticipated solicitation schedule including a brief description for milestone dates:

Solicitation Milestone Date & Time

RFP released and posted to HCC’s & ESBD’s websites March 20, 2024

Pre‐Proposal Meeting (Non‐Mandatory) April 9, 2024 by 10:00 a.m. (local time)

Deadline to receive written question/inquiries April 11, 2024 by 5:00 pm (local time)

Responses to written questions/inquiries (estimated) April 15, 2024

Proposal Submittal Due Date April 22, 2024 by 2:00 pm (local time)

Anticipated Board Recommendation and Approval June, 2024

NOTE: Houston Community College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted on Procurement Operations website for your convenience.

INTRODUCTION

This is a Request for Proposal (RFP) pursuant to Chapter 44.031 of the Texas Education Code.

Houston Community College (“HCC” and/or the College) seeks proposals from qualified firms to provide Security Guard Services at Houston Community College. Sealed responses, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received by the due date specified in the Solicitation Schedule above. Visit Houston

Community College (bonfirehub.com) for additional information on this and other business opportunities.

GENERAL INFORMATION

Houston Community Collegeʹs service area is Houston Independent School District, Katy, Spring

Branch, Alief Independent School Districts, Stafford Municipal District, and the Fort Bend portion of Missouri City. The System is accredited by the Commission on Colleges of the Southern

Association of Colleges and Schools to award an associate degree.

HCC serves its students each semester by offering associate degrees, certificates, academic preparation, workforce training, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society.

Houston Community College plays an integral role in transforming the lives of its students and making our community work.

More information regarding HCC is found in the annual HCC Fact Book. The Fact Book can be found at www.hccs.edu/about‐hcc/institutional‐research/hcc‐fact‐book/.

VENDOR COMMUNICATION:

Communication between the Procurement Operations Department and vendors is helpful and encouraged. Steps must be taken, however, to maintain a fair opportunity to compete for all vendors and to avoid any appearance of favoritism. In order to protect the integrity of the process, once the solicitation is issued, the following must be observed:

1. Other than the Assigned Procurement Officer listed, all communication is strictly forbidden and may result in disqualification.

2. All requests for clarifications, information and questions must be submitted in writing to the Assigned Procurement Officer during the Question‐and‐Answer time frame outlined in the solicitation document.

3. All responses and necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Procurement Officer.

The above referenced guidelines will make certain the College is maintaining a fair and equal opportunity among all eligible vendors during the solicitation process.

SECTION 1 – SUBMITTAL INSTRUCTIONS

1.1. HCC is requiring respondents to submit their response to this request electronically through the

Bonfire Portal Houston Community College (bonfirehub.com). HCC intends to utilize Bonfire as its exclusive solicitation platform. Proposals can now be accepted through the Bonfire platform.

1.2. The following are some important notes about Bonfire:

1.2.1. Official versions of HCCs solicitation, associated documents and any updates are available through Bonfire;

1.2.2. Questions are only accepted through Bonfire before the deadline as noted in the

Solicitation Schedule. Associated answers will be posted in Bonfire;

1.2.3. Logging in and/or uploading files(s) does not mean that the response is submitted.

Proposers must successfully upload the required files(s), submit all required information including forms and attachments and click the submit button before Closing Date and

Time;

1.2.4. Proposers will receive an email confirmation receipt with a unique confirmation number once Proposers finalize their submission. This will confirm that Proposers have successfully submitted their response;

1.2.5. If an item in Requested Information is designated as Required, Proposers will not be able to complete their submission until the requirement is met;

1.2.6. Uploading large documents may take significant time depending on the size of the file(s) and Proposer’s internet connection speed;

1.2.7. Please note the type and number of files allowed. The maximum upload file size is 1000

MB. Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated;

1.2.8. Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft

Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled;

1.2.9. If Proposers need technical assistance with using Bonfire, you may contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x2;

1.2.10. Please note that all inquiries related to the actual solicitation contents and any clarifications must be submitted to HCC though the Opportunity Q&A feature in Bonfire;

and by submitting a Proposal in Bonfire, Proposer acknowledges and accepts all addenda, questions and answers posted by HCC in Bonfire.

1.3 Proposers shall meet the following minimum requirements to be considered for evaluation:

1.3.1. The proposer shall complete the appropriate Pricing documents found in Bonfire based on goods and/or services offered. Proposer shall submit a fee schedule for any fees not already listed on the line items;

1.3.2. The proposer shall submit all Requested Information in Bonfire and shall submit the Form

CIQ (Conflict of Interest Questionnaire) regardless if conflicts exist. By submitting a

Proposal, with a completed Form CIQ, Proposer certifies compliance with the requirements therein;

1.3.3. HCC reserves the right to request additional information as it deems necessary; and

1.3.4. It is incumbent upon the Proposer to review the solicitation in whole and particularly the evaluation categories and provide any other information that it deems relevant to

HCC’s consideration of their Proposal.

1.4 The College will in no way be responsible for any delay, difficulties, causes or any other occurrences that inhibited or prevented a timely submittal.

1.5 Houston Community College accepts no financial responsibility for any costs incurred by the respondent in the course of responding to this invitation.

1.6 All questions regarding this proposal must be submitted in writing not later than the due date specified above in the Solicitation Schedule in the Bonfire portal. Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited.

1.7 HCC reserves the right to reject any or all proposals, accept proposals deemed most advantageous to the college system and to waive any technicalities in proposing.

1.8 Each proposer agrees to hold their offer open for acceptance by Houston Community College for a minimum of 180 days from the submittal deadline date and time for proposal submission

BALANCE OF PAGE INTENTIONALLY LEFT BLANK.

SECTION 2 –PROJECT OVERVEW & SCOPE OF SERVICES

2.0 Project Overview

Houston Community College System (“HCC and/or the “College”) is accepting sealed proposals from qualified respondents to provide Security Guard Services at HCC’s

System Administration Building. The purpose of this request is to allow HCC to purchase these goods and/or services from your company while remaining in compliance with state and federal proposal laws and requirements. HCC reserves the right to award separate contracts to multiple contractors.

Estimated Annual Expenditures

HCC estimates the annual contract spend, $400,000.00. PLEASE NOTE THERE IS NO

GUARANTEED ANNUAL VOLUMES. The College makes no guarantees on quantities and may purchase more or less than those stated in this proposal.

2.1 Contract Term

It is anticipated that the contract term for contract(s) awarded as a result of this RFP, if any, will be two (2) years with the option to renew for three (3) additional one‐year terms. Further, HCC reserves the right to extend the contract on a month‐to‐month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

2.2 Pre‐Proposal Conference and Project Site Visit

A non‐mandatory pre‐proposal conference will be held at a time and location as indicated in the Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFP. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFP.

The pre‐proposal conference also provides opportunities for respondents to network and establish SBE and/or subcontracting relationships.

The pre‐proposal meeting with a site visit immediately following, will be held at the

“2nd Floor Conference Room”, District Administration Building, 3100 Main, Houston, TX 77002, Tuesday, April 9, 2024, at 10:00 a.m. (local time).

2.3 Scope of Services

HCC seeks proposals from qualified firms to provide Security Guard Services and related goods and services. The scope of work will range in size and complexity. This will vary upon project, need and situation. HCC reserves the right to award separate contracts to multiple contractors.

This scope of service specifies the minimum requirements for the Contractor to provide Unarmed Security Guard Services with supervision, at HCCʹs operating facilities for the purpose of protecting patrons, property, employees; and facilities.

Services shall be provided by a well‐established Supplier with experience in providing security in a Higher Education or similar large campus environment. The Supplier shall have a significant pool of officers on staff to ensure appropriate staffing for the

College. The Supplier shall also implement technical solutions, as appropriate during the contract, to streamline processes and assist in the management of officers.

The successful proposer (Contractor) shall furnish all labor, uniforms, badges, equipment, materials, supplies, vehicles, training, supervision, and management to satisfactorily perform unarmed security guard services in the manner and at the frequencies required in the post orders at no extra cost to HCC as well as to furnish, inspect, operate and maintain equipment, materials and supplies necessary to perform under this contract.

The Contractor acknowledges and understands that this document provides a general description of the work to be performed and is not intended to be all inclusive. In performing the work, the Contractor shall be familiar with the locations and general conditions that it will be required to operate under and agrees to perform all necessary and required work to deliver Unarmed Security Guard Services consistent with industry best practices and in accordance with all licensing, regulations, and professional standards.

2.4.1 Background Information

The College has contracted for security guard services at various service levels for several years. Recent contractors have had difficulty attracting, hiring and retaining qualified guards to work on HCC’s contract. Proposers wishing to submit a proposal in response to this RFP must seriously consider the labor market (post Covid‐19 pandemic) and benefits and pay offered to guards.

2.4.2 General Requirements

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. The Contractor must be able to provide.

a.) In case of an emergency condition requiring immediate attention, the

Contractor shall divert guards, as directed by HCCʹs Project Manager, from their regular post to meet the emergency condition at another post. When the guards are no longer needed at the alternate post, they shall return to their regular duty post. No additional charge for this activity shall be made by the Contractor.

b.) If a new, but temporary, need for a guard is requested, the Contractor shall furnish the service. HCCs shall pay the minimum cost of four (4) hours for the temporary need even if the service is required for less than four (4) hours. The Contractor shall maintain trained staff capable of supplying the temporary coverage. HCCʹs Project Manager may request at any time the name, date of birth, race, sex, and social security number of guards assigned to any HCC property.

c.) A guard shall be of unquestionable honesty and integrity. This person shall be of a clear mind and capable of making sound decisions.

d.) Uniforms are to be worn and they shall follow the same procedures as documented in HCC Police Department General Order. The only exception to this is that the Contractor shall not allow an employee to wear the same colors of HCC Police Officers or HCC Security Officers shirts that make them appear to represent HCC Police Officers or HCC Security

Officers.

The Contractor shall provide the following representing company colors:

a) A minimum of two (2) complete uniform sets consisting of at least two (2) pair of pants, two (2) shirts, one coat or windbreaker with emblems on both sleeves, a cloth breast badge affixed to the appropriate place for the badge and the word “SECURITY” affixed to the back, rain gear with the word

“SECURITY” affixed at the back, name tags and badges.

b) Security guard uniform and black shoes (no open toe, slides or sandals) shall be worn at all times by personnel while performing the required duties. The guard shall wear only security guard clothing while on duty on HCC properties. The uniforms shall be neat and clean in appearance and the wearing of same shall conform to the requirements and standards prescribed by the Texas Commission on Private Security.

2.4.3 Security Guard Responsibilities

a.) Safety: Security Guards shall perform all necessary services to assure the safety and protection of HCC patrons and their property against injury, molestation, loss or damage from any preventable cause including, but not limited to fire, theft, trespass, and intentional damage.

b.) Inspection Tours: All guards will be contacted by HCC radio or by phone by HCC security every hour to communicate that the post is secure.

c.) Hazardous Conditions or Environmental Concerns: The Contractor shall report any damaged HCC property, hazardous conditions or environmental concerns to HCCʹs Project Manager. Items to be reported are potentially hazardous conditions and items in need of repair, including inoperative lights, damaged fences and gates, etc.

d.) Unauthorized Access: The security guard shall be alert to discover any persons attempting to gain unauthorized access to the property and shall notify HCCʹs Police by HCC land line or cell phone at (713) 718‐8888.

e.) Law and Order: The guard shall immediately report to HCCʹs Police violations of law within the area of their duty assignment. Order is defined as enforcement of regulations at Houston Community College Facilities as described in specific post orders for each duty location as provided by

HCCʹs Project Manager. The security guard shall maintain law and order at all HCC facilities and shall report to HCCʹs Police and Security any suspicious person(s) or vehicle(s) entering the property.

f.) Post Orders: (Provided by the Contractor, based on the terms of the contract) The guard shall perform duties as described in the post orders that shall be provided by HCCʹs Project Manager. The Contractor shall be responsible to replace post orders that are lost or damaged.

g.) Additional Duties: The guard shall turn off or report unnecessary lights and/or close gates as directed by HCCʹs Project Manager or his designee either orally or in the specific post order provided by the Project Manager.

h.) Traffic Control: The guard shall serve as required in traffic direction if asked by police. The guard shall monitor parking at HCC Facilities and report any problems needing immediate attention to HCC Police.

i.) Lost and Found: Follow the “Lost and Found” policy Guards shall notify the Contractorʹs dispatch center of any items found. On the same day the property is reported found, the guard shall turn the found property into the HCC Conference Center receptionist desk.

j.) Injury and Illness: In the event a patron or other person is injured or becomes ill while on HCC Facility, the guard on site shall call the HCC

Police Department, then 911 for emergency medical assistance. The guard shall also complete a written company report containing names, times, dates, location, how the incident happened and provide the written report to HCCʹs Project Manager through the appropriate company channels.

k.) Emergency Assistance: In the event of an emergency or unusual occurrence adversely affecting the interest of HCC, the guard shall contact

HCC Police Dispatch. The guard shall also complete a written company report outlining the details of the incident and provide the written report to HCCʹs Project Manager through appropriate company channels.

l.) Civil Disturbances: The guard shall perform such other functions, as may be necessary, in the event of situations or occurrences such as civil disturbances or attempts to commit criminal acts adversely affecting the security and/or safety of HCC patrons and their property or HCC employees and their property. The guard shall also notify HCC Police at the designated number immediately.

m.) Arrest Authority: The guardʹs power of arrest shall be no greater than that of a private citizen as defined by The Texas Code of Criminal Procedure, Article 14.0l (a). A peace officer or any other person, may, without a

Warrant; arrest an offender when the offense is committed in his presence or within his view, if the offense is one classed as a felony or as an offense against the public peace.

n.) The Contractor shall establish and enforce a company policy and develop a method that prohibits guards from having unreasonably long telephone conversations that negatively impact their duties. The Contractor shall be responsible for paying any and all unauthorized calls incurred by its employees, including any charge for operator intervention in conversations and 900 number calls and calls for information service. If the Contractorʹs employees damage the telephone or associated wiring in the guard booth, thereby rendering the telephone inoperable, the Contractor shall be responsible for the repair expense.

o.) The guards shall not accept keys from patrons or employees for their vehicles regardless of the Circumstances.

2.4.4 Post Orders General Responsibilities

Security Guards shall be responsible for performing the following additional duties:

a.)Report for duty at all the assigned location at the designated time in uniform as outlined in the post orders. Guards shall not watch television, study, or read any non‐business‐related material while on duty.

b.)The guard on post shall be required to document in the Daily Activity

Report all unusual activity occurring at the Facility. The Contractor shall deliver any security incident report to HCCʹs Project Manager or designee within twenty‐four (24) hours of incident occurrence.

c.)Use proper radio procedures and techniques consistent with professional security and police practices. HCC will provide the Contractor with written instructions upon commencement of the Contract.

d.)Meet and greet facility visitors and contractors and obtain clearance for their entry into the facility by calling the office they are requesting to visit.

e.)Monitor all employees entering and leaving the facility; and ask all persons who claim to be employees and who want access to the facility to produce their HCC identification badge.

f.)Control access to the entire facility through custody and issue master keys to those persons approved by HCCʹs Project Manager or designee; issue janitorial keys maintaining the sign‐in and sign‐out logbook requiring correct times and signatures from both the contract janitorial employees and the security guard.

g.)The Guards shall not authorize vehicles to be towed from any of HCCʹs operating facilities. The guard shall notify the HCC Police dispatcher if a vehicle appears to have been abandoned, stolen, or has remained in the same parking space for more than seventy‐two (72) hours.

h.)Monitor the safety of facility personnel as well as ensure the security and integrity of facilities and equipment.

i.)Conduct regular patrol rounds that will include but not be limited to, the interior and exterior of HCC’s Administration Building (3100 Main) and the associated adjacent parking garage and offices located at 3200 Main.

j.)Perform other security functions as requested by HCC Police, HCCʹs Project

Manager or designee in assisting in criminal and non‐ criminal investigations.

2.4.5 Supervisor Requirements

a.) The Contractor shall provide supervisory personnel to be available to respond if needed, 24 hours a day 7 days a week in addition to the guard personnel. No separate or additional charge shall be billed to HCC for supervision under this Contract.

b.) The Contractor shall provide appropriate supervisors who can physically respond to any post when necessary. A work shift is defined as eight (8) hours, but not to exceed twelve (12) hours. No guard shall be scheduled or required to work more than twelve (12) continuous hours of post coverage within a 24‐hour period. Only in emergency situations, as declared by HCC, will guards be allowed to work more than twelve (12) continuous hours in a 24‐hour period.

c.) Minimum Post Coverage: To the extent possible, HCC will establish post coverage in increments of at least eight (8) continuous hours. However, HCC reserves the right to establish post coverage of less than eight (8) continuous hour increments. The minimum post coverage will be four (4) continuous hours.

d.) Tour of Duty: The Contractorʹs guard personnel assigned to duty at Operating Facilities shall report for duty five (5) minutes prior to the assigned duty to receive a tour briefing from the security officer being relieved. Briefing time prior to the commencement of actual post coverage is not to be considered post coverage and will not be included in the post hours for which HCC is to be billed. However, this time will be considered hours for which wages are payable to employees. Contractorʹs personnel at any HCC Facility or property shall not leave their duty post unattended at any time. Appropriate relief must be provided.

e.) The Contractorʹs supervisors, in charge of work under this Contract, must be individuals of the same unquestionable integrity as the guard personnel. Each supervisor must have at least two (2) years of successful protection experience in an administrative and supervisory capacity.

These supervisors shall at all reasonable times be available to receive and implement orders or instructions from HCCʹs Project Manager or designee which affects the operation of the guard staff. The supervisor shall not work HCC posts except for emergency replacement until a substitute guard arrives.

2.4.6 Contractor Responsibilities

a.) Service Requirement: The Contractor shall provide, operate, and maintain an unarmed security force to perform all necessary guard functions and other related functions at HCCʹs facility locations as directed by HCCʹs

Project Manager.

b.) Reports and Records: The Contractor shall prepare required orders, instructions and reports, including reports on accidents and fires. The

Contractor shall maintain and make available all records in connection with the duties and responsibilities of the various post assignments.

c.) HCC/Patron Property: The Contractor shall be responsible for any damage or loss to either HCC or patron property caused by their employees through either intent, neglect, or accident. The Contractor shall investigate any complaint or comment that the Project Manager brings to the

Contractor’s attention by talking with the complainant and witnesses. The

Contractor shall then report the results to HCCʹs Project Manager. The

Contractor shall make timely repairs of any damage caused by its employees. In the event a loss occurs to a patronʹs or HCCʹs property and the guard was not awake or on the duty post, the Contractor is liable and responsible for the loss.

d.) Employee Attendance and Punctuality: The Contractor shall establish a procedure to determine if each employee is at the assigned location on time and in the proper uniform. The Contractor shall have telephone caller identification at its headquarters and require each guard to call in hourly to ensure the guard is at the HCC assigned duty post. HCCʹs

Project Manager or designee may verify employee attendance by conducting random telephone calls and/or physical post checks.

Using the post telephone, each security guard shall call the Contractorʹs dispatcher when signing on and off duty. The Contractor shall make the company dispatch log showing hourly telephone checks and sign‐ on/sign‐off times available to HCCʹs Project Manager for weekly inspection. If an assigned guard has not reported or called in to work within at least 1 hour of the required reporting time, the Contractor shall notify HCC Security.

e.) Patron Complaints or Comments: HCCʹs Project Manager will refer all patron complaints regarding the guard’s duty to Contractor.

f.) The Contractor shall provide a staffed, 24 hours, 365‐day dispatch and guard monitoring facility at the central office of the company that is accessible to all guards and the HCC Project Manager.

g.) The Contractor shall provide a detail invoice for payment for man‐hours worked monthly by each locations and for all HCC facilities. The invoices shall be submitted such that the invoices arrive at HCCʹs Director of

Accounting /Controller office no later than the (15) fifteenth day of every month.

h.) Uniforms and vehicles shall not resemble HCC Police or HCC security.

i.) The Contractor must have enough personnel to be able to expand and assign officer when needed to the campus listed in the contract including

3100 Main.

2.4.7 Personnel Qualifications

a.) The Contractor security guards shall be registered with the Texas

Commission on Private Security. The Contractor shall also submit to

HCC Project Manager within thirty (30) days after the execution of this contract a copy of the Drug and Alcohol Screen Examination for the

Contractor for each guard that will be assigned to perform under this contract. This information shall also be submitted to replacement employees immediately upon beginning work at an HCC duty post. If

HCCʹs Project manager receives an unsuitable report on any security guard or if HCCʹs Project Manager or designee finds a security guard to be unsuitable or unfit for guard duties, the Contractor shall be advised immediately that such guards(s) cannot continue to work at HCC or be assigned to work under this Contract.

b.) The Contractor shall require its employees to pass drug and alcohol screen examination of a type and kind acceptable to HCC prior to employment on HCC property and on an annual basis thereafter. As a condition to the guard being approved to work on HCC property, the

Contractor shall supply appropriate examination records to HCCʹs Project

Manager.

c.) Contract shall provide copies of Guards security commission or registration card within five (5) days of a request by HCCʹs Project

Manager. New guards’ security commission or registration cards will be provided within thirty days of a request by HCCʹs Project Manager.

d.) All Security Guards are required to carry and have clearly displayed on their person a photo identification card (commission or registration), issued by the Contractor, at all times when on HCCʹs property. This card shall include the company name, first and last name of the officer, with the name typewritten or printed in black, a recent photograph of the employee, and the date of completion of commission class.

2.4.8 Health Requirements

All guards assigned by the Contractor to work under this Contract shall be mentally and physically able to do their assigned work. Each security guard must have had a physical examination within the last six (6) months.

The Contractor shall furnish to HCC a signed certification statement for each security guard indicating (i) that the guard has received a physical examination by a physician licensed in the State of Texas, and (ii) the date the physical examination was performed. HCCʹs Project Manager or designee has the discretion to judge a security guard to be unfit to do their assigned work and that security guard shall be removed from HCC property and not allowed to work under the requirements of this Contract.

2.4.9 Physical Condition

a.) The Contractorʹs employees shall be in good general health, possess binocular vision correctable to 20/30 (Snellen); be free of color blindness;

and be capable of hearing ordinary conversation at fifteen feet with or without hearing aid as determined in the physical examination. The employee shall be capable of performing foot patrol in various weather conditions.

b.) If a guard has a physical or mental condition that negatively impacts performance, the Contractor shall immediately remove the security guard from all HCC assignments.

c.) Security Guards must maintain a high level of performance, and be able to perform the essential functions of the job to include, but not limited to, walking, running and climbing stairs etc.

2.4.10 Basic Qualifications

Except as authorized in writing and in advance, every contract guard shall meet the following additional minimum qualifications:

a.) Be a citizen of the United States or a resident alien of the United States and have appropriate work authorizations as issued by the United States

Immigration Service, where applicable.

b.) Be a minimum of 21 years old.

c.) Must be a high‐school graduate or equivalent (G.E.D.).

d.) As demonstrated by on‐the‐job performance, guards must possess the capability to acquire a good working knowledge of all duty requirements of a guard within the terms of this Contract.

e.) All guards must possess the capability of operating a computer with basic data input skills, training and equipment will be provided by HCC.

f.) All guards must possess a valid Texas driverʹs license or Texas state identification card.

g.) Must meet Criminal Justice Information System background requirements.

2.4.11 Performance Inspections

HCCʹs Project Manager or designee will periodically conduct on‐the‐job inspections to determine the overall quality of performance, the job knowledge of individual guards, the effectiveness of training, and to observe and evaluate conduct and appearance of guard personnel.

If the Contractor fails to provide a guard at an Operating Facility, the HCC

Project Manager or his designee will maintain the post until a replacement guard arrives. The HCCʹs Project Manager will deduct the entire cost for the

HCC Project Manager or his designee overtime from the next billing period.

This is in addition to any deductions made to adjust for the normal hourly charges when the Contractor failed to provide service.

The Contractor shall immediately assign a replacement guard when a guard is asleep and removed, absent from the work site, or removed on the request of

HCCʹs Project Manager or designed.

2.4.12 Training

The Contractor shall within thirty (30) days following assignment to duty, certify to Houston Community College Project Manager as to the satisfactory completion of the following basic training of each employee.

a.) General orientation on conduct and attitude toward the job.

b.) Functions of the security force specifically the protection of the operating facilities and other assigned locations stated herein.

c.) Specific duties of the guards.

d.) Guard Orders‐ General and specific, covering post orders Authority of guard.

e.) Employee and public relations.

f.) Traffic control.

g.) Fire safety and first aid.

h.) Report writing.

i.) Discipline.

j.) Security Guards must undergo a minimum of eight (8) hours of job specific on‐site training.

k.) Guards must have completed a training program of Evacuation Training in High‐Rise Buildings and hotels.

l.) The Contractorʹs guard personnel shall undergo quarterly in‐service training to include review of guard duties and responsibilities and post orders to ensure satisfactory performance.

2.4.13 Benefits

It is the intention of the College that Contractors providing services as described herein, also provide its employees with benefits. Respondents are asked to include information concerning employee benefits in the response.

2.4.14 Additional Services (Optional)

Additional Alternative Services

Secondary Security Assignments ‐ This initial phase will include the placement of security guards at the posts managed at HCC Administrative Office Building located at 3100 Main Street, Houston, Texas 77002.

Propose three (3) scenarios as alternatives based on the post COVID‐19 operations of this complex.

Provide pricing for Scenarios 1 to 3. Include additional pages to provide HCC with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost for the solution provided must be a cost inclusive of but not limited to travel and living expenses.

a.) Scenario #1 Security Guards will be assigned to post at security reception desks or different campuses post at several locations to include but not limited to 3100 Main Street level lobby and 2nd floor Sky Bridge entry, 4th floor, 11th floor, and 12th floor. It is anticipated that these posts will require the following level of coverage:

a.) The second floor Sky Bridge, which connects the parking garage to the main building and will serve as the only entry point to the building during after business hours. This post will require coverage 24 hours per day, 365 days per year.

b.) The lobby, 4th, 11th, and 12th floors posts will require coverage during business hours, two‐hundred twenty (220) days per year.

c.) A ʺrelief” position will be required to provide coverage to the other positions for scheduled breaks, etc., as necessary.

d.) On this Secondary Security Assignments staff will be expected to:

Greet and Obtain Guest and visitor identification

Examine and scan identification within visitor management system

Announce visitors for staff in the facility

Provide access if required for visitors to the floors.

Provide information and directions

Report unusual or disruptive events

Request assistance from HCC police when required

Answer, direct and transfer telephone calls

Support fire wardens and emergency responders as needed during emergency events.

b.) Scenario #2 campuses post at several locations to include but not limited to 3100 Main Street, Street level lobby and 2nd floor Sky Bridge entry, and 12th floor.

It is anticipated that these post will require the following level of coverage:

a.) The second floor Sky Bridge connects the parking lot to the main building and will serve as the only entry point to the building after business hours. This post will require coverage 16 hours per day, Monday through Friday and 24 hours per day on weekends and holidays.

b.) The lobby and 12th floors posts will require coverage during business hours, two hundred twenty (220) days per year.

c.) Patrol of the parking area 16 hours per day Monday through Friday d.) A ʺreliefʹ position will be required to provide coverage to the other positions e.) On this Secondary Security Assignments staff will be expected to:

Examine and scan identification within visitor management system

Announce visitors for staff in the facility

Provide access if required for visitors to the floors.

Provide information and directions

Report unusual or disruptive events

Request assistance from HCC police when required

Answer, direct and transfer telephone calls

c. Scenario #3 campuses post at several locations to include but not limited to 3100 Main

Street, Street level lobby and 2nd floor Sky Bridge entry.

It is anticipated that these post will require the following level of coverage:

a.) The second floor Sky Bridge connects the parking lot to the main building and will serve as the only entry point to the building after business hours.

This post will require coverage 16 hours per day, Monday through Friday and 24 hours per day on weekends and holidays. .

b.) The lobby floor post will require coverage during business hours, 220 days per year.

c.) Patrol of the parking area 16 hours per day Monday through Friday d.) A ʺreliefʹ position will be required to provide coverage to the other positions e.) On this Secondary Security Assignments staff will be expected to:

Examine and scan identification within visitor management system

Announce visitors for staff in the facility

Provide access, if required, for visitors to the floors.

Provide information and directions

Report unusual or disruptive events

Request assistance from HCC police when required

Answer, direct and transfer telephone calls

2.2 Additional Information

A proposal/bid award, if any, will be through the issuance of an HCC purchase order

(PO) shall be governed by the general terms and conditions of purchase outlined on the

HCC PO document unless such terms and conditions are superseded by the content of this RFP or contract (if terms are in conflict, the terms of the RFP will take precedence).

The final authority to approve or disapprove delivered products and/or services lies with

HCC.

Any correspondence regarding an HCC PO, specifically an invoice, must include the PO number to ensure correct and timely processing. Invoices must reference HCC’s PO number.

HCC will not be responsible for products delivered or services rendered in advance of a supplier’s receipt of a purchase order.

HCC may require bank account information should an electronic payment system be employed to facilitate method of payment.

In the event the Contractor fails to deliver the products and/or services as and when promised in the bid, HCC reserves the right to proceed in any one or combination of the following ways:

a) Cancel all or any part of the PO;

b) Return all or any part of the products and/or services delivered to date and charge the supplier for any loss or cost incurred as a result of the failure to deliver as promised or

c) Purchase all or any part of the products and/or services at current market price and charge the supplier the difference between the total of the market price, freight and the supplierʹs bid price.

The Contractor must notify HCC immediately once it is known that products and/or services will not be delivered / rendered as promised.

2.3 Additions and Deletions

HCC, by written notice to the Contractor, at any time during the term of this contract, may add or delete like or similar locations and/or services to the list of locations and/or services to be performed. Any such written notice shall take effect on the date stated in the notice from the College.

Location(s): Location(s) of facilities are specified on the solicitation. HCC reserves the right to add or delete facilities serviced under the purchase order/contract. HCC will provide ten working days written notice to the vendor for facilities which need to be deleted or of any additional locations requiring service within the same area or region.

2.4 Additional Services

In the event College may require additional related services to be performed by

Contractor that are outside the scope of this Agreement (“Additional Services”) it may submit a written request for a proposal from Contractor (“Proposal”), which Contractor may provide if Contractor is willing and able to perform such Additional Services. Such

Proposal shall contain (a) the scope of work to be performed; (b) a fixed billing rate for the proposed services; and (c) any other information relevant to such Proposal. Contractor shall deliver such Proposal to College within a reasonable period of time. If such Proposal for Additional Services is acceptable to the College, it will sign such Proposal. College may deny such Proposal at its sole and absolute discretion.

2.5 Estimated Quantities Not Guaranteed

The estimated quantities specified herein are not a guarantee of actual quantities, as HCC does not guarantee any particular quantity of services requested during the term of this contract. The quantities may vary depending upon the actual needs of the user department. The quantities specified herein are good faith estimates of usage during the term of this contract. Therefore, HCC shall not be liable for any contractual agreements/obligations the Contractor enters into based on all the quantities specified herein. There is no guaranteed amount of business, expressed or implied, to be purchased or contracted for by HCC.

SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

Proposer must complete this section in its entirety and may supplement this section with additional pages as to provide HCC with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost for the solution provided must be a turnkey cost inclusive of but not limited to travel and living expenses.

3.2 Price Schedule

The respondent is to provide information and pricing for all items listed in the Price

Schedule to support the purchase of the requested product/service. Respondent must complete the open boxes using information supplied in the Price Schedule. The Price

Schedule will help HCC to fairly assess each proposerʹs pricing and evaluate the competitiveness of each properʹs offer. (All boxes must be completed in order to complete your submission.

The proposer shall indicate annual cost within the BONFIRE Bid Table titled, Exhibit

1 – Schedule of Items & Prices Worksheet.

3.3 Additional Services

In the event College may require additional related services to be performed by the awarded Contractor that are outside the scope of the Agreement (“Additional

Services”) it may submit a written request for a proposal from the Contractor

(“Proposal”), which Contractor may provide if Contractor is willing and able to perform such Additional Services. Such Proposal shall contain (a) a scope of work to be performed; (b) a fixed billing rate for the proposed services; and (c) any other information relevant to such Proposal. The Contractor shall deliver such Proposal to

College within a reasonable period of time. If such Proposal for Additional Services is acceptable to the College, it will sign such Proposal. College may deny such

Proposal at its sole and absolute discretion.

3.4 Value Added Services

Respondents are to indicate any value‐added services offered by an individual or firm for its services. These services include any skillset, abilities or service(s) that may add overall value to a project that has not been previously requested in this document nor inherent in the delivery of said service(s). Please use this section to propose additional services related to the scope of work that are not specifically outlined in this RFP along with any standard price sheet.

3.5 Price Evaluation

Price points shall be calculated based on the following formula:

Lowest Total Proposed Cost/Proposer’s Total Proposed Cost X Available Price Points = Price

Score.

3.6 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by HCC to procure any product or service in any volume.

Name:

Title:

Date:

Signature:

3.7 Cooperative Contract

Please list the following information for the cooperative contract that your proposal is being submitted under:

Cooperative Contract Name:

Cooperative Contract No.

Cooperative Contract Term

Cooperative Contract Website link:

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

SECTION 4 –EVALUTION CRITERIA

4.0 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The

Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated proposer(s) evaluated by the Committee may be invited to make an oral presentation of their written proposal to the Committee.

An evaluation committee will score proposals on the basis of the following evaluation criteria:

Evaluation Criteria Available Points

Firm’s Qualification and Experience (Tab 1) and Demonstrated Qualifications of Personnel and Team (Tab 2)

Proposed Approach and Methodology

(Tab 3) 20

Past Performance & References

(Tab 4) 10

Price Proposal

(Tab 5)

Small Business Practices

(Tab 6) 15

Total Points 100

4.1 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the proposal must be responsive to the solicitation and HCC must be able to determine that the proposer is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Proposals which do not comply with all the terms and conditions of this solicitation will be rejected as non‐responsive.

a. Responsible proposers, at a minimum, must meet the following requirements:

i. Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract;

ii. Be able to comply with the required performance schedule, taking into consideration all existing business commitments.

iii. Have a satisfactory record of past performance.

iv. Have necessary personnel and management capability to perform any resulting contract.

v. Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the contract requirements.

vi. Certify that the firm is not delinquent in any tax owed the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the

Houston Community College System; signing and submitting the proposal is so certifying to such non‐delinquency; and

vii. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

b. The proposer(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and, as necessary, to perform the requirements of the solicitation and be determined a responsible proposer. Failure to provide any requested additional information may result in the proposer being declared non‐responsive and the proposal being rejected.

c. A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the proposer or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that person or a prime contractor an unfair advantage over other proposers.

d. A person or proposer shall not be eligible to be considered for this solicitation if the person or proposer engaged in or attempted to engage in prohibited communications as described in Section 6.16 ‐ Prohibited Communications and

Political Contributions.

e. Only individual firms or lawfully formed business organizations may apply (This does not preclude a respondent from using subcontractors or contractors.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

SECTION 5 ‐ DOCUMENT FORMAT AND CONTENT

5.1 To achieve a uniform review process and obtain the maximum degree of impartiality, all proposals must be organized in the manner specified.

5.2 Pagination: All pages of the proposal should be numbered sequentially in Arabic numerals (1, 2, 3, etc.) Attachments should be numbered or referenced separately.

5.3 All Attachments noted are to be completed and submitted with Proposal, Attachments 1, 5 and 7 must be signed and notarized.

5.4 Proposal must be signed by Proposer’s company official(s) authorized to commit such proposals. Failure to sign and return these forms will subject your proposal to disqualification.

5.5 Responses to this RFP must include a response to the proposal requirements set forth in the Scope of Services, above.

5.6 Proposals must be typed on letter‐size (8‐1/2” x 11”) paper. HCC requests that proposals be submitted in a binder.