RFP 48-26 SECURITY GUARD SERVICES UPDATED_FINAL.pdf

PROPOSAL NAME: SECURITY GUARD

SERVICES

PROPOSAL NO: RFP 48-26

PROPOSALS DUE:

November 18, 2026 @1:30 PM (MT)

EPWATER – PUBLIC SERVICE BOARD

RFP 48-26 SECURITY GUARD SERVICES

Contents

PART 1 - REQUEST FOR PROPOSAL (RFP)

1.1 RFP SOLICITATION INFORMATION

1.2 ESTIMATED TIMELINE

1.3 PROPOSAL CHECKLIST

1.4 OFFEROR INFORMATION

PART 2 – RFP SPECIFICATIONS

2.1 SOLICITATION INFORMATION

2.2 SCOPE OF SERVICES

PART 3 – EVALUATION

3.1 SELECTION PROCESS

3.2 EVALUATION CRITERIA SUMMARY

PART 4 – ADDITIONAL RFP INFORMATION AND REQUIRED DOCUMENTATION

4.1 EVALUATION SELECTION PROCEDURE

4.2 RFP REQUIRED DOCUMENTATION

4.3 PRICE ESCALATION

4.4 DISCOUNT

4.5 SALES AND USE TAX EXEMPTION

PART 5 – GENERAL INFORMATION

5.1 RESIDENT/NON-RESIDENT BIDDERS

5.2 STATEMENT OF RESIDENCY

5.3 STATEMENT OF NONDIVESTMENT FROM ISRAEL

5.4 CONTRACT CLAUSES

5.5 EPWATER TERMS AND CONDITIONS

PART 6 – FORMS

PART 7 – INSTRUCTIONS TO OFFERORS

RFP 48-26 SECURITY GUARD SERVICES

PART 1 - REQUEST FOR PROPOSAL (RFP)

1.1 RFP SOLICITATION INFORMATION

This is an RFP Solicitation. Items will be awarded based on the total number of all line items based on the evaluation criteria of this solicitation and in accordance with Chapter 252 of the Texas Local Government Code.

All items noted on the last pages of the attached “INSTRUCTIONS TO OFFERORS” will apply to this proposal except for the following:

Item(s) # 14 – Proposal Security and # 15 – Performance and Payment Bond

A Pre-Proposal Meeting will be held on October 21, 2026, at 10:00 AM MT.

E-Proposal or Sealed Proposal submittals for “SECURITY GUARD SERVICES” will be received via electronic submittal EUNA Procurement (IonWave) or hard copy (by mail or in person) to EPWater – 1154 Hawkins Boulevard, El Paso, Texas, 79925 until November 18, 2026, 1:30 PM (MT).

Proposals received after 1:30 PM (MT) will not be accepted.

The proposal opening will be live streamed. Check scheduling information on Section 1.2 of the solicitation or visit our (e-proposal) webpage at: https://epwater.ionwave.net/HOMEPAGE.aspx

Proposals shall be submitted at the time and place through the e-proposal response submittal process via EUNA Procurement (IonWave) and/or hard copies. If submitting hard copies, ensure they are enclosed in an opaque, sealed envelope, marked with the project title, name, and address of the Offeror. The sealed envelope shall be enclosed in a separate envelope with the notation "PROPOSAL ENCLOSED" on its face. Offeror(s) must ensure proposals are received before the deadline.

By submitting the proposal, the Offeror states that he or she fully understands the solicitation's requirements and agrees to comply with all of them.

Pursuant to the Cone of Silence policy, any communication between potential Offeror(s) and EPWater staff relating to this project is prohibited. Any requests for clarification of this solicitation shall be sent via EUNA Procurement (IonWave) by:

• Searching for Proposal RFP48-26

• Clicking on Security Guard Services

• Submit your question(s) on the Question Tab.

In response to such questions, interpretations, or clarifications considered necessary by EPWater staff will be addressed with an Addenda, which will be posted on EPWater’s EUNA Procurement (IonWave) electronic (e-proposal) website. Offerors will be responsible for checking the website regularly for any addenda or additional information for the project. Questions submitted after the deadline will not elicit a response.

Refer to Part 7 of this RFP for additional information.

https://epwater.ionwave.net/HOMEPAGE.aspx

RFP 48-26 SECURITY GUARD SERVICES

1.2 ESTIMATED TIMELINE

October 11 & October 18, 2026, .....................................................................................RFP Released October 21, 2026, at 10 am (MT)……….……..……...Pre-Proposal Meeting (Recommended to attend) October 28, 2026, by 5:00 PM (MT)………………..............................Receipt of Written Questions Due November 4, 2026..…………………………………….....................................Answers to Questions Due November 18, 2026, by 1:30 PM (MT)……………............................................................Proposals Due November 18, 2026, at 2:00 PM (MT) ................................................................................Live Opening January 13, 2026……………………….……………………………...EPWater Board Approval and Award

EPWater reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. EPWater will communicate adjustments to any event in the Schedule in the form of an Addendum.

1.3 PROPOSAL CHECKLIST

1. MANDATORY Complete PDF Solicitation. Initialed, signed, with all blanks filled in.

2. MANDATORY Part 1 of Request for Proposal (Section 1.1)

3. MANDATORY Offeror Information form with acknowledgment of any issued addenda(s) (Failure to acknowledge any issued addenda or fail to include this form with the proposal may deem the Offeror 's submission non-responsive. (Section 1.4)

4. MANDATORY Offeror’s information submittal for the Evaluation Criteria Requirements (Section 3.2)

5. MANDATORY Resident and Non-Resident Bidders (5.1)

6. MANDATORY Statement of Residency (5.2)

7. MANDATORY Statement of Non-Divestment from Israel (Section 5.3)

8. MANDATORY Signed Terms and Conditions (Sections 5.4-5.5 & signed page 40)

9. MANDATORY W9 Form (Section 6.1)

10. MANDATORY Texas Ethics Commission, "Certificate of Interested Parties”, Form 1295 (Sections 6.2)

11. MANDATORY Conflict-of-Interest Questionnaire (Section 6.3)

12. MANDATORY New Vendor Form (Section 6.4)

13. MANDATORY Complete Excel Proposal Worksheet. Pricing shall be based on quantities provided; no additional pricing assumptions will be accepted.

14. MANDATORY E-Proposal response via EUNA Procurement (IonWave) or Sealed Proposal/submittal.

a. If not submitted electronically, is your proposal properly signed and initialed?

b. In a sealed envelope marked with the Proposal Number and Company name?

c. If hand-delivering or mailing the Proposal to EPWater’s Purchasing Department (address listed below), ensure this entire packet, including Instructions to Offerors, is included in your hard copies.

RFP 48-26 SECURITY GUARD SERVICES

SOLICITATION FOR EPWATER

1154 HAWKINS BLVD., EL PASO, TX 79925

Phone: (915) 594-5628 Fax: (915) 594-5604

SECURITY GUARD SERVICES

RFP# 48-26

1.4 OFFEROR INFORMATION

PRINT OR TYPE LEGIBLY

FIRM: __________________________________________________________________________________ MAILING ADDRESS: ________________________________ SIGNATURE: _______________________ STREET ADDRESS: ___________________________________ PRINTED NAME: ____________________ CITY/STATE/ZIP: ____________________________________ TITLE: ____________________________ PHONE NUMBER: ___________________________________ FAX: ______________________________ E-MAIL: ____________________________________________ DATE: _____________________________

1. The undersigned OFFEROR offers and agrees, if this Proposal is accepted, to enter into an agreement with EPWater to perform and furnish all the materials, labor, supplies, equipment, and /or services indicated in this Proposal in accordance with specifications, terms, and conditions set forth herein.

2. OFFEROR accepts all terms and conditions of the Advertisement, Event Details of this Proposal on EUNA Procurement (IonWave), and Instructions to Offerors Part 7 of this solicitation.

3. In submitting this Proposal, OFFEROR represents, as more fully outlined in the Agreement, that OFFEROR has examined copies of all PROPOSAL DOCUMENTS, including the Excel Proposal Form and any of the following Addenda (receipt of all of which is hereby acknowledged). Include the following with your proposal:

Addenda Number Date Acknowledged

RFP 48-26 SECURITY GUARD SERVICES

PART 2 – RFP SPECIFICATIONS

2.1 SOLICITATION INFORMATION

THE ITEMS CONTAINED WITHIN THIS SOLICITATION ARE TO BE PROVIDED IN

ACCORDANCE WITH THE FOLLOWING SPECIFICATIONS:

SOLICITATION OVERVIEW

EPWater is seeking detailed proposals from qualified firms to provide unarmed security guard services at its critical water, wastewater, administrative, laboratory, education, stormwater, and remote operational facilities.

Proposals shall address the Offeror’s qualifications and experience, technical approach, staffing and relief plans, management and supervision, performance and quality controls, technology capabilities, and cost.

Offerors must demonstrate experience operating a multi-site security program of comparable size and complexity, including 24/7 posts, emergency response, visitor and access control, patrol operations, incident reporting, and coordination with law enforcement and emergency management partners.

EPWater’s current staffing requirements are estimated at approximately fifty-three (53) Security Officers across all locations and shifts, with staffing anticipated to increase to approximately sixty (60) or more Security Officers as operational needs evolve. Offerors must demonstrate the capability and resources necessary to maintain required staffing levels, provide qualified relief personnel, and accommodate increases or changes in staffing requirements throughout the term of the Contract.

BACKGROUND

EPWater operates critical infrastructure that supports public health, life safety, and continuity of water and wastewater services. The selected Offeror and all assigned personnel will function as an extension of EPWater Security and shall be capable of protecting essential facilities, supporting emergency operations, and adapting to evolving security threats and operational requirements.

EPWater currently has approximately 53 Security Officers assigned to 13 locations and 3 seasonal site operations for sandbag distribution. EPWater anticipates the addition or removal of positions in the future. The current and proposed locations are listed below:

Unarmed Security Guard Locations

1. EPWater Main Headquarters 1154 Hawkins Blvd, El Paso, TX 79925

Monday through Friday First shift - 6:00 am to 2:00 pm (2 guards) Second shift - 2:00 pm to 10:00 pm (2 guards) Third Shift - 10:00 pm to 6:00 am (1 guard) Continuous monitoring, including a meal break

Saturday and Sunday First shift - 6:00 am to 2:00 pm (1 guard) Second shift - 2:00 pm to 10:00 pm (1 guard) Third Shift - 10:00 pm and 6:00 am (1 guard) Continuous monitoring, including a meal break

RFP 48-26 SECURITY GUARD SERVICES

2. Robertson Umbenhauer Canal Street Water Treatment Facility 800 Canal Road, El Paso, TX 79901

(1 guard per shift, seven (7) days a week) First shift - 6:00 am to 2:00 pm Second shift - 2:00 pm to 10:00 pm Third Shift - 10:00 pm and 6:00 am Includes meal break, continuous monitoring

3. Haskell R. Street Wastewater Treatment Plant 4100 Delta Drive, El Paso, TX 79905

Second shift - 2:00 pm to 10:00 pm

4. Jonathan Rogers Water Treatment Plant 10000 Southside Road, El Paso, TX 79927

Second shift - 2:00 pm to 10:00 pm

5. Roberto Bustamante Wastewater Treatment Plant (EAST GATE)

10001 Southside Road, El Paso, TX 79927

(1 guard per shift) First shift - 6:00 am to 2:00 pm Second shift - 2:00 pm to 10:00 pm

Required seven (7) days a week, including a meal break (Continuous Monitoring)

6. Canutillo Upper Valley Water Treatment Plant 9070 North Vinton Road, Canutillo, TX 79821

Second shift - 2:00 pm to 10:00 pm

7. John T. Hickerson Wastewater Treatment Plant

701 Executive Center Blvd., El Paso, TX 79912

(1 guard per shift, seven (7) days a week) First shift - 6:00 am to 2:00 pm Second shift - 2:00 pm to 10:00 pm

8. Kay Bailey Hutchison Desalination Plant (Main Entrance) (temp duty)

10751 Montana Ave., El Paso, TX 79935

First shift - 6:00 am to 6:00 pm, Monday through Friday Includes a meal break, no weekends

9. TecH20 Education Resource Center (Main Entrance)

10751 Montana Ave., El Paso, TX 79935

Second shift - 2:00 pm to 10:00 pm Third Shift - 10:00 pm and 6:00 am

Includes meal break, continuous monitoring

10. Communications Dispatch Office, Pan American C Facility

9751 Pan American Dr. El Paso, TX 79927

First shift - 6:00 am to 2:00 pm (1 guard per shift) Second shift - 2:00 pm to 10:00 pm Third Shift-10:00 pm and 6:00 am Required seven (7) days a week, including a meal break (Continuous Monitoring)

11. Fred Hervey Water Reclamation Plant 11700 Railroad, El Paso. TX 79934

Second shift - 2:00 pm to 10:00 pm Third Shift - 10:00 pm and 6:00 am

Includes meal break, continuous monitoring

12. Pan American C Inside Entrance

9751 Pan American Dr. El Paso, TX 79927

First shift - 7:00 am to 7:00 pm, Monday through Friday Includes meal break, no weekends

13. Pan American Campus Guard Station

9751 Pan American Dr. El Paso, TX 79927

(1 guard per shift)

Second shift - 2:00 pm to 10:00 pm

Required seven (7) days a week, includes a meal break (Continuous Monitoring)

RFP 48-26 SECURITY GUARD SERVICES

14. Stormwater Operations Facility Guard Station

4801 Fred Wilson Ave., El Paso, TX 79906

Guard Station shift - 6:00 am to 6:00 pm Required Monday through Friday, includes a meal break, no weekends

15. Stormwater Operations Facility Inside Entrance 4801 Fred Wilson Ave., El Paso, TX 79906

Inside Entrance shift - 8:00 am to 6:00 pm Required Monday through Friday, including a meal break

16. Boeing Facility

6400 Boeing, El Paso, TX 79925

Single shift - 7:00 am through 7:00 pm

17. International Water Quality Laboratory

4100 Delta, El Paso, TX 79905

Single shift - 7:00 am to 7:00 pm

18. Unarmed Security Guard (Sandbag Distribution Sites)

Artcraft Booster Station - 700 hours Blackie Chesher Park - 700 hours Stormwater Operations Facility - 700 hours Locations and Hours Subject to Change

19. Brook Hollow (SCADA Administration Lobby)

5929 Brook Hollow, El Paso, TX 79925 Single shift - 7:00 am to 7:00 pm

20. Account Field Supervisor (Patrol), All Sites, El Paso, TX

(one (1) account field supervisor Monday-Friday, from 3:00 p.m. through 11:00 p.m. Patrol vehicle to be provided by Offeror)

21. Account Manager (Administrative), All Sites, El Paso, Texas

(one (1) account manager Monday-Friday, from 8:00 a.m. through 4:00 p.m. Patrol vehicle to be provided by Offeror)

22. Optional Hours as Needed (Submit your proposal for this item)

Optional unarmed security guard at various EPWater locations as specified by EPWater on an as needed basis, no overtime or holiday pay Seasonal Locations: Sandbag Distribution Sites: Service Period – Mid-June to Late-September (Monday – Sunday from 2 p.m. to 8 p.m. with a secondary guard on standby for emergency situations).

RFP 48-26 SECURITY GUARD SERVICES

1. West: Artcraft Booster Station, 7830 Paseo del Norte, El Paso, TX 79912

2. Mission Valley: Blackie Chester Park, 9428 Escobar Drive, El Paso, TX 79907

3. Stormwater Operations Facility, 4801 Fred Wilson Ave., El Paso, TX 79906

Account Manager & Account Field Supervisor See Section Scope of Services further below for additional duties and responsibilities.

MINIMUM REQUIREMENTS

OFFEROR shall provide Security Officers, an Account Manager, and an Account Field Supervisor at the facilities for the days and hours of duty identified in the Excel spreadsheet, including holidays.

The OFFEROR shall maintain a documented staffing and relief plan sufficient to fill every scheduled post, including vacancies, call-offs, training absences, emergencies, and surge requirements, without the routine use of excessive overtime or unqualified personnel.

At proposal submission, the OFFEROR shall identify the proposed Account Manager, Account Field Supervisor, local recruiting lead, and executive sponsor. Substitution of key personnel after award requires prior written approval by EPWater.

Subject to the terms and conditions of the Agreement, Security Officers shall provide a presence and deter terroristic or criminal activity (for example, damage, sabotage, theft, or unauthorized access directed against EPWater and its facilities, grounds, property, and personnel).

The OFFEROR shall have a current Class B Security Offeror License through the Texas Online Private Security (TOPS) portal and be able to provide the current license upon request.

Except as otherwise provided herein, EPWater will not provide equipment, supplies, or materials to perform the services. EPWater shall provide the Offeror with appropriate access to work and service areas and facilities for Offeror personnel, including parking facilities, a portable restroom and the appropriate utilities necessary to perform the services.

EPWater reserves the right to reduce or increase the amount of work hours for operational needs as determined by the EPWater’s President/CEO or designee.

Additional Officer Support and Response Time

The Offeror must be capable of providing additional qualified Security Officers twenty-four (24) hours a day, seven (7) days a week. For urgent requests, the Offeror shall acknowledge the request within fifteen (15) minutes, provide an estimated arrival time within thirty (30) minutes, and have qualified personnel on site within two (2) hours unless EPWater authorizes a different response time. The Offeror shall maintain a sufficient local reserve pool to meet this requirement without compromising existing posts.

To ensure continuity of operations and avoid unnecessary costs, the Offeror is responsible for scheduling staff in a manner that avoids overtime under normal conditions. Any additional hours requested must be pre-approved by the Utility Security Manager, Emergency Response Coordinator, or their designated representative.

After evaluation of the proposals, it is the intent of EPWater to enter into a contract with the Offeror whose proposal meets the requirements and qualifications set forth in the solicitation.

RFP 48-26 SECURITY GUARD SERVICES

FAMILIARIZATION

The Offeror shall become familiar with all available information regarding potential challenges and the conditions, including applicable safety precautions under which the work must be performed pursuant to this contract. Failure to investigate these conditions or to become fully informed about the scope of services shall not relieve the Offeror of responsibility for properly estimating the staffing and costs associated with performing the required services.

QUALIFICATIONS OF OFFEROR’S EMPLOYEES

Security Officers must hold a current Level II Non-Commissioned Security Officer registration issued by the Texas Department of Public Safety under Texas Occupations Code Chapter 1702. Before any officer is assigned, the Offeror shall provide EPWater a current roster and verification of each officer’s registration, training, driver eligibility when applicable, and required background screening. Each officer shall carry the DPS-issued pocket card while on duty and present it upon lawful request.

All security officers shall be high school graduates or have obtained a high school equivalency exam certification (GED). The Offeror shall submit proof of all required licenses and certifications to the EPWater Security Staff Department prior to the commencement of services.

EPWater facilities may present challenging conditions, and Security Officers may at times be required to respond to unauthorized access or other security incidents while working independently. Security Officers must be capable of taking reasonable actions to prevent or address such situations in accordance with established procedures. This includes maintaining the physical ability to move quickly over short distances, remaining on duty in varying outdoor conditions (including extreme temperatures, precipitation, and high winds), and perform assigned duties in a safe and effective manner.

All personnel employed by the Offeror to perform services under this contract shall maintain a neat and clean appearance at all times and conduct themselves in a courteous and professional manner. Security Officers shall interact with the public and EPWater staff in a quiet, respectful, and courteous manner at all times. EPWater reserves the right to report any failure to meet these standards to the Offeror. Upon receipt of such notice, the Offeror shall take immediate corrective action to address the issue.

All Security Officers and supervisory personnel assigned to EPWater shall successfully complete a pre-assignment criminal history, identity, employment, and driving-record screening acceptable to EPWater. The screening shall be completed before assignment and refreshed at least annually. The Offeror shall certify compliance and provide supporting documentation upon request. EPWater reserves the right to disqualify or remove any individual whose criminal history, dishonesty, violence-related conduct, active warrant, licensing status, driving record, or other documented concern creates an unacceptable risk for assignment to critical infrastructure.

Due to the critical responsibilities associated with securing EPWater facilities, assigned Security Officers shall have at least two (2) years of verifiable security, military, corrections, emergency response, or law enforcement experience, unless EPWater approves an equivalent combination of education, training, and experience.

Officers must demonstrate reliability, sound judgment, report-writing ability, customer-service skills, and the physical ability to complete required patrols and emergency duties.

Unqualified Security Officer Employees: EPWater shall not pay for any services rendered by the Offeror’s employees who do not meet the qualifications specified herein. Any payment made by EPWater for such services whether in error or otherwise, shall not be construed as acceptance of those services. If it is determined that EPWater has paid for services provided by an unqualified employee, the Offeror shall promptly refund EPWater the full amount paid for those services upon notification or discovery.

RFP 48-26 SECURITY GUARD SERVICES

2.2 SCOPE OF SERVICES

STATEMENT OF WORK

The Offeror shall provide all management, supervision, labor, materials, and equipment necessary to accomplish the services described herein for EPWater, including but not limited to the following tasks and duties:

• Protect EPWater personnel, property, and facilities. Security Officers shall be knowledgeable of EPWater’s security and emergency procedures and respond appropriately in accordance with post orders issued to the Offeror for each facility. Officers are expected to take charge of their assigned areas and actively work to prevent security breaches and safety incidents.

• Security Officers shall apply site-specific access-control procedures consistently, including verification of employee credentials, visitor identification, contractor authorization, deliveries, vehicles, and restricted-area access. Officers shall not waive entry requirements based on familiarity, urgency, or direction from unauthorized persons.

• Security Officers shall monitor assigned video surveillance, access-control, intercom, alarm, visitor-management, guard-tour, and communications systems when required by post orders and shall promptly report outages, tampering, suspicious activity, and other conditions affecting security operations.

• Keep EPWater security leadership informed. Security Officers shall ensure that the EPWater Utility Security Manager and any other individuals designated are promptly informed of any security incidents or suspicious activity occurring on or near EPWater facilities.

• The Security Officer will exit guard stations to meet and receive each entering vehicle and occupant, verify the photograph on the visitor photo ID for each individual visitor and Offerors, and notify the EPWater employee who requested the visitor’s presence (Point of Contact) to verify approval for granting access. Security Officers shall observe EPWater employees for unusual or suspicious behavior, equipment, or passengers, and promptly report concerns in accordance with established procedures, without detaining or impeding the normal workflow.

• Operate remotely activated control gates for vehicle traffic, if feasible.

• Walk all Patrol Tours specified by the Utility Security Manager (or designee), and if observed, report security, safety, and fire hazards, including detection and reporting of building system malfunctions (for example, broken pipes or equipment left running) a procedures dictate. Alternate Patrol Tours using elevators and stairways during each shift. Use the EPWater-approved guard tour system when performing patrols.

• The Security Officer will conduct vehicle patrols utilizing EPWater assigned vehicles at the following facilities:

a. Robertson Umbenhauer – Canal Street Water Treatment Facility 800 Canal Rd., El Paso, TX 79901

b. Jonathan Rogers Water Treatment Plant 10000 Southside Road, El Paso, TX 79927

c. Roberto Bustamante Wastewater Treatment Plant 10001 Southside Road, El Paso, TX 79927

d. Pan American Complex, 9751 Pan American Dr. El Paso, TX 79927

e. Haskell R. Street Wastewater Treatment Plant & International Water Quality Laboratory, 4100 Delta Drive, El Paso, TX 79905

Note: Note: Upon request, EPWater may require vehicle or electric golf cart patrols at additional facilities, as operational needs dictate.

• Leased vehicles or electric golf carts may be provided by EPWater at an annual lease rate of $1.00 per vehicle or cart per contract year for patrol at the facilities identified above, as designated by EPWater.

The Offeror will be responsible for acquiring and providing full insurance coverage for Security Officer personnel operating EPWater vehicles or carts. The Offeror will be held accountable for property damage to the vehicles, carts, or EPWater sites caused by its personnel. Fuel or energy costs will be borne by EPWater. Security Officers are not permitted to operate EPWater vehicles or carts off EPWater property. The vehicles or carts shall be kept clean and shall present a positive image to EPWater employees and customers.

• Respond to all alarm conditions and any other indications of suspicious activities (whether discovered by

EPWater or Offeror) per all EPWater standards, policies, procedures, and guidelines, and reasonable judgment as customarily expected of a business such as the Offeror. Take reports of items reported stolen or damaged from any Facility. Maintain the scene of a crime to protect possible evidence in accordance with established procedures.

• All incidents involving fire, theft, accidents, riots, bomb threats, reported property damage, or any emergencies must be reported immediately to the Utility Security Manager and any individuals designated by the Utility Security Manager. The Utility Security Manager shall provide the Offeror with a prioritized notification list.

• Assist EPWater with any investigation related to its interests and any actual or potential loss or violation of law. Provide full disclosure of the results of the investigation to EPWater. Cooperate with and assist law enforcement agencies in connection with county, state, or local crimes committed against EPWater or any occupant of a facility occurring at the facility. When necessary and deemed appropriate, follow incidents to their conclusion, including court appearances.

• Security Officers shall use observation, presence, verbal direction, de-escalation, access denial, and immediate notification to deter unauthorized activity. Officers shall not pursue, search, restrain, or physically detain a person except when expressly permitted by law, Offeror policy, training, and EPWater-approved post orders, and only when reasonably necessary to address an imminent threat or prevent serious harm. Any use of force or physical contact must be reported immediately and documented before the end of the shift.

• Report all violations of security procedures (for example, doors left unlocked) to EPWater Utility

Security Manager or designee.

• Be alert to fire and smoke and report such conditions immediately to EPWater Utility Security Manager or designee.

• Before working independently at an EPWater post, all Security Officers shall maintain current First Aid, CPR, and AED certifications from a nationally recognized provider.

• Know the locations of fire alarm pull stations, firefighting devices, and unification locations at the facility where assigned.

• Ensure that post orders for each facility are kept current by adding new ones as requested by EPWater or required by facility changes, as well as educating security officers on any new or changed post orders.

• Shift reports must be written concisely and legibly, and provide all pertinent information related to any security incident, including who, what, when, why, and how (when known), and action taken during each shift. Receive, record, and pass on information to other Security Officers, Account Manager, Account Field Supervisor, the Utility Security Manager, and other persons designated by the Utility Security Manager as required. Each post requires a daily pass down of information from one Security Officer to the next Security Officer assuming responsibility at that post.

• Receive and log incoming telephone calls.

• Report all emergencies by calling 9-1-1 and following the facility-specific Employee Emergency Action Plan and the Offeror’s standard guidelines.

• Maintain discipline, a professional demeanor and appearance, integrity, and attention to duty.

• Always be alert. Remain at assigned post until properly relieved. Always maintain clean and orderly work areas.

• Assure that Post Orders and emergency contact lists of Security Officers, the Utility Security Manager, and other persons designated by the Utility Security Manager are kept current and appropriately posted.

• Perform any other security services as the Utility Security Manager and Offeror may occasionally agree to.

• Meal Breaks: Shifts are for continuous monitoring. The assigned Security Officer may eat lunch at any time (not to exceed 30 minutes) but cannot leave their post for any reason while on shift.

• Security Officers shall maintain complete electronic daily activity logs, patrol records, visitor and vehicle entries, pass-down notes, and incident reports in the EPWater-approved system. Significant incidents shall be reported immediately by telephone or other designated emergency communication method. A preliminary written incident report shall be submitted before the end of the reporting officer’s shift, and any required supplemental or corrected report shall be submitted no later than the next business day.

All records created under this contract are EPWater records and shall be available to EPWater upon request.

• All Security Officers shall be required to follow and enforce EPWater regulations as directed by the

EPWater Utility Security Manager or their designee. The Offeror shall comply with all changes of laws, regulations, and policies as soon as they are made aware of the changes by EPWater.

• Before working independently, each Security Officer shall complete a minimum of eight (8) hours of documented site-specific orientation and on-the-job training for each assigned post, or a greater amount when required by EPWater. Training shall include post orders, access control, visitor and delivery procedures, emergency notifications, report writing, patrol routes, safety hazards, communications, de-escalation, use-of-force limitations, confidentiality, body-worn camera requirements when implemented, and operation of assigned technology. The Offeror shall provide annual refresher training and remedial training when performance deficiencies are identified.

• The Offeror shall maintain a training matrix and individual training records and provide them to

EPWater upon request. Officers may not work an unfamiliar post alone until the Account Manager or Account Field Supervisor documents successful completion of post training.

• EPWater reserves the right to request that any Security Officer be removed from an assigned facility or request that a Security Officer be moved to a different facility.

RFP 48-26 SECURITY GUARD SERVICES

• Security Officers shall not abandon their post(s) until properly relieved. If relief personnel fail to report, the Security Officer currently on duty shall remain at their post until properly relieved. Any resulting overtime costs are the responsibility of the Offeror and not EPWater.

ACCOUNT MANAGER AND ACCOUNT FIELD SUPERVISOR ASSIGNED TO EPWATER

Requirements: One Account Manager and one Account Field Supervisor shall be assigned to EPWater. These uniformed positions are the Offeror’s point of contact for the Utility and are responsible for the overall administration, support, and internal quality control for the Offeror.

1. The Account Manager shall be assigned to EPWater on a full-time basis, Monday through Friday, from 8:00 a.m. to 5:00 p.m., including a one-hour working lunch to ensure consistent oversight and direct accessibility during normal business hours. The account manager must be directly reachable 24/7.

2. The Account Field Supervisor shall be assigned to EPWater on a full-time basis and will have staggered hours from the Account Manager, Monday through Friday, from 2:00 p.m. to 11:00 p.m., including a one-hour working lunch to ensure continuity of supervision and to allow time for proper briefing by the Account Manager and/or Utility Security Manager. The account field supervisor must be directly reachable 24/7.

No permanent designated office will be provided; however, workstation accommodations may be provided.

Suitable documentation shall be submitted showing the following job requirements:

Offeror’s Account Manager shall:

The proposed Account Manager shall have demonstrated experience managing a contract of comparable size, including at least thirty (30) officers, multiple 24/7 locations, and public-sector or critical-infrastructure operations.

• Must be competent and knowledgeable in matters related to the Offeror’s rules, regulations, procedures, as well as the standard operating procedures of EPWater.

• Shall possess leadership and supervisor skills with the ability to delegate authority.

• Shall possess mature judgment in all areas of the work assignment.

• Shall be proficient in speaking and writing English and possess the mathematical skills necessary to accurately read and interpret schedules, track time, and manage duty hours for all assigned guards, as required under this contract.

• Must have a minimum of four (4) years’ experience in a supervisory position for the role of Account Manager.

• Have the authority necessary to carry out administrative and oversight duties.

• Supervise subordinate Account Field Supervisor and Security Officers at the sites to confirm that the services are properly performed.

• Maintain discipline and morale of subordinates.

• Be the Offeror’s primary point of contact to serve as the coordinator or focal point of information with the

Utility Security Manager and other persons designated by the Utility Security Manager regarding the day-to-day matters of site security.

• Recommend any enhancements to the services to the Utility Security Manager.

• Must possess a valid state-issued driver’s license with a clean driving record, free of any suspensions, revocations, or serious violations.

• Perform other duties as required to implement the services.

• Participate in drills and exercises, as requested by EPWater’s safety and incident response teams, as well as other emergency planning teams, and respond to actual emergencies.

• Perform camera investigations and provide written details of findings.

RFP 48-26 SECURITY GUARD SERVICES

• Conduct and document monthly performance reviews with EPWater covering staffing, vacancies, overtime, training, incidents, patrol completion, post inspections, complaints, corrective actions, technology performance, and upcoming operational needs.

Offeror’s Account Field Supervisor shall:

• Must be competent and knowledgeable in matters related to the Offeror’s rules, regulations, procedures, as well as the standard operating procedures of EPWater.

• Shall possess leadership and supervisor skills with the ability to delegate authority.

• Shall possess mature judgment in all areas of the work assignment

• Shall be proficient in speaking and writing English and possess the mathematical skills necessary to accurately read and interpret schedules, track time, and manage duty hours for all assigned guards, as required under this agreement. Must have a minimum of two (2) years’ experience in a supervisory position for the role of Account Field Supervisor.

• Have the authority necessary to carry out administrative and oversight duties in the absence or in coordination with the Account Manager.

• Supervise subordinate Security Officers at the sites to confirm that the services are properly performed during the evening and nighttime hours of operation.

• Coordinate with the Account Manager and/or the Utility Security Manager regarding the day-to-day matters of site security.

• Maintain discipline and morale of subordinates in the absence or in coordination with the Account Manager.

• Recommend any enhancements to the services to the Account Manager.

• Must possess a valid state-issued driver’s license with a clean driving record, free of any suspensions, revocations, or serious violations

• Perform other duties as required to implement the services.

• Participate in drills and exercises, as requested by EPWater’s safety and incident response teams, as well as other emergency planning teams, and respond to actual emergencies in the absence of or in coordination with the Account Manager.

• Perform camera investigations, when requested by EPWater, and provide written documentation of findings.

• Conduct and document monthly performance reviews with EPWater covering staffing, vacancies, overtime, training, incidents, patrol completion, post inspections, complaints, corrective actions, technology performance, and upcoming operational needs.

RESPONSIBILITIES AND REQUIREMENTS OF OFFEROR

The Offeror shall develop a Manual of Procedures to govern and guide security personnel in their duties to meet the requirements of EPWater. EPWater shall approve the Manual of Procedures before placing it into use. The manual shall include a section delineating the procedures for handling internal investigations of its personnel and the job description(s) for its security personnel. The Offeror shall prepare and submit the Manual of Procedures to EPWater Safety Officer for approval immediately following the award of the Proposal. Failure to submit the Manual of Procedures as required may result in delay of services, withholding of payment, or other remedies available to EPWater under this agreement.

The Offeror shall also develop and maintain EPWater-approved site-specific post orders. Post orders shall be reviewed at least annually and whenever facility conditions, technology, policy, or operational requirements change. Each assigned officer shall acknowledge the current post orders in writing or electronically.

The Offeror shall provide all Security Officers with uniforms and the applicable safety and protective gear required for each site at no additional cost to EPWater. Uniforms shall be professional, standardized, and approved by EPWater and shall include, at a minimum, shirts, trousers, windbreakers, jackets, belts, and, for outside posts, a set of rain gear and a reflective vest. Security Officers shall display, on the outermost garment, the Offeror’s

RFP 48-26 SECURITY GUARD SERVICES

name or logo, the last name of the Security Officer, and the word “Security.

At no additional cost to EPWater, the Offeror shall provide each officer with reliable communications equipment, flashlights, weather-appropriate protective equipment, reflective safety vest, notebook or electronic reporting device, and any other equipment required by post orders. Personally owned weapons, restraints, chemical agents, recording devices, or unauthorized equipment are prohibited on EPWater property.

Offeror shall provide suitable vehicles for the Account Manager and for the Account Field Supervisor for use during assigned, scheduled hours for EPWater. The Offeror shall ensure that the vehicle has descriptive markings identifying it as a “Security” vehicle. The vehicle shall be kept clean and present a positive image to EPWater employees and customers.

The entire cost for providing the items outlined in this section shall be borne by the Offeror and shall be included with the markup associated with providing the services. This includes but is not limited to: Fuel, State Vehicle Regulations, Vehicle Insurance, Regular Maintenance or Service costs.

The Offeror shall schedule personnel to minimize fatigue and maintain alertness. No Security Officer may work more than sixteen (16) consecutive hours or more than sixty (60) hours in a seven-day period without prior written approval from the Utility Security Manager or designee. The Offeror shall not rely on routine overtime as its primary staffing model and shall provide monthly overtime and vacancy reports.

Continuity of Operations: The Offeror must fully recognize that the services covered by the contract are vital to EPWater’s mission; that continuity of the services must be maintained at the utmost proficiency without interruption; and that the Offeror shall maintain continuity of all services. The Offeror shall maintain, without interruption, the basic services defined in this contract. Therefore, the Offeror shall prepare Contingency Plans in the event of their employees' critical non-availability.

The Contingency Plan shall be submitted to EPWater Security Manager for approval immediately upon award of the Proposal. Failure to submit the Contingency Plan as required may result in delay of the Notice to Proceed, or other remedies available to EPWater under this agreement. At a minimum, the Contingency Plan shall include the following: (1) names, addresses, telephone numbers, and contact persons of proposed firms the Offeror intends to utilize to provide the services defined in these specifications. (2) Ensure that all temporary or replacement employees will meet the experience and background requirements defined herein. Note: The Offeror shall be responsible for all associated costs that exceed the standard hourly rates.

Weekend/Holiday Shift Differential: EPWater will not pay premium hourly rates for shift differentials or weekend/holiday work. Accordingly, the Offeror is responsible for accounting for any increase in hourly rates above the standard hourly rates for shift differentials and weekend/holiday work.

The Offeror shall provide backup Security Officers who shall be available to replace any Officer(s) unable to assume or continue the guard post duty.

Tardiness and Absences: In the event of a Security Officer not reporting for work or reporting for work late, the Offeror shall arrange for another Security Officer before the time the Security Officer is to report to work. The Substitute Officer must be briefed by the Security Services Offeror on the post orders in effect at the EPWater facility where the officer will be working. Any combination of three (3) instances within a thirty (30) calendar day period in which a Security Officer reports late or fails to report for duty without a replacement—regardless of whether the violations involve the same or different officers—may result in corrective action based on the overall facts and circumstances.

EPWater may apply invoice deductions or service credits for uncovered posts, late relief, unqualified personnel, missed patrols, missing reports, failure to provide required supervision, or repeated noncompliance with post orders. The schedule of deductions or service credits shall be included in the solicitation or pricing

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workbook before proposals are due so all Offerors price against the same performance requirements. Service credits do not limit EPWater’s other contractual remedies.

In the event a Security Officer reports late or fails to report as scheduled, any costs or charges incurred by EPWater due to the tardiness or absence shall be the responsibility of the Offeror. Such costs shall be deducted from the Offeror’s invoice through appropriate adjustments.

The Offeror shall maintain an established, fully operational business office within El Paso County no later than the Notice to Proceed and throughout the contract term. The office shall support recruiting, onboarding, training, scheduling, supervision, payroll, equipment, records, and emergency response for the EPWater account. The Offeror shall maintain a twenty-four (24) hour management escalation process with a qualified manager or supervisor directly reachable for emergencies, problems, or complaints; an answering service alone does not satisfy this requirement.

The Account Manager and the Account Field Supervisor shall provide the utility security manager with an emergency telephone number (answering service or paging procedure will not comply with this requirement).

Compliance with the contract is the Offeror's exclusive responsibility.

EPWater shall not be responsible for any damage to persons or property caused by the use, misuse, or failure of any equipment used by the Offeror or by any of its employees, even though EPWater may furnish, rent, or loan such equipment to the Offeror.

Apprehension and Restraint Procedures: The Offeror is responsible for ascertaining the applicable law on the use of force and ensuring that its personnel are fully informed and trained therein. The Offeror is responsible and liable for all actions taken by its personnel.

Miscellaneous Equipment: EPWater shall not be responsible for the safety of supplies and equipment belonging to the Offeror.

The Offeror shall not advertise or publish, without EPWater’s prior consent, the fact that the Utility has entered this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the Federal, State, or Local government.

PERFORMANCE STANDARDS, QUALITY ASSURANCE, AND REPORTING

The Offeror shall maintain a written quality-assurance program that includes unannounced post inspections on every shift, documented supervisory visits, officer coaching, corrective-action tracking, and trend analysis. At a minimum, the Offeror shall measure and report monthly: post coverage, vacancies, call-offs, tardiness, overtime, turnover, training completion, supervisory inspections, patrol-tour completion, incident-report timeliness, complaints, corrective actions, additional-officer response times, and technology uptime. EPWater may establish key performance indicators and minimum performance thresholds after award. Persistent failure to meet established thresholds may result in a corrective-action plan, service credits, removal of personnel, withholding of payment, or termination in accordance with the contract. The Offeror shall notify EPWater within one (1) business day of any licensing action, criminal allegation, significant employee misconduct, labor disruption, cyber incident, data breach, or other event that may affect performance or EPWater security.

SUPPLEMENTAL TECHNOLOGY SERVICES

The Offeror shall provide, at no additional charge beyond the proposed contract price, a secure software platform for real-time workforce accountability, post verification, guard tours, incident reporting, notifications, inspections, and management reporting. All implementation, configuration, licensing, user access, support, maintenance, upgrades, data export, and other platform costs shall be included in the Offeror’s proposed pricing. The platform must meet EPWater information-technology and cybersecurity requirements and receive written approval before

RFP 48-26 SECURITY GUARD SERVICES

implementation. EPWater shall retain ownership of all EPWater-related data and shall be able to export records in a commonly usable format throughout the contract and at transition.

• Officer Global Positioning System (GPS) tracking and history.

• Geofence capabilities, where a virtual boundary can be created around the EPWater property.

• Customizable Incident Notification that is sent immediately to EPWater’s Utility Security Manager and other persons designated by the Utility Security Manager.

• A guard tour system that combines GPS tracking with barcode scanning tours of designated sites that can allow for viewing tour history via a secure website.

• Electronic check-in and check-out, and random verification can confirm covered posts and ensure that Security Officers are on location. Safety inspections can also be done electronically and transmitted immediately to EPWater’s Utility Security Manager.

• Electronic communication that allows Security Officers to communicate with EPWater’s Utility

Security Manager and other persons designated via cell phone, push-to-talk, email, or text message.

• Offeror shall provide access to the software platform for up to five (5) EPWater individuals as designated by the Utility Security Manager.

• EPWater may require, at contract implementation or later, that assigned Security Officers wear and use EPWater-issued body-worn cameras. Officers shall comply with EPWater policy regarding activation, notification, prohibited recording, evidence preservation, charging, upload, equipment care, and reporting of lost or damaged equipment. The Offeror shall train personnel, enforce compliance, cooperate with investigations and claims, and be responsible for damage or loss caused by negligence or intentional misconduct, subject to the final contract terms.

• EPWater may require, either at contract implementation or at a future date, that all assigned Security

Officers utilize remote surveillance technologies during their duties, where appropriate and in compliance with local regulations and EPWater policies. EPWater will provide the equipment and software necessary to operate and manage these technologies, which are intended to enhance perimeter monitoring, incident response, and overall situational awareness.

MANDATORY MEETING

The Offeror is required to have a mandatory meeting after the contract is awarded and before services begin with the Safety, Security, and Emergency Response staff.