S000000425 Revised DBA Armed Security Services.pdf

Rev 12/2024

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

Revisions are in red font

REVISED INVITATION FOR BID 05/06/2025

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S00000425 Solicitation Issued: April 17,2025

Description: Armed Security Services

Department: Division of Building Authority

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: May 19, 2025 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely.

LIVE BID OPENING INFORMATION

Teams Meeting Link: Join the meeting now

Meeting ID: 259 177 785 733 9 Passcode: KS74sd3s Call in (audio only): 501.244.3310 or find a local number Phone conference ID: 437 323 079#

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Procurement Specialist:

Taylor Watkins Procurement Specialist’s Direct Phone Number:

(501) 683-6636

Email Address: Taylor.Watkins@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP Website: transform.ar.gov/procurement file://tss-file-p1/INDOSPADMIN$/#_GENERAL_%20PROCUREMENT_%20TEAM_#/BUYERS/Brandi%20Schroeder/Bid%20Folder%20Documents/#New%20Drafts/IFB/1%20OSP%20Use/arbuy.arkansas.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWFmMDFmYjItMzhkNS00ZjdkLWI0MGItOWE1YTI1MmM3NjNj%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%22758ab97c-e8c4-4fbc-8334-72be41d361fc%22%7d https://dialin.teams.microsoft.com/6b6513dc-a034-48d2-8d06-7e711c4ecc0b?id=719036839 https://www.transform.ar.gov/procurement/

SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Division of Building Authority (DBA) to obtain pricing and a contract(s) for armed security guards for the former Army-Navy hospital property located at 105 Reserve Street, Hot Springs, Arkansas 71901.

Direct all correspondence regarding this Solicitation to TSS OSP and not to the Division of Building Authority.

1.2 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor (see Contractor

Selection).

B. The anticipated starting date for any resulting contract is July 1,2025, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to four (4) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.3 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets the Requirements and criteria set forth in this Solicitation.

D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination thereof, that is obligated under the Solicitation, resulting contract, or both.

E. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.

F. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any Requirement for inspecting, testing, or preparing a commodity or service for delivery.

G. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this Solicitation, that obligation is limited to the Department using such a contract.

1.4 CONTRACTOR SELECTION

A. Award is expected to be made to the responsive and responsible Prospective Contractor determined to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based on the Total Annual Cost of the Official Bid Price Sheet submitted by the Prospective Contractor.

B. If the State chooses, negotiations may be conducted with the lowest-bidding, responsive and responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

2. It appears that additional savings to the state may result from negotiation.

C. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding, responsive and responsible Prospective Contractor.

1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or until such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

D. Once the anticipated awardee has been determined, the anticipated award will be posted to ARBuy, generally for a period of fourteen (14) days prior to the issuance of a contract. The postings are anticipated awards only, subject to protest.

E. A contract is not effective prior to final award being made by the State; some contracts may be subject to Legislative review prior to final award.

1.5 CLARIFICATION OF SOLICITATION

A. Submit questions regarding this Solicitation via the Solicitation posting in ARBuy by midnight, Central

Time on or before April 28, 2025.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the Solicitation posting in ARBuy by the close of business on May 2,2025. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP Procurement Specialist of any term, condition, etc., that precludes the Prospective Contractor from submitting a Responsive Bid.

Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP Procurement Specialist with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.6 RESPONSE DOCUMENTS

A. All bids must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at arbuy.arkansas.gov.

1. Prospective Contractors must be registered in ARBuy to submit bids.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation in ARBuy to submit their bids.

2. The following are bid submission Requirements and must be submitted as part of a Prospective Contractor’s bid.

a. Signed Bid Signature Page; signature may be ink or digital.

b. Completed Bid Response Packet, which must be in English.

c. Completed Official Bid Price Sheet attached to Solicitation posting.

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor must bid unit price on the estimated quantity and unit of measure specified.

https://arbuy.arkansas.gov/

• The State may order more or less than the estimated quantity on term contracts, and the Contractor shall sell to the Department quantities ordered at no more than the bid price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should notify the TSS OSP Procurement Specialist at least seventy-two (72) hours before the bid opening time.

iv. Prices must be firm offers and adjustments may be negotiated at the time of contract renewal.

• A request for a price increase must include supporting documentation demonstrating that the increase in contract price is based on an increased cost to the Contractor and that the proposed pricing is still competitive in the marketplace. The State has the right to approve or deny any request for a price adjustment.

v. Discount from list bids pricing is not acceptable unless requested elsewhere in the Solicitation.

vi. State and local sales taxes should not be included in the bid price. Trade discounts should be deducted from the unit price and the net price should be shown in the bid.

d. Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-11-104, OSP requires a Prospective Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an EO Policy must submit a written statement to that effect.

e. Proposed Subcontractors Form (see SRV-1 , section 14)

3. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form (see SRV-1 t, section 11)

b. Voluntary Product Accessibility Template (VPAT), if applicable

4. Prospective Contractors should not include any other documents or ancillary information, such as a cover letter or promotional marketing information.

C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid Price Sheet provided by the State.

D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as permitted by law or rule.

E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s bid response.

F. Prospective Contractors may submit multiple bids.

https://transform.ar.gov/procurement/forms-and-reporting/#:%7E:text=Services%20Contract%20(SRV-1)%20Fillable%20Form:%7E:text=ORIGINAL%20CONTRACT%20DOCUMENTS https://transform.ar.gov/procurement/forms-and-reporting/#:%7E:text=Services%20Contract%20(SRV-1)%20Fillable%20Form:%7E:text=ORIGINAL%20CONTRACT%20DOCUMENTS https://transform.ar.gov/procurement/forms-and-reporting/#:%7E:text=Services%20Contract%20(SRV-1)%20Fillable%20Form:%7E:text=ORIGINAL%20CONTRACT%20DOCUMENTS https://www.section508.gov/sell/vpat/

SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

2.1 BACKGROUND AND CURRENT ENVIRONMENT

A. The site of the Army-Navy Hospital in Hot Springs once housed the Arkansas Career Training Institute, managed by Arkansas Rehabilitative Services as the country’s third-largest vocational rehabilitation center until 2019. Presently, the property is in the process of being returned to the United States government. This invitation for Bid (IFB) seeks to secure armed security services for the premises during the reversion period. The estate spans roughly 20.89 acres and includes about 60 buildings of differing dimensions.

B. The number of Guards and shift hours are estimated for bidding purposes only and may vary depending on the Agency’s needs. The Agency reserves the right to decrease the number of Guards and /or shift hours based on operational needs, command guidance, budgetary limits, or other requirements unknown to the Agency at the time this IFB was issued.

2.2 PROSPECTIVE CONTRACTOR’S QUALIFICATIONS

A. The Contractor shall hold a license as an armed security guard company, authorized by the State of Arkansas’s Board of Private Investigators and Security Agencies, in compliance with Arkansas Cost §17-40-101 et seq. Prior to award, or upon request by OSP, the Contractor shall submit a copy of the company’s license granted by the State of Arkansas Board of Private Investigators and Security Agencies.

B. The Contractor shall possess at least five years of experience in delivering armed security personnel via the following approach(es):

1. A National Security Company

2. A duly licensed security company with the State of Arkansas

2.3 MANDATORY SITE VISIT

A. Prospective Contractor shall attend and participate in a mandatory site visit to submit a response to this IFB.

B. Prospective Contractor shall attend and participate in a mandatory site visit to submit a response to this IFB.

C. Prospective Contractor shall only have two (2) representative present at the location to participate in the mandatory site visit.

D. The mandatory site visit will begin at the following location, April 24, 2025, at 10:00am Central:105 Reserve St. Hot Springs, AR 71901. The site visit is anticipated to last two (2) hours. The date may be altered if weather conditions prevent the site visit.

E. Upon arrival at the location specified above, the Prospective Contractor’s representative participating in the mandatory site visit shall sign a sign-in sheet provided by the department.

F. Prospective Contractor’s representative should drive to the location prior to the mandatory site visit to determine where to park and allow enough time to arrive before the mandatory site visit begins

G. Should the Prospective Contractor or their representative arrive at the department location specified above after the scheduled start time of the mandatory site visit as stated in this solicitation, the Prospective Contractor may not be permitted to participate in the mandatory site visit

H. Should the Prospective Contractor fail to participate in the mandatory site visit at the location, date, and time specified in this section for any reason, the Prospective Contractor’s bid will be rejected

I. Prospective Contractor or their representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

J. Although answers will be provided as a courtesy to all Prospective Contractors in attendance, no oral responses by State personnel to any question posed at the mandatory site visit will become part of any contract resulting from this solicitation unless the oral response provided is reduced to writing and attached as an addendum to this solicitation. The information presented should be evaluated at the Prospective Contractor’s own risk.

2.4 GENERAL REQUIREMENTS

A. The Contractor shall provide certified and trained armed Guards in quantities determined by DBA to be distributed among the shift schedules as specified in herein for the DBA locations

B. The Contractor shall provide reporting of incidents within one (1) hour of learning of a situation.

C. Prior to providing services, the Contractor shall provide the name, email address, and phone number for primary and secondary contact persons who will serve as the point of contact to Agency personnel.

D. Contract personnel shall be reachable by phone twenty-four (24) hours per day, seven (7) days per week.

E. Before commencing services, the Contractor shall submit to the Agency a roster of Guard names designated for the DBA site. This roster must be maintained on-site as directed by the Agency.

F. The roster must contain the complete name and birthdate of the Guards, and it must confirm that the Guard has successfully passed the background screenings.

G. The Contractor shall authenticate and endorse the list, then supply it to the Agency staff upon request.

H. The Contractor shall provide a revised roster to the Agency whenever there is a change in a Guard’s employment status or details.

I. The Contractor shall appoint a Supervisor who shall be responsible for the daily oversight of all on-duty Guards. The supervisor shall conduct check-ins either in person or through virtual means. This Supervisor shall take over for Guards during their breaks, including mealtimes, and at any other necessary times to maintain the shift coverage detailed in this IFB. The State shall not accept any additional expense claims for the Supervisor, such as overtime pay, beyond the agreed-upon hourly rate.

J. The Contractor shall be responsible for collecting all identified materials provided by the Agency, including vehicle stickers, badges, and keys, from Guards who leave their positions, and must return these items to the Agency’s security team as instructed by the Agency.

K. The Contractor shall establish and sustain clear channels of communication with the Agency

2.5 SECURITY GUARD QUALIFICATIONS

A. Guards shall be considered a citizen of the United States of America.

B. Guards shall possess photo identification card issues by the Arkansas State Police as a Commissioned Security Officer.

C. Guards shall speak, read, write, and understand the English language.

D. Guards shall possess and maintain a valid Arkansas State issues driver’s license.

E. Guards shall be exempt of any criminal conviction.

F. Guards shall be drug free and remain drug free during employment.

G. Guards shall be at least twenty-one (21) years of age.

H. Guards shall have completed high school or a Graduate Equivalency Degree (GED).

I. Guards shall be able to administer normal to emergency duties requiring moderate to difficult physical exertion including, but not limited to, the following:

1. First-aid and CPR and use an Automated External Defibrillator (AED).

2. Lifting or carrying objects weighing up to thirty (30) pounds.

J. Guards’ physical capabilities must include, but not be limited to, the following:

1. Standing or walking for an entire shift.

2. Climbing stairs and ladders.

3. Binoculars vision, correctable 20/30.

4. Capable of hearing ordinary conversation at fifteen (15) feet.

2.6 GUARD ON-DUTY SERVICE REQIREMENTS

A. Within one (1) hour of starting a shift, or as instructed by the Agency, Guards shall consult with the

Agency’s representatives, if available, and/or the outgoing Guard to ascertain any specific directives for the forthcoming shift.

B. Guards shall perform an initial, internal walking tour around the entrance gates to verify entrances are secured.

C. Guards shall Conduct a preliminary survey of the property’s exterior, either on foot or using a vehicle or UTV, to visually inspect the grounds, roads, and parking areas.

D. Guards shall look for any modifications in equipment, buildings, or the configuration of entry control points that could impact the Guard’s patrol or pose a safety risk by obstructing fire, police, or other emergency services from accessing the premises.

E. Guard duties and responsibilities shall include, but are not limited to the following:

1. Safeguarding the Agency’s location, as assigned.

2. Providing complete Guard coverage during shift changes.

3. Detaining person(s) as needed and releasing them over to local law enforcement authorities.

4. Guards shall conduct random vehicle inspections of the entire property at the direction of the Agency.

F. To prevent any unauthorized individuals or objects from staying on the premises during off-duty times, Guards shall perform patrols around the agency’s site and examine the vicinity of the perimeter fence.

G. Guards shall conduct weekly fence security checks with vehicles or UTV’s and shall report to the Agency as directed regarding any breaches, downed, or missing sections of perimeter fencing.

H. Upon request and direction from the Agency, Guards shall perform secondary or occasional duties and responsibilities.

I. The assigned Guard(s) shall remain on-site always during assigned shifts.

J. Guards shall comply with regulations for control of persons entering or leaving the site.

K. Guards shall provide hourly security checks through the perimeter of the building and parking lots, on foot or in a vehicle or UTV.

L. When on Patrol, the Guard shall ensure signage with contact information is displayed at the security outpost that faces Reserve Street.

M. Guards must perform moving patrols, on foot and in vehicles or UTV’s.

N. Guards shall notify the Agency within one (1) hour of any events or details they become aware of that could endanger the safety of security of the Agency’s staff, civilian workers, contractor employees, or Agency assets. The incidents to be reported may encompass, but are not limited to:

1. Weapons discharge

2. Security breach

3. Procedural violations

4. Accidents and/or injury to persons and /or property

O. Neither the Contractor nor the Guards shall discuss or disclose information concerning any incident to any private, civil, or government entities without obtaining explicit, written authorization from the Agency or its appointed representative.

P. The Contractor shall implement all essential measures to avert the theft or misappropriation of materials, tools, equipment, fixtures, furnishings, and any other items from the premises and/or structure.

Q. The Contractor shall be responsible for any loss or damage to the State's property due to the Contractor's personnel, and shall make good, at his own expense, such loss or damage

R. Guards shall carry loaded firearms while on duty.

S. Guards shall be certified by the Arkansas State Police per sections 2.3 and 2.4 requirements.

2.7 SUPERVISOR REQUIREMENTS

A. The Contractor shall provide Supervisor(s) responsibilities that encompass, yet are not restricted to, overseeing the staff executing the tasks outlined in this IFB.

B. Supervisor(s) shall be competent in their knowledge of security procedures to solve problems and provide quality control.

C. Before assigning a Supervisor to the DBA site, the Contractor shall provide the DBA with the name and contact number(s) of the designated Supervisor(s).

D. The Supervisor shall instruct Guards on the specific information that is required in reports and the method for documenting this information.

E. The Supervisor shall ensure that all reports are completed and submitted to DBA by the required deadlines.

F. The Contractor shall provide a direct two-way voice communication system or a mobile phone whenever a duty supervisor is conducting site inspection in a vehicle.

G. The Supervisor shall oversee the staff across all operational shifts during the Guard duty timeframe.

The Supervisor shall be on site for a minimum of one (1) hour per week for checking and conducting site inspection. shift and shall serve as the Guards relief for any required meal breaks during that time.

H. While on site the Supervisor shall:

1. Review the guard log to ensure that it is maintained properly

2. Sign and date the guard log

3. Perform a general site inspection.

4. Make any necessary entries or updates to the log as a result of site inspection.

2.8 GUARD EQUIPMENT

A. The Contractor shall provide Guards with handguns and ammunition for use while on duty.

B. The Contractor shall supply mobile phones to the Guards conducting foot patrols to facilitate communication with the security office. The mobile phones must, at minimum:

1. Allow for voice and text communication

2. Be functional from anywhere on site and within the building(s).

3. Be functional up to one (1) mile from the Agency’s premises.

C. The Contractor shall provide Flashlight(s) with batteries and bulbs. A law enforcement approved flashlight is preferred.

D. The Contractor shall provide Guards with report forms for incidents, investigations, and arrests.

2.9 DRESS CODE AND PERSONAL APPARANCE

A. Guards shall be dressed in uniforms, shoes, jackets, and equipment.

B. The outer garment of the uniform must feature the Contractor's insignia above the waist, and no unapproved insignia or accessories are permitted on or with the uniform.

C. Uniforms must be clean and in a well-pressed condition.

D. Shirts must always be worn tucked in.

E. Footwear must be clean and always polished.

F. All uniforms must be identical.

G. Guards shall wear weather-proof uniforms and footwear during inclement weather conditions.

H. Guards shall wear a picture identification badge containing the Guard’s photo, full name, and the company they represent.

I. Badges must be worn in a uniform manner, on the outermost garment, in full view above the waist.

J. Badges must be able to withstand inclement weather.

K. Guards shall maintain a neat, professional image, and a fitness level appropriate to the physical demands as specified herein.

L. Guards shall not have visible tattoos that are determined by the Agency to be obscene, gang affiliated, an advocate for sexual, ethnic, and/or religious discrimination.

M. Guards shall not attach, affix, or display body piercings on any exposed body part, except that such items that fit tightly and in the case of earrings without extending below the earlobe.

N. Guards shall wear body armor when instructed by the Agency.

2.10 LOGBOOK REQUIRERMENTS

A. The Contractors shall provide logbooks and notebook (standard hand-held paper notebook) containing post orders for Guards.

B. The Guards shall maintain the security logbook within the visitor center building as instructed by the Agency

C. Upon reporting for duty, Guards shall read and examine the security logbook entries recorded during the prior Guard’s shift to understand any issues or events that might have transpired.

D. Guards shall maintain the security logbook with the following information (if available to the Guard) and with other information as directed by the Agency:

1. Printing and signing name when reporting and/or departing from their duties.

2. Logging information pertaining to fires and other emergencies that occur while on duty including but not limited to the following:

a. Time the fire/emergency was noticed.

b. Time the fire department other appropriate emergency personnel were notified.

c. Time the first responders arrived, such as Emergency Medical Technicians (EMT’s), police and/or fire department.

d. Time of departure of first responder(s).

e. Information as to the probable cause of the fire or other emergencies as determined by the fire, police, or other emergency personnel.

f. An account of Guards’ actions during the emergency.

3. Logging information pertaining to incidents involving trespassing or any other criminal activity including but not limited to the following:

a. Identity of person and type of crime.

b. Address of person associated with the crime.

c. Description and vehicle registration number of the vehicle identified with the crime.

d. An account of the Guards’ actions during the trespassing or criminal activity.

e. Action taken by the local police department, if the situation warrants.

4. Logging in visitors who represent other State agencies, cities, counties, or town governments

E. Guards shall maintain a log recording for each security check. This log must be available, for review purposes, to DBA and /or the Contractor on an as needed basis.

F. Guards shall maintain a log of all non-employee persons entering or leaving the site.

2.11 POST ORDER REQUIREMENTS

A. The Contractor shall collaborate with DBA and shall prepare and provide for DBA a copy of the Post

Orders which shall govern duties and performance levels for Security Guards and/or Site Supervisors assigned

B. DBA shall have the right to supplement and on occasion during the term of the contract change the Post Orders to meet the operational needs of the facility.

C. DBA shall have final determination of the form and content of the Post Order.

D. The Contractor shall provide Two (2) notebook containing the Post Orders to the post, and one to

DBA.

2.12 SHIFTS AND SCHEDULES

A. The Guard’s shifts shall not exceed forty (40) hours per week.

B. Guards’ posts, hours, and shifts must be rotated as necessary to ensure no Guard works more than forty (40) hours per week. The Agency shall not reimburse any overtime pay for the Contractor under any circumstances.

C. All scheduled breaks must be covered by the assigned Supervisor.

D. Guards shall not perform services for more than twelve (12) consecutive hours and shall have at least eight (8) hours rest between each shift.

E. Services for DBA shall be 24 hours per day, 7 days per week, 365 days a year, including holidays.

Shift hours and days are specified below and are subject to change at the discretion of the Agency.

F. The Contractor shall provide scheduled shifts of either three (3) eight (8) hours shifts or two (2) twelve (12) hour shifts.

1. Schedule of services for shift 1: 8:00 a.m. to 4:00 p.m. hours (8-hours)

Days of week for shift 1: Sunday through Saturday, including holidays (7-days)

Estimated Number of Guards: 1

Estimated hours per year: 2,920 per each Guard

2. Schedule of services for shift 2: 2:00 p.m. to12:00 Midnight hours(8-hours)

Days of week for shift 2: Sunday through Saturday, including holidays (7-days)

Estimated number of guards: 1

Estimated hours per year: 2,920 per each Guard

3. Schedule of services for shift 3: 12:00 Midnight to 8:00 a.m. (8-hours)

Days of week for shift 3: Sunday through Saturday, including holidays (7-days)

Estimated number of guards: 1

Estimated hours per year: 2,920 per Guard

2.13 TRAINING

A. The Contractor shall provide training to all employees, prior to placement at DBA.

B. The Contractor shall include satisfactory completion of an eight (8) hour off-job security course in compliance with Arkansas Code Annotated §17-40-101 ET seq.

C. Training on legal restrictions must cover arrest, search and seizure.

D. Contractors shall have training in appearance, attitude, discipline, safety on the job, radio/telephone techniques, and report writing.

E. The Contractor’s employee shall have a minimum of four (4) hours on-the-job instruction at the DBA location, including but not limited to:

1. Performance of post assignments.

2. Performance of special assignments.

3. Emergency procedures.

F. All training must be conducted by Contractor’s administrative or supervisory staff.

G. The Contractor shall keep training records of all employees training offered at DBA location.

H. DBA shall reserve the right to review, when requested, all Contractor employee training records.

I. Regulations must be furnished to the Contractor by DBA, within one (1) week of award and/or the first full week of Contractor’s employee physical attendance at the DBA location.

1. Assist in training practices or emergency procedures pertaining to situations such as fires and vandalism.

2.14 EMPLOYMENT CHECKS, SCREENINGS, REQUIREMENTS

A. Upon the Agency’s request, the Contractor shall conduct background checks for every Guard assigned to the DBA site. These background checks must include, but not be limited to, the following:

1. Employment history

2. Conviction records

3. Ongoing criminal charges

4. Credit check

5. Driving record

B. All criminal background checks must date and be obtained by the Agency within seventy-two (72) business hours after being dispatched by the Arkansas State Police.

C. The Contractor shall provide at no cost to the Agency, a pre-employment psychological test, on all guards prior to their being assigned to DBA.

D. The Contractor’s staff shall submit to polygraph examinations under the provisions of Public Law #100-347,29USC 2001 Et. Seq. The cost of Polygraph examinations or any such testing must be borne by the Contractor.

E. The Contractor shall conduct a drug test on each person assigned to the DBA site prior to assignment and upon DBA request at any point during the contract. Drug testing must include, but is not limited to the following substances:

1. Marijuana (THC)

2. Cocaine

3. Opiates

4. Amphetamines

5. PCP

6. Other drugs as the need occurs

F. DBA shall have the right to restructure the drugs tested as needed.

2.15 INSURANCE REQUIREMENTS

A. The Contractor shall maintain the following insurance limits throughout the term(s) of a resultant contract:

1. Commercial General Liability

a. Each occurrence $1,000,000.00

b. General Aggregate $2,000,000.00

2. Worker’s Compensation Statutory Limits and Employer’s Liability

a. Employer Liability $100,000.00

b. Disease Each Employee $100,000.00

3. Umbrella Liability

a. Each Occurrence $2,000,000.00

b. General Aggregate $2,000,000.00

4. Automobile Liability

a. Combined Single Limit $1,000,000.00

B. Insurance for commercial vehicles must encompass coverage for every vehicle operating on the Agency’s premises.

C. The Insurance Certificate must list the DBA as the certificate holder and include a provision to inform the Agency at least ten (10) business days prior to any planned cancellation of the insurance.

D. The Contractor shall furnish the Agency with a “Certificate of Insurance” as proof of adherence to the Insurance Requirements outlined in this document, within fourteen (14) business days following a request form the Agency. Any alterations to the Certificate of Insurance must receive prior written consent from the Agency

2.16 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Table A: Performance Standards identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, the Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 3 – SOLICITATION TERMS AND CONDITIONS

3.1. ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor’s past performance with the State may be used to determine if the Prospective Contractor is responsible (OSP Rule R1:19-11-235).

1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submitting a bid, the Prospective Contractor represents and warrants:

1. That the prices in the bid have been arrived at independently, without any collusion with another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment, and can be referred to the Attorney General’s officer for investigation and appropriate legal action (Arkansas Code Annotated § 19-11-240 and 19-11-245).

2. That the Prospective Contractor has not retained a person to solicit or secure the resulting contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the Prospective Contractor for the purpose of securing business.

D. Qualifications, services, and commodities must meet or exceed the required Specifications as set forth in the Solicitation.

3.2. GENERAL TERMS AND CONDITIONS

A. The Contractor must be registered as a vendor to receive payment and may register online by visiting ark.org/vendor/index and clicking the Start Here button.

B. All payments to the Contractor under the resulting contract shall be made exclusively through ACH (Automated Clearing House) direct deposit.

1. The Contractor shall provide the necessary banking information, including account number, routing number, and any other details required to facilitate ACH direct deposits.

2. The Contractor shall be responsible for ensuring that the provided banking information is accurate and up to date. Any delays or errors in payment caused by incorrect or outdated information provided by the Contractor shall not be the responsibility of the Department.

3. The Department will process payments according to the agreed payment schedule, and all payments made via ACH direct deposit shall be considered duly received upon successful transmission to the Contractor’s designated bank account.

C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to provide the goods or services for at least twenty percent (20%) less than the lowest certifying Prospective Contractor:

1. They are not engaged in and shall not, during the aggregate term of the resulting contract, engage in a boycott of Israel (Arkansas Code Annotated § 25-1-503),

2. They are not engaged in and shall not, during the aggregate term of the resulting contract, engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code Annotated § 25-1-1102).

D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly https://www.ark.org/vendor/index.html?_ga=2.231672543.1782009942.1693919943-292160598.1646079585 employ or contract with illegal immigrants during the aggregate term of any contract with the State or any of its departments, institutions, or political subdivisions (Arkansas Code Annotated § 19-11-105).

E. The Contractor shall invoice the State as required by the Department and should not invoice the State in advance of delivery and acceptance of any commodities or services (Arkansas Code Annotated § 19-4-1206).

1. The Contractor should invoice the agency by an itemized list of charges. The Department’s purchase order number and/or the contract number should be referenced on each invoice.

2. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance of commodities and services by the Department.

3. Payment will be made only after the Contractor has successfully satisfied the Department as to the reliability and effectiveness of the commodities or services purchased as a whole.

F. The Contractor should be able to accept the State’s authorized VISA Procurement Card (p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the State when accepting the p-card as a form of payment.

G. This IFB incorporates all terms of the Services Contract (SRV-1) Fillable Form (found here).

1. The contract template is attached to the Solicitation in ARBuy as a sample for your information only.

2. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms, conditions, or Requirements in this IFB.

H. The Prospective Contractor shall certify that they are not a company owned in whole or with a majority ownership by the government of the People's Republic of China (a “Scrutinized Company”) and that they do not and shall not during the aggregate term of the resulting contract employ a Scrutinized Company as a contractor (Arkansas Code Annotated § 25-1-1203).

I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if selected as the Contractor.

1. Items may only be modified if the legal requirement is satisfied and approved by the State during negotiations.

3.3. MINORITY AND WOMEN-OWNED BUSINESS

A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful permanent resident of this State who is:

• African American

• American Indian

• Asian American

• Hispanic American

• Pacific Islander American

• A Service-Disabled Veteran as designated by the United States Department of Veteran Affairs

B. A women-owned business is defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of this State.

C. The Arkansas Economic Development Commission conducts a certification process for minority-owned and women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included on the Bid Signature Page.

3.4. PROPRIETARY INFORMATION

A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas

Code Annotated § 25-19-101 et. seq.).

https://transform.ar.gov/procurement/forms-and-reporting/#:%7E:text=Services%20Contract%20(SRV-1)%20Fillable%20Form:%7E:text=ORIGINAL%20CONTRACT%20DOCUMENTS

B. Submission documents pertaining to the Solicitation become the property of the State and may be subject to the Arkansas Freedom of Information Act (FOIA).

C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed bidding, the State may maintain the confidentiality of certain types of information described in FOIA.

Such information may include trade secrets and other information exempted from public disclosure pursuant to FOIA.

D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids be designated as confidential after the sealed bids have been opened.

E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting any information contained in the bid, the Prospective Contractor warrants that, after having received such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good faith opinion that the portions redacted are not considered public records under FOIA.

F. If a Prospective Contractor deems part of the information contained in a response not to be a public record, the Prospective Contractor should submit one (1) complete copy of the submission documents from which any proprietary or confidential information has been redacted in their bid response. Except for the redacted information, the redacted copy must be identical to the original copy, reflecting the same pagination as the original and showing the space from which information was redacted.

G. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the electronic copy is protected against restoration of redacted data.

H. The redacted copy will be open to public inspection under the FOIA without further notice to the Prospective Contractor. If the State deems redacted information to be subject to a public record request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of the redacted record.

I. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor’s confidential or proprietary information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.