VALLEY VIEW INDEPENDENT SCHOOL DISTRICT REQUEST FOR COMPETITIVE SEALED PROPOSAL DISTRICT-WIDE SECURITY GUARD SERVICES CSP#

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1 Valley View Independent School District (VVISD) is soliciting proposals from professional companies ( Respondents ) for selection of District-Wide Security Guard Services, in accordance with the terms, conditions, and requirements set forth in this REQUEST FOR COMPETITIVE SEALED PROPOSALS. This REQUEST FOR COMPETITIVE SEALED PROPOSALS ( CSP ) provides Respondents with the information necessary to prepare and submit a Proposal for consideration by the District. INQUIRIES AND INTERPRETATIONS: Responses to inquiries, which directly affect an interpretation or change to this CSP, will be issued in writing by VVISD as an addendum, and faxed or mailed to all parties recorded by VVISD as having received a copy of the CSP. All such addenda issued by VVISD prior to the time that proposals are received shall be considered part of the CSP, and the Respondent shall be required to consider and acknowledge receipt of each addendum in its Response. Only those inquiries District replies to by addenda shall be binding. VVISD is requesting questions be routed BY FAX OR to Laura Harris, Purchasing Coordinator, (fax) or lharris@vviewisd.net ( ). VVISD Business Office will receive sealed envelopes containing the proposals for District-Wide Security Guard Services as specified herein. Proposals must be received by 9:00 a.m. Local Time on Thursday, June 14, Late submittals will not be considered and returned to the Respondent. Unsigned proposals will be considered nonresponsive and will be rejected. DELIVER SUBMITTALS TO: VALLEY VIEW INDEPENDENT SCHOOL DISTRICT BUSINESS OFFICE 9701 S. JACKSON ROAD PHARR, TEXAS THE OUTSIDE OF THE ENVELOPE/PACKAGE MUST SHOW THE CSP NUMBER, NAME AND OPENING DATE AS FOLLOWS. DISTRICT-WIDE SECURITY 1:00 P.M., Thursday, June 14, 2018 Proposals will be opened at 1:00 p.m. and recorded publicly immediately after the closing time. However, proposals will not be available for public inspection until a contract is awarded. You are invited to attend the opening. Interviews may be held with selected respondents. Times will be announced when the interview schedule becomes available. Company representative(s) who will actually perform the services must be present at the interview. At the conclusion of the interviews, the Board of Trustees will notify the successful respondent by mail of their selection to perform the services. Participating companies are cautioned that the Board is not required to enter into discussions, and may award a contract on the basis of information received in the proposals, without calling for interviews or discussions. The District reserves the right to accept or reject any or all proposals or any part thereof and to waive any minor informalities in any proposal not deemed to be in the best interest of the District. 1

2 In order for your proposal to be considered in the proposal process, the following items are required to be included in the proposal package: Checklist: Yes No 1. General Terms and Conditions 2. Felony Conviction Notification 3. Proposal Specification Requirement Form 4. Reference Sheet 5. Non-Collusion Statement & Signature Even if Not Submitting a Proposal on All Items 6. Conflict of Interest 7. W-9 Form 8. Respondent s Proposal 9. Proposal Forms pertaining to this proposal should have all lines filled in as needed: Company Name: Address: City, State: Phone Number: Zip Code: Fax Number: Authorized Signature: Bidder (Print Name): Official Position with Company: *****THE VENDOR ACKNOWLEDGEMENT FORM MUST BE SIGNED. FAILURE TO SIGN FORM WILL RESULT IN REJECTION OF PROPOSAL AND REMOVAL OF VENDOR FROM APPROVED VENDOR LIST FOR THE TIME SUCH PROPOSAL IS IN FORCE***** 2

3 FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a) states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony/ Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. I the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information is true to the best of my knowledge. Vendor s Name: Authorized Company Official s Name (Printed): A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is not owned or operated by anyone who has been convicted of a felony. Signature of Company Official: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felon(s): Details of Conviction(s): Signature of Company Official: 3

4 PROPOSAL SPECIFICATIONS REQUIREMENTS To be filled in by offeror and submitted with proposal Is this proposal in conformity with the enclosed specifications? Yes No. If the answer is no, offeror must identify and explain each exception taken, with reference to each page and paragraph to which the exception will apply. It should be understood that if no exception is taken the vendor shall supply all items as specified at the time of sale. Failure to indicate any difference in products offered proposed in this proposal may be deemed sufficient grounds for rejection of a vendor s proposal. Comments: CSP Number Date Company Name 4

5 REFERENCE SHEET LIST FOUR COMPANIES/SCHOOL DISTRICTS WHICH YOUR COMPANY HAS DONE BUSINESS WITH WITHIN THE LAST TWO (2) YEARS. FAILURE TO DO SO WILL RESULT IN THE REJECTION OF YOUR PROPOSAL. Company Name: Contact Name: Address: City: State: Zip Code: Phone Number: Fax Number: Company Name: Contact Name: Address: City: State: Zip Code: Phone Number: Fax Number: Company Name: Contact Name: Address: City: State: Zip Code: Phone Number: Fax Number: Company Name: Contact Name: Address: City: State: Zip Code: Phone Number: Fax Number: 5

6 NON-COLLUSION STATEMENT & SIGNATURE SHEET The undersigned affirms that he/she is duly authorized to execute this contract, that this company, corporation, firm partnership, or individual has not prepared this proposal in collusion with any other bidder and that the contents of this proposal as to prices, terms, or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business, or to any person affiliated with Valley View I.S.D., prior to the official opening of this proposal. I,, have read the general terms and conditions. (Print/Type Name of Company Officer) I fully understand them and will fully execute them if I am awarded this proposal. I have represented the truth concerning the felony conviction notification. I fully understand the proposal specifications. Company Name: Address: City, State: Phone Number: Authorized Signature: Bidder (Print Name): Official Position with Company: Fax Number: Zip Code: 6

7 SECTION GENERAL TERMS AND CONDITIONS 1.1 ADDITIONAL INFORMATION: VVISD is requesting that questions be routed BY FAX OR E- MAIL to Laura Harris, Purchasing Coordinator, at (956) (fax) or lharris@vviewisd.net ( ). 1.2 NON-COLLUSION: Respondents, by submitting a signed qualifications statement, certify that the accompanying submission is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Texas or United States law. 1.3 NON-DISCRIMINATION: Respondents, during the performance of this contract, will not discriminate against any employee or applicant for employment because of race, religion, sex, national origin or disability except where religion, sex, national origin or disability is a bonafide occupational qualification reasonably necessary to the normal operation of the contractor. 1.4 PROCESSING TIME FOR PAYMENT: VVISD will process invoices for payment within 30 days. 1.5 ELECTRONIC TRANSMISSION OF CSPs: VVISD s Business Office will not accept telegraphic or electronically transmitted submissions. 1.6 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Respondents must, upon request, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. VVISD will make the final determination as to the respondent s ability to comply with this section. 1.7 RESPONDENT DEFAULT: VVISD reserves the right, in case of respondent default, to procure the articles or services from other sources and hold the defaulting respondent responsible for any excess costs occasioned thereby. 1.8 PROPOSAL DELIVERY: VVISD requires respondents, when hand delivering proposals, to deliver the submittals to the Business Office, 9701 S. Jackson Rd., Pharr, TX where the submission will be timed, dated, and stamped. 1.9 SIGNING OF QUALIFICATIONS STATEMENTS: In order to be considered, all submittals must be signed. Please sign the originals in BLUE ink. Please submit the original CSP and a copy WAIVING OF INFORMALITIES: VVISD reserves the right to waive minor informalities or technicalities when it is in the best interest of VVISD SUBCONTRACTING: The successful respondent may not subcontract the services without the written consent of VVISD. 7

8 SECTION SPECIAL TERMS AND CONDITIONS 1.1 INTENTION: VVISD intends for this REQUEST FOR COMPETITIVE SEALED PROPOSAL to result in the selection of a company for District-Wide Security Guard services for a term of one (1) year. Effective Date September 01, 2018 through August 31, POINT-OF-CONTACT: VVISD requires that Respondents restrict all contact and questions regarding this CSP to the individual named below. Questions concerning terms and conditions and technical specifications shall be directed in writing to: 1.3 SCOPE OF WORK: Laura Harris Purchasing Coordinator Valley View Independent School District 9701 S. Jackson Rd. Pharr, Texas Phone: (956) Fax: (956) lharris@vviewisd.net This CSP offers experienced licensed professional entities the opportunity to present a thoroughly detailed proposal of their qualifications and experience in monitoring and patrolling in the School District's school buildings, facilities and parking lots to deter criminal activities of School District property, and assisting School District personnel in the enforcement of School District policies, procedures, rules and regulations relative to the activities within the common areas and grounds of school buildings. Unarmed Security Guards will be provided for the following projects: Campus security at each District campus V.V. High School Day Security 9 officers for 8 hrs. each day (every school day) 1 officer on a Patrol unit V.V. Jr. High School VVECC AEP Day Security 3 officers for 8 hrs. each (every school day) Day Security 2.5 officers for 8 hrs. each (every school day) 1 officer for 8 hrs. (every school day) 8

9 Elementary Schools 4 officers for 8 hrs. each day (every school day) 5 th Grade Campus 1 officer for 8 hrs. (every school day) District-Wide night security 2.5 officers for 8 hrs. each (every day) All High School and Jr. High Football Games at home Varsity 5 to 6 officers for 2.5 hrs. each (usually on Fridays) Sub-Varsity 1 officer for 5.0 hrs. (usually on Thursdays) All High School and Jr. High Basketball Games at home Varsity & Sub-Varsity Boys 3-5 officers for 3 hrs. each Girls 3 officers for 3 hrs. each All High School and Jr. High Baseball and Softball Games at home Boys Baseball 1 to 2 officers for 6.5 hrs. each Girls Softball 1 to 2 officers for 6.5 hrs. each All High School and Jr. High Boys & Girls Soccer and Volleyball Games at home and Other Events Respondent shall respond as necessary to accommodate additional duty hours as may be requested by Valley View Independent School District Please note that the number of required officers and hours for the above- noted events are estimates, which are subject to change Anti-Bullying Strategies Conduct student assemblies in the following areas: Physical bullying Verbal bullying Emotional bullying Sexual bullying Cyber bullying. Respondent shall ensure proper and up-to-date certification of its employees performing the work under the contract in order to meet the requirements of the Scope 9

10 of Work. In addition to the licensing and certification requirements of the Texas Private Security Act and Chapter 35 of the Texas Administrative Code, certifications of staff members must include, but not limited to: Non-violent restraining techniques, surveillance techniques, anti-bullying techniques, search and seizure techniques, and recognize people under the influence of any substance. Training with law-enforcement personnel to ensure student safety. Must meet with parental groups, such as PTO meetings, no less than twice a semester to inform parents of the company s expectations, duties and responsibilities with the different campuses. Respondent shall include within the proposed cost of the scope of services to be provided, monitoring and patrolling of designated District sites by motorized vehicle and/or patrol car. Inspections shall be conducted on an unannounced basis under the direction of the District. Lockers, gym areas, communal areas, grounds, and other select areas as directed by the District shall be subject to inspection. Any other dates, inspections or searches that the District selects will be considered as an acceptable. Respondents shall provide unarmed uniformed security guard services in and around Valley View Independent School District properties as indicated. All guards assigned to the District will be required to undergo and pass a criminal background check performed by the Respondent. Respondent must comply with all legal requirements applicable to providing security guard services to Texas School Districts including, but not limited to, current licensing and certification pursuant to the provisions of Chapter 1702 of Texas Occupations Code as implemented by Chapter 35 of the Texas Administrative Code as they relate to the Texas Private Security Act and the provision of security services. Respondent must provide evidence of the required current and up-to-date licensing and certification with its proposal. Any proposal not including evidence of required licensing and certification shall be disqualified. Respondent shall provide appropriate and necessary management and supervision for all respondent s employees and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance with respondent rules and regulations, as well as any other policy established by the contracting parties. Respondent shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both respondent and Valley View Independent School District s standards. Respondent is responsible for the daily personal appearance of security guards. Respondent shall provide seasonal uniforms and weather appropriate protective clothing necessary to support continuous performance of contract requirements. Security guards are prohibited from carrying weapons of any kind, 10

11 including but not limited to: firearms, nightsticks, marital arts weapons or equipment, batons or any chemical agent spray or liquid. Respondent is responsible for ensuring that all security personnel shall be in good physical health and be fully physically capable of performing normal or emergency duties requiring moderate to arduous physical exertion such as standing or walking for an entire shift, climbing stairs, running, and self defense. All security personnel must be capable of handling moderate to heavy carrying such as a large fire extinguisher or other equipment, or such as lifting or assisting a child, handicapped, or incapacitated person in case of emergency or other need. Respondent shall agree to remove from the site, whenever required to do so by Valley View Independent School District -- without cause--, any employee considered by Valley View Independent School District to be unsatisfactory or undesirable to Valley View Independent School District, within the limits of any applicable laws. Contractor shall administer all cost accounting and billing relative to this contract. 2.4 BASIS OF SELECTION The District will evaluate proposals, and if a respondent is to be selected, select the firm on the basis of: The respondent s plan to provide the District with the Services as described in 2.3 Scope of Services The respondent s experience in providing Services similar to those described in the CSP, and the experience of the individuals, which the firm proposes to provide such Services The respondent s references from clients, which are comparable to the District The respondent s financial proposal The contractual terms, which would govern the relationship between the District and the selected respondent Any other factors relevant to the respondent s capacity and willingness to satisfy the District. 11

12 Evaluation Criteria Maximum Points Purchase Price 25 Reputation of Vendor's goods and services 15 Quality of Vendor's goods and services 15 Extent to which goods or services meet District needs 35 Vendor's past relationship with the District 0 Impact on the ability of the District to comply with laws and rules to historically underutilized business 5 Long-term cost to the District to acquire the Vendor's goods or services; and 5 Any other relevant factor specifically listed in the request for bids or proposals 0 Total CONTENTS OF PROPOSAL Respondents should provide this information: Services State the respondent s ability to provide the Services as described in the Section 2.3, Scope of Services. Provide a brief history of the firms and its experience, qualifications, and success in providing these Services. Include training methods and explain how background checks are conducted. Describe the experience of the individual(s) who would be responsible for providing the Services to the District. Describe in detail how the respondent plans to provide the Services in Section 2.3, Scope of Services. State the respondent s business hours of operation. State the respondent s references comparable to the District, including the name and telephone number of a contact person the District may call Financial Proposal Describe the respondent s proposed fee for providing the Services, and include all applicable hourly, daily and holiday rates. Itemize any additional charges. The proposed fee must include all travel and related expenses and must be on a cost per hour basis. 12

13 Describe how the District will be charged. Describe how the District will benefit from cost savings by accepting the respondent s proposal Insurance Listed below are the insurance coverages, which the respondent(s) must maintain under any Agreement resulting from this CSP. Each firm will propose insurance which meets or exceeds the needs of the District. No Agreement will be executed by the District until the respondent satisfies the insurance requirements of the District. The selected respondent will provide the District with a valid Certificate of Insurance before providing any goods or services to the District. The District reserves the right to approve any insurance proposed by the selected respondent. Workers Compensation Selected respondent(s) will maintain workers compensation insurance to provide coverage in accordance with the Texas Workers Compensation Act. General Liability Insurance Selected respondent(s) will maintain commercial general liability insurance providing coverage for bodily injury, property damage, and personal injury liability in an amount not less than $1,000,000 per occurrence, with an aggregate of $2,000,000. Automobile Liability Insurance Selected respondent(s) will maintain automobile liability insurance providing coverage for bodily injury and property damage liability in an amount not less than $500,000 per occurrence for all owned, hired, and non-owned vehicles. 13

14 Conflict of Interest Questionnaire CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local government entity This questionnaire is being filed in accordance with Chapter 176 of the Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7 th business day after the date the person becomes aware of facts that require the statement to be filed. See Section , Local Government Code. FORM CIQ OFFICE USE ONLY Date received A person commits an offence if the person violates Section , Local Government Code. An offense under this section is a Class C misdemeanor 1) Name of person doing business with local governmental entity. 2) Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section (a) Local Government Code, is pending and not later than the 7 th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3) Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the governmental entity with respect to expenditures of money. 4) Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs local government officer of the governmental entity that is the subject of this questionnaire. 14

15 Conflict of Interest Questionnaire (Continued) CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity FORM CIQ 5) Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C, & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? Yes No C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each affiliation or business relationship. 6) Describe any other affiliation or business relationship that might cause a conflict of interest. 7) Signature of person doing business with the governmental entity Date 15

16 CERTIFICATE OF INTERESTED PARTIES FORM 1295 Complete Nos. 1-4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. OFFICE USE ONLY 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the goods or services to be provided under the contract. 4 Name of Interested Party City, State, Country (place of business) Nature of Interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. AFFIX NOTARY STAMP / SEAL ABOVE Signature of authorized agent of contracting business entity Sworn to and subscribed before me, by the said, this the Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath ADD ADDITIONAL PAGES AS NECESSARY 16