Loading...
HomeMy WebLinkAboutPR 23687: CONTRACT WITH PATRIOT SECURITY FOR SECURITY GUARD SERVICES FOR THE HEALTH DEPARTMENT F Cin „j �iJiR.yO _ U 1'1 !"! l!7" INTEROFFICE MEMORANDUM Date: (March 25, 2024) To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: (Judith Smith, Director of Health Services) RE: (P. R#23687) Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to authorize the one(1)year contract with Patriot Security for the purpose of protecting the health staff and monitoring the public who enters the building. Background: Patriot Security has provided services for the City of Port Arthur's main lobby and annex building since 2022,and now the health department is needing a security guard due to transitioning to a new and larger facility. Budget Impact: Funds are budgeted in the Health Department's transitional account, project number BU0006.OTH, fund account 307-21-049-8512-00-10-000. Recommendation: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to enter into the contract with Patriot Security for the Health Department, P.R.No 23687. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 23687 03/25/2024 JS RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH PATRIOT SECURITY OF NEDERLAND, TEXAS FOR SECURITY GUARD SERVICES FOR THE HEALTH DEPARTMENT IN THE PROJECTED BUDGETARY AMOUNT OF $50,000.00; FUNDS AVAILABLE IN THE HEALTH DEPARTMENT'S TRANSITION ACCOUNT, PROJECT BU0006.OTH, ACCOUNT 307-21- 049-8512-00-10-000 WHEREAS, one security guard is needed to maintain order and direct citizens to their various locations within the Health Department; and, WHEREAS, the Port Arthur Purchasing Division issued an Invitation to Bid to submit proposals to provide Security Guard; and, WHEREAS, seven (7) proposals were received and, a copy of the Evaluation totals is attached hereto as Exhibit"A"; and, WHEREAS, Patriot Security was the highest ranked shown in Exhibit"A"; and, WHEREAS, Patriot Security cost for one guard is $21.75 per hour and overtime is $32.63 per hour; and, WHEREAS, the Port Arthur Purchasing Division recommendation is to award a one- year contract for Security Guard Services for the Health Department with the option for two (2) additional one-year renewals to Patriot Security. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to enter into a contract with Patriot Security to provide security guard services at the Health Department. (Exhibit"B") THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this day of A.D. 2024 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: P.R. No. 23687 03/25/2024 JS Mayor: Councilmembers: • NOES: Thurman "Bill"' Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: (At/IL diiihdtio239 )4 ames Blac teem City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: a.) u� Ronald Burton, CPM Lyn.a Boswell, MA, ICMA-CM City Manager Director of Finance tudk Citicah) xtrYlAiL Clifton Williams Jr., CPPB Judith Smith, BSN,RN Purchasing Manger Director of Health Services P.R. No. 23687 03/25/2024 JS Exhibit "A" o y b f Ct X 1 ro 0 .111 n ` •A ~ O N O % 0 0 O O CFQ CD lb d b 'b el, y c) N n Cm et CA C C7 '� - is...) 0 OM < fD © EJ1O p' L CO o W A C" N �. > f9 `C O Cl1 Cll 0 c0 �c rj C O �..I l n.y y r Ncl. r� p .-i. N O O' "- - v—, fD ? .•r ON O O O O fD y 'C C — c) C (rQ O rri, Cr C.) W C N 't Pt Cr ON O ON U1 c Uri '�' :It" (J1 CA fil.2i , O y7/ P.R. No. 23687 03/25/2024 JS Exhibit "B" CONTRACT FOR SECURITY GUARD SERVICES FOR HEALTH DEPARTMENT THIS AGREEMENT, made this day of 2024, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and Patriot Security of Nederland Texas, herein acting by and through hereinafter called "CONTRACTOR". WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be from April 22, 2024 to April 21, 2025, with the option to renew for two (2) additional one (1) year periods. The City can terminate this contract at its convenience which includes, but is not limited to, finding not being available in any budget cycle within fifteen(30) days written notice. 2. During, the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor. 3. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with terms therein for the amounts of$21.75 per hour and $32.63 per hour for overtime. 4. The term "Contract Documents" means and includes the following: a) Agreement b) Bid c) Addenda 1 and 2 d) General Information e) Specification f) Notice of Award g) Notice to Proceed 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 6. IN WITNESS WHEREOF,the parties hereto have executed,or caused to be executed by their duly authorized officials,this Agreement in(2 copies)each of which shall be deemed an original on the date first above written 11Page Signed on the day of , 2024. OWNER City Of Port Arthur By: Ronald Burton, CPM City Manager Signed on the day of , 2024. CONTRACTOR Patriot Security By: Print Name: Title: 2IPage THURMAN BILL BARTIE,MAYOR RONALD BURTON TIFFANY HAMILTON,MAYOR PRO TEM - ' Emery CITY MANAGER City of ate COUNCIL MEMBERS: ,4l SHERRI BELLARD,TRMC WILLIE BAE LEWIS �J CITY SECRETARY DONEANE BECKCOM � HAROLD L.DOUCET,SR r 1 r rt u r VAL TREND THOMAS KINLAW III Texas CITY ATTORNEY DONALD FRANK,SR. February 7,2024 REQUEST FOR PROPOSAL SECURITY GUARD SERVICES FOR HEALTH BUILDING DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,Central Standard Time,Wednesday,February 28,2024. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, February 28,2024 in the City Council Chambers, City Hall, 5th Floor,Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P24-027 DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET, 4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writinz to: City of Port Arthur,TX Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur,TX 77641 c lifton.williams(1 portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. Clifton Williams Purchasing Manager Page 2 of 21 REQUESTS FOR PROPOSALS SECURITY GUARD SERVICES FOR HEALTH BUILDING (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s).Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State, Zip Code: Date: Page 3 of 21 CITY OF PORT ARTHUR, TEXAS SPECIFICATIONS FOR SECURITY GUARD SERVICES It is the intent of these specifications to describe services for armed Security. Successful bidder shall be responsible for securing,monitoring, and safeguarding Health facility and equipment. It is neither the purpose nor the intent to alienate any prospective bidder within the following descriptions: Location: 5860 9th Ave, Port Arthur Texas Workdays and Hourly Schedule: Weekdays Monday-Thursday: 8:00 a.m. to 5:30 p.m. Friday: 8:00 a.m. to 5:00 p.m. City Hall will be closed for the following holidays. 1. New Year's Day 2. Martin Luther King Day 3. Good Friday 4. Memorial Day 5. Independence Day 6. Labor Day 7. Veteran's Day 8. Thanksgiving Day 9. Day after Thanksgiving 10. Christmas (2 Days) Guard Qualifications: 1. The Contractor shall assure that all Guards meet the following qualifications. Any Guard found not meeting the following qualification requirements shall be replaced within 24 hours upon the direction of authorized agency personnel. 2. Guard Supervisors shall have been employed by the Contractor for a minimum of six months. 3. The Guard shall possess a high school/equivalency diploma or two years of full time experience as a guard. 4. The Guard shall be at least 21 years of age. 5. The Guard must be capable of performing the following functions within the context of the English language: a. Reading and understanding all regulations,written orders, instructions, and material necessary to satisfactorily perform the required security functions, b. Effective written communication in order to compose and maintain, for example, written reports and records that will convey complete information, c. Must have Effective verbal communication to express ideas, and be understood. d. Must be United States citizens or aliens properly registered with the U.S. Immigration and Naturalization Service. e. The Guard shall not have been convicted of a felony or other criminal offense which in the Department's sole determination would inhibit the Guard's ability to perform Page 4 of 21 his/her duties in a reliable, competent and trustworthy manner in accordance with the contract terms and conditions. f. The Guard must always keep alert, observing everything in sight or hearing. g. All guards must possess a valid Texas driver's license. h. Must be registered with the Texas State Board of Private Investigators and Security Agency and have in their possession while on duty, an approved registration card. i. Guards must possess ability to face situations firmly, fortuitously, tactfully and with respect for the right of others. j. Be able to perform the essential functions of the job to include but not limited to walking,running, climbing, etc. k. All injuries, no matter how slight,must be reported. 1. Security officers will not accept gratuities from anyone, for any purpose. Uniform and appearance: 1. Guards must be armed. 2. The Contractor shall supply all uniforms at its own cost and expense. All uniforms shall be matching and shall include, uniform trouser, belt, and uniform shirt with badge identifying the contractor's company, a jacket-if worn-identifying same,black shoes,polished and in good repair, and name tag. 3. The Contractor shall ensure that uniforms are maintained in a clean,well pressed and in good repair. 4. The Contractor must assure that Guards adhere to the highest grooming standards hair shall be neatly trimmed and worn away from face. Mustache and beard, if worn, shall be neatly maintained. Responsibilities: 1. One Guard will be located at the desk in Front Reception Area. 2. Guard will direct citizens to various locations in Health Building. 3. Guard will only allow City personnel, USPS, UPS, FedEx items delivered for City personnel, any authorize person by the City. When citizens arrive,the guard will contact the appropriate person before allowing them to office. 4. Hours at the desk is Monday— Friday rom 8:00 am - 5:00 pm. Guard must be at the desk during these hours. 5. Guard may be responsible for staying at night for after hours events. 6. The guard shall assure that timesheets and security log books are completed properly and in a legible manner and deliver upon request within 48 hours to security supervisor. 7. The Guard will call appropriate law Enforcement officials immediately in the event of a crisis situation. 8. The contractor will secure at his own expense all personnel required in performing the work under this contract. Such personnel shall not be employees of or have any contractual relationship with the City. 9. Guard must be present seamlessly from 8:00 am—5:00 pm. Monday—Friday. The Overtime cost will be for the extra hour. Insurance: 1. Contractor must comply with the City's insurance requirements. Page 5 of 21 Terms of Contract: 1. This Contract will terminate approximately one (1) year from date of execution with the option to renew for two (2) additional one (1)year periods. Compliance with Laws: 1. The contractor shall comply with applicable laws, ordinances, rules, orders, regulations and codes of federal, state and local governments relating to performance of work here in at no additional expenses to City during the terms of this contract. 2. The Contractor shall adhere to the rules of The General Qualifications for License, Certificate of Registration, or Security Officer Commission and must be properly licensed and registered to perform Security Services within the State of Texas. Personnel: 1. The contractor will secure at his own expense all personnel required in performing the work under this contract. Such personnel shall not be employees of or have any contractual relationship with the City. 2. All personnel engaged in the work shall be physically and mentally qualified for type of service to be provided,be of good character, and shall be authorized or permitted under state and local law to perform such services. 3. None of the work covered by this Contract shall be subcontracted without the prior written approval of the City 4. All personnel assigned will be dressed in identifiable company uniform with name tag. Appearance of security officer should be neat and clean. 5. All personnel shall be armed 6. All work performed by employees of the contractor shall be performed with the utmost regard for safety of the individuals performing work, city personnel, the public at large and in a manner not posing any risks to persons or property. Page 6 of 21 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain proposers with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. EVALUATION CRITERIA: The Proposer shall provide the following information: ABILITY TO PROVIDE THIS SERVICE: 1. Proposer's experience in Security Service for City of Port Arthur,other governmental entities, or other clients. Proposer should indicate the number of years of experience the firm has in performing Security Service with businesses of comparable size to the City of Port Arthur. 2. State experience of employees that will work at this location. 3. State hours in advance needed if security service is needed outside of the regular hours stated. 4. State any additional relevant information for evaluation. REFERENCES: Include three (3) business references for which similar services have been provided. Include the following: 1. The period for which you have provided this service; 2. A brief description of the scope of work; and 3. Contact name,title, address, and telephone number. The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity to furnish any information requested by the City in verification of the references provided and for determining the quality and timeliness of providing the services. PRICING: Labor rates, parts mark-up, and materials mark-up competitive with service and repairs typical for fire apparatus. See Appendix A Page 7 of 21 SELECTION PROCESS: All applications will be screened by an evaluation committee and those applicants selected for a short list may be invited to attend an interview, at the applicant's own expense. The City shall not incur any costs for applicant preparation and/or submittal of qualifications. The City will evaluate all responses based on the qualifications, past performance and project approach. The City reserves the right to negotiate the final fee prior to recommending any business for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: a. Experience ... 60 pts b. References 15 pts c. Pricing 25 pts 2. City staff shall recommend the most qualified business to the City Council and request authority to enter into a contract. 3. When services and fees are agreed upon,the selected business shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next, highest ranked business. The process shall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s)shall pay their own costs incurred in preparing for, traveling to and attending interviews. Page 8 of 21 GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations, alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual,to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It Page 9 of 21 is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively,beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works Department, P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur,in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest,direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. Page 10 of 21 QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE:The City may terminate this contract at any time giving at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. Page 11 of 21 RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract,whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury$500,000 single limit per occurrence or$500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and$100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates)and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, Page 12 of 21 and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered,modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form(s)shall in any event be filed with the City of Port Arthur not more than ten(10) days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10)days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. Page 13 of 21 APPENDICES Please include Appendix A—D when submitting proposal documents. Page 14 of 21 APPENDIX A INVITATION TO BID CITY OF PORT ARTHUR.TEXAS BID SHEET BID FOR: SECURITY GUARD SERVICES FOR HEALTH DEPARTMENT BID DUE DATE: FEBRUARY 28, 2024 DESCRIPTION COST PER HOUR 2 I � S Security Guard Service Health Building S ` Overtime Pay $ -J COMPANY NAME STREET ADDRESS SIGNATURE OF BIDDER' P.O. BOX CAOh f Ad R-i CITY �T�� STOATl ZIP�7 PRINT OR TYPE NAME 2 SJ D�K t-f 0 9 i i- 74P X&PI- 731.L/gi1/4 TITLE AREA CODE TELEPHONO £'Sh Lp��"UPd %� rar��ll"T-JFL;t 42 FAX NO.4- MAI BUG f1� � Page 15 of 21 APPENDIX B LETTER OF INTEREST RFP—Security Guard Service for Health Department Deadline: February 28, 2024 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals(as amended by any Addenda), issued by the City of Port Arthur,TX (City) for Security Guard Service for Health Department.Enclosed,and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Bid Sheet ❖ Completed RFP Letter of Interest Form ❖ Completed Affidavit ❖ Completed Conflict of Interest Form + Non Collusion Affidavit ❖ SB 252 Chapter 2252 Certification ❖ House Bill 89 Verification Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions. inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. Firm Name Date P Authorized Signature Title 7'D 41neJ I )21 4'tq- ;5.) - 7,1 Name (please print) Telephone Email Page 16 of 21 APPENDIX C AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: / I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. 1 hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. Firm Name Date ' , L c / L�, P Authorized Signature Title (k()h i 5,11 f/LK- kDon Name (please print) Telephone rt \r\+�t',/,F. 0(1 r p.t1) D( . oam-i Email STATE: COUNTY: It r( )1.1 SUBSCRIBED AND SWORN to before me by the above named h A&LE IL/2.10 on this the 4 day of , 20 ?ot-•. �: LYNETTE J.MILLER /� 4 ¢�L { My Notary ID#126625767 Notary Pu lic ' ` Expires August 28,2024 ••rF OF tb.� RETURN THIS AFFIDDAVIT AS PART OF THE BID PROPOSAL Page 17 of 21 APPENDIX D CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For Vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491,80`l'Leg.,Regular Session. This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship as defined by Section 176.001 (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7'h business day after the date the person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government Code. A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this section is a Class C misdemeanor. 1.Name of person who has a business relationship with local governmental entity. iA 2. Fri Check this box if you are filing an update to a pi eviously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3.Name of a local government officer with whom filer has employment or business relationship. Name of Officer This section(item 3 including subparts A,B.C.&D)must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (I-a),Local Government Code.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,other than investment income,from the filer of the questionnaire?er nYes I 1 No B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government Officer serves as an officer or director,or holds an ownership of 10 percent or more? Yes Fl No D. Doecribe.ech employment or business relationship with the local goven,menr officer named in this section. ,.,._ Signature,6f person doing businessWith the governmental entity Date Page 18 of 21 APPENDIX E NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § STATE OF TEXAS § By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: Printed Name: Printed t�� Name: r10 j-,t� I TZb Title: - - �rt.FSs-0 Company: Date: SUBSCRIBED and sworn to before me the undersigned authority by the caZ of, r51x a.1! a4-1 on behalf of said bidder. LYNETTEJ.MILLER Notary Public in and or the My Notary ID 4 1266257E7 State of Texas •:,rF................. Expires Augu st 28,2024 My commission expires: 141,1 143 Page 19 of 21 APPENDIX F SB 252 CHAPTER 2252 CERTIFICATION �� r .� D Iri N � ctf ��TU� 1, h , the undersigned and representative of PR P y 0 ( .c i I/l "- (Company or Business Name) being an adult over the age of eighteen (18) years of age,pursuant to Texas Government Code, Chapter 2252,Section 2252.152 and Section 2252.153,certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051,Section 807.051 or Section 2253.153. I further certify that should the above-named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran,Sudan or any Foreign Terrorist Organization,I will immediately notify the City of Port Arthur Purchasing Department. Name of Company Representative(Print) Signature of Company Representative Date Page 20 of 24 APPENDIX G House Bill 89 Verification (4��(�( �� p�,�I ? /j p (Person name), the undersigned representative (hereafter referred to as "Representative") of ►a �,2;Uierr,�� (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18)years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term `boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. 4 SIGNATURE OF REPRESENTATIVE SUBSCRI ED AND SWORN TO BEFORE ME, the undersigned authority, on this ..T-v1 day of bP.r t. 114,) , 2024 . LYNEITE J.MILLER •:�- ,c ;,r My Notary ID#126625767 F„,:E'': Expires August 28,2024 Notary Public Page 21 of 21 1 . 1OC �. 14 .„ w i s i dest Emplo .` ' Comp_ Irr t ' RfF.. -.. , ,,.'V4 Attention: Mayor Bartie February 28, 2024, Mayor Pro Tern Hamilton Council Members: Subject: Request for Proposal—Security Guard Services For Health Building City of Port Arthur 444 4'h Street,4'h Floor Port Arthur,Texas,77640 Reference: No: Bid P24-027 City of Port Arthur, Security Guard Services for Health Building Dear Council Members, Per Request for Proposal P24-027 Security Guard Services for Health Building. Ability to Provide This Service: • Patriot Security has been in business in the Golden Triangle and Across Texas since 1991 (33 years) • Patriot Security currently provides security services for the following o Armed Services for Financial Institutions o Armed Services for several City's including City of Port Arthur(City of Beaumont 13 years, City of Port Arthur 5 years) o Unarmed and Armed for various MTSA Facilities(Ports and Refineries)Some dating back since 1995 o Armed services for Education Facilities o Armed and Unarmed for Commercial Properties o Armed and Unarmed services for Construction Industries • Patriot Security Armed Officers will at a minimum have: o 21 years of age o Have a minimum of 2 years security experience o Completed Security Officer Level III(Armed Security Officer)Class,and be in possession of their Commission Officer State Issued Pocket Card. o Meet ALL requirements set forth is RFP P24-027 • Patriot Security Requires at least 72 hours advanced notice for security services outside of normal operating hours. • Additional relevant information: Patriot Security has been Proudly Serving Port Arthur, the Golden Triangle,Louisiana,and the Great State of Texas for the past 33 years. Patriot Security is Headquartered right here in Nederland,Texas,thus calling Jefferson County and the Golden Triangle Home.What do you get when you chose Patriot Security? o 24/7 Operations Center o 24/7 Field Supervision to assist Officer if they need assistance,and inspect Officers and make sure all Officers are in compliance with the State/Patriot and Client requirements o 24/7 Client Services. Patriot is always available and will respond to the client in less than 24hrs, (normally in less than an hour) o Daily Activity Reports,any Incident reports,and further investigations should they be needed. References: • Port of Beaumont—Kim Spikes—FSO-409-832-1546 o Provide 24/7 access control,personnel and vehicle screening,across multiple access points. o Contract 1995 -Current • Stellar Bank(s)—Cheryl Jones—Assistant Vice President BC/DR Manager and Bank Security Officer— 281-517-4308 o Provide Armed Bank Security across the Golden Triangle and Greater Houston, and Dallas area. o Contract 2017-Current • Golden Triangle Polymer Project(GTPP)—Jared Eversole—Site Security Manager-979-236-0533 o Provide 24/7 access control,personnel and vehicle screening,across multiple access points. o Contract February 1,2023-Current Attachments: 1) Addendum NO.1 2) Addendum NO.2 John Shackelffl d Vice President Patriot Security EOC -CITY OF PORT ARTHUR,TEXAS --t.-- ADDENDUM NO. ONE (1) rt rtl!!tr FEBRUAY 21, 2024 BID FOR: SECURITY GUARD SERVICE FOR HEALH DEPARTMENT BID#24-027 The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows 1. The Advertisement in the newspaper had a due date for February 21,2024,but the bid is due February 28, 2024. If you have any questions,please contact the Purchasing Division at 409-983-8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. C1iitbn Williams Purchasing Manager r �J I Signature of Proposer Date a.rr,v > i ;r,,. 7 Company Vendor Name �yv7 -CITY OF PORT ARTHUR,TEXAS -=.�- ADDENDUM NO.TWO(2)r tfr h FEBRUAY 22,2024 BID FOR: SECURITY GUARD SERVICE FOR HEALH DEPARTMENT BID#24-027 The following clarifications, amendments, deletions, additions,revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows I. The service will only be for one guard at the Health Department Building. If you have any questions,please contact the Purchasing Division at 409-983-8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Cleo. CliWilliams Purchasing Manager Z Z l 206`/ Sigiiature of Proposer ' Date HOC. Company VendorName