Unarmed Security Guard Services

Agency:	State Government of Arkansas
State:	Arkansas
Type of Government:	State & Local
NAICS Category:	561612 - Security Guards and Patrol Services
Posted Date:	Mar 15, 2024
Due Date:	Apr 16, 2024
Solicitation No:	ADPHT-24-056
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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STATE OF ARKANSAS

DEPARTMENT PARKS, HERITAGE AND TOURISM

1 Capitol Mall Ste. 3B

Little Rock, Arkansas 72201

INVITATION FOR BID

SOLICITATION DOCUMENT

Solicitation Number:

Description:

Division/Agency:

SOLICITATION INFORMATION

ADPHT-24-056

Solicitation Issued:

Security Guard Services, Unarmed

Division of Arkansas Heritage

3/15/2024

SUBMISSION DEADLINE

Bid Opening Date: 04/16/2024

Bid Opening Time: 3:00 p.m., Central Time

Bid responses for this Invitation for Bid must be delivered to the Department of Parks, Heritage, and Tourism

on or before the submission deadline. Bids received after the submission deadline may be rejected as

untimely. See Section 1.2 for information regarding Live Bid Openings.

DELIVERY OF RESPONSE DOCUMENTS

Delivery Address and

IFB Opening Location

Department of Parks, Heritage and Tourism

Procurement Attn: Jeff Griffin

1 Capitol Mall Ste. 3B

Little Rock, Arkansas 72201

Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street

address on a schedule determined by each individual provider. These providers will

deliver based solely on the street address. Prospective Contractors assume all

risk for timely, properly submitted deliveries.

Bid’s Outer Packaging

Seal outer packaging and properly mark with the following information. If outer

packaging of bid submission is not properly marked, the package may be opened for

bid identification purposes.

• Solicitation number

• Date and time of bid opening

• Prospective Contractor's name and return address

Buyer:

Email Address:

Department Website:

DEPARTMENT NAME CONTACT INFORMATION

Jeff Griffin

Buyer’s Direct Phone Number:

Jeffrey.griffin@arkansas.gov Department’s Main Number:

Adpht.arkansas.com

(501) 682-6910

(501) 324-9150

Page 1 of 16

Rev 11/2023

SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Department of Parks, Heritage and Tourism for the Division of

Arkansas Heritage to obtain pricing and a contract for unarmed Security Guard Services at both the

Mosaic Templars Cultural Center located at 501 W. 8th Street Little Rock and the Old State House

Museum located at 300 W. Markham Little Rock. Security Guards will not carry firearms on State

Property.

Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.

1.2 LIVE BID OPENING

Virtual Bid opening may be joined – Microsoft Teams Meeting ID: 225 763 829 049

Passcode: 8DCPG8, or call in (audio only) +1 501-244-3310, 51499881#

In Person: Arkansas Department of Parks, Heritage and Tourism

Capital Mall Ste. 3B

Little Rock, Arkansas 72201

1.3 OBJECTIVE AND GOALS

The Department seeks to procure Unarmed Security Guard Services.

1.4 BACKGROUND AND CURRENT ENVIRONMENT

The Department currently has a contract with Quality Security Services procured by SP-17-0083. This

contract is coming to the end of its 7-year possible term and must be replaced with a new contract

procured by this IFB.

1.5 TYPE OF CONTRACT

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

Contractor Selection).

B. The anticipated starting date for any resulting contract is July 1, 2024, 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 the State for up to six (6) additional

one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7)

consecutive years.

1.6 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.

Page 2 of 16

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.

1.7 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 as demonstrated on the Official Bid Price Sheet submitted by the

Prospective Contractor.

B. If the State so 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 the

Solicitation posting, 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.

1.8 CLARIFICATION OF SOLICITATION

A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by

midnight, Central Time on or before Wednesday April 2, 2024.

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 by the close of business on April 5, 2024. 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 Buyer 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 Buyer with non-substantive questions at any time prior to

the bid opening.

D. An oral statement by the Department 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 the Department.

Page 3 of 16

1.9 RESPONSE DOCUMENTS

A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)

of the IFB.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation 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.

• 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 Buyer 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

annual renewal only.

• 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, 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.

Page 4 of 16

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.

SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

2.1 SCOPE

The intent of this IFB is to establish a Term contract to provide Unarmed Security Guard Services at various

locations in Little Rock, Arkansas for DAH. The successful vendor must furnish, but is not limited to the

necessary labor, equipment, materials and incidentals needed to meet the requirements as outlined in this IFB.

Note: Security guard officers will not carry firearms at any time while on State property.

2.2 QUANTITY

The number of security guard officers, hours and locations are estimated for bidding purposes only and may

vary according to agency needs. The agency may require more or less guards, hours and locations during the

term of the contract. If additional guards are needed, the successful vendor shall provide the guards at the

hourly rate set within any resulting contract. NOTE: Issuance of an award does not guarantee an order.

2.3 REFERENCES

1. Vendors shall submit with their bid response, a minimum of three (3) reference letters from clients

whom the bidder has provided security guard services within the last three (3) years; one of which

should be located in Central Arkansas.

2. Each letter from the client should include their name, work telephone and/or cell phone number, and

email address.

3. Department of Parks, Heritage and Tourism (ADPHT) reserves the right to contact any or all clients of

the bidder even if they were not provided by the prospective vendor.

2.4 POLYGRAPH EXAMINATIONS

1. ADPHT reserves the right to have vendor's security guard officers take polygraph examinations under

the provisions of Public Law #100-347, 29 USC 2001 Et. Seq.

2. All expenses for polygraph examinations will be at the expense of the vendor.

2.5 CRIMINAL BACKGROUND CHECKS

Online background reports will not be accepted.

1. ADPHT reserves the right to request criminal background checks, at any time, on all security guard

officers to be assigned to any ADPHT buildings. This requirement also applies to all company officials

and supervisors who might need to provide service on a short-term or temporary basis to any ADPHT

building.

2. The vendor should utilize the Arkansas State Police form to provide the required criminal background

checks.

3. Criminal background checks on any employee requested must be current. Current is defined as

background reports which are dated and received within (72) hours of being sent by the Arkansas State

Police (ASP). Background reports which are not current will not be considered.

4. All individuals shall have a clean background check (no record) prior to assignment to State buildings.

Page 5 of 16

description	agency	opening date/time	bid number	buyer
Unarmed Security Guard Services	DAH - Central Administration	04/16/2024 03:00 PM CDT	ADPHT-24-056

Unarmed Security Guard Services

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