Department of Social Services Request for Proposal

PROPOSAL DUE DATE: Monday, December 15, 2025 4:00 PM

PROPOSAL SUBMITTAL LOCATION: Department of Social Services

Director’s Office

ADDRESS: 314 S Magnolia Street, Raeford, NC 28376

Contact Information: Terry Stanton, Director

Hoke County Department of Social Services

TELEPHONE NUMBER: (910) 878-1920

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Competitive proposals for Contracted Security Services shall be received by the Department of Social Services Director’s Office, 314 S. Magnolia Street, Raeford, NC 28376, until the date and time cited. Please submit three (3) hard copies and one electronic copy of your proposal clearly marked “RFP for Contracted Security Services” to the Department of Social Services Director’s Office, Attention: Terry Stanton at the following locations:

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Mail or Hand Deliver:

Hoke County Department of Social Services

Attention: Terry Stanton, Director

314 S. Magnolia Street

Raeford, NC 28376

Proposals must be in the actual possession of the Department of Social Services Director’s Office at the location indicated, on or prior to the exact date and time indicated above. Late proposals shall not be considered.

Table of Contents

1. INTRODUCTION ...............................................................................................................3

2. ESTIMATED TIMETABLE ...............................................................................................3

3. SCOPE OF WORK ..............................................................................................................3

I. Facility Security .................................................................................................3

4. GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS ................................4

5. INSURANCE .......................................................................................................................7

6. PROPOSAL REQUIREMENTS .........................................................................................8

7. GENERAL ...........................................................................................................................9

8. PRICE PAGE .......................................................................................................................9

9. PUBLIC RECORDS ADDENDUM AND INDEMNIFICATION AGREEMENT .........10

The Hoke County (the “County”) is seeking Bids/Proposals from experienced and qualified vendors to provide two (2) professional part-time armed security officer services at the Department of Social Services (the “Agency”) facility located at 314 S. Magnolia Street, Raeford, North Carolina (the “Facility”). Selected contractors shall recruit, select, train, employ, direct, provide uniforms, and control individuals to serve as security officers within the Facility.

Issue and publish RFP                            Monday December 1, 2025

RFP questions due                                  Friday December 5, 2025

Responses to RFP questions                Wednesday December 10, 2025

Proposal submission deadline             Monday December 15, 2025

Review of Proposals                                 Friday December 19, 2025

Selection of Contractor Wednesday   December 31,2025

Effective date of contract Monday     January 5, 2026

Bidders shall provide a proposal to provide security guard work in the following areas listed below. The security personnel shall:

• Monitor and patrol the Facility (screening clients, metal/wand detector)

• Ensure a safe, calm, and secure environment

• Assist Agency staff in enforcing a safe environment

• Be familiar with and implement emergency procedures when necessary, following all County rules and regulations including all state, federal, and local laws

• Escort problem patrons/citizens to the exit

• Complete incident and accident reports, as necessary

• Contact appropriate law enforcement or medical provider when applicable

• Escort Agency staff or patrons/citizens as necessary

• Assist staff in responding to medical emergencies

I. FACILITY SECURITY:

Security Guard Roaming Patrols –

Provide two (2) part-time professional armed security officer services at the Facility. Security personnel shall provide safe and secure the Facility with the use of one (1) armed security officer during all normal business hours (Monday – Friday, 8am to 5pm). The armed security officer shifts may be split by hours or days, at the discretion of the bidder, provided that the Facility shall have services at all times during normal business hours.

As Needed Security –

Provide professional security guard services, as needed, for various Agency meetings or functions with seventy-two (72) hour notice. Security personnel shall provide for a safe and secure meeting and/or Agency function with the number of security guards required per event within the Facility.

1. The Bidder’s proposal should provide all the information which it considers pertinent to its proposal and qualifications for the work to be performed. All proposals must be signed by a duly authorized individual. Proposals will be read on the date and hour as stated in the Agency Director’s Office, 314 S. Magnolia Street, Raeford, North Carolina. Bidders or their authorized agents are invited to be present. Any proposal received after the date and hour specified, will not be accepted or considered.

2. QUESTIONS: All questions regarding the proposal will be accepted via email ONLY to For security reasons, you must enable JavaScript to view this E-mail address. . The deadline for submitting questions for this RFP is on or before Friday December 5, 2025, no later than       4:00PM, EST. Responses to all submitted questions will be provided as an addendum to the RFP on the County’s website on or before Wednesday December 10, 2025.

3. TAXES: The County is exempt from federal excise tax, including the federal transportation tax. The County pays all sales tax but this amount must be listed as a separate item.

4. The County reserves the right to reject any or all proposals, waive technicalities, and to be the sole judge of suitability of the product for the use by the Agency for intended purposes. Factors to be considered in awarding the proposal will be price, quality, history of satisfactory performance, and company references. The contract will be awarded after evaluation of all proposals has been made. In the interest of suitability to the County’s needs and/or economy; contracted security services other than lowest in price may be selected. The County shall have a period of thirty (30) days after opening of proposals to make the award and may award in total or by line item, whichever is in the best interest of the County.

5. The County reserves the right to award to multiple vendors.

6. Any corrections of errors found in the specifications must be submitted in writing and emailed to the attention of Agency Director’s Office prior to the opening of proposals. Any deviations from the specifications must be in writing and submitted as part of the proposal. Any addenda to these proposal documents shall be issued in writing; no oral statements, explanations or commitments by whosoever made shall be of any effect unless incorporated in the addenda.

7. Pursuant to the provisions of N.C.G.S. § 143-54 under penalty of perjury, the signer of the proposal certifies this proposal has not been arrived at collusively or otherwise in violation of Federal or North Carolina Antitrust laws. The owner or an officer of the firm must sign all proposals.

8. Pursuant to N.C.G.S. § 143-133.3 and related state and federal laws, the undersigned hereby certifies that the Bidder named herein, and the Bidder’s subcontractors, comply with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

9. PROPOSAL/SUBMITTAL FORMAT: Three (3) hardcopies should be submitted by mail or hand delivered. One (1) electronic copy should be submitted via email. The material should be in sequence and related to the RFP. The sections of the submittal should be tabbed and clearly identifiable. The deadline for submitting proposals for this RFP is on or before Monday December 15, 2025, no later than 4:00PM, EST.

10. PUBLIC RECORD: All proposals submitted in response to this Request for Proposal shall become the property of the County and shall become a matter of public record and subject to disclosure pursuant to Chapter 132 of the North Carolina General Statures when opened, except for portions which qualify “trade secret” information under Chapter 66, Article 24 (Trade Secrets Protection Act) of the North Carolina General Statutes. However, proposals which are marked as confidential or trade secrets in their entirety may be disqualified by the County. To properly designate material as trade secret under these circumstances, each person or entity providing a proposal must do the following: (a) any trade secrets submitted by a service provider should be submitted in a separate, sealed envelope marked “Trade Secret—Confidential and Proprietary Information—Do Not Disclose Except for the Purpose of Evaluating this Proposal,” and (b) the same trade secret/confidentiality designation should be stamped on each page of the trade secret materials contained in the envelope. Bidders must return and include with their proposal a signed version of the Public Records Addendum and Indemnification Agreement.

11. DISCUSSIONS: The County reserves the right to conduct discussions with Bidders for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements.

12. VENDOR APPLICATION: Prior to the award of contract, the successful bidder shall submit a W9 with the County’s Finance Department.

13. CONTRACT: The contract shall be based upon the Request for Proposal issued by the County and the offer submitted by the Bidder in response to the Request for Proposal. The offer shall substantially conform to the terms, conditions, specifications and other requirements set forth within the text of the Request for Proposal. The County reserves the right to clarify any contractual terms with the concurrence of the Bidder; however, any substantial non-conformity in the offer, as determined by Agency Director, shall be deemed non-responsive and the offer rejected. The contract shall contain the entire agreement between the Hoke County Department of Social Services and the Bidder relating to the requirement and shall prevail over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form. The contract shall be a form acceptable to the County and shall be a term of one (1) year. Renewal contracts may be entered for two (2) additional one-year terms.

14. PAYMENT: Payment will be in accordance with contract terms.

15. INDEMNIFICATION: Bidder agrees to hold harmless and indemnify the County from any and all claims, loss, liability, demands, damages or other financial demands that may be alleged or realized due to acts of nonfeasance, malfeasance, misfeasance, or negligence committed by Bidder while in the performance of the duties assigned pursuant to this Request for Proposal.

16. INDEPENDENT CONTRACTOR: It is understood that in the performance of any services herein provided, the Bidder shall be, and is, an independent contractor, and is not an agent or employee of the County and shall furnish such services in its own manner and method, except as required by the contract. Further, the Bidder has, and shall retain the right to exercise full control over the performance of the services hereunder. The Bidder shall be solely responsible for, and shall indemnify, defend, and save the County harmless, from all matters relating to the payment of its employees, including compliance with Social Security, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.

17. LICENSES: Bidder and all security guards shall be duly licensed with the State of North Carolina and copies of all applicable licenses shall be provided with responses.

18. PROTECTION OF GOVERNMENT PROPERTY: The Bidder shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on Agency property. If the Bidder fails to do so and damages such property, the Bidder shall replace or repair the damage at no expense to the County, as determined and approved by the Agency’s Director. If the Bidder fails or refuses to make such repair or replacement, the County will determine a cost and the Bidder shall be liable for the cost thereof, which may be deducted from the Contract price.

19. RECORD RETENTION REQUIREMENTS: As applicable, Bidder shall retain all records related to this Request for Proposal for three (3) years after all pending matters are closed, or for such other time period as required by County or by applicable federal or state law or regulation.

20. SUBCONTRACTS: No subcontract shall be entered into by the Bidder with any other party to furnish any of the services specified herein without the advance written approval of the Agency’s Director. All subcontracts shall comply with Federal and State laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Bidder referred to herein. The Bidder is responsible for contract performance whether or not subcontractors are used.

21. SAFETY: Bidder shall at all times enforce by adequate supervision and training of personnel, a safe working environment for all employees including the supervision of all services which relate to the general safety and welfare of any persons exposed to the services performed under the contract by Bidder. Bidder shall, at a minimum, comply with all applicable Occupational Safety and Health Administration (OSHA) standards. Bidder agrees to conduct all of its operations with due diligence and care for the safety of all persons at all times.

22. SITE INVESTIGATION: The Bidder acknowledges that he has investigated and satisfied himself as to the conditions affecting the work, including but not restricted to those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, electric, power, roads and uncertainties of weather, river stages, or similar physical conditions at the site, the conformation and conditions of the ground, the character of equipment and facilities needed preliminary to and during the prosecution of the work. The Bidder further acknowledges that he has satisfied himself as to the character, quality and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site. Any failure by the Bidder to acquaint himself with the available information will not relieve him from responsibility for estimating properly the difficulty or cost of successfully performing the work. The County assumes no responsibility for any conclusions or interpretations made by the Bidder on the basis of the information made available by the County.

23. CONFLICT OF INTEREST: Bidder shall be prohibited from proposing on this RFP if Bidder has attempted or made contact with any elected or non-elected County Official in an attempt to influence the award of this RFP or alter it in any manner. Further conflicts shall be grounds for contract default.

Bidder agrees to procure and maintain in effect during the entire period of any awarded contract, including any maintenance period thereof, a Commercial General Liability insurance policy covering claims, causes of actions, actions, losses, liabilities, damages, and expenses arising out of, caused by or the negligence or otherwise wrongful acts of the Bidder. The limits of liability of said insurance shall be at least [one million dollars ($1,000,000)] per occurrence and [one million dollars ($1,000,000)] per aggregate. The County of Hoke shall be named as an additional insured on the Bidder’s insurance policy.

Bidder shall also procure and maintain, or cause to be procured and maintained, Workers’ Compensation coverage for its employees, as may be required by law.

The proposal shall include the following sections:

Section 1: Introduction.

• Point of contact: Name, title, phone number and email.

• Company address.

• Company telephone number.

• Name of Person with Binding Authority: Name, title, phone number and email.

Section 2: Experience.

• Provide corporate history and number of years in business.

• Describe company’s complete corporate structure, including parent companies and subsidiaries.

• Provide management organization chart.

• Explain how your organization ensures that personnel performing the services are qualified and proficient.

• Describe key individuals along with their qualifications and professional certifications.

• List any projects or services terminated by a government entity.

• List whether organization is involved in any pending litigation that may affect its ability to provide its proposed solution.

Section 3: Licenses and Insurance.

• Provide certificate of insurance detailing organizations coverages.

• Provide corporate and individual’s, that would be assigned to contract, state license.

Section 4: References.

• Provide at least three (3) professional references.

• Each contact must include the name of firm, contact name, email address, phone number, description of services provided, date(s) of services for projects similar to the services requested in this RFP.

Section 5: Price Proposal.

• Complete the Price Page, attached.

Section 6: Public Records Addendum and Indemnification Agreement.

The County reserves the right to conduct interviews with some or all of the Bidders at any point during the evaluation process. However, the County may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The County shall not reimburse the Bidder for the costs associated with the interview process.

The County reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any Bidder submitting a proposal.

The County reserves the right to (i) reject any or all proposals, or (ii) accept that proposal which the County deems to be in its best interest, whether or not it is the lowest dollar proposal.

DEPARTMENT OF SOCIAL SERVICES BUILDING SECURITY

Department of Social Services Building Security:

Bid is for two (2) part-time professional armed security officers providing security at Department of Social Services Buildings all business days/hours.

Two armed security guards per 1 hour $_____________________

As Needed Security:

Bid is for as needed security rate per officer type.

Unarmed security officer per hour $_____________________; minimum ___________ hours

Armed security officer per hour $_____________________; minimum ___________ hours

Company Name: ________________________________________

Person authorized to sign (print): ________________________________________

Title: ________________________________________

Signature of person authorized to sign: ______________________________________

Once received by the County, your proposal is considered a public record and subject to disclosure, except for material which qualifies as “trade secret” information under N.C.G.S. § 66-152, et. seq. After the proposal opening, the County’s selection committee, as well as other County staff and members of the general public who submit public records requests, will review the proposal.

The public disclosure of the contents of each proposal submitted in response to this Request for Proposals is governed by Chapter 132 and Section 66-152, et. seq., of the North Carolina General Statutes. If any proposal contains trade secret information as defined by Section 66-152, et. seq., of the North Carolina General Statutes, such trade secret information should be specifically and clearly identified as follows:

To properly designate material as trade secret under these circumstances, each person or entity providing a proposal must do the following: (a) any trade secrets submitted by a service provider should be submitted in a separate, sealed envelope marked “Trade Secret—Confidential and Proprietary Information—Do Not Disclose Except for the Purpose of Evaluating this Proposal,” and (b) the same trade secret/confidentiality designation should be stamped on each page of the trade secret materials contained in the envelope. Any service provider that designates its entire proposal as a trade secret may be disqualified.

In submitting a proposal each person or entity agrees that the County may reveal any trade secret materials contained in such response to all County staff and County officials involved in the selection process, and to any outside consultant or other third parties who serve on the selection committee or who are hired by the County to assist in the selection process.

Furthermore, by submitting a proposal and by signing this Public Records Addendum and Indemnification Agreement, you agree to indemnify and hold harmless the County and each of its officers, employees, and agents from any and all costs, damages, and expenses incurred in connection with refusing to disclose any material, which has been designated as a trade secret as described above. Service provider signs this agreement under seal and also acknowledges that this agreement between the parties is supported by sufficient consideration. The signatory below represents and warrants that he or she is authorized to act on behalf of and bind the entity below.

______________________________________________________________________________

Name of Entity Submitting Proposal

_______________________________                   _______________________________

Signature of Authorized Official(SEAL)           Date

_______________________________

Printed Name of Authorized Official

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