SECURITY GUARD SERVICES AT CITY HALL & ANNEX

CHARLOTTE M. MOSES, MAYOR RONALD BURTON, CPM
THOMAS KINLAW, III CITY MANAGER
MAYOR PRO TEM
CHRISTE WHITLEY NED, TRMC
COUNCIL MEMBERS: CITY SECRETARY
TAYLOR L. GETWOOD
CAL J. JONES ROXANN PAIS COTRONEO
WARREN PENA CITY ATTORNEY
KAALA JACOBS
DONALD FRANK, SR.
September 15, 2026
REQUEST FOR PROPOSAL
SECURITY GUARD SERVICES AT CITY HALL & ANNEX
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, September 23, 2026 (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, September 23, 2026 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: P25-056
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies and
USB 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 writing to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department | Purchasing Manager, Clifton Williams
P.O. Box 1089|444 4th Street| Port Arthur, Texas 77641| 409.983.8160 |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
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REQUESTS FOR PROPOSALS
SECURITY GUARD SERVICES CITY HALL & ANNEX
(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 23

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 City Hall & Annex facilities and
equipment. It is neither the purpose nor the intent to alienate any prospective bidder within the
following descriptions:
Workdays and Hourly Schedule:
Weekdays
Monday - 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 18 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
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.
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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.
l. 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 City Hall Lobby. The other guard will be located at
a desk in City Hall Annex Lobby.
2. Guard in City Hall Annex Lobby will keep an orderly line for citizens paying bills.
3. During Covid pandemic, guard will only allow City personnel, USPS, 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 from 8:00 am to 5:00 pm. Guard must be at the desk
during these hours.
5. Guard may be responsible for staying at night for night council meetings which is once a
month. Special meets may be called in addition to that. A day council meeting is also once
a month.
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. The Overtime cost will be for
the extra hour.
.
Insurance:
1. Contractor must comply with the City's insurance requirements.
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.
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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.
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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
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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.
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GENERAL INFORMATION:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City
of Port Arthur the required information specified in Bid or Proposal Specifications listed in
this Bid Package.
All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING
EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE
THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list
shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible
to perform in strict accordance with the specifications of the invitation. The City reserves the right
to accept any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest of
the City of Port Arthur.
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.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance
with these specifications. The award shall be made to the responsive, responsible bidder who
submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best
interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the
City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids
as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur and
whose bid is within 5% of the lowest bid price, as provided by Section 271.905 of the
Texas Government Code. Excluding Federal Funds
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and
Proposal" shall be equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to submit a
complete response to all requirements and questions as directed.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest Questionnaire
(Form CIQ). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the
Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information
concerning persons doing business or seeking to do business with the City of Port Arthur, including
affiliations and business and financial relationships such persons may have with City of Port Arthur
officers. The form can be can be located at the Texas Ethics Commission website:
https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a
response to this RFP, you acknowledge that you have been notified of the requirements of Chapter
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176 of the Texas Local Government Code and you are representing that you in compliance with
them.
Any information provided by the City of Port Arthur is for information purposes only. If you
have concerns about whether Chapter 176 of the Texas Local Government Code applies to
you or the manner in which you must comply, you should consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair, competitive
access to governmental procurement by responsible contractors. Moreover, they should conduct
themselves in such a manner as to foster public confidence in the integrity of the City of Port
Arthur's procurement organization.
Any employee that makes purchases for the City is an agent of the City and is required to follow the
City's Code of Ethics.
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 ITB and Specifications will be made
by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing
Manager. The City assumes no responsibility for the bidder's failure to obtain and/or properly
submit any addendum. Failure to acknowledge and submit any addendum may be cause for the bid
to be rejected. It is the vendor's responsibility to check for any addendums that might have been
issued before bid closing date and time.
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.
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