Specifications include, but are not limited to: a) Security Guards will report on time, in uniform at all times while on duty, oriented to security duties, properly instructed, supervised and with completed background checks. Uniform must be clean and neatly pressed. b) The Security Guard shall at no time leave the designated premises while on assigned duty without an approved replacement being present. c) No Security Guard shall be paid for over-time duty or for days that the offices are closed for official State holidays. It will be the responsibility of the awarded contractor to ensure each officer is relieved and rotated appropriately to negate overtime. d) The Security Guard shall make rounds of the premises randomly. When not conducting rounds of the premises, the Security Guard will remain at the designated security station located in the office lobby area. The Security Guard will notify the HHSC authorized representative should it become necessary to leave the security station for reasons other than conducting rounds or responding to a security emergency. e) The Security Guard shall notify HHSC authorized representative that they’re leaving their post to patrol and make random rounds to ensure the safety of personnel, clients, vehicles, and property in the parking area and/or control parking on facilities as requested by HHSC authorized representative or Designee. f) The Security Guard shall address any person who is continuously loud or boisterous in an office to refrain from such action or escort those individuals from the premises. In the event of a conflict between an employee of the HHSC and a client, the Security Guard shall make his/her presence known and render assistance to include contacting the authorities. g) No Security Guard shall perform office work or any other work pertaining to the HHSC other than those services for which the Security Guard has been contracted to perform. h) The Security Guard at each office shall familiarize themselves with all emergency phone numbers. i) The Security Guard at the location of service will report to the HHSC authorized representative or Designee appointed for the building. j) The Security Guard will check all interior areas of leased space before going off duty to ascertain if any staff and/or clients remain in the building. The guard will then check all exterior doors to be sure the building is locked and secure. If a guard’s shift is completed prior to the office closing, the guard will check all areas before leaving the premises and report any areas of concern to the HHSC authorized representative. k) In the event of a security incident, the Security Guard shall complete and submit to the HHSC authorized representative, a Security Incident Report. The report shall be a comprehensive accurate account of details relative to the reported incident. l) The Security Guard must be thoroughly familiar with the operation and control of all building life safety system such as but not limited to fire alarms, building life safety system, telephone system, and access and intrusion alarm systems. m) The Security Guard will check identification of all persons entering and leaving the building during and after "normal” office hours. Any person without an employee identification badge must sign in and out and will be issued a visitor badge. The Security guard will permit only authorized persons (individuals with identification badge) to enter into restricted areas of the premises. n) Security guards are to monitor and prevent HHSC property from being removed from the premises without proper authorization. o) The Security Guard will be attentive at all times. Guard will, at a minimum, make eye contact with all visitors and staff. The Security Guard will not visit, make personal phone calls, read or otherwise be inattentive while on duty. Security guard, after informing appropriate staff, may take a fifteen (15) minute break during the first half of their shift and a fifteen (15) minute break during the last half of their shift. Guard will take breaks while on the premises, after notifying the authorized representative at location. p) The Security Guard will limit telephone calls to emergency and official business use only. If using a state agency phone, collect and long-distance calls are not permitted. Misuse of state agency phones could lead to termination of the contract. Use of state agency computers, copiers or any other state-owned equipment is not permitted. Guards will not occupy a private office with agency facilities or engage in lengthy personal conversations or other activities other than that of providing continuous security services as specified herein. q) The Security Guard shall be available to escort HHSC employees to their cars if a security risk exists. r) The Security Guard may assist accessible staff and visitors when entering and existing the building and when using the elevators, if needed. s) The Security Guard will report any unusual incidents, hazardous conditions, or emergencies to the appropriate authority i.e. City Police Dept., City Fire Dept., and HHSC authorized representative. t) The Security Guard will not engage in conversations with clients and/or employees and not give any policy/office procedures information to clients. Security guard will refer questions from clients to the receptionist. u) All security guards shall be thoroughly familiar with HHSC building security. Special attention shall be directed to the procedures for afterhours building access and emergency procedures for fires and bomb threats, including the Office Emergency Action Plan (OEAP). Guards will become familiar with all emergency phone numbers and facility evacuation plans. v) The Security Guard will prevent employees and visitors of HHSC from harassment, incursion, or any criminal activity by unauthorized persons while on HHSC premises. w) The Security Guard will be able to communicate in English clearly, both verbally and in writing. x) The Security Guard will prepare and provide a written report for any atypical incidents or suspicious activity. The report must be provided to HHSC contract manager via email. y) The report should include the following: 1. Date and time of incident. 2. Individual(s) involved, including a description of the individual(s). 3. Written summary of the event to include what transpired and any actions taken by the guard. 4. Signed by the guard. z) The Security Guard will submit a daily report of on-duty hours to the HHSC authorized representative. Sign-in sheets will be furnished by the agency. Sign-in sheet will be signed by the security guard and HHSC authorized representative at the end of each business day. HHSC/DFPS authorized representative will provide sign-in sheet to contract manager via email. Vendor is to include a copy of the sign-in sheet with invoice.
