Preparation for Upcoming Renewal of MTHA Security Services

Memorial Thicket

Sun, May 31 at 7:08 PM

The Memorial Thicket Homeowners Association (MTHA) has recently received inquiries from residents regarding MTHA guard services and the upcoming contract renewal. To provide transparency and to clarify what is out on the street, the three-year contract with our current guard service, CIS, LLC,  expires at the end of this year. In accordance with the current by-laws of  MTHA, Section 7.1(e) states that the Board shall solicit bids or proposals using a bid process if a contract for services costs more than $50,000. The bid process is in accordance with the terms of the Large Contract Bid Solicitation Policy approved by the Board of MTHA on November 16, 2023. Our current annual expense for security approximates $210,000, or 60% of the total MTHA budget, thus the required solicitation of bids. While these proposals have gone out to 11 local security companies (MTHA shall attempt to obtain a total of three bids or proposals for this service), there is no language in the proposal, nor has the Board proposed unarmed guards.

The opening to the formal proposal submission that was sent reads: 

Dear Potential Vendor,

The Memorial Thicket Homeowners Association (MTHA) invites your firm to submit a formal proposal for commissioned (armed) security guard services for our residential community located at 702 Plainwood Drive, Houston, Texas 77079. Memorial Thicket consists of 159 homesites and includes an enclosed guardhouse at the entrance. There is only one entrance/exit off of Memorial Drive that serves Memorial Thicket. All streets in Memorial Thicket are public. Memorial Thicket maintains an A+ crime grade compared to a C+ for the total 77079 zip code area.

Scope of Services

The selected provider will supply qualified, licensed, and professional commissioned security personnel to deliver continuous security coverage on a 24-hour, seven-days-per-week basis throughout the Memorial Thicket subdivision. All personnel must meet applicable licensing requirements and be authorized to carry a handgun while on duty.

The proposal only asks for both armed and unarmed pricing to provide the homeowners with comparative pricing in cases where future contract pricing is increased, thus raising the homeowner’s annual assessment. If the homeowners reject an annual assessment increase, if one would be required, the Board would need to consider cost cutting across the services that are provided. The Board is not obligated to award a service contract, such as security services, to the low bidder, but must use its reasonable due diligence efforts in considering the factors the Board considers relevant regarding a security contractor and its bid or proposal. These factors include proof of licensing to hold and carry a handgun, proof of insurance including liability insurance, ability to supply a marked vehicle or other mode of transportation for patrolling purposes, and the ability to deliver continuous security coverage on a 24-hour, seven-days-per-week basis in the Memorial Thicket subdivision only. In addition, the request for bid states that the bidder provides detailed pricing for a one-, two-, and three-year contract term beginning January 1, 2027, to provide the Board with pricing leverage. CIS, LLC is in receipt of the proposal but to date has not submitted a written bid. However, bids are not due until July 15^th.

 The Board is committed to keeping our neighborhood safe and continuing to ensure home market values continue to increase. To avoid any confusion, the Board is not switching to a cheaper security company nor moving away from armed guard services. The Board, due to the expiration of the existing contract, is looking to retain our existing service or contract with another service, based upon written bids and select criteria, that continues to provide a level of service expected of our residence.

As we approach the August-September timeframe, more information regarding our bid process will be shared with the homeowners. Since we have not begun the process of analyzing the bids due to the deadline not yet being reached, there is no information to share at this time. Our plan is, and always will be, to be very transparent with our bid process. 

Thank you again for your engagement with the process.

Jerry W Fabian

VP of Security

Memorial Thicket Homeowners Association