CRRC Security Contract Base + 4 beginning 04-01-2018 - 09-30-2022
Added: Nov 14, 2017 6:58 pm This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Diana Curl, diana.curl@va.gov. Interested firms should notify this office, as early as possible, but not later than November 21, 2017, 5:00 p.m. MT. All firms shall list their name, address, phone number, point of contact, and type of business. Any questions can be directed to Diana Curl, Contract Specialist/Contracting Officer, at (208) 429-2031. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. This Sources Sought announcement is for uniformed and unarmed Security Guard Services for the VA Community Resource & Referral Center (CRRC) and Homeless Primary Care Aligned Team (H-PACT) at the Portland VA Medical Center in Portland, OR. A draft copy of the Statement of Work is attached to this notice. GENERAL DESCRIPTION of the services to be performed: The purpose of this requirement is to provide uniformed and unarmed Security Guard Services. This is a Non-Personal Service. The designated NAICS Code is 561612 Security Guard Services, Size Standard, $20.5M. A Statement of Work (SOW) shall be included in the sources sought notice. The sources sought notice number is 36C260-18-Q-0064. Your response shall include the following information: Size of company (i.e., 8(a), HUBZONE, WOSB, EDWOSB, Veteran Owned, Small Disadvantaged Business, Service Disabled Veteran Owned, etc.). Ability to comply with the Limitations on Subcontracting as defined in VAAR Clause 852.219-10 for SDVOSBs and FAR Clause 52.219-14 for small business concerns or 8(a) participants. Revenue for last tee years. Relevant past performance on same/similar work dating back to the last tee years and your company s capability to do this type of work. Teaming Arrangements to include relevant past performance on same/similar work dating back to the last tee years. Documentation of technical expertise and capability must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. It is imperative that business concerns responding to this sources sought, articulate their capabilities clearly and adequately. THIS IS NOT A SOLICITATION. THIS IS A MARKET RESEARCH DOCUMENT. IF A SOLICITATION IS ISSUED, IT WILL BE ANNOUNCED AT A LATER DATE, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement.  After market research is completed, the government will decide the type of small business program consideration under which a solicitation will be issued, if any. This action is being considered for 100% set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB) and/or Historically Underutilized Business Zone (HUBZone) firms. 8(a) firms, Economically Disadvantaged Women Owned Small Businesses (EDWOSB), and Women Owned Small Businesses (WOSB). If interest is not received by the response due date from enough service disabled, veteran owned, or other small businesses, a resultant future solicitation can be issued unrestricted, and no further communications regarding the decision will take place. STATEMENT OF WORK CONTRACT TITLE: Security Guard Services for the VA Community Resource & Referral Center (CRRC) and Homeless Primary Care Aligned Team (H-PACT) BACKGROUND. The CRRC is one of 15 pilot programs funded by the Veterans Administration (VA) to provide resource and referral services to homeless and at risk veterans. The H-PACT will be co-located with the CRRC. Both programs will serve veterans who are enrolled in the VA medical system, some of whom will have behavioral health flags, as well as veterans who will be new to the system. Many of the veterans who will be served will have mental health and substance abuse issues along with physical health problems. SCOPE. The contractor shall furnish all personnel, equipment, and supplies, except as specified as Government- furnished, to provide security guard services at and around the VA Community Resource and Referral Center at 308 SW 1st St. Portland OR 97205. SPECIFIC TASKS. The contractor shall provide unarmed and uniformed security guards that can be scheduled for daytime security duties, be available to respond to requests for assistance on an on-call basis and can patrol designated areas around the building. The contractor shall supply security guards that meet the following minimum requirements: Have a minimum of five years of performing security guard s duties. The Contractor shall have experience working with persons who are homeless and may be living on the streets or in shelters and may suffer from cognitive, mental health or substance abuse problems. Have successfully met and/or passed all pre-employment screening tools, such as: drug testing, a Department of Safety Standards and Training (DPSST), criminal background check, and employment reference checks. Demonstrate an ability to de-escalate potentially volatile situations without the use of force, to problem- solve, i.e., ability to process information combined with experience and knowledge to achieve a reasonable solution, and to mediate conflict. Demonstrate an understanding of the concepts of community policing, and demonstrate the ability to work, interact, and build effective partnerships with the VA Police, local police bureau, transit police, neighbors and/or CRRC staff. Be licensed and certified by DPSST in accordance to ORS 181.875. The contractor will supply security guards who will be able to perform, at a Minimum, the following duties: Security guards shall interact with all individuals encountered in and around the designated areas of surveillance to provide information, problem-solve, prevent unlawful activity, take appropriate action when necessary and promote positive public relations. Security guards shall patrol the areas around the CRRC and report any illegal activity, unusual findings, or safety concerns. Security guards will, at random so as not to establish a pattern, conduct a minimum of 4 internal foot patrols and 2 external foot patrols of the clinic. These random patrols will be logged into the Daily Operation log. The final internal foot patrol will be conducted at 4:20 pm to make sure that no unauthorized persons remain in the building. While patrolling, security guards shall respond to all calls for assistance in the clinic as quickly as possible. Security guards shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders and training instructions, and can communicate with all types of persons as well as can resolve conflicts and solve problems in a civil and professional manner. Security guards shall exercise sound judgment and discretion in stressful situations. Security guards do not have arrest authority; however, they must be able to quickly assess a situation and determine the most effective way to handle each situation which might include intervening to prevent immediate harm, face-to-face discussions with individuals, conducting active public relations, maintaining a visible presence or observing and reporting to the Portland Police. Security guards shall not attempt to handle any situation that is beyond their authorization or ability to deal with safely. Security guards will call 9-1-1 for police and/or other public safety or first responders as appropriate. Security guards shall not be armed with a firearm, night stick or an item other than radios and hand cuffs. Radio equipment and hand cuffs shall be supplied by the Contractor. Security guards shall have exclusion authority, i.e., restricting an individual s access to specific sites/areas based on past or current behavioral issues or offensive conduct, for those sites where such authority exists if the exclusion conforms to 38 CFR 17.106. Security guards shall report criminal activities to the Portland Police Bureau Patrol Officers, avoiding personal participation in arrests or criminal investigations, except in emergency situations. Security guards shall maintain a daily log of activities which will be entered an electronic folder in a VA computer at the end of each day. All hand-written logs will be sedded at the end of the work day. No VA sensitive information or patient identifiable information shall be retained by the security guards or permitted to leave the VA premises. Security guards will check the electronic folder each morning to review the previous day s notes. Security guards shall be uniformed and be radio-equipped to communicate with their supervisors and the Portland Police. Radio equipment shall be supplied by the contractor. No identifiable patient information will be communicated via radio. Security guards will comply with all VA rules and regulations regarding privacy and information security. All security guards stationed at the CRRC will take VA HIPPA/Privacy training and Information Security training. Security Guards will be issued PIV badges to enable them to gain access to the CRRC building and VA computers. Security guards shall conduct themselves in a professional and courteous manner and maintain the highest standards of honor and respect for all persons. Security guards shall be able to communicate with persons in a positive and professional manner to explain rules and use verbal persuasion to obtain voluntary compliance. Security guards shall never act in an overbearing or domineering manner, but can interact with respect as well as exercising fair and equal treatment to others without compromising the safety to themselves or others. m. Work schedules may be subject to change, based on staff coverage and building closure. n. Security Guards shall not utilize VA office spaces when not on a patrol or interacting with all individuals as to ensure that a constant state of situational awareness is maintained. The Contractor shall provide regular and continuous training to security guards (in addition to what is required by DPSST) on subjects such as: legal updates, public relation and cultural diversity training, and policy and procedural updates/changes. The Contractor shall develop and implement a process for monitoring and assessing security guard s performance. The Contractor shall provide randomized drug-testing on security guards to ensure security guards are free of drug use. The contractor shall develop one (1) written Security Guard Standard Operating Procedure (SOP), which addresses the following areas: a. Communication Will describe the process for developing and maintaining communication links, collaborative relationships and contacts with the following: Portland VA Police, Business Contacts (Business contacts are defined as having direct contact between the security officer and the businesses in order to develop and maintain good relationships in the designated patrol areas, Portland Police and Transit Police Contacts, Interaction and Reporting, Downtown Services (i.e., Clean and Safe Program Services), Other Business Security Agency Contacts. b. Incident Reporting - Response procedures for reporting incidents, acts, or conditions that may affect the safety and security of individuals and/or property in the area. This would also include identifying the progression of incident reporting from low level up to critical. c. Response to Behavioral Issues Response procedures dealing with some of the following individual conduct issues: 1) Hostility, aggressive behavior; 2) Outbursts or inappropriate actions/behavior attributable to mental health issues; 3) Intoxication or under the influence of a controlled substance; 4) Aggressive Panhandling; 5) Use of inflammatory or abusive language directed at individuals/businesses or other anti-social behavior that could lead to potential harm or damage. d. Security Guards Schedule and Coverage Identifies the policy and procedure for ensuring patrol officer coverage during the CRRC s hours of operation and addresses staffing shortages due to illness, absences, vacations, staff replacement (new hires), trainings, etc. e. Security Guards Training Describes the policy and procedure for the orientation and training of new security guards who are either permanently or temporarily replacing another security guards, and any other trainings that that will better equip and enable the guard to deal more effectively with the public and perform their duties. The SOP will be sent to the VA Police, mental health administration and CRRC program director within 30 days of the beginning of the contract period or any time a procedural change takes place that may affect the ability of the Security Guard to fulfill their duties as outlined in this SOW 5. PERFORMANCE MONITORING Performance under the contract will be monitored and evaluated by VA Police, Mental Health Administration and CRRC staff. Performance objectives may be modified during program operation, upon written agreement of the selected Provider and VA Police. The successful Offeror shall comply with the following performance objectives: 1. Security guards will respond to urgent calls within 3-5 minutes. 2. Security guards will be on site at the CRRC or the adjacent area 95% of their scheduled time. 3. At least 80% of the businesses surveyed in the area surrounding the CRRC will respond that safety issues and quality of life in the area have either been positively affected or have stayed the same (not been reduced) as a direct result of the presence of the CRRC / H-PACT in the Lawrence Building. Contracts between the selected Provider and CRRC will be monitored tough several means, including: Monthly Report: Contractor will supply a weekly status report of schedules and coverage for the coming week, # of veteran contacts the previous week, response times, and any issues or concerns. Site Reviews: VA Police, mental health administration may schedule on-site visits to review agency compliance with the contract standards and performance criteria. Contract Services Meetings: VA Police and CRRC staff may schedule regular meetings to discuss issues relating to the performance and delivery of contracted services and to resolve any operational problems that may arise. The meetings may consist of representatives of the contracted agency and a cross section of VA Police, Mental Health Administrators and CRRC staff. 6. SECURITY REQUIREMENTS Background Investigation and Special Agreement Checks All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Tier 1. All Contractor employees shall be required to complete a Special Agreement Check (SAC) and a National Agency Check with Written Inquires (NACI) prior to beginning services. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the office of Personnel Management (OPM) tough the VA, the contractor shall reimburse the VA in 30 days. 7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). Officer s Duty book to include: Standard Operating Procedure at the VA CRRC Access to use a work space as needed with the following: Chair and desk. 8. Other Pertinent Information or Special Considerations. 1. The security guards shall be stationed at, patrol and survey the area surrounding the CRRC located at 308 SW 1st Avenue, Portland, Oregon. The specific areas to be patrolled are: a. Immediate Block Areas, which include: · SW 1st Avenue · SW Oak · SW Stark St · SW Front Street b. Extended Block Areas, which include: · Eastern border, includes both sides of SW Front Avenue · Western border, includes both sides of SW 2nd · Northern border, includes both sides of SW Washington · Southern border, includes both sides of SW Pine 2. One Patrol Officer will be stationed at and patrolling the area surrounding the CRRC, 30 hours per week · Monday, Tuesday, Wednesday and Friday: 8:00AM -1PM and 3:30PM-4:30 PM · Thursday: 10:30 AM tough 4:30 PM 3. Holidays or building closures that will be observed by the VA are as follows: · New Year s Day (January 1st); · Dr. Rev. Martin Luther King, Jr. Birthday (observed third Monday in January); · President s Day (observed third Monday in February); · Memorial Day (observed last Monday in May); · Independence Day (July 4th); · Labor Day (observed first Monday in September); · Veteran s Day (November 11th); · Thanksgiving Day (observed fourth Thursday in November); and · Cistmas Day (December 25th). 9. Risk Control Safety Protocol: When a veteran exhibits aggressive behavior (verbal teats or gestures, agitated behavior, or kicking or towing things) staff will alert the security guard on duty. Staff will open their office door and/or leave as appropriate or possible. If staff feels in imminent danger and cannot leave their offices shout out for help from security or colleagues in neighboring offices or press their Lynx keys. All computers will have Lynx capability. Computers in rooms where veterans are being seeing have 2 control keys (marked with red stickers) that when pushed simultaneously activate a pop-up on all computers alerting staff that there is an incident in a particular room. If neither the staff nor the security guard can de-escalate the veteran 911 will be called. The PVAMC infection control plan will be followed at the CRRC. PLACE OF PERFORMANCE. Contractor will perform all work at and around the VA Community Resource and Referral Center at 308 SW 1st Street, Portland OR (The Lawrence Building). PERIOD OF PERFORMANCE. See Price-Cost Schedule DELIVERY SCHEDULE. SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Security Guard SOP Word or PDF 1 30 2 Monthly Report Word or PDF Monthly 30
36C26018Q0064 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 20
11/14/17, 6:58 PM Security Guard Services for the VA Community Resource & Referral Center (CRRC) and Homeless Primary Care Aligned Team (H-PACT) in Portland, OR. Base (6 Months) + 4, Beginning 04-01-2018 - 09-30-2022
Added: Dec 06, 2017 12:37 pm Page 1 of 2 (i) This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and written solicitation will not be issued. (ii) Request for Quote (RFQ) 36C260-18-Q-0064 is a combined synopsis/solicitation for commercial items. This combined synopsis/solicitation is issued as a RFQ. Submit written offers only, oral offers will not be accepted. Offers may also be emailed to Diana.Curl@va.gov. All firms or individuals responding must be registered with the System for Award Management (SAM). (iii) This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-95. It is the contractor s responsibility to be familiar with applicable clauses and provisions. Clauses and provisions can be found at: http://farsite.hill.af.mil/vffar1.htm (iv) This procurement is being issued as 100% Service Disabled Veteran Owned Small Business Set-Aside. North American Industrial Classification Standard: 561612; Small Business Size Standard: $20.5M (v) ***See Attached 1449, 36C260-18-Q-0064 for Line Items*** (vi) Please see Statement of Work on attached SF 1449. (vii) Quotes are requested to be for work to be performed at the VA Community Resource and Referral Center, 308 SW 1st St, Portland OR 97205. (viii) The provision at FAR 52.212-1 Instructions to Offerors Commercial Items, applies to this acquisition. (ix) The provision 52.212-2-Evaluation-Commercial Items applies to this acquisition. The Government will award a firm-fixed price contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer conforming to the synopsis/solicitation will be most advantageous to the Government, price and other factors considered. Award shall be based on Lowest Price Technically Acceptable to the Government. (x) The provision 52.212-3, Offeror Representations and Certifications-Commercial Items, applies to this acquisition. Provide a completed copy of Representations and Certifications at FAR 52.212-3. The offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) tough (p) of this provision. (xi) The clause at FAR 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition. Addenda are located on the attached SF 1449. (xii) The clause at FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders, applies to this acquisition along with the following provisions and clauses under this clause: See attached SF 1449, 36C260-18-Q-0064 for provisions and clauses that are part of 52.212-5. (xiii) Additional provisions and clauses that apply to this acquisition: ***See attached SF 1449, 36C260-18-Q-0064 *** for additional provisions and clauses. (xiv) Quotes are required to be received no later than 4:30 p.m. MT, December 15, 2017. Recommend a follow-up phone call after mailing or emailing to ensure receipt of quote by the Contracting Officer prior to the offer due date and time. (xv) Quotes must be emailed to Diana Curl, email, diana.curl@va.gov, address, 960 Broadway Avenue, Ste. 460, Boise, Idaho 83706. Questions regarding this solicitation shall be submitted in writing via email to diana.curl@va.gov. The deadline for questions is 3:00 p.m. MT, December 11, 2017. No phone calls will be accepted.
36C26018Q0064 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 20
12/6/17, 12:37 PM