01 RSOB Security Guard Services SOW_Final.pdf

STATEMENT OF WORK

RSOB SECURITY GUARD SERVICES

6100060290

I-1.Statement of the Project. The Department of General Services is issuing this Invitation for Bids (IFB) to procure Security Guard Services throughout the interior and exterior of the Reading State Office

Building (RSOB), located at 625 Cherry Street, Reading, PA 19602. It will be imperative that the

Awarded Supplier offer a representative that has the capacity to physically arrive at RSOB within a response time of two (2) hours for any event deemed critical.

Currently, this agreement calls for the Awarded Supplier to furnish four (4) full-time, dedicated Security

Guards, two (2) of which should be bi-lingual, Spanish speaking as well as one (1) full-time Site

Supervisor Guard. DGS reserves the right to change service areas, times and/or increase or decrease quantity and types of guards. Any changes or cost requests will be communicated with the Awarded supplier should they be required.

4 x Level 3 Full-Time, Armed Enhanced Guards – RSOB requires the expertise of a Level 3 guard, but

DGS may request they be unarmed, depending on the location of daily tasks required.

1 x Level 5 Full-Time, Site Supervisor Guard – This position will serve not only in a supervisory capacity, but also serve and complete armed guard functions.

Overnight Guard Services – Awarded Supplier to provide, if required by DGS management.

Prior to the start of services, Awarded Supplier will be expected to meet with RSOB Facilities personnel to fully understand requirements and responsibilities of services. It is a requirement that the Awarded

Supplier be ready to fulfill services on day one of go-live.

It shall be the policy of the Awarded Supplier to ensure that the security screening area (scan point) is properly manned and that each Security Guard understands his/her duties. Security Guards shall screen all visitors and packages to ensure that weapons and other prohibited items are not brought into the building. Security Guards have the authority to question any person entering the building if that person appears suspicious or appears to threaten the health and safety of the building’s occupants.

Security Guards must ensure that the visiting public abide by, and comply with, all building rules and procedures, as outlined within this Statement of Work (SOW) and Attachment A – RSOB Policy and

Procedures.

I-2. Optional Site Visit. An Optional Site Visit will be held on Wednesday, February 7, 2024, at

10:00am ET. Those interested in attending should RSVP via email to Kristine Potts, Facilities Services

Manager at krpotts@pa.gov, by or before COB Tuesday, February 6, 2024. No food or drink permitted during tour. Photos will be allowable for common areas, but not offices. Limit two (2) attendees per supplier.

I-3. Method of Award. This is a single award contract. The Commonwealth will award a purchase order contract by low cost calculated by the hourly rate total of all proposed years to the responsible and responsive bidder who meets the eligibility requirements. Award of a Contract only renders a

Contractor eligible to perform services under the Contract. No work may be performed without the issuance of a purchase order.

mailto:krpotts@pa.gov

I-4. Pricing. Bidders must submit an all-inclusive hourly bid price electronically within Attachment B –

Cost Submittal Worksheet for each Security Guard type for each proposed year of the purchase order.

The bid price must include all costs associated with execution of the job i.e., travel, materials, equipment, labor, and any other required costs necessary to complete work as outlined.

I-5. Term of the Project. The service term of this Project shall commence upon issuance of a fully executed Purchase Order to the selected Awarded Supplier. The term with be one (1) year w/ the option of (4) 1-year renewals.

Notice to Proceed. After receiving notice to proceed, Awarded Supplier shall meet with appropriate

DGS agency representatives and discuss policy, existing security system(s), transition, and expectations.

I-6. Qualifications.

A. Requirements. In response to this IFB, Bidder is required to submit all relative licensures, accreditations, narratives, etc., specified below for the applicable service category: Level 3:

Armed Enhanced Guard and Level 5: Site Supervisor Guard.

B. Experience. Three (3) detailed examples of projects that your company performed that are similar in nature and scope to the services stated in this IFB. A detailed narrative that includes the following:

1. Project Name;

2. Scope and Size of Project;

3. Project Start and End Dates;

4. Company Name;

5. Company Address;

6. Contact Person;

7. Contact Phone Number; and

8. Contact Email Address.

Supplier Response

C. Personnel. Awarded Supplier must provide the names and resumes of the individuals who will be assigned to this project, showing a minimum of two (2) years of experience, and demonstrating the qualifications and skills required to successfully develop and implement the project. It is very important that the proposed individuals have all proper and current certifications. Ensure resumes contain no personal information, except required information as these documents may become public documents.

Each type of personnel must possess the qualifications, as per attached Security Guard Invitation to Qualify (ITQ) contract Statement of Work (SOW) (Attachment C):

Level 3: Armed Enhanced Guard - 92120000-ITQ-412

Level 5: Site Supervisor Guard - 92120000-ITQ-414

D. Subcontracting. If applicable, Awarded Supplier shall provide a subcontracting plan for all subcontractors, who will be assigned to the Project. The Awarded Supplier assumes responsibility for all services whether or not it provides them directly. An Awarded Supplier cannot sub-contract more than 49% of the services. For each position to be subcontracted provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

I-7. Project Work Plan. Awarded Supplier will be responsible for performing the following tasks and adhere to the RSOB Standard Operating Procedure (Attachment A). Awarded Supplier shall describe in narrative form its approach for accomplishing the tasks.

A. Security Guard Services. All security guard(s) will perform the following functions while on duty:

1. Access the Facilities Services Manager’s office to sign-in at the beginning of each shift and sign-out at the end of each shift as well as retrieving the building keys.

2. Unlock office areas pre-determined by Facilities’ Services manager and turn on lights for each office area.

3. Turn on the security monitor in the main lobby.

a. The guard(s) is responsible for turning on/off each of the monitoring camera in the lobby and monitoring the surveillance to ensure employee and visitor safety when entering and exiting the premises and notifying the Facilities Services Manager if security cameras/monitors are in non-working condition.

4. Visually inspect areas and report any problems/concerns to Facilities Services Manager or maintenance staff.

5. Minimally one (1) guard(s) will maintain continuous, visible, and stationary presence at the employee/visitor entrance reception desk for building access and exit, unless otherwise directed by the Facilities Services Manager. Security guard(s) should be at the front entrance from 7:00 AM to 5:30 PM ET, Monday through Friday. The guard(s) will provide support to employees and visitors, and request and verify identification such as

Commonwealth Employee Identification badge, Drivers’ License, or other forms of identification.

6. Allow employee(s) to gain access through the lobby door at the Penn Street entrance beginning at 7:00 am.

7. Guard(s) are required to contact agency representatives for forwarding of visitors

(Commonwealth employees and others) to the agency premises, ensure visitor log is completed, and determine where the visitor is going.

8. The guard(s) must ensure only authorized persons enter the office through the employee lobby, and that all such persons are visibly wearing the appropriate identification when entering the premises and must thoroughly check all identification to ascertain that the person present is truly the person being represented (photo identification.)

9. Incidents involving Commonwealth employees are to be immediately reported to the agency contact designee identified herein. If an incident involves a Commonwealth employee(s), the employee should not be detained.

10. Guard(s) must patrol assigned sites as directed and accompany employees to parking area(s) upon request. The guard shall monitor staff exiting the premises.

B. Daily Routine (after Building Opening).

1. Minimally one (1) Security Guard shall always remain at the lobby post, unless instructed otherwise by the Facilities Services Manager.

2. Patrols are done hourly on/in each floor, hallway, stair towers and the perimeter of the building until there is one remaining guard left on duty.

3. At least twice daily, visually inspect public restrooms for damage, vandalism, and drugs and/or paraphernalia.

4. All patrols are recorded on the patrol log sheet located at the security desk.

5. Walk through public waiting areas in the Dept. of Health, Human Services, Hearings &

Appeals, Revenue, Referee Office, and Bureau of Workers Compensation Office.

6. Report any hazardous conditions, and maintenance or housekeeping issues to the

Facilities Services Manager’s office.

C. Lobby Duty.

1. Monitor surveillance cameras and watch for any disruptions, unlawful activities, and rear entrance deliveries.

2. Use security equipment to inspect bags and personal items possessed by the public to ensure no banned items/substances enter the facility.

3. Establish and maintain the designated path of travel through the metal detector(s) for public entering the facility.

4. Direct visitors and client traffic. Answer questions concerning agency locations and room numbers/locations within the building.

5. Ensure that food or beverages are not carried into the facility by visitors, except as deemed for a medical necessity. (Security is not responsible for client belongings should client leave items unattended.)

6. Security has the authority to contact Reading Police Department, Ambulance Services, or the Fire Department by dialing 9-911 in the event of an emergency. Report all incidents to the Facilities Services Manager as soon as possible. It is the responsibility of the Security Guard to fill out an incident report describing the infraction as accurately as possible, in a timely manner. The report should be submitted to the Facilities Services

Manager.

D. Closing Duty.

1. Security locks entrance doors in lobby at 5:00 PM. No one is permitted entry into the building after 5:00 PM ET, unless authorized by the Facilities Services Manager’s office staff.

a. Exception = Allow the US Postal Service access to the building to pick up boxes in lobby after 5:00 PM ET.

2. Retrieve smoking urns from outside entrances and place in vestibule.

3. Check public restrooms for damage, vandalism, and drugs and/or paraphernalia and report any findings.

4. Secure delivery entrance doors.

5. Assures all employees/vendors/clients are out of the building prior to 5:15 PM ET.

6. Lock suite doors and turn off all lights.

7. Check all lounges and turn off lights. Report any appliances left “on” to the Facilities

Services Manager’s office.

8. Lock all stairwell doors.

9. Communicate, verbally, with the Custodial Supervisor to ensure suite doors are locked and the lights are turned off, if applicable.

10. Turn off the surveillance monitor in the main lobby.

11. Return keys to the Facilities Services Manager’s lock box.

12. Report any closing issues to Site Supervisor who will in turn report to Facilities Manager.

E. Hours of Service. Monday through Friday 6:30 AM to 6:00 PM ET, including lunch, excluding holidays. Hours are estimated to be forty (40) hours per guard, per week. This number is an estimate and may increase or decrease based on the need.

F. Emergency Call-out. The Awarded Supplier shall maintain the capacity to respond to an emergency call-out within two (2) hours and provide additional guards. Should the Site

Supervisor be unavailable or have a call-out emergency, an alternate, dedicated guard will be the pre-determined to fulfill the responsibilities. The guard will be designated by the Awarded

Supplier and approved by the Facility.

G. Tardiness and “No call/No show.” In the event of tardiness, the guard is required to contact the

Site Supervisor at a phone number provided. For repeat tardiness, the Commonwealth reserves the right to deduct, at minimum, one (1) hour of pay for each occurrence. If the guard is late multiple hours, then the time the guard is not on site will not reimbursable. Circumstances outside the control of the guard will be evaluated on a case-by-case basis. The Commonwealth has the right to deduct twenty-five dollars ($25.00) after the second “no-call/no-show” with an additional charge of twenty-five dollars ($25.00) for each one thereafter. Enforcement of this policy is at the sole discretion of the Commonwealth.

H. Suspicious/Emergency Activity. Suspicious activity, illegal incidents, vandalism, smoke, fire, and other such activity should immediately be reported to the Capitol Police and/or the local police or fire departments or emergency responders, as appropriate. All emergency situations shall be reported to the Facility representative or designee within fifteen (15) minutes of occurrence. A copy of the Awarded Supplier’s emergency policy shall be provided to Facility representative or designee upon request.

I. Appearance. Security guards shall maintain a clean personal appearance, proper hygiene, and outstanding appearance at all times. Lateness, no call-off/no show, profanity, sexual harassment, intoxication, drug use, lack of professionalism, sleeping on the job, excessive amounts of time on a personal cell phone, and fraternization with others shall be grounds for the removal of the guard from the site and/or termination of the contract. Any Security Guard arrested for a misdemeanor, a felony, or having a Protection from Abuse (PFA) order levied against her/him shall be immediately removed from duty.

J. Agency Policy. All guards shall enforce all Commonwealth policies including Management

Directives, RSOB Policy and Procedures (Attachment A), Administrative Circulars, Executive

Orders, and site-specific policies (i.e., smoking, security badges, visitors), as required.

K. Required Training. Security guards shall be trained and prepared to respond to a variety of situations that may occur in the fulfillment of their duties. All guards, prior to being posted at the site, shall have completed training in the following categories: customer service; diversity and sensitivity training; workplace violence; de-escalation and mental health issues, responding to emergencies including terroristic threats; loss prevention; fire safety and prevention; traffic control; and weapons/explosive scanning devices and other security technology as may be utilized on site. Personnel shall also be trained in First Aid, CPR as administered by the

American Red Cross, and Automatic External Defibrillation (AED). DGS reserves the right to request proof of any of the above training if deemed appropriate.

L. Incident Control. In the event of a breach of security by person(s), Officers should use only that force that is reasonable and necessary to effectively bring an incident under control while protecting the property, staff, and others.

M. Uniforms. Security Guards are required to be in uniform and wear a name tag, identifiable with the Awarded Supplier name, at all times while on duty. DGS and Awarded Supplier will predetermine the required uniform for appropriateness.

N. Coverage. Awarded Supplier shall ensure continuous coverage is maintained and provide documentation monthly of each shift’s actual start and end times. This report, submitted with the invoice will also indicate the first and last name of each guard and the shift worked.

O. Background Checks. All personnel assigned to this Contract shall be screened in accordance with the background check requirements identified in the Contract Terms and Conditions. The

Awarded Supplier shall provide written confirmation that the background checks have been conducted for all personnel assigned to the site or other Commonwealth property prior to access. Compliance with the above terms is expected with regard to violations and behavior.

Notification to the Commonwealth must be immediate to ensure any access privileges can be removed. Stringent controls by the Awarded Supplier shall be demonstrated to ensure that pre-employment screening, including drug screening, for all guards appointed to serve at, Reading

State Office Building (RSOB), located at 625 Cherry Street, Reading, PA 19602 has taken place.

P. Performance. Awarded Supplier must be prepared to respond immediately to any complaints about guards made by DGS, Facility Managers of other agencies in the building, or the public.

Incidents involving Commonwealth employees are to be immediately reported to the District

Administrator or designee. If an incident involves a Commonwealth employee, the employee should not be detained. The Awarded Supplier may be required to meet and discuss any issues if there are complaints. Appropriate action must be taken to resolve problem situations within 24 hours of notification.

Q. Holidays or Closures. The Commonwealth’s offices, including the RSOB, are closed in observation of the holidays posted on www.oa.pa.gov website (under administrative circulars) for twelve (12) days yearly. Security services will not be required on the days indicated below:

New Year’s Day Juneteenth Veterans Day

Martin Luther King Day

Independence Day Thanksgiving Day

Presidents Day Labor Day Day After Thanksgiving

Memorial Day Columbus Day/Indigenous People’s Day

Christmas Day

R. Vendors, Awarded Suppliers, or Deliveries.

1. Vendors and delivery persons are permitted access to the building at 8:00 AM, unless otherwise directed by the Facilities Services Manager’s office. Vendors are required to show identification and advise Security of the location of their business and the name of the agency contact person.

2. Contracted construction personnel, including mechanical, electrical, HVAC, or telephone technicians, must sign the Visitor Log in the administrator’s office. Permits or paperwork, including destination and type of work to be performed, must be provided to Security upon request. Security must notify the Facilities Services Manager’s office in person or via two-way radio prior to person(s) reporting to the job location. Company identification must always be displayed.

3. United Parcel Service (UPS), US Postal Service, Fed Ex, or other mail delivery persons are not required to sign in at the lobby post.

S. Safety and Fire Prevention. The Security Agency will take prompt action to ensure that all employees working under/for the Security Agency obey, and comply with, ALL applicable

Federal, State and Local Fire and Safety Laws and/or regulations, as well as with all building security procedures. All work-related accidents and injuries occurring in the building and all safety-related violations are to be immediately reported to the Facilities Services Manager.

The Security Agency’s employees must familiarize themselves with, and abide by, the following

RSOB rules:

1. Respect the Commonwealth’s posted “NO SMOKING” areas and dispose of ashes and cigarette butts, where smoking is permitted, only in the designated urns.

2. Adhere to all Commonwealth fire prevention laws and regulations and participate in all fire drill exercises.

3. Enter and exit the building via the main doors. All employees of the Security Agency must properly sign in on the building logbook at the beginning and completion of their work-http://www.oa.pa.gov/ shifts.

4. Adhere to uniform and badging requirements.

T. Building evacuation. Security will ensure smooth egress from the building and direct people to assemble on the Penn Street side of the building. Security is responsible to prevent anyone from gaining entry to the building until permission is granted from the authority in charge.

1. The Facilities Services Manager’s office will give clearance for Security to allow employees back into the building. After employees are in place, Security will allow clients and visitors to return to the building. All clients will enter through the security checkpoint regardless of reentry status.

2. Ensure that smokers abide by the Smoking Policy for the RSOB. Smoking is forbidden in the building.

3. Smoking is not permitted within 25 feet of any entrance or exit door. Smoking is permitted in the courtyard area on the bank side of the building.

4. Smoking is permitted beyond the building entrances located on the Cherry St. and Penn St.

5. Report any vending, telephone, ATM, elevator, restroom, lighting breakdowns/malfunctions and/or housekeeping issues to the Facilities Services Manager’s office.

6. Prohibit loitering, unruliness, and other behaviors that are deemed unacceptable by the

Facilities Services Manager and are within the Security Guard’s scope of operation.

U. Incident Report. An incident report must be submitted at the time of the incident. Incident descriptions must be detailed and include names of individuals involved, date and time of incident, offenses committed, name of fire/police department involved (if applicable), names of security personnel, and attach any fire/police reports (if applicable). The Commonwealth reserves to review or alter the details included in the report, as necessary.