05A7 Appendix A.7 VA Additional Security Requirements.pdf

02F Appendix A.6 additional security service requirements 03/26/2026

A. SITE SECURITY / SECURITY GUARD SERVICES:

A.1 Specific Tasks:

A.1.1 Task 1- The Lessor shell ensure contract security personnel are furnished with equipment and supplies, uniforms, training and management as specified herein.

A.1.2 Task 2 - The Lessor shall provide contract employees that are licensed, trained, certified, and qualified according to federal and state regulations. The unarmed security guard service shall satisfy all terms and conditions specified in the contract.

A.1.3 Task 3 - The Lessor shall provide Security, Safety, and Miscellaneous services at the Space as directed by only the Lease Contracting Officer (LCO) and/or the Contracting Officer’s Representative (COR).

A.1.4 Task 4: The Lessor’s security personnel shall use as a guide the VA Handbook 0730 Security and Law Enforcement. They shall adhere to the provisions of Section 9 Parts a through c when documenting incidents and daily activity with a pocket notebook or contractor furnished digital log utilized as an alternative to VA form 1433. Any records containing VA sensitive information shall be turned over to the LCO/COR, VA Police, or other designated VA official for proper retention or destruction.

FIREARMS ARE NOT PERMITED

A.2 Required services shall include but are not limited to the following:

A.2.1 Entrance Control Post: Operate and enforce a system of personnel identification.

Perform package inspections when directed to do so.

A.2.2 Roving Patrol Posts: Conduct patrols in accordance with established routes and schedules.

A.2.3 Traffic Control: Direct traffic (vehicle and pedestrian) when needed and control parking.

A.2.4 Security and Fire Systems: Monitor and operate building fire alarm, video surveillance, and intrusion/panic alarm detection systems and other protection devices or building equipment as directed or needed by the LCO/COR, VA Police, or other designated VA Official.

A.2.5 Building rules and regulations: Observe building occupants and visitors for compliance with posted rules and regulations. Monitor surveillance cameras if applicable.

A.2.6 Maintain security and order within the areas of assignment.

A.2.7 Knows roles with workplace violence situations.

A.2.8 Deescalates disruptive persons and redirects them appropriately.

A.2.9 Defends and protects employees, patients, and visitors of the Space when appropriate and reasonable to do so.

A.2.10 At all times projects an image of “professional security” and courtesy in both appearance and demeanor. Vocalizes a sense of respect with any persons in contact with, example: “Sir or Ma’am.”

A.2.11 Discover and report persons attempting to gain unauthorized access to the property.

A.2.12 Report daily, in accordance with standard operating procedures, potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc.

A.3 Additional Duties:

A.3.1 Turn off unnecessary lights, check safes and locking repositories and cabinets, open and secure doors and gates, etc.

A.3.2 Prepare required reports as instructed. Performs routine clerical duties associated with position.

A.3.3 Performs other functions as needed in the event of situation or occurrences such as civil disturbances or other criminal acts adversely affecting the security and safety of the Government, its employees, property and the general public lawfully on buildings or grounds under the control of the Government.

A.3.4 Provide lay assistance and obtains professional assistance in accordance with procedures in the event of injury or illness to Government employees or others while in the building or grounds.

A.3.5 Provide monthly testing of building intrusion alarm, motion detector and panic/duress alarm system, and provide documentation to LCO/COR and Chief of VA Police, or other designated VA official.

A.3.6 Perform routine safety and security inspections of the buildings and grounds, and conduct accident reports and document findings to the Chief of Police, or designated COR.

A.3.7 Monitor daily and test monthly all emergency exit signs and lighting. Document findings and inform LCO of detective equipment.

A.3.8 Assist in conducting fire and disaster drills as directed by the LCO/COR Knows evacuation plan.

A.3.9 Unlock the Space upon starting duty and lock the Space upon the end of duty day at times 60 minutes before opening and 60 minutes after close, or as directed by the LCO/COR

A.3.10 Maintain a Daily Operation Journal and be able to provide copies to the VA Police, and the LCO/COR upon request.

i. NOTE: The guard will not perform janitorial or grounds keeping tasks while assigned as a guard under this lease.

A.3.11 Maintain a facility phone listing with all department Persons of Contact for quick reference.

A.3.12 The Lessor’s guards shall have their Ohio Department of Public Safety Private Investigator Security Guard Services (PISGS) license. Additionally, all security guards will be in possession of their PISGS registration card (guard card) while in the performance of their duties.

A.3.13 Lessor shall provide backup guard to cover during periods of vacation or sick leave. Back-up guards shall have all training and background checks required of the regularly scheduled guard. During all relief periods (lunches, breaks, etc.) the Lessor shall, at its own expense, provide a certified replacement for contract employees while an employee is on an authorized break.

A.3.14 The Lessor shall ensure that all security guards are knowledgeable of all laws and regulations applicable to the State of Ohio. Information security protocols shall be maintained at all times.

A.3.15 The Lessor shall ensure that security guards understand that the Space has proprietorial law enforcement jurisdiction between Local Police and VA Police.

The local PD has sole criminal jurisdiction except for violations of Federal statutes and violations of established rules and regulations. Accordingly, the Local PD is the primary responding law enforcement authority and should be contacted immediately for any emergency requiring police involvement. However, VA Police will be contacted for all emergency situations once Local PD has been notified.

A.3.16 The Lessor shall obtain all licenses, permits, and certifications, including State, City and County of Licenses, for the Lessor to have the authority to fully perform the requirements of this lease. The contractor shall assume full liability for any act of their employee(s) in the exercise of any such authority. All fees associated with this process are the responsibility of the Lessor. This requirement includes re-certifications and licensing. The Lessor shall be able to supply all documentation to the LCO upon request.

A.3.17 The Lessor’s guards shall create and maintain Government-owned/Lessor-held records in accordance with VHA Handbook 0730, Security and Law Enforcement, section 9, Records and Reports. Contractor created records should be akin to but not duplicate of VA Form 1433 which is a record of daily activity. This record should document unusual occurrences, or any incidents reported to security personnel and what actions were taken and as follows:

i. The primary considerations in recording and reporting information related to crimes and incidents are accuracy and the clear labeling of information.

ii. Lessor’s guard unit is responsible for all reports prepared by the unit and for maintaining an effective record keeping system in accordance with this lease.

iii. The guard’s basic record is a pocket notebook in which the guard will record all important information. Lessor’s guards will retain their used pocket notebook fillers and ensure their orderliness for future reference.

iv. Upon the occurrence of unusual activity; Lessor’s guards shall use their notebook or Lessor provided means for digital entry as an alternative to VA Form 1433 and VA Form 1433a, Continuation Sheet. These notes shall be hand written or typed and will record the daily record of all unusual occurrences, calls, or reports received by the guards unit, and actions taken during a complete daily shift period. These forms must be submitted to the LCO; the facility Director; and the Cleveland VAMC Police Chief (or assigned VA Police supervisor/officer to the Space) no less than one (1) calendar day after the occurrence takes place.

v. Records of daily activity must outline what actions, if any, were taken in response to a call, and must also record the times at which routine and special police tasks are accomplished, such as radio communication checks, special area checks, or other non-routine events undertaken by the Lessor’s guard unit.

vi. Lessor’s guard shall create and maintain Government-owned/contractor-held records to include documentation of all patrol activity and significant events, including but not limited to disturbances, threats, suspicious activity, and emergency responses. Records should contain basic information including incident location, dates and times, what occurred, what actions were taken, and results. Any record containing personally identifying information will be reported to and turned over to VA Police for safe record keeping. Personally identifying information should be limited to first and last names, dates of birth, and last four digits of social security number

A.4 Ability to Perform: The Lessor shall ensure that all guards performing under the Lease are physically and psychologically capable of performing the duties required in the contract. The physical stamina of security guards in responding, standing, and handling emergency situations is crucial in the performance of this lease. Any individual, who cannot meet the physical requirements, including inability discovered through on-the-job performance or physical fitness performance standards evaluation, shall be disqualified to work under this lease.

A.4.1 Shall be free from any communicable disease; shall be well proportioned as to height and weight; shall be in good general health without physical defects or abnormalities which would interfere with the performance of these assigned duties;

shall possess binocular vision correctable to 20/30 (Snellen); shall be free of color blindness; and capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid or device.

A.4.2 Each employee shall be given a physical examination without cost to the Government or the employee, and the medical certification attesting the results of this examination shall be furnished to the LCO, to be provided after contract award and at least five days prior to anticipated date of assignment. This form must receive the approval of the LCO prior to assignment of the employee to duty. The employee shall be re-examined annually, and the results shall be furnished to the

LCO.

A.4.3 In addition, all contractor employees providing services specified under this contract must undergo an initial psychological assessment. Security guard duties include personal contact with patients, visitors, and other employees. Encounters are often with mentally ill, irrational, and/or disturbed patients who, although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any emotional or mental condition which could cause the applicant to be a hazard to others or self during stressful situations and physical altercations will disqualify him/her. Evidence of this assessment must be received by the LCO prior to assignment of the employee to duty.

A.4.4 All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material. Shall be able to compose written/typed reports which convey complete information and must be easily understandable. Employees must be able to clearly and effectively verbally communicate instructions, directions, and provide information during times of high stress.

A.4.5 Individuals shall not have an established medical history or medical diagnosis of epilepsy or diabetes. If such a condition exists, the individual will provide medical documentation that the condition can be controlled with proper medication. This proves the individual will not lapse into a coma or an unconscious state while performing assigned guard services duties.

A.4.6 An individual who has been incapacitated due to serious illness, injury, disease, or operation; which could interfere with effective performance of assigned guard services duties will do the following: prior to resumption of duties, will provide medical documentation of recovery and ability to perform duties to the LCO.

A.4.7 Employees shall have no established medical history or medical diagnosis of habitual alcoholism and/or drug addiction. If such a condition has existed, the individual shall provide certified documentation of have completed a rehabilitation program, which would give a reasonable degree of confidence that the individual can perform assigned guard services duties.

A.4.8 Must pass initial and random drug testing, at no cost to the Government or the employee. This must be completed prior to selection for contract work.

Documentation of passed initial passed test shall be furnished to the LCO at least five days prior to assignment of the employee. Random screenings will be furnished to the LCO five days after testing during employment.

A.5 Security Training. The Lessor will ensure all security guards receive initial and annual recurring security education training. Training shall be outlined by the security firm that retains the security guards and records of the training shall be provided to the Lessor, LCO, or COR upon request. All guards shall review and be knowledgeable with VA Form 0088 and 38 U.S.C. 901, security and law enforcement on property under the jurisdiction of the Department of Veterans Affairs.

A.5.1 Lessor shall be prepared to provide employees and perform duties within ten (10) calendar days of notice to proceed. The Lessor shall assume all liability for any act by employees while exercising security authority.

A.5.2 The Lessor will be responsible to ensure that guards providing work on this lease are fully trained and completely competent to perform the required work.

A.5.3 Lessor Provided Training: The Lessor shall furnish all Federal and State of Ohio required OSHA training; training in First Aid, Blood borne Pathogens, AED, CPR and Work Place Violence. This includes backup personnel. The contractor shall provide documentation of training prior to assignment of duty.

A.5.4 Lessor’s guards will attend a VA orientation for all Lessor guards who are providing work on this lease before commencement of work on the site. VA will provide the content of the orientation to the Lessor at the time of contract award. Documentation of the orientation will be provided to the VA COR or LCO. The VA will schedule, conduct and document this meeting, which will include discussion of the following area-specific topics but is not limited to:

i. Fire and Safety Policy and Procedure

ii. Infection Control Policy and Procedure

iii. Emergency Preparedness/Disaster Policy and Procedure

iv. Initial Competence Assessment

v. Lessor guards will attend an area/program/unit-specific orientation meeting before the commencement of work on site.

A.5.5 The contractor is required to maintain records that document competence/performance level of contractor employees working on this contract in accordance with Joint Commission on Accreditation for Health Care Organization (JCAHO) and other regulatory body requirements. The contractor will provide a current copy of the competence assessment checklist and annual performance evaluation to the Contracting Officer Representative (COR) for each contractor employee working this contract. All maintained records will be readily available for reference at any time.

A.5.6 The VA will monitor the contractor employees to ensure contract compliance not withstanding other contract requirements. Upon request of the CO, the contractor will remove from the work site, any contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed.

A.5.7 When changes in contractor personnel are approved in accordance with the “Personnel” clause of the contract, the contractor must provide evidence of orientation, current competency assessment, and current performance evaluation that supports the above.

A.5.8 When the contract does not require JCAHO accreditation or other regulatory body requirements, the contractor must perform work in accordance to JCAHO standards. A copy of these standards may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd, Oakbrook Terrace, IL 60181.

A.5.9 When changes in Lessor guard services are made, the Lessor must provide evidence of orientation and ensure certification standards are maintained.

A.6 The guards shall meet the following minimum standards;

A.6.1 Lessor must ensure all security personnel have a background check which is recognized by the governing parties of the State of Ohio. The Lessor is responsible for all costs and background checks required by the State of Ohio with regard to security personnel deployed under the requirements of this lease

A.6.2 The Lessor will ensure all personnel are at least 18 years of age and U.S. Citizens or a legal U.S. resident with a proper work Visa.

A.6.3 The lessor is required to certify in its proposal that all persons or entities listed in the contractor’s proposal have been verified and not listed on the Office of Inspector General List of Excluded Individuals/Entities.

A.6.4 Must possess a high school diploma or equivalency A.6.5 Must have 1 year experience as a PISGS licensed security guard.

A.6.6 Ability to meet and deal successfully with the general public A.6.7 Ability to read, write, and speak the English language fluently A.6.8 Understand and apply printed rules, detailed orders, instructions, and training materials.

A.6.9 Ability to maintain poise and self-control under stress A.6.10 Ability to conduct “Stop and Question” of persons found in closed areas, halls, locked areas, parking lots, or VA property during business, after hours and on weekends / holidays to ensure no criminal activity has or is taking place.

A.6.11 Must be capable of detaining person(s) while local police are notified and arrive, only when able to do so safely without causing additional safety or security concerns.

A.6.12 Ability to construct and write clear, concise, accurate, and detailed reports.

A.6.13 Must have computer experience and the ability to type simple word processing documents to prepare reports and daily journals.

A.6.14 Must possess skills in telephone etiquette and office organization skills.

A.6.15 The guards shall adhere to the facility’s no smoking policy. There shall be no smoking in any buildings, corridors or stairwells. Guards shall be restricted to smoking only in areas authorized. Smoking shall be restricted in parking lots when performing parking/traffic control duties. At no time shall a guard have a cigarette, pipe, cigar or chewing any type of tobacco or gum when offering information to patients, visitors or employees.

A.7 Guard Uniforms and Equipment:

A.7.1 The Lessor shall be responsible for providing and maintaining in acceptable condition, at no cost to the guard employee, all items of uniform and equipment necessary to perform work required in this contract and noted in this section.

A.7.2 Guards shall be equipped with cellular phones which they are expected to promptly answer during working hours. The guard’s cell phone number will be given to the LCO and COR for dissemination to the staff as deemed appropriate.

A.7.3 Standard of appearance and color shall conform to those in general use by large guard or police organizations. All guards performing under this lease shall wear the same color and style of uniform. Appropriately styled feminine uniforms shall be worn by female members of the guard force.

A.7.4 Appropriately lettered breast and cap badges, indicating the jurisdiction from which authority is obtained, shall be worn as part of the uniform (provided such authority is grantable under state and local laws). Shoulder patches lettered to indicate the identity of the guard shall be worn on the left shoulder of the uniform jacket and shirt. Identification name tags shall be worn over the right breast shirt pocket. No other identification of the Lessor’s guard shall be worn or displayed on the uniform, except for the required VA ID badge.

A.7.5 Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition:

i. Shirt, Long Sleeve

ii. Shirt, Short Sleeve

iii. Trouser, all season weight

iv. Jacket, winter, patrol type (Reefer style)

v. Jacket, light weight

vi. Gloves, pair (color to match accessories)

vii. Flashlight

viii. Flashlight holder

ix. Radio Case (as applicable)

x. Insignia, clearly visible on the uniform and to include the name of the licensee / Security firm

xi. Approved, but Optional Accessories:

A.7.5.xi.1 Necktie A.7.5.xi.2 Frame style cap with seasonal covers A.7.5.xi.3 Metal cap ornament; White: non-supervisor, Gold: Supervisory A.7.5.xi.4 Handcuffs, Pair A.7.5.xi.5 Handcuff case, fully enclosed A.7.5.xi.6 Key strap with Flap A.7.5.xi.7 Nameplate, roughly 3 ½: x ¾”, ½” lettering on gold metal

A.7.6 Transition from seasonal wear (Jacket/Long Sleeve to Short Sleeve) will be at the discretion of the Lessor and will be in keeping with standard practice.

A.7.7 The uniform shall only be worn when the guard is on official duty or when the guard is in transit between their place of residence and duty station.

A.7.8 Shoes will be low quarter or high topped lace type with police or plain toe and standard heel. The color of shoe shall match the color of leather equipment accessories. Any deviation from the above requirements must be approved by medical authorities.

A.7.9 The color of uniform accessories and equipment shall be standard black and brown, as may be appropriate to match the uniform.

A.7.10 Inclement weather clothing shall be required for those guards required to perform duties while exposed to cold, rain, and other inclement weather conditions. All inclement weather clothing must be identical in style and color for each guard.

A.7.11 No guard may enter on duty without wearing the proper uniform.

A.7.12 Each guard on duty shall be equipped with supplementary equipment including, but not limited to: notebooks, pens, pencils, replacement flashlight batteries and bulbs, and traffic control safety apparel (reflective vests, gloves, traffic batons, etc.), as appropriate to operations. Guards shall not be permitted to provide themselves with supplemental or personal equipment. Concealed or unconcealed weapons, knives, “come-along” other nonstandard items are not authorized.

A.7.13 The guard shall wear hair neatly fashioned, not to extend below the collar, and will avoid wearing flashy jewelry. Dark sunglasses shall not be worn when performing duties within the building. Sunglasses may be worn when performing outside duties.

A.7.14 For safety reasons, no more than two finger rings may be worn while on duty. (e.g., wedding ring class). Male guards will not wear earrings at any time while on duty.

Female guards are permitted to wear “stud” earrings not exceeding 1/8” in width; this is the only allowable pierced accessory.

A.7.15 The Lessor shall provide a method for immediate communications between the guard on duty and the Lessor supervisor on duty. This can be by cell phone or radio system but must be provided by equipment furnished by the Lessor. This available communication system must be efficient and effective for the fulfillment of the contract.

A.8 Additional Requirements A.8.1 The guard shall adhere to the facility’s no smoking policy. There shall be no smoking in any buildings, corridors and stair-wells. Guards shall be restricted to smoking only in authorized areas. Smoking shall be restricted in parking lots when performing parking/traffic control duties. At no time, shall a guard have a cigarette, pipe, cigar, any type of chewing tobacco or gum when offering information to patients, visitors and employees.

A.8.2 The Government may request the Lessor to immediately remove any guard from the Space should it be determined that individuals are being assigned to duty who have been disqualified for either suitability or security reasons, or who are found to be unfit for performing security duties during their tour of duty. The Lessor must comply with these requests unless the request is demonstrated to the LCO to be unreasonable or unfounded.

The LCO will make all determinations regarding the removal of any guard. In the event of a dispute, the LCO will make the final determination. If requested, specific reasons for removal of an guard will be provided to the Lessor in writing. For clarification, a determination of unfit may be made for, but not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

i. Violation of Rules and Regulations Governing Public Buildings and Grounds, 41 CFR 101-10.3, and existing Department of Veterans Affairs Rules and Regulations with regard to the same.

ii. Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time, and refusing to render assistance or cooperate in upholding the integrity of the security program at the work site.

iii. Falsification or unlawful concealment, removal, mutilation or destruction of any official documents or records, or concealment of material facts by willful omission from official documents or records.

iv. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words of actions, or fighting. Also participating in disruptive activities, which interfere with the normal or efficient operations of the Government.

v. Theft, vandalism, immoral conduct, or other criminal actions.

vi. Selling, consuming, or being under the influence of intoxicants, drugs, or other substances which produce similar effects.

vii. Improper use of position

viii. Unauthorized use of communications equipment or Government Property

ix. Violation of security procedures or regulations

x. Offensive or abusive actions, words, or possessions to include books, magazines, or electronic means that constitute sexual or other harassment or discrimination.

A.8.3 The Lessor shall ensure guards have passed a state of Ohio criminal conviction check and applicant background check to include, verifying past employment, work history and education. The guard shall meet the following requirements

i. ability to pass physical, and

ii. ability to pass a drug screening.

iii. Guards shall possess a valid vehicle registration with the Ohio Department of

Commerce and possess a valid Ohio Driver’s License; or possess a valid out of state ID and out of state registration, with the present intent to transfer domicile to the state of Ohio. Said exception must be provided to the LCO. and approved by the LCO in writing.

A.9 Security Guard Service Deliverables & Duty Hours:

A.9.1 Guard services shall be performed during the hours listed below, excluding the following

11 Federal Government holidays: New Year’s Day, Dr. Martin Luther King Jr. Day, President Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day designated by the President of the United States as a national holiday.

A.9.2 One (1) Guard stationed at the main entrance and waiting for the following time frames and opening and closing of the facility:

i. Monday – Friday 6:30 am thru 5:30 pm Eastern Time*

ii. Saturday - CLOSED

iii. Sunday CLOSED

A.9.3 One (1) Guard stationed at the secondary waiting areas for the following time frames:

i. Monday – Friday 7:00 am thru 5:00 pm Eastern Time*

ii. Saturday -CLOSED

iii. Sunday CLOSED