B09_-_Attachment_1_-_Statement_of_Work_-_04JUN2019.docx

Statement of Work Security Guard Services For the Chemawa Indian School

I. Purpose: The purpose of this action is to provide professional un-armed Security Guard Services at the main entrance to the Chemawa Indian School located at 3700 NE Chemawa Road, Salem, Oregon.

II. Background:

The Chemawa Indian School is under the administrative jurisdiction of and operated by the Bureau of Indian Education, United States Department of the Interior. It is a Boarding High School that serves up to 400 Native American Students during the School Year. (The School year normally runs from September through May.) The School operates twenty-four (24) hours per day, seven (7) days per week when school is in session. For student and staff safety, it is imperative that visitors to Chemawa be screened prior to admission. There will be a minimum of 4 days where an additional guard for 8 hours will be required for cultural events on campus, and possibly up to 5 additional events that could require an additional guard for an 8 hour shift each event. Those dates will be requested 14 days in advance.

III. Scope Of Work;

A. The purpose of this contract is to procure unarmed security guard services up to 3680 hours for Chemawa Indian School staff, students, and facilities. This requirement is to staff front gate 16 hours per day, 7 days per week according to provided school year schedule. Will have 2 weeks off at Christmas when no guards are needed.

B. The Contractor shall furnish sufficient technical, supervisory, and administrative personnel to insure the expeditious accomplishment of the work. Additionally, the contractor shall furnish all services, materials, supplies, equipment, investigations, studies, and travel required in connection with this work.

C. The Contractor shall be required to be currently registered by the State of Oregon as a licensed Private Security certification. A copy of the Private Security certification shall be submitted prior to the performance of the contract, as well as passing the Federal Background check by Department of the Interior, Bureau of Indian Education.

D. The contractor must have a minimum of five (5) years of experience in providing security guard services.

IV. Requirements:

A. The contractor shall provide and maintain all management, supervision, manpower, training, equipment, supplies licenses, permits, certificates, insurance, pre-employment screening reports, and files necessary to provide qualified, screened, un-armed Security Guard services.

B. Ramp-Up Period:

The awarded contractor shall be given approximately one month after award of the contract, at no cost to the Government, to perform identification and vetting of personnel to meet the needs of this requirement. The Government does not guarantee this time will be given, however services of qualified individuals are to be met at time of Tour of Duty commencement identified in C. below.

C. Tour of Duty:

The Guard Post shall be manned from 6:00 AM until 10:00 PM, 7 days per week including all Weekdays, Weekends and Holidays during periods when Students are on Campus and at other times as needed by the School. Current school year runs from 6:00am September 1, 2019 through 2:00pm December 20, 2019. School then resumes 6:00am January 5, 2020 through 2pm May 1, 2020. The dates for option year renewals will be provided to the contractor by April 15 of each renewal year for the next school year.

D. Location:

The Guard Post is located at the main interior gate to the Chemawa Indian School Campus.

E. Continuous Coverage:

The Contractor shall ensure continuous on site Security Guard coverage during the entire Tour of Duty. Substitute Security Guards, meeting the same requirements as the normally scheduled Security Guards must be provided for any vacation, holidays, sick leave, lunch breaks and at any time that a qualified Security Guard who is currently on site will be absent from the Guard Post for any period of over 10 minutes.

F. Security Guard Duties:

1. The purpose of the Security Guard is to help maintain safety and security on the Chemawa Indian School Campus. To accomplish this purpose, the Security Guard shall act as an observer, recorder, and reporter. He or She shall not become personally involved in any event or incident on Campus.

2. If a person engages the Security Guard in a manner that is threatening to the Security Guard, the Security Guard shall attempt to disengage from the person and report the incident as required in Paragraph F below. If disengagement is not possible, the Security Guard may defend themselves, using the least amount of force necessary to disengage and then shall report the incident as required in Paragraph F below.

3. The Security Guard shall check the identification and maintain an entry log of all visitors (Chemawa, Federal BIA/BIE and Indian Health Service staff are under exceptions below) entering the Chemawa School through the main entry gate. Valid identification shall include a picture of the individual and may be any of the following:

a. Valid State Driver’s License

b. Military identification

c. Federal Identification including Tribal ID

d. Passport

e. School Identification for those under 18

This log shall contain at a minimum the following information:

a. First Name, Middle Initial and Last Name

b. Reason for Visit and destination

c. Time of Arrival

d. Vehicle license Plate (If on foot or by transportation not requiring license plate then the log should show the method of travel. (e.g., foot, bicycle, etc.)

The only exception to the requirement of logging the entry of each person entering the campus through the main gate shall be:

a. Law Enforcement personnel identified by their uniforms, entering the campus in a Law Enforcement vehicle.

b. Emergency personnel responding to an emergency on campus. (e.g., fire fighters, ambulance crew members and drivers, etc.)

c. Minor children under 16 years of age who are not required by State Law to have a picture Identification when accompanied by an adult who has proper identification.

d. Chemawa school, Federal BIA/BIE and Indian Health Staff members identified by the school parking placard which will be displayed from the rear view mirror of the vehicle, or if they provide a federal government issued picture ID/Chemawa issued picture ID.

e. Delivery personnel in clearly marked company vehicles dressed in company uniforms. (e.g. US Postal Service, UPS, FedEx etc.)

4. The Security Guard shall not permit any visible contraband to enter the school campus. Additionally, the Security Guard shall not search any person or vehicle for any reason. However, if the Security Guard believes that any contraband has entered the Campus, the Guard shall report the entrance via the quickest possible means as required in Paragraph F below.

5. Contraband is hereby defined as:

a. Weapons: Weapons are identified as any firearms, air rifles, air pistols, cross bows, crow bow bolts, compound bows, broad-heads for modern wooden, aluminum or fiberglass arrows, knives with a blade longer than 3”, tools with a blade longer than 3” (Unless the tool will remain in a locked container when not in use. e.g., axes, reciprocating saw blades, machetes, etc.)

b. Alcohol: Alcohol includes any form of beer, wine or liquor with the exception of any wine that is used in Religious Ceremonies.

c. Explosives including any fireworks.

d. Illegal drugs or large amounts of prescription drugs that the Guard suspects may not be used for their intended purpose or by the person to whom the drugs are prescribed.

6. The Security Guard shall observe the School campus from the Guard Building and the area immediately surrounding the Guard Building. If the Security Guard observes any disturbance to the normal School routine, she/he shall report that incident via the quickest possible means as required in Paragraph F below.

G. Incident Reporting:

1. Routine Reporting:

Incidents that do not appear to be an immediate threat to personnel or damage to school property shall be reported to the School Administrative Office via radio or telephone. (e.g., refusal to present ID) The School Administrative Staff will make a determination on how to handle the incident. The Security Guard shall not inform the on-site Marion County Sheriff’s Deputy or call 911 for these incidents.

2. Emergency Reporting:

a. Incidents that are an immediate threat to personnel or damage to school property shall be initially reported to the School Administrative Office via radio or telephone. If no contact with Administration, then report to the on-site Marion County Sheriff’s Deputy, or if the on-site Deputy is not available, report via a telephone call to 911.

b. In the event of an armed intruder, fire, or medical emergency, the Security Guard will make the call to 911.

3. Written reports detailing the Security Guard Observations and actions shall be made for both Routine and Emergency incidents. These reports shall be turned in to the Contracting Officer’s Representative (COR) within 3 business days of the event. The reports may either be typed or hand written, but in the case of a hand written report shall be in ink and legible.

H. Monthly Reporting:

The Contractor shall submit a monthly report to the COR. This report shall contain, as a minimum, the following information:

a. Schedule of Guards for the previous month, including the name of the Security Guard that worked each day, the hours worked by each Security Guard each day.

b. Number of routing and emergency incidents during the previous month.

c. A legible copy of each incident report.

d. A copy of the next month’s Security Guard schedule including the names of the Security Guards proposed to work each day and the hours of their shifts.

I. Personnel:

The Security Guards are the 1st contact between the Public and the Chemawa Indian School. They must present a neat, clean and competent appearance in dealing with the Public. To ensure that the image of the School and the Government is held to the highest possible standards:

1. The Contractor shall supply Security Guards that are of the highest caliber; who have completed all training required by local, county and State Governments to hold un-armed Security Guard positions; have been approved by the Bureau of Indian Affairs for work around and in contact with Indian Students by meeting the requirements of the Indian Child Protection and Family Violence Prevention Act, Public Law 101-630, Enumerated in Title 25 Section 3207; and who do not have any pending charges, or convictions for child abuse, sexual abuse or domestic violence.

2. The Security Guards serve with the permission of the School Administration. If a Security Guard fails to perform his or her duties in a manner that is acceptable to the school administration, the Contractor shall be informed of this failure and shall provide a substitute Security Guard within 1 hour of the notification. In addition to requesting temporary replacement of a Security Guard, the School Administration may require that the Contractor not allow an individual to return to the school as a Security Guard.

3. The Contractor shall provide the Security Guards with a distinctive uniform that identifies them as an employee of the company and as a Security Guard.

4. The Contractor shall supply each Security Guard with company identification which includes at a minimum; the Company Name, Security Guard name, and a picture of the Security Guard.

J. Other Administrative matters:

A. Contract Security Guard Requirements and Qualifications

a. Be at least a minimum of 21 years of age.

b. All security guards working at Chemawa Indian School shall hold/ possess a Oregon Private Security certification.

c. Undergo and pass a complete background investigation and clearance as required by the Indian Child Protection and Family Violence Prevention Act, Public Law 101-630.

d. Be well poised, alert, tactful, diplomatic, and have the ability to exercise good judgment under stress.

e. Ability to be firm in applying protective procedures, methods and techniques.

f. All security guard personnel shall be required to have certification in Cardio Pulmonary Resuscitation (CPR) and AED (Automated External Defibrillator). They will be familiar with First aid techniques, and fire extinguisher use, report writing and communicating with the general public. Personnel are to be trained in dealing with violent and abusive people.

g. Security Guards shall be trained, at a minimum, in the use of Self Defense Tactics, and Incident Report writing. This training shall be renewed annually. The Contractor shall provide all documentation of training prior to a security guard working at this facility and shall provide renewal certification or documentation immediately after completion.

h. The Contractor and its employees shall conform to and comply with all laws, ordinances and regulations, (Federal, State, County, or Campus) in the performance of these duties

B. Security Clearances:

a. Prior to beginning Service under this Contract, the Contractor shall submit security background investigation paperwork for each proposed Security Guard that may preform service under this contract. If personnel are added to this list after the beginning of service, the Contractor shall submit background investigation paperwork for each newly proposed Security Guard before he/she begins work at the Chemawa Indian School.

b. The cost of the Federal background investigations shall be paid by the school and shall not be included in the Contractor’s price of service.

C. Insurance:

The Contractor shall obtain an Insurance policy in the amount of One Million Dollars ($1,000,000.00) per incident to cover the actions of their Security Guards. The Chemawa Indian School shall be listed as a covered party on this policy.

D. Government Supplied Equipment and Facilities:

a. Guard Building:

The Government shall supply a guard building, with electricity, heating/cooling, telephone service, a built in desk and chair. A temporary Restroom has been provided adjacent to the Guard building.

b. Government Supplied Equipment:

The Government shall provide a radio/Walkie-talkie, computer and land line telephone.

E. Contractor supplied Equipment:

The Contractor shall supply all equipment needed for the performance of this contract that is not shown above. (e.g., pen(s), log(s), flashlight(s), etc.)

F. Invoicing:

a. The Contract is established and shall be billed on an hourly basis.

b. The Contractor shall bill only for actual hours worked on site. The hours worked shall not include any time allowance for transportation to or from the campus.

c. The Contractor may invoice monthly for these services. In addition to the requirement for a proper invoice shown in Clause 52.212-4 (Terms and Conditions for Commercial Items), the invoice shall contain a listing showing the names and hours worked for each Security Guard during the period covered by the invoice.

K. Contract Duration and Dates of Service:

1. Contract Duration:

This contract shall consist of a base period of performance from time of award (September 1, 2019 thru May 1, 2020) followed by four (4) one-year option periods, for a potential total of 5 years of service. The Base shall begin upon the date of award and shall end one day prior to the Each option year shall follow in consecutive order.

2. Dates of performance:

a. The actual dates of performance shall be determined on a year to year basis by the School Administrative Staff based on the school calendar.

b. The COR shall notify the contractor of the School Year dates of performance by April 15 of each renewal year. This notification shall include the starting date, any dates when Security Guards will not be needed during the school year (e.g., Christmas Break, etc.) and the ending date of performance. The dates provided in the initial notification may be changed by notifying the Contractor of the change at least 10 working days prior to the change.

c. The COR may also schedule Security Guard services, when students are not present, for other School needs (e.g., special events). The COR shall notify the Contractor of any requirements for Security Guards not shown in paragraph b above at least 10 days prior to the requirement.