PWS Tampa Security 09252023.pdf

Unarmed Security Guards for the Tampa VA Healthcare System (TVAHS)

1. Introduction:

The purpose of this PWS is to provide a performance-based work statement for unarmed guard services. Services will be rendered in the Tampa VA Health Care System VISN 8 office located at 8900 Grand Oak Circle, Tampa, FL 33637. The Tampa VA currently does not have unarmed security guards. This contract will augment the VA Police Service. Tampa VA Police need services for the protection and safeguarding of veterans, visitors, government employees and property within Tampa VA jurisdiction.

2. Background:

The VA Police are the security and law enforcement component of the VA. This service will provide physical security safeguards for Veteran Administration (VA) patients, their families, VA employees, facilities, United States Government property, and assets from loss, theft, damage, unauthorized use, and criminal acts etc... Security guards have a crucial and highly visible role in support of VA Police’s mission.

They are usually the first (and sometimes only) contact visitors have with the VA community, and they are usually the first line of defense in a VA controlled facility. Visitors and VA employees perceive the Security Guards to be an integral part of the VA Police’s mission. It is crucial that the Contractor ensure that their employees realize the importance of their role and perform their duties courteously and professionally.

3. Scope:

The Contractor shall furnish all labor, supervision, materials, equipment, transportation, and management necessary to provide guard services in accordance with the stated requirements in this PWS, except Government Furnished Properties. The Contractor shall implement all necessary scheduling, personnel, and equipment control procedures to ensure the timely accomplishment of all guard service requirements. The contractor shall furnish coverage for breaks and lunches of their personnel at the gate posts. The person(s) used for break and lunch coverage shall be used for directed roaming patrols when not covering a post. Should a post have more than one person covering it, those at the post may relieve each other for bathroom breaks during peak hours if a rover is not available.

4. Performance Requirements:

4.1 Post orders

4.1.1 Post orders shall be submitted to the COR/PM??? Within 30 days of contract award

4.1.2 Post orders shall be created for each location.

4.1.3 Post orders shall be reviewed monthly by the contractor to ensure they meet current requirements and updates sent to the COR/PM prior to issuance at the posts.

4.2 Generate records

4.2.1 Maintain a daily chronological record of security activity developed from reports, complaints, incidents, or information received and actions resulting therefrom.

4.2.2 Records shall be compiled electronically monthly and sent to the COR/PM?? .

4.2.3 Incidents requiring the guard to take action shall be reported as soon as possible to the

COR/PM via email.

4.3 Perform physical security checks such as but not limited to testing motion/intrusion and duress alarms.

4.4 Monitor electronic security systems such as but not limited to CCTV, motion/intrusion and duress alarms, fire, and water pressure systems.

4.5 Conduct patrols throughout facilities, parking lots, garages, and any outbuildings.

4.6 Respond immediately to any incidents when discovered or notified by another party.

Provide a detailed report for all incidents.

4.7 Interact with local law enforcement when necessary.

4.8 Contractor shall manage, schedule, and supervise the unarmed security staff including providing coverage for all breaks and lunches.

4.8.1 Schedule and assign staff as appropriate to provide security services per location.

4.9 Contractor shall provide a monthly report of all motion/intrusion and duress alarm tests to the Contracting Officer Representative (COR).

4.10 Contractor shall follow all Agency Policies, Regulations and VA Police SOP along with all local and state requirements for unarmed security.

4.11 Contractor shall comply with all Joint Commission Hospital Security Standards. See https://www.jointcommission.org/accreditation/hap_standards_information.aspx

5. Responsibilities:

5.1 Security guards must be in uniform and present a neat appearance while on duty. Uniforms are to be maintained so that shoes are shined, clothing is to be well fitted, clean and pressed.

The contractor shall ensure that guard personnel present a neat professional appearance, paying attention to personal hygiene, uniform, and equipment.

5.2 The employee must maintain a continued state of proper training and possess the necessary permits, authority, etc. They shall maintain continued liaison with their onsite supervisor or Police Point of Contact.

5.3 Take appropriate action to prevent the occurrence of fires, explosions, collapses, and other man made or natural catastrophes. In such an event, summon appropriate response and then notify VA personnel. Assist in minimizing the effects and in restoring the area to a safe condition.

5.4 Security Guard Procedures: The subsequent procedures shall be followed for admittance each location when and where appropriate.

5.4.1 All patients, staff, visitors, and vendors will be asked for, and must provide, a valid ID as they enter every entry control point location.

5.4.2 The security guard shall not leave their assigned post unless properly relieved.

5.4.3 UPON VERIFICATION OF IDENTIFICATION (Non-uniformed Officer or plain clothes Detective) ANY ARMED LAW ENFORCEMENT OFFICER ON OFFICIAL

BUSINESS MAY ENTER THE VA HEALTH CARE SYSTEM OR VA

CONTROLLED PROPERTY WITHOUT SURRENDERING THEIR WEAPONS.

5.4.4 All incidents shall be reported immediately to VA Police Operations at (407) 631- 8276.

6. Guard Duties – Building and area security as applicable:

6.1 Entrance Control Post: Operate and enforce a system of personnel identification as necessary. Perform package inspection when required and duly authorized. Perform Guest/Visitor Tracking including managing any guest/visitor management systems in designated areas and maintain logs of commercial vehicles.

a) Visitors - will be brought into the building by security and wait at the security desk for the person they are visiting to escort them to their final destination.

b) Package Deliveries - Security will be responsible for receiving packages and contacting the recipient/poc to come retrieve it.

c) Security will be posted at the security desk and is not expected to conduct any building or exterior patrols.

d) The post is expected to have large gaps of time without visitors, as such the post may “self-relieve”. Food may be eaten at the desk and the person at the post may use the restroom as needed.

6.2 Building rules and regulations: Observe building occupants and visitors for compliance with posted rules and regulations, notify VA Police of violations.

6.3 Unauthorized Access: Discover and report persons attempting to gain unauthorized access to the property.

A) Security will challenge anyone “tailgating” into the building. Tailgating is where a person follows a person who has opened a door without using their own key or PIV badge swipe.

6.4 Hazardous Conditions: Reports to the COR/PM??? or representative verbally or in writing as necessary any potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken, wet or slippery floor surfaces, etc.

6.5 Civil Disturbances: Reports to VA Police and COR as may be necessary, in the event of a criminal acts adversely affecting the security and/or safety of VA, its employees, property and the public.

6.6 Emergencies: Respond to emergency situations and provide appropriate assistance.

Immediately notify VA Police, COR, of any action taken.

6.7 Observes for evidence of criminal activity, security and safety violations and reports such activity to VA Police.

6.8 Communicates with the control desk and other officers, utilizing two-way radio or VA assigned phone to report and summon assistance.

6.9 Observes and question suspicious persons to determine the nature of their business and to provide appropriate directions or control, using basic security skills.

6.10 Performs emergency first aid as necessary to save lives, utilizing basic first aid and CPR.

6.11 Seeks voluntary compliance by visitors, employees and patients with VA Regulations, Policies and Federal Laws or State Statue using interpersonal skills.

6.12 Exhibits a helpful, friendly, and constructive attitude in his/her relationships with patients, employees, and the public to maintain proper public relations, utilizing skill in oral communications.

6.13 Site specific as applicable: Turns off unnecessary lights, check safes, lock-type repositories and cabinets, close/open windows and secure doors and gates, etc. Unlocks outside doors upon opening and locks outside doors upon closing.

6.14 Security guard shall be at assigned post at designated time and conduct a personal or telephonic/radio check with VA Police Dispatch or supervisor upon assuming post. At end of shift the security guard will notify telephonically or in person VA Police Operations or supervisor.

6.15 Investigate and report any suspicious activity in accordance with established facility security policies and procedures

6.16 Monitor, assess, and respond to alarms. Investigate and report any suspicious activity in accordance with established security policies and procedures.

6.17 Conduct random inspections when duly authorized by COR or Police Service

Representative.

6.18 Deter and report unauthorized personnel and/or vehicular activities on the facility.

6.19 Ensure qualified, trained relief personnel are on duty as a replacement for any employee deemed unable to perform the assigned duties. The Contractor shall have a qualified relief replacement available within a two-hour time frame.

6.20 Provide additional qualified security guards for planned events, short- and long-term emergencies, and ad-hoc situations as required. The VA shall provide the Contractor as much advanced notice as possible depending on the event(s) and/or circumstances.

6.21 Operate, maintain, and enforce the system of personnel identification and access controls for facility employees and visitors prescribed by established orders, policies, and procedures.

6.22 Operate, monitor, and assess the surveillance and intrusion detection systems as required.

6.23 Receive, receipt for, and secure prohibited personal property as well as lost and found articles pending transfer to appropriate authorities. Items shall be given to the appropriate party per post orders.

6.24 Other duties as assigned within the normal scope of contract security.

6.25 Provide written and verbal reports as required by existing policies and procedures.

6.26 Health and Physical Fitness Requirements: All personnel assigned by the Contractor shall be physically able to perform all general duties, functions and activities of their assignment;

shall be free of any communicable disease; shall be well proportioned as to height and weight; shall be in good general health, without physical defects or abnormalities which could interfere with the performance of their duties; shall possess binocular vision correctable to 20/30 (Snellen); shall be free of color blindness; and be capable of hearing ordinary conversation at 15 feet with either ear.

6.27 Drug Screening: Must pass contractor provided drug testing, prior to selection for contract work.

6.28 Smoking –Employees are required to adhere to the VA Facility’s no smoking policy. There is no smoking on any VA property, leased or owned by the VA. Guards who smoke will be restricted to smoking only off property.

6.29 Use of personal electronics such as but not limited to headphones, or personal computers is prohibited while on duty. Use is permitted when on breaks.

7. Other Requirements:

7.1 The Contractor shall ensure guards assigned to duties at VA facilities will be expected to:

7.1.1 Exercise good judgment.

7.1.2 Interact with people in a positive manner.

7.1.3 Maintain a high level of performance.

7.1.4 Maintain poise and self-control under stress.

7.1.5 Meet and interact professionally with the public.

7.1.6 Not be convicted of any felonies

7.2 Education and Experience. The Contractor shall ensure that guard personnel have, as a minimum, a high school diploma or General Equivalency Diploma (GED) and have two

(2) years of experience demonstrating the ability to:

7.2.1 Read, understand, and apply printed rules, detailed orders, instructions, and training material.

7.2.2 Construct and write clear, concise, accurate and detailed reports.

7.2.3 Input security related data in security computer systems.

7.2.4 See further training requirements in the PWS

7.3 Written and Oral Communication Skills. The Contractor shall certify in writing to the

CO/COR that each guard is fluent in speaking, reading, writing, and understanding English.

They also must be able to write official reports that are grammatically correct and technically accurate.

7.4 Replacement of Guard and Clean Records. The contractor will ensure that no guard is replaced with a non-qualified person. Any new hires or existing guards will not be hired nor will they be working at any time with a felony conviction unless accepted in writing by COR and CO.

7.5 Physical Fitness Certification. Before assuming duties, the Contractor shall certify in writing to the COR, each guard has been medically examined and determined to satisfactorily meet the medical qualification requirements.

7.6 Medications (Prescribed, Non-Prescribed, Intoxicants). The Contractor shall ensure that while on duty no contract guard or Contractor employee will possess, sell, consume, or be under the influence of medications, intoxicants, drugs, or substances which impair the ability to perform their assigned duties.

7.7 Random Drug and Alcohol Testing. The VA may require Contractor-conducted random drug and alcohol tests for guards working on this contract, and retain results if needed for review by the COR.

7.8 Standards of Conduct. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and be responsible for taking disciplinary action against employees as necessary. Each Contractor employee is expected to adhere to standards of conduct that reflects credit upon themselves, their employer, the VA, and the Federal Government. The Government reserves the right to direct the Contractor to remove an employee from the work site and/or this contract for failure to comply with the standards of conduct. The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government. The Standards of Conduct shall be included in the Guard Manual.

7.9 Disorderly Conduct. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned on any level. Also included is participation in disruptive activities which interfere with normal and efficient Government operations.

7.10 Neglect of Duties. The Government reserves the right. This includes, but is not limited to, sleeping on duty, intoxication, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours, such as surfing the internet on phone, constant texts that will detract from their duties, excessive personal calls and refusing to render assistance or cooperate in upholding the integrity of the work site security.

7.11 State and Local Licenses. The contractor is responsible for ensuring that all guards qualify for and continue to meet requirements for any state or local licensing requirement.

7.12 Authority and Jurisdiction. The authority of Contractor personnel to detain and/or make arrests shall be that of private citizens as defined by the laws of the State of Florida; and each member of the guard force shall be under a duty by his/her employment under this contract to exercise that authority in the manner directed by this contract, including the Guard Manual and Post orders

7.13 USE OF FORCE.

7.13.1 Licensed security guards are not law enforcement officers and are not granted any police powers regarding arrest or use of force. Section 493,6118(1)(i), F.S.

7.13.2 Deadly force may never be used by a security guard except in self-defense or defense of another from imminent death or great bodily harm. The use of deadly force to protect property or to prevent property loss is prohibited by law. Section 776.012, F.S.

7.13.3 Non-deadly force may be used by a security guard to the extent necessary for self-defense or defense of another against the use of unlawful force or to prevent or terminate trespass or “interference’’ with property the security guard has a legal duty to protect.

7.14.4 If the guard is called upon by local police department or VA police to assist in a reasonable manner, the unarmed guard shall assist the police. The guard force shall be familiar with and strictly adhere to and comply with the limits of authority, jurisdiction, and force.

7.15 Records and Reports. The Contractor shall maintain records and prepare reports as set forth by this PWS. A copy of all reports shall be maintained and available for inspection by the Government always.

7.16 Investigations. Periodically, the Contractor may be required to make written and oral statements to the local Police or VA Police, Federal Bureau of Investigation, or other agencies due to the nature of an incident. Any written statements provided shall be considered a report under the terms of the contract and a permanent record in this contract.

7.17 Criminal Actions. Contracted employees are subject to criminal actions as defined by Title

18 United States Code and any other applicable law.

7.18 Monthly Work Schedule. The Contractor shall provide a monthly work schedule, which indicates specific hours of the day that each post will be staffed, the guard’s name and the number of personnel per post.

7.19 Contractor Pre-Employment Investigation

7.19.1 The Contractor shall be required to certify in writing to the COR/CO that each guard has successfully passed a pre-employment suitability investigation in accordance with this paragraph before the guard is assigned to the VA facility. The Contractor shall be required to conduct or have conducted a suitability investigation for everyone. The investigation shall include the following:

7.19.1.1 Search of police files in the city and county of employee residence.

7.19.1. Inquiries of former employers for a period of five (5) years.

7.19.1.3 Information that may reflect on the suitability of the guard to perform security duties under this contract.

7.19.2 The Contractor shall provide the results of the investigative reports for each guard to the CO or COR not later than fifteen (15) days prior to beginning duty.

7.20 Convictions.

7.20.1 Felony Convictions. The Contractor shall ensure that no employee has a felony conviction and no convictions, either felony or misdemeanor, that reflect on the individual's suitability.

7.20.2 Misdemeanor Convictions. The Contractor shall conduct a local file check for guards working on this contract for compliance with the Lautenberg Amendment.

7.21 Employment of Government Personnel. The Contractor shall not hire off-duty government employees whose employment would result in a conflict with Office of personnel Management (OPM), Department of Veterans Affairs, VA Regulations, and any other Federal Codes.

7.22 Contractor Furnished Equipment. The contract requires that the Contractor shall provide employees all necessary equipment to perform their duties in a competent, capable, and efficient manner. The Contractor shall make the following typical equipment available to guard personnel to perform normal functions: radios (may be provided by the OVAHCS at its discretion), cell phone, first aid kits, high-power flashlights, other portable communication devices, portable fire extinguishers, traffic control devices and such other items as the VA may deem necessary.

7.23 Uniforms. The Contractor shall ensure that all guards shall wear a complete uniform, of the type prescribed in this clause at all times, when on duty. The appearance of uniforms shall be maintained so that shoes are shined; so that all items fit well and are clean, neat, and well pressed; and so that the uniform otherwise presents a favorable public image. The uniform's color(s) shall be the same as that in general use by large guard or police organizations in the United States. All employees shall wear the same color and style of uniform.

7.24 Radio Communications. The Contractor shall furnish all necessary multichannel radio transceiver communications equipment so that each employee on duty may be contacted by the Contractor's radio communication system and/or shift supervisors, and the VA facility. The Contractor shall comply with appropriate Federal Regulations to obtain all necessary frequencies and permits for equipment operation. The exact guard force frequency(ies) shall be coordinated with the COR prior to operation to prevent interference with Government operations, and in no event, shall "Citizens Band" frequencies be accepted. The government, at its discretion, may provide these radios. When provided by the government, the radios shall be signed for by the contractor. Radios provided by the government shall be accounted for daily.

7.25 When provided by the contractor, the Radio/Telephonic Communications equipment

Contractor provides must establish radio/telephonic communications within one (1) minute with the local VA Police or local emergency services as specified in the post orders. This equipment shall be functional and maintained by the Contractor.

7.26 Key/Combination Control. The Contractor shall receive, secure, issue, and account for all keys/access cards or combinations issued for access to buildings, offices, equipment, gates, etc. for the purposes of this contract. Prior to starting work, the Contractor shall sign a receipt for all keys/combinations issued by the Government. The Contractor shall maintain records which show how many keys are in existence, in whose possession and who has knowledge of and/or access to combinations. These records shall be made available to the COR/CO, FSC, VA Police or any other Government Investigative Authority upon request.

Keys shall not be duplicated or leave the facility. Key control may be moved to electronic boxes furnished by the government. The COR/PM??? shall provide new guidelines in the event this happens.

7.27 Travel. The Government will not pay for travel. All travel cost is the responsibility of the contractor.

8. Work Requirements:

8.1 Entry and Exit Control. The Contractor shall deter unauthorized person(s), property, or vehicles from entering the area(s) defined in the Facility Guard Manual. All posts shall be controlled during the specified times.

8.2 Roving Patrol. The Contractor shall conduct roving patrols as specified in the PWS. All roving patrol guards shall be equipped with communications equipment as specified in the Radio Communications and Radio/Telephonic Communications sections of this PWS and be capable of making contact within one (1) minute of notification to the VA facility, Contractor, and supervisor(s). The roving patrol shall be assigned duties as need to include parking garages, parking lots, buildings, etc.

8.3 Building/Equipment Checks. Security checks shall be of all buildings and pieces of equipment. While such checks are primarily to detect unsecured facilities, the guard shall also immediately report to the appropriate authorities any fire, flooding, or other condition that could result in damage to buildings/equipment or injuries to personnel. The guard(s) shall also turn off unnecessary lights and appliances and close windows/doors to conserve energy. The Contractor's employees shall not disturb papers on desks, open desk drawers or cabinets, erase blackboards, or use Government equipment except as authorized.

8.4 Complaints/Threats. The Contractor shall record complaints from any person concerning security, safety, or law enforcement within the Government's jurisdiction. Such complaints shall be promptly reported to the COR/FSC or police for resolution and disposition. The Contractor shall endeavor to deter crimes against persons without waiting for a specific complaint, while immediately notifying the appropriate authorities.

9. Places of Performance, Hours of Operations, and Work Hours:

9.1 Place of Performance.

9.1.1 VISN 8 8900 Grand Oak Circle, Tampa, FL 33637

9.1.2 Any other location where Tampa VA has need of unarmed security such as but not limited to short term special events. Services may be funded by purchase card or contract modification.

9.2 Estimated Time of Performance. The Tampa VA reserves the right to change this requirement to fit the needs of the Tampa VA, VISN 8, OPC and CBOC’s operations.

Location Estimated Timeframe VISN 8 Grand Oaks facility Post hours shall be Monday – Friday 6:00 AM – 6:00 PM.

Business hours shall be Monday – Friday 8:00 AM – 4:30 PM excluding holidays.

Other Other locations as added and removed per the PWS

9.3 Hours of Work: Normal Government Working hours are 7:00 AM – 4:30 PM, excluding

Federal Holidays.

9.4 Federal Holidays: See Federal Holidays (opm.gov)

9.4.1

Federal Holiday Date New Year’s Day January 01 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays

Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

9.4.2 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

9.4.3 Posts that are 24 hours and/or when the clinics are closed shall be staffed on holidays.

10. Security Requirements:

10.1 All contractor employees will undergo a minimum VA T1 (formerly NACI) background investigation for access to government facilities and complete any other security Package Forms as required.

10.2 The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government based on the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof.

11.0 Points of Contact:

11.1 The Government shall designate a primary and alternate point of contact at the kickoff meeting.

11.2 The Contractor shall provide a primary and alternate point of contact at the kickoff meeting.

12. Performance Standard:

12.1 The Government designee shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues.

All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the Government. The Contractor shall notify the Contracting Officer when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the Government shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government’s rights outlined in 52.212-4.

12.2 PERFORMANCE STANDARDS REQUIREMENTS SUMMARY MATRIX

Factor No.

Performance Indicators

Performance Standards

Acceptable Quality Level

(AQL)

Method of Surveillance

Incentive (Positive &/or

Negative)

Contractor shall provide unarmed security for the OVAHS in accordance with the

PWS

Staff shall be on-time in accordance with scheduled time of location and post

95% per occurrence.

Observation performed by Government designee as services are provided.

Positive: Acceptable performance rating in Contractor Performance Assessment Reporting System

(CPARS).

Negative: May result in adverse CPARS and/or reperformance of work.

Quality – Follow Policy - (reference PWS, para 4.8)

Contractor shall follow all Agency Policies, Regulations and VA Police SOP.

95% of service requests.

Observation by

Government designee.

Positive: Acceptable rating in CPARS.

in adverse CPARS.

Quality – Incident reporting (reference PWS, para 4.1.1)

The Contractor shall file complete incident reports

95% of service requests.

Random onsite inspection by Government designee. In

Quality – Guard Orders (reference PWS, para 6.21)

The Contractor shall Keep complete records.

95% of requests.

Random Onsite inspection by Government designee.