36C25219Q0386-0001001.pdf

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

1) Scope of Work: The purpose of this requirement is to provide professional and courteous, in uniformed and unarmed security guard services for the Rockford CBOC. The service provided shall be performed in such a manner as to assure the safety and welfare of patients, visitors and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment and supplies necessary to provide unarmed, uniformed guard services in accordance with all the terms and conditions defined herein.

2) Coverage Requirement: The Contractor must provide guard services to ensure coverage to the Rockford, IL CBOC from Monday through Friday as indicated below. All emergencies must be reported to the Madison VA Chief of Police Service or designee, who shall be the COR on-site. Due to changing requirements and needs of the clinics, the periods of coverage listed here may be subject to change. If the requested changes to period of coverage are accepted, a Modification will be issued to the Contractor and contract price will be adjusted accordingly. On occasion, overtime usage may be used to assist with distinguished visitors to the facility/clinic and if contractor are working on repairs to the building outside of the regular schedule hours on Monday through Friday at the CBOC.

Hours of coverage for both locations are as follows:

Number of Guards

Period of Coverage

Sunday 0 Monday 1 6:30 am-6:00 pm (11.5 HRS) Tuesday 1 6:30 am-7:30 pm (13 HRS) Wednesday 1 6:30 am-7:30 pm (13 HRS) Thursday 1 6:30 am-8:00 pm (13.5 HRS) Friday 1 6:30 am-6:00 pm (11.5 HRS) Saturday 0 Holiday 0

The VA observes the following Federal Holidays identified below. Contract employees are not paid holiday pay if not worked.

New Year’s Day Labor Day Birthday of Martin Luther King, Jr. Day Columbus Day Washington’s Birthday Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

3) Personnel:

Contractor hereby acknowledges that the Service Contract Act shall apply to the resulting contract and a copy of the latest DOL Wage rates applicable is included as an attachment to this document. Contractor’s personnel must not have any criminal record, which is not acceptable for security enforcement personnel.

Contractor shall be subject to a background investigation. The Contractor’s employee shall not commence work until the Contracting Officer receives notification that the investigation has been initiated. The Contractor shall bear the expense of obtaining the background investigation. Cost is estimated to be approximately $230.00/individual. A favorable adjudication must be received in order for a Contractor employee to continue performance.

Guards must be capable of being bonded and the successful contractor shall provide proof of bonding prior to the commencement of services.

i) Supervisor

• Supervisors shall have a background with a minimum of two (2) years of successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or industrial guard service or security).

• Supervisors will monitor the hours of duty of personnel in order to assure compliance with the requirements of the contract. Field Supervisors must visit the Rockford CBOC quarterly. These visits will be scheduled with the COR and/or CBOC Clinic Manager for the purpose of reviewing physical security issues, staff performance and any other issues that may affect contract requirements. The Security Guard(s) must be present at the VA facility/CBOC and must actually be performing the required services for the period specified in the contract or the contract cost will be decreased accordingly during each billing cycle (i.e., time and attendance record) and other contractual taken. The contractor will have a Security Guard at the Rockford CBOC at all times during the hours of operation as listed herein.

• The payments for leave, including sick leave or vacation time, are the responsibility of the Contractor.

• The Contractor shall provide the level of supervision to ensure that employees are properly performing all duties as specified in accordance with the contract.

• The on-site or in-field supervisor shall assure that guard(s):

a) Are in uniform and present a neat appearance

b) Maintain a continued state of proper training

c) Possess the necessary permits, authority, etc.

d) Maintain continued liaison with the COTR or designated alternate

e) Be able to speak, understand and read English fluently

f) Documentation is accurate

ii) Security Guards Minimum Qualification Standard

Education / Experience:

• Must possess a high school diploma or equivalency, and have two (2) years experience demonstrating the ability to meet and deal with the general public and the ability to maintain poise and self-control under stress.

• Must present certification or certificate of completion that they have successfully completed a defensive tactics course to include, but not be limited to, physical defense and/or verbal defense tactics.

• Must demonstrate the ability to read, understand and apply printed rules, detailed orders, instruction, and training materials; the ability to construct and write clear, concise, accurate and detailed reports;

• Must be literate in English to the extent of reading and understanding printed regulation, detailed written orders, training instruction and material, and shall be able to compose reports which convey complete information in a clear and concise manner, but accurate and detailed of incidents occurring on his/her tour of duty.

iii) Health and Physical Fitness Requirements: All employees assigned by the Contractor to work under this contract must:

• Be capable of detaining person(s) while VA or Police are notified

• Possess binocular vision correctable to 20/30 (Snellen).

• Be free of color blindness.

• Be capable of hearing ordinary conversation at 15ft with either ear without benefit of a hearing aid.

• Be physically able to perform all general duties, functions, and activities without the aid of any ambulatory assistive devices (i.e.- walker, cane, crutches, etc.).

• Be free of any communicable diseases.

• Have documented tuberculosis testing (TB) every two years. Must have tested as TB-free prior to starting work on this contract.

• Be in good general health without physical defects or abnormalities, which would interfere with the performance of these duties.

• May be subject to urinalysis to screen for illegal drug use on a random basis.

Each employee shall be given a physical examination without cost to the Government or the employee, and medical certification attesting to the final results of this examination shall be furnished to the Contracting Officer on Standard Form 78 at least five (5) days prior to assignment of the employee to duty. Annual physicals are also required to ensure staff are able to meet the physical requirements listed in this section.

In addition, all contractor employees providing services specified under this contract must undergo a psychological assessment without cost to the Government or the employee. This psychological assessment must be carried out in accordance with accepted professional standards by a physician or licensed practitioner authorized to conduct such examinations. For detailed policy, see the Federal Personnel Manual, Chapter 330, Medical Qualification Determinations. Security guard duties include personal encounters with patients, visitors, and employees of the Government. Encounters are often with mentally ill, irrational or disturbed persons, who, although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any individual having any emotional or mental condition, which could cause the contractor's employee to be a hazard to others or self, (i.e. in stressful situations and/or during physical altercations), will not be allowed to perform services provided under this contract.

The contractor provided employees shall undergo annual physical and psychological examination at no additional cost to the Government or the employee and provide the results to the Contracting Officer.

4) Government-Furnished Property and Services

• Standard Operation Procedures (SOP): Copies of the SOP’s for Rockford VA CBOC will be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures. The SOP’s shall not be removed from Government property, or reproduced or copied in any manner unless properly authorized by the Contracting Officer. VA reserves the right to update the SOP as required by regulations, policies, procedures or Executive Orders issued by the President of the United States. Most changes should be minor in nature and have no impact on the terms and conditions of this contract. In the event of major changes, the Contracting Officer shall address the issues in writing to the Contractor. As far as possible the Contractor’s staff shall implement any change immediately and address any conflicts or issues through the Contractor to the Contracting Officer.

• Guard Area: The guards will be provided a workspace.

• Communications: Communication with the Madison VA Police Service will be provided via phone.

A telephone will be available for the Contractor’s staff to use to fulfill the requirements of this contract. The guard should be able to communicate well. The use of the telephones for other than VA related business is inappropriate and may be grounds for removal of the Contractor’s staff.

• Daily Log: The guards will be required to maintain a daily written log of all events related to the physical activities of the Rockford CBOC. These activities will include, but not be limited to, the documentation of when the clinic was opened and locked/secured at night, damages to property and/or individuals, details pertaining to disruptive patients and visitors, and calls to local emergency staff (i.e. – Police, Fire Department). This log will be provided by VA to the contract staff for them to maintain and provide to the COR and/or Rockford CBOC manager on a quarterly basis at a minimum for review.

5) Contractor-Furnished Property and Supplies

The Contractor shall furnish and maintain in acceptable condition, at no cost to contract, all items of uniform and equipment necessary to perform work required by this contract, as discussed in this paragraph, and additional items as needed, within reason.

• Communication Equipment: The Contractor shall provide a method for immediate communications between the guard on duty and the Contractor’s Supervisor on duty. This can be by cell phone or radio system, but must be provided by equipment furnished by the Contractor. This available communication system must be efficient and effective for the fulfillment of the contract.

• Uniforms: Contractor’s personnel MUST wear professional uniforms at all times while in the performance of his/her duties. The color of the Contractor’s guard force uniforms shall be a color in general use by large guard or police organizations. All employees performing under this contract shall wear the same color and style of uniform. Female members of the guard force shall wear appropriately styled uniforms.

Appropriately lettered breast and cap badges, indicating the jurisdiction from which authority is obtained, shall be worn as part of the uniform (providing such authority is grantable under state and local laws). Shoulder patches lettered to indicate the identity of the Contractor shall be worn on the left shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket at all times. No other identification of the Contractor or employee shall be worn or displayed on the uniform, with the exception of the VA ID badge.

• Insurance: The Contractor shall maintain all insurance as required by the GSA/FSS Contract. A copy of the Contractor’s insurance shall be provided by the successful contractor to the Contracting Officer prior to the commencement of services Contractor shall provide all insurance coverage as required by all applicable law and is a condition of this procurement. The Contractor must provide at time of initial offer copies of all pertinent insurance certificates necessary to provide this service as required by Federal, State and Local agencies, as evidence of full compliance. All insurance coverage must be current and in force at the time of initial offer, or with any updates to be promptly forwarded to the Contracting Officer

6) Guard Services:

Assignments may include but are not limited to the following:

a) Observation: Observe all personnel entering the facility/grounds when suspected of carrying weapons, showing hostility, or being unauthorized personnel (e.g., children unaccompanied by adults, or solicitors).

b) Entrance control: The majority of the guard’s time will be spent in and around the main entrance to the clinic. They will enforce systems of personal identification, package inspections (as necessary), and maintain a journal of all security related activities.

c) Assistance: May be requested to assist assigned personnel with a patient that is incapacitated.

d) Customer Service: Meet and deal with the general public in a manner that promotes a positive image of the VA. Maintain poise and self-control under stress. Although there will be cordial conversation with the visitors, such contacts will be brief. Security guards will not allow personal conversation or activity to interrupt patrol movement.

e) Emergencies: In the case of an emergency condition the guard shall respond in accordance with the SOP, the VA provided training and the Contractor’s provided training. Remaining calm and professional is the minimal expectation. If the guard in response to an emergency situation is required to leave the post in order to comply with VA or Law Enforcement directives, the time away from the duty post will not be considered as a failure of the Contractor to provide services.

f) Inspections: Perform package inspection when required. Conduct daily inspection of the sensitive recycling container that they are secured at all times. Maintain written reports for the COR.

g) Building/Grounds Surveillance: Conduct foot patrols in accordance with VA training and direction. Maintain an operations journal, documenting all security related activity. Maintain visitor logs.

h) Traffic: Will periodically patrol parking lots to deter crime and ensure vehicles are legally parked.

Guards will also assist in the arrival and departure of any emergency vehicles. Violators will be contacted and requested to relocate their illegally parked vehicle.

i) Security and fire systems: Monitor, investigate and report (to appropriate personnel) any activation of the audible duress alarm system. Make necessary notifications to appropriate Fire Department, Law Enforcement agency and Clinic Manager, should an alarm be received or fail. Must be familiar with all fire and disaster procedures for the clinic and help with evacuations when necessary.

j) Building rules and regulations: Observe building occupants and visitors for compliance with posted rules and regulations. Non-compliance will be reported to the clinic manager and/or Madison VAMC police office.

k) Lost and found: Direct visitors/employees to the lost and found in the designated area, for any inquiry of lost items or to release found items. Receive, issue receipt, and store found articles pending disposition.

l) Law and order: Maintain law and order within the areas of assignment.

m) Unauthorized access: Discover and report (per Contractor policy in junction with VA policy persons attempting to gain unauthorized access to the property.

n) Hazardous conditions: Report daily, in accordance with procedure in the 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. to the clinic manager

o) Additional duties: Turn off unnecessary lights, open and secure doors, ensure sensitive recycling containers are secured etc.

p) Reports and records: Maintains VA forms necessary to document daily or special events as trained. Perform routine clerical duties associated with this position. Will prepare and maintain required reports/records and turn-in to the clinic manager.

q) Civil disturbances: Perform such other functions as may be necessary 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 on the grounds under the control of the Government.

r) Injury or illness: Obtain professional assistance in accordance with procedures in the SOP in the event of injury or illness to Government employees or others while in the building or on the grounds.

s) Reports and Records - Prepare required reports at the frequency indicated according to contractors

SOP and report any incidents to the COR. Maintain necessary records and necessary turn in reports and records to designated official.

t) Roving patrol: Will patrol clinic areas at least three times per day and as requested. Guards will be assigned vigorous and inquisitive patrol activity, which will provide the greatest frequency of visibility in all areas open to the public. Cordial conversations with visitors will be brief and will not interrupt patrol movements.

7) CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

All contractor employees who require access to the Department of Veterans Affairs' computer systems or have access to sensitive information shall be the subject of a background investigation. The VA obtains the Background Investigation through the Electronic Questionnaires for Investigations Process (e-QIP).

Upon receiving a request for the investigation from the Contracting Officer, the contractor’s employee will be initiated into e-QIP for the Background Investigation followed by an e-mail with instructions to log into e-QIP. A contractor’s employee shall not commence working at VA under contract until the Contracting Officer receives notification from the VA Office of Security and Law Enforcement that the contract employee’s application was received complete. A favorable adjudication from the VA Office of Security and Law Enforcement must be received in order for a contractor employee to continue contract performance. This requirement is applicable to all subcontractor personnel.

1. Position Sensitivity - The position sensitivity has been designated as Low Risk.

2. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries.

3. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations. If the Office of

Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month’s invoice(s) for services rendered.

b. It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under the contract in order for the background investigation process to commence. This list will include name (first, middle, last) social security number;

date of birth; city, state, and country of birth.

c. The contractor or their employees shall submit a complete background investigation packet through the Electronic Questionnaires for Investigations Process (e-QIP). Additional guidance and information will be provided through e-mail from the VA Office of Security and Law Enforcement.

The following required forms must be submitted through the e-QIP system to the VA Office of Security and Law Enforcement before contract performance begins:

(i) e-QIP Signature Pages (two) (print, sign and submit)

(ii) Optional Form 306, Declaration for Federal Employment

(iii) Electronic Fingerprint Form (FD 258) or electronic fingerprints

Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

d. The Contractor shall inform the contract employee that when filling out the application, that there should be no gaps in employment history. Any gaps in employment history may result in OPM rejecting the documentation for investigation and delay contract performance.

e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

f. The contractor may utilize a private investigating agency if such agency possesses an OPM and Defense Security Service certification. A Cage Code number must be provided to the VA Office of Security and Law Enforcement. VA Office of Security and Law Enforcement will verify the information and advise the contracting officer whether contractor’s access to the computer systems can be authorized.

g. All contractor employees and subcontractors are required to complete VA’s Privacy training annually. All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy.

Documented proof must be provided to the Contracting Officer.

h. The contractor will notify the COR immediately when their employee(s) no longer require access to VA computer systems.

4. Government Responsibilities

a. The contracting officer will request the contractor employee’s background investigation by the

Office of Security and Law Enforcement.

b. The Office of Security and Law Enforcement will notify the contractor with instructions for the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations.

c. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month’s invoice(s) for services rendered.

5. The current fees associated with background investigations are $230.00 each for low level investigation, $825.00 each for medium level investigation, and $3,015.00 each for high level investigation.

8) ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/sub-contractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.