36C25223Q0037.docx

36C25223Q0038 36C25223Q0038

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

578-23-2-5081-0001 36C25223Q0037 10-25-2022 Klug,Michelle 224-610-3248 11-14-2022 10:00

CDT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago IL 60064 X X 561612 $22 Million N/A X

HINES VAMC CBOC LOCATIONS

Aurora VA Clinic (CBOC), Hoffman Estates CBOC Joliet VA (CBOC) Kankakee County VA (CBOC),LaSalle VA (CBOC) , Oak Lawn VA (CBOC) 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago IL 60064

See CONTINUATION Page Security Guard Services for HINES VAMC CBOCS at the Aurora VA Clinic (CBOC), Hoffman Estates VA Clinic (CBOC), Joliet VA (CBOC) Kankakee County VA,(CBOC) LaSalle VA (CBOC), Oak Lawn VA (CBOC) in Chicago IL Area.

Period of Performance 3-01-2023 thru 2-29-2024 ****Please reference Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items for Requirements for this Offer*** See CONTINUATION Page X X Ashley Johnson Contracting Officer Page 1 of

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: ASHLEY JOHNSON, CONTRACTING OFFICER

MICHELLE KLUG, CONTRACT SPECIALIST

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. INVOICES:

a. Invoices shall be submitted (monthly,)in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Payments shall be made in arrears upon receipt of a properly prepared invoice

c. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

d. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

e. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

6. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer Michelle.Klug2@va.gov no later than TUESDAY OCTOBER 25, AT 10:00AM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 4 business days to all parties

7. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

8. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

a. All VA property is considered Federal property and all Federal laws are applicable.

b. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

c. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

d. All contractor personnel are required to adhere to all VA rules and regulations.

e. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

f. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

g. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

9. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

10. SECURITY & PRIVACY CONTROL:

PIV I Card:

Applies to unsupervised, full-time, logical and/or physical access for more than 6 months OR more than 180 aggregate days in a one-year period.

Defined in VA Directive 0735 as: “Personal Identity Verification (PIV) Credential: An identification card that complies with FIPS 201 and related guidance that contains a photograph and stored identity information so that the claimed identity of the cardholder can be verified by another person or an automated process. PIV credentials are issued to persons requiring routine access to VA facilities or information systems.”

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the statement of work is: Special Agreement Check (SAC) & National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access.

The current FY23 fees associated with background investigations are as follows:

The SAC fingerprints AR $20. This fee is the responsibility of the Contractor and will be billed accordingly.

B.2 STATEMENT OF WORK/PWS

STATEMENT OF WORK (SOW)

Security Guard Services for Unarmed Security Guard Services with a Security Guard Supervisor at the Hines VA Department of Veterans Affairs VA Medical Center Community-Based Outpatient Clinics (CBOCS):

Aurora VA Clinic (CBOC), Hoffman Estates VA Clinic (CBOC), Joliet VA (CBOC) Kankakee County VA (CBOC), LaSalle VA (CBOC) , Oak Lawn VA (CBOC)

SCOPE OF WORK: The purpose of this requirement is to provide professional and courteous uniformed and unarmed security guard services for the U.S. Department of Veterans Affairs (VA) following locations: Aurora Community Based Outpatient Clinic (CBOC), Hoffman Estates Community Based Outpatient Clinic (CBOC), Joliet VA Community Based Outpatient Clinic (CBOC), Kankakee County VA Community Based Outpatient Clinic (CBOC), LaSalle VA Community Based Outpatient Clinic (CBOC), Oak Lawn VA Community Based Outpatient Clinic (CBOC). The services provided shall be performed in such a manner as to ensure the safety and welfare of patients, visitors, and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment, training and supplies necessary to provide unarmed, uniformed guard services in accordance with all the terms and conditions defined herein. Community Based Outpatient Clinic (CBOC)

1. COVERAGE REQUIREMENT: The awarded contract shall provide specific details as to the locations and hours being ordered for each period of performance. If additional services are needed, they shall be procured separately from this contract. Location specific duties may also be incorporated into the SOW with the addition of any new locations for guard coverage via modification to the contract. The hours listed below are based on current VA needs. All locations and personnel coverage must always be met, and it is the responsibility of the contractor to contact the Hines VA Police Service when a contracted employee shall be replaced due to contracted employee calling off and may be delayed arriving at their post. Each post must be covered when contracted employee is late, calls off and or on vacation. Selected security assignments may be cancelled by the Hines VA under this contract. The VA shall give the contractor notice about the reduction in security guard services.

Coverage required based upon current needs is as follows:

Security Supervisor Aurora VA Clinic, Hoffman Estates VA Clinic, Joliet VA Clinic, Kankakee County VA Clinic, LaSalle VA Clinic, Oak Lawn VA Clinic

Sunday

NA

Aurora VA Clinic 161 South Lincolnway, Suite 120 North Aurora, IL 60542-1659

Hoffman Estates VA Clinic 4885 Hoffman Boulevard Hoffman Estates, IL 60192-3726

Joliet VA Clinic 1201 Eagle Street Joliet, IL 60432-2031

Kankakee County VA Clinic 581 William Latham Drive, Suite 301 Bourbonnais, IL 60914-2450

LaSalle VA Clinic 4461 North Progress Village Peru, IL 61354-1109

Oak Lawn VA Clinic 10201 South Cicero Avenue Oak Lawn, IL 60453-4023

The Federal holidays observed by the VA are as follows:

CBOCS are not open during observed Federal Holidays.

*When a holiday falls on Sunday, the following Monday shall be observed as a legal holiday by U.S. Government Agencies. When a holiday falls on Saturday, the preceding Friday shall be observed as a legal holiday. Included would be any other day specifically declared by the President of the United States to be a National Holiday.*

2. PERSONNEL: Contractor employees providing services under this contract shall not have any criminal record. The Contractor shall have established hiring practices, complete their own background checks, to include interviews, reference checks and prior experience to ensure suitability of performance under this Contract. Contractor shall provide documentation to the Contracting Officer or Contracting Officer’s Representative (COR) of these completed background checks to include documentation that the applicant is qualified under the contract. Contractor personnel shall complete the Government background investigation Special Agreement Check (SAC). Contractor employees shall not commence work until the Contracting Officer Representative has received notification that the investigation is favorable, and the adjudication is completed. All contractors’ personnel shall initiate a SAC at the PIV office located in building 17(H/R). Contractors must be able to complete semi-annual training for all security guard to ensure all procedures of each post are adequately addressed. For example, Standard Operating Procedures, Proper Screening of visitors, documenting daily logs and incident reports must be adhered to. Contractor shall ensure supervisors conducts inspection and audits with contract employees. All Contractor personnel who shall provide security guard services shall obtain ID/flash badges from the PIV office and shall always display/wear the Contractor’s ID/Flash badge on VA premises.

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

The Contractor shall assign a Point of Contact (POC) for the purpose of ensuring compliance with all provisions of this contract. The Contractor POC shall be available to report on site if requested and have the ability to address performance issues.

Qualification Requirements of Contractor Personnel:

A. Supervisor:

The Contractor shall provide a supervisor for weekly inspections and problem corrections on site. In addition, the Supervisor shall be available for direct communication with Security Guard(s) on duty during their entire shift.

i. Supervisors shall have a background with a minimum of three (3) years of successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or industrial guard service or security).

ii. Supervisor must have the ability to conduct training with the responsibilities for each security guard post and provide updates and retraining to the security guards to ensure their employees stay current with their responsibilities.

iii. Supervisor must have experience in de-escalation skills and strong communication skills.

iv. The Contractor shall provide the name(s), telephone number(s), and addresses of the on-site or in-field supervisor, in writing, to the Contracting Officer prior to performance under this contract. The term "supervisor" means a person designated, in writing, by the Contractor, who has authority to act, for the Contractor, on a day-to-day basis at The worksite or vicinity.

v. Supervisors shall monitor the hours of duty of personnel to ensure compliance with the requirements of this contract. Field Supervisors must periodically visit the VA Facility.

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

vii. The Supervisor shall meet all the Security Guard Qualifications.

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

· The Supervisor shall collect all logs/reports weekly from each post and provide a copy to the Police Service Representative/POC.

· Fill in for assigned security officers for absences and vacations and perform the duties as a security guard according to the operating procedures at the assigned VA clinic.

viii. The on-site or in-field supervisor shall assure that Security Guard(s):

· Make weekly visits at the six VA clinics.

· Are in uniform and present in a neat appearance.

· Maintain a continued state of proper training.

· Possess the necessary licenses, etc.

· Maintain continued liaison with the COR or designated alternate.

· Documentation is accurate.

· Collecting all daily logs and security reports.

· Ensuring all contracted employees are properly trained.

· Complete proper investigations for disciplinary measures needed for contracted employees

· Ensure all posts are properly covered.

B. Security Guard

· Must possess a high school diploma or equivalency. Must demonstrate the ability to read, understand and apply printed rules, detailed orders, instruction, and training materials. Must have 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.

· Must have two (2) years’ experience demonstrating the ability to meet and deal with the general public and the ability to maintain poise, self-control under stress, have de-escalation skills and strong communication skills.

· Must have the ability to meet and work with the general public in a professional manner.

· Have the ability and understanding working with behavioral health individuals.

· Health and Physical Fitness Requirements: All employees assigned by the Contractor to work under this contract shall:

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

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

c. Be physically able to perform all general duties, functions, and activities as outlined in this SOW.

d. Have documented tuberculosis testing (TB) every two years. Shall have tested as TB-free prior to starting work under this contract.

e. Have documented Covid-19 Vaccination prior to starting work under this contract. Shall have tested as COVID free prior to starting work under this contract.

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

g. 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 results of this examination shall be available to the VA upon request.

· In addition, all Contractor employees providing services specified under this contract shall undergo a psychological assessment without cost to the Government. Certification attesting to the results of this examination shall be available to the VA upon request. This psychological assessment shall be carried out in accordance with accepted professional standards by a physician or licensed practitioner authorized to conduct such examinations. 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, shall be handled with understanding, full control of force, and unimpeded judgment. Any individual having any emotional or mental condition, which could cause the individual to be a hazard to others or self, (i.e., in stressful situations and/or during physical altercations), shall not be allowed to perform services under this contract.

C. Government Furnished Property and Services:

No government furnished property is required at this time.

D. Standard Operation Procedures (SOP):

Copies of the SOPs for the Aurora VA Clinic, Hoffman Estates VA Clinic , Joliet VA Clinic, Kankakee County VA Clinic, LaSalle VA Clinic , Oak Lawn VA Clinic CBOC’s shall be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures. The SOPs shall not be removed from Government property or reproduced or copied in any manner unless 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.

E. Communications:

The use of the telephones, cell phones, tablets for other than VA related business is inappropriate while on the post and may be grounds for removal of Contractor’s staff.

F. Contractor-Furnished Property and Supplies: The Contractor shall furnish and maintain in acceptable condition, at no cost to the Government, all items of uniform and equipment necessary to perform the services required herein, (and specified below), 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 communication system shall be efficient and effective for the fulfillment of the contract.

· Uniforms: Contractor personnel shall always wear professional uniforms 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. Uniforms include but not limited to pants, shirts, sweaters, jackets, and winter gear.

· Appropriately lettered badges, indicating the jurisdiction from which guard 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 shoulder of the uniform jacket and shirt. Identification name-tags shall be worn over the right breast shirt pocket. No other identification of the Contractor or employee shall be worn or displayed on the uniform, with exception of the VA flash badge.

· 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 any unauthorized supplemental or personals such as concealed or unconcealed firearms, knives, "come alongs", or other such nonstandard items.

· Contractor shall provide all proper documentation for the security guards to complete daily log activities, Security reports of incidents and or witness statements, binders with all documents and proper procedure for timesheet for the employees.

G. General Guard Duties: Assignments for all locations will include the following:

· Observation: At all times observe all employees, veterans and visitors entering the facility/grounds. The contract employee should be aware if anyone person is suspected of carrying weapons, showing hostility, or being unauthorized personnel (e.g., children unaccompanied by adults, or solicitors).

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

· Customer Service: The security guard shall practice exceptional customer service and a professional demeanor correcting any deviations to policy. Meet and work 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 shall be brief. Security guards shall not allow personal conversation or activity to interrupt patrol movement.

· Emergencies: In the case of an emergency condition the guard shall respond in accordance with the SOP, VA provided training and the Contractor’s provided training. Remaining calm and professional is the minimal expectation. If the security 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 shall not be considered as a failure of the Contractor to provide services, however all other times the guard shall not leave his or her post except when properly relieved by another guard or notifying police service when a break is needed.

· Daily Logs/reports: Shall conduct and complete daily logs at each post and document security reports when it was established an event occurred and resulted in moderate to serious events. All daily logs and reports shall be turned over to the guard supervisor.

· Inspections: Perform package inspection when required. Perform specific inspection for each post and conduct daily inspection of assigned posts. Maintain written reports for Police Service.

· Building/Grounds Surveillance: Conduct foot/stationary patrols in accordance with VA training guidelines, direction and supervisors’ training/procedures. Maintain an operations journal, documenting all security related activity.

· Security and fire systems: (CBOC guards) Monitor, investigate and report (to appropriate personnel) any activation of the audible duress alarm system and motion alarms. Make necessary notifications to appropriate Fire Department, Law Enforcement agency and Clinic Manager, should an alarm be received or fail.

· Building rules and regulations: Observe building occupants and visitors for compliance with all posted rules and regulations.

· Lost and found: Direct visitors/employees to the clinic staff for lost and found items, you are not to receive or hold for any lost or found items.

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

· Unauthorized access: Discover and detain (per Contractor policy in conjunction with VA policy) persons attempting to gain unauthorized access to the property.

· Hazardous conditions: Report daily, in accordance with 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.

· Additional duties: Turn off unnecessary lights in common areas, secure doors and ensure sensitive items are secured.

· Reports and records: Maintain VA or Contractor forms necessary to record daily activities and or proper documentations for reports, required by the VA Police. Document daily or special events as trained. Perform routine clerical duties associated with this position.

· Civil disturbances: Perform other functions as necessary in the event or occurrence of 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 of the Government.

· 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.

H. Identification, Parking, Smoking, and VA Regulations: The Contractor's employees shall always wear visible identification while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited at the VA Medical Center property. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

I. Contracting Officer’s Representative (COR): The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after the contract has been signed, identifying the individual(s) as the COR(s).

J. Changes: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

K. License/Permits/Insurance: The Contractor shall be properly licensed by Federal, State and local authorities, to provide the services as defined herein. The Contractor shall provide copies of all licenses and permits.

L. Quality Control Plan

· The Contractor shall implement and maintain a complete quality control (QC) program so that all requirements are provided for as specified in the contract. The Contractor’s QCP shall include but not be limited to the following:

· A statement describing how the Contractor shall meet the basic requirements of this contract, including staffing levels and whether the Contractor has trained and qualified employees in accordance with the qualification standards listed in this SOW, shall be provided and updated whenever there is a turnover of personnel.

· A method for identifying deficiencies in the quality of services performed before the performance deficiency becomes unacceptable. The QCP shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all Contractor QC inspections and corrective actions.

· A method of recording or logging the activities of the Contractor, which would demonstrate the Contractor's ability to maintain the minimum requirements of this contract.

· The Contractor shall provide quality control or assurance reports to the COR or CO upon request. The report shall include the results of the reviews, identification of problems and a correction plan.

M. Personnel: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer.

N. Contractor Personnel Security Requirements: No access to the VA network is needed or required.

O. VA Sensitive Information & Data Security Requirements:

· Paper, plastic or other similar based media containing VA sensitive data that is not sent to the VA shall be properly disposed of by the Contractor by methods such as shredders with no larger than 1/8-inch width cuts and then crosscut. This media shall be destroyed such that information may not be retrieved. Media with small print, such as microfilm shall be destroyed such as to render the information unrecoverable.

· The Contractor shall take due diligence to ensure that VA sensitive information and data that is viewed, faxed or similarly transmitted, or discussed verbally is protected from unapproved disclosure.

· VA sensitive information and data shall not be transmitted across the Internet unencrypted (including email and instant messaging) and shall be protected by (VA-VPN) VA Virtual Private Network and/or VA approved encryption process (Example: PKI - Public Key Infrastructure).

· VA sensitive information shall not reside on non-VA systems or devices unless specifically designated and approved as appropriate for the terms of the contract. All systems that store or process VA data shall be protected with VA approved encryption (typically FISPS 140-2 compliant).

· Any security violations or suspected violations shall be immediately reported to the VA Contracting Officer and the assigned VA Information Security Officer (ISO).

· Copies of guard licenses and permits required by Illinois State Law will be furnished to the COR upon request.

· The Contractor's employee shall maintain a valid state security officer's certification during the term of his/her employment under the contract.

P. Records Management:

· The Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

· Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

· The Government Agency owns the rights to all data/records produced as part of this contract.

· Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]

· No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

· Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Q. Special Contract Security Requirements: Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered with the Department of Veterans Affairs.

· Privacy and HIPAA Training – TMS Course number VA 10203: Contractor and their sub-contractors assigned work under the contract are required to take an annual information security awareness training and patient privacy as established by HIPAA statues. Training must meet VHA’s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training.

· All VA contractors, VA affiliates, VA Volunteers must complete an Annual Course VA TMS 10176 as well as to sign the VA National Rules of Behavior as require on VA Handbook 6500 and VA Handbook 6500.6

· If there are any questions related to the privacy awareness training, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security awareness training, please have a member of your staff contact the Office of Cyber Security at (304)262-7733.

R. Policies and Regulations: The VA’s Policies and Regulations are confidential in nature and cannot be released outside of official VA channels. The VA, however, shall provide the Contractor’s employees with training on the VA’s Policies, Regulations, and SOP’s during the 8 hours of Minimum Government Furnished Training.

S. Qualifications:

· The Contractor shall be properly licensed by Federal, State and local authorities, to provide the services required at the Aurora VA Clinic (CBOC), Hoffman Estates VA Clinic (CBOC), Joliet VA (CBOC) Kankakee County VA (CBOC), LaSalle VA (CBOC) , Oak Lawn VA (CBOC).

· The Contractor shall have relevant and recent (within past 4 years) experience providing the same services described herein.

· The Contractor shall provide a Quality Control Plan that shall demonstrate the Contractor’s ability to provide the services required. This plan shall address whether the Contractor has appropriately trained and qualified employees (per the Qualification Standards listed in the SOW).

T. Hiring Clause:

· Under 18 U.S.C. § 205 is a criminal statute which prohibits federal employees from representing a third party before a federal agency or court with an intent to influence official action. Security Guards, Security Guard Supervisor and VA employees cannot hold both security guard and VA positions at the same time, which in conflict of interest to the government.

U. Period of Performance: 365 days: Contract period will consist of a base period from March 1, 2023, through February 29 , 2024 (excluding all Federal Holidays). This contract may be extended by mutual agreement through an additional four (4) option periods defined as:

Option 1: 365 days: March 1, 2024, through February 28 , 2025 (excluding all Federal Holidays).

Option 2: 365 days: March 1, 2025, through February 28 , 2026 (excluding all Federal Holidays).

Option Year 3: 365 days: March 1, 2026, through February 28 , 2027 (excluding all Federal Holidays).

Option Year 4: 365 days: March 1, 2027, through February 29 , 2028 (excluding all Federal Holidays).

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Unarmed Security for Aurora CBOC Contract Period: Base POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

PRINCIPAL NAICS CODE: 561612 - Security Guards and Patrol Services PRODUCT/SERVICE CODE: R430 - Support - Professional: Physical Security and Badging

Unarmed Security for Hoffman Estates CBOC

POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

Unarmed Security for Joliet CBOC

POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

Unarmed Security for Kankakee CBOC

POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

Unarmed Security for LaSalle CBOC

POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

Unarmed Security for Oak Lawn CBOC

POP Begin: 03-01-2023 POP End: 02-29-2024

HOURLY RATE:$__________

Unarmed Security for Aurora CBOC Contract Period: Option 1 POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for Hoffman Estates CBOC

POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for Joliet CBOC

POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for Kankakee CBOC

POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for LaSalle CBOC

POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for Oak Lawn CBOC

POP Begin: 03-01-2024 POP End: 02-28-2025

HOURLY RATE:$__________

Unarmed Security for Aurora CBOC Contract Period: Option 2 POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for Hoffman Estates CBOC

POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for Joliet CBOC

POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for Kankakee CBOC

POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for LaSalle CBOC

POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for Oak Lawn CBOC

POP Begin: 03-01-2025 POP End: 02-28-2026

HOURLY RATE:$__________

Unarmed Security for Aurora CBOC Contract Period: Option 3 POP Begin: 03-01-2026 POP End: 02-28-2027

HOURLY RATE:$__________

Unarmed Security for Hoffman Estates CBOC

POP Begin: 03-01-2026 POP End: 02-28-2027

HOURLY RATE:$__________

Unarmed Security for Joliet CBOC

POP Begin: 03-01-2026 POP End: 02-28-2027

HOURLY RATE:$__________

Unarmed Security for…