Amendment 0001 36C25921Q0300.pdf

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 25

36C259

Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

36C259

Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

To all Offerors/Bidders

36C25921Q0300

03-26-2021

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 3/30/2021 09:00 hours CT

X 1

Vendors are instructed to note that the Offer Due Date in block 8 of page 1 of SF1449 is changed from 03-29-2021

13:00 hours CT to now reflect the date and time in block 11 above.

Amendment also includes the following answers to Vendor Questions as well as the following revised sections of the RFQ:

B.4 ESTIMATED QUANTITIES, B.5 PRICE/COST SCHEDULE OVERVIEW and B.6 PRICE/COST SCHEDULE, B.7 PERFORMANCE WORK STATEMENT (PWS) and B.8 COVID-19 HEALTH REQUIREMENTS

D.2 SERVICE CONTRACT LABOR STANDARDS PROVISIONS AND PROCEDURES

E.2 Addendum to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

E.3 COMPLIANCE WITH VETERANS EMPLOYMENT REPORTING REQUIREMENTS and E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

All other items remain unchanged.

Monica Gary

Contracting Officer

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

CONTINUATION PAGE

VENDOR QUESTIONS

1. QUESTION

I can’t find 36C25920A0039 on FPDS.gov.

ANSWER

Be sure to enter BPA 36C25920A0039 or contact FPDS.gov technical support for assistance.

2. QUESTION

I would like to submit a proposal for this project but I do not see the due date.

Refer to the attachments and notice posted on BETA.sam.gov.

3. QUESTION

if I have some questions regarding the above mentioned solicitation, can I pass them to you? Did not see any options for questions and answers

ANSWER

Best to fully read Instructions to Offerors addendum, 52.212-1. Address questions in writing to monica.gary@va.gov

4. QUESTION

There is insufficient information posted to allow our response. The ONLY attachments are "Presolicitation

Notice" and "Modification to a Previous Notice" there is NO SOLICITATION or other information to develop a response.

mailto:monica.gary@va.gov

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

Please refer to notice 36C25921Q0300_2 which states: “Vendors should contract customer support at BETA.sam.gov if there are technical web issues preventing the access to attachments to this solicitation.”

5. QUESTION

Is this set aside for SDVOSB?

Please refer to block 10 of page 1 of RFQ 36C25921Q0300.

6. QUESTION

Reference p. 37 can you please clarify the Business Associate Agreement as Section (D) is the age determination.

ANSWER

BAA has been removed. BAA is not required. Refer to revised addendum to FAR provision 52.212-1

Instructions to Offerors included in RFQ Amendment.

7. QUESTION

If the Wyoming VA has contracted for this service before, who was the vendor (incumbent) and what was the contract value (Similar hours and scope of work)?

a. If yes, is the current incumbent using a trailer or guard shack?

b. If there is an incumbent, will they work with [company name omitted] to make a smooth transition?

ANSWER

Refer to the Contract Opportunities web page for RFQ notice. This service was previously awarded on BPA

36C25920A0039. Scope of work has not changed.

Incumbent uses a trailer.

Vendor transactions and business with the incumbent are the responsibility of each offeror. The government is not in a position to answer whether the incumbent will work with your company.

8. QUESTION

What is the basis of award for this solicitation?

ANSWER

Refer to paragraph (a) of E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014) of the

RFQ. The revised version of E.7 is available in this amendment.

9. QUESTION

Would a guard shack suffice for the trailer requested?

ANSWER

Refer to section titled, Trailer Safety and Environmental Requirements of the PWS, included in this

Amendment.

10. QUESTION

Will the government (VA) provide power for trailer?

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

No. Refer to 6.b) and 6.e) in section titled, Trailer Safety and Environmental Requirements of the PWS.

QUESTION

Reference P.4 of solicitation: Is Contractor/Offeror allowed to bill for orientation for guards?

Yes. Refer to the revised Price Schedule in this amendment.

11. QUESTION

Can you please clarify that the guard services are for 24/7 between 00:01 hours on April 7, 2021 and 23:59 hours on September 30, 2021?

c. Please clarify the maximum quality of 5 hours.

ANSWER

Services between 00:01 hours on April 7, 2021 and 23:59 hours on September 30, 2021 are not guaranteed but provided as an estimate only. The allowance of 5 hours covers VAMC orientation of up to 10 guards. This is in addition Refer to the revised Price Schedule included in Amendment.

12. QUESTION

Will the government (VA) provide a debriefing to all responders upon request?

ANSWER

This is not a FAR 15 procurement. This procurement is being conducted pursuant to FAR Part 13.

Vendors should understand that there is only ONE evaluation factor, and this is identified in the revised version of FAR provision 52.212-2 of the RFQ.

13. QUESTION

Will the Contractor/Offeror have to provide PPE supplies to its employees, or will the government provide?

ANSWER

Refer to the paragraph of the RFQ PWS titled, Professional Provider of Commercially Available Off-the-shelf (COTS) Services.

14. QUESTION

Will the government require a background check as well? If soh how long is the background check period?

(Fingerprint and badges)

ANSWER

Refer to the paragraph of the RFQ PWS titled, Background Investigations, and refer to the estimates and dates identified in B.4 ESTIMATED QUANTITIES and PRICE SCHEDULE OVERVIEW. There are less than 180 days in this contract period of performance.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

15. QUESTION

Since the security guards will not be accessing any VA computer systems, will the government consider removing the requirement of flash badges?

ANSWER

There is no mention of VA Flash Badges being required in the PWS or RFQ. At this stage, the contractor’s access to the VA campus is restricted to the external location where the trailer is situated at the entrance to the facility and the contract duration is less than aggregate of 180 days.

16. QUESTION

Regarding breaks, are guards authorized to relieve themselves or will the COR do so?

d. Can guards leave post or must guard stay at post until relieved?

Contractor must satisfy the requirements of the contract. Refer to the first paragraph of Tasks and Requirements in the PWS.

17. QUESTION

Reference p. 9, Background investigations: Note: this requirement is dependent on the period of performance of the resultant contract. Contracts that do not exceed an aggregate of 180 days per year in either a single continuous appointment or series of appointments are exempted.

Who gives authority regarding the exemption of 180 days? NACI ?

This is internal to VA, based on VA Directive 0710.

18. QUESTION

The solicitation states that the contractor must assign a rep within 5 days of award, can offerors provide the list of guard names within 5 days of award as well?

ANSWER

Offerors are required to satisfy the standards and criteria as part of their submission, in accordance with the revised FAR provision 52.212-2 included in this Amendment and addendum to FAR provision 52.212-1.

19. QUESTION

Does the government have a preference for a local/regional vendor?

ANSWER

No preference, as long as the successful awardee satisfies the criteria of FAR provision 52.212-2 and 52.212-1. FAR provision 52.212-2 has been revised and is included in this Amendment.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

20. QUESTION

Are there any other licenses required outside of a security guard card?

ANSWER

Just what is listed in the PWS Qualifications and in Special Qualifications in the table in addendum to

52.212-1.

21. QUESTION

When will the government announce an award on the solicitation?

After award has been made.

22. QUESTION

How many days will the government provide the winning contractor to onboard?

ANSWER

Refer to revised Price Schedule description.

23. QUESTION

Will the government consider using a government purchase vehicle if it finds at least two to three SDVOSB vendors (GSA). We will be able to provide a better discount if our GSA schedule is used.

ANSWER

The procurement strategy remains unchanged and this RFQ is not being canceled to limit sources to procure using FAR part 8. This solicitation remains open market, set aside 100% for SDVOSBs.

Offerors are encouraged to quote their best rates while being mindful of labor laws and rates.

24. QUESTION

When will you be posting Solicitation 36C25921Q0300? My company is a SDVOSB and can start this contract on/before April 07. Would you consider issuing an award via Public Law 109?

Refer to the attachments and notice posted on BETA.sam.gov.

25. QUESTION

I could not locate in section D "Business Associate Agreement (Section D)" Are you going to send one out please?

Refer to Question 6 above.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

26. QUESTION

The instructions on page 37 state 1 page for each of these 4 FAR Clauses (except 52.212.3) however, a couple of these provisions are more than just one page. Do you want the pitch adjusted down so that the entire provision is on one page? That may make the provision hard to read.

Clause 52.209-5 is 3 pages Clause 52.204-24 is 3 pages

Refer to revised table instructions in addendum to FAR provision 52.212-1.

27. QUESTION

I did not find a SF30 included in the RFQ. However, page 3 & 4 does contain an "Acknowledgement of Amendments. Do we use pages 3 & 4 or are you going to send out an SF30 please?

This amendment is the first SF30.

28. QUESTION

Page 7 & 13 mentions a trailer with pictures on page 13. I did not see a section titled "Contractor furnished property & equipment" however, page 7 contains "Trailer safety and Environmental Requirements".

This is not a question. Trailer also falls under the section titled, Professional Provider of Commercially Available Off-the-shelf (COTS) Services, in the PWS. Trailer is not provided by the government. Trailer is for use by contractor 24/7. The government will not be using the trailer and will not be taking title of contractor’s trailer.

Trailer must not be permanent.

29. QUESTION

Is a Security House trailer a requirement for this RFQ? If so, Does its cost get rolled up into the hourly bill rate?

VA is not providing shelter or trailer. There are no separate line items in the Price Schedule to cover additional costs. Refer to the PWS. Offerors should use sound business judgement in quoting.

30. QUESTION

On a 6 month contract that really increases the BR. If I am to understand the RFQ correctly, there is an Option period 1 for an additional 6 months.

Correct?

Incorrect. Option Periods are not included in the Price Schedule and the contract does not include FAR clause 52.217-9. The contract does not allow an opportunity for the extension of the term of the contract. Do not be confused with the opportunity to extend services per FAR clause 52.217-8 which is not the same as an Option Period per FAR 52.217-9.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

31. QUESTION

State licensing. Does the contractor have to be state licensed at time of response submission or be licensed prior to the start date of the contract?

Refer to Special Qualifications in the table in addendum to FAR provision 52.212-1. Refer also to the Special Standards in FAR provision 52.212-2. FAR provision 52.212-2 has been revised and is included in this Amendment.

32. QUESTION

We are a SDVOSB company and we perform these services throughout CONUS.

This is not a question.

33. QUESTION

Is the first 5 pages enough to send back as our offer ?

Refer to the required documents list in Section Addendum to FAR provision 52.212-1 Instructions

34. QUESTION

Is this a new solicitation or is there an incumbent? If incumbent, can you provide a previous contract #?

ANSWER

Refer to the Contract Opportunities web page for RFQ notice. This service was previously awarded on BPA

36C25920A0039. Scope of work has not changed.

35. QUESTION

Pg 37. Response Required. Item VETS 100 report. VETS 100 was rescinded and VETS 100a is now VETS

4212. Do you need a copy of the submitted report or just the submission clause as per the RFQ?

ANSWER

Section E.3 COMPLIANCE WITH VETERANS EMPLOYMENT REPORTING REQUIREMENTS of the

RFQ has been revised and is included in this amendment. Refer to the table in E.2 Addendum to FAR

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS under Declaration of VETS-4212

Compliance.

36. QUESTION

As a wage determination was provided, we are assuming SCA but it is not mentioned within the RFQ doc.

Could you please clarify as we would be priced out bidding under SCA against someone who did not (apples to apples theory…)

ANSWER

Refer to FAR clause 52.212-5 (c)(1), where FAR clause 52.222-41 is checked. A new section titled, D.2 SERVICE CONTRACT LABOR STANDARDS PROVISIONS AND PROCEDURES, has been added to the RFQ and is included in this amendment.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

37. QUESTION

Last element page 37 Far Provisions/Security Requirements “5. Business Associate Agreement (Section D)” is not described in the RFQ and I cant find a section D.

Refer to Question 6 above.

38. QUESTION

No “Option” periods are provided but will there be a possibility of additional task orders under this quotation for the same service?

ANSWER

Refer to the last paragraph in B.5 PRICE/COST SCHEDULE OVERVIEW and the estimates in the first paragraph in B.4 ESTIMATED QUANTITIES. Refer to FAR clauses 52.216-18, -19 and -22.

39. QUESTION

Page 14, B8 COVID screening of employees. Are we to conduct this unilaterally at the guard post or is there a requirement to be checked within the hospital? We will have all screening items at the guard post and could conduct during Guard Mount.

Refer to the revised section B.8 COVID-19 Health Requirements included in this amendment.

40. QUESTION

Pg 16 (i) payment…mentions prompt payment and earlier in the RFQ it states “invoice after 30 days of successful completion…” Would payment terms be net 14 or earlier as a SDVOSB?

ANSWER

The US Federal government’s prompt payment requirements are not the same as contractor invoicing or contractual terms for contractor to submit a payment request. Suggest you review the legal references in FAR 52.212-4(i)(2).

Paragraph 3.c. of Section B.1 allows the contractor to submit a payment request monthly in arrears of satisfactory services. This denies the contractor the opportunity to submit a payment request daily or weekly.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

41. QUESTION

Page 5, B6 Price. No issues with completing and submitting this form. Concern however, is there is not a breakdown that shows price realism which may be required under a SCA contract…Again, just hoping that we are compared with other like submissions (apples to apples). Could this pricing realism be issued as a requirement to ensure that all bidders are meeting the same criteria as this seems to be a LPTA type of contract.

ANSWER

Cost realism is not required on this solicitation. This is not an LPTA solicitation under FAR Part 15. FAR provision 52.212-2 has been revised and is included in this Amendment. Price is the only factor. A new section titled, D.2 SERVICE CONTRACT LABOR STANDARDS PROVISIONS AND PROCEDURES, is added to the solicitation and is included in this Amendment.

42. QUESTION

I am very interested in this project but have a question that determines not only pricing but availability. What is the start date?

According to one line this starts on April 7th, 2021, and according to the next line the award date is

September 30th 2021. This makes all the difference in the world between deploying personnel from other assignments and hiring and training local employees. Please advise.

Section B.5 PRICE/COST SCHEDULE has been revised. The revision is found in this Amendment.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

B.4 ESTIMATED QUANTITIES

Sheridan VA Health Care System (Sheridan VAHCS) estimates that it will require hourly unarmed security guard services with 24/7 coverage between 00:01 hours on April 07, 2021, and 23:59 hours on September 30, 2021.

The maximum aggregate ceiling value for this indefinite quantity contract is the estimated quantity listed in the

Price/Cost Schedule, and including all possible extensions of services, per FAR clause 52.217-8 Option to

Extend Services (“Maximum Ceiling Value”). [Dollar amount to be updated at time of award.]

The Government does not guarantee that it will place any order under this contract in excess of the

Guaranteed Minimum Award Amount.

The Guaranteed Minimum Award Amount will be 2,040 hours which covers hourly unarmed security guard services with 24/7 coverage between 00:01 hours on April 07, 2021, through 18:59 hours on June 30, 2021, from Contract Pricing Period One, as well as VA Medical Center orientation for 5 guards. [Dollar amount to be updated at time of award.]

B.5 PRICE/COST SCHEDULE OVERVIEW

Contract Period of Performance: April 07, 2021, to September 30, 2021.

There are no option periods on this contract and orders will be placed by funded task orders issued by the

Contracting Officer. Refer to FAR clauses 52.216-18, -19 and -22.

B.6 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 HR for

TWO

GUARDS

Unarmed security guard services, per the PWS. This rate covers TWO unarmed security guards only, for one hour only, because two guards are required to be on duty every hour, 24/7, for the duration of the task order.

1 Hour of Service = 2 Guards = $ Unit Price Unit price is not a per guard per hour charge.

Estimated quantities for this item: 4,253 hours. This includes a maximum quantity of 5 hours (not to exceed). VAMC orientation takes approximately 30 minutes, but no more than 1 hour. This will cover VA Medical Center orientation of no more than 10 guards during Standard Business Hours, as coordinated with the COR. A tentative orientation class is scheduled between 10:00 and 10:30 hours on April 7th, 2021.

This will be confirmed by the COR upon award.

GRAND

TOTAL

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

B.7 PERFORMANCE WORK STATEMENT (PWS)

UNARMED SECURITY GUARD SERVICE

PURPOSE: Sheridan VA Health Care System (SVAHCS) requires a qualified contractor to provide professional and courteous, uniformed and unarmed security guard services, in accordance with this PWS.

Services must be accomplished in a cost effective, safe, efficient, secure and responsive manner for the VA and in support of the VA Mission. Services are required for the period of performance and at the location outlined in this PWS.

Period of Performance: refer to the Price Cost Schedule of this contract and each respective order placed against this contract.

Location: Services are performed at the location identified in block 17, page 1 of SF 1449 of this contract.

Professional Provider of Commercially Available Off-the-shelf (COTS) Services: The Contractor shall furnish all contract oversight, management, Technically Trained personnel, uniforms, equipment, tools, materials, supplies (including PPE), licenses, insurances and transportations necessary to provide commercial Security Guard Services for Sheridan VAHCS, in accordance with this email. For a contract of this size, scope and complexity, the successful Contractor must perform in a professional manner as recognized by commercial industry standards as good to excellent.

Contractor Employees and Subcontractors: This is a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose of fulfilling this requirement and shall be considered employees of the Contractor.

Qualifications: Contractor must maintain qualifications for the term of this contract, as outlined below. A qualified contractor is one who meets the following requirements:

1. Maintains current certifications, registrations and licensures as required by Federal, State or Local laws regarding operation of this type of service, and

2. Security guards assigned for performance in services must meet generally accepted national standards for the security industry.

Security Guards Minimum Qualification Standard:

1. Education/Experience:

a. Shall 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;

b. Shall demonstrate the ability to read, understand and apply printed rules, detailed orders, instruction, and training materials;

c. Shall demonstrate the ability to construct and write clear, concise, accurate and detailed reports;

d. Shall 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

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY convey complete information in a clear and concise manner, but accurate and detailed of incidents occurring on his/her tour of duty.

2. 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. Possess binoculars with vision correctable to 20/30 (Snellen);

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

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

SOW;

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

3. If requested by the COR and CO, the Contractor must provide the medical certification demonstrating each employee satisfies the criteria in 2.a. through 2.e. above.

Tasks and Requirements: Contractor must provide two uniformed and unarmed guards to perform screening services 24/7 at the entrance to the Sheridan VA medical center. This means 2 guards are needed for every shift around the clock, every day, including Federal holidays.

Contractor must dress in uniform, matching attire reasonably suitable to outdoor unarmed security guarding duties. 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. 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 always be worn over the right breast shirt pocket. No other identification of the Contractor or employee shall be worn or displayed on the uniform. Polo shirts are acceptable within the conditions above.

The Contractor is permitted to place trailer at the entrance to the VA. The Contractor has elected to place trailer. This trailer will be positioned about 2 miles down the driveway at the Sheridan VAHCS, at the entrance to the facility. A portable lavatory is on site for use by the Contractor. Contractor vehicles and equipment must be parked or positioned in areas, as designated by the COR, and must not hinder other traffic or hinder other VA facility services. The following are the requirements for the Contractor’s trailer.

Trailer Safety and Environmental Requirements:

1. When trailer is towed to VA facility, it must be considered road worthy with all state & local inspection requirements being met as required.

2. The trailer must be environmentally friendly where it doesn’t pose a hazard due to existing leaks of fluids of any type that would contaminate grounds such as gasoline, hydraulic fluid, brake fluid etc.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

3. The trailer must be safe for use as far as being built to code and not modified in such a way which violates NFPA, electrical or any other standard which applies to said equipment.

4. The trailer shall be free of visible hazards which pose a safety threat to persons of its intended use. This would include things such as trip hazards, sharp objects, incomplete construction etc.

5. If it uses a heating natural gas or propane heat source, it must have adequate ventilation to mitigate any risk to staff while inside.

6. Trailer must have a Contractor provided fire extinguisher.

a) The location of new trailer must be placed in same location as VA’s trailer is currently located.

b) The Contractor is responsible for providing generator for new trailer.

c) The Contractor is responsible for providing heating/cooling & water for unarmed security guards.

d) If Contractor’s trailer becomes inoperable Contractor will be responsible for repairs.

e) Sheridan VA will continue to provide a light tower; any additional lights will be the responsibility of Contractor.

f) The Contractors trailer must have a professional appearance and does not appear as if someone is camping in front of VA. Refer to sample photos below of what has been acceptable as a professional appearance.

g) The trailer must be portable and leave with the Contractor; wheels must remain on trailer or it must fall within the requirements of SHPO (State Historical Preservation Office).

h) The trailer should be no longer than 10 – 12 ft.

A guard shack is permitted only if it is not a permanent structure and conforms to the PWS requirements and constraints for the trailer, and specifically conforms to SPHO. Refer to 6.b) and

6.e) in section titled, Trailer Safety and Environmental Requirements of the PWS. The VA’s preference would be something on wheels that complies with the PWS. VA will not be pouring a concrete pad for a shack, so a shack would need to go in the turnout or where the current container is located. The current container would need to be removed. The VA are not going to start a container farm in that location. A permanent electrical connect will not be going in, so the successful contractor will need to continue to provide a generator. Contractor is responsible for loading and unloading, set up and removal of trailer or shack, in accordance with the PWS.

REMOVAL OF CONTRACTOR’S EQUIPMENT: Contractor is responsible for the timely removal of the trailer from VA premises, as agreed upon with the COR and CO, but not to exceed a

24-hour period after completion of service performance. Contractor must leave the Government property in the same condition as it was when the contractor commenced the contract and established contractor property on-site.

General Guard Duties: Assignments for all locations shall include but are not limited to the following:

1. 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).

2. Customer Service: Meet and deal with the general public in a manner that promotes a

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

a) positive image of the SVAHCS. 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 traffic flow. Security guards will be required to ask all personnel entering SVAHCS property specific questions and screen their answers for possible further screening processes.

3. Emergencies: In the case of an emergency condition the guard shall respond in

a) accordance with the SOP, SVAHCS 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 is required to leave the post in order to comply with SVAHCS or Law

Enforcement directives, the time away from the duty post will not be

b) considered as a failure of the Contractor to provide services.

4. Traffic: direct traffic (vehicle and/or pedestrian) in and around the COVID-19 checkpoint at the main road entrance. Ensure the traffic pattern/flow into the checkpoint area is safe and controlled.

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

6. Hazardous conditions: Security Guards will be required to work outside in changing climate conditions.

Also, around generator/traffic noise and fumes from vehicle exhaust.

7. 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

a) Government, its employees, property and the general public lawfully on buildings or on the grounds of the Government.

8. 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.

Location Specific Guard Duties:

1. SVAHCS COVID-19 Checkpoint: The post requires continuous standing and walking in the area to ensure visibility and deterrence. Also, to stop, screen and assess all vehicle and pedestrian traffic, according SVAHCS SOPs.

a) Directs visitors, patients, deliveries to various parts of facility grounds or buildings

b) Inspects approved U.S. Gov’t identification or credentials or approved roster

c) before admitting anyone.

d) In addition to diffusing any possible situations they will be providing assistance to assure the safety of the Veterans, Visitors and Employees entering and exiting the facility.

e) Maintains the safety and efficiency of traffic, as well as the safety of pedestrians while allowing

COVID-19 screening tasks to proceed. The security guard will ensure motorists are following the traffic laws and observing safe driving practices.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

Background Checks: Contractor employees providing services under this contract shall not have any criminal record. The Contractor shall conduct their own background checks on their employees prior to ensure suitability of performance under this contract prior to the employee’s start date. Upon request, the

Contractor shall provide documentation to the Contracting Officer or Contracting Officer’s Representative

(COR) of these completed background checks.

Background Investigations: All contractor employees are subject to the same level of investigation as

VA employees with similar access. The VA designates this Security Guard position to be performed in accordance with this performance work statement as a Low Risk position. The level of background investigation commensurate with the level of access needed to perform the PWS is National Agency

Check with Written Inquiries (NACI). This requirement shall be applicable to all subcontractor personnel requiring the same access. The Government’s conducting of background investigation on

Contractor employees working under this contract shall not release the contractor from the liability to the Government for their performance and conducts. Contractor shall prescreen all personnel to ensure they are able to read, write speak and understand the English language without the use of an interpreter.

The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Note: this requirement is dependent on the period of performance of the resultant contract. Contracts that do not exceed an aggregate of 180 days per year in either a single continuous appointment or series of appointments are exempted.

CONTRACT OVERSIGHT BY THE CONTRACTOR

The contractor will designate in writing an employee to act in a supervisory capacity and as representative of the contractor in handling any contracted service concerns. If this person is not present on site, the contractor will designate another employee, in writing, as "acting" during the period of absence.

Contractor Representative and Point of Contact (Contractor’s Rep or Contractor’s POC): The Contractor must specify an individual who shall serve as a single point of contact for all Contract issues. Contractor must provide the COR and Contracting Office with the Contractor Representative’s contact details, to include cell phone and email, as a minimum:

a) Within 5 business days of contract award, and

b) Within 5 business days prior to a change in the Contractor’s Rep by the Contractor.

The Contractor’s Rep must be easily accessible by phone and return COR calls within 48hours of a voice message left by the COR.

Contractor’s Operations Manager (OM or OPS MGR): The Contractor shall specify an individual who shall serve as a single point of contact for all Contract operational issues on site and must be available to deal with issues during service operations. Contractor must provide the COR and Contracting Office with the OPS MGR contact details, to include cell phone and email, as a minimum:

a) Within 5 business days of contract award, and

b) Within 5 business days prior to a change in the COR by the Contractor.

The OPS MGR must be easily accessible by phone and return COR calls within 48hours of a voice message left by the COR.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

If the OPS MGR is unexpectedly absent, contact details of an alternate and acting OPS MGR present on site, must be immediately provided to the COR over the phone, then followed up in writing by the Contractor’s

Representative.

Changes in Personnel: Changes to Contractor personnel:

a) Adjustments to the Contractor personnel qualifications must be disclosed to the COR at least three (3) days prior to making any permanent substitutions of staff, and

b) Providing a detailed written explanation of the circumstances necessitating the proposed adjustments and any additional information requested by the COR.

c) COR and CO shall be notified in writing of changes in Contractor Management or Supervisory positions, especially OPS MGR, 7 days prior to change. Updated contact information shall be provided in writing to the COR and CO prior to effective date of change.

Replacement Contractor personnel must have comparable qualifications to those of the personnel being replaced and must satisfy the requirements listed in the Qualifications section of this PWS.

The COR will:

a) Notify the Contractor within 3 days after the receipt of all required information of the decision on the proposed adjustments.

b) Only consider changes of key personnel if notified via written communications.

CONTRACT OVERSIGHT BY THE VA

Contracting Officer’s Representative (COR): Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for service from the COR or the CO. If service is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

Authority of the COR: The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting

Officer.

Government Alternate Points of Contact (POC) – Emergencies Only: The COR will identify Alternate

Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable.

These will be individuals in supervisory or managerial roles within the VA department responsible for

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY monitoring performance on this contract. The contractor will be provided this information within 5 days of an

Alternate POC being assigned. An Alternate POC does not replace the COR nor do they replace the Contracting

Officer during the performance and administration of this contract, nor does it relinquish or diminish the

Contractor’s requirements in relation to the performance of this Contract.

Government-Furnished Property and Services: Refer to FAR clause 52.245-1. Use, misuse, or mistreatment of GFP by the Contractor for anything other than performance on this CONTRACT will be addressed by the COR and CO as an incident for the Contractor to Remedy immediately, with the potential for follow up action to be taken through legal and financial channels.

a) Standard Operation Procedures (SOP): Copies of the SOP’s for the SVAHCS 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 SOP’s shall not be removed from Government property or reproduced or copied in any manner unless authorized by the Contracting Officer.

b) Communications: A government-owned two-way radio will be provided to communicate with the

SVAHCS Police Service. A government-owned telephone shall be available for the Contractor’s staff to use to fulfill the requirements of this contract. The use of the government-owned telephones for other than SVAHCS related business is inappropriate.

Identification, Parking, Smoking, and VA Regulations: The Contractor's employees shall wear visible identification at all times 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 SVAHCS Police Service. SVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited on

SVAHCS 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.

Medical Center Directives and Policies: Each VA Medical Center has directives and policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed. Contractor’s must comply with posted rules and signs on federal property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

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.

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 all sections of this contract. The Contractor’s QCP shall include but not be limited to the following:

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

a) A statement describing how the Contractor will 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 major turnover of personnel. A major turnover is two or more employees.

b) 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.

c) 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.

d) 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.

Remedy or Rework: Rework or Remedy is defined as performing the Service again until the Purpose of this

PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the

COR. Rework or Remedy must occur within a reasonable time, but no more than 5 business days of the notice of the rework or remedy requirement from the COR and at no additional cost to the Government.

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

B.8 COVID-19 HEALTH REQUIREMENTS

Employee Physical Health: Contractor's employees are expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. All employees will be screened daily upon arriving on the

VA Medical Center property, any contract worker complaining of or showing symptoms will be sent away and must quarantine for 14 days (unless they provide a Doctor’s note stating they are able to work and are not contagious).

Contractor is required to comply with paragraph 2. in Security Guards Minimum Qualification Standard of the

PWS. If VA performs screening of contractor employees in accordance with this section, it will be at the VA’s discretion and without disrupting contract performance.

If a contractor refuses screening, they can be denied access to the facility. 38 C.F.R. § 1.218(a)(1) vests the Secretary or his designee with authority to close facilities or portions of facilities that are under the charge and control of VA to the public. This includes the authority to prohibit contractors from entering VA facilities, if they refuse to undergo screening measures. Additionally, FAR 52.212-4(q) requires contractors to comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under contracts for commercial services and supplies.

The CDC states that employees, including contractors, with symptoms of influenza-like illness at work during a pandemic should leave the workplace. The CDC provides guidance for the workplace which OMB references in their COVID-19 guidance. The CDC recommends that employees who appear to have acute respiratory illness symptoms

(i.e. cough, shortness of breath) upon arrival to work, or become sick during the day, should be sent home immediately.

Additionally, if the employee is asymptomatic but tests positive, the employee should be sent home immediately. The responsible Contracting Officer must be notified immediately.

It is incumbent upon the contractor to familiarize themselves with state quarantine rules by visiting the latest information on the web. Suggested sites are listed below.

https://www.sheridan.va.gov/ https://covid19.wyo.gov/business https://www.sheridan.va.gov/ https://covid19.wyo.gov/business

Amendment 0001 of RFQ 36C25921Q0300 Security Screeners in Support of COVID for Sheridan VA Health Care System, WY

D.2 SERVICE CONTRACT LABOR STANDARDS PROVISIONS AND PROCEDURES

a) The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). Refer to FAR clause 52.212-5. The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

b) VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at 29

CFR § 4.115:

a. Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons.