36C26123Q0226.docx

SUBJECT*

Las Vegas VAMC | Unarmed Security Guard Services

GENERAL INFORMATION

6900 North Pecos Road

North Las Vegas NV

CONTACT INFORMATION

Network Contracting Office 21 VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086

POINT OF CONTACT*

Contracting Officer James Postell James.Postell@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Presolicitation Notice

DESCRIPTION

Presolicitation Notice

PRESOLICITATION NOTICE: The Department of Veterans Affairs intends to solicit proposals for Unarmed Security Guard Services from qualified quoters.

The Veterans Health Administration (VHA) VA Southern Nevada Healthcare System (VASHS) requires the contractor to provide all personnel, equipment, tools, supervision, and other items and services necessary to perform security services for Laughlin, NV 89029 and Pahrump, NV 89048 Community Based Outpatient Clinics (CBOCs).

The Period of Performance is eight (8)months. The anticipated start date will be on or near February 01, 2023. The Solicitation will be issued on a restricted basis and will be 100% Set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) GSA Contract Holders. To be eligible for award the SDVOSB must be considered small under the relevant NAICS code and must be registered and verified in the following website: https://www.vip.vetbiz.va.gov. Companies must have the Certified Veteran Enterprise (CVE) seal on the registration to be considered for an award. Potential offerors are further advised that failure to register in the SAM database will render your firm ineligible for award.

The VA anticipates issuing a solicitation for this requirement on or about January 3, 2023. Quotes will be accepted commencing with the issuance date of the solicitation. Interested contractors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from the www.sam.gov website, as no hard copies will be made available. The solicitation will provide instructions to contractors about the quote submission process. Prospective contractors are encouraged to register their interest in the solicitation on the www.sam.gov website so that they are notified of the issuance of the solicitation and any amendments. In accordance with FAR 52.204-7, System for Award Management (SAM) prospective contractors must be registered in SAM to be eligible for award. SAM registration is required under the applicable NAICS Code.

PSC: R403- Support- Professional: Physical Security and Badging NAICS: 561612 – Security Guards and Patrol Services Size Standard: $25.5 Million The Request for Quotes (RFQ) solicitation will be posted on Contracting Opportunities.

This Pre-Solicitation Notice is NOT a request for submittals of any kind. The VA plans to issue the RFQ.

Presolicitation Notice

Page 1 of United States Department of Veterans Affairs Southern Nevada Healthcare System (VASNHS) North Las Vegas, NV

Performance Work Statement Unarmed Security Guard Services

A. GENERAL:

This is a non-personal services contract to provide Security Guard services for the Veterans Affairs Southern Nevada Healthcare System (VASNHS) located in North Las Vegas, Nevada and the outer-laying VA facilities as listed below.

B. PERIOD OF PERFORMANCE:

February 1, 2023, to September 30, 2023

C. PLACE OF PERFORMANCE:

Services are required at the following locations.

MCPO Jesse Dean VA Clinic 3650 South Point Cir, Bldg. D, 2nd FL, Ste 200 Laughlin, NV 89029 Clark County Pahrump CBOC 220 South Lola Lane Pahrump, NV 89048 Nye County

D. DUTY SCHEDULES/HOURS OF OPERATION:

E. FEDERAL HOLIDAYS OBSERVED BY VA:

The following days/hours will be deducted from the monthly billed hours.

When a Holiday falls on a Sunday, the following Monday shall be observed as a legal Holiday by U.S. Government Agencies. When a Holiday falls on a Saturday, the preceding Friday shall be observed as a legal Holiday.

In the event the President issues an Executive Order for an additional observed Holiday; hours of the contract will be deducted as there is no requirement for any on site security guards.

F. QUALIFICATIONS:

The Contractor shall meet all certification, registration and licensure requirements of Federal, State or Local laws regarding operation of this type of service.

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

The Contractor shall provide training records that demonstrate the Contractor’s ability to provide the services required. The training records will include all training certificates and licenses per the Qualifications Standards listed in the Performance Work Statement (PWS).

G. INITIAL GUARD QUALIFICATIONS:

Guards performing duties under this contract shall be a minimum of 18 years of age and be qualified as required by local and state laws- must have current State of Nevada Private Investigators Licensing Board certificate/badge. All guards must have relevant experience performing the services required in this PWS. Guards will complete training prior to assignment of this contract. Proof of training will be provided to the Contracting Officer’s Representative (COR) prior to the start of the contract.

Guards providing services under this contract shall not have any criminal record. Any criminal record/s found will disqualify them from employment. The Contractor shall provide a list of their employees, copies of Driver’s Licenses and the following required documents (Optional Form 306, Self-Certification Form and VA form 0710) prior to the employee’s start date. Criminal history inquiries will be processed on a semi-annual basis to ensure continued employment. Guards shall also be subject to a government background investigation, Special Agreement Check (SAC). Guards shall not commence work until the Contracting Officer receives notification that an investigation has been initiated. All guards shall provide required documents listed above to have a SAC initiated with Police Service. A favorable adjudication shall be received for guards to continue performance. All guards shall obtain a Personal Identity Verification (PIV) contractor badge from the PIV Badging office and always display/wear the badge above waist level and on their outer-most garments to ensure clear visibility.

H. MINIMUM QUALIFICATION STANDARD FOR GUARDS:

1. Education/Experience: All guards must:

· Possess a high school diploma or equivalency and have two (2) years’ experience in security services.

· Be literate in English to the extent of possessing the ability to clearly speak, read, understand and apply printed rules, detailed orders, instructions, and training material.

· Demonstrate the ability to construct and write clear, concise, accurate and detailed reports.

· Possess the ability to communicate and interact with the public.

· Possess the ability to maintain poise and self-control under stress.

· Maintain professionalism and abide by Veterans Affairs Code of Conduct at all times.

· Military Service may be credited toward meeting the above requirements.

2. Health and Physical Fitness Requirements: All guards 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 furnished to the Contracting Officer or COR on Standard Form 78 at least five (5) days prior to assignment of the employee to duty.

· Possess binocular vision correctable to 20/30.

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

· Be tested as TB-free and COVID-19-free prior to starting work.

· Be in good general health without physical defects or abnormalities, which would interfere with the performance of the duties and functions outlined in this PWS.

· Must have negative results from a urinalysis for the presence of illicit drug use.

· Additionally, Security Guards shall undergo a psychological assessment at no additional cost to the Government or the employee on an annual basis. The psychological assessment shall be provided by a physician or licensed practitioner authorized to conduct such examinations. Results shall be sent to the COR prior to start of the contract.

· Functional requirements include moderate lifting between 15 to 40 pounds, repeated bending, climbing, pulling, pushing, kneeling, standing and walking.

· Environmental factors include outside/inside excessive heat, irregular hours working alone and working around moving objects or vehicles.

I. SPECIFICATIONS:

· Contractor shall furnish all transportation, management, supervision, personnel, equipment, and supplies

· necessary to provide unarmed, uniformed guard services in accordance with all the terms and conditions

· defined herein.

· All guards working under this contract shall not be considered VA employees for any purpose and shall be

· considered employees of the Contractor. All guards assigned to the performance of this contract shall wear a Contractor-provided uniform that clearly identifies the individual as a Contracted Guard.

· Guards are only authorized to park in designated VA employee parking.

· Guards shall present a neat appearance and be easily recognized as Contracted employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc. Guards shall not wear sandals, flip-flop style footwear, or open-toe shoes and shall follow VA dress code guidelines.

· Guards will be required to wear masks per VA regulation. Masks will have no wording or photographs

· offensive in nature.

· Guards will comply with COVID-specific policies, set forth by VASNHS, (e.g. wearing a mask while on duty, decontamination, PPE wear, etc.)

· Guards will only perform their duties within the jurisdictional boundaries of VA property. If any guard

· observes or is informed of an incident, accident, suspicious activity inside/outside of VA property, they will

· immediately notify VA Police Dispatch who will contact the appropriate authorities.

Basic duties include:

· Manning static posts and performing foot patrols

· Monitoring COVID-19 screening stations

· Assisting in enforcement of COVID-19 policy-driven directives

· Complete visitors logs, if applicable

· Conducting ID checks

· Direct traffic

· Conducting foot patrols in parking lots and external areas to buildings and reporting any deficiencies

· Providing directions to VA employees, Veterans, contractors and visitors

· Providing witness statements on all incidents, reported or observed, when directed by VA Police

· Assisting with alarm and camera checks

· Detecting unauthorized access to VA property

· Be vigilant of vandalism to buildings and vehicles

· Immediately notify VA Police Dispatch of any person(s) suspected of committing a crime, affecting personal safety, creating a disturbance and any incident which requires the intervention of a certified law enforcement officer (VA Police)

· Educating veterans, visitors and staff of the No Smoking Policy and notifying VA Police of any violation

· Maintaining telephonic communication with VA Police Dispatch/Officers

· Replace US and POW flags, if applicable

Prohibitions:

· Consumption of alcohol on VA property is prohibited. The Contractor will be immediately notified of

· any guard that reports for duty and appears to be impaired. The guard will be removed from duty and

· subject to charges for being under the influence

· Alcohol and/or prescribed medication (which is classified as a narcotic, or which is sleep inducing) will

· not be consumed eight (8) hours prior to duty

· Guards will not be armed with any type of weapon in the performance of their duties, nor will they carry

· such weapons onto VA property; this includes firearms, OC pepper spray/mace, tasers, batons, knives,

· brass knuckles, etc.

· Guards will not possess handcuffs

· Guards will not use personal cell phones for personal use while on duty (including social media, YouTube,

· videos, movies, entertainment channels)

· No smoking on government property

· Guards will not park in designated Patient Parking when reporting for duty

· Guards do not possess arrest powers

· Guards cannot write federal or state citations

· Guards will not have access to the VA network nor VA Police internal communications

J. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES:

Training: VA Police Training section and COR will provide all Guards 8 hours of training/orientation prior to being assigned to a shift and starting work. Training will consist of localized training, which includes business hours, visitor logs, sign in sheet for start of and end of day, reportable incidents, communication with VA Police, special attention to Veteran-related issues, verbal de-escalation, response to incidents, contraband identification, and emergency procedures. Additional VA Privacy training will be provided to include Health Insurance Portability and Accountability Act (HIPAA), statutes and privacy standards per Veterans Health Administration directives.

Communications: A cellular phone will be provided to the Guards to communicate with VA Police Dispatch and the COR. Guards will sign for the cell phone at the beginning of duty and place it on charge after completing the tour of duty.

Accountability for Government Property: All non-disposable property (such as building keys) furnished by the Government under this contract will remain the property of the Government. Annually and upon termination of the contract, the Contractor shall conduct a joint inventory of all such property with the COR. Any property furnished by the Government to fulfill contracted requirements which is lost or damaged, resulting from improper use or negligence by the Contractor’s employees, shall be repaired or replaced at the Contractor’s expense, as directed by the COR.

Facemasks and when needed, PPE will be provided to perform a specific task.

K. CONTRACTOR FURNISHED PROPERTY, EQUIPMENT AND SUPPLIES:

Transportation: The Contractor will be responsible for providing any vehicles that are needed in the performance of the contract.

Uniforms: 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.

Guards shall always wear professional uniforms while in the performance of his/her duties. The color of the guard force’s uniforms shall be a color in general use by large guard organizations. All guards performing under this contract shall wear the same color and style of uniform. Shoulder patches shall be worn on uniform jacket and shirt. Identification nametags shall always be worn over the right breast shirt pocket. The only other identification the Guards shall wear and display on the uniform is the contractor badge. Contractor is responsible for issue of duty belts, flashlights, inclement/cold weather gear, notepad cases, etc.

a. Approved uniforms and related accessories listed do not have to be new but shall be in good condition:

1) Shirt, long sleeve

2) Shirt, short sleeve

3) Trousers, all season weight

4) Jacket, winter, patrol type

5) Jacket, light weight

6) Gloves, (pair) (color to match accessories)

7) Key strap with flap

8) Insignia, shoulder patches (each shirt and jacket)

9) Whistle with chain attachment

10) Nameplate, 3 ½” X ¾”, black/blue, ½” lettering on gold metal

b. Long or short sleeve shirts may be worn for the season or as weather permits.

c. The uniform shall only be worn when the officer/guard is on official duty or in transit between residence and duty station.

d. The color of the accessories and equipment shall be standard black/brown to match the uniform.

e. Shoes shall be low quarter or high topped, laced type or plain toe and standard heel. The color of the shoe shall match the color of equipment accessories; any deviation from the above requirements shall be approved by the COR.

f. Inclement weather clothing shall be required for those guards required to perform duties while exposed to cold, rain, and other inclement weather conditions. All weather clothing shall be identical in style and color for each guard.

Note: No guard shall enter on duty without wearing the proper uniform (including accessories).

g. Each guard on duty shall be equipped with supplementary equipment including, but not limited to: notebook, pen, pencil, replacement flashlight batteries, bulbs, and traffic control safety apparel (reflective vest, gloves). Guards shall not equip themselves with unauthorized supplemental, personal items and/or non-standard items.

L. QUALITY ASSURANCE:

The Contractor is responsible for the quality of all work performed under this contract. Any complaints or contract deficiencies identified shall be given a unique tracking number and must be retained by the Contractor for the entire duration of the contract. A report shall be generated by the Contractor containing a description of the complaint or deficiency, date, time, person issuing the complaint, internal remedies implemented, and a resolution of the complaint or deficiency. All pertinent individuals shall be named in the report and all complaints or deficiencies shall be remedied within seven (7) calendar days of the notification of the complaint or deficiency. All reports shall be delivered to the COR upon correction for inspection and validation. A report is not considered closed/corrected until the COR validates such in writing.

When a deficiency exists, it shall be brought to the attention of the COR, Contracting Officer (CO) and the Contractor. The COR shall retain a copy of each complaint or deficiency provided by the Contractor.

The Contractor shall ensure all guards are cognizant of the VA’s sexual harassment, alcohol and drug-free workplace and no smoking policies. The Contractor may obtain a copy of this information from the COR.

Surveillance: The COR shall evaluate the services provided by the Contractor on an ongoing basis through scheduled and random visits/inspections. The COR shall also investigate any complaints lodged against the guard(s) by VA employees or Veteran patients.

Standard: The Contractor shall strictly perform all work required under the terms of the PWS. The COR will notify the Contractor of any deficiencies identified and monitor corrective actions until fully remedied.

M. CONTRACTING OFFICER REPRESENTATIVE (COR):

The Government will appoint a COR to monitor the Contractor’s performance of this contract. A Delegation of Authority letter shall be forwarded to the Contractor after the contract has been awarded, identifying the individual(s) appointed as the COR(s).

N. CONTRACTOR’S RESPONSIBILITIES:

The Contractor shall maintain Workers Compensation and Employee’s Public Liability Insurance as prescribed by the State of Nevada. The Contractor shall comply with all applicable Federal and State laws regarding liability for the injury or death of an employee in performing the work under this contract and shall hold the Government harmless against any or all loss, cost, damage, claim expense or liability for accident or injury to persons or property occurring in the performance of this contract.

Before commencing work under this contract, the Contractor shall furnish an insurance certificate indicating coverage has been obtained and may not be changed or canceled without a thirty (30) days’ notice to the Contracting Officer. Offerors are encouraged to ensure they have the applicable insurance coverage and it is current and up to date prior to submitting their offer.

O. INVOICING:

An itemized invoice is required. Contractor will invoice in the arrears after each month. Invoices must be submitted electronically via the VA’s Tungsten Network.

https://www.fsc.va.gov/einvoice.asp

The VA has established and shall maintain a record keeping system for verification of actual hours worked by the Contractor’s employees. Contractor’s employees shall be required to sign the record, which shall be used to audit/match Contractor’s invoice. Records such as time and attendance logs shall be used to verify contractor's performance. This procedure is mandatory and will be strictly enforced.

P. SECURITY AND PRIVACY REQUIREMENTS:

Guards will have no access to the VA network, police information systems or patient information. The Certification & Accreditation requirements of VHA Handbook 6500.6 does not apply to this requirement; therefore, a Security Accreditation Package is not required.

Contractor employees must successfully undergo the VA’s Tier 1 (formerly NACI) Background Investigation and Special Agency Check (SAC), which is a fingerprint screen. Contractor employees can be electronically fingerprinted at the VASNHS Medical Center located in North Las Vegas.

The contractor shall provide the following completed documents to the COR for each employee:

- OF 306 – Declaration for Federal Employment

- VA Form 0710 – Authorization for Release of Information

- Self-Certification of Continuous Service Form Contractor employees shall be eligible for the VA issued contractor Badge upon successful adjudication of the SAC. If a selectee is found unsuitable, the Suitability Specialist will notify the Contracting Officer, VASNHS Chief of Police and the COR of the findings.

Q. INFORMATION SECURITY:

The Contractor(s) will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

The Contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

R. VA SENSITIVE INFORMATION & DATA SECURITY REQUIREMENTS:

Any security violations or suspected violations shall be immediately reported to the COR who will notify the assigned Information Security Officer (ISO).

S. POLICIES AND REGULATIONS:

The VA’s Policies and Regulations are confidential in nature and cannot be released outside of official VA channels. The Police Training Section will provide the Contractor’s employees with training on VA’s Policies and Regulations during the 8 hours of Minimum Government Furnished Training/Orientation.

T. RECORDS MANAGEMENT:

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VASNHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VASNHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VASNHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VASNHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

Any security violations or suspected violations shall be immediately reported to the COR who will notify the assigned Information Security Officer (ISO).

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Southern Nevada Healthcare System policy.

The Contractor shall not create or maintain any records containing any non-public VASNHS information that are not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

U. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors:

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

Documentation requirements:

If fully vaccinated, shall show proof of vaccination 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

If unvaccinated and granted a medical or religious exception, 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.

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.

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.

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 following website: COVID-19 Screening Tool. Regularly check the website for updates.

Contractor employees who work away from VA locations, but who will have direct patient 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.

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

For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.