ATTACHMENT B - Statement of Work - Security Services - Morovis NC - Revised Final.docx

STATEMENT OF WORK

MOROVIS NATIONAL CEMETERY

Security and Patrol Services

Scope of Work: The purpose of this requirement is to provide professional and courteous, uniformed and unarmed Security Guard services for the Department of Veterans Affairs (VA) Morovis National Cemetery, facilities and grounds.

The service provided shall be performed in such a manner as to ensure the safety and welfare of veterans, families, visitors and staff. The Contractor shall furnish all required transportation, management, supervision, personnel, equipment and supplies necessary to provide the services required herein.

Place of Performance:

Morovis National Cemetery

900 CARR #137

Morovis, PR 00687

Period of Performance: March 1, 2021 through February 28, 2022 with (4) 1-Year Options through February 28, 2026.

Coverage: The Contractor shall provide adequate Security Guard employees to ensure coverage for the periods of performance as stated in the Price/Cost Schedule and Statement of Work.

Security Guards are not required to be at the facility outside of normal hours of coverage to monitor intrusion and fire alarm signals.

These signals are transmitted over telephone lines to the alarm company (note, the alarm systems themselves are contracted for on a separate contract). In the event of a signal, the alarm company will contact the assigned on-call Security Guard for this contract and that Security Guard shall respond to the building(s) to address alarms within 30 minutes of receiving notification from the alarm company.

Security Guard Normal Hours of Coverage: Normal hours of operations for security services will be:

1. WEEKDAYS: (Monday to Friday) 6:00pm to 6:00am

1. WEEKENDS: Starts Saturday at 6:00am, ends Monday 6:00am

1. HOLIDAYS: Starts at 6:00am on the holiday, ends 6:00am on the following day.

If additional services other than on call services are required outside of the hours of coverage specified herein, the Contractor must notify the Contracting Officer’s Representative (COR) immediately and COR must receive advanced prior written approval from the Contracting Officer (CO) via contract modification.

Any additional services performed by the Contractor without this authorization will be may result in non-payment. Per hour prices for such additional services shall be at the same rate as prices charged in the contract during each respective period of performance.

If an emergency situation should arise, the Contractor must submit a written justification for such additional work to the COR within twenty-four (24) hours of the commencement of these additional services. The COR will then provide to the designated Contracting Officer for additional review. If accepted, a modification will be issued to the Contractor and the contract price or invoices shall be adjusted accordingly.

All emergencies must be reported to the Cemetery Director or Assistant Director, and the Contracting Officer’s Representative (COR) on-site. 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.

Description of Duties:

Security Guard Duties: Assignments may include but are not limited to the following:

Observation: Observe suspicious personnel or personnel behaving inappropriately, showing hostility, and/or possibly carrying weapons. Monitor potentially unauthorized personnel (e.g., children unaccompanied by adults, or solicitors).

Assistance: Assist VA personnel with traffic on internment services as needed.

Customer Service: Meet and interact with the general public in a manner that promotes a positive image of the VA. Maintain poise and self-control under stress. Keep conversations with visitors to the facility cordial and brief. Security Guards shall not allow personal conversation or activity interrupt patrol movement.

Emergencies: In the case of an emergency, the Security Guard shall respond in accordance with the SOP, VA provided training and the Contractor’s provided training. Security Guards shall remain calm and professional in emergency situations.

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

Traffic: Direct traffic (vehicle and/or pedestrian), control parking, and issue courtesy violation notices, etc., as trained by VA.

Building rules and regulations: Observe building occupants and visitors for compliance with posted rules and regulations. Report issues to the COR and file a report regarding the incident.

Lost and found: Receive, issue receipt, and store found articles pending disposition using established VA Form.

Enforcement: Enforce posted Cemetery rules and regulations within the areas of assignment.

Unauthorized access: Discover and control persons attempting to gain unauthorized access to the property.

Hazardous conditions: Report daily, in accordance with the procedures in the Standard Operating Procedures, potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc.

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

Reports and records: Maintain VA forms necessary to document daily or special events as trained. Prepare required reports at the frequency indicated.

Civil disturbances: Perform other functions as necessary to assist in the event or occurrence of situations that adversely affect the security and safety of the Government, its employees, its property and the general public, such as, civil disturbances or other criminal acts. Report violations to the appropriate authorities as necessary.

Injury or illness: In the event of injury or illness to Government employees or others while in the building or on VA Grounds, obtain professional assistance in accordance with procedures outlined in the SOP.

Qualification Requirements of Contractor Personnel:

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

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

0. The Contractor shall provide the name(s), telephone number(s), and addresses of the off-site or in-field supervisor, in writing, to the Contracting Officer prior to performance under this contract. The term "off-site 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.

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

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

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

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

Are in uniform and present a clean and neat appearance.

Maintain a continued state of proper training.

Possess the necessary permits, authority, etc.

Maintain continued liaison with the COR or designated alternate.

Provide documentation of all security events that is factual, concise and presented in an organized manner.

Security Guards Minimum Qualification Standards Education / Experience:

Must possess a high school diploma or equivalent. Must demonstrate the ability to read, understand and apply printed rules, detailed orders, instructions and training material. Must have the ability to construct and write clear, concise, accurate and detailed reports.

Must be literate in English to the extent of reading, speaking and understanding printed regulation, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information in a clear and concise manner.

Must have the ability to maintain poise and self-control under stress.

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

Health and Physical Fitness Requirements:

Be capable of detaining person(s) while VA Police or Local Police are notified and are able to report to the scene.

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

Be free of color blindness.

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

Be physically able to perform all general duties, functions, and activities as described in this Statement of Work.

Be free of any communicable diseases.

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

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

General Information and Requirements Government-Furnished Property and Services: The following resources shall be provided to the Contractor for their use: Restroom and designated break or dining facilities may be available but are not guaranteed. Contact Contracting Officer’s Representative (COR) for more information.

Standard Operation Procedures (SOP): Copies of the applicable National Cemetery Administration or Morovis National Cemetery specific SOPs will be available at the duty post and shall contain complete duty instructions post, emergencies and other procedures. SOPs shall not be removed from the Morovis National Cemetery property or reproduced or copied in any manner unless properly authorized by the Contracting Officer.

The National Cemetery Administration 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 staff shall implement any change immediately and address any conflicts or issues through the Contractor to the Contracting Officer.

Designated Guard Area: The guard will be allowed to use a designated area on the cemetery.

Security Equipment: Once construction is complete Morovis National Cemetery will have intrusion, motion sensors, fire alarm, and panic button systems. It may not have this system during the Early Turn Over Phase (ETO).

Keypad: The VA currently operates a keypad system to control the fire and intrusion alarms at Cemetery facilities. A unique pass code shall be issued to the Contractor’s staff members providing services under this contract. The unique pass code shall not be shared or disclosed to any other party for any reason.

Key: Copies of Keys will be provided to the Security Guard company. The assigned keys will not be shared with anyone else than the assigned person for that key. The contractor will be responsible for maintaining a daily log for the key(s).

Contractor-Furnished Property and Supplies: The Contractor shall furnish and maintain in acceptable condition, all uniform items, equipment and supplies necessary to perform the services required of this contract (except for the items listed in Paragraph 4 above). A partial listing of these items is provided below. This listing is not all-inclusive.

Communication Equipment: The Contractor shall provide a contact number for their on call Security personnel that will respond to alarms/signals from the Alarm Company outside of the normal hours of coverage. The Contractor shall provide a separate two-way communication system (radio or cell phone) to communicate with the other Security Guard on duty (when applicable) and their supervisor.

Uniforms: Contractor personnel shall wear professional uniforms at all times while in the performance of his/her duties. The color of the Contractor’s guard force uniforms shall be a color in general use by large guard or police organizations.

All Contractor employees performing services under this contract shall wear the same color and style of uniform. Appropriately lettered breast and cap badges, indicating the jurisdiction from which authority is obtained, shall be worn as part of the uniform (providing such authority is grantable under state and local laws).

Shoulder patches lettered to indicate the identity of the Contractor shall be worn on the left shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket. No other identification of the Contractor or employee shall be worn or displayed on the uniform, with the exception of the VA ID badge.

Transportation: Contractor shall provide a means of transportation for the Contractor employees to perform patrolling in the Morovis National Cemetery grounds. The Contractor shall provide a transportation that if used on Turf will not damage the cemetery turf or grounds.

Safety Equipment: Morovis National Cemetery will still be under development; it will be expected for Contractor to provide safety personal protective equipment, i.e. safety hard hat, steel toe/ composite toe protective work boot/ shoes and or ear plugs/ muffs, for Contractor personnel while on the premises.

Identification, Parking, Smoking and 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 the COR. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Morovis National Cemetery is a smoke free cemetery. 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.

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).

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.

Personnel: Complaints concerning contract personnel’s performance or inappropriate conduct shall be documented by Contracting Officer’s Representative (COR) and forwarded to the designated Contracting Officer immediately. Removal or dismissal of any Contractor personnel will be performed by the Contractor and a viable replacement employee shall be provided no later than three (3) business. The COR and CO must be notified of all Contractor key personnel changes as required.

Contractor’s Responsibilities: The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall comply with all VA safety standards, manufacturers/industry standards, FDA, OSHA, JCAHO and the latest edition of NFPA-99

PERFORMANCE MONITORING:

The criteria for acceptable and unacceptable performance are as follows:

Contract terms and conditions requirements. The criteria for terms and conditions requirements are the level of performance deemed acceptable to the Government and in accordance with this statement of work and all attachments.

If the quality of work does not comply with the contract requirements the COR will initiate and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).

The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort shall be made to resolve all problems identified. The Government shall prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR shall sign minutes of the meeting(s).

Should the Contractor not concur with the minutes, he shall state in writing to the Contracting Officer within ten calendar days any areas with which he does not concur and explain the reasons for non-concurrence. The Contracting Officer shall review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer shall notify the Contractor of the decision in writing within ten calendar days.

Normally, the COR shall verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation shall be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR shall be issued.

A third CDR shall be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

(END OF STATEMENT OF WORK)