Security_Guard_Statement_of_Work.docx

U.S. Maritime Administration Suisun Bay Reserve Fleet Security Guard Services

Background:

The Suisun Bay Reserve Fleet (SBRF), located in Benicia, California is one of three National Defense Reserve Fleets intended for national defense and emergency purposes. The fleet is a component of the U.S. Maritime Administration (MARAD), an agency of the U.S Department of Transportation. The facility consists of shore side property, piers, offices, workshops, storage areas and watercraft. The facility requires security twenty-four (24) hours per day, seven (7) days per week to prevent trespassing, theft, sabotage, vandalism, and pilferage. Additionally, the security department is responsible for preventing damage to fleet property from fire, winds, weather, sinking and other causes.

Definitions:

For the purposes of the Statement of Work, the following definitions will be used:

Contracting Officer (CO) - A person appointed by U.S. Maritime Administration (MARAD) with the authority to enter and administer contracts on behalf of the Government.

Contracting Officer Representative (COR) – A person(s) designated by the MARAD Contracting Officer (CO) to conduct day to day liaison between the Contractor and the Contracting Officer on technical matters pertinent to this contract.

Fleet Security Officer – A person designated by MARAD to manage routine fleet security matters.

Contract Manager - A person designated by the Contractor to meet with the COR to discuss any issues that may arise with the contract. The Contract Manager or alternate shall have full authority to act for the Contractor on all contractual matters relating to daily operation of the Contract.

Scope of Work:

The Contractor shall provide all labor, supervision, management, equipment and uniforms necessary to perform Security Guard Services as described in this statement of work.

1.0 Contractor Personnel

1.1 Work Force: The Contractor shall provide fully trained and qualified personnel to accomplish all work required by this specification and the requirements of the SBRF Fleet Security Officer. United States citizenship is required for all security guards.

1.2 Contractor Key Personnel: The Contractor shall provide a Contract Manager and an Alternate Contract Manager who shall be responsible for the overall management, coordination and performance of all contract work. The Alternate Contract Manager shall act in the absence of Contract Manager. The Contractor shall provide the telephone number of the person(s) to call to discuss any contractual issues that may arise. The Contract Manager or designated alternate shall be available within one (1) hour after notification from the CO or COR to discuss these issues.

1.3 Gate Guard Personnel: The Contractor shall furnish fully trained and qualified personnel to accomplish all work required (see Training Section). The Contractor shall ensure their personnel perform all duties in accordance with the terms and conditions of the Contract. In situations not specifically outlined in the contract, the Fleet Security Officer, Deputy Fleet Superintendent or Fleet Superintendent will instruct the appropriate Contractor employee on what action to take. The CO and COR will monitor Contractors performance and will advise the Contract Manager whenever the Contractor’s employee is not following the Contract. Upon notification of any Contract deficiencies, the Contract Manager will take corrective action immediately to ensure that their employees follow the Contract.

1.4 Education: All employees hired under this contract must be able to speak, understand, read and write the English language. The individuals hired under this contract must be high school graduates or have a GED equivalency diploma.

1.5 Experience: All security guards employed under this contract must have at least one (1) year of prior experience as a State Certified Security Guard and have documentation to confirm this requirement (the experience does not have to be consecutive). The following education may be substituted in lieu of experience: A 2-year degree (AA) in Law Enforcement from an accredited College, successful completion of Police Officers Standard Training (POST) - Basic, Extended, or Reserve Training Course 832 or previous military training. Exceptions to this are to be submitted to COR on a case by case basis.

1.6 Physical Standards: The work requires frequent and prolonged walking, standing, sitting, stooping, walking up and down inclined ramps, walking up and down steep stairways and climbing up and down short ladders. Personnel must be able to bend and lift a minimum of forty (40) lbs. Any individual who cannot meet the physical requirements of this position will not be qualified to work under this Contract.

1.7 Age: Contractor personnel must have reached the minimum age of eighteen years at the time of employment.

Alertness: The security guards shall have a minimum of eight hours off duty between shifts. No shift shall exceed twelve hours in duration. Security Guards will be vigilant always.

1.8 Facility Access: Contractor personnel will limit access to the facility to authorized personnel only. The security guard will be provided with a list of approved access times for SBRF and MARAD personnel. A daily visitor list will be provided with the names of other authorized visitors.

1.9 Standards of Conduct

1.9.1 General: The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to their personnel as necessary.

1.9.2 Background Investigations: The Contractor will conduct background investigations, as required by the California State Licensing program, of all security guards. The Contractor will provide verification that the investigations have been completed.

1.9.3 Appearance: Contractor employees shall maintain reasonable standards of personal grooming.

1.9.4 Intoxicants: Contractor personnel, while on Government premises, are subject to standards of conduct prescribed for Government employees. It is the responsibility of the Contractor to assure that all Contractor personnel are familiar with the applicable federal, state and local rules and regulations. The improper use of alcohol, drugs, or controlled substances may, at the discretion of the Government, result in barring of any individual from Government facilities. The Contractor shall have a means of testing their employees for drugs or alcohol upon request of the Government. The Contractor shall have an established drug and alcohol testing program for their security guards. Incidents involving damage to life or property may require drug testing of the security guard on duty at the time.

1.10 Uniforms: The Contractor’s employees shall wear clean, neat, and complete uniforms while on duty. The uniforms shall be a color and style in general use by large guard or security organizations. All employees performing under this contract shall wear the same color and style of uniform. The uniforms shall consist of the following items and have the listed restrictions/requirements:

1.10.1 Shirt

1.10.2 Trouser

1.10.3 Ball cap that is recognizable as that of a Security Force.

1.10.4 Name Tag or visible badge (over right pocket/breast removable or permanent)

1.10.5 Inclement weather protection

1.10.6 Coat (cold weather) (marked with word “SECURITY”)

1.10.7 Rain gear (marked with word “SECURITY”)

1.10.8 Boots (appropriate for year around use)

1.10.9 Other clothing as needed or appropriate by industry standards

1.11 Identification: The Contractor will furnish employees with laminated picture Identification Cards (ID). The ID card shall contain the company name and employee’s name.

1.12 Portable Flashlight: Each Contractor personnel shall have a portable, high intensity flashlight with batteries while on duty.

1.13 Removal: The Contractor shall be required to immediately remove any employee(s) from the work site(s), should it be determined that:

1.13.1 Individual(s) are being assigned to duty that has been disqualified for either suitability or security reasons.

1.13.2 Are found to be unfit for performing assigned duties during their tour(s) of duty.

1.13.3 Found not performing security rounds or sleeping while on duty.

1.13.4 Not in compliance with the provisions of this statement of work or directives of the SBRF Fleet Security Officer.

1.13.5 Are not in compliance with recognized Government standards of conduct.

1.13.6 Under the influence of drugs or alcohol.

The Contractor shall immediately replace such employee to maintain continuity of services at no additional cost to the government.

1.14 Training Requirements

1.14.1 Initial Requirements for Employment of security guards: Prior to employment as a security guard, the Contractor shall, at the Contractor’s expense have the employee complete an established commercial Security Guard Training Program. The training and certification shall be that required by the State of California Department of Consumer Affairs as well as from the California Business & Professions Code sections 7483-7587 series. Certificates issued for successful completion of these courses shall be provided to the Government for review, at least 24-hours prior to a security guard assuming a watch.

1.14.2 Additional Training Requirements: All training requirements of applicants will be as directed and outlined by the State of California Business & Professions code, the State Department of Consumer Affairs and/or California State Law. If the applicable State and Federal regulations change, then the Contractor will be expected to decide what associated training is necessary and shall provide all training with no additional cost to the Government.

1.14.3 Site specific training: Prior to a security guard assuming a watch for the first time, the Contractor will provide site specific training, to include routine fleet procedures and at least one security round, at no additional cost to the government. This site-specific training will be performed by Contractor personnel, between the hours of 0800 – 1600, Tuesday – Friday.

2.0 General Requirements of Duty

2.1 Responsibility: While on duty, contractor personnel will take precautions to minimize the potential for fires, oil or chemical spills, threats to the environment and unsafe conditions The Contractor shall keep work areas neat, clean and sanitary. The Government will provide cleaning services to the areas in which the guards will be working.

2.2 Activity Requirements: All Contractor personnel shall comply with all applicable federal, state, and local requirements regarding private security personnel.

2.3 Driver’s License: The Contractor shall ensure that all employees under this contract possess a valid state driver’s license to operate a vehicle in the State of California. A copy of the driver’s license for each security guard will be provided to the Government at least 24-hours prior to assuming a watch.

2.4 Key Control: The Contractor shall establish a control system to ensure that any keys issued to the Contractor by the SBRF are not lost, misplaced, or used by unauthorized persons. No keys issued to the Contractor by the SBRF shall be duplicated. The Contractor’s key control procedures shall be included in a quality control plan.

2.4.1 Lost Keys: The Contractor may be required to replace, re-key, or reimburse the SBRF for replacement locks or re-keying as a result of the Contractor losing keys.

2.4.2 Key Responsibility: It is the responsibility of the Contractor to prohibit the use of keys issued by the SBRF by any person other than the Contractor’s employees or authorized Government personnel. The Contractor shall not open locked areas to permit the entrance of unauthorized persons except with permission from the SBRF. The Contractor shall not loan the keys to unauthorized persons.

2.5 Government Provided Property & Services: Government furnished property and services identified in this contract shall be used by the Contractor for the performance of this contract only. All Government-furnished equipment shall be returned to the Government in the same condition as received, reasonable wear and tear accepted. The Contractor will reimburse the Government for damaged or lost property.

2.5.1 The Government shall furnish and maintain the following equipment on the work site:

2.5.1.1 Communications: The Government will provide a handheld radio and cell phone to the guard post located at the main gate house. The Contractor will be liable for the loss or damage to this equipment.

2.5.1.2 Spotlight: The Government will provide one hand-held battery operated spotlight with sufficient batteries for operational requirements.

2.5.1.3 Guard Tour Recorder: The Government will provide a Guard Tour Recorder which will be carried by the security guards at all times while their performing security rounds. The purpose of the recorder is to ensure that the rounds are being performed.

2.5.1.4 Portable Public Address System: The Government shall provide one hand-held portable public address system for operational requirements (for challenging trespassers, etc.).

2.5.1.5 Supplies: The Government shall furnish office supplies as necessary to prepare reports and under this contract. This includes logbooks and pens.

2.5.1.6 Toilet Facilities: The Government will provide toilet facilities.

2.5.1.7 Gate House: The Government will provide an enclosed gate house with a desk, chair, telephone, refrigerator, heating and air conditioning. There is no internet access in the gate house.

2.5.1.8 Electric Truck: An electric truck may be available for use by the contractor.

2.5.2 Services: The Government will provide telephone service for local calls made for business purposes only.

2.5.3 Inventory of Government Provided Equipment: Prior to assuming the watch, the security guard about to assume the watch will perform an inventory and operational check of Government furnished equipment with the security guard that currently has the watch. Any inoperable, damaged, missing equipment will be noted in the logbook. The Contractor shall reimburse the Government for the actual cost of replacement or repair of any missing or broken items not due to normal wear and tear.

3.0 Staffing and Management

3.1 The fleet requires a security presence twenty-four hours (24) a day, seven (7) days a week. There are three, eight-hour shifts per day as follows: Graveyard (0000-0800), Day (0800-1600) and Swing (1600-2400). These shifts will be staffed by Contractor security guards.

3.2 Duties: The security guard shall prevent unauthorized personnel, vehicles or property from entering the facility. He/she shall immediately notify local police, the Fleet Security Officer, the Deputy Fleet Superintendent and Fleet Superintendent of a security breach or an emergency. The security guard is charged with additional duties required to ensure the security of the facility. These duties include, but are not limited to: making scheduled rounds of the SBRF facility to check on the security of the perimeter areas, checking the security and watertight integrity of the fleet’s watercraft, checking the office barge for flooding and fire, controlling access to the facility, visual inspection of vehicles, manually opening/closing gates, answering phones and making appropriate notifications. The security guard assigned to this position will be required to operate all equipment provided at the gate, including any new installations or upgrades. The security guards shall make themselves visible as a deterrent, at all times.

3.3 Shift Change: Relief of the security guard for shift change will normally take place at the Main Gate House. The security guard shall ensure that his /her relief is properly informed and ready to assume their responsibilities.

3.4 Shift Length: No employee of the Contractor shall work more than twelve hours (12) continuous tour of duty, unless otherwise approved by the Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent. A fifteen (15) minute overlap of shifts is appropriate for information exchange.

3.5 Alarms: The security guard shall notify the Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent immediately upon discovery of any of the conditions below.

3.5.1 Unauthorized Access (Shoreside and Waterside)

3.5.2 Flooding Alarms (Fleet Craft and Ships)

3.5.3 Fire Alarms

3.5.4 Mooring Security (Fleet Craft and Ships)

3.5.5 Oil Spills

3.5.6 Loss of Electrical Power

3.5.7 Severe Weather

3.5.8 Facility Flooding (Parking Lot, etc.)

3.5.9 Wildlife (Racoons, rats, etc.)

3.5.10 Injuries

3.5.11 Emergency situations involving waterborne security

The Government reserves the right to test the response of the security guards to the situations above without prior notice to the Contractor.

3.6 Security Boundary: The guard will maintain position at the main gate house when not performing their scheduled security rounds. The security perimeter consists of a fenced shore line on the western edge of the parking lot and all access points along the wetlands and Suisun Bay. The security guard will be responsible for surveilling all access points along the causeway, piers, fleet craft, office barge and work barges. Whenever the established security perimeter is trespassed, shore-side or waterside, the security guard shall make an effort to inform trespasser(s) to leave the perimeter. If the effort to ward off trespasser fails or assistance is required to do so, the security guard will call the police, U.S. Coast Guard, etc.

3.7 Security Rounds: The security guard will perform a predetermined round of the facility four times, per 8-hour shift. The SBRF uses a Guard Tour System that ensures that the rounds are performed. The security guard will carry a Guard Tour Recorder during the performance of the rounds. The security guard will check all mooring lines and bilges on the fleet craft during the performance of their rounds.

3.8 Waterborn Security Patrol: The shoreside security guard will coordinate with and assist as necessary, the waterborne security guard to maintain the overall security of the fleet. During periods of inclement weather, the waterborne security guard may require assistance from the shoreside security guard to secure the fleet craft at the pier. The Government will provide the shoreside security guard with training on how to assist with securing the fleet craft.

4.0 Daily Tasking and Requirements

4.1 Facility Access: The security guard shall be responsible for controlling all access of personnel, vehicles, equipment and materials through the main gate.

4.2 Gate Operations: The security guard will follow the instructions of the Fleet Security Officer regarding the admittance of SBRF Personnel, MARAD Personnel and visitors. Access will be granted upon verification of identification and referencing the visitor list. The vehicle gates are outfitted with motorized open closure devices. In the event the gate is not functioning properly, the security guard will be responsible for opening and closing the gate.

4.3 The security guard will stand outside the gate house for each arrival at the main gate, including the morning arrival of the fleet’s work force. The security guard will check the identification of each person arriving and verify their clearance for access to the site.

4.4 Parking: All vehicles, unless otherwise indicated, will be directed to park in the main parking lot. Temporary parking may be authorized at the end of the pier, also known as the “dancefloor” for the purpose of loading and unloading.

4.5 MARAD Headquarters and Division personnel are authorized to park at the end of the pier.

4.6 Visitors pre-authorized by the Fleet Security Officer, Administrative Officer, Deputy Fleet Superintendent or Fleet Superintendent may park at the end of the pier.

4.7 Questions Concerning Entry: If a security guard is uncertain if a person is authorized to be on the facility, he/she shall contact the Fleet Security Officer, Administrative Officer, Deputy Fleet Superintendent or Fleet Superintendent.

4.8 Response: Contractor personnel must respond to all alarms and/or emergencies within five (5) minutes, notify the Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent and take appropriate action, if able. The security guard is expected to monitor radio transmissions on the fleet radio frequency (Channel 1).

4.9 Security Breaches: The security guard shall take the following actions if the theft of Government Property is suspected:

4.9.1 Close the access gate and allow only responding law enforcement vehicles access to the facility.

4.9.2 Do not allow vehicles or persons to exit the main gate.

4.10 Reports and Logs: The Contractor shall ensure all required reports and logs are accurate and complete. Logs will be kept in Government furnished logbooks. Reports will be submitted in a format as designated by the Fleet Security Officer. A copy of all reports and logs shall remain on site to permit inspection by the Government at any time. The Contractor may be required from time to time to have security guards provide information to the US Federal Bureau of Investigation, or other law enforcement agencies due to the nature of a particular incident. If such assistance is required, the Guard shall submit a written statement of the information necessary and the statement shall be considered a report under the terms of this Contract. Logs and reports will be accurate and well maintained.

4.10.1 Required Reports: The Contractor shall maintain the following report submissions and provide them to the Fleet Security Officer:

4.10.1.1 Incident/Complaint Report (within 24 hours of the date following an Incident or Complaint).

4.10.1.2 Working Schedule Confirmation (prior to start of a shifted period).

4.10.1.3 Accident Report (report of injury to personnel or damage to government property within 24 hours of occurrence).

4.10.2 Main Gate Logs:

4.10.2.1 Security Guards shall maintain a written log of conditions and events occurring at the facility (notable incidents, fire alarms, severe weather, fleet craft flooding alarms, water in bilges, loss of keys, etc.).

4.10.2.2 Security guard shall also maintain a log of vehicles entering the facility and those persons not listed on approved access list.

4.10.2.3 The security guards will be provided with a daily visitor log that lists personnel and contractors authorized to enter the facility.

4.10.2.4 Additions to the visitor log may be made at any time by the main office.

4.10.2.5 The security guard will contact the main office via radio or phone to announce the arrival of visitors not listed on the visitor log.

4.10.2.6 The main gate shall be closed at all times. The exception to this during the brief window of time when the bulk of the fleet employees are arriving in the morning (6:30 AM – 7:00 AM) and departing in the afternoon (5:30 PM - 5:45 PM).

4.11 Facility Access: Only authorized personnel and vehicles are allowed to access the facility and violators are punishable under U.S. Code. There are nine (9) categories of persons and their vehicles that require access and may be granted either limited or unlimited access pending conditions and direction from the Fleet Security Officer, Deputy Fleet Superintendent or Fleet Superintendent. They are as follows:

4.11.1 Suisun Bay Reserve Fleet Personnel (SBRF): Personnel employed by the fleet (Check MARAD Identification).

4.11.2 U.S Maritime Administration Personnel (MARAD): Personnel employed by MARAD (Check for MARAD Identification).

4.11.3 Ready Reserve Force (RRF) Shipboard Personnel: Personnel that work on the RRF Vessels moored in the fleet. (Check the list of current shipboard personnel provided by the Fleet Security Officer).

4.11.4 Ready Reserve Force (RRF) Ship Manager’s Personnel: The Port Engineer and other personnel that work on the RRF Vessels moored in the fleet. (Check the list of current ship manager personnel).

4.11.5 Government or Military Personnel and Officials: Government officials visiting the facility will be scheduled in advance and listed on the visitor log. Government representatives in uniform with associated official ID (example; US Coast Guard, US Navy, etc.) are to be granted access after notifying the main office.

4.11.6 U.S. Postal Service: Uniformed Postal workers and official vehicles are authorized to deliver and pick up packages. Regular mail is delivered to the fleet’s mailbox located on Lake Herman Road. It will be the responsibility of the security guard to retrieve the mail from the mailbox and bring it to the main office.

4.11.7 Couriers / Delivery Service: Courier services such as UPS, FEDEX, AIRBORNE EXPRESS, etc. shall be granted access to deliver packages to the main office or supply room.

4.11.8 Industrial Contractors: Private companies that provide various kinds of work at the fleet. The name of the company and personnel will be indicated on the visitor log.

4.11.9 Other Approved Personnel or Visitors: Check the visitor log. If the visitor’s name is not on the list, the security guard will contact the main office for authorization, prior to granting them access to the facility.

4.11.10 The following uniformed personnel, with proper identification, are allowed access to the facility without being on the visitor log:

4.11.10.1 Emergency Medical Services (EMS)

4.11.10.2 Fire Department

4.11.10.3 Law Enforcement Officers (Local, State and Federal)

4.11.10.4 U.S. Coast Guard

5.0 Identification and Visitor Log:

5.1 A government picture ID is required for access to the SBRF and shall be requested by the security guard for verification with the visitor log.

5.2 The DHS Transportation Workers Identification Card (TWIC) is not normally required for access to the SBRF.

6.0 Communications:

6.1 Security guards shall monitor the fleet’s VHF Radio, main gate telephone and security cell phone.

6.2 Security guards shall be prepared to clearly and quantitatively report incidents or important changes in conditions via phone line or radio as most efficient means, reporting same to Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent.

6.3 Emergencies threatening life should be immediately reported to local authorities (911) with clear description of the incident and location (2595 Lake Herman Road, Benicia, CA 94510).

6.4 Imminent incidents threatening the facility or ships should be immediately reported to the Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent.

6.5 Security Guards shall report any disruption of electrical power supply or land line phone service to the Fleet Security Officer, Deputy Fleet Superintendent and Fleet Superintendent.

7.0 Safety: The Contractor shall ensure that all Contract activities are conducted in a safe manner and all security guards performing under this contract are knowledgeable of California Occupational Health & Safety Administration (CALOSHA) safety practices. The Contractor shall notify the Fleet Security Officer immediately and provide a written report within twenty-four hours of any accidents involving personal injury or property damage. The Contractor shall cooperate with Government officials regarding safety issues, problems or concerns within the scope of the Contract.

8.0 Government Quality Assurance:

8.1 The Government will evaluate the Contractor's performance under this contract using the SBRF Quality Assurance Surveillance Plan. The Contractor will only be evaluated on the sections pertaining to on-shore security. The Government will maintain records of all surveillance observations.

8.2 Drills: Security drills may be conducted by the Government as deemed appropriate to test Contractor performance.

8.3 Performance Evaluation Meetings: The Contractor may be required to meet with the COR and the Fleet Security Officer during the first month of the Contract to discuss contract performance. Subsequent meetings will be held bi-annually or as deemed necessary by the COR or Fleet Security Officer.