Statement_of_Work.pdf

Statement of Work (SOW)

Federal Emergency Management Agency (FEMA)

Level II Armed Security Guard Services Contracts

DR-4335/4340-USVI

Disaster Locations: All counties of the US Virgin Islands, St. Croix, St. Thomas and St. John

1. Introduction

This requirement is for Contract Security Guards (CSG) to provide security services at disaster related sites and facilities within the United States Virgin Islands. There are currently six (6) sites requiring fourteen (14) security officers. It is predicted that one (1) additional facility will be added requiring three (3) security officers for twenty-four (24) hour coverage during period of performance of the resulting contract. The inclusion of one

(1) additional facility, the seven (7) total sites would require a total of seventeen (17) security officers. The Government currently has an intrusion detection system at one of the facilities and upon installation at the St. Thomas facilities staffing requirements will be modified.

The contractor shall furnish a phase in plan in accordance with the requirements outlined in the Phase-In of Contract and Continuity of Services section of this Statement of

Work.

The Federal Emergency Management Agency (FEMA) uses contracted armed security guard services to safeguard federal employees, visitors and property at both temporary and fixed facilities during disaster and emergency declarations.

The contractor shall only utilize Department of Labor (DOL) category 27102 Guard II security personnel (Attachment I) to perform services under this contract. All category

Guard II security personnel must also meet all local and state/territory qualification requirements necessary to fulfill the responsibilities of the position. The contractor shall adhere to all DOL requirements in regards to the Service Contract Act (SCA). Failure to remain compliant with the SCA can result penalty, including termination of contract.

As an integral part of the FEMA security team, the Vendor shall provide and maintain all management, supervision, manpower, material, training, equipment, supplies, licenses, permits, certificates, insurance, pre-employment screenings, reports, and files, and shall plan, schedule, coordinate and ensure effective performance necessary to accomplish security services as described and required in this Statement of Work (SOW). The Vendor is entirely responsible for timely obtaining and adhering to the individual state/territory, city /and territorial licensing and permits requirements without assistance from the Federal

Government. The Vendor shall perform to the standards required in this SOW and will be expected to work closely with FEMA contracting and security representatives throughout the duration of services.

Contract Security Guards have a crucial and highly visible role in the FEMA mission. They are usually the first line of defense so it is crucial that the vendor ensure that their employees realize the importance of their role, know their duties, and perform their duties courteously and professionally at all times. Terms and conditions are subject to change regarding opening/closure of any FEMA site location. Upon notification of all FEMA site openings the response time to and closing times are subjected at times to a quick turn-around to arrive on post within 30 minutes to 1 hour time frame upon communication notice verbally or by task orders.

All Contract Security Guards and Contract Security Supervisors performing under the resulting contract/orders must meet the following minimum qualifications:

• U.S. Citizenship

• Proficiency in English (written and spoken)

• Current or prior security experience, in accordance with Section 9 of the SOW

• Active Federal, State and Local/territorial Firearms permit(s), in accordance with

Section 9 of the SOW

• Current First Aid/CPR/AED Certificate Training

• Have all state/local/territorial licenses, permits, registrations, or certifications as required to perform the duties and responsibilities of the position

• Must be at least 21 years of age

All Contract Security Guards and Contract Security Supervisors must receive a favorable suitability adjudication from FEMA (in accordance with Section 3 of the SOW) prior to beginning work under the contract.

Abbreviations Used Throughout the SOW:

Contracting Officer (CO)

Contracting Officer’s Representative (COR)

Contract Line Item Numbers (CLIN)

Continental United States (CONUS)

Outside Continental United States (OCONUS)

Law Enforcement Officer (LEO)

Statement of Work (SOW)

Office of the Chief Security Officer (OCSO)

Field Operations Division (FOD)

Occupant Emergency Plan (OEP)

2. SITE LOCATION AND GUARD REQUIREMENTS

Although the specific site locations will vary, they will be within the Territory of the United

States Virgin Islands. Locations will be specified with CO authorizations to provide service under the Contract Line Item Number (CLIN).

Contract Security Guards may be tasked to secure the following:

Joint Field Offices and Annex

Branch Offices

Initial Operating Facilities

Disaster Relief Centers

Mobile Disaster Relief Centers

Logistical Staging Areas

Communications Centers

Responder Base Camps

Temporary Military Bases

Urban Search and Rescue Staging and operational sites

Temporary Housing Centers

Ships

Annex offices

Other facilities as identified by the on scene FEMA Manager, as coordinated through the FEMA CO

The following site locations and hours of operations that require Level II Armed Security

Guard Services are as follows:

St. Croix

Site #1: 3 Guards, 13 Hour Coverage (Monday – Saturday, 0630 – 1900 hours)

Site #2: 2 Guards, 10 Hour Coverage (Monday – Friday, 0730 – 1730 hours)

Site #3: 2 Guards, 15 ½ Hour Coverage (Sunday – Saturday, 1530 – 0700 hours)

St. John

Site #4: 1 Guard, 11 Hour Daily Coverage (Monday – Friday, 0630 – 1730 hours)

St. Thomas

Site #5: 2 Guards, 12 Hour Coverage (Sunday - Saturday, 0600-1800hours)

1 Guard, 12 Hour Coverage (Sunday – Saturday, 1801-0559 hours)

Site #6: 2 Guards, 12 Hour Coverage (Sunday - Saturday, 0600-1800hours)

1 Guard, 12 Hour Coverage (Sunday – Saturday, 1801-0559 hours)

Site #7 (Projected): 2 Guards, 12 Hour Coverage (Monday – Friday, 0600-1800 hours)

1 Guard, 12 Hour Coverage (Saturday & Sunday.0600-1800 hours)

1 Guard, 9 Hour Coverage (Saturday, 0630–1530 hours)

1 Guard, 12 Hour Coverage (Sunday – Saturday, 1800-0600 hours)

Locations and hours may be altered at any time based on the need of the Government.

3. FITNESS REQUIREMENTS

I. Individual Contract Security Guards and Contract Security Supervisors who meet the following requirements may be allowed to begin work on-site immediately:

A. The individual has a current, favorably adjudicated Background Investigation

(BI), completed or accepted by FEMA Personnel Security;

B. The individual has submitted to FEMA Personnel Security a completed and signed Foreign National Relatives and Associates Statement; Lautenberg

Amendment Statement; and DHS Form 11000-6, Sensitive but Unclassified

Non-Disclosure Agreement; and

C. Neither the vendor, FEMA, nor the individual has any information that calls into question the individual’s fitness, based on character and conduct.

II. If an individual Contract Security Guard or Contract Security Supervisor does not meet the above-cited requirements, then the Vendor and individual must comply with following background check procedures prior to being posted under this contract:

A. The Vendor shall submit, or shall ensure that all Contract Security Guards and

Contract Security Supervisors under this Contract submit, the following, completed documents directly to FEMA Personnel Security:

1. Applicant Fingerprint Chart FD-258 (2 copies)

2. Fair Credit Reporting Disclosure and Authorization

3. Official Form 306, Declaration for Federal Employment

4. Foreign National Relatives and Associates Statement

5. Lautenberg Amendment Statement

6. DHS Form 11000-6, Sensitive but Unclassified Non-Disclosure

Agreement

7. First Aid/CPR/AED Certificate Training

B. FEMA Personnel Security shall review the documents required under section

3(II) (A), along with the results of a FBI fingerprint check and a review of personal credit, and make a preliminary fitness determination for each Contract

Security Guard and Contract Security Supervisor for whom FEMA Personnel

Security has received all required, completed documentation.

C. Any Contract Security Guard or Contract Security Supervisor found with any negative results through the preliminary fitness determination shall be removed from consideration of performance under the Contract.

D. Any Contract Security Guard or Contract Security Supervisor receiving a favorable preliminary fitness determination may perform duties as directed, provided all other terms and conditions of the SOW are met. The Vendor shall file the preliminary fitness determination paperwork in the guard’s local personnel folder.

III. If the Vendor will be providing security services for more than 180 days, the Vendor shall, within the first 120 days of the Contract, identify all Contract Security Guards and

Contract Security Supervisors who will provide such services for more than 180 days. The

Vendor shall notify the CO or COR, in writing, of all such Contract Security Guards and

Contract Security Supervisors. The CO or COR shall notify FEMA Personnel Security of all such Contract Security Guards and Contract Security Supervisors within one day of receipt of notice from the Vendor. All such Contract Security Guards or Contract Security

Supervisors, for whom FEMA Personnel Security has made a favorable preliminary fitness determination, shall submit a Standard Form 85P and Standard Form 85P-S via the Electronic

Questionnaire for Investigation Processing (e-QIP) system.

IV. FEMA Personnel Security will process the above documents according to DHS and FEMA guidelines for determining the fitness of contractor personnel. FEMA

Personnel Security will notify the Contracting Officer, the FEMA Security Manager for the

FEMA facility to which this Contract applies, and the individual of the final determination of the individual’s fitness. The Contracting Officer or COR will notify the Vendor of the individual’s fitness or unfitness for employment under this Contract. The Vendor shall file the fitness approval paperwork in the individual’s local personnel folder.

V. The Vendor shall be solely responsible for any delay in the performance of this

Contract due to any failure by the Vendor’s employees and subcontractors, if applicable, to provide accurate information on the background investigation forms submitted to FEMA for processing. If the background investigation package is incomplete, FEMA Personnel

Security will return the incomplete package to the individual for correction. An incomplete background investigation package will not excuse the Vendor from meeting the Contract requirements in a timely manner.

VI. The Government will exercise full and complete control over granting, denying, withholding, or terminating fitness for contract employees at any time. The granting of either a preliminary or final fitness determination shall not prevent, preclude, or bar the withdrawal or termination of any such fitness determination by the Government.

VII. If an individual has been arrested at any time after the initial fitness determination was granted, then it is incumbent upon the individual to immediately notify his or her supervisor of such an occurrence. If the supervisor or vendor management becomes aware that an employee or subcontractor has been arrested at any time after the initial suitability was granted, the vendor must notify the COR in writing within 12 hours of receiving that information.

VIII. If there is any disqualifying information that renders an individual unfit to perform his or her required duties as determined by the COR, then the individual shall be removed from duty.

IX. The vendor shall be able to provide armed guard services within 24 hours of the effective date of this contract with FEMA vetted guards who have proper fitness determinations, and without delay. The vendor shall have a minimum of 50 FEMA vetted

Guards at the start of the contract. Is this in anticipation of a future disaster requiring additional security personnel?

4. CONTRACTING OFFICER'S REPRESENTIVE AND TECHNICAL MONITORS

The Contracting Officer’s Representative (COR) are government employees appointed to assist the CO in the discharge of their responsibilities.

The responsibilities of the COR includes, but is not limited to:

• Determining the adequacy of performance by the Vendor employees in accordance with the terms and conditions of this Contract

• Performing surveillance of the Vendor employees while they are on duty

• Acting as the Government's representative in charge of work at the site

• Ensuring compliance with Contract requirements insofar as the Contract Security

Guards duties and behavior are concerned

• Advising the Vendor and CO, and COR of nonperformance or satisfactory performance

Duties of the COR will be provided by the CO, if applicable.

After award of the Contract, the CO will issue a written Delegation of Authority memorandum to the COR that details specific or additional duties that they are authorized to perform. The COR cannot make any decisions regarding the performance of the

Contract except as outlined in the memorandum. A copy of each memorandum shall be sent to the Vendor simultaneously upon issuance to the COR.

The Government will use multiple means of inspection. FEMA will use its own announced and unannounced inspection and monitoring procedures in support of this Contract. Such procedures may occur at any time during the day or night, on any day of the year, and may be supplemented by FEMA’s customer surveys and other agency reviews of the

Vendor’s performance.

The Vendor will be provided name, address and telephone number of the COR and/or

TM if applicable.

5. VENDOR OBLIGATION TO OBTAIN ALL REQUIRED LICENSES, PERMITS, AND

BONDS

Prior to the Contract start date, and except where precluded by local law or ordinance, the Vendor shall make and complete all arrangements with the appropriate officials in the city, county, and parish, state/territory and/or tribal in which the government facilities are located.

The federal government will not intervene in any state/territory licensing or permit issues on behalf of the Vendor. If the contractor has not been cleared within 7 calendar days of contract start date, the Government reserves the right to execute other methods to ensure security coverages, including cancellation of contract.

The Vendor shall obtain all licenses and permits required for each Contract Security

Guard and Contract Security Supervisor. Contract Security Guards must carry their firearm license and /permits (and, where legally required, their concealed weapons permits) on their person while on duty, unless local or state/territory law requires the

Vendor to maintain the records. Failure by a Contract Security Guard to carry a valid firearm certificate or permit while on duty shall result in the Contract Security Guard being removed from the post until the certificate or permit is obtained.

The Vendor shall provide any official bond(s) and insurance required, and pay any fees or costs involved or related to authorization for the arming of any employees engaged in providing services specified under the Contract.

The Vendor shall maintain current, valid copies of all licenses, permits, and certifications required to perform the services described in this SOW. The CO, COR, and all other authorized Government personnel shall have the express authority to examine these documents upon request at any time during the duration of this Contract. The Vendor shall complete and certify via email a spreadsheet showing employee compliance in accordance with contract policy. The spreadsheet shall reflect names and issue dates for each employee having each and all legally required licenses, permits, training and certifications as identified herein. The Vendor will validate and certify that the information on the spreadsheet is true and correct so as to ensure that all legal requirements have been fulfilled prior to the commencement of any and all work under the Contract.

The Vendor shall provide an updated spreadsheet to the Government upon the CO’s or

COR’s request.

The Vendor shall obtain, possess, and maintain all business and corporate licenses required to operate as a commercial security service within the specific geographic areas covered under this the Contract prior to performing any work under the specific Contract.

Important Note: Failure by the Vendor to obtain all required licenses prior to the start of performance for the Contract may be grounds for termination for cause. Failure by the

Vendor to renew licenses and permits upon their expiration may result in termination for cause. Failure by the Vendor to monitor licensing requirements of it personnel and immediately remove and replace any individual who for any reason does not have the required licenses may be grounds for termination for cause.

6. SERVICES REQUIRED – ALL CONTRACT SECURITY GUARDs

The Vendor’s employees shall perform the services as prescribed by the contract to include the Post Orders and security processes that are contained within the existing disaster Occupant Emergency Plan associated with the assignment.

In the event of an inconsistency or conflict between documents, the terms in this SOW take precedence over other documents.

Contract Security Guards shall perform their duties in accordance with the duties outlined on the Post Orders, which are prepared by FEMA for all shifts on each post. Except for emergencies, the responsibilities of the Contract Security Guards may not deviate from the duties prescribed in the Post Orders. The COR may modify, amend, and/or revise

Post Assignment Records to change shift duties, start and stop times, and post locations, provided the change has no increased impact on the Contract cost.

The duties of some guard posts require that a Contract Security Guard not leave his or her post until properly relieved. Where this is required, it will be specifically stated in the

Post Orders.

Changes to the post orders that increase or decrease the number of hours specified, the amount of equipment and/or supplies required, or otherwise affect the Vendor’s cost or the Contract price, must be made by the CO.

The Vendor may be financially liable for accepting or implementing changes that affect the Contract price that have not been directed / approved by the CO. Therefore, the

Vendor shall be responsible for verifying with the CO whether any requested changes should be provided pending issuance of a modification.

Contract Security Guards must be thoroughly familiar with the post orders at all posts where they are assigned to work. Whenever possible, Contract Security Guards should be familiar with the Post Orders prior to working on the posts. When this is not feasible

(i.e., when there are emergency nonrecurring services and the Vendor is given limited advance notice regarding the Government’s requirements), the Vendor should allow, to the maximum extent practicable, Contract Security Guards mount time. Mount time is that time prior to official sign-in on post where the Contract Security Guards prepare to assume assigned duties, such as reading and the post orders and loading and holstering the firearm.

Post assignments may include, but are not limited to, the following duties and responsibilities:

1. Contract Security Guards will be required to perform a variety of security-related duties, depending on the type of posts to which they are assigned. Each post will have a

Security Guard Post Assignment Record (Post Orders). Specific duties and responsibilities associated with each post will be described in the Post Orders.

2. Contract Security Guards must be thoroughly familiar with the Post Orders at all posts where they are assigned to work. Under no circumstance should any Contract

Security Guard neglect his/her assigned duties in order to familiarize him/herself with Post

Orders.

3. Contract Security Guards shall be knowledgeable of the Occupant Emergency

Plan (OEP) and location and use of the nearest first aid kit, fire extinguisher, fire alarm, emergency exit, and duress alarm (if any), and shall be ready, willing, and able to use them as necessary and as required by the Post Orders.

4. Contract Security Guards will be responsible for keeping logs and writing reports of incidents and occurrences encountered during the tour.

Contract Security Guards post assignments may include, but are not limited to the following duties and responsibilities:

Access/Egress Control Posts

• Contract Security Guards must be mentally alert and physically ready to operate and enforce the Government’s system of personnel identification and access/egress control

• Contract Security Guards will control access to the post area by observing, detecting, and reporting violations of post regulations as directed by the Post Orders

• Contract Security Guards shall prevent, discover, delay, and/or detain persons attempting to gain unauthorized access to the property and/or personnel at the facility being protected. Contract Security Guards shall report all such incidents in accordance with established procedures as detailed in the Post Orders

• Contract Security Guards may be required to lock or unlock specific entrances/exits and turn on/off lights in their duty area at specific times as prescribed in the Post Orders

Security Screening

• Contract Security Guards shall screen personnel, packages, and vehicles for prohibited or unlawful items using manual, automated, or integrated screening techniques

• Contract Security Guards shall prevent, discover, delay, and/or detain persons attempting to bring prohibited or unlawful items into the property and/or personnel at the facility being protected. Contract Security Guards shall report all such incidents in accordance with established procedures as detailed in the Post Orders

• Contract Security Guards shall be alert for unattended and suspicious packages.

If the item is determined to be unattended or suspicious, Contract Security Guards will notify the onsite FEMA Security Manager and initiate a 911, if applicable. Contract

Security Guards will notify their supervisor of the incident and the office supervisor of the facility.

Visitor Processing

• Contract Security Guards will process visitors as directed in their Post Orders

• Contract Security Guards are required to answer questions and provide directions to visitors and facility tenants. Prior to arriving on duty, each Contract Security Guard shall be familiar with the name, address, and location of his/her post, as well as the Post Orders of the assigned post. Each Contract Security Guard shall be familiar with each tenant

Agency’s name and the locations within the facility of the most commonly sought- after offices or locations, such as service offices, restrooms, elevators, entrances and exits, retail spaces, and parking areas, and shall provide that information to any visitor upon request

Contract Transitions

Phase-In Of Contract and Continuity of Services

A smooth and orderly transition between the contractor and the Predecessor Contractor is necessary to assure minimum disruption to vital Contractor services and Government activities.

The Contractor shall provide a transition plan with contract proposal. The transition plan shall include at a minimum all preliminary licensing and certifications required to initiate performance; process for transitioning predecessor employees; recruitment of new employees; timeline showing procurement of requirement equipment and uniforms and address applicable DOL requirements. The Plan shall address:

A strategy for implementing supervisory functions

The process for transitioning predecessor employees

Equipment inventory (radio & phone) and maintenance plan

Weapons Inventory and employee assignment

Communication plan

Relief and break plan

A plan for establishing a reserve force and the current status of staffing levels, A progress report on obtaining permits, licenses, and registrations, A status report on submitting applications for personnel clearances, A strategy for training including schedules, locations, coordinating with training vendors and class staffing

The Contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor Contractor’s employees. The Contractor may notify the predecessor Contractor’s employees that the Contractor will be assuming services upon the Contract start date and may distribute business cards, employment applications, brochures, and other company information to the predecessor Contractor’s employees while they are on duty, provided that there is no interference with the Contract employee’s assigned duties (e.g., during “off hours” or during relief or lunch breaks).

However, the Contractor shall not interview, recruit, schedule interviews, or conduct extensive discussions with the predecessor Contractor’s employee while they are on duty.

The government will allow 30 day start up from the time of the award of the base task order to the initial start of performance.

The Contractor shall provide a list with the total number of employees and their names performing on the Contract with any applicable suitability and certification expiration dates when requested by the CO in preparation for a new solicitation for follow-on services.

Prior to Contract expiration and after a follow-on contract is awarded, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor contractor.

After a new Contract is awarded, the Contractor shall disclose necessary personnel records sufficient to allow the successor Contractor to conduct interviews for possible transition (if the Contractor is not awarded the successor Contract). These records shall be provided to the successor at least 5 days prior to date of Contract expiration. If any incumbent employees are selected by the successor and are agreeable to the change, the incumbent Contractor should cooperate to grant the employees release at a mutually agreed date.

Phase-Out of Contract and Continuity of Services

The Contractor shall provide a list with the total number of employees and their names performing on the Contract with any applicable suitability and certification expiration dates when requested by the CO in preparation for a new solicitation for follow-on services.

Prior to Contract expiration, and after a follow-on contract is awarded, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor contractor.

After a new Contract is awarded, the Contractor shall disclose necessary personnel records sufficient to allow the successor Contractor to conduct interviews for possible transition (if the Contractor is now awarded the successor Contract). These records shall be provided to the successor at least 5 days prior to date of contract expiration. If any incumbent employees are selected by the successor and are agreeable to the change, the incumbent employees are selected by the successor and are agreeable to the change, the incumbent Contractor should cooperate to grant the employees release at a mutually agreed date.

As part of the closeout process, the Contractor shall, within 5 days of the final day of performance, turn over all incumbent officer training, suitability and security records to the successor contractor. Failure to do so shall result in a 10% withholding of final payment until this action is accomplished as stated in the Contractor’s Personnel Filing System

Contractor’s Personnel Filing System

To minimize duplication of effort by the Contractor, the Contractor shall maintain personnel files on-site for all employees who work under this Contract. Files shall be maintained at the Contractor Manager’s office and will be made available to the COR on a continuous basis. Each guard’s file must contain the following:

Application for employment, including resume or detailed prior work history and references;

Results of all criminal history checks obtained by the Contractor;

U.S. Citizenship and Immigration Services Form I-9 Employment Eligibility

Verification (OMB No 1115-0136);

A copy of DHS 11100-6 Non-Disclosure Agreement, A copy of high school diploma, GED certificate, college transcripts military records or POST training completion;

A copy of the most recent CPR, First Aid, and AED certification card;

Results of all drug screenings administered (both pre – and post – employment);

A copy of all firearm licenses and certifications required by state/territory and local requirements

Records of all basic and refresher training attendance and, where required test scores;

Records of current firearms training and qualification scores, where required by the Contract;

Records of all successfully completed Government-provided training;

Records of guard’s suitability information (Including date current suitability expires);

Copies of all complaints, investigations, and disciplinary action taken by the

Contractor against the employee for all infractions committed under the contract;

To comply with the Health Insurance Portability & Accountability Act (HIPPA), the

Medical Evaluation (SF-78_ may be filed separately by the contractor

The CO or COR shall have the express authority to review any Contract employee’s files at any time during the course of the Contract. The Contractor shall maintain all personnel files for a minimum of five (5) years after Contract closeout (upon receipt of release of claims)

The CO or COR can request, at any time during the course of the Contract, a spreadsheet or other tracking systems (either in paper form or in electronic form) that clearly details the status of all Contract employees pertaining to the Contract requirements, and all site locations within the contract

The Contractor may maintain either a hard-copy (paper) file or a computerized system containing all the information required above. However, if the Contractor uses a computerized filing system, all forms must be scanned into the computer and must be legible

False statements, certification, or falsification of any documents required in the Contract by the Contractor, Contract Manager or any Contract employee shall be punishable under

US Code Title 18, Chapter 47 Section 1001, Fraud and False Statements. Additionally, the Government may initiate investigations by is Office of Inspector General or the FEMA

Fraud Investigative Internal Division (FIID), may initiate debarment proceedings, and/or may take Contractual remedies up to and including termination for default. Under no circumstances whatsoever will the Government tolerate falsification of required documents.

Patrol and Response

• Company marked vehicles of what is readily available 10% of identified disaster

Site location(s)

• Contract Security Guards will conduct patrols in and around facilities and schedules established in the Post Orders. They will observe, detect, report, and respond to all suspected or apparent security violations

• Patrol duties will be performed in a professional manner, with the Contract

Security Guards responsible for observing the environment, and, when necessary, questioning those persons whose activities arouse suspicion. Patrol Contract

Security Guards will serve as the first responder to all security alarms and emergencies occurring within the area of assignment

• Contract Security Guards must provide and maintain complete and effective surveillance, inspection, and protection of all internal and perimeter areas within the designated parameters and limits of the assigned post

• Some posts may require a combination of fixed hours at a Contract Security

Guards booth facility and roving patrols. Contract Security Guards should adhere to the patrol schedule as outlined in the Post Orders or as directed by the COR

• Post hours are subjected to change with minimal notice at the beginning of the disaster

Traffic Control

• When required by the Post Orders, Contract Security Guards will direct traffic

(vehicular and pedestrian), control parking, and observe the environment for suspicious vehicles or persons. Contract Security Guards may operate traffic control points and identify, delay, and detain all suspicious vehicles and personnel as necessary to maintain a level of security sufficient to ensure the safety and protection of all personnel, property, and resources within the facility

Building Rules and Regulations

• Contract Security Guards will monitor and observe building occupants and visitors for compliance with the Federal Management Regulations (41 C.F.R. part 102-

74) and the facility’s posted rules and regulations. Contract Security Guards shall also identify, report, delay, or detain those persons/personnel who violate the rules and regulations as appropriate and in accordance with and as directed by the Post Orders

Emergencies

• In case of an emergency condition requiring immediate attention, Contract

Security Guards shall take action in accordance with procedures in the Post Orders and at the direction of the COR. This may include diverting Contract Security Guards from their posts to meet the condition and summoning appropriate assistance as may be required. Contract Security Guards shall immediately make notifications as directed in the

Post Orders

• Contract Security Guards shall immediately report all potentially hazardous conditions and items in need of repair, including inoperative lights, locks, security hardware, leaky faucets, toilet stoppages, broken or slippery floor surfaces, blocked emergency routes or exits, etc

• Contract Security Guards shall summon professional assistance in accordance with procedures in the Post Orders in the event of injury or illness to Government employees or others while in the facility or on the grounds

• Contract Security Guards shall prepare and maintain required reports in accordance with the Post Orders regarding security-related issues, such as accidents, fires, bomb threats, unusual incidents and unlawful acts, and provide these reports to those officials specified by the COR

• While on duty, Contract Security Guards shall verbally report threatening circumstances and potentially threatening activities they observe to the COR or the onsite

FEMA Security Manages. Whenever possible, Contract Security Guards are encouraged to report a serious or potentially serious problem before responding so that they may receive all necessary backup and support to lessen or eliminate the potential threat

• Contract Security Guards will be required to perform other such functions as may be necessary in the event of situations or occurrences such as civil disturbances, attempts to commit espionage, sabotage, or other criminal acts adversely affecting the security and/or safety of the Government, its employees, property, and the general public lawfully in facilities or on the grounds under the control of the Government

• In case of an emergency condition requiring immediate attention, Contract

Security Guards shall take action at the direction of or coordination with the COR, to divert uniformed personnel from their normal assigned duties to meet the condition and summon appropriate assistance as may be required. The Vendor shall immediately make notifications as directed in the Post Orders

CONTRACT SECURITY GUARD Assignments and Sign-In Procedures

The Vendor shall be responsible for scheduling all work and notifying Contract Security

Guards of their work schedules in a manner consistent with effective contract management.

When requested by the CO or COR, the Vendor shall furnish a copy of the most current schedule to the Government.

All Contract Security Guards shall be in company uniform and ready to begin work promptly at the start of their shift and shall remain on the job and in full company uniform until the end of their full tour of duty.

The Vendor's employees shall sign in when reporting for work, and shall sign out when leaving, on a DHS Form 139, Contract Security Guards Duty Register. Contract employees who patrol between buildings will sign in and out at each facility visited. Relief guards will sign in and out at each post visited.

Each successively lower line on DHS Form 139 must be completed in chronological order, without exception. Lines may not be left blank among signatures in any period. A single line entry shall be used when separating a calendar date.

Erasures, obliterations, superimposed or double entries of any type on any one line are unacceptable and will not be acceptable for payment purposes. If errors in signatures, times, post numbers, or duty status are made on the DHS Form 139, the next line, immediately below or following on subsequent sheet's lines containing such errors, will be used to record all information for every column in the correct manner. The contract employee should draw a single line through the entire line on which such mistakes appear. The Vendor must attach a detailed memorandum of explanation to each Form

139 containing erroneous entries for the purpose of correlating all mistakes made with the applicable valid lines of information, and for describing the reasons behind those mistakes. Payment of invoices is based on the above procedures.

The Vendor shall not remove the DHS Form 139s from the job site unless specifically authorized or instructed to do so by the CO or COR. The COR representative will collect all such forms. If the vendor removes the DHS Form 139s from the post, payment may not be made until the original forms are received by the COR.

Limitation on Labor-hours to be provided by Individual Employees

No employee of the Vendor or subcontracted employee shall provide more than twelve

(12) hours of combined service on any one or multiple contracts administered by FEMA in any twenty-four (24) hour period, unless the work periods are separated by an eight (8) hour non-duty period.

The limitation on hours may be orally waived by the COR in emergencies that are beyond the control of the Vendor (i.e., weather conditions that prevent the next shift from getting to the facility, civil disturbances, natural disasters, emergencies, etc.). The Vendor shall provide the COR the written waiver request within 1 hour of identification of pending need.

The COR will sign and return the wavier to the Vendor.

In no case shall any employee provide services under this Contract that exceed maximum allowed hours of service as set by applicable federal, state, or local/territorial law.

7. CONTRACTOR POINT OF CONTACT

The Contractor shall assign a point of contact(s) (POCs) for communication with government officials and for coordination of Contract Security Guard services. The

POC(s) shall be available 24/7 to the government.

The Vendor shall provide the CO and COR the POC(s) name, telephone number, pager number (if any), cellular phone number, facsimile number, email address, and office address of the POC immediately upon notification of issuance/award of the Contract.

8. UNIFORM, EQUIPMENT & FIREARMS REQUIREMENTS

The Vendor shall furnish and maintain in acceptable condition all items of uniform and equipment necessary to perform work required by the Contract. The Vendor is solely responsible for the quality and performance of all Vendor-provided equipment used in performance of this Contract. The Vendor shall ensure that all uniformed personnel, including subcontractor employees, if any, are uniformed in the prime contractor’s standard uniform. Vendor shall ensure that all employees’ uniforms maintain a neat and organized appearance.

Uniforms & Equipment

Description

Shirts: Company standard Issued S/Sleeve or L/Sleeve w/Company Shoulder Patches

Pants: Company standard Issued - All weather

Boots / Shoes: Company Standard

Hat: Company Standard Baseball type with “Security” Imprinted

Duty Belt with belt keepers

Hand Cuffs w/ case: Company Standard/Double lock

Level II Firearm Retention Holster: Company Standard, Slide on Belt Type with Hammer

Safety Strap: Left/Right as Required

Double Magazine Case or Speed Loader Case Compatible with Specified

Weapon and Ammunition in accordance within this section

Glove carrier / w latex gloves: Company Standard

Expandable/Straight Police Baton w/ holder or Oleoresin Capsicum (OC) in 2.0 ounce Non-Flammable Flip Top Safety Canister with Fog/Cone, Stream, or Foam Spray Pattern with appropriate holster for container

* * Based on the time of year, geographic area and weather conditions, the vendor along with the COR will decide what type of shirt is appropriate. A winter jacket, patrol type, may be required for the winter months; this will be determined by the vendor and the COR.

Notwithstanding any conflicting uniform and equipment requirements above, state/territory and local law enforcement officers (LEO) working on the contract are required to wear the uniform of their primary law enforcement agency.

Firearms and ammunition:

All Contract Security Guards will carry only Vendor-authorized duty weapons 9mm or

.40 caliber

No personal weapons are authorized in the performance of this contract.

No weapons that have been modified from the original manufacturer’s specifications are authorized in the performance of this contract.

All safety features on all weapons must be operational and engaged.

All weapons and ammunition to be used under this contract must meet the specifications below.

All ammunition will be Vendor-issued and will also meet manufacturer’s specification.

If the Vendor employs state/territory or local law enforcement officers (LEOs), will wear the uniform of the vendor. if approved by the Program Office OCSO, FOD for LEOs to carry state/territory or local departmental weapons on this contract.

Appropriate and ample supplies of firearms maintenance equipment (cleaning solvents, lubricating oil, rods, brushes and patches, and other normal maintenance tools) shall be provided by the Vendor and at the Vendor’s expense.

Each individual Contract Security Guard will utilize only his own Vendor assigned weapon and ammunition, with one weapon being assigned to only one person. There will be no sharing of weapons, or assigning weapons to a post and not a person. The Vendor’s employees shall inspect their assigned firearms at the commencement of each tour of duty. Each firearm shall be cleaned and oiled regularly to ensure optimum operating condition. Firearms shall always be handled in a safe and prudent manner.

The Vendor must be able to account for all firearms and ammunition at all times.

The Vendor shall provide a list of serial numbers of all firearms that will be carried during this Contract. The list shall be kept current; the Vendor must document and forward any changes to the COR within one week of the change.

In the event that a firearm is lost or stolen, the Vendor shall notify the FEMA Security

Manager and COR immediately and shall relay all the particulars known regarding the loss or theft of the weapon. Additionally, the Vendor shall provide a detailed written report to the COR within 4 hours of the incident, including the date and time of the incident. The

Vendor shall also notify the COR of the serial number for the replacement weapon.

Semiautomatic weapons are the preferred sidearm for FEMA Contract Security Guards.

Common law enforcement caliber ammunition shall be used, such as 9mm and .40 calibers.

Vendors shall provide to the Contract Security Guards and Contract Security Guards shall carry three ammunition magazines, minimum of 10 rounds in each magazine. Each magazine carried will be full of ammunition. Two magazines will be spares and carried on the duty belt in a holder designed for that purpose. One magazine will be inserted in the handgun. The weapon will have a round in the chamber. Contract Security Guards shall engage all safety features on the weapon and shall follow all appropriate safety procedures at all times.

Revolvers may be used, and the make and model must specifically be approved by the

COR. If Contract Security Guards carry revolvers, the Vendor shall issue them 18 rounds of standard 110 +P type ammunition. Six rounds shall be loaded into the revolver and the remaining twelve rounds shall be contained in two six-round speed loaders.

Supplementary Equipment

The Vendor shall equip each guard post with supplementary equipment including, but not limited to:

• A notebook and pen.

• A serviceable, standard police-type flashlight.

Contract Security Guards shall not possess any unauthorized supplemental or personal equipment (e.g., equipment not issued by the Vendor or required by the contract), such as privately owned (e.g., equipment not issued by the Vendor or required by the Contract) firearms, knives (except for a folding pocket knife), intermediate weapons, or other such nonstandard items. Contract Security Guards who are found in possession of such unauthorized equipment while on post shall face corrective action, such as forfeiture of the item(s), suspension, or permanent removal from the Contract.

9. QUALIFICATIONS OF PERSONNEL

Records of Qualifications:

Vendor must maintain records of their employees’ successful completion of local and state/territory firearms or other training requirements and possession of a current weapons permit, and upon request produce them for immediate inspection at the work location/job site.

Vendors contracted by FEMA must provide a copy of their company Use of Force Policy

Police Officers and Sheriffs contracted by FEMA shall provide a copy of their agency Use of Force Policy.

Work Experience Requirement:

Each Contract Security Guard shall have at least two years of security / police experience, or two years of military experience (Active Duty, National Guard or Reserve Military

Forces) in related field.

ESSENTIAL JOB FUNCTIONS

The Vendor shall ensure that all uniformed employees assigned to work under the

Contract are in good general health without physical and/or psychological impairments that would interfere with the safe and efficient performance of their duties.

The Vendor is responsible for ensuring that all uniformed employees, both current and prospective, are able to perform the essential functions described below, with or without reasonable accommodation. If one of the Vendor’s employees alleges that he/she has a disability and requires a reasonable accommodation to perform the essential functions of the job, it is the Vendor’s sole responsibility to discuss reasonable accommodation, if any, to provide, at the Vendor’s own expense. The Vendor, not FEMA, is responsible for complying with the provisions of the American with Disabilities Act (ADA) of 1990 (Pub L.

101-336) and/or the Rehabilitation Act, as applicable, with respect to its employees.

All Contract Security Guards must be able to withstand the physical demands of the job and must be capable of responding to emergency situations without special accommodations by the Government.

The following are the essential job functions for uniformed employees working under the

Contract.

1. Physically detaining and escorting an individual with assistance;

2. Work greater than 10-hour days and have the ability to work additional hours due to unexpected activity;

3. Work under occasional tension or pressure;

4. Work alone while armed;

5. Frequent and prolonged walking, standing, sitting, and stooping;

6. Apply handcuffs;

7. Use of handgun, make shoot/no-shoot decision with handgun, fire handgun;

8. Occasional running or sprinting;

9. Respond to life threatening or emergency situation;

10. Climb while in pursuit or in an emergency situation (stairs);

11. Pull oneself over an obstacle;

12. Lift/carry/drag/pull/push heavy objects;

13. Physically control crowds or by-standers;

14. Pursue suspects on foot and subdue combative person after running in pursuit.

15. Any other related duties as determined by FEMA.

11. VENDOR ORIENTATION

Prior to working on this Contract the vendor shall ensure every Contract Security Guard receives an orientation and has an understanding of the following:

• Contract Security Guards’ Duties and Responsibilities

• Familiarization with the latest version of 41 C.F.R. part 102-74 Rules and

Regulations Governing Conduct on Federal Property

• FEMA points of contact

• Sign-in procedures

• Jurisdiction and Authority

• Weapons safety requirements

• Other issues that may impact the Contract Security Guards performance supporting FEMA operations

The Vendor will provide a written certification for each Contract Security Guard and

Contract Security Supervisor that has received this company orientation, and maintain such certification in the Contract Security Guards’ file.

12. CONDUCT

Contract Security Guards are expected to conduct themselves in an acceptable manner at all times. While on post, Contract Security Guards shall refrain from:

• Engaging in any disallowed activities while standing post

• Non-official fraternization with building occupants or visitors

• Violating 41 C.F.R. part 102-74 subpart C or other Federal, state, territory or local law

• Eating or using any tobacco product

• Reading newspapers, books, magazines, etc

• Using, watching, or listening to non-official audio or video devices

• Sleeping, dozing, or napping

• Playing cards or other games

The Vendor shall be responsible for maintaining satisfactory standards of employee competency, conduct, hygiene, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary to include removal of a Contract Security Guards from a contract at its own discretion or at the direction of the CO.

DHS and FEMA reserve the right and prerogative to deny and/or restrict the facility and information access, or to direct the removal from the Contract, of any Vendor employee who:

• DHS determines to present a risk of compromising sensitive Government

Information to which he or she would have access to under this contract

• Solicits or receives gifts based upon their contract position

•…