AMENDMENT 001 - C06 STATEMENT OF WORK.pdf

STATEMENT OF WORK

SECURITY GUARD SERVICES

I – BACKGROUND

The Yakama Indian Health Center (YIHC) is located in Toppenish, Washington. The YIHC consists of one facility with parking space surrounding the facility. The facility includes an administration multi-office wing, property and supply offices, warehouse, maintenance office and building equipment room, dental suite, optical suite, clinic wing, pharmacy, laboratory, x-ray department, physical therapy, various support offices and a conference room. The YIHC is a multi-function health care center operating Monday through Friday, 8AM – 6:30PM.

The clinic is not open on federally recognized holidays or certain day(s) of closure pursuant to an Executive Order by the President of the United States. Inclement weather conditions or facility issues (electrical, water, etc) may also hinder the normal operating hours and notice of closure will be provided as soon as is practicable by the supervisory Government representative or the YIHC administrative component.

The YIHC is located at:

401 Buster Road Toppenish, WA 98948

II – PURPOSE

This is a non-personal service contract to provide security guard services at the YIHC five (5) days per week. The services are required to meet the safety and protection requirements of occupants, buildings and grounds, real and personal property. Fully qualified, trained, uniformed, security personnel are required to perform non-lethal on site protective functions and other security support services to assure against injury, molestation, loss or damage from any preventable cause.

III - PERIOD OF PERFORMANCE AND LOCATION:

Services under this contract shall be performed at the following location:

Yakama USPHS Indian Health Center

Services performed in accordance with the statement of work through February 28 2023.

IV - GENERAL PROVISIONS:

A. The Contractor shall provide up to (3) three fully qualified, trained personnel to perform security guard services in the form of protection and patrol services at the Yakama Indian Health Center in Toppenish, WA. Each Security Guard will work a (10) ten hour day, inclusive of a half hour lunch period, with shifts staggered to provide continuous security coverage throughout the Clinic’s operational hours. Required coverage is from 7:30AM to 7:00 PM, 11.5 hours per day, Monday through Friday.

B. Security Guards must be able to apprehend and detain persons until police arrive and/or escort persons off said premises.

C. The Security Guard will assigned at various areas inside and outside of the clinic, including but not exclusive to the front entrance desk, outside in one of two locations in heated security buildings and other locations as required. Security guards will do walk-throughs in the building and around the grounds and parking lot often throughout the day.

D. Guards stationed at the front entrance desk will be required to perform a temperature check and ask screening questions for all patients and visitors to the YIHC. Guards stationed outside may be required to screen patients, provide answers to general questions, e.g. parking, clinic entrance, hours of operation, etc.

E. The working schedule for security guards shall be prepared and posted in the maintenance office at monthly intervals.

F. All security personnel shall be in uniform provided by Contractor at all times while on duty.

G. The Contractor shall:

Ensure all staff has visible YIHC Identification badges.

Patrol entire premises and grounds minimally every two (2) hours. During patrol, guards will turn off unnecessary lights, open and secure doors and gates.

Maintain law and order within the YIHC building and grounds. This includes signing complaints, or other similar documents required to maintaining law and order.

A list of emergency telephone numbers shall be kept current and posted at the security office. In case of emergency the guard on duty shall summon appropriate assistance, such as the local Fire and/or Police Department.

Ensure guards do not disturb papers on desks, open desk drawers or cabinets, use Government telephones, or computers, except as authorized.

Maintain a pool of employees sufficient to allow coverage when security personnel call in sick or schedule leave. The Contractor shall maintain its own time and attendance reporting records and be ready to deliver copies for random inspection.

At all times during the performance of these services, the Contractor shall have available a representative with the authority to act on behalf of the Contractor.

Ensure security personnel staff carries at all times a two-way hand held radio to allow for continuous communications with Government personnel.

CONTRACTOR EMPLOYEE APPEARANCE AND CONDUCT: While on Duty, the Contractor’s employees shall present a neat and clean appearance, and carry out a courteous and professional public manner. The Contractor’s employee shall wear a neat, well-fitting uniform with the Contractor’s name clearly visible from the front. Uniforms are to be approved by the

Project Officer before they can be used on site. Unsanitary dress or grooming standards will not be tolerated. Employees shall not be allowed to perform their duties if improperly dressed.

H. CONTRACTOR PERFORMANCE EXPECTATIONS: The Contractor shall immediately and permanently remove security personnel from performance for violation of any of the following incidents:

Neglect of duty, including sleeping while on duty, conducting personal affairs during official time, and refusing to render assistance to staff, patients, and visitors.

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting. Participation in disruptive activities, which interfere with the normal and efficient operation of YIHC.

Theft, vandalism, immoral conduct, or any other criminal actions.

Selling, consuming, or being under the influence of intoxicants, drugs or substances, which produce similar effects.

Improper use of official authority or credentials.

Unauthorized use of Government property.

I. REPORTS AND RECORDS: Security personnel shall immediately prepare a written report of all incidents of fire, accident, property damage or personal injury.

The contractor shall utilize the electronic YIHC I-STAR Incident Reporting System, accessible through a Government furnished computer in the administration office and coordinate information sharing with proper authorities when appropriate. All incidents reports shall be turned into the supervisory Government representative immediately.

Security personnel will be required to maintain a duty log to record incidents, messages, security walk-throughs and record and time in and out of assigned duty position.

J. The Contractor shall notify the supervisory Government representative in writing of any addition, deletion or change in work assignment with 24 hours of such change.

K. SPECIAL CONTRACT REQUIREMENTS

QUALIFICATIONS:

A. The Contractor shall ensure that prospective security guards complete, sign, and return the attached forms to YIHC HR as soon as possible:

Current updated resume

Certification of Immunization (Attachment A)

OF-306 Declaration of Employment (Attachment B)

OF-306 Addendum to Declaration for Federal Employment Form No. 0917-0028 Indian Health Service Child Care & Indian Child Care Worker Positions (Attachment B-1)

HHS-745 Identification (ID) Badge request (Attachment C)

HHS-20 HHS Credit Release (Attachment D) (if applicable) e-QIP Electronic Questionnaires for Investigations Processing (Attachment E)

YIHC will provide current forms.

B. The following are additional Portland Area security clearances and background investigations that are required at the YIHC:

Fingerprint results must be adjudicated as favorable.

OIG (Office of Inspector General) exclusions database list will be reviewed by Acquisition/Procurement Official prior to allow individual on site.

This contractor position may be designated as a position requiring CNACI (Childcare National Agency Check Inquiry; criminal history check) and/or MBI (Minimum Background Investigation) clearance to meet PL 101-630 requirements.

Until a full background investigation is complete the individual must be chaperoned by an employee who has met the PL 101-630 (Indian Child Protection and Family Violence Prevention Act) requirements.

C. Security Guards must be certified at a minimum to carry a Taser gun and handcuffs.

KEY CONTROL

A. The Contractor shall establish and implement methods of insuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

Keys issued to the Contractor by the Government shall not be duplicated.

B. The Contractor shall report the occurrence of a lost key to the

Project Officer no later than the start of the next business day after the Contractor’s employee becomes aware of the loss.

C. Government-issued keys shall not be used by any person(s) other than the Contractor’s employees. Contractor employees shall not open locked areas to permit entrance of anyone not authorized to enter those areas. The Contractor shall retrieve keys from their terminated employees and notify the project officer, in writing, by the next business day. The Government, at its option, may replace the lock or locks or perform re-keying. All keys shall be returned to the Project Officer upon completion of the services and prior to final payment.

CONTRACT ADMINISTRATION

I - ON-SITE CONTACT/SUPERVISION:

A. The following individual or their designee shall serve as a Supervisory government representative under this contract:

CAPT Mark Iseri, Acting Facility Manager

(509) 865 - 1716 Yakama Indian Health Service

The on-site contact Supervisor’s responsibilities will be to coordinate with the Contractor the technical aspects of this service and the review of performance hereunder. The on-site contact Supervisor does not have the authority to change or alter the order amount, terms or conditions without the approval of the Contracting Officer.

B. The following individual shall serve as the Contracting Officer Representative (COR) under this contract:

CDR Heather Peterson, COR Heather.Peterson@ihs.gov

(509) 865 – 2102 x330 Yakama Indian Health Service

The COR’s responsibilities will be to monitor the contract and to coordinate any Contractor requests or service unit contract requests through appropriate steps for a Contracting Officer’s action. The COR will also review invoices and corresponding timesheets and payroll to ensure accuracy and compliance with Service Contract Act.

The COR has no authority to change or alter the order amount, terms or conditions of this contract without the approval of the Contracting Officer.

mailto:Heather.Peterson@ihs.gov

II - INVOICE SUBMISSION:

Invoices shall be EMAILED to:

TBD

Accounting Technician, Accounts Payable

Portland Area Indian Health Service

Division of Financial Management

1414 NW Northrup St. Suite 800

Portland, Oregon 97209

TBD E-mail

TBD Telephone No.

Trish LameBull-Star Office Automation Assistant Trish.LameBull-Starr@ihs.gov Yakama Indian Health Service 401 Buster Road Toppenish, WA 98948

(509) 865-2102 x279

Janine Sammaripa Office Automation Assistant Janine.Sammaripa@ihs.gov Yakama Indian Health Service 401 Buster Road

(509) 874-2028

Courtesy Copy to:

CAPT Mark Iseri, Facility Manager

Mark.Iseri@ihs.gov Yakama Indian Health Service 401 Buster Road Toppenish, WA 98948

(509) 865-1750

Heather Peterson, COR Yakama Indian Health Service 401 Buster Road

(509) 865-2102 mailto:Trish.LameBull-Starr@ihs.gov mailto:Janine.Sammaripa@ihs.gov mailto:Mark.Iseri@ihs.gov

Stacy Hill, Purchasing Agent Stacy.hill@ihs.gov Yakama Indian Health Center 401 Buster Road

509-865-1739

Invoices along with the corresponding timesheets and payroll are to be submitted monthly. Payment shall be made only for hours actually completed at time of invoice submission. Payment will be made by Electronic Funds Transfer (EFT).

The following information must be included on each invoice as a minimum:

Contract Number;

Contractor’s Name, Address and Invoice Date;

Contractor’s Employee Identification Number EIN) and DUNS number;

Dates of service, quantity of service, unit cost; and

Total amount due.

III – PAYMENT TERMS:

A. Payment shall be made in accordance with the hourly rate of the contract for services provided at the clinic site. Contractor is required to pay the hourly rate in accordance with the Service Contract Act, and prevailing wages and benefits issued by Department of Labor (DOL) for this occupation group and locality. See www.wdol.gov for wage determination information.

B. The Contractor is required to submit copies of payroll to the COR with invoices to verify compliance with the Service Contract Act.

C. Payment shall be made in accordance with the Prompt Payment Final Rule (5 CFR

1315, September 29, 1999), which states that disbursement will be made within 30 days of an accepted and Approved Invoice by a Contracting Officer when presented to the Finance Office.

D. The Contractor shall maintain an “Active” status with the System for Award

Management (SAM) (www.sam.gov) as prescribed by the Electronic Funds Transfer (EFT) procedures.

E. The Government is obligated only to the extent of authorized purchases actually made and received under this service contract.

F. Final Payment shall be made after:

(1) Completion and acceptance of all services

(2) Presentation of a properly executed invoice

(3) Presentation of release of all claims against the Government. A request for

Final Payment on the contract must be accompanied by a completed mailto:Stacy.hill@ihs.gov http://www.wdol.gov/ http://www.sam.gov/

Contractor’s Release for All Contracts form (PHS-3576), which will be provided by the Contracting Officer.

(a) The “Final” Payment will be rejected and returned to the Contractor if all items required under the contract have not been completed, submitted, approved.

IV - INDIAN HEALTH SERVICE RESPONSIBILITIES:

A. The YIHC shall provide an on-going method of monitoring and evaluation of the quality and appropriateness of services provided, identifying deficiencies in the quality of services performs before the level of performance becomes unacceptable.

B. The YIHC will be responsible for informing the Contractor of any facility closure due to conditions described on Page One (I-Background) of the Statement of Work as soon as is practicable. Such notification methods shall be mutually agreed upon between the Contractor and YIHC.

C. CONTRACTOR EMPLOYEE SECURITY CLEARANCE PROCESS: Upon selection of a prospective security guard, the Contractor will inform the YIHC Acquisition/ Procurement Official by email with the full legal name.

The Contractor will coordinate the completion of the necessary Human

Resource (HR) forms between the prospective security guard and YIHC HR.

Prior to beginning performance of work, the designated security guard(s) shall provide or complete, sign and return the required forms identified in Section H.I. The YIHC HR contact is Athena Bezahaloni, HR Specialist, Portland Area Office (PAO HR), phone number (503)414-7733. Fax number is (503)414-7735.

Upon receipt of all the forms, YIHC HR will forward the forms to Portland

Area Office (PAO HR), who will initiate the background check with the Office of Personnel Management (OPM) and the electronic e-QIP submission by the prospective security guard. PAO HR staff will contact prospective security guard with instructions to complete the e-QIP form online. Fingerprint processing will also be addressed at this time. These processes require coordination between Indian Health Services Human Resources (HR) staff and the Contractor.

YIHC HR will notify the Acquisition/Procurement Officials when the fingerprints are adjudicated as favorable or unfavorable, with instructions for the contractor if needed.

The Acquisition/Procurement Officials will notify the Contractor of the prospective Contractor employee’s status. If favorable, the Acquisition/Procurement Officials shall inform the Contractor and the supervisory Government representative.

The Supervisory Government representative will contact Contractor to work on a start date.

D. A Government Identification badge (Photo ID) shall be issued to Contract employees who will perform work under this service contract. The Contractor shall provide the supervisory Government representative with a list of all employees. The list shall include the full legal name, date of birth, and social security number of each employee. This information is required to issue the Photo ID.

E. Each security guard shall be provided with an orientation to the electronic YIHC Webcident Incident Reporting System and the supervisory Government representative shall provide continuing guidance.

F. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

The Government will furnish only the facilities, equipment, materials and services listed in this section to the Contractor for use in the performance of work under this service contract. Title to Government Furnished property shall remain with the Government. The Contractor shall have access to the following Government Furnished Property only in connection with this agreement:

YIHC Identification Badges

Keys

Locker

Telephone

Use of Computer in Administration

Use of Fax/copy machine

Two-way hand held Motorola DTR650 radios Quantity: Two (2)

1) IHS Property #68413 / Serial #035TQL0JSK

2) IHS Property #68426 / Serial #035TQL0D54

** Government property shall not be removed from the premises**

V - ADDITIONAL TERMS & CONDITIONS:

A. CREDENTIALING / CLINICAL PRIVILEGES / TERMINATION

If the contractor fails to meet or maintain the service contract required qualifications, licensure, credentialing requirements or clinical privileges of the specific Indian Health Service healthcare center, the service contract may be cancelled without cost to the Government.