Amendment 2.pdf

AMENDMENT 2

DATE: January 26, 2022

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of State Procurement

ITB NUMBER: 001IT821271 / BPM026916

CONTRACT TITLE: Armed Guard Service for Department of Housing and Community

Development

This Amendment is issued to clarify, add to, delete from, correct and/or change the BID documents to the extent indicated and is hereby made a part of the said BID documents on which the contract will be based. This Amendment becomes part of the bid package. COMAR

21.05.02.08 requires all Amendments issued to be acknowledged.

Issued by:

State of Maryland

Department of General Services

Office of Procurement and Logistics

301 W. Preston Street - Room M-3

Baltimore, Maryland 21201

Matthew Smith

DGS Procurement Officer

Matthew.Smith2@maryland.gov

410.767.3039

Acknowledgment Date

AMENDMENT 2

DATE: January 26, 2022

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of State Procurement

ITB NUMBER: 001IT821271 / BPM026916

CONTRACT TITLE: Armed Guard Service for Department of Housing and Community

Development

ATTENTION ALL BIDDERS:

1. Attached to this Amendment is a copy of the Site Specifications provided during the walkthrough of the facility.

For any questions please contact the Procurement Officer.

END OF AMENDMENT #2

SITE SPECIFICS

Department of Housing and Community Development

(DHCD)

PURPOSE

To establish clear and precise security methods that meets all requirements for

SITE SPECIFICS Procedures for DHCD (Department of Housing and Community

Development)

SCOPE

This policy contains the SITE SPECIFICS procedures and responsibilities for both

AM & PM Security Officers, and is applicable to the current property located at

DHCD, 7800 Harkins Road, Lanham, MD 20706

SECTION – A

BOTH SECURITY OFFICERS (AM & PM) are responsible for the following:

• Site shift hours will be from 0545 am hours till 2215 am hours (5:45 am – 10:15 pm)

• AM Officer reports in 0545 am hours, walks the building returns to the post at 0600 am hours

• PM Officer reports in at 1400 pm hours, walks the building at 2130 pm hours return to post 2145 am hours.

• Lunch schedule

• AM Officer lunch break is at 1130 am – 1215 pm (11:30 am -12:15 pm) coverage is provided by O & A

• AM Officer restroom breaks as needed – coverage is provided by O & A

• PM Officer breaks at 1800 pm -1830 pm (6:00-6:30 pm) – there is no coverage – but pm officer may take a meal/restroom break after 6 pm

(1800) as the building is secured (locked down)

• Post assignment location- 2nd floor main (parking lot) entrance

• Ensure the safety, security, and well-being of employees and visitors:

o Act as the first line of defense by being posted in the main lobby (2nd floor)

• Monitor the CCTV cameras of the parking lot, garage, and building via the surveillance cameras/monitors for suspicious activity

• Note: O & A is also monitoring all the surveillance cameras that control the

Harkins Road entrance and the loading dock doors

• Report any suspicious activity to Operations & Administration (O & A)

▪ During business hours

• Calling extension 7619

• Physically going into O & A’s office

▪ After business hours

• Call the Director of O & A – Steve Wilson – 443-699-0606

• Call the Facilities Manager of O & A – Joseph Seitz – 410-202-

• Monitoring & engaging security doors and gates

• Security manages the driveway security gate by conducting a two-way conversation and providing access or denial of access based on employment status, meeting/interviews/appointments listed on weekly access list

• ( See Master List ) Security manages the main lobby entrance (2nd floor) by conducting a two-way conversation with employee to determine if they are on the authorized Prox list for access prior to and/or after the core hours

• O & A manages Harkins Road entrance by conducting a two-conversation with the person to determine if they need to be redirected or assistance by O & A if disabled

• O & A manages the loading dock area (garage & back doors) by conducting a two-way conversation to determine purpose of entrance

(access)

• Provide EXCELLENT CUSTOMER SERVICE by greeting employees, visitors and assist visitors with locating the DHCD employee by calling them.

Hold the the visitor in the lobby until employee comes to escort them. Direct visitors/attendees to the conference training center, if there is an event.

• This is a MULTI-TASK POST meaning that with each task, it must be completed promptly, respectfully and with courtesy. Each task is equally important, however should be handled in this order:

o Answer the parking lot gate via two-way communication o Greet the visitor or employee in the lobby. If the bell for the gate rings, ask the person in the lobby to wait a couple of seconds or on the phone to please hold o Call the Language Interpreter Service if you have a visitor that cannot speak English in Section C o Answering the desk phone, “DHCD Security, How May I Help You?”

Assist the caller to include answer questions and transferring the call

▪ To transfer a call – press the transfer button on the phone and dial the extension

▪ To place a call on hold – press the hold button o Answering Via outside intercom: “DHCD Security, How May I Help

You?”

o Walk-in customer: “Welcome to DHCD, How May I Help You?”

o Contact O & A if assistance is needed on ext. 7619

• Shift change o AM Officer will provide an update on the day’s activities (i.e. meetings, visitors list, new procedures, and separations/terminations from DHCD to the PM Officer guard and note changes in the security post log book o PM Officer makes a notation in the security company log book of anything that occurred on the PM shift and advises the Director and/or

Facilities Manager of O & A

PATROL BUILDING

• AM shift – ensure that the EXTERIOR entrances are secured: 2nd floor lobby doors, loading dock garage door & back door and the Harkins Road lobby entrance have not been compromised. Make sure Rms 167, 169,326 and 447 doors are Locked. Ceiling access located on 4th floor stairwell#1 should be shut and secured by bar from padlock(do not lock)

• PM shift officer o At 21:30 (9:30 pm) the PM security officer is to check the following:

• Ensure that ALL exterior doors to include: RM 162,167,169, Harkins Street lobby entrance are closed/locked 2nd floor lobby entrances, loading dock garage, production room doors 292,326 and The Secretary’s office RM 447. Ceiling access located on 4th floor stairwell#1 should be shut and secured by bar from padlock(do not lock)

O Same as above.

o Check the fitness center including the restroom to ensure that no employees are there o Walk the entire 1st floor, 3rd floor, 4th floor and finally 2nd floor to ensure employees have left the building, if not, instruct them to leave by 9:30 pm to ensure locked and building empty

AM Shift Officer’s Responsibilities

• AM Officer will work from 0545 hours till 1400 hours

• Note: some employees may have already arrived at work and be in the building

(via prox access) prior to security’s arrival

• Verify that the building is secured by making a complete security check (round) in the building by checking all exterior doors (Harkins Rd., Loading dock doors, lobby side door & main doors) estimated 15 - 20 minutes walk thru

*Note: During security check procedure, if the security team comes across an actual or possible intrusion/break-in, they are to:

✓ Notify the Director of O & A – Steve Wilson, office 301-429-7661 or cell 443-699-0606 or Facilities Manager of O & A Joseph Seitz, office 301-429-7614 or cell 410-202-6659

✓ Contact 911

✓ Check to see who is already signed in the building

✓ Have staff find nearest office, secure the door and stay there

• Note: The 2nd floor lobby door prox will be automatically TURNED OFF allowing employees and the general public access to the building at 0700 based on the security system clock. Prior to the automatic lock release, employees are required to have prior supervisor and O & A approval prox to access

• AM Officer will not leave the post (UNLESS IT IS AN EMERGENCY) until properly relieved by an O & A staff or PM Officer

PM Shift Officer’s Responsibilities

• PM Officer will report to the post at 1400 hours and work till 2215 hours

• Upon arrival receive debriefing from AM Security officer as to the day’s activities or events

• The PROX for the 2nd floor lobby is automatically TURNED ON Monday –

Friday at 1630 hours (4:30 p.m.)

• Officer will escort employees to their vehicle on the lot or in the garage if requested by the employee

• Ensure that lights throughout the building are TURNED OFF

• TURN OFF any radios, fans, etc. throughout the building

• Ensure that all appliances in the galley are TURNED OFF

EMERGENCIES

This position is to respond to and/or participate in all emergencies

STANDARD SECURITY – Perform duties as trained by the security company, advise O & A of any security issues, problem or concerns (i.e.

suspicious person, out of control visitor or employee)

MAN MADE or natural follow DHCD- O & A protocol

• Security directing employees and/or visitors to appropriate assembly areas

• Take cover (if necessary) in O & A room 292

MEDICAL related emergencies (i.e. slip/fall or personal illness/medical problem)

• Contact O & A and advise type and location of emergency

• Call 911 if life threatening and/or direct emergency personnel to the location

• After hours perform First Aid, CPR or operating an AED (security officer must be certified in these areas) and/or call 911 In the event of an ARMED

INTRUDER

ACTIVE SHOOTER – Follow DHCD’s procedures to include securing the intruder on the outside of the building (if possible). If intruder is gaining access, follow the DHCD protocol:

• PUSH THE PANIC DOOR BUTTON on the wall left side of the desk

(note this closes & secures the double doors to the main hallway and the

O & A office

Security will YELL - INTRUDER - PRESS the EMERGENCY LOCK DOWN button located on the wall behind & adjacent on the left side of the security desk

a. This will immediately simultaneously LOCK THE GLASS FRONT

DOORS & the two sets of DOUBLE DOORS (leading to the main hall & Operations & Administration)

b. This action notifies O & A of the emergency situation

c. Security should then take a defensive position

d. CALL 911

Before or after business hours – Security will

a. Press the PAGE button (paging system) on the desk phone

b. Press 0 (zero) 0 (zero)

c. Make a quick announcement – see # 2 – NOTE: once zero-zero has been pressed the line is an OPEN LINE

d. Call 911

e. Continue to monitor the INTRUDER’S location via the security cameras

SECURITY ALERT - Announcement will be made

If the INTRUDER is locked outside SECURITY LOCKOUT is announced

a. This means all employees/visitors will be kept in the building

If the INTRUDER is inside the building SECURITY LOCKDOWN is announced

b. This means all employees/visitors are to prepare to respond to an

ACTIVE SHOOTER EMERGENCY

2. Operations & Administration (O & A):

a. Take over making announcements relating to the intruder

(description/location)

b. Continue to monitor the INTRUDER’S location via the security cameras

c. CALL 911

3. Employees & Visitors

a. Determine your plan of action based on the information being provided by O & A

DO & DON’T REMINDERS

DON’TS

• Do not leave post without notifying Operations & Administration (O & A) except:

o In the event of emergency – suspicious activity call on the radio to O &

A o After 4:30 pm to escort someone to their vehicle

• Do not get too familiar (personal) with the employees in order to avoid favoritism with rules

• Do not make inappropriate comments or action toward employees and/or visitors as per State Sexual Harassment Policy & Procedures dated 12/2017 o See the attached 4 page document

• DO no hold any packages for pick up nor can you accept any packages/deliveries

• Do not talk about your dissatisfaction regarding your job, employees, etc.

• Avoid all items that could distract from monitoring security cameras o No personal cell phone calls unless emergency or break periods – note if you have an emergency advise O & A o No playing of games or being on Internet or reading of emails or a book or magazine unless break periods o No excessive talking with employees, delivery personnel, or couriers o Do not engage or participate in any office rumors or gossip type of conversations; keep it professional at all times o Do not vent or speak to employees and/or visitors regarding problems/issues that you may have with another employee and/or management

DO

• Report anyone that does not follow direction regarding wearing ID badge, not properly proxing in at the pedestrian’s turnstiles to O & A

• Make any request or expression of concerns directly to the Director or Facilities

Manager of O & A (i.e. policy, procedures, employees or supplies)

SECTION – B

Driveway Security Gate

• Monitor CCTV cameras & authorize access via the security gate once a two-way communication has been completed (i.e. who is at the gate, who are they meeting with)

• The person at the gate must be on the list of scheduled meetings. If not ask the driver to pull to the side of the driveway for them to call the person, & to have the person call security

• If the person at the gate is not on the authorized parking lot list, direct the visitor to the Remy’s parking garage

• Monitor the security gate, allow access to:

o Special visitors on the attendee list & authorized parking on the lot are to be directed to the 5 reserved visitor spaces o Direct Disabled visitors to the designated parking spaces o All delivery vendors (general public and/or commercial) are to be directed to the loading dock

• Visitors on the daily attendees list for meetings, conferences, interviews that does not have special parking authorization must be directed to the Remy garage entrance via Harkins Road entrance

• Employees who don’t have their ID Badge & has been confirmed as a current employee as per the employee telephone listing prior to giving them access

Direct ALL DELIVERIES (office supplies, food/flower companies, professional delivery companies (i.e. Fed Ex, UPS and USPS), personal (i.e. customers) through the security gate to the loading dock.

• Immediately respond to emergencies to provide necessary assistance to employees and visitors in accordance with DHCD’s SOPs

• Adhere to all company service and operating standards as set forth by the

DHCD’s Operations & Administration

SECTION – C

LOBBY

Visitors:

• Check all visitors by greeting them, inquire who their appointment is with, have them sign in, issue a visitor badge, contact the recipient to advise of their visitor’s arrival & request an escort

• If visitor is there to attend an event in the CTC (Conference Training Center) located adjacent to the lobby, direct the visitor to the conference training center registration table in the hall behind security

• If visitor is to interview, have a meeting with an employee, contact the employee requesting an escort

• Answer questions, or contact DHCD Customer Service for assistance on 1-800

-756-0119 or 301-429-7423

• If the visitor does not speak English – call extension 7619 and an O & A staff person will come to the lobby to assist the customer

• O & A will call Language Interpreter Line for assistance from the lobby

• 1-866-874-3972

• Client ID # 530754

• Follow the phone tree by pressing the appropriate button for the desire language o Example: Press 1 for Spanish

• Indicate the language required to the Interpreter

• Document the Name & ID # of the interpreter that assist our visitor

• Insure all that employees are wearing their ID Badges, prox in properly through the pedestrian turnstiles and/or building if prior to or after the employee’s authorized work hours

• If there is a problem with non-compliance take the employee’s name, date & time and notify the Director and/or Facilities Manager of O & A via text or voice mail. If the officer doesn’t have a name, the date and time of the event will allow O & A to recall the situation by reviewing the cameras

• O & A will follow up with the employee and their supervisor

Employees:

• Ensure that they are visibly wearing their ID Badge and that they properly prox through the pedestrian turnstiles

• Employees without their ID Badge should sign the “Forgotten log book” and receive a temporary badge

Separation & Termination

Security may be called upon to assist Operations & Administration and/or Human

Resources with the removal of an employee whose behavior is questionable

• Operations & Administrations will notify Security of all employees that are separated from DHCD.

o Separation – is an employee that is no longer employed by DHCD

• Notification will be in the form of a memorandum containing the employee’s photo ID badge, effective date and the Level of Security Risks o Level I - Standard visitor being escorted o Level II – RESTRICTED requiring a pre-scheduled meeting o Level III – RESTRICTED NOT ALLOWED IN THE

BUILDING/PREMISES

Point of Contact

• The point of contact for this contract is Steve Wilson, Director of Operations and Administrations (O & A).

• Contact during business hours and/or after hours for questions or problems:

• 1st contact – Steve Wilson, office, 301-429-7661 or cell 443-699-0606

• 2nd contact – Joseph Seitz, office, 301-429-7614 or cell 410-202-6659

• 3rd contact – O & A main #, 301-429-7619 during business hours

Prevent losses and damage by reporting irregularities, informing violators of policy and procedures; restraining trespassers

Visitors

• Greet all visitors with WELCOME TO DHCD, HOW MAY I HELP YOU?

• Visitors are to provide their driver’s license for the photo ID

• Visitors are to provide their vehicle tag numbers

• Ask who they are visiting, have them sign in, issue a visitor badge and ask them to have a seat and wait to be escorted to their meeting

• Call the person they are visiting

• Assist anyone needing assistance

• Open (unlock) the Pedestrian (turnstiles) lane

• Upon leaving, ensure that the visitor signs out and return visitor badge

• All former (separated) employees of DHCD are to follow the appropriate visitor protocol as stated in the notification book

SECTION – D

ID badges

• Ensure that all employees entering the building are visually wearing their ID badge

• If there is a problem or question the officer will ensure the picture matches the holder of the badge when granting access to the building

• There are no exceptions to checking the badges

• Each employee MUST enter through the Pedestrians Lane (Turnstiles) o Any problems with an employee badge not working or refusing to follow security’s instructions – report to O & A

• If an employee leaves the building for any reason and returns, they still must wear/display their employee ID Badge to reenter the building

• If an employee does not have their ID Badge with them upon arrival, they are to show their driver’s license and receive a temporary employee badge and are to sign the employee forgotten ID badge log book

• Reroute any attempted deliveries via the front door to the loading dock (this includes food, flowers, etc.)

• Note: O & A will be responsible for monitoring the loading dock, front gate, lobby entrance and the Harkins Road entrance

Security Gates

• Security will be responsible for manning/controlling parking lot security gates.

Entry to the main parking lot is controlled by an electronic gate. Employee identification cards will allow them access to the parking lot

• Visitor access must be granted by the guard on duty via two-way communication. This will be done by checking the daily expected visitor’s list provided DHCD, if satisfied release the gate giving the visitor access or direction that they are being denied access. During a denial, the guard is to ensure that the vehicle has properly turned around and exited the property

• Delivery personnel access to the main parking lot gate only. Access will be granted after the guard conducts a two-way communication identifying the purpose of the delivery to include but not limited to the Post Office, Federal

Express, UPS, office stationary/supply companies and Vending Machines

Company, etc.

• Contractor personnel access to the main parking lot gate only. Access will be granted after the guard conducts a two-way communication identifying the contractor’s company and obtaining access permission from O & A, if not on the authorized list.

Security Cameras

• Monitoring all the parking lot cameras (main and overflow lots) for suspicious activities

• There are a total of 12 cameras located at the guard desk. The guard on duty will monitor all cameras to ensure employees are safe, as well as, to detect suspicious activities on and about the premises

• If suspicious activities are detected by the guard on duty, they are to contact law enforcement as needed

Medical Emergencies

• All Security Officers (guards) are to be certified in first aid, CPR and the knowledge of the operation of an AED

• During business hours Operations & Administration has a Medical Emergency

Response Team that response to medical emergencies during business hours

• If life threatening, call 911and security is to watch for and direct the 911 response team to the medical emergency location

Any questions in reference to the above post duties can be directed Steve Wilson, Director of Operations & Administration and/or Joseph Seitz, Facilities Manager of Operations & Administration during or after business hours.

This document has been issued to and received by:

AM Security Officer________________ ___________________

Print Name Signature

Date

PM Security Officer ________________ ___________________

____________ Print Name Signature

Operations & Administration Confirmation

____________ Print Name Signature