Answers to Vendors Questions 36C78626Q50131 0003.pdf

36C786Q50131 0003

Requests for Clarification

1. Single Guard Coverage Validation

PWS Reference: PWS 1.4.2; Attachment 3 – Estimated Workload Data

The PWS references continuous 24/7 coverage requirements while Attachment 3 identifies “1

Uniformed Guard Per Shift.” Please confirm whether the Government intends for a single unarmed guard to simultaneously perform:

● fixed access monitoring,

● mobile patrol operations,

● incident response,

● visitor assistance,

● and ceremony support functions during all shifts.

Answer:

Yes. The Government intends for one (1) unarmed guard per shift to perform the required security functions as conditions arise throughout the shift. Duties may include fixed access monitoring, mobile patrol operations, incident response, visitor assistance, and ceremony support when applicable. These functions are not expected to occur simultaneously, and the guard may prioritize and rotate responsibilities based on operational needs, incidents, cemetery activity levels, and visitor support requirements. During business hours, visitor assistance, patrol functions, and emergency response may take priority over fixed access monitoring as needed.

2. Mobile Patrol vs Fixed Post Priority

PWS Reference: PWS 5.2; PWS 5.4; Attachment 3 – Post Assignment Table

In situations where simultaneous requirements occur (visitor assistance, incident response, funeral support, and patrol requirements), please clarify which function takes operational priority:

● Main gate/access monitoring,

● Vehicle patrol,

● Incident response,

● or Funeral/Ceremony support.

Operational priority will be based on the nature and urgency of the situation. Incident response takes highest priority when safety, security, or emergency conditions exist. Funeral/Ceremony support is next priority to maintain respectful cemetery operations and scheduled services.

Vehicle patrol requirements will continue as operational needs allow. Main gate/access monitoring is the lowest priority during visiting hours and may be temporarily interrupted to address higher priority operational requirements. The officer is expected to remain flexible and rotate duties as conditions require while maintaining overall security coverage of the cemetery.

3. Relief Coverage Expectations

PWS Reference: PWS 1.8; Attachment 3 – Security Coverage Required

Please confirm whether meal and rest breaks may be taken while maintaining radio monitoring and patrol readiness, or whether the Government expects dedicated physical relief coverage during all break periods.

Meal and rest breaks may be taken while maintaining radio monitoring and patrol readiness.

The Government does not require dedicated physical relief coverage during break periods.

Officers are expected to remain available for emergencies and maintain the ability to respond when needed. Breaks may be adjusted or completed later within the same shift to ensure continuous security coverage and operational requirements are met.

4. Government Closure / Administrative Hours

PWS Reference: PWS 3.3 Equipment; PWS 1.8 Hours of Operation

The PWS states Government-issued radios are checked out at 8:00 AM and returned by 4:30

PM. Please clarify communication procedures and operational expectations during:

● nights,

● weekends,

● federal holidays,

● and periods when the Administration Office is closed.

Government-issued radios are only required during Administration Office operating hours when cemetery staff are present, and radio communications are actively monitored. During nights, weekends, federal holidays, and periods when the Administration Office is closed, the

Contractor shall maintain security operations without a Government-issued radio.

5. Patrol Frequency Clarification

PWS Reference: PWS 5.2; Attachment 3 – Patrol Route Frequency

Attachment 3 references patrol routes occurring “3x per shift” at 45 minutes each. Please confirm whether this represents:

● the minimum required patrol frequency,

● or an estimated operational baseline subject to contractor adjustment.

Answer: The patrol frequencies identified in Attachment 3 represent the Government’s estimated operational baseline and minimum expectation. The contractor may adjust patrol methodology as needed to meet operational requirements, provided contract performance standards are maintained.

6. Patrol Route Definition

PWS Reference: PWS 5.2; Attachment 4 Site Map; Attachment 5 Post Order Template

Please clarify whether the Government will provide:

● required patrol routes,

● designated checkpoints,

● inspection locations,

● and patrol sequencing requirements, or whether patrol methodology is contractor-developed.

Answer: During operational hours, patrol emphasis should include public information area, committal shelter loops, first interment sections, and other high-traffic areas, but patrols are not limited to those locations. Administrative and support buildings may also be included. After hours, the officer may patrol all paved cemetery areas, inspect buildings and committal shelters, and perform other contract-required security functions.

7. Electronic Guard Tour / GPS Tracking Requirement

PWS Reference: PWS 5.2; PWS 5.7

Please confirm whether GPS tracking, geofencing, QR/NFC checkpoint systems, or electronic guard management systems are:

● required,

● optional,

● or considered value-added capabilities.

GPS tracking, geofencing, QR/NFC checkpoint systems, and electronic guard management systems are not required under this requirement. Contractors may utilize these technologies at their discretion to support patrol accountability, reporting, and operational efficiency. Use of these capabilities will be considered contractor-provided methods and not a mandatory performance requirement.

8. Incident Response Time Standard

PWS Reference: PWS 1.3.4; PWS 5.3; Attachment 1 QASP

Please clarify whether the Government has established response time standards for:

● suspicious activity,

● perimeter breaches,

● visitor disturbances,

● or medical emergencies.

Answer: Security personnel are expected to respond as soon as reasonably possible based on operational conditions and severity of the situation. Non-emergency issues may be documented in the daily report submitted the following business day. For emergencies, medical incidents, perimeter breaches, suspicious activity, incident reports shall be provided at the earliest practical opportunity. Contractor personnel may contact the COR when clarification is needed.

9. Law Enforcement Coordination

PWS Reference: PWS 1.12; PWS 5.3

Please identify the primary responding authority for after-hours incidents:

● VA Police,

● local law enforcement,

● or other designated agencies.

Additionally, please confirm contractor personnel are not expected to detain individuals or perform law enforcement functions.

Answer: Security officers shall not detain individuals or perform law enforcement functions. For emergencies requiring law enforcement response, the contractor may contact local law enforcement.

10. Medical Emergency Expectations

PWS Reference: PWS 1.3.4; PWS 5.3; Attachment 5 Emergency Procedures

Please clarify whether contractor personnel are expected only to notify emergency services and secure the area, or whether CPR/AED-certified response capability is required.

Answer: For medical emergencies, the security officer’s role is observation, reporting.

Emergency medical services may be contacted when requested by visitors or when circumstances warrant emergency response. Security officers are not required to provide CPR or AED services.

11. Incident Report Submission Timeline

PWS Reference: PWS 5.3; Attachment 2 Deliverables Schedule

The PWS requires incident reports within two (2) hours post-incident. Please confirm whether this requirement applies during:

● overnight shifts,

● extended emergency events,

● or incidents involving ongoing law enforcement activity.

The two (2) hour incident report submission requirement applies to overnight shifts, extended emergency events, and incidents involving ongoing law enforcement activity whenever practical.

In situations involving active emergencies, ongoing law enforcement operations, or extended incidents, the Contractor's priority shall be life safety, scene security, and coordination with responding agencies. Initial notification should occur as soon as possible, with the formal incident report submitted within two (2) hours after the incident is stabilized or operationally feasible.

12. Estimated Annual Event Support Hours

PWS Reference: PWS 5.4; Attachment 3 – Special Events

Please provide estimated annual labor hours associated with:

● Memorial Day,

● Veterans Day,

● Wreaths Across America,

● and other ceremonial events.

Answer: Large cemetery events may require traffic control support and customer service assistance. Most large event visitor traffic significantly decreases approximately 2–3 hours following event conclusion.

13. Surge Staffing Expectations

PWS Reference: PWS 1.4.2; PWS 5.4

For large ceremonies or special events, please clarify whether the Government anticipates:

● additional guards,

● traffic management support,

● or extended operational hours beyond standard daily coverage.

If so, please clarify how such services will be ordered and compensated.

Answer: This is a Firm-Fixed-Price contract and the offeror should price accordingly to perform the requirements stated in the PWS. The Government does not anticipate requesting additional guards beyond the required one officer per shift. Event support activities will primarily involve traffic control and customer assistance.

14. Patrol Vehicle Usage Expectations

PWS Reference: PWS 4.3; Attachment 3; CLIN Description

Please clarify:

● expected annual patrol mileage,

● whether off-road cemetery travel is anticipated,

● and whether golf carts are acceptable in designated patrol areas.

Expected annual patrol mileage is not estimated and may vary based on contractor patrol patterns and operational needs. The Contractor shall provide sufficient vehicle capability to support continuous patrol operations throughout cemetery grounds. Off-road cemetery travel is not anticipated; patrol operations are expected to occur primarily on established cemetery roadways and paved access areas. Golf carts are not acceptable as the primary patrol vehicle for this requirement. The Contractor shall provide a patrol vehicle suitable for continuous security operations and emergency response.

15. Fuel and Vehicle Cost Responsibility

PWS Reference: PWS Section 4 Contractor Furnished Items

Please confirm the Contractor is responsible for all:

● fuel,

● maintenance,

● repairs,

● insurance,

● and vehicle operating costs, with no separate reimbursement anticipated.

Answer: The contractor is responsible for all vehicle-related expenses. Contract Line-Item

Number (CLIN) 2 includes the patrol vehicle requirement.

16. Radio Availability

PWS Reference: PWS 3.3 Equipment

Please confirm contractor-owned communication systems may be utilized during periods when Government-issued radios are unavailable.

Answer: Contractor personnel may utilize their own communications systems; however, Government-provided radios shall be used during cemetery operating hours when coordination with cemetery staff is required,

17. Licensing Requirement Clarification

PWS Reference: PWS 1.16.1

Please clarify the Government’s minimum acceptable licensing standard for unarmed security personnel operating under this contract within the State of Arizona.

Answer: Contractor personnel shall meet all applicable State of Arizona licensing requirements for unarmed security personnel and maintain all licenses, certifications, and qualifications required by state and local law throughout contract performance.

18. Background Investigation Requirements

PWS Reference: PWS 1.16.2

Please clarify:

● required screening level,

● fingerprinting requirements,

● disqualifying criteria,

● and whether Government adjudication is required prior to assignment.

Answer: Contractor personnel shall meet background screening requirements identified in the

Performance Work Statement. Contractor personnel assigned under this contract shall be suitable for work performed at a National Cemetery and comply with all applicable Government security requirements prior to assignment.

19. Program Manager Availability

PWS Reference: PWS 1.19; PWS 1.19.1

Please confirm the Program Manager may oversee multiple regional contracts provided responsiveness and contractual oversight requirements are maintained.

Answer: Contractor is only required to perform the requirements in the PWS.

20. SCA Wage Determination Adjustments

PWS Reference: FAR 52.222-43

Please confirm Service Contract Act wage determination increases during option periods will be addressed pursuant to FAR 52.222-43.

Answer: The most recent SCA wage determination revision will be included in the option year modifications if exercised.

21. Overtime Authorization

PWS Reference: PWS 1.8; Firm-Fixed-Price Contract Structure

Please confirm overtime must be pre-approved in writing by the Contracting Officer or

COR to be considered reimbursable.

Answer: The Government does not pay for overtime. This is a fixed-price contract.

22. Holiday Staffing Expectations

PWS Reference: PWS 1.7; PWS 1.4.3

Please confirm whether staffing requirements remain unchanged during federal holidays or whether enhanced coverage is anticipated.

Answer: Staffing requirements remain unchanged during federal holidays. One security officer per shift is required in accordance with contract requirements.

23. Phase-In Period Clarification

PWS Reference: PWS 1.21

Please clarify whether the 30-day phase-in period is:

● separately compensated,

● concurrent with performance,

● or included within the base period pricing structure.

Answer: The phase-in period is included within base period pricing and is not separately compensated.

24. QASP Sampling Methodology

PWS Reference: Attachment 1 – QASP

Please clarify the methodology used by the Government for “random sampling” and performance percentage calculations under the QASP.

Answer: Random sampling under the QASP will be conducted by the Government through observation, performance monitoring, review of reports, and inspection of contract requirements. Performance calculations will be based on compliance with performance standards identified within the QASP.

25. Corrective Action / CPARS Process

PWS Reference: Attachment 1 – QASP; FAR Part 42

Please clarify whether the Government intends to provide:

● notice of deficiency,

● opportunity for corrective action,

● and cure timelines prior to issuance of adverse CPARS assessments.

Answer: Government will provide notice of deficiency, which will reference the PWS paragraph(s). The contractor will be given ample opportunity for corrective action including cure timeliness.

26. Is there an incumbent contractor?

Answer: Yes, Culpepper & Associates Security Services, Inc. (dba CASS).

27. Will prior cemetery or VA security experience matter heavily?

Answer: Please review the instructions to offerors in the solicitation.

28. What is the expected staffing pattern and coverage schedule?

Answer: Please review the performance work statement in the solicitation.

29. Are state/local Arizona guard licensing requirements expected for performance?

Answer: Please review the performance work statement in the solicitation.

30. Is the Supervisor included in the "one guard per shift" requirement, or is that an additional role?

Answer: The Supervisor may also serve as the on-duty guard and is included within the one guard per shift requirement. A separate supervisory position is not required

31. Is the Supervisor required to be onsite during specific hours?

Answer: No. The Supervisor is not required to be onsite during specific hours. However, the Supervisor must remain accessible by phone, text, or email and respond to guards or the COR in a timely manner when issues arise.

32. Are there any specific requirements regarding the type of vehicle utilized for this contract?

Answer: Contractor vehicles shall display company identification or logo visible to cemetery staff and visitors. Vehicles shall be clean, maintained in good condition, and free of significant cosmetic or operational deficiencies.

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