ATTACHMENT 4 TRANSITION PLAN SECURITY SERVICE CONTRACT.pdf

THE JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS

SECURITY AND EMERGENCY MEDICAL TECHNICIAN SERVICES

TIME OF AWARD THROUGH OCTOBER 01, 2022

TRANSITION PLAN

PHASE IN PERIOD TRAINING FOR LEGACY, NEW, AND REPLACEMENT

PERSONNEL

Conferences and Meetings

A. The transition requirements will be stated within the RFP. The transition will begin on mid-SEPTEMBER 2022, prior to the Contractor’s performance at the Center, the Contracting Officer (CO) shall notify the COR (Contracting Officer Representative).

The kickoff meeting/transition meeting will be held within 5 days after award to discuss and ensure an in-depth review of the total requirements and a review of the Contractor’s Transition Management Plan.

B. During the performance under the contract the CO, COR and the Contractor shall meet as needed or quarterly to discuss all relevant issues. A mutual effort will be made to resolve all problems before or during identified. The Contractor will be responsible for the preparation of the minutes. Should either party not concur with the minutes, both parties shall state, in writing to the CO, any areas of clarification or disagreement within 5 business days after receipt of the meeting minutes. Those comments shall be included with the report in the contacting file.

Prior to Commencement of Performance

The Contractor will perform the services in Washington, DC. In accordance with Security Officers Management Branch (SOMB) licensing regulations. The Contractor must possess ALL licenses identified within the Statement of Work (SOW) required to perform services in Washington, DC at the time of award.

IMPORTANT NOTE: The Contactor bears the sole burden for ensuring that all legally required licenses and permits are obtained and renewed as specified by the Center.

The Contractor must verify and comply with all Federal, State, and local requirements, whether listed here or not.

Prior to commencement of work under this contract and except where precluded by local, state, or federal ordinance, the Contractor shall make and complete all arrangements with the appropriate officials.

• Obtain all licenses and permits required for each SPO to serve as an armed security officer with the authority to hold and detain individuals suspected of committing crimes. The Contractor will not be reimbursed for services rendered by SPOs lacking appropriate licenses and certifications.

• 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 this contract.

• The Contractor shall furnish a legible copy of all legally required licenses and permits to the Contracting Officer prior to the performance start date and again within 15 days after each option period is exercised by the Center.

• The Contractor must complete the attached transition checklist (attachment 1) prior to performing services at the Center.

Contractor on-site personnel shall complete a phase in period of training. All on-site personnel, whether legacy or new, shall complete individual orientation checklists prepared by the COR. The specific training may be adjusted for maximum benefit but shall not be less than the following specified period:

• 4 weeks – Project Manager (PM) and replacement during the absence of the PM, Shift Supervisors

• 3 weeks – SPOs (Armed) and SPOs (Unarmed) (Including EMTs)

Week one through four training are only applicable for newly assigned personnel. If there is a change in personnel, the requirement for the training below with be discussed during the transition/kickoff meeting.

WEEK ONE

The Project Manager and replacement during the absence of the PM, and Shift Supervisors shall complete orientation training provided by the COR and the Office of Safety and Security personnel. This shall include familiarization tours of the Security Operations Center (SOC), the ID Office, all Post locations, and the entire volume of the Center from the roof to the lowest level of the facility and the exterior grounds. Training shall include practical exercises in getting from any location to any other location individually.

Supervisors shall complete facility systems training. This shall include:

• KEYTRAC System

• Electronic Security System (ESS)

• The ID Badge authorization and access system

• Fire detection, alarm, and suppression system

• Duress alarm system

• The electric, water, and gas emergency shutdown process

• Individual orientation checklists prepared by the COR

The Project Manager and replacement during the absence of the PM, and Shift Supervisors will begin to build and populate the electronic file system of files and sub-files for all records, reports and documents. The Contractor may use highly qualified administrative support to accomplish this task.

WEEK TWO

Project Manager (PM), and Shift Supervisors

The Project Manager and replacement during the absence of the PM, and Shift Supervisors shall complete a minimum of 16 hours of initial supervisory training coordinated with the COR and Office of Safety and Security personnel. Training shall be in such areas as:

• Leadership

• Ethics and Professionalism

• Training and Mentoring

• Employee Motivation

• Team Building

• Communications Skills

• Performance Management

• Problem Solving

• Goal Setting

• Conflict Resolution

Project Manager and replacement during the absence of the Project Manager, Shift Supervisors and SPOs (Armed)

The Project Manager and replacement during the absence of the Project Manager, Shift Supervisors and SPOs (Armed) shall complete a minimum of 16 hours of training, conducted by the Contractor and training outlines approved by the COR, in the following areas:

• Weapons Orientation

• Use of Deadly Force

• Practical Training and Qualification

• Civil Disturbance Training

• Active Shooter

• 8-hour Classroom training

• 24 hours of Hands-on Tactical Training – How to Respond to An Active Shooter

Project Manager and replacement during the absence of the PM, Shift Supervisors, SPOs (Armed) and (Unarmed) (Including EMTs)

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed and Unarmed) (Including EMTs) shall complete classroom training, coordinated with the COR and the Office of Safety and Security personnel, as follows:

• Access Control Procedures

• Alarm Systems and the Electric, Water, and Gas Emergency Shutdown Process

• Communications Techniques/Guest Experience

• Crowd Control

• Security Screening/Equipment

• Cultural Diversity Awareness

• Emergency Response Plans

• Ethics and Professionalism

• Fire Prevention

• Legal Authority of a Special Police Officer on Federal property (SOMB)

• Use of Force Guidelines (SOMB)

• Liability and Accountability

• Lost and Found Procedures

• Patrol and Observation

• Post Standing Responsibilities

• Report Writing

• Site Specific Construction Safety

• Stress Management

• Suspicious Package Recognition

• VIP/Dignitary Protection

WEEK THREE

Supervisors shall be responsible for providing orientation training for all new full and part-time SPOs. This shall include familiarization tours of the SOC, all Post locations, and the entire volume of the Center from the roof to the lowest level of the facility and the exterior grounds. Training shall include:

• Practical exercises in getting from any location to any other location individually

• SOC and Incident Command Center Operations

• Electronic Security System (ESS)

• The ID Office Operations

• Fire detection, alarm, and suppression system

• The Duress Alarm System

• The electric, water, and gas emergency shutdown process

WEEK FOUR

The Contractor and its Project Manager and replacement during the absence of the PM, and Shift Supervisors shall demonstrate to the COR’s satisfaction that they are fully prepared to perform the requirements of the Security and Emergency Medical Technician Services Statement of Work. This shall include, but is not limited to:

• Sufficient knowledge of the Center and its systems to perform the requirements of the Contract including practical exercises in getting from any location to any other location individually.

• The support structure that the Contractor will provide, including the full range of administrative functions, for its on-site personnel.

• The ability to prepare a complete manning schedule by shift and by post to include break and lunch schedules and relief SPOs.

• The ability to respond correctly for a variety of different types of incidents. This shall include, but is not limited to:

o Alarms (Duress, Water flow, Fire, Administrative) o Criminal Activity o Active Shooter o Medical Emergencies o Emergency Evacuation o Civil Disturbance o Emergency shutdown of electric, water, and gas utilities o Covid-9 Screening Procedures

• The preparation of the actual manning schedule for all full and part-time SPOs to be initiated the first full day of Contract performance.

WEAPONS TRAINING

9MM CALIBER SEMIAUTOMATIC PISTOL

The Center approved firearm qualification standards are those required by the District of Columbia for SPOs for the 9 mm semiautomatic pistol.

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) shall be qualified to carry a 9mm caliber semiautomatic pistol. The Shift Supervisors and SPOs (Armed) shall carry the pistol during their duty shifts. The Contractor shall assume full liability for any acts of their employees in the exercise, maintenance, discharge, or any other use of firearms.

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) shall complete, in concert with a Contractor provided qualified arms instructor, Handgun Training, consisting of:

• Safety

• Cleaning

• Troubleshooting

• Field Stripping

• Firing

• Grip Stance Sight Acquisition

• Holstering

• Loading/Unloading

A Contractor provided qualified arms instructor shall provide 8 hours of practical, hands-on experience performing the skills demonstrated in the handgun training videos and 16 hours of range and live fire training.

Upon completion of the course, demonstrated ability to maintain the weapon, and passing three (3) rounds of live fire qualification firing, the Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) will be issued a Contractor generated “9mm Caliber Semiautomatic Pistol, Qualification Certificate” card signed and dated by the qualified arms instructor. The record of training and a copy of the “Qualified” card shall be provided to the COR no later than the last day of the Phase in Period.

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) shall requalify, with the Contractor provided qualified arms instructor, within five (5) working days at the end of every quarterly. A Firearms Training System (FATS) or Beam Hit System shall be used for every other requalification. A nighttime live fire qualification shall be accomplished once annually.

The FATS system shall not be used as a substitute for night/low light qualification. The COR and/or Office of Safety and Security personnel may attend requalification sessions.

OLEORESIN CAPSICUM (OC)

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) shall be qualified to carry CAP-STUN® Model Z-305 Standard Duty Oleoresin Capsicum spray. The Shift Supervisors and SPOs (Armed) shall carry CAP- STUN® Model Z-305 Standard Duty Oleoresin Capsicum (OC) spray during their duty shifts. The Contractor shall assume full liability for any acts of their employees in the exercise, maintenance, discharge, or any other use of OC.

The Project Manager and replacement during the absence of the PM, Shift Supervisors, and SPOs (Armed) shall complete the ZARC International Zarctm OC Training and Certification, available at http://zarc.com/Professional/CertificationandTraining. Upon completion of training, ZARC International will issue a CAP-STUN® certification.

SOC DISPATCHER TRAINING

SOC Dispatcher trainees shall be placed in a 60-day probation status period during which the trainee shall work a minimum of 80 hours (10 work shifts) with a Certified SOC Dispatcher Trainer, performing on-the-job training tasks such as non-C Cure computer proficiency, radio protocol, shift journal, incident reports, telephone etiquette, inventory procedures, fire, and emergency procedures, etc.

SOC Dispatcher trainees shall receive an evaluation at the end of the initial 60-day/80-hour probationary period by the Project Manager, Certified SOC Dispatcher Trainer, and primary Shift Supervisor. The evaluation shall be submitted to the COR for review and approval prior to moving to the next phase of training. An extension period, not to exceed 30 days, may be requested by the Project Manager. Extensions shall be explained in writing and shall be approved by the COR.

SOC Dispatcher trainees shall demonstrate essential skill levels before being approved to go to the next level of training.

SOC Dispatcher trainees who pass the initial 80-hour evaluation will be moved into a second 90-day probationary status where the SOC Dispatcher trainee shall work a minimum of 120 hours. During this period, the SOC Dispatcher trainee will be given C- Cure alarm system training and be provided a personal password to the C-Cure System. The SOC Dispatcher trainee will work side-by-side with a SOC Dispatcher.

The trainee will assume dispatcher duties with the SOC Dispatcher acting as an overseer. During this period, the trainee shall not work side-by-side with another trainee.

SOC Dispatcher trainees shall receive an evaluation of their knowledge and ability to competently perform the complete range of necessary SOC Dispatcher skills at the end of the initial 90-day/120-hour probationary period by the COR, Project Manager, Senior

SOC Dispatcher Trainer, and primary Shift Supervisor. The COR shall conduct and approve the SOC Dispatcher Certification evaluation for dispatcher trainees.

An extension period, not to exceed 30 days, may be requested by the Project Manager.

Extensions shall be explained in writing and shall be approved by the COR.

Additional Requirements:

• SOC Dispatcher trainees shall NEVER be left alone within the SOC during their training period.

• The Dispatcher trainee must complete 24 hours on each shift to become fully qualified to advance to the next level of training.

• A SOC Dispatcher trainee’s probationary periods shall be immediately terminated for a serious infraction as determined by the COR. A “special review” headed by the COR will be required in order to be considered by reinstatement.

• All SOC Dispatchers shall work a minimum of three (3) shifts during a 30-day period in order to remain current and fully qualified.

CONTRACT TRANSITION

A smooth and orderly transition between the awardee and the incumbent Contractor is necessary to assure minimum disruption to vital contactor services and Center activities.

A. The awardee shall not disrupt official Center business or in any way interfere with the assigned duties of the incumbent Contractor’s employees. The awardee may notify the incumbent Contractors’ employees that a new Contractor will be assuming services upon the contract start date of March 1, 2022 and may distribute business cards, employment applications, brochures, and other company information to the incumbent’s employees during work hours, provided there is no interference with the employee’s assigned duties (e.g., during off hours or during relief or lunch breaks).

However, the awardee may not interview, recruit, schedule interviews, or conduct extensive discussions with the incumbent’s employees while they are on duty.

B. The Incumbent Contractor will provide the awardee with names, social security numbers, and anniversary dates of all employees working under the incumbent contract 10 days after contract award. The Service Contract Act does not require the incumbent to provide this information earlier than 10 days prior to the incumbent’s contract end date; however, the Center will request cooperation by the incumbent Contractor to provide this information upon award of the contract.

C. Included with the proposal, the awardee must provide a Transition Management Plan that must include details of the following elements:

1. A strategy for implementing supervisory functions.

2. The process for transitioning predecessor employees.

3. Equipment inventory and maintenance plan.

4. Weapons security and maintenance plan.

5. Ammunition management plan.

6. A plan for establishing a reserve force and the current status of staffing levels.

7. A progress report on obtaining permits, licenses, and registrations.

8. A status report on submitting applications for personnel clearances.

9. A strategy for training including schedules, locations, coordinating with the Office of Safety and Security monitors, and class staffing levels.

PHASE-OUT OF CONTRACT AND CONTINUITY OF SERVICES

A. The awardee must recognize that services under this contract are vital to the Center and must be continued without interruption. Upon contract expiration, a successor Contractor may continue such services. The incumbent shall exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor.

The Center will request, and the Contractor shall provide the names, social security numbers, and anniversary dates of all employees when a new solicitation for follow-on services is developed.

B. As part of the closeout process, the Incumbent shall, within 30 days of the final day of performance, turn over all incumbent officer’s training, medical, suitability, and security records to the successor Contractor. Failure to do so shall result in a 20% withholding of final payment until such action is accomplished.

C. Within 5 days after the contract is awarded, the Incumbent or 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). If selected employees are agreeable to the change, the incumbent Contractor shall grant release at a mutually agreed date.

D. The extent to which the Contactor cooperates with the Center and the successor Contractor during the contract transition will be noted in the Contractor’s final performance evaluation and will be part of the final performance rating.