Attachment B - Specifications - Page 1-8.docx

RFx: 3000026362 Attachment B

Specifications Armed Security Guard Services – LDH General Conditions:

The purpose of this solicitation is to establish a contract for Armed Security Guard Services for the Louisiana Department of Health, hereafter referred to as the Agency.

The scope of work for this solicitation is to provide all labor, supervision, uniforms, materials and equipment necessary to provide licensed, Armed Security Guard Services to the Agency in accordance with the specifications and all of the terms and conditions provided herein.

All Contractor personnel are expected to work in a manner which will maintain the security and best interest of the Agency. The Contractor agrees that during the term of this contract, he and his employees will conduct themselves in a careful and prudent manner, and he will not permit the facility placed at his disposal to be used for purposes other than those specified herein. The Agency reserves the right to require the Contractor to remove any employee(s) deemed incompetent, careless, insubordinate or otherwise objectionable, or any person whose actions are deemed to be contrary to public interest or inconsistent with the best interest of the Agency.

The Security Guard is to be stationed on site and shall not allow unauthorized personnel in the facility at any time. Duties include, and are not limited to, greeting visitors, asking for State approved identification, providing visitor information, and maintaining any required logs. The Contractor will be notified of any emergency closings by the Agency and the Contractor shall not bill the Agency for those days.

The Contractor is to contract for services and employment in his firm’s name only, and will not implicate the Agency directly or by interference in these transactions. The Contractor is in all respects an independent Contractor, and none of its employees are to be regarded as employees of the Agency. The Contract is not to be assigned or transferred by the Contractor to any subcontractor or any other party during the term of the Contract unless approval is received by the Office of State Procurement.

The Contractor shall purchase all licenses necessary for the conduct of these operations and pay all applicable Local, State and Federal taxes. In accordance with Louisiana Revised Statutes 37:3270 – 3298, the Contractor must be currently licensed by the Louisiana State Board of Private Security Examiners. The Contractor will procure insurance and show evidence of such insurance prior to contract award.

Contractor Responsibilities:

Contractor must remain in compliance with all State laws pertinent to security/law enforcement operations in effect during the determined Contract period. This includes any laws which would go into effect by the Louisiana State Board of Private Security Examiners.

The Contractor will provide Sexual Harassment and HIPAA training to personnel. The Contractor is responsible for all training costs, and proof of training must be provided upon Agency request.

Contractor agrees that all contracted security personnel will be oriented to and are responsible for being familiar with and adhering to the Agency’s contracted security duties and responsibilities as outlined in this Contract. The Contractor shall assign its best-qualified and performing personnel to any awarded contracts as a result of this solicitation. If for any reason any security personnel is deemed unsuitable by the Agency, the Contractor shall agree to replace the personnel within 24 hours.

Specifications, rules, regulations and clearances shall be established prior to assignment and maintained throughout the term of the Contract. Contractor must understand and adhere to established security and/or property entrance policies and procedures of the Agency.

The Contractor shall provide relief security guards as necessary, to ensure that each assignment is performed daily per Contract specifications, regardless of employee absenteeism. The Contractor shall provide the required relief security guard(s) within 2 hours of the request from the site location.

The Contractor must provide a Point of Contact who can be reached on a 24 hour basis, 7 days a week, 365 days a year, as well as a Backup to fill in during any time of absence, for the entire length of the Contract. The Point of Contact will work with the Agency to manage billing, accounting, answering questions, providing reports and resolving any issues or concerns that may arise. The Point of Contact and Backup must have the authority, knowledge and ability to address and resolve issues related to the implementation and operation of the Contract.

The Contractor shall supply auditable payroll invoices with supporting data. Upon request of the Agency, the Contractor shall within five (5) working days furnish a certified copy of the latest payroll period prior to the date of the request. This record shall reflect payments for all the Contractor’s employees working under their awarded Contract during the payroll period.

Contractor shall provide at least one security guard each day for coverage of office. Failure to do so will result in a deficiency complaint submitted to the Office of State Procurement. There will be no exception to this requirement.

Uniforms and Equipment:

Security guards shall wear appropriate uniforms that have been approved by the Louisiana State Board of Private Security Examiners and that are clean, pressed and well-maintained, with proper alterations, uniform belts and appropriate type shoes, at no cost to the State. The Contractor is responsible for furnishing a minimum of two complete seasonal uniforms, and ensuring uniforms are without rips and frays and are not combined with civilian clothing.

Uniforms must clearly identify the employee as a security guard working for the Contractor and include a picture ID badge prominently placed on the uniform. Badges may not resemble those of local law enforcement agencies.

Contractor shall have backup uniforms on hand at all times in the event an employee needs one. Failure to have uniforms available to officers in order to provide security services as described within this contract is not an acceptable reason not to provide a security guard. This shall result in a deficiency complaint being filed with the Office of State Procurement which may result in termination of contract.

Security guards shall be provided equipment which allows for communication with their supervisor, their home office, 911, the local police and the Agency and Contract Points of Contact. Keys or access cards may be issued to the security guards by the Agency, which shall be secured and maintained by the Contractor.

The Contractor assumes full responsibility for all equipment issued by the Agency for the performance of the services specified herein and shall reimburse the State, at the current market rates, for all equipment lost, damaged, stolen or otherwise unavailable due to fault of the Contractor or Contractor’s subcontractors, agents or employees. Upon termination of the Contract, all equipment shall be returned to the Agency in good operating condition less reasonable wear and tear.

Reporting Requirements:

Complete and accurate records must be maintained by the Contractor to substantiate services provided to the Agency. Monthly shift reports/time sheets must be submitted to the Agency Point of Contact. The Contractor’s records must include the security guard’s name, position description, location, date of service and time/shift service was provided.

On a periodic basis, and/or at the request of the Agency, the Contractor shall conduct an examination and review of the security guard’s performance while on duty. A report shall be submitted to the Agency and shall contain the following information: findings of compliance inspections, documented information (such as the date), security guard’s name and comments regarding the security guard’s performance.

The Agency reserves the right to request additional reports with information as needed.

Screening Requirements:

The Contractor shall screen all prospective employees prior to job site assignment.

A criminal history background check and drug screening must be conducted on all security guards including any replacement guards before being assigned to the Agency. The Contractor shall be responsible for all costs associated with all background and drug testing. If at any time a change in personnel is made, the Contractor must provide information on the new employee’s criminal background and drug testing results before they may begin work.

The Agency maintains all rights to request drug testing at no cost to the Agency for all security guards by a certified laboratory in accordance with the Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines. The report shall identify the drugs/metabolites tested for and whether results are positive or negative. The report shall also indicate the date and time of specimen collection, the date received by the laboratory and the date and time reported.

The Agency reserves the right to request additional drug screenings for any security guard that gives reasonable cause. Any security guard that tests positive on any drug screening shall be immediately dismissed.

Armed Security Guard Description:

Enforces regulations and procedures designed to prevent breaches of security, exercises judgement and uses direction in responding to incidents and emergencies, determining whether to intervene directly, asking for assistance (time permitting) in keeping situations under control or performing surveillance, or reporting incidents or situations to the appropriate authority for handling.

Armed Security Guard Qualifications:

Guards must be at least 21 years of age. Experience in armed security guard services or law enforcement is preferred. The guard must carry their valid Security Officer Identification Card at all times while performing their duties, and must present it for inspection when requested by the Agency or any law enforcement officer.

The Agency and/or the Office of State Procurement have the right to verify with the State Board of Private Security Examiners that the Contractor’s guards are registered and have proper training. If the Board finds that the guards are not registered and trained properly, the Contract may be cancelled and guard(s) must leave the state facility immediately.

Weapons regulated for armed guard use according to the Louisiana State Board of Private Security Examiners are:

· .38 caliber revolver

· .357 caliber revolver

· 9mm semi-automatic

· .40 caliber semi-automatic

· .45 caliber semi-automatic Security Guard Responsibilities:

Immediately upon reporting for duty, the security guard shall (unless specifically instructed otherwise by the Agency) adhere to the following:

· Occupy their designated work station ready to assume their daily duties at the time specified by the Agency.

· Remain awake and alert at all times.

· Prevent unauthorized personnel from being on the Agency’s premises at any time.

· Note their time of entry and time of departure by either punching in or out on a time clock (upon availability) or by signing in or out on a log provided by the Agency, unless specified differently. The guard is required to hand in the log book to the Agency’s Point of Contact when the book is completely filled.

· Read all entries from the previous shift and become acquainted with any problems and incidents that may have occurred.

· Confer with the Agency’s Point of Contact, if present, or the security guard being relieved to ascertain if there are any special instructions for the upcoming shift.

· Keep lines of communication between the Contractor, the Agency’s Point of Contact and, when appropriate, the Office of State Procurement open at all times.

· Ensure that any incident such as fire, violent storm, or individuals that may constitute a danger to the building, surroundings, residents, visitors, employees or occupants of any of the buildings are promptly reported to the police or fire agency for response. Security guards shall also ensure that every effort is made to sound any mechanical or electronic alarm, alert responsible parties on site to any danger and follow specified procedures as written in the facility security manual provided by the Agency.

· Possess the ability to restrain and detain persons as necessary to ensure the safety of the Agency’s staff and customers.

· Appear in court to testify regarding incidents which occur in and around the Agency’s location.

Armed Security Guard Additional Responsibilities:

Contracted armed security guards must carry a holstered firearm when on duty that must remain in their possession at all times. The firearm must be the one they are certified to carry in the performance of the contract. The Contractor will supply all firearms, holsters, gun belts and ammunition in order to perform their contracted duties. The use of personal weapons is strictly prohibited.

The Contractor is responsible for setting up a schedule for the cleaning, inspection and maintenance of weapons at a specific site.

Miscellaneous Requirements:

No smoking shall be allowed in buildings other than designated smoking areas.

No office areas are to be used or disturbed by the security guard unless permitted by the Agency.

No personal phone calls are to be made from any of the Agency’s telephones.

No security guard shall bring onto any site location(s) any weapon or dangerous instrument other than legal pre-authorized/Agency approved weapon.

No security guard is to bring into any building, carry on patrol or maintain on any post; any radio, recorder, television, reading material, music maker, game or pictorial material unless approved in writing by the Agency.

No security guard shall be under the influence or carry the odor of alcoholic beverages while on duty, nor shall any security guard carry or consume any alcoholic beverages while on duty or on the Agency’s property.

No security guard shall be under the influence of, carry or ingest a controlled substance while on duty, except as prescribed by medical authorities, and then only if the security guard’s performance of duties will not be impaired in any way.

No security guard shall use foul, profane or any other inappropriate language.

Violation of the above reasonable work rules shall subject the security guard to disciplinary action up to and including discharge.

Performance Issues:

“Non-Performance” shall be noted as failure to meet the requirements as specified in the Contract. Non-performance will be at the discretion of the Agency where services are being provided.

If services are not in conformity or not performed within the requirements of the Contract, the Agency shall use the following guidelines in adjusting the Contractor’s invoice. Start-up time not to exceed one week from the commencement of the Contract.

· First Occurrence – Verbal warning: Requires the Contractor to immediately perform the services in accordance with the Contract.

· Second Occurrence – Written documentation: Notice from the Agency to the Contractor.

· Third Occurrence – Written documentation and deduction of 1/60th of monthly invoice amount for each job incomplete or non-conformity.

· Fourth Occurrence – Written documentation and deduction of 1/30th of monthly invoice amount for each job incomplete or non-conformity.

The Agency shall notify the Contractor of reported performance issue(s). The Contractor has 7 days from the date of notice to respond in writing, as well as to correct the reported performance issue(s). Failure to respond to the Agency’s written notice of deficiencies in performance within the required number of specified days in each notice may constitute grounds for Contract termination.

The site location shall submit a deficiency complaint to the Office of State Procurement, providing written documentation of non-performance issues that are chronic or non-remedied, along with any attempts made by the site location to resolve performance issues.

Work Hours and Pay:

Standard Work Day

· A standard work day consists of an eight hour shift plus a 30 minute lunch period. The guard may leave their post during lunch, but must remain on the premises.

· The schedule is 8:00am to 4:30pm, Monday through Friday. The schedule time may be adjusted in accordance with the individual office’s operating hours. The office shall give notice to Contractor should the scheduled hours be adjusted.

Minimum Wage

· Minimum wage for the guard is $18.00.

Holidays

· Holiday rates shall only be paid for security guards authorized to work by the Agency on a state observed holiday.

· The holiday rate of pay will be 1.5 times the chargeable hourly rate.

· The following holidays are observed by the state: New Year’s Day, Martin Luther King, Jr. Day, Mardi Gras Day, Good Friday, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. Additional holidays may be proclaimed by the Governor and/or Commissioner of Administration.

· The Agency shall notify the Contractor and security guard of any state designated or special/emergency office closure days for which the Contractor shall not bill the Agency.

Overtime

· The overtime rate of pay will be 1.5 the chargeable hourly rate.

· Overtime is the amount of hours in excess of the standard 40 hour work week.

· Overtime is not allowed unless approved by the Agency.

· The Agency shall not be responsible to pay overtime for a replacement security guard when the regularly scheduled security guard is not available.

Adequate Security Guards

· There is a 1 armed security guard minimum for each office location.

· Additional armed security guards may be requested depending on the size and need of each facility. Contractor shall provide the number of armed security guards being requested.

PAYROLL SPECIAL CONDITIONS CLAUSE

Contractor shall pay all employees on a regularly scheduled basis either weekly, bi-weekly, or monthly in accordance with contractor’s payroll policy and procedure. All invoices submitted to the Louisiana Department of Health will be processed in a timely manner within 14 business days of receipt of invoice. Contractor is responsible for ensuring that sufficient funds are available in their account before distributing payroll checks to security guards. Non-payment of employees providing security services to the Louisiana Department of Health shall not exceed 30 calendar days. Failure to pay employees within afore mentioned established timeframe, shall result in the agency filing a deficiency complaint with the Office of State Procurement for further investigation and corrective action. Repeat violations of this payroll special condition clause shall result in termination of contract and prohibition of future bids.

Non-payment of invoices for services rendered to any State Agency other than the Louisiana Department of Health shall have no bearing on payment of contractor’s employees for services rendered to the Louisiana Department of Health. It is the expectation of the Louisiana Department of Health that invoices paid for services rendered shall result in consistent paychecks for the employees whom rendered services.