Attachment B - Specifications - Pages 1-10.doc

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Attachment B – Specifications

Title: Security Guard Services - DCFS

RFx No. 3000024825

SECURITY GUARD SPECIFICATIONS: DEPARTMENT OF CHILDREN & FAMILY SERVICES

ST. MARTIN PARISH CHILD WELFARE – LAFAYETTE REGION 5

The purpose of this solicitation is to establish a Contract for Armed Security Guard Services for DCFS St. Martin Parish for a period beginning with July 1, 2025 or Date of Award through June 30, 2026.

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 1109 South Main St 2nd floor, St. Martinville, LA 70582 in accordance with the specifications and all of the terms and conditions provided herein.

The Security Guard is to be stationed on site at the designated locations. Security Guard duties are to include but not be limited to: greeting visitors; asking for state approved identification; providing visitor information; and maintaining any required logs. Services must be available 365 days per year during the hours specified by the Site Location and dependent upon Site Location’s calendar, as well as emergency closings. The Contractor will be notified of any emergency closings by the Site Location’s Point of Contact and the Contractor shall not bill the Site Location for those days.

GENERAL CONDITIONS:

All Contractor personnel are expected to work in a manner which will maintain the security and best interest of the Department of Children & Family Services, St. Martin Parish Child Welfare, hereafter referred to as the Agency. The agency reserves the right to require the Contractor to dismiss any employees deemed incompetent, careless, insubordinate or otherwise objectionable or any person whose actions are deemed to be contrary to public interests or inconsistent with the best interest of the Agency. The Contractor agrees that during the term of this Contract, employees (including the Contractor) will conduct themselves in a careful and prudent manner and that the facility will not be permitted to be used for purposes other than those specified herein.

CONTRACTOR QUALIFICATIONS:

The Contractor must have been an established business having at least three years satisfactory experience in the full time security guard services.

Each bidder should attach an organization profile of their company with their bid submission. This description is to include, but is not limited to, the following information:

1) The year the company was formed.

2) Total number of years of company security experience.

3) Total number of security employees employed with the company.

4) Total number of businesses and/or comparable facilities under contract for security guard services.

5) Total number of security employees (full‑time and part‑time) as well as management personnel bidder intends to utilize for all facilities in this contract.

6) Copy of license issued by the Louisiana State Board of Private Security Examiners.

The Contractor shall not allow any person that is not on the Contractor's payroll in the facility at any time.

The Contractor will hold and save the Agency, its officers, agents, and employees harmless from liability of any nature or kind including costs and expenses for or any account of any law suit or damages of any character whatsoever resulting from injuries or damages sustained by any person or persons or property by virtue of performance of this contract by the Contractor or its agents.

The Contractor is to Contract for services and employment in the firm's name only, and will not implicate the Agency directly or by inference in these transactions. The Contractor is to be in all respects an independent Contractor and no employee is 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 terms and conditions of this Contract cannot be changed, altered, or modified in any way without the advance written approval from the Office of State Procurement. If, because of reasons beyond the control of the Agency (e.g. fire), business operation in any or all of the facilities is interrupted or stopped, the State shall have the right to terminate this Contract upon ten (10) days certified written notice without any penalty thereof.

The Contractor shall purchase all licenses necessary for the conduct of these operations and pay all applicable Local, State, and Federal taxes.

SECURITY GUARD QUALIFICATIONS:

The Contractor must provide security guards that meet all of the following minimum qualifications. The state agency reserves the right to interview and accept or reject any security guard(s) prior to being assigned by the Contractor.

ARMED

· The guard must be at least 21 years of age if registered armed.

· In accordance with Louisiana revised statutes 37:3270-3298, all bidders eligible for award must be licensed by the Louisiana State Board of Private Security Examiners prior to award. Contact the board at 225-272-2310.

· Contractor will provide State Procurement with the first and last names of personnel, which our office will confirm with the Louisiana State Board of Private Security for, required training and registration cards of each employee assigned to the Contract.

Guard Name: ______________________________________

Attach Copy of Registration Card: Y_____ N_____

· SECURITY OFFICERS SHALL HAVE IN THEIR POSSESSION REGISTRATION CARDS ISSUED BY THE LOUISIANA STATE BOARD OF PRIVATE SECURITY EXAMINERS AT ALL TIMES WHEN ON DUTY.

SECURITY PERSONNEL

· It is desirable that security officers have a minimum of three years experience in security service; however, all officers must have a minimum of one year experience. In all cases, the Agency expects the Contractor to assign its best-qualified and performing personnel to this Contract. The Agency shall assume that poorly qualified and poorly performing personnel are failures of the Contractor to perform adequately.

· Security officers shall wear appropriate uniforms that have been approved by Louisiana State Board of Private Security Examiners that are clean, pressed and well maintained. The Contractor must assist his personnel to assure proper alterations, uniform belts, and uniform type shoes. The Contractor shall be responsible for furnishing a minimum of two complete seasonal uniforms, which are well maintained, and without rips and frays at no additional expense to the State. The State will not get involved in issues regarding cost/payment of uniforms, belts, etc for guards. Security officers will not appear on position in a combination of uniform and civilian clothing, with torn or frayed uniforms or with hems out of trousers.

SCREENING REQUIREMENTS:

Qualifications for Contract Security Guard personnel will include a pre-employment screening and evaluation of a prospective employee prior to assignment to a Location Site. 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 any Site Location. The Contractor shall be responsible for all cost associated with all background and drug testing.

Agency has a right to request drug testing at no additional cost to the state for all guards by a certified laboratory according to Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines. The report shall identify the drugs/metabolites tested for, whether 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 state agency reserves the right to request additional drug screens for security guards for reasonable cause. Any security guard(s) who test positive on any drug screens shall be immediately dismissed.

If at any time a change in personnel is made the Contractor must provide the Office of State Procurement the information on new employee(s) on drug testing, before they may begin work.

The Contractor shall be responsible for all cost associated with the drug testing.

Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary.

REPORTING REQUIREMENTS:

The Contractor must submit monthly shift report/time sheets to the state agency. The Contractor must maintain complete and accurate records to substantiate services provided to the state agency. The Contractor’s records must document a) name of security guard providing service, b) date service provided, and c) time/shift service was provided. The state agency reserves the right to request additional reports, which contain documented proof the requirements as stated herein are being complied with.

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

STAFFING STANDARDS:

The Contractor shall have a paging device or answering service number so that they may be contacted by the agency contact 24 hours per day by telephone or pager. All calls must be returned within a two-hour period.

Any change in telephone/beeper numbers must be made available to the agency, as well as State Procurement within a 24 hour period.

Contractor shall ensure Security Guard services are performed in accordance with these specifications.

The Contractor shall provide a telephone number at which the Contractor/Manager can be reached, on a 24 hour basis, 7 days a week, 365 days a year.

Contractor/Manager Telephone Number: _________________________________________ All uniformed guards must be equipped with permanent registration cards issued by the Louisiana State Board of Private Security Examiners.

Awarded 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.

Contractor must provide a Point of Contact, 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 State to manage the Contract which includes, but not limited to billing, accounting, answering questions, providing reports, and resolving issues. The Point of Contact must have the authority, knowledge and ability to address and resolve issues related to the implementation and operation of the Contract.

Contract Point of Contact Name: _____________

Contract Point of Contact Telephone Number: ___________________

Backup Point of Contact Name: __________________________

Backup Point of Contact Telephone Number: _______________________

Contractor shall supply auditable payroll invoices with supporting data. Contractor shall also supply auditable documentation to verify all pre-employment screening and testing, as well as employee training which has been satisfactorily completed. Contractor to be responsible for written guard-post orders subject to the specifications and instructions stated herein.

The Contractor is to Contract for services and employment in their firm’s name only, and will not implicate the State directly or by inference in these transactions. The Contractor is to be in all respects an independent Contractor and none of their employees are to be regarded as employees of the State.

The Contractor shall ensure continuity of the Security Guard personnel initially assigned to a Site Location post unless objected to by the Site Location, or a mutually acceptable alternative schedule is agreed upon with the Site Location.

Specific specifications, rules, regulations and clearances shall be established prior to assignment and maintained throughout the term of the Contract. Contractor must adhere to established security and/or property entrance policies and procedures established for each requesting Site Location(s). It is the responsibility of each Contractor to understand and adhere to those policies and procedures prior to any attempt to enter the premises.

The Contractor shall submit monthly shift reports to the Site Locations Point of Contact, as noted in Reporting Requirements, page three, of this solicitation.

Upon request in writing by the Site Location’s Point of Contact, the Contractor shall within five working days furnish a certified copy of the latest payroll period prior to the date of said request. This record shall reflect payments for all the Contractor’s employees working under their awarded contract during the payroll period. The Site Location Point of Contact may request copies on any, or all such payrolls during the life of an awarded Contract.

Absenteeism - The Contractor shall provide relief personnel as necessary to ensure that each assignment is performed daily per contract specifications regardless of employee absenteeism.

CORRESPONDENCE:

The Contractor or a designee shall respond to all inquiries, complaints, and other written correspondence from Agency personnel within a 7-day period. Correspondence shall be on the Contractor's official stationery.

CERTIFIED PAYROLL RECORDS:

Upon request in writing by the Agency, the Contractor shall within five working days furnish a certified copy of the latest payroll period prior to the date of said request. This record shall reflect payments for all the Contractor's employees working under this Contract during the payroll period. The State may request copies on any or all such payrolls during the life of this Contract.

BASIS AND METHOD FOR DEDUCTIONS FOR UNSATISFACTORY DAILY PERFORMANCE:

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

· First Occurrence – Verbal warning. Require 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 not in conformity.

· Fourth Occurrence – Written Documentation and deduction of 1/30th of monthly invoice amount for each job incomplete or not in conformity.

Note: On all written notices, State Procurement shall notify Contractor of reported performance issue(s) submitted by agency. Contractor has seven days, from the date of notice, to respond to the reported performance issue(s), in writing to State Procurement. Contractor’s failure to respond to agency’s initial notice of deficiencies in performance, or failure to respond to State Procurement notice of performance issues within the required number of days specified in each notice may constitute ground for contract termination.

The agency contact shall review invoices(s) and any reductions must be approved by State Procurement prior to any withholdings of payment(s). Should the Contractor’s invoice not include any/all necessary reductions, the invoice shall be reduced by the amount of the non-included reductions and processed for payment. The Contractor shall be notified of the reduction(s) made with copies of documentation supporting those reductions. Agency will notify State Procurement once a chronic or non-remedied issue is recognized. Agency shall submit to Procurement written documentation of non-performance issues and any attempts made by agency or contractor to resolve the performance issue(s). Copies of all supporting documentation must always be forwarded to State Procurement.

Additionally, if the Contractor received two or more reductions, within any 30 work day period or a total of 15 reductions during a 12 month period, the Contract may be automatically terminated for default.

GENERAL INFORMATION:

St. Martin Parish DCFS/CW Office: Etheline Dupuy is the Administrator for St. Martin Parish Child Welfare office. All security related matters are to be referred to her by the security officers on this post. Incidents should be reported to the Contractor.

ASSIGNMENT:

This assignment is located at 1109 S. Main St., 2nd Floor, St. Martinville, LA 70582. This post requires the service of one uniformed, armed security officer Monday through Friday. Hours of operation are from 8:00 am to 4:30 pm.

Time, conditions, and circumstances may extend these hours, which will require the officer to report any changes to the Contractor.

Guard shall maintain control of visitors and vendors from 8:00 am to 4:30 pm five days per week, Monday through Friday.

Contractor shall furnish official time and attendance reports for actual hours worked and submit copies of the reports with their invoice for payment.

Guard shall not be paid for late arrivals.

Guard shall not sleep during their assigned working hours. They must be attentive at all times.

If any Guard is found out of uniform, sleeping on duty or unfit for duty due to physical condition, DCFS will deduct the entire shift of that security officer for that day.

Visitors with state identification badges that do not work in the building shall not be allowed access to the building without signing in.

Guards shall only allow visitors with official state business to enter the building. No one shall be allowed access to the building to utilize restrooms and/or other building facilities.

Visitation by friends or relatives, idle conversation with clients, fraternization with staff, use of profanity, and use of alcohol or drugs on premises is prohibited. Smoking is allowed only in designated areas.

Unauthorized use of property may result in a request for immediate removal from Agency’s sites.

Security personnel are to use the phone provided at guard site for business purposes only. No personal calls are allowed. Use of personal cell phones should be limited to emergencies.

DCFS reserves the right to require immediate removal of any security personnel from their post if they are deemed unfit for any reason.

UNIFORM & PERSONAL APPEARANCE:

Officers should report in full dress and be prepared to stand his or her post immediately upon arrival. Officers should have appropriate gear for weather conditions. Officers are to be clean shaven and maintain proper personal hygiene.

EQUIPMENT:

Officers will have the standard regulation weapon on his or her person when reporting to work and be prepared to assume duties upon arrival. Other miscellaneous equipment and materials, such as, Incident Report Forms, Daily Logs, etc. will be kept in the security office and available at all times.

Contractor shall provide guard with pager/cell phone for agency to communicate with guard when away from station.

when requested by the Site Location’s Point of Contact or any Law Enforcement Guard.

* Weapons regulated for Armed Guard use according to Louisiana State Board of Private Security Examiners are:

a) .38 Revolver

b) .357 Revolver

c) 9 mm Semi-Automatic

d) .40 Semi-Automatic

e) .45 Semi-Automatic

REPORTING FOR DUTY:

It is suggested that officers assigned to this post arrive at least 10 minutes prior to shift commencement. This will allow the officer time to review reports from the previous day so as to be informed about any events which may have occurred, disarm the alarm system (if he or she is the first officer on duty) and in general, be prepared to assume duties.

The Contractor shall provide relief Security Guard 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 within two hours of the telephone request from the Site Location.

RESTROOM & MEAL BREAKS:

Security Officer may take a break for meals at a time when activity is at a lull and the interviewing/reception areas are empty. When the security officer goes to the restroom he should inform the receptionist. Security officer should not leave the premises for meal breaks.

RECEPTION AREA:

If for any reason the Security Officer must leave the general lobby area, he or she must always inform the receptionist of his/her whereabouts. This is a high security post and requires the availability of the officer.

GENERAL ROVING INSPECTIONS:

When there are very few or no clients in the waiting area a complete roving inspection is required. A general inspection of the employee’s parking area is imperative. Security Officer will monitor the parking lot between the hours of 11:30 am and 12:45 pm during the employee lunch period.

BUILDING OFFICE HOURS:

Monday through Friday the building will open at 8:00 am and close at 4:30 pm.

There may be occasion when a visitor remains in the building after 4:30 pm, should this occur, the security officer will remain on duty until such time the visitor leaves the building.

Work Hours:

1. Standard Work Day

A. A standard workday consists of an eight hour shift plus a 30 minute lunch period. Security Guard may take a break for meals at a time when activity is at a lull and the interviewing/reception areas are empty. When the security Guard goes to the restroom he should inform the receptionist. Security Guard will not leave the premises for meal breaks.

2. Holidays

A. The holiday rate of pay will be one and 1-1/2 times the chargeable hourly rate.

B. Holiday rates shall only be paid for Security Guards authorized to work by the Site Location’s Point of Contact on a State observed holiday.

C. A list of holidays observed by the State are:

· New Year’s Day

· Martin Luther King, Jr. Day

· Mardi Gras Day

· Good Friday

· Memorial Day

· Independence Day

· Labor Day

· Veteran’s Day

· Thanksgiving Day

· Christmas Day

3. Overtime

A. The Overtime rate of pay will be one and 1-1/2 times the chargeable hourly rate.

B. Overtime is the amount of hours in excess of the standard forty (40) hour work week.

C. Overtime is not allowed unless approved by the requesting Site Location.

D. Site Locations shall not be responsible to pay overtime for a replacement Security Guard when the regularly scheduled Security Guard is not available.

SPECIFIC DUTIES:

Security Officer will perform security checks of the parking lot and building perimeter to ensure that the office’s safety and emergency procedures are followed in response to fire alarms, bomb threats and other emergencies. A written report is required on any and all incidents.

Security Officer will arrive on duty at 8:00 am, sign in, unlock front entry doors to the Economic Stability/Child Welfare lobby areas and conduct an inspection of the parking area and perimeter of the building. Upon arrival of office personnel, officer will report to duty station in lobby.

Security Officer will check all bags of visitors entering the premises to ensure there are no weapons or harmful objects permitted onto the premises.

Security officer will be alert at all times and be on standby when clients are being interviewed. Their presence should be known should a client be loud and argumentative. Should a panic alarm sound, the security officer should take appropriate action to assist employee.

Security Officer will periodically check ES/CW lobby and receptionist areas, be visible, keep an eye on the handicapped and state car parking areas and fire lanes. Keep clients orderly, do not allow children to run in lobby. No one will be allowed to make any loud noise or use foul language in or around building. No one will be allowed to vandalize any part of building or landscape. Make sure children are not playing or throwing objects around glass areas. Help receptionist direct visitors, maintenance and delivery people to the proper place in the employee areas.

Security Officer will periodically check exterior of the building and parking lot areas and monitor to curtail and/or correct any inappropriate behavior.

Between 3:30 pm and 4:30 pm, the security officer will conduct a parking lot inspection. The security officer will secure the lobby areas upon office closure by checking interviewing rooms and client restrooms. Security officer will lock the front doors and check all windows and exterior doors.

Immediately upon reporting for duty, the Security Guard shall (unless specifically instructed otherwise by the Site Location) adhere to the following:

A. Occupy their designated work station ready to assume their daily duties at the time specified by Site Locations Point of Contact.

B. 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 Site Locations office, unless specified differently by the Site Locations Point of Contact. The guard is required to hand in the log book to the Site Locations Point of Contact when the book is completely filled.

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

D. Confer with Site Locations Point of Contact, if present, or the Security Guard being relieved to ascertain if there are any special instructions for the upcoming shift.

E. Keep lines of communication between the Contractor, Site Location’s Point of Contact and (where appropriate) the Office of State Procurement open at all times.

F. Ensure that any incidents 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 Guard 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 Site Location.

G. Possess the ability to restrain and detain persons as necessary to ensure the safety of the Site Locations staff and customers.

H. Appear in court to testify regarding incidents which occur in and around the Site Locations.

I. Security Guards are to be knowledgeable to the alarm emergency system and the fire alarm procedures, including the evacuation of the building. There are to be weekly review with the alarm systems.

ARMED SECURITY GUARD ADDITIONAL RESPONSIBILITIES:

Contracted armed Security Guard must carry a firearm when on duty. 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 ammunitions in order to perform their contracted duties. The use of a personal weapon is strictly prohibited.

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

WEEKLY REVIEW OF ALARM SYSTEM PROCEDURES:

Security Officers are to be knowledgeable to the alarm emergency system and the fire alarm procedures, including the evacuation of the building. There are to be weekly review with the alarm systems.

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