Attachment B - Specifications - Pages 1-8.docx

RFx No.: 3000025012 Attachment B – Specifications Title: Armed Guard Services - DCFS

Security Guard Specifications Department of Children & Family Services Tangipahoa Parish Child Support Enforcement – Covington Region 3

Requirements For: Tangipahoa Parish DCFS/CSE Office

General Conditions:

All Contractor personnel are expected to work in a manner that will maintain the security and best interest of the Department of Children and Family Services, 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 the public interest or inconsistent with the 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.

General Information:

Rebecca Lindsey, case manager 1, is the administrator for the Tangipahoa Parish Child Support Enforcement 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 606 S. 1st street, Amite, Louisiana. 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.

Security officer 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.

Security officer shall not be paid for late arrivals.

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

If any security officer 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.

Security officer 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.

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

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:

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

Reporting for Duty:

It is suggested that officer assigned to this post arrive at least ten 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.

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 or she 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 is no one or very few clients in the waiting area a complete roving inspection is required. A general inspection of the employee’s parking area is imperative. The security officer will monitor the parking lot between the hours of 11:30 am and 1:00 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 an 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.

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.

Security officer will arrive on duty at 8:00 am, sign in, unlock front entry doors to the child support enforcement 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 be alert at all times and be on standby when clients are being interviewed. Security officer’s 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 the child support enforcement lobby and receptionist areas, be visible, keep an eye on the handicapped and state car parking areas and fire lanes. Security officer will 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. Security officer will make sure children are not playing or throwing objects around glass areas. Security officer will 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.

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.

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.

Contractor Qualifications:

The Contractor's company must have at least three years of satisfactory experience in the full-time security guard business.

Each bidder should attach an organization profile of their company; however, it must be submitted prior to award. This description is to include, but is not limited to, the following:

1. The year the company submitting the bid was formed.

1. Total number of years of this company's security experience, operating under current business name.

1. Total number of security employees employed with the company.

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

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

1. Copy of current license issued by the Louisiana State Board of Private Security Examiners.

The Contractor will procure insurance as per attached insurance requirements, and shall show evidence of such insurance in the form of certificate(s) of insurance, prior to contract award. Certificate holder is to be issued in the name of: State of Louisiana, Office of State Procurement, 1201 N. 3rd St. Baton Rouge, LA 70802.

The Contractor will hold and save the Agency, its officers, agents, employees, and volunteers harmless from liability of any nature or kind, including cost 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 his firm's name only, and will not implicate the Agency directly or by inference in these transactions. The Contractor is in all respects an independent contractor, and none of his employees 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 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 agency reserves the right to interview and accept or reject any security guard(s) prior to being assigned by the Contractor.

Armed:

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

Unarmed:

The security guard must be at least 18 years of age if registered unarmed, or if registered to carry a baton.

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.

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.

*** Registration cards issued by the Louisiana State Board of Private Security Examiners must be in the security guard's possession at all times when on duty at the Agency Security Personnel:

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 the Louisiana State Board of Private Security Examiners and that are clean, pressed, and well-maintained. The Contractor must assist his personnel to ensure proper alterations are completed, uniform belts, and type of shoes are correct. 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 be involved in issues regarding cost/payment of uniforms, belts, etc. for guards. Security officers will not report to their position in a combination of uniform and civilian clothing, with torn or frayed uniforms, or with hems out of trousers.

Equipment:

Security officer 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 at the security guard desk and available at all times.

The Contractor shall provide security officer with a two way radio for agency to communicate with security officer when away from station Screening Requirements:

The 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 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 Agency reserves the right to request additional drug screens for security guards for reasonable cause. Any security guard who tests positive on any drug screen shall be immediately dismissed.

The State of Louisiana reserves the right to request that the Contractor provide the Office of State Procurement employee drug testing results at no additional cost to the State.

The 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 his employees as may be necessary.

Reporting Requirements:

The Contractor may be required to submit monthly shift sheets to the Agency. The Contractor must maintain complete and accurate records to substantiate services provided to the 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 Agency reserves the right to request additional reports, which contain documented proof that the requirements as stated herein are being complied with.

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 written report shall be submitted to the 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/cell phone, or answering service number so that he/she may be contacted by the Agency contact 24 hours per day. All calls must be returned within a 2 hour period.

Any change in telephone / pager numbers must be made available to the Agency within a 24 hour period.

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 his designee shall respond to all inquiries, complaints, and other written correspondence from Agency personnel or the Office of State Procurement within a 7 day period. Correspondence shall be made on the Contractor's official stationery.

Responsibilities of the Contractor:

1. All security personnel, equipment, uniforms, and any other equipment necessary to perform duties must be provided by the Contractor.

1. The 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 Agency requests that the Contractor does not change the personnel when at all possible, unless said personnel are not performing satisfactorily.

1. If requested by the Agency, the Contractor agrees to provide to the Agency a written security personnel schedule on a weekly basis, which depicts names of assigned personnel and times of shifts. Any deviation from this schedule is to be promptly reported to Yelonda Jackson and/or the designated site contact persons.

If for any reason any security personnel is deemed unsuitable by the Agency, the Contractor shall agree to replace the personnel within a 24 hour period If requested by the Agency, the Contractor agrees to provide a weekly report inclusive of a report indicating security personnel assignments and the results of monitoring checks.

The Contractor is to communicate (report to, inform, consult, and/or advise) as appropriate and necessary to only Agency personnel, as designated.

Governing Law - This agreement shall be constructed in accordance with and governed by the laws of the State of Louisiana.

Non-assignable Clause - The Contractor shall not assign any interest in this contract and shall not transfer the same.

References - If requested, Bidder must furnish this Agency with at least two references regarding any previous or current employers with which the Bidder has or had provided a security services contract.

1. Name of Employer:

Address:

City, State, ZIP:

Telephone:

Email:

1. Name of Employer:

Address:

City, State, ZIP:

Telephone:

Email:

The Contractor is to provide protection against unauthorized persons on premises. Noted violations are to be reported immediately to Yelonda Jackson and/or the designated site contact persons.

Uniformed guards to be equipped with registration cards issued by the Louisiana State Board of Private Security Examiners.

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

Payment of services - payment will be made monthly upon receipt of invoice from the Contractor that documents the actual hours of services provided. Hours will be verified with sign-in sheets.

In accordance with Louisiana Revised Statutes 37:3270 - 3298, all Bidders eligible for award must be currently licensed by the Louisiana State Board of Private Security Examiners prior to award. Contact the Board at (225)-272-2310.

"Non-performance" shall be defined as failure to meet any requirements as specified in the contract. Non-performance will be at the discretion of the Administrator of the Facility where services are being provided.

The Contractor hereby agrees to adhere to the mandates dictated by Title VI and Title VII of the Civil Rights Act of 1964 as amended; Section 402 of the Vietnam Era Veterans Adjustment Assistance Act of 1974; Section 503 of the Rehabilitation Act of 1973 and to Section 202 of Executive Order 11246 as amended. The Contractor agrees that he/she will not discriminate in the rendering of services to and/or employment of individuals because of race, sex, age, color, religion, national origin, disabled veteran, political belief, veteran status, or any other non-merit factor.