Attachment B - Specifications - Pages 1-8.docx

RFx: 3000026361 Attachment B

Specifications Louisiana Department of Transportation and Development

Unarmed Security Guard Service District 04 Headquarters 3339 Industrial Drive, Bossier City, La 71112

Description This specification defines the minimum requirements and duties for Unarmed Uniformed Security Guards for the Department of Transportation and Development (DOTD) 04 Bossier City Headquarters located at 3339 Industrial Drive, Bossier City, LA 71112. Additional details, such as documentation procedures, call out processes, etc. will be provided during the training period.

Guards shall receive and forward emergency calls and bridge opening requests to the appropriate DOTD personnel, patrol and protect the premises from thieves, vandals and other offenders, as well as, any other duties agreed upon by both parties. Guards shall perform the required duties in accordance with DOTD Policies and Procedures as set forth by the Department and DOTD District 04 (the District) department heads.

DOTD District 04 Point of Contacts

Guard Duties Shifts All guards must report to the Headquarters Front Desk at the beginning of each shift to pick up their DOTD provided equipment, i.e.: cellular phone, portable radio and a Master Security ID Card. Guards must arrive on time, dressed in their uniform and ready to work their shift. At the beginning of each shift, the guard is to ensure that the Switchboard telephone, located in the Administrative/Headquarter Building is transferred to the Guard Station.

Outgoing guard must review with the incoming guard any issues that arose during the previous shift. Information that should be conveyed to incoming guards may include any pending issues that have not been resolved and where they are in the process, complaint calls, vandalism, DOTD emergency call outs, etc. Outgoing guard must provide as much detail as possible in order to prevent a delay in critical response times during the next shift. This information must also be detailed on the Daily Record of Radio Station Operation Form.

At the end of the shift, guard must turn in all completed Daily Record of Radio Station Operation Form, Daily Guard Inspection Report Form, Emergency Call Out Log(s) and After Hours Sign-in Form from the previous shift and all DOTD issued equipment to the ADA of Business office before leaving the premises.

Emergency, Complaint, and Bridge Opening Calls Guards may, at any time during any shift, receive a call related to a roadway emergency requiring immediate action, a call to open a waterway bridge, or a complaint call regarding any number of issues. Guards on duty must ensure they are ready and able to answer any and all incoming phone calls. It is critical that guards are able to adequately interpret a caller’s needs and respond accordingly in a timely manner for response. Guards may also be required to communicate with personnel by DOTD radio, when necessary.

Emergency/complaint calls must be handled in a professional manner and responded to quickly and appropriately. Guards must listen carefully to the caller and document the conversation clearly and legibly enter the information given by the caller on the Emergency Call Out Log with as many details as possible including, but not limited to, caller’s name and call back number, date and time of the call, location of the emergency, description of the problem, etc. The Emergency Call Out Log must be completed for every emergency/complaint call received. The initial information gathered by the guard is critical to response times and will be used by the DOTD and emergency service crews. Once the information has been obtained, the guard must then determine the proper Department employee(s) to contact. The guard must then supply the contact with the information they gathered from the caller. The proper line of communication will depend on the location and nature of the call.

All calls occurring during a guard’s shift must be logged, in detail, on the guard’s Emergency Call Out Log and/or the Daily Record of Radio Station Operation Form, whichever is appropriate for the call. If the issue has not been resolved by the end of the guard’s shift, the outgoing guard must assure the incoming guard or appropriate DOTD personnel is informed of the status of the response and any other details that may be necessary to convey.

Note: A list of District employee names, contact numbers, and job duties is provided for the guards to use as a reference.

Patrols Guards are to be stationed at the Guard Station unless they are on patrol. Before beginning any patrol, guard must transfer all calls to the DOTD provided Cell Phone. Guards shall visually and physically patrol the grounds and exterior of buildings by way of the contractor provided golf cart of utility task vehicle (UTV) in a safe and professional manner. While patrolling the complex, guards must look for unlocked vehicles doors and exterior entrances of buildings, any signs of vandalism, theft, trespassing, etc. Guards are only allowed to enter the Guard Station and the Administrative/Headquarters Building during tours. While patrolling the Administrative/Headquarters Building, guards must look for unlocked exterior doors, and ensure office lights and restroom vents throughout the interior of the building are turned off. Guard must ensure the door used to enter and exit the Administrative/Headquarters Building is locked after each tour. Time of each patrol and findings must be logged on the Daily Guard Inspection Report Form.

Patrols are to be performed a minimum of once every four hours. The District reserves the right to increase the number of patrols per shift at any time should the need arise. Guards will be notified of any tour changes.

Additional Duties Guards are responsible for locking and unlocking the District Headquarters yard gate. Gates must be unlocked each weekday morning around 6:00 am and locked between 5:30 pm and 6:00 pm each weekday evening. Guards are required to lock and unlock this location for District employees and/or District approved visitors if an emergency call out occurs during the shift. No gate shall be left open outside of normal business hours unless they are opened to allow entry and exit of approved personnel.

Guards shall raise the American and State Flags each weekday by 6:00 AM and lower them each weekday by 5:30 PM. Flags shall not be flown during inclement weather, on weekends, holidays or when proclamations are issued by the Federal or State Government. DOTD Personnel will notify Guards when proclamations are issued.

Guards must ensure that only DOTD District 04 personnel and/or approved visitors are allowed on the premises. Guards will be informed of approved visitors in advance. Secure areas will be defined by the District during the training process.

Guards shall keep a written record of employees and/or approved visitors entering and exiting the grounds after normal working hours and document on the After Hours Sign-In Form.

Documentation The District requires that the guards fill out the following forms:

· Daily Record of Radio Station Operation Form (per shift)

· Daily Guard Inspection Report Form (per shift)

· Emergency Call Out Report Form (as required)

· After Hours Sign-In Form (as required) These forms are used to maintain written documentation of any events or happenings that occur during a shift and to verify the guards work hours. This documents are considered legal documents that can be used in court cases. Scratch/scribble through, white-out nor black-out marks are not allowed on these documents. A single straight line through text is the only acceptable method for all necessary corrections to these documents.

Schedule The contractor shall provide a schedule to the District ADA of Business or designee on a bi-weekly basis. Only one guard per eight hour shift. Overtime will not be allowed/charged due to the contractor’s schedule. Two-week schedule shall include the guards first and last name and the dates and times they are scheduled. Should the contractor need to replace or fill in a time slot with another guard after the schedule has been submitted, the contractor must notify the ADA of Business or designee, at least 24 hours in advance, whenever practicable, of the change. The contractor must supply the District with the replacement guard’s name, and the date and time of the shift they will be covering. A copy of the replacement guard’s permanent registration card may be required by the District prior to the guard’s arrival.

Guard service shall be provided on the following days:

· Regular Coverage

· Monday – Friday, service shall begin at 4:00 PM until 8:00 AM the following day for a total of 16 hours of coverage each day.

· The District will inform the Contractor if additional weekday coverage is required.

· Saturday and Sunday, service shall begin at 8:00 AM on Saturday until 8:00 AM on Monday for a total of 48 hours of coverage for the two days of service.

· Holiday Coverage

· Holidays that fall on Monday – Friday, during a holiday week, shall have guard service that begins at 8:00 AM, on the observed or proclaimed holiday, until 8:00 AM the following day for twenty-four (24) hour coverage per holiday day.

· All State holidays, both those observed in accordance with Louisiana Revised Statute 1:55 and those that are proclaimed throughout the year by the Governor. Holiday coverage shall be 24 hours per holiday.

· Per Louisiana Revised Statute 1:55, the State observes the following holidays:

· New Year’s Day – January 1st

· Martin Luther King, Jr.’s Birthday – 3rd Monday in January

· Mardi Gras – Tuesday before Ash Wednesday

· Good Friday – Friday before Easter

· Independence Day – July 4th

· Labor Day – 1st Monday in September

· Veterans Day – November 11th

· Thanksgiving Day – 4th Thursday in November

· Christmas Day – December 25th The District reserves the right to adjust the stated schedule, as needed, with notice to the contractor, in order to meet the needs of the Department.

Guards shall consume all meals during their designated shift at the District 04 job site. Guards shall not leave the premises during their designated shift as this post must be manned at all times as scheduled.

Contractor Provided Uniforms and Equipment The contractor, in accordance with the terms of the contract, shall supply guards with Louisiana State Board of Private Security Examiners approved uniforms. Uniforms must be clean, pressed and in good condition at all times and must clearly identify the employee as a Security Guard working for the contractor. Security Guards shall be wear the appropriate uniforms each shift and shall not report to duty in a combination of uniform and civilian-clothing.

All guards, during each shirt, shall have in their possession a badge, picture ID and a functioning flashlight. Badge and ID must be prominently placed on the uniform. Badge may not resemble those of local law enforcement agencies.

The contractor shall provide a golf cart or utility task vehicle (UTV), in good working order, for use in patrols across the campus. Under no circumstances shall Department equipment/vehicles nor the personal vehicles of individual security personnel be used to conduct security rounds. In the event the designated patrol vehicle is unavailable due to unforeseen repairs, any substitute motor vehicle utilized in its absence must be properly licensed and insured in compliance with current state laws and all applicable DOTD requirements under this contract.

DOTD Equipment The District will make available to the guard on duty a cellular phone and a portable radio to be used only for guard service related duties. Guards are responsible for the safe keeping of the phone and portable radio and must ensure it is charged and available for use during each shift. If at any point the cell phone and/or portable radio becomes inoperable, the guard must notify the ADA of Business or designee of the issue as soon as possible.

Note: Personal use of the DOTD cell phone is strictly prohibited. Billing statements will be reviewed monthly for misuse and/or personal use. Misuse and/or personal use of the issued phone could cause, at a minimum, the District to require the offending guard to be removed from service and require the Contractor to pay for any excess charges noted on the bill, as applicable.

Guards will also be issued a Master Security ID Card. This card is to be used while on patrol at each designated guard checkpoint throughout the complex. Guards are responsible for the safekeeping of the card. At the end of each shift, the Master Security ID Card, cell phone and portable radio shall be turned in to the ADA of Business office before leaving the premises.

Training & Experience Guards must be at least 21 years of age, legally and properly trained, have an established history of experience as a security guard, and possess a permanent registration card issued by the Louisiana State Board of Private Security Examiners in accordance with the terms, conditions and specifications of the contract.

Prior to a guard providing service on their own, each guard must go through eight hours of “on-site” training, before he/she shall be left alone on a shift. Initial training will be provided by DOTD personnel and include, at a minimum, patrol paths, building locations and inspection requirements, how to properly fill out documentation forms, how to determine who to contact during an emergency/complaint call, and the proper operation of the radio. Any additional training sessions needed for replacement or additional guards must be provided by the contractor in accordance with DOTD training procedures. Dates and times of training will be established during the initial meeting between the contractor and the District.

The contractor shall contact the District ADA of Business, or designee, 24 hours prior to, or as practicable, replacing a guard either temporarily or permanently. Permanent replacement guards will be required to go through the training process as noted above.

Employee Conduct All contractor personnel are expected to work in a manner that will maintain the security and best interests of the Department. The Department reserves the right to require the contractor to dismiss any employee 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 Department. The contractor agrees that he and his employees will conduct themselves in a careful and prudent manner and that he will not permit the facility placed at his disposal to be used for purposes other than those specified herein.

The contractor shall not allow any person less than 21 years of age or any person that is not on the contractor's payroll into or on the grounds of the facility at any time. The contractor will be responsible for compliance with all Department policies, security measures, and vehicle regulations and will be directly responsible for any and all damages to Department buildings and/or their contents caused by the contractor’s employees.

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. The contractor is also responsible for ensuring that his employees do not disturb papers on desks, open desk drawers, or cabinets, or use Department computers, fax machines, telephones, copy machines, including any and all State owned property, materials, or supplies except as authorized.

Drug Tests and Background Checks All employees of the contractor that will be onsite to perform the contracted services, must have passed a drug test and a background check prior to beginning work at the Department. Background checks and drug screens will be performed at no additional cost to the State. Drug tests must be performed by a certified laboratory of drug tested that meets the requirements/guidelines of the Substance Abuse and Mental Health Services Administration (SAMHSA). The screen report shall identify the drugs/metabolites tested for, whether positive or negative, as well as indicate the date and time of specimen collection, the date received by the laboratory and the date and time reported. Drug testing must include testing for the presence of marijuana, opiates, cocaine, amphetamine/meth-amphetamine and phencyclidine (PCP).

The State reserves the right to request additional drug screens for guard staff for reasonable cause. Any guard that tests positive on any drug screen(s) shall be immediately dismissed.

Screening result reports must be kept on file by the contractor and supplied to the Department or the Office of State Procurement no later than 72 hours of request.

Contractor Documentation The contractor shall supply the District with the following information before service begins:

· A list of all guards assigned to the District location.

· A copy of each guard’s permanent registration card issued by the Louisiana State Board of Private Security Examiners.

· A picture ID/photo of each guard assigned to the location.

· A copy of the contractor’s license issued by the Louisiana State Board of Private Security Examiners.

· A toll free contact number that is manned 24 hours a day.

· At least one local supervisor/manager’s name and contact information. Contact must have the authority, knowledge and ability to address and resolve issues.

The contractor shall supply the District with the following information throughout the service period:

· A bi-weekly schedule showing who will be on duty as well as the date and time of service.

· Examinations and review reports of the security guards’ performance while on duty. Reports shall be completed on at least a quarterly basis and shall include:

· Security Guard’s Name

· Examiner’s Name

· Date of Examination and Review

· Performance Comments

· Finding of Compliance Inspection

· An updated list of guards as changes occur.

· Monthly shift reports/time sheets for each scheduled guard.

Documentation Audit The District shall perform an audit of the Daily Record of Radio Station Operation and Daily Guard Inspection Report Forms, as well as the invoice at the end of each month to ensure all paperwork is accurate and properly completed. Invoice must agree with both the number of hours worked, as documented on the Daily Record of Radio Station Operation and the contract price as stated within the contract. All inconsistencies identified by the District during the audit will be sent to the contractor for correction as soon as practicable. Payments will be made within 30 calendar days from receipt of correct invoice and documentation. Corrections should be made within 72 hours of notification.

Non-Performance “Non-Performance” shall be noted as failure to meet the requirement(s) as specified in the contract. Non-Performance will be at the discretion of the ADA of Operations.

If services are not in conformity or not performed within the requirements of the contract, the Department shall use the following guidelines in adjusting the contractor’s invoice. Start-up time not to exceed one (1) week from commencement of the contract.

A. First Occurrence – Verbal warning: Require the contractor to immediately perform the services in accordance with the Contract.

B. Second Occurrence – Written Documentation – Notice from the Department to the Contractor.

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

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

The Department shall notify the contractor of reported performance issue(s). The contractor will have seven (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 written notice of deficiencies in performance within the specified number of days may constitute grounds for contract termination.

The Department will submit to the Office of State Procurement (OSP) written documentation of non-performance issues that are chronic or non-remedied along with any attempts made by the Department or the contractor to resolve the performance issue(s). OSP will notify the contractor of the reported performance issue(s) as submitted. The contractor will be given an allotted amount of time to respond in writing to the OSP, detailing how and when the contractor intends to resolve the deficiency. The contractor’s failure to respond to the deficiencies in performance, or failure to satisfactorily respond within the required number of days specified in each notice will constitute grounds for placing the contractor in default.

Repeated incidents of unsatisfactory performance, failure to supply the required documentation, shortage of hours, or failure to comply with other terms of the contract will constitute grounds for placing the contractor in default and could, at the State’s discretion, result in contract termination.