Attachment B - Specifications - Pages 1-8.docx

Attachment B - Specifications RFx No.: 3000026378 Title: *Mand. Site Visit* Unarmed Guard - DOTD

Louisiana Department of Transportation and Development Specifications

Unarmed Security Guard Service DOTD District 61 Headquarters 8100 Airline Highway, Baton Rouge, LA 70815

Description This specification defines the minimum requirements and duties for Unarmed Uniformed Security Guards for the Department of Transportation and Development (DOTD) District 61 Baton Rouge Headquarters located at 8100 Airline Highway, Baton Rouge, LA 70815. 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 61 (the District) department heads.

DOTD District 61 Point of Contacts

Guard Duties Shifts All guards must sign in when the shift begins and sign out when the shift ends on the Daily Guard Service Report form. Guards must arrive on time, dressed in their uniform and ready to work their shift. Guards shall not have any personal visitors while on duty, under any circumstances.

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, bridge openings, 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 Guard Service Report Form.

At the end of the last shift of the day or weekend, the guard must bring the daily Guard Service Report and Complaint Record forms for all shifts to the District 61 Headquarters Receptionist.

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 Complaint Record form 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 Complaint Record form 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. When receiving emergency call outs, the guard shall make contact with the on call employee within 5 minutes of being notified. If they are unable to contact the on call employee within this time, the guard must immediately contact the next line supervisor or the next person on call. Under no circumstances should the guard fail to make contact with an appropriate party within 10 minutes of being notified.

Periodically, a moveable bridge may need to be opened during a guard shift. When a call comes in requesting a bridge opening, the guard must contact the appropriate DOTD personnel to open the bridge and document the call.

All calls occurring during a guard’s shift must be logged, in detail, on the daily Guard Service Report form and the Complaint Record. 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 shall visually and physically patrol the grounds and exterior of buildings by foot 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. Time of each patrol and findings must be logged on the daily Guard Service Report form.

Patrols are to be performed a minimum of once per shift. 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 gates. Gates must be unlocked each weekday morning and locked at the close of each weekday evening. Specific times will be determined by the District Administrator. Guards are required to lock and unlock this location for District employees and/or District approved visitors if a 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 must ensure that only DOTD District 61 personnel and/or approved visitors are allowed on the premises. 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 Security Guard Daily Report.

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

· Daily Guard Service Report (per shift)

· Complaint Record (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 8 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:

· 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

· Weeknights (16 hours/day) 3:00 PM CT through 7:00 AM CT, Monday through Friday

· Weekends (24 hours) 3:00 PM CT Friday through 7:00 AM CT Monday

· Holidays 3:00 PM CT the day before the holiday through 7:00 AM CT the day after the holiday or as determined by the District.

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 61 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.

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 8 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 Guard Service Reports and Complaint Record 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 Guard Service Reports 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.