ATTACHMENT B - Statement of Work - Unarmed Uniformed Security Services - Jacksonville National Cemetery.pdf

STATEMENT OF WORK

JACKSONVILLE NATIONAL CEMETERY

Security and Patrol Services

Scope of Work: The purpose of this requirement is to provide professional and courteous, uniformed and unarmed Security Guard services for the Department of Veterans Affairs (VA) Jacksonville National Cemetery.

The cemetery is currently covering 91 acres. The service provided shall be performed in such a manner as to ensure the safety and welfare of visitors and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment and supplies necessary to provide the services required herein. Contractor must maintain all required State of Florida License requirements.

Place of Performance:

Jacksonville National Cemetery 4083 Lannie Road Jacksonville, Florida 32218

Coverage: The Contractor shall provide Security Guard employees to ensure coverage for the periods stated in the Price/Cost Schedule and as noted in this Statement of Work.

Period of Performance: April 1, 2021 through March 31, 2022 with (4) 1-Year Options through March 31, 2026.

Security Guard Normal Hours of Coverage:

A: WEEKDAYS: Monday through Friday 4:30PM till 8:00AM B: WEEKENDS: Saturday and Sunday 8:00AM Saturday till 8:00AM Monday C: HOLIDAYS: Starts at 8:00AM on day of holiday till 8:00AM Next Morning

If additional services are required outside of the hours of coverage specified herein, the Contractor must receive prior written approval from the Contracting Officer (CO) via contract modification.

Any additional services performed by the Contractor without this authorization will be performed at no additional cost to the Government.

The Holidays observed by the Federal Government are as follows:

Personnel:

Contractor personnel performing services under this contract shall have no criminal record.

All contractor personal shall have a valid Driver’s license to operate any motor vehicle on cemetery property.

These Security Guard duties will include personal encounters with visitors, other contractors and employees of the Government.

The Contractor shall assign a Point of Contact (POC) for the purpose of ensuring compliance with all provisions of this contract. The Contractor POC shall be available to report on site if requested and can address performance issues.

Qualification Requirements of Contractor Personnel:

Supervisor: The Contractor shall provide a supervisor on site at a minimum of once for weekly inspections and problem corrections. In addition, the Supervisor shall be available for direct communication with Security Guard(s) on duty during their entire shift.

Must be literate in English to the extent of reading, speaking and understanding printed, regulations, detailed written orders and shall be able to compose reports which convey complete information in a clear and concise manner.

Must have the ability to maintain poise and self-control under stress.

Supervisors shall have a background with a minimum of two (2) years of successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or industrial guard service or security). Shall have all State of Florida License required to perform as a Security Guard.

The Contractor shall provide the name(s), telephone number(s), and addresses of the on-site or in-field supervisor, in writing, to the Contracting Officer prior to performance under this contract.

New Year’s Day January 1

ST

Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 th

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 th

Thanksgiving Day 4th Thursday in November Christmas Day December 25th

The term "on-site supervisor" means a person designated, in writing, by the Contractor, who has authority to act, for the Contractor, on a day-to-day basis at the worksite or vicinity.

Supervisors will monitor the hours of duty of personnel to ensure compliance with the requirements of this contract. Field Supervisors must periodically visit the VA Facility.

The payments for leave, including sick leave or vacation time, are the responsibility of the Contractor.

The Contractor shall provide the level of supervision to ensure that employees are properly performing all duties as specified in accordance with the contract.

The on-site or in-field supervisor shall assure that Security Guard(s):

Are in uniform and present a neat appearance. Maintain a continued state of proper training.

Possess the necessary permits. Maintain continued liaison with the COR or designated alternate Ensure documentation is accurate.

Security Guards Minimum Qualification Standards:

Education / Experience:

Must possess a high school diploma or equivalency. Must demonstrate the ability to read, understand and apply printed rules, detailed order, instruction and training materials. Must have the ability to construct and write clear, concise, accurate and detailed reports. Shall have all License required by the State of Florida to work as an Unarmed Security Guard.

Must be literate in English to the extent of reading and understanding printed regulation, detailed written orders, training instruction and material, and shall be able to compose reports which convey complete information in a clear and concise manner.

Must have the ability to maintain poise and self-control under stress.

Must have the ability to meet and deal with the general public in a professional manner.

Health and Physical Fitness Requirements:

Be physically able to perform all general duties, functions, and activities as described in this Statement of Work.

Government-Furnished Property and Services: The following resources shall be provided to the Contractor for their use:

Standard Operation Procedures (SOP): Copies of the SOP’s for Jacksonville National Cemetery will be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures. SOP shall not be removed from Government property, or reproduced or copied in any manner unless properly authorized by the Contracting Officer. VA reserves the right to update the SOP as required by regulations, policies, procedures or Executive Orders issued by the President of the United States.

Most changes should be minor in nature and have no impact on the terms and conditions of this contract. In the event of major changes, the Contracting Officer shall address the issues in writing to the Contractor. As far as possible the Contractor’s staff shall implement any change immediately and address any conflicts or issues through the Contractor to the Contracting Officer.

Security Equipment: Currently the Jacksonville National Cemetery has intrusion, motion sensors, fire alarm. These signals are transmitted over telephone lines to the alarm company (note:

the alarm systems are contracted for on a separate contract).

In the event of a signal, the alarm company will contact the assigned on-call Security Guard for this contract and that Security Guard shall respond to the building(s) to address alarms within 5 minutes of receiving notification from the alarm company and will notify the alarm company if any assistance is required.

In case of any emergency that requires, police, fire department or Rescue the Security Guard will call 911 to request what assistance is needed depending on the emergency. If emergency assistance is requested and if the situation allows the security guard will meet requested personal at front entry and escort to needed location. If not able to meet at front gate, security guard will turn on patrol vehicle flashing lights on top of vehicle. For all emergencies the Security Guard will notify the Cemetery Director once the emergency allows but as soon as possible.

Contractor-Furnished Property and Supplies: The Contractor shall furnish and maintain in acceptable condition, all uniform items, patrol vehicle, cellphone, equipment and supplies necessary to perform the services required of this contract (except for the items listed in Paragraph 4 above).

A partial listing of these items is provided below. This listing is not all-inclusive. The contractor will ensure the patrol vehicles used in performance of this contract must meet all state safety, licensing, registration and insurance requirements.

Vehicles used in the performance of this contract shall always be clean and neat in appearance, clearly marked as security with company name and information, and have flashing lights mounted on top of vehicle. Acceptable vehicles would be a Sedan, Truck or SUV. Personal vehicles shall not be used in performance of this contract.

Communication Equipment: The Security Guard shall always have a cell phone to communicate with the alarm company and local emergency agencies if required and to notify the Cemetery Director, COR/Alternate COR of any incidents that occur. Any incident that occurs will be immediately reported to the Cemetery Director, COR/Alternate COR.

Uniforms: Contractor personnel shall always wear professional uniforms while in the performance of his/her duties. Uniforms will consist of long pants, button up shirts. Shirts shall always remain tucked in. The color of the Contractor’s guard force uniforms shall be a color in general use by large guard or police organizations.

All Contractor employees performing services under this contract shall wear the same color and style of uniform. Appropriately lettered breast and cap badges, indicating the jurisdiction from which authority is obtained, shall be worn as part of the uniform (providing such authority is grantable under state and local laws).

Shoulder patches lettered to indicate the identity of the Contractor shall be worn on the left shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket and security guards shall wear a contractor company identification at all times.

Real Time and Online Guard Tour System: The contractor shall use a real time online guard touring system that will offer real time check point scanning, incident reporting, GPS tracking of security vehicle and ensure client has access to the following modules of the program, Check Point Scanning, Incident and Daily Log, GPS Tracking of the vehicle. This will allow the client the ability to ensure the hourly checks are being performed, that the vehicle is not away from the cemetery for long periods of time and to view incident reports and daily logs.

The contractor will ensure all motor vehicles used in performance of this contract must meet all state safety, licensing, registration and insurance requirements. Vehicles used in the performance of this contract shall always be clean and neat in appearance and clearly marked as security.

Personal vehicles will not be used in performance of this contract.

Security Guard Duties: Assignments may include but are not limited to the following:

Customer Service: Meet and interact with the general public in a manner that promotes a positive image of the VA. Maintain poise and self-control under stress. Keep conversations with visitors to the facility cordial and brief. Security Guards shall not allow personal conversation or activity interrupt patrol movement.

Building/Grounds Surveillance: Conduct patrols in accordance with this SOW. Maintain an operations journal, documenting all security related activity. Security Guards will patrol the cemetery by vehicle and by foot to inspect the exterior of all buildings and fencing to ensure no forced entry of vandalism has occurred.

This includes walking around the fence of the cemetery and contractor’s maintenance yard to ensure there is no forced entry. These patrols will be required on a minimum of hourly basis. There will be check point locations on all buildings and other locations throughout the cemetery that the security guard will be required to scan on each hourly patrol.

These locations will consist of at a minimum, Administration Front and Back Doors, Maintenance Building Front Door, Honor Guard Door, All three Committal Shelters, Columbarium Section A & B, Gates to VA and Contractors Maintenance Yard Gates, Main Front Cemetery and Cemetery Back Entry Points. At any time, the cemetery may add additional locations to be scanned.

At any time, the Security Guard finds any sign of vandalism, forced entry or any other emergency they will contact 911 and request emergency assistance that is needed to handle the situation. The security guard will notify the Cemetery Director, Foreman and or COR immediately if they have an incident with any cemetery visitor.

A complete report will be completed and turned in to the COR the day of the incident. A list of contact numbers for cemetery staff will be provided to the contractor.

Rules and regulations: Observe visitors for compliance with posted rules and regulations.

Report issues to the COR and file a report regarding the incident.

Hazardous conditions: Report daily, in accordance with the procedures in the Standard Operating Procedures, potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc.

Observation: Observe suspicious personnel or personnel behaving inappropriately, showing hostility, and/or possibly carrying weapons. Monitor potentially unauthorized personnel (e.g., children unaccompanied by adults, or solicitors).

Reports and records: Prepare required reports at the frequency indicated.

Injury or illness: In the event of injury or illness to Government employees or others while in on VA Grounds, obtain professional assistance in accordance with procedures outlined in the SOP.

Other: Security Guard(s) shall be present at the VA facility and shall perform the required services for the period specified. Security Guards may be directed by the COR to raise and/or lower the United States Flag if we receive notification the President of The United States has issued an order for the flag to be lowered and the cemetery staff is not onsite to lower or raise as required per order. The exact dates and time cannot be predetermined. The Contractor shall always have Security Guard(s) at the VA Facility during the hours of coverage as listed herein.

Identification, Parking, Smoking and Regulations: The Contractor's employees shall always wear visible identification while on the premises of the VA. It is the responsibility of the Contractor to park personal and security vehicle in the appropriate designated parking area located at the cemetery maintenance building.

The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. All vehicles, containers, tool kits and other items on cemetery property shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Contracting Officer’s Representative (COR): The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after the contract has been signed, identifying the individual(s) as the COR(s).

Changes: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

Personnel: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer.

Contractor’s Responsibilities: The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractor shall comply with all VA safety standards, manufacturers/industry standards, FDA, OSHA, JCAHO and the latest edition of NFPA-99.

PERFORMANCE MONITORING:

The criteria for acceptable and unacceptable performance are as follows: Contract terms and conditions requirements. The criteria for terms and conditions requirements are the level of performance deemed acceptable to the Government and in accordance with this statement of work and all attachments.

If the quality of work does not comply with the contract requirements the COR will initiate and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).

The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort shall be made to resolve all problems identified. The Government shall prepare written minutes of the meeting.

The Contractor, Contracting Officer, and the COR shall sign minutes of the meeting(s).

Should the Contractor not concur with the minutes, he shall state in writing to the Contracting Officer within ten calendar days any areas with which he does not concur and explain the reasons for non-concurrence. The Contracting Officer shall review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer shall notify the Contractor of the decision in writing within ten calendar days.

Normally, the COR shall verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation shall be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR shall be issued.

A third CDR shall be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

(END OF STATEMENT OF WORK)