SI-Solicitation_No_F17SOL10033--7202017.pdf

THE SMITHSONIAN INSTITUTION’S

SOLICITATION

FOR UNARMED SECURITY GUARD SERVICES

SOLICITATION NO. F17SOL10033

JULY 20, 2017

THE SMITHSONIAN INSTITUTION’S CONTACT FOR THIS

SOLICITATION:

SMITHSONIAN INSTITUTION’S OFFICE OF CONTRACTING

CONTACT:

MR. HENRY RILEY, ESQ.

TEL: 202-633-7292

E-MAIL: RILEYH@SI.EDU

KEY DATES

DATE EVENT

August 01, 2017 Date to contact* the Smithsonian Institution (“SI”) of intent to attend On-Site Visit**. Respondents are to include your company name, the number of persons attending, and your preferred email address to be used to convey information about the pending On-Site Visit.

August 03 Time and address of On-Site information will be emailed to respondent’s preferred email address.

August 09 On-Site Visit

August 10 Formal Question and Answer Period Begins.

-Questions are to be submitted in writing, by email, to the Mr.

Riley—See below for email address.

-During this Period Questions will be compiled and periodically Answered.

--Note: A broadcast email, with Questions and Answers, will be sent to all parties that have either submitted Questions and/or submitted their preferred contacting email address.

“NOTE”: Questions will ONLY be answered by email.

August 23 Formal Question and Answer Period Ends.

September 01, All Proposals—Business and Technical, are DUE!

-They MUST Be Received by SI in the Smithsonian Institution’s Office of Contracting*** by 3:00p.m.

local (Washington, D.C.) time.

*Contacting the SI: Send emails to Mr. Henry Riley, Esq., at rileyh@si.edu

**On-Site Visit: It will occur at a SI Facility/Museum in Washington, D.C.

***Receipt of Proposal:

Address:

Smithsonian Institution’s Office of Contracting c/o Mr. Henry Riley, Esq.

2011 Crystal Drive Suite No. 350 Arlington, VA 22202 Email: RileyH@si.edu

Delivery:

Shall be by Hand Delivery, Overnight Delivery Company, or Commercial Messenger-- Do-Not-Send by U.S. Mail. Do-Not-Send/Submit by Email. (Email Submittals Shall neither be Considered Delivered nor be Deemed as Responsive.)

A - Solicitation/Contract Form Clauses

B - Supplies or Services/Prices Clauses

C - Description/Specifications Clauses

D - Packaging and Marking Clauses

E - Inspection and Acceptance Clauses

F - Deliveries or Performance Clauses

G - Contract Administration Data Clauses

H - Special Contract Requirements Clauses

I - Contract Clauses Clauses

J - List of Documents, Exhibits and Other Attachments Clauses

K - Representations, Certifications, and Other Statements of Bidders Clauses

L - Instructions,Conditions, and Notices to Bidders Clauses

M - Evaluation Factors for Award Clauses

A - Solicitation/Contract Form

Clauses

SI-0084 Solicitation/Contract

SI-0085 Solicitation-Contract

1 1

B - Supplies or Services/Prices

B.1 Contractor shall perform all services and provide all deliverables as set forth in Section C and elsewhere in this contract, for the firm fixed price of $ ____________(for the Base Period).

B.2 PRICING SCHEDULE:

Description Type

Base Year Firm, Fixed Price (“FFP”)

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Option Year 5

Option Year 6

Option Year 7

Option Year 8

Option Year 9

B.3 The Contract will be Awarded for a period of a Base Year plus Nine (9) successive Option Years. The Price/Cost for the Base Year and each said Option Year shall be established by the Price/Cost Schedule delineated in Attachment A.

B.4 FAR 22.1008-2 – Successor-ship with incumbent contractor collective bargaining agreement.

B.4.1 Predecessor Contractor. As there is a current Contract providing

Unarmed Guard Services, the incumbent contractor must pay a minimum hourly rate (wages and fringe benefits) equal to the current said hourly rate per the applicable Wage Classification.

B.4.2 The current said hourly rate per Classification is as follows:

Washington, D.C.

Classification Hourly Rate (Wage plus Fringe) Guard 1 $19.89

Virginia

Guard 1 $17.23

New York, NY

Guard I $26.78

Maryland

Guard 1 {Billables}

52.216-S0086 Pricing

See Continuation Sheet/Optional Form 336.

C - Description/Specifications/Work Statement

C.1 PURPOSE:

The Smithsonian Institution (SI) is a Trust instrumentality of the United States Government responsible for the operation of a wide range of museums, research and storage facilities dedicated to the increase and diffusion of knowledge. Paramount to the successful operation of the Smithsonian Institution is its capability to provide for the protection of the National Collections and property entrusted into its care, and to provide for security and safety of staff and visitors.

The Office of Protection Services (OPS) of the Smithsonian Institution has a need to maintain a technically sound and professionally responsive security force to provide these protective services.

Contractor shall provide OPS with unarmed contract Security Guards and supervisory staff that are technically proficient and customer service oriented with specific attention to Smithsonian Visitor Experience. Contract staff will supplement the professional armed proprietary security staff provided by OPS at designated SI museums and other facilities identified herein. The Contractor must supply management, supervision and operational personnel with sufficient skills to insure that services will be performed in a professional manner.

It is important to note SI is contracting for security post coverage and not for general staffing, with an estimated 12,000 weekly reoccurring post hours, seasonal increases of 5-15% of reoccurring hours and special event and escort hours averaging 5-15% of re-occurring hours. While SI is constantly evolving, current post and hours of coverage for each post are identified in Section J. The Contractor is required to provide uninterrupted coverage of these posts as describe in paragraph C.3.10. The Contractor will only bill for actual productive man-hours of post coverage as described in paragraph C.3.6 (a through c).

Additionally, the Contractor shall provide a supervision and management structure to support and maintain the efforts necessary to seamlessly provide this continuous coverage and the administrative functions to maintain continuity in services. Costs for this management structure to include, but not necessarily limited to, operational management, supervisors, payroll and billing, equipment, relief, holidays and overhead costs, to include profit, shall be included in the Security Officer hourly rate for the base bid.

C.2 BACKGROUND

C.2.1 MISSION:

The Office of Protection Services protects and secures the National Collections entrusted to the Smithsonian Institution. It ensures the safety and security of staff and visitors, while permitting an appropriate level of access to collections and properties.

C.2.2 FUNCTIONS:

The functions of OPS include protecting Smithsonian collections, facilities and other property from damage, destruction and loss; responding to emergencies of any nature; assisting visitors and staff, and ensuring their safety.

In order to perform these functions, OPS surveys museums and other facilities to determine security needs. The Office of Protection Services reviews construction plans for new facilities and exhibits to ensure that adequate provisions are made for security. From the surveys of museums/facilities and construction and exhibit reviews, OPS develops Operational Requirements for all SI museums/facilities.

The Office of Protection Services provides comprehensive training for all of its security force personnel, deploys a security force throughout SI facilities, operates a system of alarms, provides locks and keys for SI doors, investigates crimes other than white-collar crimes committed in SI facilities and maintains liaison with law enforcement and other security agencies.

There are over 850 full-time uniformed (armed) Security Officers, Police Officers and unarmed contract Security Guards and approximately 125 administrative staff members working to meet the protection needs of the Smithsonian. The Office of Protection Services provides 24 hours, seven days per week security services and operates programs for security management, law enforcement and criminal investigation at the major SI facilities in the Washington, DC, area; at the Smithsonian’s two New York City museums; and at the Smithsonian Tropical Research Institute in Panama. The Office of Protection Services provides technical assistance and advisory services to all other Smithsonian bureaus and facilities and counts among its customers Smithsonian employees, volunteers in every facility it services and over 30 million visitors each year. The authority for OPS activities is derived from the Smithsonian Institution Special Police Act, 40USC193(n-x).

C.3 STATEMENT OF WORK

C.3.1 CONTRACTOR SHALL: Provide management, payroll, supervision, breaks, manpower, equipment, and supplies necessary to provide unarmed guard services as described herein. The unarmed security guard services shall consist of routine fixed post and roving patrol duties to provide customer service and to assure safety and protection for occupants and property against injury, molestation, vandalism, theft, trespass, fire and any other events detrimental to the security of such persons and property. The Contractor must supply management and operations personnel to insure that services will be performed in a professional manner and the administration of such services shall not be borne by SI and shall be at the sole expense of the Contractor. Cost for management, supervision, equipment, relief, holidays and other overhead costs to include profit shall be included in the Security Officer hourly rate for the base bid.

C.3.2 SCOPE OF SERVICES: Includes requirements necessary to permit the

Government to meet its responsibilities for the protection and security of government personnel and property, designated herein, to be guarded by OPS. The Contractor services will be determined by OPS and may range from part-time to full time (24 hours a day, seven days a week), on-call basis, and include weekends, holidays or night duty.

Technical proficiencies will vary based upon Work classification. The preponderance of SI posts to be covered by the Contractor will be Standing Post Gallery Attendants during open museum hours; Roving Patrols during open museum hours; and Screening and Entry Control during museum hours as described in Section J—see Attachment 1. Further, SI will require fixed post and roving patrol both foot and vehicle (SI provided vehicle), at select non-public facilities, as described in Section J—see Attachment 2.

K-9 Explosive Detection Teams will also be required by SI and must be provided by the contractor during open museum hours and on an on-call status as described in Section J—see Attachment 3. SI may require Alarm Monitoring for a limited number of its Unit Control Rooms, these posts would require 24/7/365 staffing and must be relieved by Contractor staff that possess the same level of technical proficiency and completion of SI provided Alarm Monitoring training as identified in Section J—see Attachment 4.

Although SI has stated the anticipated services to be provided per this RFP, necessary to fulfill the requirements of this request, SI, at its discretion, may change, add, and/or delete working hours, services, and Work classifications as it deems necessary to meet the mission of the Institution.

The OPS Headquarters address is: Smithsonian Institution Office of Protection Services, Capital Gallery, 600 Maryland Avenue, SW Suite 4100, P.O. Box 37012 MRC 504, Washington, D.C. 20013-7012.

C.3.3 PERSONNEL QUALITY STANDARDS: Compliance with the below listed

Work requirements will assure the suitability of services for their intended purpose. Failure to provide suitable personnel will result in SI applying a penalty to the Contractor’s invoice to the sum of One point five (1.5) times the Contractors base bill rate for classification of services that either went unmanned or was determined unsuitable for each hour that the identified post remained in an unsuitable condition. This limitation may be waived by the COTR in emergency situations, which are found to be beyond the control of the Contractor. A waiver shall be obtained for each occurrence.

Noncompliance with any Work requirement will indicate unsuitability for the intended purpose.

C.3.4 CONTRACTOR’S TRANSITION: The Contractor will provide SI with a transition plan that will maintain continuity of service. This transition plan must address the following:

a. The Contractor’s proposed plan surrounding retention of personnel who elect to maintain their positions after the transitional period;

b. Retention plan for transitioning personnel addressing tenure and benefits based upon previous years of service;

c. Contractor’s plan to recruit and staff across all classifications of service for those personnel that either elect not to or do not successfully transition;

d. Contractor’s training plan to ensure positive visitor experience, effective and efficient Visitor screening and positive visitor interactions within Smithsonian galleries.

e. The Quality Management program to be implemented to maintain continuity of service.

C.3.5 CONTRACTOR’S START-UP: Immediately after award of the contract and prior to performance, the Contracting Officer’s Technical Representative (“COTR”) and the Contractor’s Office Representative (“CR”) will meet. At that time the CR and the COTR shall review the established/identified Project Manager for the contract. The CR and COTR shall also conduct an in-depth, on-site review of the total job requirements to include but not be limited to the following:

a. The Contractor’s Training Program;

b. The methodology and process the Contractor will utilize to generate and maintain Post Orders;

c. The general type of work performed by OPS to include organizational structure, programs and facilities;

d. Contractor’s Operational Requirements - Section J;

e. Policy, directives and specific procedures that define conduct and employment standards for SI staff;

f. Floor plans and area maps of the facility, which depict emergency evacuations routes, the location and type of each fire alarm, location of cut-off valves or switches, and special instructions pertaining to security controls;

g. Emergency Evacuation Plan, including a detailed review of the exact responsibility for each guard post;

h. Eligibility requirements such as medical certificates, personal history statements, completed personal background investigative form (to include completed fingerprint cards) for Contractor’s Security Guards and other personnel who will be working on this contract;

i. Security Guard Licenses for all personnel to be staffed at any SI facility from the governing agency responsible in the area assigned.

Whereas Washington DC is licensed through Security Officers Management Branch; Virginia is maintained through the Virginia Department of Criminal Justice; Maryland is maintained through the Department of Maryland State Police; and New York is maintained through the Department of State, Division of Licensing Services.

C.3.5.1 All personnel, supervisors, project and assistant project managers and alternates assigned to this contract must, at a minimum, have a favorably adjudicated Background Investigation as prescribed by the Federal Investigations Service, Office of Personnel Management FIS/OPM). All personnel must also have verification of eligibility for employment in the United States and comply with all state and local registration and licensing laws and regulations for security officers. Security Guard Licenses for all personnel to be staffed at any SI facility must be issued from the governing agency responsible in the area assigned. Whereas Washington DC is licensed through Security Officers Management Branch; Virginia is maintained through the Virginia Department of Criminal Justice; Maryland is maintained through the Department of Maryland State Police; and New York is maintained through the Department of State, Division of Licensing Services. Upon completion of a successful background investigation the security guards and supervisors will be issued an SI Credential that shall be worn at all times.

C.3.5.2 Contractor shall demonstrate their familiarity with all other available information regarding difficulties that may be encountered and the conditions under which the Work must be accomplished to include, but not necessarily limited to, wage requirements, costs of living and transportation within and surrounding areas of service. Further, the Contractor must notify SI, within the time required by the Service Contract Act of executions, of either a new collective bargaining agreement, new rider agreement, and/or amendment to any existing collective bargaining unit or rider agreement. The contractor shall not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the required services to include but not limited to sick time and benefit requirements.

C.3.6 CONTRACTOR EFFORT REQUIRED:

a. Productive Man-hours Required: The man-hours are the minimum productive man-hours, which have been determined as essential to perform the Work required by this contract. As used herein, the term “Productive Man-hours” includes only the actual working time of Security Guards performing services as specified in the individual classifications identified in Section C.3.9 and supplemented in Section J—see Attachments 1 thru 4. The current productive man-hours of each post are described in Section J—see Attachment A. The productive man-hours with associated hourly rates shall be considered the base bid for the contract. SI reserves the right to alter the duties and schedules of posts in Section J—see Attachment A, based upon the needs of SI. However, if this is required, SI will provide the Contractor 7 days’ notice of such changes to the estimated base hours that will be reoccurring for greater than a 30 day period. The Contractor is fully expected to provide the services identified in Section J—see Attachment A. However, should the Contractor fail to provide the specified number of man-hours, deductions may be made by SI at the rate of one and one-half times the Security Guard hourly rate of the Work classification for the time a post is not manned.

b. Non-Productive Man-hours: The Smithsonian Institution pays a flat hourly rate for Security Guards for the productive man-hours the guard posts are covered. SI will not pay overtime for any contractor employees working over 8 hours a day or over 40 hours a week and will not pay any additional charges for relief guards to cover meal periods and breaks. There are no Security Officer posts within the scope of this contract that SI considers self-breaking, which must be recognized by the Contractor in the generation of the Security Guard’s hourly rate. Further, the costs for management, supervision, relief, and all Contractor profit, and overhead will be included in the Security Guard’s hourly rate for the base bid.

c. Supervisory Man-hours: The Contractor shall provide SI with a supervisory structure that identifies the frequency each facility and post will be supervised and inspected by the Contractor’s supervisory structure. Further, the method by which this time will be reported to SI must be identified along with the methodology for auditing such time for compliance. SI will not consider this to be productive man-hours and is an element of the Contractors Management system.

d. Additional Facilities: The Smithsonian Institution reserves the option to add facilities beyond those identified in Section J, requiring additional personnel to this contract. As indicated in paragraph C.3.5.a, SI will provide the Contractor with a minimum of 7 days’ notice to alter the duties and productive man-hours, if necessary. Should the addition of a facility greatly deviate from the standard roles established in Section J, SI will enter into negotiations with the Contractor to address the base bill rate.

e. Schedule of Hours Required: The productive man-hours for designated museums covered by this contract are included in Section J -- Attachment A.

C.3.7 LIMITATION on MAN-HOURS: No contract Security Guard shall provide more than twelve hours of service on this contract in any twenty-four hour period unless the Work periods are separated by an eight-hour non-duty period. Nor may any contract Security Guard work at a separate Contractor work location outside of SI if it will result in that Security Guard working more than twelve hours of service in any twenty-four hour period unless the Work periods are separated by an eight-hour non-duty period. This limitation may be waived by the COTR in emergency situations, which are beyond the control of the Contractor (e.g., weather conditions that prevent the next shift form arriving). A waiver shall be obtained for each occurrence.

C.3.8 DUAL POSITIONS: Employees of the Contractor may not-Work simultaneously as productive Security Guards and on-site Supervisors.

C.3.9 SERVICES REQUIRED: The Contractor shall provide trained Security

Guards at all times to perform the services as prescribed by the contract and the Guard Post Orders.

a. Security Guards employed by the Contractor shall perform the duties outlined in the post orders, which the Contractor will ensure have been prepared for each post in accordance with SI standards and reviewed by the COTR for the awarded contract. These orders define the basic Work to be performed at each post including the exact hours of duty.

Except for emergencies, no deviations shall be made without direct consent from the COTR for the awarded contract. Failure to adhere to the requirements of the established Post Orders will be considered noncompliant and may result in SI imposing a penalty of One point

Five (1.5) times the Security Guard base rate at the classification of post assignment for the duration that the post remained in non-compliant status.

b. The typical duties to be performed may include, but not necessarily limited to, the following:

1. Visitor Screening: Perform effective and efficient screening of visitors entering Smithsonian facilities through systems of X-ray, bag check, magnetometer and hand wand functions.

2. Entrance/Exit Control Post: Operate a system of personnel identification and maintain a count of staff members and visitors who leave the building when directed to do so by the Guard Post Orders.

3. Visitor Experience / Customer Service: Maintain a positive environment when interacting with all visitors to the Smithsonian with a core understanding that the Officer is an ambassador of the Smithsonian and paramount to the visitor experience.

4. Visitor and Staff Assistance: Provide prompt and courteous service to visitors and staff requests for service, assistance, and information.

5. Roving Patrol and Fixed Posts: Make patrols and/or monitor designated areas in accordance with routes and schedules established in the Guard Post Orders.

6. Elevator Fixed Posts: Make positive identification of active SI credentialed staff and/or Contractors and act as elevator operator to maintain staff/visitor separation from staff only floors. Provide customer service oriented information transfer with staff/visitors utilizing the elevators.

7. Building Rules and Regulations: Observe building occupants and visitors for compliance with rules and regulations and respond as stipulated in the Guard Post Orders.

8. Lost and Found: When articles are found, contact an OPS

Security Officer for disposition of them and assist in the submittal of a Lost and Found Report.

9. Unauthorized Access: Immediately report to OPS Security the discovery of any person who has or is attempting to gain unauthorized access to the property or staff only areas of facilities.

10. Emergencies: In case of an emergency requiring immediate attention, the Security Guard will respond to the condition and summon appropriate assistance as may be required.

c. Temporary Additional Services

1. Additional services may be required by the current shift to support security needs that may arise due to unexpected events or emergencies. When this occurs, the COTR may verbally request additional services. Verbal requests for services shall be confirmed in writing within five days. All written orders shall describe the service to be provided and shall establish the number of hours for which the Contractor will be compensated.

These services are considered above and beyond the base-bid requirements identified in the Section J—see Attachment A. The rate for these services shall be identified in the Business Proposal and shall be invoiced separately, as identified in Section J-see Attachment B.

2. Special Events: Additional services may be required to support special museum events and activities. These events are usually conducted between 1700 hours and 2200 hours for the purposes of special exhibits, fund-raisers, social and cultural gatherings, and exhibit openings. The COTR will make every attempt to request special event support additional services 72 hours (not to include weekends) in advance in writing and shall be considered by SI as normal productive man-hours billed at the base rate for the officer classification required. The Contractor shall identify each such request as a specific and separate invoiced item.

3. In the event of emergencies or late notification by the museum to the COTR, services may be requested verbally. Verbal requests for services shall be confirmed in writing within five days. All written orders shall describe the service to be provided and shall establish the number of hours for which the Contractor will be compensated. These services are considered above and beyond the base-bid requirements identified in the Section J—see Attachment A. The rate for these services shall be identified in the Business Proposal; and shall be invoiced separately in Section J—see Attachment B.

4. Contractor Escort Services: Additional services may be required to support security needs requiring escorts of outside contractors (usually construction/maintenance personnel employed from outside Smithsonian) during construction on the grounds and/or in the facilities of the SI. The COTR will make every attempt to request contractor escort services 72 hours (not to include weekends) in advance in writing and shall be considered by SI as normal productive man-hours billed at the base rate for the officer classification required. The Contractor shall identify each such request as a specific and separate invoiced item.

5. In the event of emergencies or late notification by the Museum to the COTR, services may be requested verbally. Verbal requests for services shall be confirmed in writing within five days. All written orders shall describe the service to be provided and shall establish the number of hours for which the contractor will be compensated. These services are considered above and beyond the base-bid requirements identified in Section J—see Attachment A. The rate for these services shall be identified in the Business Proposal; and shall be invoiced separately in Section J—see Attachment B.

C.3.10 WORK SCHEDULING PROCEDURES: The criteria for establishing Work schedules and the requirements for contract relief, relief periods, and for starting and stopping Work are described below:

a. After coordinating requirements with the COTR, the Contractor’s

Supervisors will make available the working schedule for all Security Guards in an accessible format and location at two-week intervals. A copy of all schedules will be provided to the COTR. Changes to schedules shall be posted in Work areas in sufficient time to ensure that Security Guards affected by a change in duty hours are properly notified. Such communication system shall be identified in the Offeror’s Technical Proposal.

b. At no time will a Security Guard be allowed to leave a post until he/she is properly relieved, no contract posts are considered self-breaking.

c. All Security Guards will be in SI approved uniform that meets the licensing standards for the Work location and ready to begin Work promptly at the start of their shift and shall remain on the job and in full uniform until the end of their full tour of duty.

d. At the start of each duty day there will be an SI initiated Guard Formation for program training and daily announcements, this Formation is mandatory and considered as productive man-hours and is included in the Security Guard’s Work schedule.

e. Post Coverage. Contractor will perform uninterrupted post coverage and provide on-site and/or roving relief personnel to maintain uninterrupted coverage. Such relief will maintain, at a minimum, the same level of technical proficiency as the post they are relieving. Failure to do so will be considered noncompliant and is subject to the penalties identified in Section C.3.3. Contractor will maintain the capability of supplying qualified personnel to meet any additional manpower requirements of SI, even on short-term notice, and have sufficient flexibility for accepting any reductions in the number of guards required. Since SI expects uninterrupted service when a museum is open to the public even during blizzards, blackouts, transit strikes, etc., all posts must be covered during these unusual circumstances and the contractor must have a mobilization and communication plan for these contingencies.

f. Museum Closure. If an SI museum covered by the Contractor under this contract is temporarily closed because of an emergency or for operational reasons with less than Fourteen (14) day notice and the Contractor’s staff cannot be utilized at another SI museum or facility, the contractor will be paid for the lost time. If an SI museum is closed for more than a temporary time period and such closure dramatically alters the scope of the contract, SI will enter into negotiations with the Contractor to alter the scope of this contract as appropriate.

C.3.11 MANAGEMENT/SUPERVISION: The Contractor shall provide

Management and Supervision to ensure that Security Guards:

a. General:

1. Are properly trained to perform all duties as specified in the contract;

2. Are properly uniformed and present a neat appearance;

3. Maintain a continued state of proper training;

4. Possess the necessary permits, authority, etc.;

5. Perform all duties in accordance with Post Orders;

6. Are available to fill posts as identified in Section J, Attachment A.

b. Supervisors:

The Contractor shall provide the name(s), address(s), and telephone number(s) of the company’s Supervisors in writing, to the COTR within five (5) calendar days after award of the contract. A “Supervisor” is a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to-day basis at the Work site. All Supervisors are subject to the approval of the COTR, and this approval may be rescinded for any of the reasons provided in the Security and Personnel Qualifications section.

c. Project Management:

The Contractor shall provide the name, address and telephone number(s) and experience of the Project Management personnel, in writing, as part of the Offeror’s Technical Proposal and to the COTR within five (5) calendar days after award of the contract. The term “Project Management Personnel” means a person or persons, designated in writing by the Contractor, who has complete authority to act for the Contractor during the term of the contract. Uniformed employees performing productive labor hours under the terms of this contract or any other contract shall not perform the duties of the Project Management. Project managers are responsible for payroll/invoicing clarity, transparency and reconciliation in addition to the maintenance of the Offeror’s training records and quality management program.

Additionally, the Project managers are to evaluate and document the screening process and efficiencies where provided throughout the Smithsonian, utilizing the Smithsonian established Screening Operational Review worksheet, on an ongoing and continual basis, to include weekends and holidays.

Project managers are to be available to make any such records available to SI with 24 hours’ notice not to include weekends and holidays. Project Managers shall have the authority to accept notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor. Project Managers may be, but need not be, the owner, partner, or other executive of the Contractor’s firm. Project Managers must have an office in the Washington, D.C. area. The COTR must be able to contact the Project Manager at all times (including nights, holidays and weekends) during the term of this contract.

C.3.11.1 STANDARDS OF CONDUCT:

The Contractor shall be responsible for maintaining satisfactory standards of all Security Guards. Contractor is responsible for Security Guard competency, conduct, appearance, fitness and integrity. Contractor is responsible for taking such disciplinary action with respect to Security Guards as may be necessary. Each Security Guard is expected to adhere to standards of behavior that reflect credit on himself, his employer, and the Smithsonian Institution. Violation of any standards of conduct will be viewed as noncompliance and is subject to the penalties identified in Section C.3.3 if such violation is not addressed and resolved by the contractor within a reasonable time period.

C.3.11.2 REMOVAL FROM DUTY:

The Contracting Officer Technical Representative (COTR) may ask the contractor to immediately remove any Security Guard(s) from the worksite should it be determined that individuals assigned to duty have been disqualified for either suitability or security reasons or are found to be unfit for performing security duties during their tour(s) of duty. The Contractor must comply with these requests. The Contractor must also notify the COTR and the Security Manager of its intention to remove, discharge, transfer, etc., any Security Guard from this assignment prior to doing so. For clarification, a determination of unfitness may be made from, but not necessarily limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

a. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks; conducting personal cell phone calls, texting, social media or personal affairs during official time; and refusing to render assistance or cooperate in upholding the integrity of the security program at the worksite;

b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, fighting and sexual harassment against another;

c. Participation in disruptive activities that interfere with the normal and efficient operations of the Smithsonian Institution;

d. Theft, vandalism, immoral conduct, or any other criminal actions whether committed on Smithsonian Institution property or elsewhere;

e. Selling, consuming, or carrying, or being under the influence of alcohol, intoxicants, drugs, any/or type of substance(s) which produce similar effects;

f. Improper use of official authority or credentials;

g. Unauthorized use of communications equipment;

h. Improper or unauthorized use of any other Smithsonian Institution property

i. RESERVED

a. AUTHORITY and JURISDICTION: Prior to commencement of Work under this contract, Contractor shall maintain valid licenses and permits required to provide all Services delineated in this RFP. Also, Contractor provide any, and all, official bonds and insurance required, and pay any fees or costs associated with any employees engaged in providing Services delineated in this RFP.

C.3.13 GENERAL SI FURNISHED ITEMS:

SI shall furnish general equipment and training as specified, site specific equipment may vary and will be identified in the classification scope of Work or SI approved Post Orders. In general, SI shall furnish the following supplies, materials, services, training and equipment:

a. Training for contract Security Guards and Supervisors in the use of SI provided communication equipment;

b. Telephones deemed necessary by SI for the conduct of official business under this contract;

c. All SI/OPS administrative forms prescribed for use by contract

Security Guards while on duty;

d. SI identification credentials.

e. Training and copies of SI Policies and Regulations;

f. Training and copies of OPS Policies and Procedures;

g. Ongoing Special Smithsonian Visitor Experience Training (Initial training as part of the contractor’s onboarding process)

C.3.14 CONTRACTOR FURNISHED ITEMS:

The Contractor shall furnish and maintain in acceptable condition, at no cost to the contract Security Guards, uniform items and equipment necessary to perform all Work required by this contract.

C.3.15 UNIFORMS:

All Security Guards are to wear a Contractor provided uniform (dark blue blazer, medium gray pants/skirt, white shirt, black tie, black socks and black shoes in Galleries and khaki colored dress pants with a dark blue or black polo shift. The polo shirt shall be available in both short and long sleeves and will have the word “Security” embroidered on it. The contract logo/name on the shirt is permissible) that is neat, clean and well-pressed. All Security Guards performing under this contract shall wear the same color and style of uniform(s). Female members of the guard force shall wear a uniform appropriately styled for women. All guard uniforms and any changes to guard uniforms will be approved by the COTR.

C.3.16 EQUIPMENT:

a. Communication Equipment: OPS will provide each contract non-screening employee, while on duty with a portable radio and other related accessories compatible with SI/OPS radio systems.

b. Supplementary Equipment: The Contractor will provide each on duty

Security Guard supplementary equipment including, but not limited to, notebooks, pens, pencils, flashlights. Have available replacement flashlight batteries, bulbs and inclement weather clothing for issue when necessary. Security Guards shall not be permitted to provide themselves with any unauthorized supplemental or personal equipment, to include, but not necessarily limited to, chemical agent devices, firearms, knives, restraint devices (handcuffs), and/or other nonstandard uniform items.

C.3.17 PERSONAL APPEARANCE: The standards for personal appearance of contract Security Guards require that individuals present a neat appearance.

These standards are not intended to depersonalize an individual, providing individuality does not interfere with or detract from proper wearing of the uniform.

a. Eyeglasses – Only prescription eyeglasses may be worn with the uniform. Sunglasses shall not be worn inside the building except upon written recommendation of a physician;

b. Jewelry – Contract Security Guards shall not wear jewelry in their noses, lips, tongues or exposed anywhere on their uniform. Wearing of earrings shall be in accordance with the Uniform and Appearance Guidelines (OPS 12) policy;

c. Accessories – Only authorized accessories shall be worn on or with the contract Security Guard uniform as identified in C.3.16;

d. Beards and Mustaches – The face shall be kept clean-shaven, except for a mustache, if desired. If a mustache is worn it shall be kept neatly and evenly trimmed so that no portion extends more than one-half inch below or beyond the line of the individual’s upper lip;

e. Hair – hair shall be neatly trimmed. It shall be neatly combed or brushed in such a manner that it remains clear of the forehead.

Length will be in accordance with (OPS 12) policy;

f. Sideburns – Sideburns shall not be conspicuous and shall be neatly trimmed at all times. Sideburns shall not extend below the lower edge of the ear or forward past the vertical line of the outer corner of the eye.

Note: OPS Uniform and Appearance Guidelines Policy will override any conflicting guidelines/policies stated herein when required.

C.3.18 EXPERIENCE of PERSONNEL: To be eligible to perform under this contract

Security Guards must meet the following standards:

a. Contract Security Guards and Supervisors employed under this contract must be of legal age to work in the District of Colombia;

Virginia; Maryland; the City of New York, New York. In addition, Contractor’s hiring, training and retention programs will ensure that Security Guards and Supervisors must have the following abilities:

1. Demonstrate superior customer service skills, recognizing and accommodating the needs of the general public in addition to staff in the workplace;

2. Maintain an understanding of the museum/facility as it relates to a positive visitor experience;

3. The ability to both effectively communicate and deal with the general public;

4. The ability to read and understands rules, detailed orders, instructions and training materials given in English, both vocally and in writing;

5. The ability to maintain poise and self-control under stress.

b. Qualification Requirements for Supervisors: Supervisors must be individuals of unquestioned integrity who display an aptitude for personal interaction where visitor experience is paramount. Further, they musts possess a mature attitude and exercise good judgment and, at a minimum, must meet the same qualifications as a Contract Security Guard. All training and personnel records shall be made available to SI upon request with 24 hours’ notice not to include Holidays and weekends.

C.3.19 HEALTH and PHYSICAL FITNESS REQUIREMENT:

a. The Contactor shall ensure that all Security Guards and Supervisors assigned are in good health without physical defects or abnormalities, which would interfere with performance of duties. They should be free from any communicable disease. They must have good (near and distant) vision; or corrected distant vision must be at least 20/40 in one eye and 20/70 in the other; and the ability to distinguish basic colors is required. The ability to hear the conversational voice and project clear intelligible speech required for interpersonal and radio communication.

Security Guards shall be able to climb stairs in buildings; and work in closed and confined spaces with limited lighting.

b. Contract Security Guards and Supervisors are expected to be physically able to perform duties requiring frequent and prolonged walking. Security Guards must be capable of standing for prolonged period; ascending and descending at least 30 steps within 30 seconds;

performing CPR (30 chest compressions 2 breaths); crawling at least 15 feet; lifting and moving objects of at least 50 lbs.; and be able to carry and operate a portable radio with an external ear piece and microphone.

C.3.20 SECURITY/PERSONNEL QUALIFICATIONS:

a. The Government will conduct background investigations on all security guards and supervisors who will be associated with this contract. Upon completion of a successful background investigation the security guards and supervisors will be issued an SI Credential that shall be worn at all times while on duty or within SI facilities. The requirement for a background investigation and credential will also apply to any management staff (i.e., Project Managers) that will require routine access to SI facilities for a period greater than 30 days.

b. The Contracting Officer will furnish the Contractor with Form FD-258

(Fingerprint Card), resume or CF_612 (Statement of Personal History), and OF-306 (Declaration for Federal Employment) to be completed by each person and returned by the Contractor to the Contracting Officer (or the Contracting Officer's designated representative) within 10 working days from receipt of the forms. Based on the information furnished, the Government will conduct security checks of the employees. The Contracting Officer will advise the Contractor in writing if an employee fails the check, and effective immediately, such employee will no longer be allowed to Work or be assigned to Work under this contract.

c. Throughout the life of the contract, the Contractor shall provide the same data for any new employee(s), contractors, or subcontractors who will be assigned to this contract. The Contractor’s SI Credentials will expire annually and must be renewed. It is the Contractor’s responsibility to initiate the renewal process. It is not required to submit another set of background investigation forms for employees who were already cleared through this process.

d. In the event that a SI issued credential is lost it must be reported to the

COTR immediately upon identification and the user will be required to pay for the reissuance and applicable replacement fees as identified in

SD-224.

C.3.21 TRAINING:

a. All new or replacement Security Guards must receive appropriate training before being assigned in support of the contract. The COTR may wave this initial requirement under extreme circumstances. The successful completion of training shall be submitted to the COTR who reserves the right to question any of the Security Guards on the subject matter of the training. The Contractor’s plan for training must be submitted at the time of quote to be considered with the technical approach evaluation.

b. The Contractor has full responsibility for the training of its contract

Security Guards and Supervisors in matters relating to the satisfactory performance of services. Time spent by Security Guards and Supervisors at training not provided by SI and pre-shift formations shall not be charged to SI. Contractor Security Guard training shall include, but not necessarily limited to:

1. Visitor Experience / Customer Service;

2. Initial Smithsonian Visitor Experience Training;

3. Communication;

4. First Aid, CPR and AED training that meets or exceeds the standards established by the American Heart Association;

5. National Safety compliance with Fire Safety, MSDS, and

Blood borne Pathogens;

6. Powers of Arrest;

7. Use of Force;

8. Conflict Management;

9. Report Writing;

10. Radio communications;

11. X-ray Screening;

12. Magnetometer Screening;

13. Hand Scanners;

14. Bag Search procedures;

15. Patrol Procedures;

16. All Subject Areas Curriculum identified by Guard Licensing Agency responsible for the assigned Work areas.

c. The Contractor shall ensure each contract Security Guard and

Supervisor receives no less than sixteen hours of classroom training conducted by SI in subjects that are related SI museum security to include:

1. The Smithsonian Institution Chain of Command;

2. Office of Protection Services Policies pertaining to;

--Contractor Escorts (OPS-07) --Lost and Found (OPS-09) --Security for Special Events (OPS 11) --Radio Communications (OPS-10) --Accommodating Visitors with Service Animals (OPS-27) --Lost and Missing Children (OPS-28) --Suspicious Packages (OPS-29) --Providing Customer Service in a Museum Environment

(OPS36)

--Post Orders (OPS-50) --SI OPS Visitor Experience training.

--Active Shooter (OPS-67) --Special Emergency Operating Procedures (EOPs) as applicable per facility

3. Overview and Familiarity with SI

C.3.22 CONTRACT ADMINISTRATION:

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will, require maximum coordination between the Smithsonian Institution and the Contractor. The following individuals will be the Smithsonian Institution points of contact during the performance of the contract.

a. Contracting Officer (CO): All contract administration will be effected by the Contracting Officer. Communications pertaining to contractual administrative matters will be addressed to the Contracting Officer.

No changes in or deviation from the scope of Work shall be effected without a written modification to the contract signed by the Smithsonian Institution Contracting Officer authorizing such changes.

b. Contracting Officers Technical Representative (COTR): The COTR or his authorized representative shall act for and on behalf of the Contracting Officer in the administration of any resultant task order with respect to:

1. Resolution of issues that may arise between the Contractor and the Smithsonian Institution in connection with such matters as acceptability of workmanship and other technical requirements;

2. Evaluation on an overall basis of the acceptability of workmanship and Contractor’s compliance with technical requirements;

3. The approval and acceptance of Work performed under this contract.

This delegation does not authorize the modification of any of the contract’s provisions, terms or conditions. All authorities not herein delegated are reserved to the Contracting Officer.

The Contractor shall make available such records, reports and facilities as may be required to carry out this assignment. SI reserves the right to inspect and/or audit all Contactor records with 24 hours’ notice not to include weekends and holidays.

The Contractor is advised that only the Contracting Officer can change or modify the terms of this contract or take any other action which obligates the Smithsonian Institution and then such action must be set forth in a written modification to the contract signed by the Contracting Officer. The authority of the COTR is strictly limited to the specific duties set forth in his or her letter of appointment, a copy of which will be furnished to the Contractor. Contractors who rely on direction from other than the Contracting Officer (or COTR acting within the strict limits of his or her appointment) do so at their own risk and expense as such actions do not bind the Smithsonian Institution contractually. Any questions concerning the authority of a Smithsonian Institution employee to direct the Contractor shall be referred to the Contracting Officer.

C.3.23 INVOICES:

a. The Smithsonian Institution reserves the right to verify the amount of services rendered on any invoice by review of the Contractor’s records.

Such review may be made by appropriate Smithsonian Institution personnel and/or outside audit firm, at the election of the Contracting Officer. The Contractor shall make such records available to such audit personnel at any reasonable time and location.

b. Invoices are to be sent monthly to the COTR with…