Guard Services FY 2025 Draft Solicitation .pdf

(U) FOUO/PROCUREMENT SENSITIVE - DOT INTERNAL/NOT FOR DISTRIBUTION

Section A - Solicitation/Contract Form

***** DRAFT SOLICITATION *****

Request for Proposals Number 693JK425R500004 -

The purpose of the DRAFT solicitation is to ultimately establish a new contract to provide security guard services at the three (3) U.S. Department of Transportation (DOT) Headquarters' facilities.

Please Note: This is a DRAFT solicitation to notify vendors of an upcoming contract opportunity for Guard Services. A more definitive RFP will be forthcoming soon:

This combined competitive 8(a)-set-aside Synopsis and Solicitation seeks proposals for providing Armed Security Guard Services at buildings occupied by the U. S.

Department of Transportation (DOT) in the Washington, D. C. area.

QUESTIONS: No telephone calls, please. Instead, the Government is accepting questions at this time concerning this Solicitation. Questions shall be e-mailed simultaneously to jason.bush@dot.gov and to melinda.riddick@dot.gov preferably within 10 calendar-days after the date on which this Solicitation was published in SAM.gov. No proposals are due at this time. An actual RFP will be posted at a later date with full instructions on how to submit a proposal.

Because this is an 8(a)-set-aside Solicitation, each prime offeror submitting a proposal under this Solicitation must be an SBA-Certified 8(a) Program Participant.

The Basis of Award is Best Value.

The NAICS Code for this procurement is 561612 (Security Guards & Patrol Services ~ Size Standard $25.5 Million). Therefore, each prime offeror must be qualified to perform work classified within NAICS Code 561612.

This Solicitation’s resulting contract-awardee must have a Unique Entity Identifier number (UEI number) in the System for Award Management (SAM) in SAM.gov, and must also be registered and listed, with an active status, in SAM.gov.

Each SBA-certified 8(a) prime offeror may propose to use one or more subcontractor entities in a manner and to an extent not inconsistent with applicable SBA regulations and FAR provisions.

DOT anticipates that this Solicitation will lead to the awarding of only one contract, to the SBA-Certified 8(a) Program Participant whose proposal provides the best value to mailto:jason.bush@dot.gov mailto:melinda.riddick@dot.gov the Department. It is anticipated that this Solicitation’s resulting in a new contract will be a stand-alone contract (with no Task Orders), and that the resulting new contract will have an effective approximate date (i.e., starting-date) on or about October 1st , 2025, however an actual start date is TBD and will be the beginning-date of a 30-day Transition Period (“Phase In Period”) running from approximately October 1, 2025 through October 30, 2025; and it is anticipated that that Transition Period will be contained within the resulting new-contract’s Base Year running from approximately October 1, 2025 through September 30th, 2026, which shall be followed, in this Solicitation’s resulting a new contract, by four Option Years. Accordingly, on or about October 31, 2025, the Transition Period will have ended and the company awarded the contract resulting from this Solicitation will take over full and sole responsibility for the Guard Services contemplated herein

Please refer to Section B of this Solicitation for pricing information and for a format to use in compiling a Cost Proposal. Section B - Supplies or Services and Prices

Section B - Supplies or Services and Prices

This competitive acquisition is solicited in accordance with FAR Subpart 19.8 for the competitive 8(a) Program. This acquisition is restricted to qualified 8(a) Small Business Concerns.

B.1 Description of Services The contractor shall provide all management, supervision, manpower, material, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and ensure effective performance of all services described herein. The contractor shall provide these security services in accordance with the requirements of this contract at: U.S. Department of Transportation (DOT) Headquarters, 1200 New Jersey Avenue, S.E., Washington, DC 20590-0001, Federal Aviation Administration (FAA), Orville Wright Building, 800 Independence Avenue, S.W., Washington, D.C.

20590 and Federal Aviation Administration (FAA) Wilbur Wright Building, 600 Independence Avenue, S.W., Washington, D.C. 20590.

B.2 Type of Contract The contract type for this procurement is a Hybrid between Firm Fixed Price and Labor Hours, except for the Other Direct Costs (ODCs) which shall be reimbursed at cost.

DOT does not currently anticipate that this Solicitation’s resulting contract-awardee will have any Other Direct Costs, but any offeror who does foresee an incurrence of Other Direct Costs shall include an estimate for ODCs in its Cost Proposal submitted to DOT in response to this Solicitation.

B.3 Contract Term

It is anticipated that this Solicitation’s resulting in a new contract will have an approximate effective date (i.e., starting-date) on or about October 1st , 2025, which will be the beginning-date of a 30-day Transition Period (“Phase In Period”) running from approximately, October 1, 2025 through October 30, 2025; and it is anticipated that that Transition Period will be contained within the resulting new-contract’s Base Year running from approximately October 1, 2025 through September 30th, 2026, which shall be followed, in this Solicitation’s resulting in a new contract, by four Option Years. Accordingly, on or about October 31, 2025, the Transition Period will have ended and the company awarded the contract resulting from this Solicitation will take over full and sole responsibility for the Guard Services contemplated herein.

If the Government (U.S. Department of Transportation Office of the Secretary of Transportation) elects to exercise any of the contract’s option years, then it is estimated that written notification of the Government’s intent to exercise the option would be provided to the Contractor at least 30 calendar days before the contract expiration date.

B.4 Costs and Prices schedule Note A: Offerors shall not add any overtime-pricing into the Fixed-Price Contract Line Items CLINS) shown above.

Note B: The “Temporary Additional Guard Services” CLINS shown above would be ordered by DOT on only an as-needed basis.

Base Period (with 30-day transition period) Option Year One:

Option Year Two:

Option Year Three:

Option Year Four:

The Grand Total for Base Period (Including the Phase-In), and for all Option Years:

Note: Each offeror’s Cost Proposal shall show explicitly each and all of the prime offeror’s and proposed subcontractors’ indirect cost rates and add-ons, including overhead, fringe benefits, G & A and profit components. Each offeror's Cost Proposal shall also show, explicitly, the profit percentage-rate and the profit dollar-amount that would be received by the Guard Services prime contractor and by each particular Guard Services subcontractor.

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT PRICE AMOUNT

00001 31 days Lot

FY2026 - BASE YEAR / PHASE-IN (DOTHQ)

Firm-Fixed Price Guard Services

Period of performance: October 1, 2025, through October 31, 2025.

NET AMT

00002 31 days Lot

FY2026 - BASE YEAR / PHASE-IN (10A Orville Wright)

00003 31 days Lot

FY2026 - BASE YEAR / PHASE-IN (10B Wilbur Wright)

00004 11 Months

FY2026 - BASE YEAR (DOTHQ)

Period of performance: November 1, 2025, through September 30, 2026

00005 11 Months

FY2026 - BASE YEAR (10A Orville Wright)

00006 11 Months

FY2026 - BASE YEAR (10B Wilbur Wright)

00007 11 Months

FY2026 - BASE YEAR (DOTHQ)

Labor Hours Temporary Additional Guard Services

00008 11 Months

FY2026 - BASE YEAR (10A Orville Wright)

00009 11 Months

FY2026 - BASE YEAR (10B Wilbur Wright)

10001 12 Months

FY2027 - OPTION YEAR ONE (DOTHQ)

Period of performance: October 1, 2026, through September 30, 2027

10002 12 Months

FY2027 - OPTION YEAR ONE (10A Orville Wright)

10003 12 Months

FY2027 - OPTION YEAR ONE (10B Wilbur Wright)

10004 12 Months

FY2027 - OPTION YEAR ONE (DOTHQ)

10005 12 Months

FY2027 - BASE YEAR (10A Orville Wright)

10006 12 Months

FY2027 - BASE YEAR (10B Wilbur Wright)

20001 12 Months

FY2028 - BASE YEAR (DOTHQ)

Period of performance: October 1, 2027, through September 30, 2028

20002 12 Months

FY2028 - OPTION YEAR TWO (10A Orville Wright)

Guard

20003 12 Months

FY2028 - OPTION YEAR TWO (10B Wilbur Wright)

20004 12 Months

FY2028 - OPTION YEAR TWO (DOTHQ)

20005 12 Months

FY2028 - OPTION YEAR TWO (10A Orville Wright)

20006 12 Months

FY2028 - OPTION YEAR TWO (10B Wilbur Wright)

30001 12 Months

FY2029 - OPTION YEAR THREE (DOTHQ)

Guard

Period of performance: October 1, 2028, through September 30, 2029

30002 12 Months

FY2029 - OPTION YEAR THREE (10A Orville Wright)

30003 12 Months

FY2029 - OPTION YEAR THREE (10B Wilbur Wright)

30004 12 Months

FY2029 - OPTION YEAR THREE (DOTHQ)

30005 12 Months

FY2029 - OPTION YEAR THREE (10A Orville Wright)

30006 12 Months

FY2029 - OPTION YEAR THREE (10B Wilbur Wright)

40001 12 Months

FY2030 - OPTION YEAR FOUR (DOTHQ)

Period of performance: October 1, 2029, through September 30, 2030

40002 12 Months

FY2030 - OPTION YEAR FOUR (10A Orville Wright)

40003 12 Months

FY2030 - OPTION YEAR FOUR (10B Wilbur Wright)

40004 12 Months

FY2030 - OPTION YEAR FOUR (DOTHQ)

40005 12 Months

FY2030 - OPTION YEAR FOUR (10A Orville Wright)

40006 12 Months

FY2030 - OPTION YEAR FOUR (10B Wilbur Wright)

Protective Security Force Service Requirements Table of Contents

Table of Contents C.1 Introduction

C.1.1 General Information

C.1.2 Information Regarding DOT

C.1.3 Acronyms

C.1.4 Regulations and Other Applicable Documents

C.1.5 FPS Security Manual and Resource Tool (SMART) Book

C.2 Contract Transition

C.2.1 Phase-In

C.2.2 Phase-Out of Contract and Continuity of Services

C.2.3 Conferences and Meetings

C.3 Plans

C.3.1 General

C.3.2 Transition Plan

C.3.3 Training Plan

C.3.4 Quality Control Plan

C.3.5 Government-Provided Quality Control

C.3.6 Contingency and Business Continuity of Operations (COOP) Plan

C.4 Communication with workforce and Government Authority and Jurisdiction, Permits, Licenses, and Adherence to Laws

C.4.1 General Information

C.4.2 State and Local Requirements

C.4.3 Carriage of Licenses and Permits

C.4.4 Licensing Fees

C.5 Qualifications of Personnel

C.5.1 General Information

C.5.2 Medical and Physical Qualifications

C.5.3 Suitability

C.6 Training

C.6.1 General Information

C.6.2 Training Schedule

C.6.3 Training Certifications

C.6.4 Training Requirements by Position

C.6.5 Written Examination

C.6.6 Weapons Training and Qualification

C.6.7 Government Provided Training

C.6.8 First Aid, Cardiopulmonary Resuscitation (CPR), and Automated External Defibrillator (AED) Training

C.6.9 Other Special Training

C.6.10 Contractor Provided Training

C.7 Documentation, Certifications, and Files

C.7.1 Documentation Requirements

C.7.2 Electronic Certifications

C.7.3 Personnel Filing System

C.8 Waivers and Deferments

C.8.1 General Information

C.8.2 Medical Standards

C.8.3 Testing Procedures

C.8.4 Adjudication and Clearance Requirements

C.8.5 Permanent Waivers

C.9 Required Services

C.9.1 Order of Precedence

C.9.3 Typical Duties

C.9.4 Access Control Posts

C.9.5 Visitor Processing Posts

C.9.6 Screening Posts

C.9.7 Patrol & Response Posts

C.9.8 Security Operations Center

C.9.9 Traffic Control

C.9.10 Receipt, Use and Safeguarding of Keys

C.9.11 Security and Safety Systems

C.9.12 Rules and Regulations Governing Conduct on Federal Property

C.9.13 Physical Security, Law, and Order

C.9.14 Hazardous Conditions

C.9.15 Response to Injury or Illness

C.9.16 Response to Active Shooter

C.9.17 Additional Duties

C.9.18 Reports, Records, and Testimony

C.9.19 Civil Disturbances

C.9.20 Emergencies

C.9.21 Primary Security Responses

C.9.22 Agency Protection PSO Post Arrival & Departure

C.9.23 Use of DHS Form 139

C.10 Conduct of Contractor Personnel

C.10.1 General Information

C.10.2 Reporting Adverse Information

C.10.3 Government Directed Removal of Contractor Employees

C.10.4 Contract Employee Reinstatements

C.11 Key Personnel

C.11.1 General Information

C.11.2 Project Manager

C.11.3 Deputy Project Manager

C.11.4 Facility Commander

C.12 Operations

C.12.1 Work Site

C.12.2 Compliance

C.12.3 Labor Category

C.12.4 Contract Effort Required

C.13 Government Provided Property

C.13.1 General Information

C.13.2 Use of Government Property

C.13.3 Accountability of Government Property

C.13.4 Safeguarding Government Property

C.13.5 HSPD-12 Personal Identity Verification (PIV) Cards and HID Access Cards

C.14 Contractor Provided Property

C.14.1 General Information

C.14.2 Communications Equipment

C.14.3 Vehicles (The Government requires no vehicles for the performance of this contract)

C.14.4 Firearms, Ammunition, and Less-Than-Lethal Weapons

C.14.5 Personal Protective Equipment (PPE)

C.14.6 Uniforms and Grooming

C.14.7 Supplementary Equipment

C.15 Quality Control, Quality Assurance, and Performance Evaluations

C.15.1 Quality Control

C.15.2 Quality Assurance

C.15.3 Performance Evaluations

C.16 Deliverables

C.1 Introduction

C.1.1 General Information

C.1.1.1 This is a Statement of Work (SOW) for Department of Transportation (DOT)

Solicitation/Contract number XXXXXXXX, a Firm Fixed Price agreement. The Contractor will provide armed Protective Security Officers (PSO)trained to the FPS A-9 standard. The Contractor must maintain a secure environment in which visitors and employees can conduct the business of DOT with confidence. DOT considers the working title of PSO as equivalent to the Department of Labor (DOL) labor category Guard II. The Occupational Safety and Health Administration (OSHA) considers PSOs as first responders (awareness level).

C.1.1.2 The Contractor shall provide and maintain all management, supervision, manpower, training, equipment, supplies, licenses, permits, certificates, insurance, pre-employment screenings, reports, files and any other resources necessary to accomplish PSO services as described and required in this SOW. The Contractor shall perform to the standards required in this contract and will be expected to work closely with DOT representatives throughout the duration of the contract.

C.1.1.3 Where the Government identifies and references specific Solicitation/Contract Section numbers, that reference refers to that Section in its entirety, including every subsection having the same number prefix. For example, a reference to the requirements of this SOW under Section C.6 includes all of Section C.6 through the last subsection identified with a prefix of “C.6”.

C.1.1.4 All references to citizenship and locations within the United States also include the

United States Territories and Commonwealth.

C.1.1.5 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law as prescribed in 9.104-7(d), generally prohibits the DOT from entering into a contract for security officer services with any business concern owned, controlled, or operated by an individual convicted of a serious felony, unless an agency has considered suspension or debarment of the corporation and made a determination that this action is not necessary to protect the interests of the Government.

C.1.2 Information Regarding DOT

C.1.2.1 The U.S. Department of Transportation (DOT) is a cabinet level agency with a mission to promote a safe, secure, efficient, and interconnected national transportation system. The DOT Office of the Secretary (OST) requires armed Protective Security Officers for the physical protection of DOT buildings in the National Capital Region (NCR)

C.1.2.2 DOT Headquarters Complex (SEFC), Washington, DC. The DOT Headquarters complex located in Washington; DC is a federally owned facility assigned by the General Services Administration (GSA) to DOT. The complex is located on approximately 11acres and consists of two towers (connected by underground walkway) with about 1.35 million square feet (SF). The West and East towers, which have nine and eight stories above ground, respectively, are connected by an underground concourse and two parking levels below grade. The SEFC is located at 1200 New Jersey Avenue, SE, Washington, DC 20590.

C.1.2.3 Federal Aviation Administration (FAA) Buildings, Washington, DC. The Federal

Aviation Administration (FAA) is a transportation Operating Administration (OA) within DOT with a mission to promote aviation safety and mobility. The FAA is located in two federally owned buildings (connected by underground walkway) assigned by GSA to the

FAA.

C.1.2.4 Orville Wright. The Orville Wright Federal Office Building (FOB), 800 Independence

Avenue, S.W, Washington, D.C. 20590 consists of 10 stories, approximately 750K RSF, and two below grade parking levels.

C.1.2.5 Wilbur Wright. The Wilbur Wright FOB, 600 Independence Avenue, S.W, Washington, D.C. 20590 consists of six stories, approximately 330K RSF, and one below grade parking level.

C.1.2.6 Other DOT Sites. The Contractor shall provide temporary security services during exigent circumstances services at the Continuity of Operations (COOP) site and other DOT facilities, on an as-needed basis, requested and authorized by the Government. PSOs will be expected to be in place on such DOT sites within 4 hours of notification to the Contractor for locations within the National Capital Region; for locations outside the NCR, PSOs are expected to be in place within 24 hours of notification to the Contractor.

C.1.2.7 Temporary Additional Services. During the term of the contract, the Government may have requirements for temporary additional services (TAS) beyond the basic requirements. Due to the nature of these services, the Contractor may be required to provide these services with little advance notice. In such circumstances, the Contractor shall be compensated using the TAS Rates for any temporary additional services performed within 72 hours of the notification to initiate such service. The Contractor will be compensated at the Basic Service Rate for any such services performed beyond the 72-hour notification period. Temporary additional services will be ordered by either the COR or those designated by the CO either in writing, or orally but followed up in writing. All PSO personnel provided under temporary additional services shall meet the contract requirements. These additional services are intended to be used to satisfy the Government’s short-term, non - recurring needs for service.

Should a continuing need for additional services arise, a contract modification will be negotiated pursuant to the “Changes” clause (reference FAR 52.243-1).

C.1.2.8 On-Call Response. The Contractor shall provide an on-call response force of DOT certified security personnel to quickly back up on-duty Contractor personnel confronted with a situation requiring additional personnel, when specifically requested by the COR. The Contractor must have the capability of providing 16 additional PSOs within four hours and a total of 24 additional PSOs within eight hours of notification by the COR. Officers assigned to the on-call response force are required to report to the designated facility fully equipped.

The on-call response force will not be comprised of contractor personnel who are currently on duty or are assigned to the succeeding shift.

C.1.3 Acronyms

C.1.3.1 This Solicitation/Contract contains numerous acronyms. Upon introduction of a new term in the Solicitation/Contract that has an acronym, the acronym will appear next to the term parentheses (). Below is a list of the acronyms that appear in the Solicitation/Contract:

AED Automatic External Defibrillator

CFR Code of Federal Regulations

CO Contracting Officer COOP Continuity of Operations COR Contracting Officer’s Representative CPR Cardiopulmonary Resuscitation DHS Department of Homeland Security DOL Department of Labor DOT Department of Transportation DPM Deputy Project Manager EOD Entry on Duty ESS Emergency Security Services e-QIP Electronic Questionnaires for Investigation Processing e-Verify employment eligibility Verification System FAA 10A Orville Wright Building FAA 10B Wilbur Wright Building FAR Federal Acquisition Regulation FMR Federal Management Regulation FOUO/LES For Official Use Only/Law Enforcement Sensitive FPS Federal Protective Service GED General Equivalency Diploma OSHA Occupational Safety and Health Administration NIOSH National Institute for Occupational Safety and Health PFPS Physical Fitness Performance Standard PSO Protective Security Officer PIV Personal Identity Verification PM Project Manager PTS Post Tracking System SAMHSA Substance Abuse and Mental Health Services Administration SF 30 Standard Form 30 (Amendment of Solicitation/Modification of Contract)

SOW Statement of Work SUPV Supervisor TAS Temporary Additional Services VSS Video Surveillance Systems

C.1.4 Regulations and Other Applicable Documents

C.1.4.1 Government regulations, DOT, FPS SMART BOOK and ISC Standards, Policies and Best Practices contain the basic procedures for the operation, maintenance, and protection of property. The Contractor will use the following list of primary regulations and related procedures. The Contracting Officer (CO) will provide the Contractor with any supplementary regulations in effect and will incorporate modifications to the contract as necessary.

C.1.4.2 The Contracting Officer’s Representative (COR) shall furnish PSO's

Post Orders containing complete duty instructions for each post. The Contractor shall maintain the Post Orders.

C.1.4.3 The PSO’s, Post Orders and any supplemental memoranda, directives, or other information are For

Official Use Only FOUO/ information. The Contractor and its employees shall not disclose this or any other operational information to individuals outside of the DOT without the specific authorization of the Office of Security. The PSO's Post Orders shall remain on the specific post to which it relates.

The Contractor and its employees shall not reproduce or copy the contents of the PSO’s Post Orders in any manner unless authorized in writing by the COR.

C.1.4.4 The Contractor shall furnish a separate loose-leaf binder for each post to provide Contractor-related information/policies/directives to the PSOs.

C.1.4.5 Federal Management Regulation (FMR) 41 Code of Federal Regulations (CFR) 102-74 regulates the allowable conduct of all persons entering in or on property under the charge and control of the General Services Administration. Posted placards citing FMR 41 CFR102-74 are at all applicable locations.

C.1.5 FPS Security Manual and Resource Tool (SMART) Book

C.1.5.1 SMART handbook (and all successor documents) contains the information all PSOs, and supervisors must read and be familiar with prior to assuming duties under this contract.

C.1.5.2 The SMART BOOK is made available to the Contractor after contract award. The Contractor shall be responsible for providing the SMART BOOK to their employees at no cost to the Government and retrieving the manual upon termination of employment.

C.2 Contract Transition

C.2.1 Phase-In

C.2.1.1 A smooth and orderly transition between the Contractor and the predecessor Contractor is necessary to ensure minimum disruption to vital Contractor services and Government activities. The Transition Plan shall meet the requirements stated in Section 3.2. The Contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor Contractor employees. The government will allow a maximum of 30 days start up from the time of the award of the contract to the initial start of performance.

C.2.1.2 If the Contractor intends to recruit the existing workforce, the Contractor shall not disrupt official

Government business or in any way interfere with the assigned duties of the predecessor Contractor’s employees. If there is no interference with contract employees’ assigned duties (e.g., during “off hours” or during breaks or meal periods), the Contractor may notify the predecessor Contractor’s employees of the date that the Contractor will be assuming services. The Contractor may also distribute business cards, employment applications, brochures, and other company information to the predecessor Contractor’s employees while they are on duty. The Contractor shall not interview, recruit, schedule interviews, or conduct extensive discussions with the predecessor Contractor’s employees while they are on duty.

C.2.1.3 The Contractor shall provide weekly transition status reports during the transition period specified in

Section 2.1.1 to address the items specified in Section 3.2.

C.2.2 Phase-Out of Contract and Continuity of Services

C.2.2.1 The Contractor shall provide a list with the total number and names of employees performing on the contract, applicable suitability and certification expiration dates, and the employee seniority list when requested by the COR. Prior to contract expiration and after the award of a follow-on contract, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor Contractor.

C.2.2.2 After the award of a new contract, the outgoing Contractor shall provide personnel records, including, but not limited to training, medical, suitability, and security records to the incoming Contractor. The outgoing Contractor shall provide these records to the successor at least 30 days prior to date of contract expiration. The Government reserves the right to inspect all documentation provided to the incoming Contractor.

C.2.2.3 The outgoing contractor will conduct an inventory of all Government Provided Equipment and submit a copy of the inventory and a written explanation of any discrepancies to the COR within 30 days of the start-up of the new contract.

C.2.2.4 Failure to provide all records to the successor Contractor as required may result in DOT withholding final payment until completion of this action and may negatively impact the outgoing Contractor’s performance evaluation.

C.2.3 Conferences and Meetings

C.2.3.1 Immediately after award of the contract and prior to the Contractor’s performance at the work site(s), the CO shall notify the Contractor, and the COR to schedule a pre-performance meeting that includes an in-depth review of the total contract requirements and a review of the Contractor’s Transition Plan.

C.2.3.2 During the performance of the contract the CO, COR, and the Contractor shall meet at minimum annually to discuss all relevant contract issues. All parties shall make a mutual effort to resolve all identified problems. The Contractor will prepare written minutes of these meetings for signature by the Contractor and the CO. The CO will incorporate a copy of the minutes into the contract file.

Should the Government not concur with the minutes, the Government shall state, in writing to the Contractor, any areas of clarification or disagreement within seven days after receipt of the meeting minutes and include the comments in the contract file.

C.3 Plans

C.3.1 General

C.3.1.1 Each plan submitted in accordance with Section 3 is subject to the review and acceptance of the

Government. The Government reserves the right to request revisions to the submitted plan(s) if the plan(s) fail to adequately address the minimum required content as set forth in the SOW and if the plan will not be effective in meeting minimum requirements of the contract.

C.3.2 Transition Plan

C.3.2.1 Offerors shall provide a comprehensive Transition Plan with their submittal. After contract award the selected contractor will provide weekly status and progress reports detaining the transition to the COR. The transition plan shall include, at a minimum, all preliminary licensing and certifications required to initiate performance, the process planned for transitioning any predecessor employees if desired, recruitment of new employees, and a timeline showing milestones for procuring required uniforms and equipment. At a minimum, the Plan shall address:

C.3.2.1.1 Staffing

• Staffing Levels

• Process for Transitioning Predecessor Employees (if applicable)

• Recruitment of New Employees

• Strategy for Providing Post Coverage During Breaks and Meal Periods

• Reserve Force Implementation

• Emergency Security Service (ESS) Implementation

• Supervisory Plan Implementation

• Key Personnel to include resumes and contact information

• Roles of Management and Administrative Personnel on Contract

• Organizational Chart

C.3.2.1.2 Communications

• Methods (written, verbal or other)

• Protocols (policies and procedures)

• Equipment (GFE, any necessary equipment to conduct the contract)

C.3.2.1.3 Inventory & Equipment

• Maintenance

• Accountability

• Weapons (Firearms, Expandable Baton (ASP) Handcuffs)

• Ammunition

C.3.2.1.4 Detailed Calendar

• Daily and Weekly transition events over the transition period

• Procurement timeline for equipment and uniforms

C.3.2.1.5 Status & Progress Reports

• Applications

• Staffing

• Permits, licenses, and registrations

• Personnel clearances

• Transition events

• Equipment and uniform purchases

C.3.3 Training Plan

C.3.3.1 Offerors shall provide a detailed Training Plan including a proposed Training and Qualifications

Schedule with their submittal. The Training Plan will be included in the technical evaluation of the Offeror’s proposal. In the event of personnel turnover, new Contractor employees must complete training under the Contractor's then current training plan. The Government reserves the right to audit all, or part of Contractor provided training courses.

• The Plan shall be consistent with the SMART BOOK and applicable ISC standards strategy for meeting training requirements including any assumptions made by the Contractor for the timely scheduling of Government provided training

• Proposed training and qualifications schedule

• Weapons training

• Locations

• Coordination with DOT

• Class staffing levels

• Sources of third-party training

• Sources of training equipment

C.3.4 Quality Control Plan

C.3.4.1 The Contractor shall provide the CO and COR a detailed Quality Control Plan within 15 days of contract award.

C.3.4.2 The Contractor’s Quality Control Plan shall address:

• Type, Level, and Frequency of Contractor’s Quality Control Actions

• Inspection Checklists

• Reward and Incentive Program

• Discipline Procedures

• Resumes for all employee appointed to serve as Quality Control Monitors

• Deficiencies Reported to the COR

• Reports

C.3.4.3 The Quality Control Plan shall be administered at the Contractor Headquarters not by on-site staff.

Under no circumstances shall individuals appointed as Quality Control Monitors serve on this contract.

C.3.4.4 Quality Control Inspection Reports shall be prepared by approved Quality Control Monitors and remain on file at the Contractor's facility in sequence by inspection date for all inspections made during the entire contract period. Follow-up reports shall be prepared and maintained in the above manner.

C.3.4.5 Inspections shall be conducted by the Contractor in accordance with the Quality Control Plan and as frequently as necessary to ensure effective performance by the Contractor. While the Contractor may perform more inspections than are required in the Quality Control Plan, in no event shall the Contractor perform fewer inspections than required by that Plan.

C.3.4.6 The Contractor’s Quality Control Monitors must be identified, and their resumes submitted in writing by the Contractor to the CO and COR for approval prior to them performing any inspections under the contract. All changes in appointments shall require the same approval.

C.3.4.7 The Contractor shall maintain a file of all inspection reports related to the contract and shall make those reports available to the CO or COR upon request. The CO or COR may also request a copy of each inspection report to be forwarded at the time it is prepared. The Contractor shall brief the COR of any serious problems or deficiencies noted during an inspection and shall inform the COR of all actions taken or planned to resolve the problem.

C.3.4.8 If the Contractor’s performance indicates that additional quality control measures are needed, the CO and COR will meet with the Contractor to discuss the Contractor’s performance, Quality Control Plan, and any other areas of concern. Through the CO, the COR may request that the Contractor take additional steps to improve both the overall performance of the contract and adherence to their Quality Control Plan.

C.3.4.9 The Government shall consider the Contractor’s adherence to their stated Quality Control Plan during annual performance evaluations. Failure by the Contractor to adhere to their stated Quality Control Plan’s schedules, methods, forms, etc., may result in Contractual actions being taken by the Government (e.g., the CO has the authority to negotiate and take an equitable adjustment from the Contractor’s monthly payment for Quality Control not provided) Repeated offences can result in termination for cause.

C.3.5 Government-Provided Quality Control

C.3.5.1 The Government shall use all methods deemed necessary to ensure that the Contractor’s employees are in a constant state of awareness and readiness. These methods may include uniformed or undercover surveillance by DOT staff; intrusion tests by undercover DOT staff to evaluate the PSOs’ actions; and surveys of building tenants regarding the PSOs’ performance, including the PSOs’ professionalism, courtesy, and knowledge of their assigned duties.

C.3.5.2 In the event a serious breach of assigned duty by the Contractor’s employee(s) is identified during a quality control exercise, the CO and/or COR shall immediately contact the Contractor to discuss the Government’s findings and the steps the Contractor will take to correct the problem(s).

C.3.6 Contingency and Business Continuity of Operations (COOP) Plan

C.3.6.1 The Contractor shall provide the CO and COR a detailed COOP Plan within 15 days of contract award.

C.3.6.2 The Contractor shall perform tasks as assigned in DOT's “Occupant Emergency Plan” and Post Orders. Participation in emergency plans shall be mandatory during the event of a building related emergency or natural disaster regardless of the time of occurrence.

C.3.6.3 The Contractor shall ensure all Contractor employees receive Emergency Response Training. Be prepared to resume normal operations immediately upon cessation of emergencies.

C.3.6.4 In the event of a labor dispute, the Contractor shall provide qualified personnel to ensure no interruption of services occurs because of a labor dispute.

C.3.6.5 The COOP Plan shall address:

• Identifying and Tracking Emergencies

• Identifying and Tracking Pandemics and other hazard events

• Education and Protecting of Workforce to Minimize Operational Impacts

• Compliance with applicable Occupational Safety and Health Administration regulations

• Acquisition, Storage, and Distribution of Personal Protective Equipment

• Prioritization and Deployment of a Limited or Dwindling Workforce

• Realignment and Augmentation of Resources to Ensure Contractual

Requirements

C.4 Communication with workforce and Government Authority and Jurisdiction, Permits, Licenses, and Adherence to Laws

C.4.1 General Information

C.4.1.1 The Prime Contractor, an 8(a) Small Business Concern, must be licensed by the states of Maryland, Virginia, and the District of Columbia to provide armed protection officer services for this effort. All PSOs assigned to this contract are required to carry firearms. The Contractor shall provide all official bonds required, and pay all fees or costs involved or related to the authorization for arming of all employees engaged in providing on-site services specified under this contract. The Contractor bears the sole burden for obtaining and renewing all legally required licenses as specified by the applicable federal, state, and/or local regulating agencies. The Contractor shall possess ALL licenses required to perform services under this effort.

C.4.1.2 The Prime Contractor shall have an office within a radius of 50 miles of Washington, D.C. This Prime office will have a permanent staff to provide and support trained employees always to perform the services prescribed by the contract.

C.4.1.3 Current Issues. The Contractor shall remain abreast of current issues, trends, laws, regulations, and technologies. Using this knowledge, the Contractor shall provide recommendations, as needed, to the COR regarding security weaknesses and vulnerabilities.

C.4.1.4 Except where precluded by local law or ordinance, the Contractor shall obtain and maintain on file a valid certification of firearm training as required by this Statement of Work (SOW).

C.4.1.5 A copy of each PSO’s training records and certifications shall be provided to the COR at least ten days prior to anticipated assignment date of any individual.

C.4.1.6 The COR shall be immediately notified should such firearm permits/certifications be terminated, revoked, or suspended at any time and the PSO(s) affected shall be immediately removed from the work site.

C.4.1.7 The Contractor shall ensure all officers and supervisors performing on-site duties comply with all current FPS firearms suitability, licensing, and permit requirements.

C.4.1.8 Background Investigations. Suitability/background investigations will be conducted by the government in conjunction with the PSO licensing process. The current background check is a Tier 2. All government requirements must be met prior to a Contractor employee starting work on this contract.

C.4.1.9 The Contractor shall NOT seek the Governments assistance or interference in the receipt of legally required licenses and permits.

C.4.1.10 The Contractor shall furnish a legible copy of all legally required licenses (excluding licenses issued to individual contract employees) to the COR prior to any PSO standing post and provide any revised licenses during the contract term.

C.4.1.11 The incoming Contractor shall NOT impede or impose on the existing Contractor licenses in place.

DOT will not recognize the transition of the existing licenses to the incoming Contractor until the specific day the new Contractor assumes staffing of posts.

C.4.1.12 Failure by the Contractor to obtain all required licenses for the company and the contract employees prior to PSOs standing on post will be grounds for possible contractual actions including but not limited to termination for cause.

C.4.1.13 Failure by the Contractor to maintain valid licenses and permits will be cause for the Government to take contractual actions up to and including termination for cause. DOT will consider instances of a PSO standing post in the name of the Contractor without valid licenses and permits as an “Open” post.

C.4.1.14 The CO, COR, and all other authorized Government personnel shall have the express authority to examine documents, i.e., licenses and certifications, and anything relevant to operation and completion of duties upon request, at any time, during the duration of this Contract.

C.4.1.15 The Contractor shall complete, certify, and maintain written records that show names and issue dates for each contract employee having each and all legally required licenses, permits, training, and certifications.

C.4.1.16 False statements, certification, or falsification of any documents required in this contract by the Contractor, Project Manager, or any contract employee shall be punishable under US Code Title 18, Chapter 47, Section 1001, Fraud and False Statements. The Government may initiate investigations by its Office of Inspector General or other investigative authority, may initiate debarment proceedings, and may take contractual remedies, up to and including termination for cause. Under no circumstances whatsoever will the Government tolerate falsification of required documents.

C.4.2 State and Local Requirements

C.4.2.1 Prior to commencement of work under this contract, and except where precluded by local law or ordinance, the Contractor shall make and complete all arrangements with the appropriate officials in the state or local jurisdiction in which the Contractor will be performing services to:

C.4.2.1.1 The Contractor shall obtain, possess, and maintain all business and corporate licenses required to operate as a commercial security service within the entire geographic area covered under this contract prior to any PSO standing post.

C.4.2.1.2 The Contractor shall provide any official bond(s) and insurance required, and pay any fees or costs involved or related to authorization for the arming of any employees engaged in providing armed protection officer services specified under this contract.

C.4.2.1.3 The Contractor shall obtain all licenses and permits required for each PSO and supervisor to serve as an armed PSO with the authority to hold and detain individuals suspected of committing crimes.

C.4.2.2 Notwithstanding the minimum age requirement cited elsewhere in the SOW, the Contractor must follow Federal, state and/or local licensing requirements for contract employees. In most areas, the minimum age requirements for armed protection officer personnel are 21 years of age.

C.4.2.2.1 In the event there is a legal licensing requirement regarding the minimum age for a PSO which exceeds 21 years of age that requirement shall take precedence over the contract’s stated acceptable minimum age.

C.4.3 Carriage of Licenses and Permits

C.4.3.1 Failure by an armed PSO to produce a valid qualification record card on-site while on duty shall result in immediate notification to Contractor with a request for remedy. Failure to produce the card may result in COR direction to the Contractor to remove the PSO from post until such time that the certificate or permit is in the PSOs possession

C.4.4 Licensing Fees

C.4.4.1 The Contractor must pay all costs and fees associated with applying for, receiving, and maintaining all such permits and licenses throughout the term of the contract.

C.4.4.2 Where the federal, state, or local regulating agencies require contract employees to individually apply for and pay the associated fees for licenses and/or permits, the Contractor shall reimburse the employee for all costs and fees associated with obtaining the required license/permit.

C.5 Qualifications of Personnel

C.5.1 General Information

C.5.1.1 The Contractor shall not employ illegal or undocumented aliens as PSOs for this contract. The Contractor shall expressly incorporate this provision into all subcontracts or subordinate agreements issued in support of this contract.

C.5.1.2 To be eligible to perform under this contract all uniformed contract employees must meet, to the satisfaction of the COR, the requirements set forth in the latest version of ISC Best Practices for Armed Contract Security Officers in Federal Facilities Chapter 5, Table 5.1:

All PSOs shall speak English fluently, read and comprehend written English, and compose coherent written reports in English. A “Standardized Literacy Test” which measures an individual’s written and verbal understanding of the English language must be administered prior to employment. A hard copy of the literacy test must be provided to the COR for approval no later than 10 days after contract award. Upon approval by the Government, each proposed hire must be administered the test and obtain an “average” 70% score or better. Note: DOT cannot and will not provide, to offerors, a list of standard literacy tests that are acceptable. DOT does not maintain a list of acceptable tests. So each offeror’s proposal shall include a proposed Literacy Test.

C.5.1.3 All PSOs shall speak English fluently, read and comprehend written English, and compose coherent written reports in English. A “Standardized Literacy Test” which measures an individual’s written and verbal understanding of the English language must be administered prior to employment.

A hard copy of the literacy test must be provided to the COR for approval no later than 10 days after contract award. Upon approval by the Government, each proposed hire must be administered the test and obtain an “average” 70% score or better. Note: DOT cannot and will not provide, to offerors, a list of standard literary tests that are acceptable. DOT does not maintain a list of acceptable tests. So each offeror’s proposal shall include a proposed Literacy Test.

C.5.1.3 (a) Each PSO and Supervisor serving as an armed PSO must annually complete a signed and dated

Lautenberg Amendment Statement/Domestic Violence certification that satisfies the legal requirements of the Lautenberg Amendment, 18 U.S.C. § 922(g) (8) and (9). This certification is valid for one (1) year.

C.5.1.4 If at any time during the performance of the contract a Contractor becomes aware of disqualifying criteria/standards of a DOT contract PSO, as set forth in the SOW, the Contractor shall immediately remove the individual from work under the contract and notify the COR.

C.5.2 Medical and Physical Qualifications

C.5.2.1 General Information

C.5.2.1.1 The Contractor shall ensure all uniformed employees working under the contract meet the medical and physical requirements described in the following sections.

C.5.2.1.2 The Contractor is also responsible for ensuring all uniformed employees are able to perform the essential functions described in the SOW, with any reasonable accommodation. If one of the Contractor's employees alleges, he/she has a disability and requires a reasonable accommodation to perform the essential functions of the job, it is the Contractor's sole responsibility to discuss reasonable accommodation with its employee and to decide what accommodation, if any, to provide at its own expense. The COR shall review all reasonable accommodation documentation to ensure it is complete and in compliance with the contract.

C.5.2.1.3 The Contractor, not the Government, is responsible for complying with all provisions of the Americans with Disabilities Act of 1990 (42 USC 12101-12213), the Rehabilitation Act of 1973 (29 USC 790-794), and the applicable OSHA Occupational Safety and Health Standards (29 CFR 1910).

C.5.2.1.4 The Contractor shall not separately price medical and physical evaluations and drug screening within the contract’s Schedule of Services and Prices. The Contractor shall factor all costs associated with providing these requirements into its proposed price for PSO services.

C.5.2.1.5 The Contractor will use the questionnaire provided in Exhibit 15A. All medical and physical examinations and testing is the responsibility of the contract company at no cost to the officer candidate.

C.5.2.2 Medical Standards

C.5.2.2.1 The Contractor shall require all of its employees, who are prospective contract PSOs, to undergo a pre-employment medical/physical examination and every 3 (three) years thereafter. The Contractor shall ensure all of its uniformed employees meet the medical standards set forth below. A licensed physician shall administer the examinations and document the results on the attached medical questionnaire (Exhibit 15).

C.5.2.2.2 If an employee of the Contractor claims to have a disability preventing him/her from meeting the medical standards or performing the essential job functions, it is the Contractor’s responsibility to obtain medical verification of the disability and to provide reasonable accommodation, if necessary, at its own expense.

C.5.2.2.3 All contract employees must meet the following medical standards:

C.5.2.2.3.1 Vision: Applicant must have binocular vision less than 20/30. An applicant who has undergone a Radial Keratotomy or laser correction procedure to correct his or her vision to an acceptable level is medically qualified for this position. Near vision, corrected or uncorrected, must be sufficient to read Jaeger Number 2 or equivalent type and size letters at a distance of no less than 12 inches on a standard Jaeger chart. Applicant must have normal color vision (the ability to distinguish red, green, and yellow colors). Where corrective eyeglasses are required, they shall be of the safety glass type.

C.5.2.2.3.2 Hearing: Applicant average hearing at the 500, 1000, 2000, and 3000 Hertz (Hz) must be less than or equal to 25 decibels. Applicant hearing at the 4000 and 5000 Hz must be less than or equal to 45 decibels. Applicant shall not have ear disorders affecting equilibrium. Applicant may use a hearing aid.

C.5.2.2.3.3 Speech: Applicants must be able to speak clearly and distinctly. Any disease or condition that significantly interferes with the individual’s ability to speak is a disqualifying factor.

C.5.2.2.3.4 Cardiovascular System: Any disease or condition that interferes with cardiovascular function and the individual’s safe and efficient job performance is a disqualifying factor. Applicant aerobic capacity is a minimum 9 MET or 31.5 ml/kg min VO2 Max.

C.5.2.2.3.5 Chest and Respiratory System: Any disease or condition that interferes with respiratory function and the individual’s safe and efficient job performance is a disqualifying factor.

C.5.2.2.3.6 Gastrointestinal System: No evidence of a gastrointestinal issue that may prevent successful task performance or prevent the candidate from being able to stand or walk continuously for eight hours without regular access to a restroom.

C.5.2.2.3.7 Genitourinary System: Applicant must have a healthy genitourinary system. Any disease or condition that interferes with the individual’s safe and efficient performance of the job is disqualifying.

C.5.2.2.3.8 Endocrine and Metabolic Systems: Any condition affecting normal hormonal or metabolic functioning and response that is likely to adversely affect the individual’s safe and efficient job performance is a disqualifying factor.

C.5.2.2.3.9 Musculoskeletal System: Applicant must exhibit full range of motion; be able to easily get down to and up from a kneeling position; be able to lift 40 pounds minimum from floor to waist; be able to bench press at least 40 percent of his or her body weight; and be able to perform sit-ups and push-ups continuously for at least 30 seconds.