G2c_Statement_of_Work_Guards_II_DR-4339-PR-Revised.pdf

Federal Emergency Management Agency (FEMA)

Statement of Work (SOW)

Level II Armed Security Guard Services

DR-4339-PR

Table of Contents

1. Introduction

2. Site Location

3. Fitness Requirements

3.1. Background Investigation Process

3.2.Continued Eligibility and Reinvestigation 3.3.Exclusion by Contracting Officer

4. Facility Access 4.1.Security Requirements 4.2.Operations Security (OPSEC)

5. Contracting Officer’s Representative and Technical Monitors

6. Contractor Obligation to Obtain all Required Licenses, Permits, and Bonds

7. Services Required – All Contract Security Guards

8. Contract Transitions

9. Patrol and Response 10.Traffic Control 11.Building Rules and Regulations 12.Emergencies 13.Contract Security Guard Assignments and Sign-in Procedures 14.Limitation on Labor-hours to Be Provided by Individual Employees 15.Contractor Point of Contact 16.Uniform, Equipment & Firearms Requirements 17.Qualifications of Personnel 18.Essential Job Functions 19.Contractor Orientation 20.Conduct 21.Certification and Personnel Files

1. INTRODUCTION

I. This requirement is for Contract Security Guards to provide security services at disaster related sites and facilities within the declared disaster area for DR-4339 (all counties and municipalities within the Commonwealth of Puerto Rico).

II. The Federal Emergency Management Agency (FEMA) uses contracted armed security guard services to safeguard federal employees, visitors and property at both temporary and fixed facilities during disaster and emergency declarations.

III. The Contractor may only utilize Department of Labor (DOL) category 27102 Guard II security personnel (Attachment I) to perform services under this contract. All category Guard II security personnel must also meet all local and state qualification requirements necessary to fulfill the responsibilities of the position.

IV. As an integral part of the FEMA security team, the Contractor shall provide and maintain all management, supervision, manpower, material, training, equipment, supplies, licenses, permits, certificates, insurance, pre-employment screenings, reports, and files, and shall plan, schedule, coordinate and ensure effective performance necessary to accomplish security services as described and required in this Statement of Work (SOW). The Contractor is entirely responsible for timely obtaining and adhering to the individual state and city / municipality licensing and permits requirements without assistance from the Federal Government. The Contractor shall perform to the standards required in this SOW and will be expected to work closely with FEMA contracting and security representatives throughout the duration of services.

V. Contract Security Guards have a crucial and highly visible role in the FEMA mission.

They are usually the first line of defense so it is crucial that the Contractor ensure that their employees realize the importance of their role, know their duties, and perform their duties courteously and professionally at all times.

VI. All Contract Security Guards and Contract Security Supervisors performing under the resulting contract/orders must meet the following minimum qualifications:

A. U.S. Citizenship B. Proficiency in English (written and spoken) C. Current or prior security experience, in accordance with Section 9 of the SOW D. Active Federal, State and Local Firearms permit(s), in accordance with Section 9 of the SOW

E. Have all state/local licenses, permits, registrations, or certifications as required to perform the duties and responsibilities of the position

F. Must be at least 21 years of age

VII. All Contract Security Guards and Contract Security Supervisors must receive a favorable suitability adjudication from FEMA (in accordance with Section 3 of the SOW) prior to beginning work under the contract.

VIII. Abbreviations Used Throughout the SOW:

A. Contracting Officer (CO) B. Contracting Officer’s Representative (COR) C. Contract Line Item Numbers (CLIN) D. Continental United States (CONUS) E. Outside Continental United States (OCONUS) F. Law Enforcement Officer (LEO) G. Statement of Work (SOW) H. Office of the Chief Security Officer (OCSO) I. Field Operations Division (FOD)

2. SITE LOCATION

I. Although the specific site locations will vary, they will be within the commonwealth of Puerto Rico. Locations will be specified in work orders or verbally until followed up with a written work order.

II. The types of locations for which Contract Security Guards will be required include:

A. Joint Field Offices and Annex B. Branch Offices C. Initial Operating Facilities D. Disaster Relief Centers E. Mobile Disaster Relief Centers F. Logistical Staging Areas G. Communications Centers H. Responder Base Camps I. Temporary Military Bases J. Urban Search and Rescue Staging and operational sites

K. Temporary Housing Centers L. Ships M. Annex offices N. Other facilities as identified by the on scene FEMA Manager, as coordinated through the FEMA CO

3. FITNESS REQUIREMENTS

I. All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

II. The nature of the work performed by contract security guards, whether armed or unarmed, rises to the level of Public Trust High Risk.

III. Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 (T4) background investigation and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

3.1. Background Investigation Process

I. To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing.

II. The Contractor shall also provide the FEMA COR with the following documents for each contractor personnel/applicant. The FEMA COR will ensure that all documents received are signed, dated, and witnessed as required prior to final acceptance and submission to FEMA Personnel Security along with the FF 121-3-1-6:

A. Optional Form 306, Declaration for Federal Employment (OF306) B. Lautenberg Amendment Statement

C. DHS Form 11000-6, Sensitive but Unclassified Non-Disclosure Agreement

III. Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

A. the background investigation meets or exceeds the requirement of the contract position and it was completed within the last five years, B. the contractor applicant has not had a break in federal employment or federal contract employment since the prior favorable adjudication, and, C. FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

IV. FEMA PSD will notify the COR and the FEMA Security Manager at the specified work site of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

V. For those contractor personnel who do not have an acceptable, prior, favorably adjudicated background investigation, or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

A. Standard Form 85P, “Questionnaire for Public Trust Positions” B. Standard Form 85P-S, “Supplemental Questionnaire for Selected Positions” C. Optional Form 306, “Declaration for Federal Employment” D. SF 87, “Fingerprint Chart” (2 copies) E. DHS Form 11000-6, “Non-Disclosure Agreement” F. DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act” G. Lautenberg Amendment Statement

FEMA PSD will only accept complete packages consisting of all of the above documents (Standard Forms 85P and 85P-S must be completed electronically through the Office of Personnel Management e-QIP system). The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

VI. Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR and the FEMA Security Manager at the specified work site. The COR will then notify the Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon the completion and final adjudication of the full background investigation.

VII. Upon favorable adjudication of the full background investigation, FEMA’s Personnel

Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination, FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

3.2. Continued Eligibility and Reinvestigation

I. Eligibility determinations are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

3.3. Exclusion by Contracting Officer

I. The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

4. FACILITY ACCESS

I. The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121- 3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to

FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

II. FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the

Chief Security Officer has determined to be a potential security threat.

III. The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) and must return such identification to FEMA as soon as any of the following occurs:

A. When no longer needed for contract performance.

B. Upon completion of a contractor employee’s employment.

C. Upon contract completion or termination.

IV. If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

V. The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

VI. The Contractor shall file the fitness approval paperwork in the individual’s local personnel folder.

VII. The Contractor shall be solely responsible for any delay in the performance of this Contract due to any failure by the Contractor’s employees and subcontractors, if applicable, to provide accurate information on the background investigation forms submitted to FEMA for processing. If the background investigation package is incomplete, FEMA Personnel Security will return the incomplete package to the individual for correction. An incomplete background investigation package will not excuse the Contractor from meeting the Contract requirements in a timely manner.

VIII. The Government will exercise full and complete control over granting, denying, withholding, or terminating fitness for contract employees at any time. The granting of either a preliminary or final fitness determination shall not prevent, preclude, or bar the withdrawal or termination of any such fitness determination by the Government. If an individual has been arrested at any time after the initial fitness determination was granted, then it is incumbent upon the individual to immediately notify his or her supervisor of such an occurrence. If the supervisor or Contractor management becomes aware that an employee or subcontractor has been arrested at any time after the initial suitability was granted, the Contractor must notify the COR in writing within 12 hours of receiving that information.

IX. If there is any disqualifying information that renders an individual unfit to perform his or her required duties as determined by the COR, then the individual shall be removed from duty.

X. The Contractor shall be able to provide armed guard services within 24 hours of the effective date of this contract with FEMA vetted guards who have proper fitness determinations, and without delay. The Contractor shall have a minimum of 100 FEMA vetted Guards at the start of the contract.

4.1 Security Requirements

FOR OFFOCIAL USE ONLY (FOUO) INFORMATION:

I. In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities. The contractor will:

A. Be aware of and comply with the safeguarding requirements for “For Official Use

Only” (FOUO) information as outlined in this directive.

B. Participate in formal classroom or computer based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information such as: Sensitive Security Information (SSI). SSI is a category of sensitive but unclassified information under the United States government's information sharing and control rules. SSI is governed by Title 49 of the Code of Federal Regulations (CFR), parts 15 and 1520. SSI is information that, if publicly released, would be detrimental to transportation security, as defined by Federal regulation 49 C.F.R. part 1520.

II. Understand that divulging information without proper authority could result in administrative or disciplinary action.

III. Contractors and Consultants shall:

A. Execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon publication of this directive and not applied retroactively.

4.2. Operations Security (OPSEC):

I. Contractors and Subcontractors who are working on this contract shall receive an OPSEC Awareness Brief.

II. Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec

III. Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

IV. Unauthorized Disclosure of Classified or Unclassified Information:

V. The following language shall be incorporated in its entirety in the “Security” section of all requirement documents (Statement of Work, Statement of Objectives, or Performance Work Statement) establishing unauthorized disclosure of classified or unclassified information by contractors to perform duties established by the Government during the performance period of an executed contract:

VI. Contractors and Subcontractors who are working on this contract shall receive the

Unauthorized Disclosure of Classified or Unclassified Information training.

VII. Access to the training can be obtained at:

VIII. https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

IX. Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days.

http://cdsetrain.dtic.mil/opsec

5. CONTRACTING OFFICER'S REPRESENTIVE AND TECHNICAL MONITORS

I. The Contracting Officer’s Representative (COR) is a Government employee appointed to assist the CO in the discharge of their responsibilities.

II. The responsibilities of the COR includes, but is not limited to:

A. Determining the adequacy of performance by the Contractor employees in accordance with the terms and conditions of this Contract

B. Performing surveillance of the Contractor employees while they are on duty C. Acting as the Government's representative in charge of work at the site D. Ensuring compliance with Contract requirements insofar as the Contract Security

Guards duties and behavior are concerned E. Advising the Contractor and CO of nonperformance or unsatisfactory performance

III. After award of the Contract, the CO will issue a written COR Appointment Letter specifying which Authority the CO is delegating to the COR or additional duties that they are authorized to perform. The COR cannot make any decisions regarding the performance of the Contract except as outlined in the letter. A copy of each letter shall be sent to the Contractor simultaneously upon issuance to the COR.

IV. The Government will use multiple means of inspection. FEMA will use its own announced and unannounced inspection and monitoring procedures in support of this Contract. Such procedures may occur at any time during the day or night, on any day of the year, and may be supplemented by FEMA’s customer surveys and other agency reviews of the Contractor’s performance.

V. The Contractor will be provided the name, address and telephone number of the COR and/or technical monitor if applicable.

6. CONTRACTOR OBLIGATION TO OBTAIN ALL REQUIRED LICENSES,

PERMITS, AND BONDS

I. Prior to the Contract start date, and except where precluded by local law or ordinance, the Contractor shall make and complete all arrangements with the appropriate officials in the city, county, and parish, state and/or tribal in which the government facilities are located.

II. The federal government will not intervene in any state licensing or permit issues on behalf of the Contractor.

III. The Contractor shall obtain all licenses and permits required for each Contract Security Guard and Contract Security Supervisor. Contract Security Guards must carry their firearm license and /permits (and, where legally required, their concealed weapons permits) on their person while on duty, unless local or state law requires the Contractor to maintain the records. Failure by a Contract Security Guard to carry a valid firearm certificate or permit while on duty shall result in the Contract Security Guard being removed from the post until the certificate or permit is obtained.

IV. 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 services specified under the Contract.

V. The Contractor shall maintain current, valid copies of all licenses, permits, and certifications required to perform the services described in this SOW. The CO, COR, and all other authorized Government personnel shall have the express authority to examine these documents upon request at any time during the duration of this Contract. The Contractor shall complete and certify via email a spreadsheet showing employee compliance in accordance with contract policy. The spreadsheet shall reflect names and issue dates for each employee having each and all legally required licenses, permits, training and certifications as identified herein. The Contractor will validate and certify that the information on the spreadsheet is true and correct so as to ensure that all legal requirements have been fulfilled prior to the commencement of any and all work under the Contract.

VI. The Contractor shall provide an updated spreadsheet to the Government upon the CO’s or

COR’s request.

VII. The Contractor shall obtain, possess, and maintain all business and corporate licenses required to operate as a commercial security service within the specific geographic areas covered under this the Contract prior to performing any work under the specific Contract.

VIII. Important Note: Failure by the Contractor to obtain all required licenses prior to the start of performance for the Contract may be grounds for termination for cause. Failure by the Contractor to renew licenses and permits upon their expiration may result in termination for cause. Failure by the Contractor to monitor licensing requirements of it personnel and immediately remove and replace any individual who for any reason does not have the required licenses may be grounds for termination for cause.

7. SERVICES REQUIRED – ALL CONTRACT SECURITY GUARDS

I. The Contractor’s employees shall perform the services as prescribed by the contract to include the Post Orders and security processes that are contained within the existing disaster Occupant Emergency Plan associated with the assignment.

II. In the event of an inconsistency or conflict between documents, the terms in this SOW take precedence over other documents.

III. Contract Security Guards shall perform their duties in accordance with the duties outlined on the Post Orders, which are prepared by FEMA for all shifts on each post. Except for emergencies, the responsibilities of the Contract Security Guards may not deviate from the duties prescribed in the Post Orders. The COR may modify, amend, and/or revise Post Assignment Records to change shift duties, start and stop times, and post locations, provided the change has no increased impact on the Contract cost.

IV. The duties of some guard posts require that a Contract Security Guard not leave his or her post until properly relieved. Where this is required, it will be specifically stated in the Post Orders.

V. Changes to the post orders that increase or decrease the number of hours specified, the amount of equipment and/or supplies required, or otherwise affect the Contractor’s cost or the Contract price, must be made by the CO.

VI. The Contractor may be financially liable for accepting or implementing changes that affect the Contract price that have not been directed / approved by the CO. Therefore, the Contractor shall be responsible for verifying with the CO whether any requested changes should be provided pending issuance of a modification.

VII. Contract Security Guards must be thoroughly familiar with the post orders at all posts where they are assigned to work. Whenever possible, Contract Security Guards should be familiar with the Post Orders prior to working on the posts. When this is not feasible (i.e., when there are emergency nonrecurring services and the Contractor is given limited advance notice regarding the Government’s requirements), the Contractor should allow, to the maximum extent practicable, Contract Security Guards mount time. Mount time is the period of time allowed for guards to prepare for the assumptions of their official duties, such as reading materials like post orders, the loading and holstering the firearm, etc.

VIII. Post assignments may include, but are not limited to, the following duties and responsibilities:

A. Contract Security Guards will be required to perform a variety of security-related duties, depending on the type of posts to which they are assigned. Each post will have a Security Guard Post Assignment Record (Post Orders). Specific duties and responsibilities associated with each post will be described in the Post Orders.

B. Contract Security Guards must be thoroughly familiar with the Post Orders at all posts where they are assigned to work. Under no circumstance should any Contract Security Guard neglect his/her assigned duties in order to familiarize him/herself with Post Orders.

C. Contract Security Guards shall be knowledgeable of the location and use of the nearest first aid kit, fire extinguisher, fire alarm, emergency exit, and duress alarm (if any), and shall be ready, willing, and able to use them as necessary and as required by the Post Orders.

D. Contract Security Guards will be responsible for keeping logs and writing reports of incidents and occurrences encountered during the tour.

IX. Contract Security Guards post assignments may include, but are not limited to the following duties and responsibilities:

A. Access/Egress Control Posts

i. Mount time is the period of time allowed for guards to prepare for the assumptions of their official duties; such as Contract Security Guards will control access to the post area by observing, detecting, and reporting violations of post regulations as directed by the Post Orders

ii. Contract Security Guards shall prevent, discover, delay, and/or detain persons attempting to gain unauthorized access to the property and/or personnel at the facility being protected. Contract Security Guards shall report all such incidents in accordance with established procedures as detailed in the Post Orders

iii. Contract Security Guards may be required to lock or unlock specific entrances/exits and turn on/off lights in their duty area at specific times as prescribed in the Post Orders

B. Security Screening

i. Contract Security Guards shall screen personnel, packages, and vehicles for prohibited or unlawful items using manual, automated, or integrated screening techniques

ii. Contract Security Guards shall prevent, discover, delay, and/or detain persons attempting to bring prohibited or unlawful items into the property and/or personnel at the facility being protected. Contract Security Guards shall report all such incidents in accordance with established procedures as detailed in the Post Orders

iii. Contract Security Guards shall be alert for unattended and suspicious packages. If the item is determined to be unattended or suspicious, Contract Security Guards will notify the onsite FEMA Security Manager and initiate call 911, if applicable. Contract Security Guards will notify their supervisor of the incident and the office supervisor of the facility

C. Visitor Processing

i. Contract Security Guards will process visitors as directed in their Post Orders

ii. Contract Security Guards are required to answer questions and provide directions to visitors and facility tenants. Prior to arriving on duty, each Contract Security Guard shall be familiar with the name, address, and location of his/her post, as well as the Post Orders of the assigned post. Each Contract Security Guard shall be familiar with each tenant Agency’s name and the locations within the facility of the most commonly sought-after offices or locations, such as service offices, restrooms, elevators, entrances and exits, retail spaces, and parking areas, and shall provide that information to any visitor upon request

8. CONTRACT TRANSITIONS

I. Phase-In Of Contract and Continuity of Services A. A smooth and orderly transition between the contractor and the Predecessor

Contractor is necessary to assure minimum disruption to vital Contractor services and Government activities.

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

C. The Contractor shall provide a transition plan within five (5) working days after contract award. The transition plan shall include at a minimum all preliminary licensing and certifications required to initiate performance; process for transitioning predecessor employees; recruitment of new employees; and timeline showing procurement of requirement equipment and uniforms. The Plan shall address:

i. A strategy for implementing supervisory functions

ii. The process for transitioning predecessor employees

iii. Equipment inventory (radio & phone) and maintenance plan

iv. Weapons Inventory and employee assignment

v. Communication plan

vi. Relief and break plan

vii. A plan for establishing a reserve force and the current status of staffing levels,

viii. A progress report on obtaining permits, licenses, and registrations,

ix. A status report on submitting applications for personnel clearances,

x. A strategy for training including schedules, locations, coordinating with training Contractors and class staffing

xi. The government will allow a fourteen (14) day start up from the time of the award of the base task order to the initial start of performance.

xii. The incumbent Contractor should cooperate to grant the employees release at a mutually agreed date.

II. Phase-Out of Contract and Continuity of Services A. The Contractor shall provide a list with the total number of employees and their names performing on the Contract with any applicable suitability and certification expiration dates when requested by the CO in preparation for a new solicitation for follow-on services. Prior to Contract expiration, and after a follow-on contract is awarded, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor contractor.

B. After a new Contract is awarded, the Contractor shall disclose necessary personnel records sufficient to allow the successor Contractor to conduct interviews for possible transition (if the Contractor is now awarded the successor Contract). These records shall be provided to the successor at least five (5) days prior to date of contract expiration. If any incumbent employees are selected by the successor and are agreeable to the change, the incumbent employees are selected by the successor and are agreeable to the change, the incumbent Contractor should cooperate to grant the employees release at a mutually agreed date.

C. As part of the closeout process, the Contractor shall, within 5 days of the final day of performance, turn over all incumbent officer training, suitability and security records to the successor contractor. Failure to do so shall result in a 10% withholding of final payment until this action is accomplished as stated in the Contractor’s Personnel Filing System.

III. Contractor’s Personnel Filing System

A. To minimize duplication of effort by the Contractor, the Contractor shall maintain personnel files on-site for all employees who work under this Contract. Files shall be maintained at the Contractor’s office and will be made available to the COR on a continuous basis. Each guard’s file must contain the following:

i. Application for employment, including resume or detailed prior work history and references;

ii. Results of all criminal history checks obtained by the Contractor;

iii. U.S. Citizenship and Immigration Services Form I-9 Employment

Eligibility Verification (OMB No 1115-0136);

iv. A copy of DHS 11100-6 Non-Disclosure Agreement,

v. A copy of high school diploma, GED certificate, college transcripts military records or POST training completion;

vi. A copy of the most recent CPR, First Aid, and AED certification card;

vii. Results of all drug screenings administered (both pre – and post – employment);

viii. A copy of all firearm licenses and certifications required by state and local requirements

ix. Records of all basic and refresher training attendance and, where required test scores;

x. Records of current firearms training and qualification scores, where required by the Contract;

xi. Records of all successfully completed Government-provided training;

xii. Records of guard’s suitability information (Including date current suitability expires);

xiii. Copies of all complaints, investigations, and disciplinary action taken by the Contractor against the employee for all infractions committed under the contract;

B. To comply with the Health Insurance Portability & Accountability Act (HIPPA), the Medical Evaluation (SF-78_ may be filed separately by the contractor

C. The CO or COR shall have the express authority to review any Contract employee’s files at any time during the course of the Contract. The Contractor shall maintain all personnel files for a minimum of five (5) years after Contract closeout (upon receipt of release of claims).

D. The CO or COR can request, at any time during the course of the Contract, a spreadsheet or other tracking systems (either in paper form or in electronic form) that clearly details the status of all Contract employees pertaining to the Contract requirements, and all site locations within the contract.

E. The Contractor may maintain either a hard-copy (paper) file or a computerized system containing all the information required above. However, if the Contractor uses a computerized filing system, all forms must be scanned into the computer and must be legible.

F. False statements, certification, or falsification of any documents required in the

Contract by the Contractor, Contract Manager or any Contract employee shall be punishable under US Code Title 18, Chapter 47 Section 1001, Fraud and False Statements. Additionally, the Government may initiate investigations by is Office of Inspector General or the FEMA Fraud Investigative Internal Division (FIID), may initiate debarment proceedings, and/or may take Contractual remedies up to and including termination for default. Under no circumstances whatsoever will the Government tolerate falsification of required documents.

9. PATROL AND RESPONSE

I. Company marked vehicles used to supervise company employees II. Site location(s) as determined by FEMA CO or COR with Puerto Rico

III. Side by Side All Terrain ATV (upon request and deemed necessary will be provided by

FEMA)

IV. 4 x 4 vehicle (when deemed necessary will be provided by FEMA)

V. Guard Shack (when deemed necessary will be provided by FEMA) VI. Contract Security Guards will conduct patrols in accordance with routes and schedules established in the Post Orders. They will observe, detect, report, and respond to all suspected or apparent security violations

VII. Patrol duties will be performed in a professional manner, with the Contract Security Guards responsible for observing the environment, and, when necessary, questioning those persons whose activities arouse suspicion. Patrol Contract Security Guards will serve as the first responder to all security alarms and emergencies occurring within the area of assignment

VIII. Contract Security Guards must provide and maintain complete and effective surveillance, inspection, and protection of all internal and perimeter areas within the designated parameters and limits of the assigned post

IX. Some posts may require a combination of fixed hours at a Contract Security Guards booth facility and roving patrols. Contract Security Guards should adhere to the patrol schedule as outlined in the Post Orders or as directed by the COR

X. Post hours are subjected to change with minimal notice at the beginning of the Disaster

10. TRAFFIC CONTROL

I. When required by the Post Orders, Contract Security Guards will direct traffic (vehicular and pedestrian), control parking, and observe the environment for suspicious vehicles or persons. Contract Security Guards may operate traffic control points and identify, delay, and detain all suspicious vehicles and personnel as necessary to maintain a level of security sufficient to ensure the safety and protection of all personnel, property, and resources within the facility.

11. BUILDING RULES AND REGULATIONS

I. Contract Security Guards will monitor and observe building occupants and visitors for compliance with the Federal Management Regulations (41 C.F.R. part 102-74) and the facility’s posted rules and regulations. Contract Security Guards shall also identify, report, delay, or detain those persons/personnel who violate the rules and regulations as appropriate and in accordance with and as directed by the Post Orders

12. EMERGENCIES

I. In case of an emergency condition requiring immediate attention, Contract Security

Guards shall take action in accordance with procedures in the Post Orders and at the direction of the COR. This may include diverting Contract Security Guards from their posts to meet the condition and summoning appropriate assistance as may be required. Contract Security Guards shall immediately make notifications as directed in the Post Orders.

II. Contract Security Guards shall immediately report all potentially hazardous conditions and items in need of repair, including inoperative lights, locks, security hardware, leaky faucets, toilet stoppages, broken or slippery floor surfaces, blocked emergency routes or exits, etc.

III. Contract Security Guards shall summon professional assistance in accordance with procedures in the Post Orders in the event of injury or illness to Government employees or others while in the facility or on the grounds.

IV. Contract Security Guards shall prepare and maintain required reports in accordance with the

Post Orders regarding security-related issues, such as accidents, fires, bomb threats, unusual incidents and unlawful acts, and provide these reports to those officials specified by the

COR.

V. While on duty, Contract Security Guards shall verbally report threatening circumstances and potentially threatening activities they observe to the COR or the onsite FEMA Security Manages. Whenever possible, Contract Security Guards are encouraged to report a serious or potentially serious problem before responding so that they may receive all necessary backup and support to lessen or eliminate the potential threat.

VI. Contract Security Guards will be required to perform other such functions as may be necessary in the event of situations or occurrences such as civil disturbances, attempts to commit espionage, sabotage, or other criminal acts adversely affecting the security and/or safety of the Government, its employees, property, and the general public lawfully in facilities or on the grounds under the control of the Government.

VII. In case of an emergency condition requiring immediate attention, Contract Security Guards shall take action at the direction of or coordination with the COR, to divert uniformed personnel from their normal assigned duties to meet the condition and summon appropriate assistance as may be required. The Contractor shall immediately make notifications as directed in the Post Orders.

13. CONTRACT SECURITY GUARD ASSIGNMENTS AND SIGN-IN PROCEDURES

I. The Contractor shall be responsible for scheduling all work and notifying Contract Security Guards of their work schedules in a manner consistent with effective contract management.

II. When requested by the CO or COR, the Contractor shall furnish a copy of the most current schedule to the Government.

III. All Contract Security Guards shall be in company uniform and ready to begin work promptly at the start of their shift and shall remain on the job and in full company uniform until the end of their full tour of duty.

IV. The Contractor's employees shall sign in when reporting for work, and shall sign out when leaving, on a DHS Form 139, Contract Security Guards Duty Register. Contract employees who patrol between buildings will sign in and out at each facility visited. Relief guards will sign in and out at each post visited.

V. Each successively lower line on DHS Form 139 must be completed in chronological order, without exception. Lines may not be left blank among signatures in any period. A single line entry shall be used when separating a calendar date.

VI. Erasures, obliterations, superimposed or double entries of any type on any one line are unacceptable and will not be acceptable for payment purposes. If errors in signatures, times, post numbers, or duty status are made on the DHS Form 139, the next line, immediately below or following on subsequent sheet's lines containing such errors, will be used to record all information for every column in the correct manner. The contract employee should draw a single line through the entire line on which such mistakes appear. The Contractor must attach a detailed memorandum of explanation to each Form 139 containing erroneous entries for the purpose of correlating all mistakes made with the applicable valid lines of information, and for describing the reasons behind those mistakes. Payment of invoices is based on the above procedures.

VII. The Contractor shall not remove the DHS Form 139s from the job site unless specifically authorized or instructed to do so by the CO or COR. The COR representative will collect all such forms. If the Contractor removes the DHS Form 139s from the post, payment may not be made until the original forms are received by the COR.

14. LIMITATION ON LABOR-HOURS TO BE PROVIDED BY INDIVIDUAL

EMPLOYEES

I. No employee of the Contractor or subcontracted employee shall provide more than twelve

(12) hours of combined service on any one or multiple contracts administered by FEMA in any twenty-four (24) hour period, unless the work periods are separated by an eight (8) hour non-duty period.

II. The limitation on hours may be orally waived by the COR in emergencies that are beyond the control of the Contractor (i.e., weather conditions that prevent the next shift from getting to the facility, civil disturbances, natural disasters, emergencies, etc.). The Contractor shall provide the COR the written waiver request within 1 hour of identification of pending need.

The COR will sign and return the wavier to the Contractor.

III. In no case shall any employee provide services under this Contract that exceed maximum allowed hours of service as set by applicable federal, state, or local law.

15. CONTRACTOR POINT OF CONTACT

I. The Contractor shall assign a point of contact(s) (POCs) for communication with government officials and for coordination of Contract Security Guard services. The POC(s) shall be available 24/7 to the government.

II. The Contractor shall provide the CO and COR the POC(s) name, telephone number, pager number (if any), cellular phone number, facsimile number, email address, and office address of the POC immediately upon notification of issuance/award of the Contract.

16. UNIFORM, EQUIPMENT & FIREARMS REQUIREMENTS

I. The Contractor shall furnish and maintain in acceptable condition all items of uniform and equipment necessary to perform work required by the Contract. The Contractor is solely responsible for the quality and performance of all Contractor-provided equipment used in performance of this Contract. The Contractor shall ensure that all uniformed personnel, including subcontractor employees, if any, are uniformed in the prime contractor’s standard uniform. Contractor shall ensure that all employees’ uniforms maintain a neat and organized appearance.

II. Uniforms & Equipment:

A. Description

i. Shirts: Company standard Issued S/Sleeve or L/Sleeve w/Company Shoulder Patches

ii. Pants: Company standard Issued - All weather

iii. Boots / Shoes: Company Standard

iv. Hat: Company Standard Baseball type with “Security” Imprinted

v. Duty Belt with belt keepers

vi. Hand Cuffs w/ case: Company Standard/Double lock

vii. Level II Firearm Retention Holster: Company Standard, Slide on Belt Type with Hammer Safety Strap: Left/Right as Required

viii. Double Magazine Case or Speed Loader Case Compatible with Specified

ix. Weapon and Ammunition in accordance within this section

x. Glove carrier / w latex gloves: Company Standard

xi. Based on the time of year, geographic area and weather conditions, the Contractor along with the COR will decide what type of shirt is appropriate. A winter jacket, patrol type, may be required for the winter months; this will be determined by the Contractor and the COR.

xii. Notwithstanding any conflicting uniform and equipment requirements above, state and local law enforcement officers (LEO) working on the contract are required to wear the uniform of their primary law enforcement agency.

II. Firearms and Ammunition:

A. All Contract Security Guards will carry only Contractor-authorized duty weapons 9mm or .40 caliber

B. The contractor will maintain a list of all weapons used by contract guards to include serial number, registration number, make, model of the weapon, and to whom the weapon is assigned. No Security Guard other than the Guard assigned a particular weapon will use that weapon. No weapons will be turned over from officer to officer. One weapon-One officer. The contractor is responsible for insuring all weapons comply with sections C-

C. No weapons that have been modified from the original manufacturer’s specifications are authorized in the performance of this contract.

D. All safety features on all weapons must be operational and engaged.

E. All weapons and ammunition to be used under this contract must meet the specifications below.

F. All ammunition will meet weapon manufacturer’s specification.

G. If the Contractor employs state or local law enforcement officers (LEOs), will wear the uniform of the Contractor. If approved by the Program Office OCSO, FOD for LEOs to carry state or local departmental weapons on this contract.

H. Appropriate and ample supplies of firearms maintenance equipment (cleaning solvents, lubricating oil, rods, brushes and patches, and other normal maintenance tools) shall be provided by the Contractor and at the Contractor’s expense.

I. Each individual Contract Security Guard will utilize only his own Contractor assigned weapon and ammunition, with one weapon being assigned to only one person. There will be no sharing of weapons, or assigning weapons to a post and not a person. The Contractor’s employees shall inspect their assigned firearms at the commencement of each tour of duty. Each firearm shall be cleaned and oiled regularly to ensure optimum operating condition. Firearms shall always be handled in a safe and prudent manner.

J. The Contractor must be able to account for all firearms and ammunition at all times.

K. The Contractor shall provide a list of serial numbers of all firearms that will be carried during this Contract and to what officer the weapon is assigned. The list shall be kept current; the Contractor must document and forward any changes to the COR within one week of the change.

L. In the event that a firearm is lost or stolen, the Contractor shall notify the FEMA

Security Manager and COR immediately and shall relay all the particulars known regarding the loss or theft of the weapon.