LETC Draft Statement of Need-Support Services.pdf

VA Law Enforcement Training Center Location Expansion Services

Draft Statement of Need

1.0 DESCRIPTION OF SERVICES

This is a non-personal services contract to provide facilities in support of the VA Law Enforcement Training Center (VA LETC), North Little Rock, AR. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform facility support services as defined in this Performance Work Statement (PWS), except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

2.0 PERFORMANCE DETAILS

2.1.1 GENERAL. The VA Law Enforcement Training Center (VA LETC) provides basic and advanced law enforcement training for all Department of Veterans Affairs Police officers nationwide. In addition, the VA LETC provides basic and advanced law enforcement training for other government agency (OGA) customers with limited jurisdiction missions. The VA LETC campus is located on the Central Arkansas Veterans Healthcare System (CAVHS) property in North Little Rock, Arkansas. The VA LETC is an Enterprise Center in the VA Franchise Fund and as such is funded solely on a fee-for-service basis. The VA LETC receives no appropriations, nor can it “own” property or facilities.

2.1.2 BACKGROUND. To execute its current mission, the VA LETC relies on Service Level Agreements with CAVHS as well as lodging, meal, and conference room contracts on the local economy. Unfortunately, CAVHS does not have sufficient facilities to support VA LETC operations. The VA LETC has relied on the local economy to maintain the capability to successfully meet mission requirements solely due to its ability to secure food, lodging, and training space contracts. This model has only worked as a stopgap measure in response to incremental growth.

Based on current customer projections and historical trends, the VA LETC now predicts significant future expansion beginning in FY 25 that will far exceed available space on the CAVHS campus and the local economy. Therefore, the VA LETC needs a provider of facilities and support services capable of meeting mission requirements in an efficient and operationally sound manner.

2.1.3 OBJECTIVE. Provide facilities and services that meet the standards outlined in the PWS.

2.1.4 PERFORMANCE WORK STATEMENT. The Contractor will provide all facilities and services addressed in Part 2.4, Specific Tasks.

2.1.5 PERIOD OF PERFORMANCE. TBD- one base year and four additional option

Draft Statement of Need

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2.1.6 GENERAL INFORMATION.

2.1.6.1 Federal Observed Holidays. The VA LETC operates over all federal holidays with the exception of Christmas and New Year’s Day.

2.1.6.2 Standard Hours of Operation. Classes are in session 0800 to 1700, Monday through Friday.

2.1.6.3 Place of Performance. Within a 100-mile driving distance of the VA LETC. This distance is found to be appropriate due to the commutable distance for employees, shuttling back and forth to the VA LETC-CAVHS campus, and reach back capabilities to the VA LETC-CAVHS campus for logistical needs.

2.1.6.4 Quality Control Program (QCP). The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with (IAW) this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The Government will perform the inspection and acceptance of the completed work.

2.1.6.5 Type of Contract. TBD

2.1.6.6 Security Requirement.

2.1.6.6.1 Classrooms/break-out rooms/indoor training space assigned to the VA LETC.

Rooms shall be able to be secured and access limited to authorized VA LETC staff by means of key, proximity card, or cypher lock.

2.1.6.6.2 Lodging: The lodging building (hotel, dormitory, etc.) shall be able to be secured and access limited to authorized VA LETC staff by means of key, proximity card, or cypher lock. The exterior of the building shall include security lighting. Each room shall be able to be secured with access limited to the assigned student.

2.1.6.6.3 Parking: Parking areas shall be well-lit and within one-quarter mile of training/lodging facilities.

2.1.6.7 Post Award Conference/Periodic Progress Meetings. The Contractor agrees to attend any post award conferences convened by the contracting activity in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer (CO) and Contracting Officer Representative (COR) shall meet a minimum of annually with the Contractor to review the Contractor’s performance. At these meetings, the CO will apprise the Contractor of how the

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Government views the Contractor’s performance, and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

2.1.6.8 Meetings. The COR may be required to meet with the CO as necessary.

Meetings between the Government and Contractor may be called by either party, as necessary.

2.1.6.9 Contracting Officer’s Representative. The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions in the resulting order.

2.2 GOVERNMENT FURNISHED PROPERTY, FACILITIES, EQUIPMENT, AND

SERVICES

2.2.1 Property. N/A

2.2.2 Facilities. N/A

2.2.3 Equipment. N/A

2.2.4 Services.

2.2.4.1 Instructional delivery in the form of classroom lectures and practical labs.

2.2.4.2 Program management.

2.2.4.3 Curriculum design and development.

2.2.4.4 Student issues (personal/professional problems, misconduct).

2.2.4.5 Student and staff transportation.

2.3 CONTRACTOR FURNISHED ITEMS AND SERVICES

2.3.1 General. The Contractor shall furnish all supplies in support of this PWS, as well as equipment, facilities, and services required to perform work under this contract that are not listed under Section 2.2.

2.3.2 Contractor Administrative Support Requirement. Contractor facility staff will be available during in-processing to assign lodging, keys, meal cards, provide move-in/move-out/housekeeping/linen distribution/maintenance/laundry/Wi-Fi access instructions, and offer orientation to students with regards to meals, parking, recreational facilities, security, and mail services. Contractor facility staff will also be available throughout the course to address administrative issues with Government staff.

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2.3.3 Furnish facility and equipment necessary to meet the requirements for the provision of services established under the terms of this contract.

2.4 SPECIFIC TASKS:

2.4.1 Estimated Annual Requirements based on class type and student throughput:

1. Class Type: Basic Police Officer Training Course

a. Duration: 10 weeks (400 hours)

b. Number of iterations: 9

c. Students per iteration: 65

d. Iteration dates:

• October 2 – December 8

• October 16 – December 22

• January 8 – March 15

• February 12 – April 19

• March 18 – May 24

• April 22 – Jun 28

• May 27 – August 2

• July 1 – September 6

• August 5 – October 11

e. Number of basic course students in-residence, by week:

• October 1 – October 14: 65

• October 15 – December 9: 130

• December 10 – December 23: 65

• December 24 – January 6: 0

• January 7 – February 10: 65

• February 11 – September 7: 130

• September 8 – 30: 65

f. Basic course facility/support requirements:

• Lodging

• Meals

• Two, 65 student classrooms

• Two, 20 student classrooms

• Five 10x10 rooms for scenario-based training (lodging rooms will suffice)

• Outdoor training space for physical training, scenario-based training, traffic stop training (approx. 10,000 sq. ft.)

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• Auditorium: approx. 150-person capacity, used 1 day/9x per year for basic police officer training course graduations.

2. Class Type: Supervisor Course

a. Duration: 2 weeks (80 hours)

b. Number of iterations: 2

c. Students per iteration: 20

d. Iteration dates and number of supervisory students in-residence, by week:

• May 6 – May 17: 20

• August 12 – August 23: 20

e. Supervisor course facility/support requirements

• Lodging

• Meals

• One, 20 student classroom

3. Class Type: Criminal Investigator Course (CIC)

a. Duration: 9 weeks (320 hours)

b. Number of iterations: 2

c. Students per iteration: 24

d. Iteration dates and number of CIC students in-residence, by week

• April 8 – June 7: 24

• July 1 – August 30: 24

e. CIC course facility/support requirements

• Lodging

• Meals

• One, 30 student classroom

• One, 15 student classroom

• Fifteen, 10x10 rooms for scenario-based training (lodging rooms will suffice)

2.4.2 : EST: Total number of students in-residence, by week:

Oct 1 – 7 65 April 7-13 154

Oct 8-14 65 April 14-20 154

Oct 15-21 130 April 21-27 154

Oct 22-28 130 April 28-May 4 154

Oct 29 – Nov 4 130 May 5-11 174

Nov 5-11 130 May 12-18 174

Nov 12 – 18 130 May 19-25 154

Nov 19-25 130 May 26-Jun 1 154

Nov 26 – Dec 2 130 June 2-8 154

Dec 3 – 9 130 June 9-15 130

Dec 10-16 65 June 16-22 130

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2.4.3 Lodging.

2.4.3.1 The Contractor shall provide lodging for up to 174 students at a time.

2.4.3.2 The Contractor shall provide lodging space within one-half mile of the primary classroom/training and dining facilities.

2.4.3.3 The Contractor shall provide climate-controlled rooms that include Wi-Fi access to high-speed internet, a single bed, desk and chair, closet or wall locker, mini refrigerator (minimum 4 cu. ft) and waste basket with liner.

2.4.3.4 The Contractor shall provide single occupancy rooms and either individual bathrooms, a bathroom shared by two rooms, or communal bathroom per floor.

2.4.3.5 Shared bathroom suites shall be assigned to male and females separately.

2.4.3.6 If communal bathrooms, males and females will be assigned separate floors (approximately 10-15% of students are female).

2.4.4 Maintenance. The Contractor shall provide 24-hour maintenance support services for lodging related emergencies, and 24-hour response time for non-emergency lodging related maintenance issues.

2.4.4.1 After hours or emergency services will be resolved within 4 hours. If the situation is unable to be resolved within 4 hours, alternative space will be provided. Emergency will be determined by the Government and the situation, including but not limited to:

2.4.4.1.1 Heating, ventilation, and air conditioning malfunction or outage, regardless of weather or location.

2.4.4.1.2 Electrical malfunction or outage, regardless of weather or location.

2.4.4.1.3 Plumbing issues regardless of location.

2.4.4.1.4 Audio/video system malfunction or outage in classroom.

Dec 17-23 65 June 23-29 130

Dec 24 – Jan 6 Break June 30-July 6 154

Jan 7 – 13 65 July 7-13 154

Jan 14-20 65 July 14-20 154

Jan 21-27 65 July 21-27 154

Jan 28-Feb 3 65 July 28-Aug 3 154

Feb 4-10 65 Aug 4-10 154

Feb 11-17 130 Aug 11-17 174

Feb 18-24 130 Aug 18-24 174

Feb 25-Mar 2 130 Aug 25-31 154

Mar 3 – 9 130 Sep 1 – 7 130

Mar 10 – 16 130 Sep 8-14 65

Mar 17-23 130 Sep 15-21 65

Mar 24-30 130 Sep 22-28 65

Mar 31 – April 6 130 Sep 29-30 65

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2.4.4.1.5 Pest control concerns: extermination of any bed bugs, vermin, bugs, bees, wasps, and wildlife as reported.

2.4.4.2 General maintenance will include all service requests made by the Government for contractor provided facilities, faulty equipment, services, and/or to trouble shoot malfunctions. Upon completion of each service call, a summary of the tasks completed will be provided to the VA LETC.

2.4.5 Housekeeping

2.4.5.1 At the beginning of each class, the Contractor shall issue to each student a pillow, blanket, one full set of bed linens (pillowcase and bed sheets), five washcloths, and five towels. The student will be responsible for washing linens and towels during the class and returning at the end of the class. The Contractor will ensure the linen/towel set is commercially laundered before re-issue to the next class.

2.4.5.2 The Contractor will make available to students, floor cleaning supplies, all-purpose cleaner, and cleaning rags/towels, upon request.

2.4.5.3 The Contractor shall be responsible for providing pest control on a quarterly basis and as needed via service request. Pest control would specifically be for bed bugs, vermin, bugs, bees, wasps, wildlife and as needed via service request.

2.4.5.4 The Contractor shall provide custodial services for common areas Monday through Friday to include daily trash collection, surface and flooring cleaning, and dusting of common areas, offices, conference rooms, fitness rooms, all restrooms (lodging and common area), classrooms, and dining facilities.

2.4.5.5 The Contractor shall “deep clean” lodging rooms and lodging restrooms in between class iterations. Deep clean shall include the following: Flip the mattress, wipe down bed rails, perform high dusting, deep vacuuming to include under the bed, clean inside the refrigerator, disinfect pillows with germicidal spray, deep clean and disinfect bathroom.

2.4.6 Laundry Facilities. The Contractor shall furnish sufficient laundry facilities, defined as one washer and one dryer per 20 students to include maintenance services as needed, within one half mile of lodging available at no additional cost to the student. The student shall provide laundry detergent.

2.4.7 Dining Facilities.

Dining facility shall be a grill/buffet type of dining facility. Dining facility shall meet all applicable consumer safety and health standards.

Each breakfast meal shall include, at a minimum:

a. One meat - including poultry, beef or pork, fish, or shellfish sandwich.

b. A choice of two side items, cereal hot or cold.

c. A choice of one fruit.

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d. A choice of one glass of juice, milk or coffee. Alcoholic beverages shall not be provided.

e. A choice of condiments, including butter, margarine, syrup, and jam or jelly.

Each lunch and evening meal shall include, at a minimum:

a. A choice of at least three hot entrees- including poultry, beef or pork, fish or shellfish or sandwich.

b. A choice of soup and salad with crackers and dressing.

c. A choice of potatoes or pasta with accompanying sauces and gravies.

d. A choice of at least three vegetables.

e. A choice of breads with butter or margarine.

f. A choice of at least two desserts and fresh fruit; and

g. A choice of beverages, including water, tea, coffee or soft drink. Alcoholic beverages shall not be provided.

h. Special diet accommodation as required.

Meal will be provided in accordance with the student’s dietary restrictions or medically prescribed diet and guidelines that will be provided by the VA LETC.

COR will provide advance notice.

2.4.8 Classroom Space. The Contractor shall provide the following:

Space Duration

65-person classroom (qty 2) Continuous

30-person classroom Apr 8 - Jun 7

July 1 - Aug 30

20-person classroom (qty 2) Continuous

20-person classroom May 6 – 17

Aug 12 – 23

10x10 room for scenario-based training (x5)

Continuous

10x10 room for scenario-based training (x15)

April 8 – Aug 30

Each classroom shall include a desk/table and chair for each student, a podium, a large whiteboard, a large screen projector or a sufficient number of large monitors able to connect via HDMI to a computer for presentation display, and an audio sound system. Classrooms shall be climate-controlled. The contractor shall make ancillary supplies and equipment available (i.e., extension cords, surge protectors etc.). Classroom space reserved shall be a dedicated

Page 9 of 14 VA LETC Location Expansion Services training space for the entirety of the course.

2.4.9 Outdoor Multi-use Training Space. The Contractor shall provide outdoor multi-use training space sufficient to conduct physical training (running, stretching, calisthenics), for up to 130 students at one time, and various other outdoor multi-use spaces large enough for 20 students (traffic accident, patrol, alarm response). Outdoor training space approximately 10,000 sq. ft.

2.4.10 Physical Fitness Test. The Contractor shall provide indoor or outdoor multi-use training space sufficient to conduct a physical fitness test for up to 65 students (flat and measured running track, sufficient space for pushups and sit ups).

2.4.11 Storage Space: The Contractor shall provide a minimum of 300 sq.ft, indoor, secured, climate controlled space for equipment and supply storage.

2.4.12 Auditorium Space. The Contractor shall provide auditorium-style meeting space to accommodate up to 150 people for basic course graduation ceremonies scheduled for the following dates:

• Dec 8

• Dec 22

• Mar 15

• Apr 19

• May 24

• Jun 28

• Aug 2

• Sep 6 The auditorium shall include a podium and a large screen projector able to connect to a computer via HDMI for presentation display, and an audio sound system with microphones. The auditorium shall be climate-controlled and have Wi-Fi access to high-speed internet.

2.4.13 Administrative Space. The Contractor shall provide open cubicle space (or 2-person offices) to accommodate a minimum of 20 Government staff.

Administrative space shall be climate-controlled and have Wi-Fi access to high-speed internet.

2.4.14 Wi-Fi Access. The Contractor shall provide Wi-Fi connectivity to high-speed internet in lodging rooms, classrooms, and common areas.

2.4.15 Parking. The Contractor shall provide students and staff access and parking passes to park Government and privately owned vehicles. Onsite parking must be sufficient to accommodate the number of staff and students onsite.

2.4.16 Firing Range. The Contractor shall provide either an indoor or outdoor firing range meeting the following minimum specifications:

2.4.16.1 Covered firing line

2.4.16.2 25-yard minimum distance from firing line to targets

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2.4.16.3 30 firing lanes

2.4.16.4 Berm/backstop/impact area capable of containing .223/5.56 NATO rifle rounds

2.4.16.5 Control booth with PA system

2.4.16.6 Armory and ammunition storage

2.4.16.7 Firearm cleaning room

2.4.16.8 Air handler/climate control if indoor

2.4.17 Mat Room Space. The Contractor shall provide indoor training space suitable for placement of mats for defensive tactics training for 40 students at one time (approximately 2000 sq ft minimum), if available, for the following dates:

• Oct 16 – Nov 10

• Jan 22 – Feb 2

• Feb 26 – Mar 8

• Apr 1 – 12

• May 6 – 17

• Jun 10 – 21

• Jul 15 – 26

• Aug 19 – 30

• Sep 23 - 30

3.0 DELIVERABLES

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

METHOD OF

MEASUREMENT

PERFORMANCE

THRESHOLD

Task 2.4.3.

Lodging

Capacity of up to 174 students, within ½ mile of primary classroom/training and dining facilities, furnished climate-controlled rooms, single occupancy w/ individual, shared, or communal bathrooms, assigned to males and females separately.

Student complaints.

Contractor response time.

There shall be no more than 3 complaints per week pertaining to the performance standard.

Complaints must be validated by COR.

Exceed threshold requires meeting between CO, COR, and Contractor to determine resolution.

Task 2.4.4.

Maintenance

24-hour emergency maintenance support, 24-hour response time for non-emergencies.

Student and staff complaints.

Contractor response time.

No deviation to emergency maintenance standard is acceptable because

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Emergency services resolved within 4 hours or alternate space provided.

of the critical nature of this item. There shall be no more than 3 complaints per week pertaining to the non-emergency performance standard.

Complaints must be validated by COR.

Exceed threshold requires meeting between CO, COR, and Contractor to determine resolution.

Task 2.4.5.

Housekeeping

Issue linen and towels beginning of each class, commercially launder in between classes. Cleaning supplies available to students. Pest control.

Custodial services common areas and all bathrooms Monday through Friday, deep clean lodging rooms and bathrooms in between classes.

Student complaints.

Contractor response time.

There shall be no more than 3 complaints per week pertaining to the performance standard.

Complaints must be validated by COR.

Exceed threshold requires meeting between CO, COR, and Contractor to determine resolution.

Task 2.4.6.

Laundry Facilities

Contractor provides one washer and one dryer per 20 students, within ½ mile from lodging, at no cost.

Student complaints.

Contractor response time.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.7. Dining Facilities

Contractor shall provide grill/buffet-type dining facility, meeting consumer safety and health standards, and provide meals as outlined in the task requirements above.

Student complaints.

Contractor response time.

There shall be no more than 3 complaints per week pertaining to the performance standard.

Complaints must be validated by COR.

Exceed threshold requires meeting between CO, COR, Page 12 of 14 VA LETC Location Expansion Services and Contractor to determine resolution.

Task 2.4.8.

Classroom Space

Contractor shall provide various size dedicated classrooms as needed as outlined in the task requirements above.

Include desks, chairs, a podium, a whiteboard, AV equipment, climate controlled, ancillary supplies and equipment.

Capacity and availability IAW performance standard.

Student and staff complaints.

Contractor response time.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.9.

Outdoor multi-use training space

Sufficient to conduct physical training (for up to 130 students at one time and various other outdoor multi-use spaces large enough for 20 students.

Approximately 10,000 square feet. Approx 10,000 sq. ft.

Capacity IAW performance standard.

Student and staff complaints.

Contractor response time.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.10.

Physical Fitness Test

Indoor or outdoor multi-use training space sufficient to conduct physical fitness test for up to 130 students at one time

Capacity and specifications IAW performance standard. Staff complaints.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.11.

Storage Space

Indoor, climate controlled, secured, space suitable for storage of equipment and supplies.

Minimum of 300 sq. ft.

Capacity and specifications IAW performance standard.

Multiple rooms to meet this standard is acceptable (e.g. two rooms, 150 sq.ft. each) (add to above)

Task 2.4.12.

Auditorium Space

Auditorium-style meeting space for up to 150 people on the dates outlined in the task requirements

Capacity and specifications IAW performance standard.

Student and staff

Conference-style space is acceptable as long as seating is provided for up to 150 people.

Page 13 of 14 VA LETC Location Expansion Services above. The auditorium shall include a podium and a large screen projector able to connect to a computer via HDMI for presentation display, and an audio sound system with microphones. The auditorium shall be climate-controlled and have Wi-Fi access to high-speed internet.

Complaints.

Contractor response time.

Task 2.2.13.

Administrative Space

Open cubicle space (or 2-person offices) to accommodate a minimum of 20 staff.

Must be climate-controlled and have Wi-Fi access to high-speed internet.

Capacity and specifications IAW performance standard.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.14. Wi- Fi Access

Wi-Fi connectivity to high-speed internet in lodging rooms, classrooms, and common areas.

Capacity and specifications IAW performance standard.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

Task 2.4.15 Parking

Access to parking for Government and privately owned vehicles within one quarter mile of training, lodging, and office facilities.

Capacity and specifications IAW performance standard.

Student and staff Complaints.

Contractor response time.

There shall be a sufficient number of parking spots available for students and staff within one-quarter mile of training, lodging, and office facilities. No deviation to lighting requirement.

Task 2.4.16 Minimum 25 yard/30 lane firing range capable of containing .223 caliber rifle rounds.

Armory/ammunition storage/cleaning area.

Capacity and specifications IAW performance standard.

Student and staff Complaints.

No deviation to the set performance standard is acceptable because of the critical nature of this item.

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Covered firing line. Air handler and climate controlled, if indoor.

Contractor response time.

Task 2.4.17 Indoor training space outfitted with mats designed for law enforcement training (defensive tactics, handcuffing and searching) and large enough to accommodate 60 students.

Capacity IAW performance standard.

Student and staff complaints.

Contractor response time.

No deviation to the set performance standard is acceptable because of the critical nature of this item.