PERFORMANCE WORK STATEMENT.rtf

PERFORMANCE WORK STATEMENT

VA Pacific Islands Healthcare System Contract Security Guards

SCOPE OF WORK

The contractor shall provide management, supervision, personnel, back-up staff replacement staffing, equipment, and supplies (except those items of equipment and supplies identified as provided by the Government) necessary to provide unarmed, uniformed guard services as described herein. As a non-Personal Services contract, these personnel are not to be considered VA Employees for any purpose. Contractor retains all control over personnel and responsibility for direct supervision. Contract personnel may not supervise VA Staff but may provide direction and instruction as required by duties. Daily activity is monitored and managed by the VA Police Chief, COR or designated alternate.

BACKGROUND

The Department of Justice has determined that premises leased by the Department of Veterans Affairs (VA) for medical clinics are under the law enforcement jurisdiction of VA as that phrase is used in 38 U.S.C. Section

218. This determination rests upon the provision that VA is the leaseholder of the space coupled with possession and control of the space. Security and Law Enforcement Circular Letter 07-91-1 authorizes security services obtained by contract when VA police officer positions are unavailable. Contract security guards utilized by VA areas shall exercise any local law enforcement authority vested in them within the limits of their licensing or special police commissioning by the State in which the clinic is located. This exercise of local law enforcement authority does not include authorization to bear firearms in VA leased space.

GUARD COVERAGE REQUIRED

VA Pacific Islands Health Care System (VAPIHCS)

PIHCS E Wing

Location: 459 Patterson Rd, Honolulu, HI 96819 Fixed Coverage: 0600-1530 Monday through Friday excluding Federal holidays. Qty (1) Security Guard I

PIHCS Community Living Center (CLC)

Location: 459 Patterson Rd, Honolulu, HI 96819

Fixed Coverage: 0630-1600 Monday through Friday excluding Federal holidays. Qty (1) Security Guard I

PIHCS Windward CBOC

Location: 46-001 Kamehameha Hwy STE#301, Kaneohe, HI 96744 Fixed Coverage: 0630AM-1700PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS Barbers Point

Location: Bldg. 34 (HPACT Leeward Annex), 37 (HUDVASH) 91-1039 Shangrila St, Kapolei, HI 96707 Fixed Coverage: 0630AM-1700PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS ACC Spark Matsunaga CBOC

PIHCS Spark M Matsunaga VA Medical Center Location: 459 Patterson Rd. Fixed Coverage: 0600hrs-1630 hrs. Monday through Saturday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS Hilo CBOC

Location: 45 Mohouli St. Hilo, Hawaii 96720 Fixed Coverage: 0630AM-1700PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS Kona CBOC

Location: 73-5618 Maiau Street, Kamanu Center, Suite C200 Kailua-Kona, Hawaii 96740.

Fixed Coverage: 0630AM-1700PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS Maui CBOC

Location: 203 Hoohana Street, 303 Kahului, Hawaii 96732.

Fixed Coverage: 0630AM-1730PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

PIHCS Kauai CBOC

Location: 4485 Pahee Street, 150 Lihue, HI 96766.

Fixed Coverage: 0630AM-1700PM Monday through Friday excluding Federal holidays. Qty (2) Security Guard I.

Security Guard I: Enforces and carries out detailed instructions and procedures primarily oriented to ensure that emergencies and security violations are readily discovered and reported to appropriate authority. The primary duty is to observe and report security and emergency situations. This security guard intervenes directly only in situations which require minimal action to safeguard property or persons. Duties require minimal training and physical fitness standards. Standby to monitor or assist VA Staff in event of disruptive patients, and to call for police assistance as needed.

VA observed Federal Holidays are:

New Year’s Day Martin Luther King Jr. Holiday Washington’s Birthday Presidents Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.

Contractor shall provide the services listed below:

SECURITY GUARD SERVICES

Emergency & Call Back Hours Polices: Emergency & Call Back hours will be defined as and utilized for the following: Emergency / Call back / Alarm Response / Selected Weekends and Holidays and unknown situations determined by VA Safety and Security Service. Emergency & Call back hours included in the Price Cost Schedule are estimates only and if they are exhausted, the vendor agrees to maintain the original contract pricing for additional hours consistent with the performance period services fall within for the specific location where service hours are required. Upon request by the COR or other delegated authority and approved by the COR, the contractor shall provide Security Guard Services (within the scope of this contract) for emergency-call back, on selected Saturdays, Sundays or holidays during the year, whether scheduled or unscheduled. These events can be holidays or other days designated by the COR. Emergency call back situations or alarm responses, on selected Saturday, Sunday or holidays may require work after the normal work hours or an increase in personnel during normal work hours. In the event of an irregular shift need/ emergency, call back, notification will be given to the contractor at least 4 hours in advance for the regular rate. Only after explicit approval from the Contracting Officer, these services shall be provided on an as needed basis at the hourly labor rate agreed to and specified in the Price Schedule. In the event emergencies arise, we will utilize emergency hours to staff parking lots and various other locations until the emergency has been deemed all clear. Emergency hours can vary depending on the nature of the emergency. Emergencies consist of natural disasters, fire, bomb threats, active shooter, health emergencies and/or any other emergency response to any unforeseen event causing the staff and patients to barricade inside the clinic.

LIMITATION ON MAN-HOURS TO BE PROVIDED BY INDIVIDUAL EMPLOYEES

No employee of the contractor shall provide more than twelve (16) hours of service in any twenty-four (24) hour period unless the work periods are separated by an eight (8) hour non- duty period (“service” includes VA contract work and any other employment). This limitation may be temporarily adjusted by the CO verbally in emergency situations which are beyond the control of the Contractor (i.e., weather conditions that prevent the next shift from getting to the building, civil disturbances, bombings, etc.). A written confirmation of waiver must be obtained for each occurrence from COR or designee.

SUPERVISION Contractor shall provide access to supervisor level personnel at any time around the clock. Phone calls will be made after business hours only if necessary for short notice needs. Each supervisor shall have a background with a minimum of two (2) years of successful experience in field supervision (civilian community law enforcement, military service law enforcement, or security, commercial or industrial guard service or security). A supervisor will be required to be on ground, full time to be accessible during the following schedule; Monday thru Friday, excluding federal holidays, throughout the security guard coverage at Ewing, Spark Matsunaga ACC and CLC/CFA sites (Oahu Island).

MINIMUM QUALIFICATIONS STANDARDS – SECURITY GUARDS I:

must also respond and take basic reports, question witnesses obtaining all pertinent information for use in possible follow-up investigations in cooperation with VA Police or Active-duty Military Police.

Contractor must provide to the COR with physical evaluation for each CSO 15 days before they expire.

HEALTH AND PHYSICAL FITNESS REQUIREMENTS

All employees assigned by the Contractor to work under this contract shall be physically able to perform all general patrol duties, functions, and activities; shall be free from any communicable disease; shall be well proportioned as to height and weight; shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties; shall possess binocular vision correctable to 20/30 shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid.

Each employee shall be given a physical examination without cost to the Government or the employee, and medical certification attesting to the results of this examination shall be furnished to the COR on Standard Form 78, to be provided after contract award, prior to anticipated date of assignment. This form must receive the approval of the COR prior to assignment of the employee to duty.

Security guard duties include personal encounters with patients, visitors, and other employees. Encounters are often with mentally ill, irrational, or disturbed persons who, although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any emotional or mental condition which could cause the applicant to be a hazard to others or self during stressful situations and physical altercations will disqualify him/her.

instructions and material and shall be able to compose reports which convey complete information.

LUNCH AND BREAK PERIODS

The guard will eat lunch and take breaks when needed. Calls for service will be responded to whether the guard is on lunch or break. Lunch and breaks can be resumed once all calls for service have been cleared, and the guard returns to normal duty.

The Guard normally may be granted a rest period not to exceed fifteen

(15) minutes during each four (4) hours of continuous duty. Rest periods may not, under any circumstances, be continuations of the lunch period, and they may not be granted immediately after the beginning of the workday or immediately prior to quitting time, nor may they be accumulated.

SERVICES AND MISCELLANEOUS SERVICES

Provide monthly (live) testing of building Intrusion alarm, motion detector and panic/duress alarm system, and provide required documentation to the designated COR. This may require coordination with a security alarm company.

Perform routine safety inspections of the building and grounds, and conduct accident investigations and document findings to the COR

ADDITIONAL SAFETY DUTIES

Assist in conducting fire and disaster drills as coordinated by the COR or Safety/Security Supervisor.

GENERAL DEFINITIONS

RHA - Regular Hours of Assignment.

SOI - Standard Operating Instructions.

GOVERNMENT FURNISHED PROPERTY (GFE)

All non-disposable property furnished by the Government under this contract shall remain the property of the Government. The contractor shall return any government property such as radios or keys during off station after each shift.

GOVERNMENT FURNISHED MATERIALS

The government will provide the materials listed in paragraph 14.2.

The government will provide radios, office or desk, and access to phone to the guards at VAPIHCS facilities if it is available at the assigned location and post. The government will provide proxy cards to security guards needing exterior access to building and interior hallway.

CONTRACTOR-FURNISHED PROPERTY AND SUPPLIES

The Contractor shall furnish and maintain in acceptable condition, at no cost to contract guard employees, all items of uniform and equipment necessary to perform work required by this contract, as discussed in this section.

15.2.2 General. Each member of the Police and Security unit is expected to maintain a high standard of personal hygiene and uniform appearance. Each Security Guard officer is expected to wear a neat, clean, and well- pressed uniform and have black laced shoes, of plain design, in good repair and shined to a luster. Supervisors are responsible for setting good examples and inspecting each Security Guard for conformance to uniform and appearance standards

15.2.3 Grooming. The following standards are not an attempt to depersonalize an individual by requiring or prohibiting mustaches or styles of haircuts, provided such mustaches and hair styles are neat in appearance, do not interfere with or detract from proper wearing of uniforms or equipment, and do not expose the officer to unnecessary hazards during emergency situations. Fingernails will be clean and neatly trimmed so as not to interfere with performance of duty, detract from the security officer image; or present a safety hazard.

bottom edge of the collar. If hair coloring is changed by artificial means, it shall present a natural appearance and shall not be immediately noticeable. Hair styles will not interfere with the proper wearing of required headgear.

Shirt long sleeve Shirt, short sleeve. Duty Belts, nylon, black Trouser, all season weight Jacket, Flashlight, high quality, minimum 200 lumen.

Flashlight holder, nylon or leather, black Insignia, shoulder patch (each shirt and jacket) Nameplate, 3 1/2" X 3/4", Black/Blue, 1/2", lettering on gold metal (initial and last name) DUTY BELT, black nylon

INCLEMENT WEATHER

Clothing shall be required for those guards required to perform duties while exposed to cold, rain, and other inclement weather conditions. All inclement weather clothing must be identical in style and color for each guard.

NOTE: NO GUARD MAY ENTER ON DUTY WITHOUT WEARING THE PROPER UNIFORM INCLUDING ACCESSORIES.

Each guard on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, replacement flashlight batteries and bulbs, and traffic control safety apparel (reflective vests, gloves, traffic batons, etc.), as appropriate to operations. Guards shall not be permitted to provide themselves with any unauthorized supplemental or personals such as concealed or unconcealed firearms, knives, "come along", or other such non-standard items.

Guards on duty will wear nylon, black in color duty belt while on duty.

WORK SCHEDULING PROCEDURES

The Criteria for establishing work schedules and requirements for contract relief period and for starting and stopping work are contained herein:

Supervisor deems them fit. All personnel shall remain on the job in full uniform until the end of their full tour of duty. Discrepancies will be noted in duty log and reported by Contractor Supervisor to VA Police Chief, COR or designee. Repeated incidents may be considered cause for permanent removal from performance under this contract, if determined to be in the best interest of the Government by the Safety/Security Chief or designee and requested through the Contracting Officer.

PERFORMANCE REQUIREMENTS

INITIAL START UP:

A post-award conference will be held at a time and place designated by the CO, to be attended by the Contractor, the Contractor's supervisor, the COR, the CO, and other officials designated by the CO.

The conference agenda shall include, as a minimum:

18.1.2 Performance Requirements

Each contract employee shall have at a minimum the required training listed below prior to his or her initial assignment. The contractor is responsible for this training.

SUBJECT / HOURS / DESCRIPTION

Patrol Methods / 2 hours / Instruction in various patrol methods and skills Basic Report Writing / 2 hours / Techniques and elements of reporting and recording information related to crimes and incidents in plain language.

Basic Incident/Crisis Notification / 1 hour / Process to notify CBOC and Local Police management in case of crisis or emergency.

CONTRACTOR-FURNISHED TRAINING PLAN

The Contractor will provide the COR a recommended plan for training Guards and supervisors. The plan must list training and/or courses that will be required for employees and an approximate schedule for attendance.

This plan will also include methods the Contractor will use to maintain continuity of contract guards and supervisors with a minimum turnover in personnel.

The Contractor shall provide upon request written certification that each contract employee has been trained in the subject areas outlined in section 17.2 & 17.3 prior to assignment.

NOTE: For replacement or new employees, documentation of prior training must be submitted, or the individual contract employee must complete the required training before being employed in support of this contract.

AUTHORITY AND JURISDICTION

Copies of Driver licenses and Guard Cards described herein shall be furnished to the COR before initial assignment to duty via email.

20.1.2 The Contractor's employee shall maintain a valid state security officer's certification during the term of his/her employment under the contract.

ON-SITE SUPERVISION

The Contractor shall provide the name(s), telephone number(s), and address(s) of the on-site or in-field supervisor, in writing, to the COR prior to performance under this contract. The field supervisor shall be available by telephone, a response to phone calls should be returned within (2) hours. The term "on-site supervisor" means a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to- day basis at the work site or vicinity.

The COR, VA Police Chief and physical security team will have the ability to communicate directly with any Guard while on duty. This includes but not limited to, phone, email, in-person conversations where the COR is asking for duty related information or is passing time-sensitive tasks that will be within the Guards’ duties. The Guard is responsible to notify the Contractor supervisors of COR requests or special instructions.

GUARD SERVICES

Assignments may include but are not limited to the following:

soon as possible and take action to prevent injury of patients or staff if applicable. (Use safety cones to block area and direct activity around the hazard, etc.)

Security and safety duties and level of performance as required by this contract fall within the Department of Labor (DOL) wage decision category of Security Guard I.

SPECIAL CONTRACT REQUIREMENTS

Standards of Conduct The Contractor shall be responsible and legally liable for employee performance and for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is also responsible for ensuring that employees do not disturb papers on desks, open desk drawers or cabinets, or access computerized internet, software or network except as authorized. Each Guard is expected to adhere to standards of behavior that reflect credit on themselves, their employer, and the Federal government. Disciplinary actions, including removal actions, shall be the responsibility of the Contractor. VA Police Chief and COR are to be kept apprised of actions and situations.

Removal from Duty

The Government may also require the Contractor to immediately remove any employee(s) from the worksite(s) should it be determined that individuals are being assigned to duty who have been disqualified for either suitability or security reasons, or who are found to be unfit for performing security duties during their tour(s) of duty. The Contractor shall comply and provide a replacement. Such a determination of unfitness may be made for, but not limited to, the following types of incidents of misconduct or delinquency:

The COR will provide the Contracting Officer with any recommendations regarding the removal of any person(s) from the work site(s). The Contracting Officer will make the final determination. Specific reasons for removal of an employee(s) will be provided in writing to the Contractor using a contractor deficiency report (CDR).

Control of Contract Personnel

The Contractor shall have the sole responsibility and prerogative of selection, assignment, transfer, management, and control of contract staff in performance of this contract. The VA does not hire individuals to perform under this contract and shall not hold “selection interviews” of any kind.

However, all guards the Contractor proposes to assign are subject to the review of the COR, and recommendations will be provided to the Contracting Officer for non-approval as required. The Contractor shall not employ any persons for work on this contract who are not fully qualified. If persons are identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being, or operational mission of the VA and its population, they shall be immediately removed from performance and may face legal charges. Quality oversight shall be provided by the COR.

STAFFING PLAN

Maintaining staffing for coverage.

Contractor must provide COR with a staffing plan that is acceptable, realistic and meets the needs for scheduled shifts as well as on call shifts, emergency shifts. Contractor may be required to staff additional or extended hours to accommodate VA operations, this will be coordinated through the COR and contracting office. Each post is allocated emergency hours within the CLIN for this reason, should the requirement exceed the allotted emergency hours then coordination between vendor, COR and CO will be made to arrange payment.