Attachment B - Statement of Work.pdf

STATEMENT OF WORK

JACKSONVILLE NATIONAL CEMETERY

Unarmed and Uniformed Security Guard and Patrol Services

Introduction

The Department of Veterans Affairs, National Cemetery Administration (NCA), Jacksonville National Cemetery, has an immediate need for Unarmed and Uniformed Security Guard and Patrol Services for approximately 105 cemetery acres and 18 designated security checkpoints.

Scope of Work: The Contractor shall provide professional and courteous, Guard I or Guard II series uniformed, and unarmed Security Guard to provide daily, weekend and holiday services coverage for the Jacksonville National Cemetery. The services provided shall be performed in such a manner as to ensure the safety and welfare of visitors and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment and supplies necessary to provide the services required herein. Contractor must maintain current and active State of Florida security licensing requirements.

Place of Performance:

Jacksonville National Cemetery 4083 Lannie Road Jacksonville, Florida 32218

Period of Performance: Base year plus four (4) one year option renewals.

Base Year: July 1, 2024, through June 30, 2025 Option Year One: July 1, 2025, through June 30, 2026 Option Year Two: July 1, 2026, through June 30, 2027 Option Year Three: July 1, 2027, through June 30, 2028 Option Year Four: July 1, 2028, through June 30, 2029

Security Guard Normal Hours of Coverage:

A: WEEKDAYS: Monday through Friday 4:30PM till 8:00AM B: WEEKENDS: Saturday and Sunday 8:00AM Saturday till 8:00AM Monday C: HOLIDAYS: Starts at 8:00AM on day of holiday till 8:00AM Next Morning

If additional services are required outside of the hours of coverage specified herein, the Contractor must receive prior written approval from the Contracting Officer (CO) via contract modification. Any additional services performed by the Contractor without this authorization will be performed at no additional cost to the Government.

The Holidays observed by the Federal Government are as follows:

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 20th Independence Day July 4th

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

All contractor personal shall have a valid Driver’s license to operate any motor vehicle on cemetery property.

These Security Guard duties will include personal encounters with visitors, other contractors, and employees of the Government.

The Contractor shall assign a Point of Contact (POC) for the purpose of ensuring compliance with all provisions of this contract. The Contractor POC shall be available to report on site if requested and can address performance issues.

Qualification Requirements of Contractor Personnel:

Supervisor: The Contractor shall provide a supervisor on site at a minimum of once weekly for inspections and problem corrections. In addition, the Supervisor shall be available for direct communication with the COR and Security Guard(s) on duty during their entire shift.

Must be literate in English to the extent of reading, speaking, and understanding printed regulations, detailed written orders and shall be able to compose reports which convey complete information in a clear and concise manner.

Must have the ability to maintain poise and self-control under stress.

Supervisors shall have a background with a minimum of two (2) years of successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or industrial guard service or security). Shall have all State of Florida License required to perform as a Security Guard.

The Contractor shall provide the name(s), telephone number(s), of the on-site or in-field supervisor, in writing, to the Contracting Officer’s Representative (COR) immediately upon award of this contract.

The term "on-site supervisor" means a person designated, in writing, by the Contractor, who has authority to act, for the Contractor, at the worksite.

Supervisors will monitor the hours of duty of personnel to ensure compliance with the requirements of this contract. Supervisors must periodically visit the VA Facility.

The payments for leave, including sick leave or vacation time, are the responsibility of the Contractor.

The Contractor shall provide the level of supervision needed to ensure that employees are properly performing all duties as specified in accordance with the contract.

The on-site or in-field supervisor shall assure that Security Guard(s):

Are in uniform and always present a neat appearance. Maintain a continued state of proper training.

Possess the necessary State of Florida License required to perform as a Security Guard. Maintain continued liaison with the COR or designated alternate.

Ensure documentation is accurate.

Security Guards Minimum Qualification Standards:

Guard 1 or Guard II experience level.

Education / Experience:

Must possess a high school diploma or equivalency. Must demonstrate the ability to read, understand and apply printed rules, detailed order, instructions, and training materials. Must have the ability to construct and write clear, concise, accurate and detailed reports. Shall have all License required by the State of Florida to work as an Unarmed Security Guard.

Must be literate in English to the extent of reading and understanding printed regulation, detailed written orders, training instruction and material, and shall be able to compose reports which convey complete information in a clear and concise manner.

Must have the ability to maintain poise and self-control under stress.

Must have the ability to meet and deal with the public in a professional manner.

Health and Physical Fitness Requirements:

Be physically able to perform all general duties, functions, and activities as described in this Statement of Work.

Government-Furnished Property and Services: The following resources shall be provided to the Contractor for their use:

Standard Operation Procedures (SOP): The SOP for Jacksonville National Cemetery will be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures. SOP shall not be removed from Government property, or reproduced or copied in any manner unless properly authorized by the Contracting Officer.

VA reserves the right to update the SOP as required. Most changes should be minor in nature and have no impact on the terms and conditions of this contract. In the event of major changes, the Contracting Officer shall address the issues in writing to the Contractor. As far as possible the Contractor’s staff shall implement any change immediately and address any conflicts or issues through the Contractor to the Contracting Officer.

Security Equipment: Currently the Jacksonville National Cemetery has intrusion, motion sensors, fire alarm system and cameras. These signals are transmitted over telephone lines to the alarm company (note, the surveillance of the building alarm systems themselves are monitored by a separate company).

In the event of a signal, the alarm company will contact the assigned on-duty Security Guard for this contract on a contractor supplied cell phone and the Security Guard shall respond to the building(s) to address alarms within 5 minutes of receiving notification from the alarm company and will notify the alarm company if any assistance is required. In case of any emergency that requires, Police, Fire Department or Rescue the Security Guard will call 911 to request what assistance is needed depending on the emergency. If emergency assistance is requested and if the situation allows the security guard will meet requested personal at front entry and escort to needed location. If not able to meet at front gate, security guard will turn on patrol vehicle flashing lights on top of vehicle. The Security Guard will follow the Incident Point of Contact Protocol for all Emergency or Significant Security Events as soon as possible once the emergency allows.

Incident Point of Contact (POC) Call Protocol for Emergency or Significant Security Events

URGENT OR EMERGENCY SECURITY INCIDENTS

In the event the Guard finds signs of vandalism, suspicious activity, forced entry, or any other emergency that requires Police, Fire Department, or Rescue services:

The Security Guard will call 911 to request what assistance is needed depending on the emergency.

If the situation allows, Guard shall meet requested emergency services personnel at front entrance and escort to needed location.

If Guard is not able to meet at front gate, security guard will engage flashing lights on top of patrol vehicle to indicate the location for services.

For all emergencies the Security Guard must notify the designated POCs and Cemetery Director (if applicable), once the emergency allows, but as soon as possible.

A complete report will be completed and turned in to the COR the day of the incident. A list of contact numbers for cemetery staff will be provided to the contractor.

ALARM MONITORING BREACH SIGNAL EVENT:

In the event of a security equipment (intrusion, motion sensors, fire alarm) triggered signal event:

The alarm company will contact the assigned on-call Security Guard Officer.

Guard shall respond to the building(s) to address alarms within 5 minutes of receiving notification from the alarm company.

Notify the alarm company if any assistance is required.

Guard shall contact Jacksonville National Cemetery POC #1 to advise them of the breach. If the

Jacksonville National Cemetery POC #1 is not available, guard should then immediately contact Jacksonville National Cemetery POC #2. If the Jacksonville National Cemetery POC #2 is not available, guard should then immediately contact Jacksonville National Cemetery POC #2.

Once a Jacksonville National Cemetery POC is contacted, the Guard shall issue an incident report. A copy of the incident report should be provided to the designated JVNC POCs, within 24-hours or (1) business day.

NON-EMERGENCY SECURITY EVENTS or PUBLIC OR CEMETERY VISITOR

INCIDENTS

The Guard will immediately notify the designated POCs, of any adverse engagement with any cemetery visitors or the public or any of the non-emergency incidents listed below:

Non-emergency security events include:

o Power outages or Cemetery lighting issues o Lockouts or Cemetery building security door breaches o Impending severe weather events o Lost and Found Services o Visitor escort service requests (Guard will need to summarize in incident report to Cemetery location where the visitor was escorted) o Broken water or irrigation lines.

JACKSONVILLE NATIONAL CEMETERY - POINTS OF CONTACT CALL TREE

POINT OF CONTACT # :

If POC # is not available, contact POC #

POINT OF CONTACT # :

If POC # is not available, contact POC #

POINT OF CONTACT # :

Contractor-Furnished Property and Supplies: The Contractor shall furnish and maintain in acceptable condition, all uniform items, patrol vehicle, cellphone, real time and online guard tour system, and all equipment and supplies necessary to perform the services required of this contract.

Security Vehicle: The contractor is required to provide the security vehicle at no cost to the government, acceptable vehicles would be a Sedan, Truck or SUV. The security company name and phone number shall be displayed on the vehicle. The vehicle will be required to have a flashing light mounted on top.

The contractor shall maintain CURRENT state vehicle licensing and registration of vehicle. Contractor will ensure vehicle meets all safety requirements and kept clean and neat in appearance. There shall always be a company identified vehicle onsite, personal vehicles SHALL NOT be used at any time in conjunction with performance requirements of this contract. Vehicle shall be equipped with GPS tracking.

Communication Equipment: The Security Guard shall have a company issued cell phone on them while on duty to communicate with the alarm company and local emergency agencies if required and to notify the COR, Foreman or Cemetery Director of any incidents that occur. Any incident that occurs will be immediately reported to the COR, Foreman, or Cemetery Director. A list of contact numbers for cemetery staff will be provided to the contractor upon contract award.

Uniforms: Contractor personnel shall always wear professional uniforms while in the performance of his/her duties. Uniforms will consist of long pants, button up shirts. Shirts shall always remain tucked in and always buttoned up. The color of the Contractor’s guard force uniforms shall be a color in general use by large guard or police organizations. All Contractor employees performing services under this contract shall wear the same color and style of uniform. Shoulder patches to indicate the identity of the Contractor shall be worn on the left shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket and security guards shall always wear a contractor company issued identification.

Real Time and Online Guard Tour System: The contractor shall provide and use a Real Time Online Guard Touring System that will offer real time Check Point Scanning, Incident Reporting, GPS tracking of security vehicle and shall ensure client has access to the following modules of the program, Check Point Scanning, Incident and Daily Log, GPS Tracking of the vehicle. The client (COR and FOREMAN) shall have the ability to ensure that the hourly checks are being performed, that the vehicle is not away from the cemetery for long periods of time and to view incident reports and daily logs 24hrs a day. The client must have the ability to verify the security officer is always onsite during required hours of coverage of this contract. If for some reason the real time online guard tour system is not operational, the contractor shall provide an alternative redundancy reporting mechanism.

IMPORTANT NOTE: WIRELESS CONNECTIVITY AT THE JACKSONVILLE NATIONAL

CEMETERY IS INTERMITTENT AND COVERAGE MAY NOT BE AVAILABLE IN SOME

AREAS OF THE CEMETERY. THE CONTRACTOR, NOT THE JACKSONVILLE NATIONAL

CEMETERY, SHALL BE RESPONSABLE FOR ENSURING THAT ALTERNATIVE OR

REDUNDANT WIRELESS CAPABILITY IS IMMEDIATELY AVAILABLE FOR SCANNING

AND GPS TRACKING CAPABILITIES SHOULD THE PRIMARY GPS TRACKING SERVICE

NOT BE AVAILABLE.

Security Guard Duties: Assignments may include but are not limited to the following:

Customer Service: Meet and interact with the public in a manner that promotes a positive image of the VA. Maintain poise and self-control under stress. Keep conversations with visitors to the facility cordial and brief. Security Guards shall not allow personal conversation or activity interrupt patrol movement.

Building/Grounds Surveillance: Conduct patrols in accordance with this SOW. Maintain an operations journal, documenting all security related activity. Security Guards will patrol the cemetery by vehicle and by foot to inspect the exterior of all buildings and fencing to ensure no forced entry of vandalism has occurred.

This includes walking around the fence of the cemetery and contractor’s maintenance yard to ensure there is no forced entry. These areas will be required to be scanned on a minimum of hourly basis. The security guard shall be on continuous roving patrol and not sitting in one location. There will be check point scanning locations on all buildings and other locations throughout the cemetery that the security guard will be required to scan on each hourly patrol. These locations will consist of at a minimum,

1. Maintenance Building Front Glass Doors

2. Committal Shelters 1 Storage Area Door

3. Committal Shelter 2 Storage Area Door

4. Committal Shelter 3

5. Columbarium Section A.

6. Columbarium Section B.

7. Columbarium Section C.

8. Gate near Lannie Road (Phase 2)

9. Gate near Pond 5 (Phase 2)

10. Memorial Wall and Ossuary.

11. Flag Assembly Area.

12. VA Maintenance Yard, (3) Gates and surrounding perimeter fencing.

13. Contractor’s Maintenance Yard (2) Gates and surrounding perimeter fencing.

14. Cemetery Front Entrance.

15. Cemetery back gate entrance.

16. Water Treatment Plant 1

17. Water Treatment Plant 2

18. Administration Glass Front Doors and Back Door

AT ANY TIME, THE CEMETERY MAY ADD ADDITIONAL LOCATIONS TO BE SCANNED. At any time, the Security Guard finds any sign of vandalism, forced entry or any other emergency they will contact 911 and request emergency assistance that is needed to handle the situation. The security guard will use The Incident Point of Contact Call Protocol Immediately if they have an incident with any cemetery visitor. An incident report will be completed and turned in to the COR the day of the incident. A list of contact numbers for cemetery staff will be provided to the contractor upon contract award.

Hazardous conditions: Report daily any potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, broken water lines etc.

Observation: Observe suspicious personnel or personnel behaving inappropriately, showing hostility, and/or possibly carrying weapons. Monitor potentially unauthorized personnel (e.g., children unaccompanied by adults, or solicitors).

Reports and records: Prepare required reports at the frequency indicated.

Injury or illness: In the event of injury or illness to Government employees or others while in or on VA Grounds, obtain professional assistance if needed in accordance with procedures outlined in the SOP.

Other: Security Guard(s) shall be present at the VA facility and shall perform the required services for the period specified. Security Guards may be directed by the COR to raise and/or lower the United States Flag if we receive notification the President of The United States has issued an order for the flag to be lowered and the cemetery staff is not onsite to lower or raise as required per order. The exact dates and time cannot be predetermined. The Contractor shall always have Security Guard(s) at the VA Facility during the hours of coverage as listed herein.

Identification, Parking, Smoking and Regulations: The Contractor's employees shall always wear visible identification while on the premises of the VA. It is the responsibility of the Contractor to park personal and security vehicle in the appropriate designated parking area located at the cemetery maintenance building. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. All vehicles, containers, tool kits and other items on cemetery property shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Contracting Officer’s Representative (COR): The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after the contract has been signed, identifying the individual(s) as the COR(s).

Changes: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

Personnel: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer.

Contractor’s Responsibilities: The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractor shall comply with all VA safety standards, manufacturers/industry standards, FDA, OSHA, JCAHO and the latest edition of NFPA-99.

PERFORMANCE MONITORING:

The criteria for acceptable and unacceptable performance are as follows:

Contract terms and conditions requirements. The criteria for terms and conditions requirements are the level of performance deemed acceptable to the Government and in accordance with this statement of work and all attachments.

If the quality of work does not comply with the contract requirements the COR will initiate a Contract Discrepancy Report (CDR) and the Contractor shall have five business days to respond to the CDR.

The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort shall be made to resolve all problems identified. The Government shall prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR shall sign minutes of the meeting(s).

Should the Contractor not concur with the minutes, he shall state in writing to the Contracting Officer within ten calendar days any areas with which he does not concur and explain the reasons for non-concurrence. The Contracting Officer shall review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer shall notify the Contractor of the decision in writing within ten calendar days.

Normally, the COR shall verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation shall be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR shall be issued.

A third CDR shall be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract for cause (default).

(END OF STATEMENT OF WORK)