Question and Answer Info - Security - Sac Valley NC.docx

Q&A – 36C78626Q50099 - Sacramento Valley Unarmed Security

1. The SOW states 1.19 Key Personnel Program Manager and Onsite Supervisor, and the Onsite Supervisor will be responsible for the Daily Operations.

Government Response: The cemetery is calling for one guard on site during the hours of 12:00PM – 4:00AM. In addition to this, the cemetery is requiring a supervisor between the hours of 8:00AM-4:30PM, as a contact for issues that may arise, such as orders to guard on duty, incidents, etc. But the supervisor is not required to be onsite or on duty during the hours of the onsite guard.

2. My Question is the following - based upon the previous statement in 1.19 is the contract requiring a Site Supervisor to be on site, if so, how many hours a day?

See response to question 1

3. Is the Staffing calling for Site Supervisor & Guard for the 16 hours that will be (2) personnel on duty for 16 hours a day?

See response to question 1

4. If we are accounting for the Site Supervisor that will be at the Guard II rate?

See response to question 1

5. Can you clarify the Staffing Requirements with Number of Personnel on site for the 12pm -4am time frame. This is needed for correct pricing for the mission See response to question 1

6. Can the vendor leave the Patrol Vehicle on site during off hours?

The contractor is permitted to leave one patrol vehicle at the maintenance employee parking area, and a specific parking space will be assigned by the COR. Please note, however, that the Government will not be held responsible for any vandalism, theft, or damage to the vehicle while it is parked on site.

7. Will the vendor have access to the breakroom / restrooms?

Contractor will have access to the public restrooms, located outside of the Administration building. The contractor shall not have access to the breakroom or the restroom inside of the Administration/Maintenance buildings.

8. Will the vendor be turning in the Daily Activity Reports / Incident Reports to the Admin Office daily? If so, will we have a drop off box?

The Cemetery will provide the contractor with a drop-off box location to submit Incident reports to be located near the back-door entrance at Administration Building. The Government requires the contractor to submit a daily report log; a log template is provided on Attachment 7/Technical Exhibit 7 of the PWS.

9. For the duties, do you want the guards to also report maintenance issues such as broken sprinklers?

While the contractor is not formally required to document maintenance concerns, it is important to emphasize that upholding the appearance and dignity of the national cemetery is a top priority. Any maintenance issue observed by an on-duty officer that could impact visitors or the integrity of our grounds should be documented and reported to the COR. Although this is not a contractual obligation for the security contractor, we strongly encourage officers to report such observations, as maintaining the cemetery’s standards is essential for all who visit.

10. Can you confirm the times for Opening & Closing of the Gates for Post Orders?

The entrance gate operates on a timer, opening at dawn and closing at dusk. In the evening, it remains closed and will not reopen until morning. The main entrance gate will automatically open at 4:00 AM when the guard leaves cemetery property after the contractor shift ends.

11. Our Agency provides additional training with CPR / First-Aid, MOAB - Managing of Aggressive Behavior, and Active Shooter to all our Elite Guards. Is this additional training acceptable?

The extra training as described would be valued. The on-duty guard will be expected to provide a security presence during funeral services. Families are grieving and are sometimes apt to exhibiting aggressive behavior. Also, the cemetery is open to the public, and we are prepared and mindful of the potential for active shooters.

12. The SOW states 1.19 Key Personnel Program Manager and Onsite Supervisor, and the Onsite Supervisor will be responsible for the Daily Operations.

My Question is the following - based upon the previous statement in 1.19 is the contract requiring a Site Supervisor to be on site, if so how many hours a day?

See response to question 1

13. Is the Staffing calling for Site Supervisor & Guard for the 16 hours that will be (2) personnel on duty for 16 hours a day?

See response to question 1

14. If we are accounting for the Site Supervisor that will be at the Guard II rate?

See response to question 1

15. Can you clarify the Staffing Requirements with Number of Personnel on site for the 12pm - 4am time frame. This is needed for correct pricing for the mission See response to question 1

16. I don't want to overprice it based upon the SOW clearly states as ONSITE SUPERVISOR. If this is the case, then the Staffing Requirements will be the following:

Site Supervisor @ 16 hours a day Guard @ 16 hours a day See response to question 1

17. Please confirm that hours of service for holidays are from 7:30 Am to 4:00 Am (20.5 hours).

The Cemetery has two special events during the year, one in December for Wreaths Across America, and the other for Memorial Day Flags out Ceremonies. Each holiday consists of two days, one when wreaths or flags are placed on gravesites and the other when they’re picked up. On these 4 days in the year, we are requiring security coverage from 8:00AM-12:00PM, in addition to the normal 12:00PM-4:00AM shift. We will provide the contractor with the dates of these special events at the kickoff meeting and at the beginning of each option period.

18. PWS 1.8 requires the contractor to maintain an adequate workforce for the uninterrupted performance of all tasks. Given California's mandatory meal and rest break requirements, does the Government's expectation of continuous coverage account for mandatory meal and rest breaks? If so, how should contractors structure staffing or relief coverage to remain compliant without interrupting post coverage?

The Government requires 16-hour continuous security coverage. Staffing and planning for mandatory meals and breaks must be planned for and built into bid price on contractor level.

19. Does the Government anticipate any requirement for backup or surge staffing during incidents, emergencies, or elevated security situations, and if so, should contractors account for this in their proposals?

The Government does not anticipate the need for any backup or surge staffing.

20. How does the Government envision simultaneous gate control and perimeter patrol duties being performed by a single guard? If these duties cannot be performed concurrently, please clarify the Government's expectations for task prioritization.

The Government does not require gate control. The gate is to remain open from dawn to dusk and is operated automatically on a timer. After dusk the entrance gate closes automatically and reopens the following day at dawn. There is no gate security shack.

21. What labor category (e.g., Guard I or Guard II under the SCA) does the Government expect to apply to personnel performing under this contract?

Guard I will be sufficient for security patrol personnel.

22. Labor category selection is at the discretion of the vendor; however, historically Guard I have been used for other cemetery security.

See above response

23. Does the Government have a preferred or approved barcode-based patrol tracking system, or may the contractor select any compliant solution?

The Government requires a barcode scanning system to monitor patrols being conducted and for incident reporting. The system chosen must comply with the requirements, but the Government has no preference as to the system utilized.

24. Are checkpoint locations for patrol routes already designated by the Government, or is the contractor expected to develop and propose its own patrol plan?

The PWS does not specify a patrol route. This route should be designed by the contractor to assure complete patrols of all Cemetery assets during each patrol activity.

25. The PWS (Section 1.6.1) requires a barcode scanning-based patrol tracking system with data available upon request by the COR. Please confirm whether the Government requires real-time transmission of patrol data during each shift, or whether end-of-shift data submission is acceptable. The answer will determine whether on-site network connectivity is a necessary component of the contractor’s technical solution.

Real-time transmission is not required, transmission at the end of the shift would be sufficient to comply with PWS requirements.

26. Are security personnel required to hold current first aid and/or CPR certifications as a condition of performance? If so, should contractors include certification and recertification costs in their proposals?

Security personnel are required to hold current first aid and CPR certifications. Contractors should include all training costs in their proposals.

27. Without disclosing proprietary information, can the Government share any recurring performance challenges or quality concerns observed under prior contracts for this requirement that prospective offerors should address in their proposals?

This is the first procurement of security services at this cemetery; bar code tracking system is intended to correct for foreseen performance and quality concerns.

28. Please describe what weather protection or shelter accommodation, if any, are currently available at the main gate post. Specifically: (a) Is a permanent guard booth or enclosed structure already in place? (b) If so, does it have access to electricity? (c) If no structure exists, is the contractor responsible for furnishing and installing one?

The Cemetery has no guard booth at the main gate. The Contractor will not furnish or install any structure on cemetery premises. Patrol personnel are expected to perform patrol duties in a contractor provided patrol vehicle, or on foot.

29. Instructions to Offerors required a signed VAAR 852.219-75. Where do we find this form?

This clause is listed in Table of Contents to direct you to it in the solicitation

30. Where do we find the Past Performance Questionnaire that should be sent to our references?

The PPQ is an attachment located in the SAM publishing for the solicitation – found in the Attachments section of the posting. References need to send these directly to the contracting officer Stacey.lewallen@va.gov

31. The Form 1449 Block 24, are you asking for an all-inclusive hourly rate, monthly rate or annual rate?

You do not have to worry about pricing on 1st page of 1449/blocks 23 or 24. Pricing needs to be completed in the Price Schedule section of the solicitation. If you have entered pricing on the 1st page, it is not an issue, but the important piece of the pricing is that the price schedule needs to be completed.

The price schedule consists of a Quantity of 12 – Unit MO – Unit Price - Total This means, what is the proposed cost of security per month (unit price) and what is the yearly cost (total)

32. The Form 1449 Block 23, please clarify what Unit Price is?

See #31

33. Where can we find the Total box for insert the annual rate?

There is a total box located in the price schedule (also see #31)

34. Wage Determination is provided in attachments.

2015-5655

35. What labor category (e.g., Guard I or Guard II under the SCA) does the Government expect to apply to personnel performing under this contract?

Guard I is sufficient

36. Do we return the entire solicitation document or just completed form 1449 and VAAR 852.219-75?

The entire solicitation needs to be returned. The VAAR clause will be included in that document.

37. Please confirm that Fringe Benefits listed in the service contract Act are required for security guards Wage determinations.

Further guidance regarding Wage Determinations needs to be directed to the Dept of Labor

38. Instructions to Offerors ask to include the requested information required for responding to the non-price and price evaluation factors Is this the Technical Capability section?

Vendors need to review the entirety of the Instructions to Offerors and understand, follow, and provide info as requested in the Evaluation Process section that includes Technical Capability.

39. Staffing levels appear inconsistent. In one section, the requirement indicates 1 guard, while another lists a quantity of 12. Could you please confirm the correct number of guards required?

Staffing info is listed in the Performance Work Statement.

There are no inconsistencies.

12 reflects months in the price schedule

40. Please confirm that hours of service for holidays are from 7:30 AM to 4:00 AM (20.5 hours).

We are requesting contractor service from 7:00 AM to 4:00 AM (21 hours) on holidays, Wreaths Across America (occurs on a Saturday in December, and a wreath pickup day on a Saturday, dates to be provided to the contractor each calendar year), and flags out ceremony (which happens every year on the Memorial Day weekend usually Saturday) and picking up the flags the Saturday after.

41. The onsite supervisor’s requirement notes experience managing at least five personnel. Should this be interpreted as a full-time supervisory role in addition to one guard, or can the supervisor oversee operations without always being physically present?

That’s correct, the cemetery is requiring an experienced managing professional who is available during work hours of Sacramento Valley National Cemetery (8:00 AM – 4:30 PM M-F) to communicate with COR if issues arise during the contract. The patrol guard on duty will not be present during working hours, making the supervisor the point of contact for the contractor.

42. Given the size of the cemetery (243 acres), I want to ensure we fully understand expectations. If only one guard is required, how is that individual expected to effectively monitor access points while also conducting patrols multiple times per shift?

The main gate is set on a timer and is open to the public from dawn until dusk (roughly 6:00 – 7:00), so constant guarding of the main gate is not required. We expect the guard to patrol the cemetery, and perimeter, but not to guard the entrance. There is no guard shack, and the main gate is the only cemetery access point.

image1.png