RFP-SecurityGuardSrvWinnebagoNE.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

Winnebago NE 68071 Winnebago PHS Indian Hospital Omaha-Winnebago Service Unit

IHSWINNEBAGO CODE 16. ADMINISTERED BYCODE

X

X

X

561612

SIZE STANDARD:

100.00% FOR:SET ASIDE:UNRESTRICTED OR

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

01/13/2012 1000 ET

01/03/2012

605-226-7333CRAIG WELLS

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

12-241-SOL-00002

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEM 1. REQUISITION NUMBER PAGE OF

1 3 IHS1152609OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

WINNEBAGO NE 68071

HWY 75/77

WINNEBAGO

15. DELIVER TO

Winnebago NE 68071 Winnebago PHS Indian Hospital

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$18.5

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

EMERGING SMALL

BUSINESS

8(A)

Omaha-Winnebago Service Unit

SOLE SOURCE

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Security Guard Services. The Aberdeen Area Indian Health Service is soliciting proposals from interested vendors for the award of a fixed price non-personal service type contract to provide security guard services at the Winnebago Service Unit, Nebraska.

Delivery: 12/31/2012 Period of Performance: 01/23/2012 to 12/31/2012

Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

CAROL J. DIAZ

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 3/2005)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS

NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 3/2005) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

1 Guard-1 Services, Regular hrs, Winnebago IHS, NE. 18720 HR

2 Guard-1 Services Holiday hrs, Winnebago IHS, NE. 720 HR

3 Guard-2 Services, Supervisor hrs, Winnebago IHS 2080 HR

4 Guard-2 Services, Supervisor Training hrs, 26 HR

Winnebago IHS, NE.

5 Guard-2 Services, Supervisor Holiday hrs, 80 HR

Winnebago IHS, NE.

6 Guard-1 Services, Supervisor Training hrs, 234 HR

Winnebago IHS, NE.

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

3 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 3

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12-241-SOL-00002

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

OMAHA-WINNEBAGO SERVICE UNIT

SERVICE UNIT POLICIES AND PROCEDURES MANUAL

VOLUME 3 - ENVIRONMENT OF CARE

PART 5 - SECURITY PLAN

SECURITY SERVICES – STATEMENT OF WORK

PURPOSE

The purpose of this contract is to provide Security services for the Winnebago Service Unit, at Winnebago, Nebraska, to assure protection of the Service Unit’s real property, and provide safety for staff, patients, and visitors, on government property. Services will be provided in accordance with the following Scope of Work, payment for services will be monthly unless otherwise arranged with the Contracting Officer.

ADMINISTRATIVE SUPERVISION

Security Guards will be under the direct administrative supervision of the Security Supervisor during administrative hours and the Medical Officer-of-the-Day or Charge Nurse during non-administrative hours. If Security feels that they cannot handle a Security matter, the Security Supervisor will be notified and appropriate action taken in accordance with the supervisor’s direction. Security will overlap their shifts by 15 minutes to allow for shift change updates.

♦ Conducts periodic foot patrols checking buildings and grounds for incidents of trespass, theft, fire, accidental or willful damage or destruction, open doors or window, etc. to determine that they are secure an and not tampered with. Logs date and time of patrols and reports any unusual events / findings.

♦ Reports fires, accidents, hazards and any unusual conditions or malfunctioning of heating, plumbing or electrical systems to management.

♦ Controls access to premises, by monitoring staff and visitors, and randomly verifying identification badges, investigating questionable credentials, and escorting questionable personnel to the badgeing office, or out of the building, and reporting such incidents to the Safety Officer and MVO Supervisor. This will be a part of the Quarterly Performance Improvement Reporting.

♦ Responds when called, to assist with disturbed and belligerent patients and/or visitors.

Accesses situation and assists as needed within the scope of facility policy, and calls local police for assistance if required. Work shifts will be scheduled so that one Security Officer will always be present inside the Hospital Facility.

♦ Responds to Emergency Room (ER) during incidents with multiple injuries to provide crowd / traffic control. Calls local police for assistance if required.

♦ Responds to the Helo Pad to assist with helicopter landing and take-off activities.

♦ Escort’s staff to and from parking lots as requested or in emergency situations.

♦ Monitors hospital parking lots, identifying vehicles parked in restricted areas, such as near fire hydrants, driveways, ambulance entrances, handicapped areas, etc, and has owner move vehicle or contacts towing company if owner is unresponsive.

♦ Monitors restricted / high-risk / sensitive departmental entrances such as Pharmacy, Medical

Records, clinic rooms, “Staff Only” areas, etc. and assists staff as needed to assure Security.

Calls local police for assistance if required.

♦ Uses own judgment in performing jobs that deviate from established procedures by resolving problems that arise using previous training and experience as well as established practice.

♦ Utilize the closed circuit camera system, changing the video surveillance tapes as needed, and securing recorded tapes for use by Safety / Risk Management as needed.

♦ Security will be highly visible during shift changes, a schedule of identified shift checks , and specified times for such is established, followed and monitored.

♦ The incoming officer will read and check for any information being passed on from the previous shift. One officer will proceed to the outside of the hospital building to foot patrol the parking area during the hospital shift change.

♦ The officer will then report to the main entrance of the hospital to the security duty desk area.

To maintain full view of the main floor areas, including administration, and the clinical .

Areas.

♦ All exterior doors, except the emergency room (ER) door, will be unlocked from 0630 AM, to

8:30 PM Monday through Friday. The ER door will be unlocked from 0630 AM to 11:59 PM seven days per week.

♦ After the exterior doors have been secured, the officer will proceed to secure the support buildings (maintenance/property and supply, boiler plant, and Staff Quarters & DDU).

♦ Check all government vehicles to see if they are locked or if any keys or valuables were left inside. All incidents will be recorded in the Security log (include license plate numbers if applicable). If any keys are found inside any of the vehicles, they will be turned in to the Administrative Officer the following workday.

♦ A complete walk through inspection of the premises (interior and exterior) will be conducted every hour during each shift.

♦ Attend training/In Service provided by Winnebago Service Unit regarding Safety, Bio-Hazard

Waste, Infectious Diseases and Blood Borne Pathogens and required annual Orientation

1/3/12 4 trainings.

♦ Will be a permanent member of the Safety Committee.

HOSTAGE SITUATION

If hospital staff is involved in a hostage situation or could be a potential hostage, BIA law enforcement will be notified immediately. The BIA law enforcement agency will take charge of the situation.

EMPLOYEE LOCKER ENTRY BY FORCE

Security and the Safety Officer have authority to enter secured employee lockers. An employee’s locker may also be opened at the employee’s request. After a forced entry, a new lock or a new locker may be issued. The Security Supervisor will inventory the locker contents before turning them over to the owner. Security will prepare and keep a written inventory detailing the locker contents. Forced entry will be done by Maintenance only when Security and the person requesting entry, are present. The Safety Officer may open a locker at any time for the safety of the facility. If Bureau of Indian Affairs (BIA) law enforcement authorities request a forced access to a locker, Security must be satisfied that law enforcement authorities are in compliance with all State and Federal laws before the locker is forced open. If the need arises to force open a locker without the users consent, a union representative should be present if time and circumstances permit. Personal locks on government property are not permitted. A personal lock may be removed for a locker inspection at any time by Security or Safety. The personal lock will not be replaced at government expense.

SOLICITATION OR DISTRIBUTION OF LITERATURE

Security will enforce the no solicitation and distribution policy. If an individual has been observed distributing anything, Security will be notified immediately. Nothing

REMOVING PROPERTY FROM THE HOSPITAL

may be bought, sold or solicited on government property. The only two exceptions are United Way and Savings Bond fund drives. Security will ask the individual to stop and leave the facility if the individual is not an employee. If the individual fails to comply, BIA local law enforcement will be called for assistance. If the individual is an employee, the matter will be referred to their supervisor.

♦ Departmental Property – Written permission will be given by the employee’s supervisor to remove government property from the Service Unit.

♦ The property inventory will be checked by Security if necessary.

CUSTODY OF VALUABLES

1/3/12 5

Emergency room patients who are unable to be responsible for their valuables will have them checked by Security. Emergency room will call Security when valuables need to be checked.

Security will inventory valuables in the presence of another staff member and secure the valuables in an envelope. The envelope will detail the inventory of valuables and will be logged in the Security log. Envelopes will be stored in and reclaimed from the admission’s office. A valuables receipt must be presented to claim valuables. The person claiming the valuables will sign the envelope and log. The patient or the patient's representative may reclaim valuables without receipt by offering adequate proof of identity and the patient's authorization to release the valuables.

LOST AND FOUND ITEMS

Staff finding personal property will contact Security and make arrangements to turn the property in to Security. Every reasonable effort will be made by Security to locate the owner and return the lost items.

Items found will be recorded in a Security log with the following information:

♦ Name of the finder

♦ Time and location of find

♦ Name of Security person receiving items

♦ Description of item(s)

Items will be kept in plastic bags and stored by the Security Supervisor in the Admissions office.

Persons attempting to claim lost items must describe the property to the satisfaction of the Security Supervisor provide proper identification and sign the lost and found logbook. Articles not claimed after 90 days will be disposed of according to State civil code.

WEAPONS BROUGHT INTO THE HOSPITAL

Patients, and visitors are instructed to register all weapons with Security. If a patient comes to the hospital for admission with a weapon, the weapon will be sent home with a family member if possible. Patients being admitted through the Emergency Room or arriving on government property without a family member will have their weapon stored in the Admission’s office until the patient is discharged. Visitors will be advised of the need to check weapons with Security.

Visitors not complying with this regulation will be denied access to health services. Staff who becomes aware of a patient or visitor in possession of a weapon, will notify Security. Do not attempt to confront the patient/visitor. BIA local law enforcement will be called if the visitor becomes disruptive.

1/3/12 6

SEARCHES

All persons on government property consent to and will be subject to a search if deemed necessary by Security or Safety. Persons refusing a search will be denied entry. The government reserves the right to inspect the contents of packages or articles entering or being removed from the grounds. Weapons, dangerous devices, contraband and suspected stolen property will be retained for law enforcement authorities. Security lockers will be provided for storage of items (i.e., legally prescribed drugs, hand luggage, purses)

Persons refusing the search of luggage or purse may check such items with Security. When exiting the building, checked items will be returned to the person. Such transactions will be recorded in the Security log. Persons checking items will be provided with a claim check.

ESCORT

Security will provide an escort for staff to and from the parking lot.

MAINTENANCE REPAIRS

Security will not attempt to repair vehicles or equipment at any time. Facilities is to be contacted for any required emergency repairs.

RECEIPT OF DELIVERIES

Security is not authorized to sign for or receive any deliveries (medical or non-medical) at any time.

USE OF FORCE

Security will exhaust every reasonable means before contacting BIA law enforcement. The use of force necessary to control a situation or individual will be justified when there is eminent danger of bodily injury to Security or staff. Security is not authorized to carry firearms, batons, handcuffs or other Security type equipment even if they hold a valid exposed or concealed weapon permit. When faced with an incident that may require the use of force, Security must assess the situation to determine which techniques will be effective to de-escalate the situation with the least risk to patients and staff call for BIA police assistance (the prompt appearance of police may bring the situation under control).

♦ Use of verbal nonviolent crisis intervention techniques.

♦ Use of physical strength and skill.

When Security uses force other than routine application of patient restraint under medical supervision, the Security Supervisor will be immediately notified. Security staff involved will complete a detailed written report prior to the end of their shift. This report will be forwarded to

1/3/12 7 the Security Supervisor. The Security Supervisor will report all incidents involving the use of force to the Service Unit Director.

SPECIAL INSTRUCTIONS

♦ Security staff observing a crime may detain the perpetrator.

♦ BIA Police will be contacted for back up and Security will obtain information pertaining to the offense(s), which will be used to fill out an incident report.

♦ The responding BIA Police Supervisor will determine if an arrest is warranted.

♦ Security or a staff member observing the incident will initiate an Incident Report using hospital form DHHS-516. Security is not responsible for monitoring a patient in BIA Police custody.

DUTIES DURING DISASTER SITUATIONS

The following provisions have been made for the Security of the Emergency Room, patients and employees during disaster situations.

♦ Only persons with proper identification will be admitted during an emergency.

♦ Security will be responsible for locking all exits and entrances with the exception of the

Emergency Room Door.

♦ Visitors for inpatients will not be allowed unless the patient is critical and permission is granted from the nursing unit.

♦ There will be at least two people directing vehicles delivering patients. The BIA Police may be called for assistance.

♦ Disaster patients will be unloaded at the Emergency Room Door.

♦ As soon as treatment areas have been prepared, employees from the employee pool will be stationed at entrances and exits as Security guards.

1/3/12 8

The Service Unit shall provide a desk, chair, telephone, office supplies, two-way radios, video surveillance equipment and other miscellaneous items required to perform duties outlined in the Scope of Work.

GOVERNMENT FURNISHED EQUIPMENT, FACILITIES AND PROPERTY

The contractor shall provide uniforms and badges. The uniform and badge must be a style, which clearly denotes a Security position. Also outside season appropriate clothing, i.e. jackets, coats, gloves, and a company cell phone for the supervisor for official business.

CONTRACTOR FUNISHED EQUIPMENT, FACILITIES AND PROPERTY

MINIMUM QUALIFICATIONS CRITERIA

♦ Guards must be able to interact with people, follow instruction, and be able to handle sensitive situations with tact and finesse and be a team player as this position interacts with large numbers of people on a routine basis. The contractor must have knowledge in the following:

♦ Knowledge of established rules, procedures and methods of operation, to perform independently, the full range of guard activities.

♦ Knowledge of operating requirements in receiving, and assisting in the guarding and caring for prisoners when brought to the Emergency Room for care.

♦ Knowledge of operation methods and procedures in order to protect patient valuables, medical equipment and pharmaceuticals items.

♦ Knowledge of crowd control and controlling access to buildings.

ON-GOING REPORTING / MONITORING REQUIRMENTS

♦ Daily - Security log will be maintained by Security to record unusual events or findings during inspections. Daily logs and confidential reports will contain the facts pertaining to the concluded tour of duty. Reports will be factual and completed before the end of the shift. The incident log will be updated by Security. This log will contain thirty days of information to enable management to quickly review activities that have occurred since their last workday. After thirty days, log sheets will be turned over to the Security Supervisor for filing. Occasionally, it may be necessary for Security to be advised of or become aware of confidential information.

1/3/12 9

This information will only be discussed with authorized individuals for official duty purposes. Willful or malicious release of patient or staff information, which may violate their privacy, may result in disciplinary action. Staff can be held civilly liable for any breach of patient confidentiality while on or off duty.

♦ Daily

- submits verbal followed by written report to management for situations requiring immediate attention.

♦ Daily

- logs and videotapes are available to management upon request.

♦ Monthly

- submits written incidents reports and a statistical report with descriptions of incidents and quantities of each, in Excel format, to management.

♦ Annually

- assists management with the completion of annual evaluation of the Security program.

WORK LOCATION AND SCHEDULE

Security services operate during administrative hours from a desk located in the main entrance lobby, after 4:30 pm from an office located in the Emergency Room with video surveillance equipment available. Security services will provide coverage twenty-four

(24) hours per day, (7) seven days per week. Contractor is responsible for scheduling shifts to manage the coverage.

QUAILITY ASSURANCE

The Transportation Supervisor is the Project Officer and contractor’s and Service Unit’s point of contact for this contract. The Transportation Supervisor and the Supply Specialist & Safety Officer will monitor this contract for compliance with the Scope of Work.

COMPLIANCE WITH IHS RULES AND REGULATIONS

Security services will be in compliance with all applicable Indian Health Service Rules and Regulations.