SOW Security Guard Services NMCP Honolulu HI.pdf

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STATEMENT OF WORK

UNARMED SECURITY GUARD SERVICES

NATIONOAL MEMORIAL CEMETERY OF THE PACIFIC

2177 PUOWAINA DR.

HONOLULU, HI 96813

1.1 Introduction

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 42 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

1.2 Background

The National Memorial Cemetery of the Pacific was established in 1949. Situated on 111.5 acres, it is known locally as “Punchbowl” because it is in the crater of an extinct volcano. Before Punchbowl became a cemetery, the site was used as a place of sacrifice during the ancient days of Hawaii. More than 1,400 interments are conducted each year and currently there are approximately 65,000 decedents interred in this national shrine.

1.3 Objective

The purpose of this requirement is to provide professional and courteous, uniformed, and unarmed Security Guard (Guard 1) services for the National Memorial Cemetery of the Pacific.

Services shall be performed in accordance with the Statement of Work, technical specifications, and all terms and conditions contained in this Statement of Work.

2.0 Scope of Work

The contractor shall provide the management, supervision, manpower, equipment, and supplies necessary to provide the unarmed guard services within the property lines of Federal property as described herein or as directed by the Contracting Officer Representative (COR) as described below. The Contractor shall be responsible for performing all work under this contract in accordance with all Federal, State, County laws and codes. In addition to compliance with these laws and codes, the Contractor shall follow all applicable standard industry practices.

The Contractor shall provide unarmed guard and vehicle patrol daily, Sunday thru Saturday, 24 hours per day, including all federal holidays, in accordance with the established routes and schedules. The unarmed guard shall be courteous to employees, visitors, and patrons. The unarmed guards shall be required to assist with traffic control during ceremonies and events.

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3.0 Unarmed Guard Requirements

The contractor shall provide high visibility security patrol to deter criminal activity within the National Cemetery property lines. The contractor will provide security personnel to perform regular guard tours at the designated location. The contractor will utilize cellular phones to photograph various checkpoints using the cellular phone camera.

The unarmed guards will provide foot and vehicle patrols of all the cemetery grounds including all the primary focal points. Specifically, the daily committal services sites, the maintenance building, the administration building, the public restrooms, all columbarium, and the over-look.

When on patrol, the guards need to be aware of all visitors in the area and any changes in their behavior to protect the public. When on patrol, the guards should maintain a high level of awareness to spot anything that looks suspicious such as unattended packages, bags, or briefcases. The guards should alert the COR and staff of anything that might constitute an emergency such as any persons checking random vehicles for unlocked entry, any fire hazards, or natural disasters. The guards shall enforce all cemetery policies and procedures, which are posted at the main gate and other areas of the cemetery grounds.

The COR will provide a written schedule of committal ceremonies and events to the on-site supervisor at the beginning of each day. Updates and/or changes will be provided weekly.

4.0 Hours of Operation & Duties:

A. Security guards are responsible for maintaining a safe and secure environment throughout the cemetery property.

B. The cemetery main gate will be closed at 6:00 pm, Sunday thru Saturday by the guard.

C. The cemetery main gate will be opened at 8:00 am daily, Sunday thru Saturday by the guard.

D. Guards shall remain posted at the main gate at 6:00 am till the opening of the main gate at 8:00 am daily, Sunday thru Saturday to control entry of cemetery employees and contractors needing entry prior to 6:00 am.

E. The opening of gates may be subject to change for other contractors directed by the COR or cemetery supervisors.

F. The Contractor will secure the departure from the grounds of all cemetery visitors and their vehicles, prior to closing the cemetery gates. All rest rooms, streets, parking lots, committal shelters, burial sections, Columbaria, and peripheral areas will be cleared of visitors or those suspected of loitering, camping, or carrying out any activities not in keeping with the dignity to be maintained on the cemetery grounds. All unoccupied non-government vehicles parked or otherwise abandoned on the streets, lots or grounds of the cemetery will be recorded and reported to cemetery management the following business day.

G. All contract employees and owners shall comply with the posted cemetery rules and

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H. The cellular phone with camera photos will document the presence of the guards at a specific location or object. As part of the foot patrols, Guards shall conduct a photograph every two hours beginning at 4:30pm (Monday through Friday) until 6:00 am and weekends (Saturday and Sunday) and holidays will conduct photographs every two hours at the designated points throughout the cemetery. As part of verifying, the COR has the right to request to view the database at any time.

I. The security contractor shall assist the Cemetery Administration Specialist (CAS) during interment services that require traffic control. Security contractor will coordinate the movement of vehicle traffic at the discretion of the CAS.

J. The security contractor is required to assist visitors with basic information about the resources (bathrooms, public information center, administration office, committal court and plaza) and significant areas (Honolulu Memorial, columbarium courts, and overlook) on cemetery property.

K. Traffic/pedestrian control- In the event of a large gathering for a service or ceremony-crowd greater than 50 people, Security contractor shall assist cemetery personnel with crowd and vehicle control, assist with road safety. Keeping roads free of visitors and families on foot.

5.0 Patrols:

A. To verify security patrols – Guards will provide foot and vehicle patrols at all buildings and structures on the property and common areas to ensure it is secured and will photograph in at each check point designated by the COR.

B. Foot patrol – if a building alarm is activated, guards will photograph all exterior doors and windows every two (2) hours or until the alarm is reset.

C. The following areas will be also part of foot patrol photograph check points every two

(2) hours: main gate, all public restrooms, pump station, administration building, crater perimeter, overlook, and maintenance building.

D. All designated checkpoints must be photographed during each tour.

E. Incident reports must be submitted immediately via the provided system by the contractor.

F. The reporting system must be fully operational during all tours, and personnel must be proficient in its use.

G. Vehicle patrol throughout the cemetery’s developed property: Guards shall not remain parked in any location more than 10 minutes at a time.

H. Guards will be equipped with smartphones or other designated scanning devices to record their movements and activities. Each guard tour will include checkpoints that must be photographed at two (2) hour intervals, ensuring complete coverage of the site.

I. In the event of incidents such as security breaches, unauthorized access, or equipment malfunctions, guards will be able to provide immediate updates, including attaching photos, voice messages, or written notes, directly through the system.

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J. All security personnel will also be responsible for reporting maintenance needs or other concerns identified during patrols.

K. Guards will check all government vehicles on-site at the end of the clients’ workday.

L. Guards will respond to building security alarms, when activated.

M. Identify and report all suspicious activity, unfamiliar vehicles, and strangers loitering on-site and shall be annotated in the daily log. Guards will inform the COR of any situation which will require outside agency assistance, and or any unusual situation which occurs on the cemetery property. A security on-site supervisor shall inspect the daily log entries at the beginning and end of each shift they are present for.

N. Guards shall make daily log entries during their foot and vehicle patrols. Guards will maintain a written shift log, either electronic or hard copy, which will include date & time shift starts & ends. At the beginning and at the end of each shift, the security guard shall log their odometer reading. This log will be reviewed by the security supervisor weekly and the COR upon request.

O. Guards will respond to emergency situations and provide appropriate assistance. An incident report is required following a response.

P. Guards are required to exercise leadership, control crowds, and direct visitors during emergencies.

Q. Guards will enforce speed limits on cemetery property: Inform offender the speed limit on the cemetery property and inform COR of any issues with an offender.

R. Guards will enforce VA Rules of Behavior while visitors are on cemetery grounds (See Appendix page):

i. To preserve the dignity and honor of our Veterans final resting place, observe the following while visitors are visiting the cemetery grounds:

ii. Guns, knives, or other weapons are not allowed.

iii. Pets are not permitted outside of vehicles except service animals.

a. No picnicking.

b. No sports or recreational activities such as biking, jogging, or running are permitted.

c. No soliciting.

d. Unauthorized gatherings are not permitted.

e. No loitering.

S. Guards will observe and report all suspicious activity on cemetery property. If efforts to deter suspicious activity fail, guards shall notify local authorities.

T. Prohibited items on cemetery grounds: EZ-Ups, pop-up tents, canopies, blankets, chairs, or any items protruding into surrounding gravesites and potentially preventing other visitors to visit their loved one’s gravesite.

U. If local authorities or VA police are notified, the guard shall immediately notify the COR or any cemetery management by cell phone.

V. The responsible guard will complete an incident report and provide it to the COR.

W. The patrol vehicles will be locked, and keys removed when not in use.

X. Monitor and operate the building(s) security systems.

Y. Possession of weapons is strictly prohibited.

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Z. Smoking is prohibited on cemetery grounds.

6.0 Contractor Requirements:

A. Provide a copy of Class-D Security Officer License for Unarmed Security from the state of Hawaii’s Department of Commerce and Consumer Services.

B. Provide one (1) unarmed guard for each shift with a clearly marked vehicle.

C. Guards will conduct patrols and take photographs of assigned checkpoints established by the COR during their tours of duty. These checkpoints will be distributed throughout the facility and may include buildings, assets, entrances, and other critical areas.

D. Provide an on-site supervisor.

E. The contractor shall ensure all staff meet the minimum requirements of the position.

F. The contractor will submit written certification that each employee has met the basic training requirements, as outlined in other areas of this document.

G. The contractor will submit the certificate of successful completion for Basic First Aid and CPR training for each employee working on-site.

H. The contractor will provide the cellular numbers, FAX numbers, office numbers and email address of the on-site supervisor and the company point of contact that can be reached at 24 hours a day, Sunday thru Saturday, possibly alternates to ensure availability. The list shall be provided to the CO and COR. The contractor will immediately notify the COR of any changes in any of these telephone numbers or email addresses.

I. The contractor shall provide a quarterly field inspection of the contract staff to ensure professional decorum and knowledge of duties.

J. Security guards will have contractor issued cell phone.

K. The contractor shall provide to the CO or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

L. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for not being allowed to be onsite until such time as the training and documents are complete.

M. 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 in a timely manner, if requested, and can address performance issues.

N. The contractor shall maintain satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

O. Compliance and Accountability:

i. Failure to photograph designated checkpoints or report incidents will be subject to review and may result in penalty as outlined in the contract. Any portion of a shift due to failure to perform the designated

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ii. All patrol data will be stored and available for audit to ensure compliance with the security plan.

iii. Any technical issues with the photographing of checkpoints should be reported immediately to the COR for resolution.

P. The parties agree that contractor personnel working under this contract shall not be considered VA employees for any purpose and shall be considered employees of the contractor.

7.0 Supplies, Vehicle, & Equipment:

A. The contractor shall furnish company uniforms to all employees.

B. The uniform shall be clean, neat, and in good condition. There should be no frayed collars or hems, no visible stains or excessive wear.

C. The contractor shall provide all required equipment to the employees to perform their duties as outlined in this document.

D. The contractor will provide their guards with smartphones with the capability to capture high-resolution photographs. The smartphone shall also be used for communication with cemetery management and COR.

E. The uniforms should include the employee’s name or a removable name tag of the employee and the company name and/or logo.

F. All guards’ personnel shall comply with the rules of the road as outlined in the Hawaii Vehicle Code. All personnel are responsible for always driving defensively.

All personnel have a duty to avoid collisions whenever reasonably possible. Guards-involved in collisions shall be investigated and determined to be avoidable or non-avoidable.

G. Patrol vehicles should be visible to most visitors entering through the main entrance gate to deter traffic violations and vandalism. The vehicle will be clearly marked with the word "Security" on all four sides of the vehicle in a professional and easily identifiable script/font. Patrol vehicle type will be at the discretion of the Contractor but must be reliable, clean, and professional in appearance, and able to endure inclement and all other weather conditions.

H. Patrol vehicles will be in the site of high-profile visitors along with families and guest; therefore, vehicle may be looked at by the COR or the cemetery Director for approval at any time during the duration of the contract.

I. Patrol vehicles should be available to provide traffic control and/or redirect visitors to their destination within cemetery grounds.

J. Patrol vehicles will not perform traffic control or traffic stops on public roads.

K. Patrol vehicles will be fueled at the end of every shift and/or once daily in the evening after the gates have been closed. Guards shall annotate in the Daily Report the time leaving and returning to the cemetery.

L. If a vehicle is not available for patrol for any portion of a shift due to failure to perform the refueling at the end of the shift, a deduction will be taken on the monthly invoice. The deduction will be for the entire shift.

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M. If a vehicle requires maintenance, the contractor shall provide another vehicle fully equipped to be used during the absence. If no vehicle is available this will result in a deduction to the monthly invoice. The deduction will be for the entire shift. Repeat occurrences may result in additional contractual actions.

N. The contractor will ensure all motor vehicles used for this contract meet all State and Federal safety, licensing, registration, and insurance requirements. All contract personnel operating vehicles shall have a valid driver's license.

8.0 Training:

A. The contractor is responsible for providing refresher training quarterly on the following topics:

i. Rules, regulations, and procedures of the facility.

ii. Policy and procedure for emergency responses.

iii. Proper operation of the onsite security systems.

iv. Proper operation of fire-fighting equipment.

v. Traffic control and parking procedures.

vi. The supervisor shall annotate the training provided and submit to the

COR.

B. The contractor will certify prior to beginning performance on the contract and annually after that, that each employee has been trained and meets or exceeds the States requirements for unarmed guards.

C. For employees hired to back-fill positions after the beginning of the contract performance, the on-site supervisor will conduct the orientation and training of the cemetery policies and procedures.

D. For employees hired to back-fill positions after the beginning of the contract performance, the contractor will certify prior to the employee beginning work onsite and as part of the annual certification thereafter that each employee has been trained and meets or exceeds the States requirements for unarmed guards.

E. All formal training must be provided by an accredited institution or governmental agency that meets the States requirements to provide such training.

9.0 Minimum Qualifications of all Employees:

A. The Contractor shall not employ a current Federal employee if the employment of that person would create a conflict of interest.

B. Each employee of the Contractor shall be a citizen of the United States or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form 1-51.

C. Each employee shall maintain a valid driver’s license issued by the State of residence.

D. Each employee shall provide a copy of their driver’s record to the contractor prior to beginning work on a federal site.

E. All employees must be fluent in English, including speaking clearly, reading and comprehending the intent of the document(s) and writing clear and concise reports.

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F. All employees must be 18 years of age or older prior to completing the fingerprints.

G. New applicants and employees must have the capacity to perform the essential functions of the position without risk to themselves or others.

10.0 Minimum Qualifications of the Guards:

A. Guards must be capable of being bonded by the contractor. The contractor shall provide proof of bonding prior to the commencement of services.

B. The qualifications of the guards may be subject to review by the VA Medical Center Police Department, if necessary.

C. The guards shall have a high school education or equivalent.

D. The guards shall possess two (2) years’ experience that demonstrates the following:

i. The ability to meet and deal with the public.

ii. The ability to maintain pose and self-control under duress.

iii. The ability to write clear, concise, and accurate reports.

E. Military service is accreditable toward the above experience requirement.

F. The duties of the guard position(s) require moderate to arduous physical exertion and/or the duties may be hazardous in nature. The following medical requirements apply to all guard candidates: good near and distant vision, ability to distinguish basic colors, and ability to hear the conversational voice. Applicants and employees must possess emotional and mental stability. The candidates should be in good general health and be able to pass a medical examination attesting to the candidate’s overall health and well-being.

11.0 Key Personnel:

A. The on-site supervisor is considered key personnel for the success of the contract and as such, shall have a minimum of two (2) years of experience in a non-supervisory position followed by two (2) years of successful experience in field supervision.

Accepted field supervision will be 24 months of one of the following or a mixture of that equates to no less than 24 months:

i. State, County or local law enforcement.

ii. Military law enforcement.

iii. Private or industrial guard service.

B. The on-site supervisor’s resume shall be included as part of the technical package.

C. If the accepted on-site supervisor is to be replaced, a resume must be submitted and accepted by the COR prior to the new employee beginning work on the contract.

D. The on-site supervisor shall assure that Security Guard(s):

i. Are in uniform and present a neat appearance.

ii. Maintain a continued state of proper training.

iii. Possess the necessary permits, authority, etc.

iv. Maintain continued liaison with the COR or designated alternate.

v. Documentation is accurate.

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E. The on-site supervisor shall not be on the overnight shift. Between the hours of 6:00 pm to 6:00 am.

12.0 Contractor Required Reports:

A. The contractor is responsible for reviewing the guard’s incident report, as required above, and submitting the report(s) to the COR.

B. The guard’s daily log will be available at all times to the COR and/or CO.

C. The contractor will create an electronic system for monitoring and tracking all reports and records.

13.0 Quality Assurance:

A. NCA/Contractor Meetings: An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest possible level. Accordingly, the contractor or the contractor's representative shall meet with the COR or his representative as often as necessary at the discretion of the COR. A mutual effort shall be made to resolve all problems identified during these meetings. Any unresolved issues may be elevated to CO for a determination.

B. Quality Assurance Surveillance Plan (see attachment).

14.0 PROTECTION AND DAMAGE:

A. The contractor shall be held liable for any damage incurred to Government property during the performance of work. All locally prescribed safety regulations, laws and practices shall be carefully observed in performance of the work.

B. The Contractor shall take all necessary precautions to prevent injury to the public and damage to property of others. For the purpose of this contract, the public shall include all persons not employed by the Contractor working under his/her direction.

C. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work and shall hold the Government harmless for any action on his/her part or that of his/her employees or subcontractors, which results in illness, injury, or death.

15.0 Background Requirements:

A. The unarmed security guards performing services under this contract shall have no criminal record.

B. The unarmed security guards shall be subject to a background investigation.

C. The unarmed security guards shall not commence work until the CO or COR receives notification that the investigation has been initiated. The Contractor shall bear the expense of obtaining this background investigation for each contractor employee performing services under this contract. A favorable adjudication must be received for a contractor employee to continue performance.

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16.0 Requirements for Acceptance of Services:

A. The presence or absence of a COR does not relieve the contractor from any contract requirement, nor is the COR authorized to change any term or condition of the contract specifications without the Contracting Officer’s written authorization.

B. Unless otherwise specified in the contract, the Government shall accept, as promptly as practicable after completion, all work required by the contract or that portion of the work the CO determines can be accepted separately. Acceptance shall be final and conclusive except for latent defects, fraud, or the Government’s rights under any warranty or guarantee.

17.0 Working with other Contractors:

The Government may undertake or award other contracts for other cemetery work or projects;

and the Contractor shall fully cooperate with such other contractors and Government employees.

The Contractor shall not commit or permit any act that will interfere with the performance of work by another Contractor or by Government employees.

In any case, where the fulfilling of the requirements of this contract, if the Contractor disturbs any work guaranteed under another contract, they shall restore such disturbed work to a condition satisfactory to the COR and guarantee such restored work to the same extent as it was guaranteed under such other contracts.

Everything done in accordance with the requirements of this provision shall be without additional expense to the Government.

18.0 Definitions:

Contracting Officer (CO): The CO has the overall responsibility for administering this contract.

He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

Contracting Officer’s Representative (COR): The COR is designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include but are not limited to:

Evaluating Contractor performance with the Government's representative at the work site;

advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and

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11 | P a g e advising the CO of any factors which may cause delay in work performance. The COR will assist in the discharge of the Contracting Officer's responsibilities when the Contracting Officer is unable to be directly in touch with the contract work.

Cemetery Administration Specialist (CAS): The CAS is part of the cemetery staff that conducts services and interments.

Contractor: The term Contractor refers to the individual, firm, partnership, company, or corporation providing the services and directly contracting with the General Services Administration as the prime contractor in the performance of the work described herein.

Defective Service: A unit of service that does not conform with specified requirements.

Emergency: Emergency refers to all conditions and threats that are either man made or acts of God that require immediate action by the contractor to eliminate or mitigate actual or expected damages. Included are bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes.

Negligence: Is the failure to use care under the circumstances, it is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

Shall vs Will and Shall vs Must: Throughout this solicitation, the terms "shall", "will" and "must" are used. "Shall", "will" and "must" denote the imperative. They indicate an obligation to act.

In this solicitation, and any resulting contract, "shall", "will" and "must" have the same meaning.

Vandalism: Willful and malicious destruction of property.