SOW _Snyder House Security Services New Bid_ FY 25 100324.docx

STATEMENT OF WORK (SOW) “Snyder House” Security Guard Services

SECTION I - GENERAL:

A. SCOPE OF WORK: The contractor shall furnish all personnel, equipment, and supplies, except as specified as Government-furnished, to provide security guard services at the Philadelphia VAMC Residential Rehabilitation Treatment Program (RRTP) “Snyder House” 1425 Snyder Ave, Philadelphia., Pa 19145.

Guard services are required on a continuous basis, 24/7 (24 hours a day, 7 days a week), including weekends and all holidays. The contractor shall supply two guards per shift, consisting of three consecutive eight (8) hour shifts per day (24 hour period).

VA Regulations stated under Title 38 Sub-section 1.218 "Security and Law Enforcement at VA Facilities" are applicable to premises leased by VA for medical clinics. (See website http://ecfr.gpoaccess.gov/) In addition to VA Regulations Title 38 Sub-section 1.218 being in effect at VA leased spaces, other Federal laws, and the laws of the State and the municipality in which a leased space is located are also in effect due to the proprietarily jurisdictional status of leased properties. Therefore, the contractor, as well as his/her personnel providing services as stated herein, must be currently licensed on an unrestricted basis in accordance with the laws of the State of Pennsylvania and the State of Pennsylvania Department of Labor and Economic Growth.

B. PERSONNEL:

1. Supervisor: Contractor shall provide a supervisor that can be called in an emergency 24/7. The supervisor is a full-time position under this contract that can be scheduled as the contractor sees fit for eight (8) hours a day anytime during the 24 hour period in order to fulfill his supervisory duties in coordination with the COR’s discretion. Supervisor presence shall be required at minimum of 4 hours during second shift on any 1 day, Monday through Friday. The 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). Supervisor shall be licensed by the State of Pennsylvania Department of Labor and Economic Growth and shall have a current and unrestricted license to perform the duties as stated herein. Evidence of current and unrestricted license shall be provided to the contracting officer prior to contract award.

2. Security Guards (Unarmed Security Guards) -- Minimum Qualification Standards:

a. Education/Experience: Must possess a high school diploma or equivalency, and have two (2) years of experience demonstrating: the ability to meet and deal with the general public; the ability to read, understand and apply printed rules, detailed orders, instructions, and training materials; the ability to maintain poise and self-control under stress; the ability to construct and write clear, concise, accurate and detailed reports. Additionally:

1. All contractor employees must be fingerprinted

2. All contractor employees will be required to undergo a Background Investigation and be cleared by the security specialist following a favorable background investigation outcome in order to be on site to begin work.

3. All contractor employees will be required to obtain a Personal Identity Verification (PIV) card as part of the onboarding process.

b. Age: All contractor employees performing work under this contract shall be a minimum of twenty- one (21) years of age or as required by the State of Pennsylvania.

3. Psychological Health: In addition, all contractor employees providing services under this contract must undergo a psychological assessment without cost to the Government or the employee. This psychological assessment must be carried out in accordance with accepted professional standards by a physician or licensed practitioner authorized to conduct such examinations. For detailed policy see the Federal Personnel Manual, Chapter 339, Medical Qualification Determinations. 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 that individual from performing services on this contract. Medical certification attesting to the results of this examination shall be furnished to the Contracting Officer at least five days prior to assignment of the employee to duty.

4. The employee(s) shall undergo annual physical and psychological examinations with results to be furnished to the Contracting Officer.

5. All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and materials, and shall be able to compose reports which convey complete information.

C. SECURITY GUARD’S DUTIES shall include the following:

1. Complete foot patrol of the interior and exterior of the RRTP will be accomplished.

2. The primary post for the RRTP will be directly inside the main entrance.

3. While at the Guard Post, Contract Security Guards will remain alert to all activity in the RRTP (Suspicious behavior, potentially violent persons, etc.). The Contract Security Guard will complete a visual search on all veteran residents when returning to the building regardless of the reason (e.g, Shopping Hour, Level One Day Pass, Medical Appointment, Group outing and Outdoor Chores.) The guard will search the bag of each resident at the security desk in view of the camera, ask the veteran to take off their shoes and ask the veteran to empty their pockets. At all times, the Contract Security Guard will be courteous and render all assistance to the resident veterans as possible.

4. While assigned to the post, the Contract Security Guards will respond to all calls for assistance in the RRTP as quickly as possible.

5. In the event of a fire alarm, the Contract Security Guards, will assist in the orderly evacuation (if necessary) and assist in crowd control and traffic control until the arrival of the local Fire and Police Department personnel. The Contract Security guard will contact the alarm company to reset the alarm after everything is cleared.

6. All occurrences within the RRTP (criminal activity, fire, bomb threat, etc.) will be documented. Telephone notification of all occurrences will be made to the Philadelphia VA Police Section immediately.

7. Daily security report and visitor’s log shall be supplied by the contractor. The prior month’s Security rounding report, veteran sign in/out log, visitor sign in/out log and staff sign in/out log shall be provided to administration at the start of each new month.

8. Prior to daily shift change, a complete and thorough foot patrol of the building will be accomplished. Additional foot patrol or changes to the frequency may be requested as necessary by the administrator based on program needs.

9. The Contract Security Guard will not be armed with a firearm, nightstick, or any item other than the approved Chemical Agent Oleoresin Capsicum (OC) Weapon. The Contractor will be responsible for providing guards that are properly trained in the use of the Chemical Agent Oleoresin Capsicum (OC) Weapon.

10. The Contract Security Guard will, at random, so as not to establish a pattern, conduct a minimum of four (4) internal foot patrols and two (2) external foot patrols of the RRTP during each shift. These random patrols will be logged in the Daily Operation Log provided by the contractor.

SECTION II - GOVERNMENT-FURNISHED PROPERTY (GFP) AND SERVICES:

a. Officer's Duty Book (ODB) : Containing VA Regulations stated under Title 38 Sub-section 1.218 "Security and Law Enforcement at VA Facilities"

b. Access to use an office as needed with the following: Chair, telephone and desk.

c. ACCOUNTABILITY FOR GOVERNMENT PROPERTY: All property furnished by the Government under this contract shall remain the property of the Government. Upon termination of the contract, the Contractor shall render an accounting of all such property which has come into their possession under this contract. Any property furnished by the Government to fulfill contracted requirements which is lost or damaged, resulting from improper use or negligence by the Contractor’s employees, shall be repaired or replaced by the Government and the cost of such repairs or replacement shall be deducted from the Contractor’s invoice.

d. USE OF GOVERNMENT PROPERTY: Government property (to include Telephone) shall be used for official Government business only in the performance of this contract. Government property will not be used in any manner for personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor’s employees.

e. SAFEGUARDING OF GOVERNMENT PROPERTY: The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, or in accordance with sound industrial practices, to safeguard and protect Government property.

f. MALFUNCTION OF GOVERNMENT PROPERTY: The Contractor shall be responsible for reporting to the Contracting Officer’s representative the malfunctioning of any Government equipment used by the Contractor or the Contractor’s employees.

g. KEYS: Issuance of keys for contractor usage shall be completely at the discretion and determination of the Contracting Officer’s Representative. If provided, the contractor firm will be responsible for any neglect or misuse of keys, and may be held responsible for the expense of rekeying the building.

SECTION III - 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 follows:

A. CIP weapons (OC) with leather carrying cases. An agency approved Chemical Irritant Projector is one for which test experience data is available and conforms to the following specifications:

· Formulation contained in projectors must contain no more than 5.5% Oleoresin Capsicum.

· Device must be operable from -20 degrees F to 130 degrees F.

· Formulation contained in projectors must be self-stabilizing and not contain insoluble stabilizing matter, or any other free solid matter.

· No leakage or other contaminants may be in any way detectable on nozzle or device three hours after a test firing of no less than three (3) seconds.

B. Radio equipment: Portable, Hand-held, Two-way radios for all on-duty guards C. Uniforms: Standard of appearance shall conform to those prescribed in VHA Supplement to MP-1, Part 1, and Paragraph 17(b). (GFP) Any disputes regarding application of the standard shall be referred to the contracting officer. Additional uniform requirements:

· The color of the contractor's guard force uniforms shall be a color in general use by large guard or police organizations. All employees performing under this contract shall wear the same color and style of uniform. Appropriately the female members of the guard force shall wear styled feminine uniforms.

· Shoulder patches lettered 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. No other identification of the contractor or employee shall be worn or displayed on the uniform.

· Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition:

· Shirt, long sleeve................Three (3) each.

· Shirt, short sleeve...............Four (4) each.

· Trouser, all season weight........Three (3) each.

· Frame style cap with seasonal covers

· Jacket, winter, patrol type (Reefer Style)

· Jacket, light weight

· Gloves (pair) (color to match accessories)

· Handcuffs (pair)

· Handcuff case (fully enclosing)

· Keystrap with flap

· Flashlight, 4 "D" Cell, Metal

· Flashlight holder (snap-away) (D-Cell)

· Insignia, shoulder patch (each shirt and jacket)

· White (non-supervisory), Gold (supervisor) metal cap ornament

· Nametag on shirt

· Pistol belt to hold flashlight and chemical irritant projector

· Sweater, military style with shoulder zeplets

· Long sleeve shirts will be required to be worn beginning October 1st through April 30th; and short

· sleeves will be required to be worn beginning May 1st through September 30th. Long or short sleeve shirts may be worn during the months of April and September depending upon weather conditions.

· The uniform shall only be worn when the officer is on official duty or when the officer is in transit between his/her place of residence and duty station.

· Shoes shall be low quarter or high-topped lace type with police or plain toe and standard heel. The color of the shoe shall match the color of leather equipment accessories. Any deviation from the above requirements must be approved by medical authorities.

· The color of uniform accessories and equipment shall be standard black and brown, as may be appropriate to match the uniform.

· 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).

D. Supplementary Equipment: Each guard on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, replacement flashlight batteries and bulbs, as appropriate to operations. Guards shall not be permitted to provide themselves with any unauthorized supplemental or personal items such as either concealed or unconcealed firearms, knives, "come-alongs", or other non-standard items.

Security Guard supervisor shall be equipped with laptop.

a. Per the Handbook 6500.6, Appendix A, The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.

SECTION IV - PERFORMANCE REQUIREMENTS:

A. Initial Startup:

1. The contractor or his/her supervisor shall visit the center with contractor personnel before performance under the contract for the purpose of performance orientation and site/equipment operation orientation. Contractor shall meet with the representative from the VA Police Unit and the point of contact. The conference agenda will include as a minimum:

· Performance requirements.

· Training requirements and schedules.

· Certification of personnel qualifications.

· Uniform and accessory requirements.

· Government-furnished property and services.

· Contractor-furnished property and services.

· Quality assurance.

B. Formal Training:

1. Each contract employee must complete the below VA specific TMS trainings prior to beginning work. Each contract employee will be sent TMS login instructions to complete the trainings, and will be required to send a copy of each training certificate to the program POC or COR upon completion.

· VA 10176- VA Privacy and Information Security Awareness and Rules of Behavior

· VA 10203- Privacy and HIPAA Training

2. In addition to the above VA specific training, to be eligible to perform under this contract, each contract employee must meet the minimum required formal training courses outlined below with proof of training completion provided to the program POC or COR within 30 days of beginning work. Please note, the VA specific training listed above is separate and in addition to the below trainings:

· Officer Safety and Awareness

· Metal detector training and wand training

· Chemical Agent (O/C)

· Unarmed Defense and Offender Restraint

· Federal Crimes and Petty Offences

· U.S. District Court Violation Notice

· Response to Assaultive Behavior

· Report Writing

· Investigative Stop

· Physical Security

· Interview Techniques

· Drugs of Abuse

· Aids Information

· Evidence Handling Procedures

· Physical Fitness for Security Officers

3. Prior to performing duties at the subject work location, the Contractor shall submit to the Contracting Officer and the Contracting Officer’s Representative written certification that each contract employee has been trained on the above training units. Contractor shall provide with his/her certification a course outline, in writing, describing the subject areas covered and the number of hours completed for each subject area. 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.

4. All formal training required shall be presented (taught) by persons who are certified or qualified to instruct the specific required subjects. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university, etc.), a governmental (Federal, State, County, etc.) agency, educational certification body (agency, board, commission, etc.), or by documentation that the person instructing has sufficient experience in the subject matter to be able to instruct the subject in an authoritative, practical and current manner.

5. In addition to the formal training, the Contractor shall provide follow-up orientation for each employee 14 days after the initial assignment to duty. The Contractor shall certify the completion of follow-up orientation for each guard to the Contracting Officer and the COR within 45 days following assignment to duty. The follow-up orientation will include the following subjects and instructional time periods as well as other subjects as may be required:

· General and specific orders for the facility (1 hour).

· Policy and specific procedures for responding to emergency alarms, bomb threats, incendiary devices in the facility (1 hour).

· Procedure for operating the security systems with the facility (1 hour).

· Procedure for and operation of the firefighting equipment within the facility (1 hour).

· Vehicle Traffic and Parking Control (1 hour).

· VHA\Directive 0730 & 0730/1 (1 hour).

· Metal detector and wand training (1hour)

C. Supervision:

1. The Contractor shall provide the name(s), telephone number(s) of the supervisor, in writing, to the Contracting Officer’s Representative (COR) prior to performance under this contract. The Supervisor shall be available to be on-site at the Philadelphia Snyder House location on a daily basis in order to perform any supervisory duties as needed. The supervisor can in an emergent case (no coverage) simultaneously perform the duties of supervisor and guard.

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

3. The supervisor shall assure that guard(s):

· Are in uniform and present a neat appearance.

· Maintain a continued state of proper training.

· Possess the necessary permits, authority, etc.

· Maintain continued liaison with the COR or designated alternate.

· Provide the COR with a monthly schedule for the security guards.

· Provide the security guards with monthly random sheets.

D. Guard Services:

Assignments may include but not limited to the following:

1. Entrance Control Post - Operate and enforce a system of personnel identification. Perform package inspections.

2. Roving Patrol Posts - Conduct patrols in accordance with established routes and schedules.

3. Traffic Control - Direct traffic (vehicle and pedestrian), control parking, issue courtesy violation notices, etc., as prescribed.

4. Security and Fire Systems - Monitor and operate building fire alarm and intrusion detection systems and other protection devices or building equipment.

5. Building Rules and Regulations - Observe building occupants and visitors for compliance with posted rules and regulations. Building regulations also include but are not limited to the following.

a. Level One Day Pass Procedures.

· Verifying if the veteran signed out on the 3rd floor prior to the veteran exiting the building. Security guard on desk duty will take the paper day pass from the veterans before they exit the building, sign the form, and file it behind the desk.

b. Shopping Hour Procedures.

· Verifying if the veteran is listed on the updated shopping list located on the security desk prior to the veteran exiting the building.

6. Law and Order - Maintain law and order within the areas of assignment.

7. Unauthorized Access - Discover and detain persons attempting to gain unauthorized access to the property.

8. Hazardous Conditions - Report daily, in accordance with procedure in the Standard Operating Procedures, potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc.

9. Flying the United States Flag - The United States Flag (and other flags as authorized) shall be flown as directed by MP-1, Part I, Chapter 8.

10. Additional Duties - Turn off unnecessary lights, check safes, lock-type repositories, and cabinets, close windows, open and secure doors and gates, etc.

11. Civil Disturbances - Perform such other functions as may be necessary in the event of situations or occurrences such as civil disturbances or other criminal acts adversely affecting the security and safety of the Government, its employees, property, and the general public lawfully in buildings or on the grounds under the control of the Government. Provide assistance with the escort or intervention of veterans demonstrating escalating behaviors such as threats and aggression upon the request of staff.

12. Emergencies - Respond to emergency situations and provide appropriate assistance. Immediately notify the Contracting Officer's Technical Representative of action taken.

SECTION V – POLICIES AND REGULATIONS:

The Contractor must adhere strictly to the following VA Policies and Regulations. These and other Directives, Handbooks, Policies, and Regulations can be located at the following websites:

http://www.va.gov http://www1.va.gov/vapubs/ http://ecfr.gpoaccess.gov/ A. REGULATIONS: (VA Publications Homepage: http://www1.va.gov/vapubs/)

1. VA Directive 0730* Security and Law Enforcement

2. VA Handbook 0730* Security and Law Enforcement