SOW Willamette Security Services.docx

Statement of Work

UNARMED AND UNIFORMED SECURITY GUARD SERVICES

WILLAMETTE NATIONAL CEMETERY

Scope of Work: The purpose of this requirement is to provide professional and courteous, uniformed and unarmed Security Guard (Guard 1) services for the Department of Veterans Affairs (VA) - Willamette National Cemetery located at 11800 SE Mount Scott Blvd, Happy Valley, OR 97086.

The Contractor will be required to patrol approximately 300 acres of cemetery property in a clearly marked patrol vehicle (e.g. magnetic signage, company logo, etc.,) to identify itself as security to visitors and local authorities.

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.

The services provided shall be performed in such a manner as to ensure the safety and welfare of Cemetery visitors and staff and in accordance with the technical specifications, and all terms and conditions contained in this Performance Work Statement. The Contractor shall furnish all transportation, management, supervision, personnel, equipment and supplies necessary to provide the services required herein.

Duties:

The Contractor will be responsible for opening the gates at 6am and closing the cemetery gates at 7pm each night, including weekends and holidays. On Memorial Day weekend, the gate closure time will be at dusk due to heavy visitation.

The Contractor will also be required to lock and secure the upper parking lot restrooms after all gates are locked and is responsible for reopening these restrooms immediately before cemetery gates are reopened. This includes weekdays, weekends, and all Federal Holidays (this includes unscheduled Federal Holidays issued by Executive Order as declared by the President of the United States.)

After securing the gates and restrooms, the Contractor will make multiple, complete tours of the cemetery grounds. The tours will verify the security of all cemetery building doors and windows, gates on all storage areas and the auxiliary access gate that faces the intersection of SE Deardorf Road and SE Clatsop Street. It will also include a visual review of the apparent security of equipment and materials stored in designated maintenance and storage areas of the cemetery and all fenced equipment compounds.

Security personnel shall be on cemetery grounds the entire time in a clearly marked vehicle, except for the time it takes to refuel the security vehicle. Personnel will patrol the facility by vehicle and on foot inspecting the exterior of all buildings on the Cemetery premises and patrol the fence line to ensure no forced entry or vandalism has occurred.

In addition to these initial duties, the Contractor will maintain one uniformed officer on-site throughout the evening and nighttime hours when the gates are closed.

The Contractor will be required to use a mobile application, such as an iPhone app, to document the checkpoint stops through a barcode scan or something similar to capture a timestamp, an image of the checkpoint and general comments. At the end of each shift, the contractor supervisor will be required to submit, via email, to the COR or designee, a daily report, including pictures, at the end of each shift. Weekend reports can be submitted on the Monday following the weekend work.

In the event of actual or suspected criminal activity or significant immediate safety concerns such as fire or explosion, the vendor will immediately notify the Portland Police Bureau, VA Police and/or other appropriate emergency services for assistance by cell phone.

In all cases where police or other emergency services are requested, the Contractor will also attempt to immediately contact the Contracting Officer’s Representative (COR) or designee. Security staff is also required to monitor visitors to ensure our customers safety and compliance with 38 U.S.C. 901, Security and Law Enforcement at VA Facilities. In the case of minor issues and at its discretion, the Contractor may submit an incident report to the COR or designee on the following regular business day.

Non-Personal Services Contract The services provided in the contract will involve non-personal services. The personnel rendering the services of the contract are not subject, either by contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees Contractor personnel shall not be considered Willamette National Cemetery employees for any purpose and shall only be considered employees of the contractor. All contracted personnel concerns for this contract must be addressed with the Contractor and not directly with VA staff. The Contracting Officer must be notified immediately by the COR/POC of all contracted personnel concerns for remediation with Contractor.

CONTRACTOR RESPONSIBILITIES

Contractor Personnel Contractor shall provide English speaking employee(s) while performing the duties of this contract. This is to ensure proper communication between VA staff and Cemetery visitors.

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 to address performance/contract issues.

The Contractor shall be responsible to ensure that his/her employees are aware of all the terms and conditions set forth above in this PWS regarding their performance and conduct during the performance period of this Contract. The Government reserves the right to ask the Contractor to remove employees from the cemetery (if its personnel’s conduct jeopardizes the regular and ordinary operation of the cemetery.

Qualification Requirements of Contractor Personnel:

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

i. 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).

ii. The Contractor shall provide the name(s), telephone number(s), and addresses of the on-site or in-field supervisor, in writing, to the Contracting Officer prior to performance under this contract. The term "on-site supervisor" means a person designated, in writing, by the Contractor, who has authority to act, for the Contractor, on a day-to-day basis at the worksite or vicinity.

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

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

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

vi. The on-site or in-field supervisor shall assure that Security 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 designee.

· Report Information is accurate

Security Guards (Guard I) Minimum Qualification Standards:

vii. Education / Experience:

· Must possess a high school diploma or equivalency. Must demonstrate the ability to read, understand and apply printed rules, detailed orders instruction, and training materials. Must have the ability to construct and write clear, concise, accurate and detailed reports.

· 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 general public in a professional manner.

ii. Health and Physical Fitness Requirements:

· Be capable of hearing ordinary conversation at 15ft with or without hearing aids.

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

· May be subject to screening for illegal drug use.

The payments for leave, including sick leave or vacation time, breaks and lunch for Guard I employees, are the responsibility of the Contractor.

Personnel: 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.

Insurance and Bonding Requirements: 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.

Contractor must have a valid/current license to perform Guard services in the State of Oregon. Contractors must meet all minimum Oregon state bonding requirements and must be capable of being bonded. Contractor shall provide proof of bonding and insurance (Certificate of Insurance) within five (5) business days after contract award.

Identification, Parking, Smoking and Regulations: The Contractor's employees shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

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. Enclosed containers, including tool kits, 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.

Contractor-Furnished Property and Supplies: The Contractor shall furnish and maintain in acceptable condition, all uniform items, equipment and supplies necessary to perform the services required of this contract. A partial listing of these items is provided below. This listing is not all-inclusive.

Communication Equipment: The Contractor shall provide a contact number for their on-call Security personnel that will respond to security breaches outside of the normal hours of coverage. The Contractor shall provide a separate two-way communication system (radio or cell phone) to communicate with the other Security Guard on duty (when applicable) and their supervisor/the Contractor.

Uniforms: Contractor personnel shall always wear professional uniforms while in the performance of his/her duties. 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. Appropriately lettered breast and cap badges, indicating the jurisdiction from which authority is obtained, shall be worn as part of the uniform (providing such authority is grantable under state and local laws). 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.

Cemetery Etiquette and Use of Facilities While performing work at Willamette National Cemetery, Security personnel shall be required to adhere to the following standards:

National Cemeteries are National Shrines; Security personnel appearance and conduct shall be always professional and unobtrusive.

Security personnel shall behave with appropriate decorum, courtesy, and respect while within Cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, unsafe driving, and criminal act of any kind will not be tolerated and cause for immediate removal from the Cemetery.

Discrimination of any individual is strictly forbidden and language and behavior shall be in accordance with federally mandated policies.

The Government will not be responsible for any loss, damage, or theft of contractor’s items. No free telephone services will be provided to Contractor staff. Contractor shall be responsible for the housekeeping and custodial maintenance of the Cemetery facilities used by Contractor employees.

Contractor employees shall park privately owned vehicles in designated parking areas identified by the COR.

Contractor employees will use the upper parking lot restroom located across from building 3001. Contractor employees will not have access to any breakrooms or internal Cemetery buildings during lunches or breaks. Breaks and lunches may be taken inside Contractor security patrol vehicle at the discretion of the Contractor. Contractor employees will not store any food or use the refrigerator at any time.

No guard shack, guard shelter or access to Admin buildings will be provided to Contractor employees and the Contractor is not authorized to erect or provide a guard shack or shelter anywhere on the Willamette National Cemetery grounds.

Contractor Work Hours Working Hours:

· Weekday Night Shifts (Monday-Thursday): 6pm to 6am

· Weekend Coverage: 6pm Friday to 6am Monday

· Holiday Shifts: 24 hr. coverage

The 11 Federal holidays observed by the Federal Government are:

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday.

Holidays includes unscheduled Federal Holidays issued by Executive Order as declared by the President of the United States.

Contractor Patrol Vehicle Contractor shall provide one (1) company patrol vehicle that is easily identifiable as a commercial security patrol vehicle. 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, able to endure inclement and all other weather conditions.

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.

Contractor will be responsible for fuel, maintenance and repair costs of the patrol vehicle. The COR will identify parking locations for the security vehicle where foot patrols are required.

General Requirements All activities shall be performed in accordance with all applicable Federal, State, and City laws, ordinances and regulations including, but not limited to OSHA standards. Any damage to turf, landscaping, sprinkler heads, infrastructure, headstone markers, etc., by the Contractor shall be repaired or replaced at Contractor's expense, as directed by the Contracting Officer’s Representative (COR). All damages must be reported to the COR immediately.

In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, the entire work shall be rescheduled to a date and time satisfactory to the contractor and Cemetery Management. Postponement due to climate or weather conditions shall not be cause for penalties to the contractor nor add additional costs to the government.

The contractor shall be responsible for training and safety precautions prescribed by OSHA standards.

The contractor and contractor's employees (in patrol vehicles) shall observe all traffic, parking, directional signs and regulations when using the cemetery roadways. Contractors and contractor employees shall park only on cemetery roads or area as directed by the Cemetery Director or his/her representative. At no time shall the contractor’s vehicles block any roads within the cemetery enclosure. Patrol vehicles shall never be parked on a gravesite.

The contractor agrees to leave all work areas free of debris and in the same condition as before the work commenced. The contractor agrees to take all necessary precautions to protect vegetation, as appropriate, in the immediate work area(s).

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).

The Contractor shall confer with the Contracting Officer’s Representative (COR) initially on issues raised concerning contract personnel’s conduct. If the Contractor does not make corrections, the COR will issue a Contract Discrepancy Report (CDR). The final arbiter on for all CDR matters will be determined by the Contracting Officer.

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.

(End of Statement of Work)