Statement of Work - 02 OCT 2024.docx

United States Department of Veterans Affairs Rocky Mountain Regional VA Medical Center Aurora, Colorado

STATEMENT OF WORK (SOW)

UNARMED SECURITY GUARDS

STATEMENT OF WORK

1. STATEMENT OF WORK: The Contractor shall furnish all labor, transportation, equipment, supplies, and supervision to provide physical security and patrol guards services (henceforth be referenced as Guards) for facilities: Rocky Mountain Regional Medical Center, 1700 N. Wheeling Street, Aurora CO, 80045; Pueblo CLC, 2600 Oakshire Lane, Pueblo CO, 81001; Denver Decommissioned Site - Clermont Campus, 1055 Clermont St. Denver, CO. 80220; Colorado Springs Lindstrom Clinic, 3141 Centennial Blvd, Colorado Springs, CO 80907 within VA Eastern Colorado Health Care System (ECHCS).

2. TYPE OF CONTRACT: This is a Firm-Fixed-Price contract based on fixed hourly rates.

3. CHANGES: Any changes to this contract shall be made in accordance with FAR 52.212-4(c) Changes, shall not necessitate new solicitation proceedings. SOW: Services determined by the Contracting Officer (CO) to be within the general scope of the contract or FACILITY: The VA may add any location incorporated with ECHCS.

4. PARTICIPATING HEALTHCARE SYSTEM:

VA EASTERN COLORADO HEALTH CARE SYSTEM

1700 N. Wheeling Auror CO, 80045

4.1. PLACE OF PERFORMANCES:

Site A

Rocky Mountain Regional Medical Center

1700 N. Wheeling

Aurora CO, 80045

** Monday through Friday 0800-1600 excluding holidays **

8,032 Hours (4 Guards)

Site B

Denver Decommissioned Site - Clermont Campus

1055 Clermont St.

Denver, CO. 80220

24/7 – 365 monitoring and reporting

8,736 Hours (1 Guard)

Site C

Pueblo Community Living Center (CLC)

2600 Oakshire Lane

Pueblo, CO 81001

24/7 – 365 monitoring and reporting

8,736 Hours (1 Guard)

Site D

Colorado Springs Lindstrom Clinic

3141 Centennial Blvd

Colorado Springs, CO 80907

**Monday & Tuesday 0700-1630**

***Wednesday through Friday 0700-1800***

****Saturday 0800 – 1800****

*****Excluding Federal Holidays*****

3,136 Hours (1 Guard)

5. SPECIFIC TASKS: The Guards shall provide the following task at the assigned post:

5.1. PATROL POST TASKS:

a. Physical Security: Provide physical security by patrolling assigned areas and maintaining alertness for dangerous conditions that may exist because of health and safety code violations. Violations are posted at each entrance of each building, of Title 18 and 21 of the United States Code (USC) on VA property and report dangerous conditions or unlawful activity to the VA Police. http://uscode.house.gov/download/download.shtml

b. Standard Operating Procedure: Follows procedures outlined in the Post Duty Handbook at each post.

c. Entrance Control Post: Patrol the interior and exterior of the assigned facilities; or locations with medical facilities.

d. Patrol Post: Patrol in accordance with established routes and schedules as listed in the SOP for each post.

e. Communicate: Provide effective communication (Who, What, When, Where, How, Why) with the VA Police or LEO when dangerous conditions or unlawful activity exist.

f. Emergencies: Maintain communication with VA Police or LEO. Assist with evacuating building, locking down buildings and crowd control.

g. Lost and Found: Turn in Lost and Found items to the Information Desk.

h. Check in/ out: Check identification, keycards, and badges for all occupants and visitors entering the building. Request all visitors and guests to include contractors to comply with required check in registration process.

i. Training: Participate in emergency drills.

j. Enforce Smoking Areas: Ensure Veterans, employees, and visitors are only smoking in designated smoking areas. Request compliance and report failure to comply with VA Police

k. Baggage Check: If Random Anti-Terrorism Measure active (RAM) Check All backpacks, duffle bags, purses, etc. shall be checked. Guards shall call the VA police or LEO upon the discovery of any weapons, alcohol, or drugs.

l. Posted patrols of Clermont:

a. Guards will only perform their duties within the jurisdictional boundaries of the Clermont at the address of 1055 Clermont, Denver Colorado. The role of the Contracted employee will be a Observe and Report only and if necessary, an Observe, Report, and Retreat. At no time will this SOW authorize or support Contracted employee contacting or engaging any personal other than routine conversation

b. Manning static posts and performing foot patrols of the Clermont exterior and outbuildings.

c. Conducting physical checks of doors to insure they are secure and contacting VA Police by phone if door is found unsecure. Maintaining a written log of when walking patrols and checks are completed. Logs may be periodically checked for performance measures.

d. Contacting VA Police at provided phone numbers or local law enforcement, medical, or fire by dialing 911 on a Contractor provided phone.

5.2. INTRUSION ALARM MONITORING SYSTEMS TASKS:

a. In an emergency, alarm activation, or when an alarm is not set/ disabled the Guards shall notify the designated person(s) for that location. Contact information will be at the desk post.

b. The Guards shall respond to all security alarm(s), within twenty (20) minutes of an alarm notification. Upon arrival, if there is evidence that a crime is in progress or there is evidence that a crime has taken place, the Guards shall notify local law enforcement and/or the VA Police, and the Contracting Officer Representative (COR).

c. The Guards shall inform the COR of any mechanical equipment malfunctions through a visual readout of alarm panels, i.e., cannot be reset, disconnected wires, warnings, malfunction codes and anything that may cause the equipment not to work properly.

d. In the event of actual or suspected criminal activity or significant immediate safety concerns such as fire or explosion, the Guards will immediately notify/ call VA Police and/or other appropriate emergency services for assistance.

e. In all cases where police or other emergency services are requested, the Guards will also attempt to immediately contact the COR. The VA will supply the Guards with a list of contact phone numbers in case the Guards cannot contact the COR. The Guards is required to visually monitor the surroundings to ensure safety and compliance with 38 U.S.C. 901, Security and Law Enforcement at VA Facilities.

6. STANDARD OPERATION PROCEDURES (SOP): Copies of the SOP’s will be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures.

SOP shall not be removed or reproduced or copied in any manner unless properly authorized by the Contracting Officer. VA reserves the right to update the SOP as required by regulations, policies, procedures, or Executive Orders issued by the President of the United States. Most changes should be minor in nature and have no impact on the terms and conditions of this contract. In the event of major changes, the Contracting Officer shall address the issues in writing to the Contractor. The Guards shall implement any change immediately and address any conflicts or issues with Contractor and the Contractor will notify the Contracting Officer.

7. UNACCEPTABLE PERFORMANCE: Any instances of unacceptable performance noted by the Government, the COR or CO shall bring to the attention of the Program Manager for immediate correction. Any Guards found in violation of the following will not be authorized to provide services under this contract. This list is not all-inclusive. Excessive performance failure may result in termination under this contract, situations will be handled on a case-by-case basis.

· Failure to maintain license requirements for each Guard.

· Failure to report for duty.

· Failure to comply with posted Guard orders/SOPs.

· Failure to report incidents.

· Assault while on duty.

· Breach of peace while on duty (defined as misbehavior by the Guard resulting in public unrest or disturbance).

· Failure to maintain and safeguard Government property from loss or damage.

· Failure to have all gear and equipment while on duty.

· Distributive behavior to cause stoppage of performance or solicit others to stop performance; or effect the level of security.

· Solicit or accept gratuities, reference FAR 52.203-3, Gratuities.

8. UNIFORM: The Contractor shall provide the Guards with uniforms at no cost to the employee or Government.

8.1. UNIFORM REQUIREMENTS: Below are the general requirements, any deviation requires prior approval from the CO.

a. All Guards shall wear the same color and styles of uniform.

b. Uniform will clearly identify guard a security guard and not law enforcement.

c. Uniform must be clean and neat in appearance.

d. On uniform a patch indicating the identity of the Contractor, on the breast pocket a name tags and VA badge shall be worn in a visible manner. No other identification of the Contactor or the Guard shall be worn or displayed on the uniform.

e. Guards shall have proper uniform and accessories while on duty.

f. Guards shall wear his/her hair neatly fashioned, not to extend below the collar, and avoid wearing flashy jewelry.

g. While on duty, no sunglasses indoor shall be worn, prescription transition lens are acceptable.

8.2. APPROVED UNIFORM AND ACCESSORIES: The following are approved uniforms and related accessories; they must be in good and clean condition. At no time shall the Guard wear any clothing item that are not issued by the Contractor or wear items that does not clearly distinguish the Contractors badge and the Guards name.

a. Acceptable uniform colors:

· Beige

· Brown

· Tan

· Black

· Navy Blue

· Blue

· Grey

· Forest/ Dark Green

· Any other color requires prior approval from the CO.

b. Collared shirt, long sleeve

c. Collared shirt, sleeve

d. Trousers, all season’s weight

e. Jacket, winter, patrol type

f. Jacket, light weight

g. Key strap with flap

h. Flashlight

i. Insignia

j. Radio Case

k. Surgical / protective glove and pouch

9. REQUIRED QUALIFICATION & CERTIFICATION: The following is the required qualification for the Guards and Key Personnel. The security and patrol guards are as categorized as Guards by the Department of Labor (DOL), and at a minimum the Guard shall be required as follows:

9.1. GUARD I:

· Guards performing duties under this contract shall be a minimum of 18 years of age and be qualified as required by local and state laws The license will be verified with or by the COR.

· The name issued on the license shall match the name on a government issued identification.

· All guards must have relevant experience performing the services required in this SOW.

· Each Guard shall have provided a demonstrated experience and training for physical security and patrol guards services.

9.2. PROGRAM MANAGER

· The Program Manager shall have adequate level of management experience in physical security and patrol guard services.

9.3. SITE SUPERVISOR – SITE A

· The Supervisor shall have an adequate level of supervision of physical security and patrol guard services.

· Guard requirements applies.

The Contractor shall maintain the license to demonstrate compliance with required qualification of the Guards under this contract and shall be presented upon request.

10. KEY PERSONNEL: The following personnel are considered key personnel by the government: Program Manager and onsite Supervisor at Site A. The Contractor shall provide a Program Manager who shall be responsible for the performance of the work. The Program Manager shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Prior to assuming the responsibility of a post, the Contractor’s Program Manager shall brief and train the Guards on the requirements of their post. The onsite Supervisor at Site A shall be responsible for the daily operation and oversight of all activities that goes on at Site A.

PROGRAM MANAGER

Name:

Phone No.:

Mobile No.:

Email:

ON-SITE SUPERVISOR– SITE A

Name:

Phone No.:

Mobile No.:

Email:

11. RECORD KEEPING: A time and attendance record is established for verification of actual hours worked for each tour. At each tour of duty, the Guards shall be required to sign the time and attendance record, this will be used to audit and match the Contactor’s invoice. This procedure is mandatory and shall be strictly enforced.

12. KEY CONTROL: The Contractor shall establish and implement methods to ensure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. Contractor shall not duplicate keys issued by the Government. The Contractor shall return keys when Contractor personnel no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO and COR and file a written incident report with the VA Police within 24 hours of the event. Any keys will be returned to Police Services or on-site manager to insure proper tun over of keys/access cards

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. Contractor personnel shall be prohibited from opening locked areas unless authorized by the COR.

13. NON-PERSONAL SERVICES CONTRACT: The services provided in the contract will involve non-personal services. The Guards 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.

The Guards shall not be considered as a VA employee for any purpose and shall only be considered employees of the Contractor. All personnel concerns must be address with the Contractor and not directly with VA staff.

14. CONTRACTOR EMPLOYEE: The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission and its population. If accusations have been made to/ brought to attention to the COR or CO or VA personnel, the Guard shall be removed immediately pending an investigation from the VA police. The Guard may only return upon a written notification from the CO.

15. ETIQUETTE AND USE OF FACILITIES: While on ECHCS premise (on or off duty), the Guards shall be required to adhere to the following standards:

The Guards appearance and conduct shall always be professional and unobtrusive.

The Guards shall behave with appropriate decorum, courtesy, and respect while on VA premises. 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 premise, and shall jeopardize any future contract or renewal of current contract.

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 facilities used by Contractor employees.

Contractor employees shall park privately owned vehicles in general guest parking areas.

16. CONTRACTOR PERSONNEL: The Contractor shall be responsible to ensure that his/her employees are aware of all the terms and conditions set forth above in this contract regarding their performance and conduct during the performance period of this Contract. The Government reserves the right to direct the Contractor to remove employee(s) if its personnel’s conduct jeopardizes the regular and ordinary operation of the ECHCS.

The Contractor shall be responsible for training and safety precautions prescribed by OSHA standards. 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 Government property, as appropriate, in the immediate work area(s).

17. SAFETY AND FIRE PREVENTION: In the performance of this contact, the Guards shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. The Guards shall comply with applicable Federal, State, and local safety and fire regulations and codes. The Guards shall follow applicable facility policies concerning fire/disaster programs. When appropriate, the Guard shall display appropriate warning devices in all areas where operations may cause a traffic obstruction and/or personnel hazard.

18. GOVERNMENT FURNISHED EQUIPMENT (GFE): The following property and service shall be provided by the Government for the Contactor’s personnel to perform their duties:

18.1. Officer’s Duty book to include:

1. Minimum task list (VA form 5-3489a)

1. SOP which includes Operating procedures and task.

18.2. Guards post with the following (each site will vary, equipment already in place at each gate):

1. Desk, chair

1. Counter with drawer

1. Lockable file cabinet

18.3. Security equipment as follows:

1. Two (2) monitors

1. Necessary VA forms

1. Telephone equipment: One (1) telephone with Federal Telecommunication System (FTS), for official government business only. Radio equipment and charger.

1. Radios

The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

19. CONTRACTOR FURNISHED PROPERTY AND SUPPLIES: The Contractor shall furnish and maintain, in acceptable condition and at no cost to the Guards, all items of uniform and equipment necessary to perform work required by this contract.

20. BACKGROUND:

20.1. Prior to assignment by the Contractor, Guards shall be certified via a background check by the Contractor to verify that there are no felony or misdemeanor arrests or convictions for drugs, weapons, theft, or battery within the past ten (10) years. This procedure is mandatory and shall be strictly enforced. Contractor the Guards must pass the National Agency Check with Written Inquiries (NACI) prior to starting performance. The Contractor shall update the information when additional Guards are added.

20.2. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government based on the type of access required. The level of sensitivity shall determine the depth of the investigation and the cost thereof. The current estimated costs and type of investigations, is as follows and can be found at https://nbib.opm.gov/hr-security-personnel/investigations-billing-rates-resources/billing-rates/.

CODE

TYPE/

SENSITIVITY

The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor’s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel assigned to Low Risk/Non-sensitive positions for 180 days or less under a single contract or series of contracts. However, a Security Access Clearance (SAC) background screening will be required for appropriate preliminary checks IAW VA Directive 0710.

21. INSURANCE REQUIREMENTS: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance per State and Federal requirements.

22. NATIONAL HOLIDAY: If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. ***** Federal holiday schedule will not apply to the Denver Decommissioned Site - Clermont Campus.****

23. HOUR OF WORK: Services shall be performed in accordance to the schedule, see ATTACHMENT B – MASTER POST SCHEDULE (MPS) AND ATTACHMENT C – TOUR OF DUTY (TOD) for details. Some post will require services on weekends and/ or Federal Holidays.

The government reserves the right to alter the MPS and/ or TOD at any time throughout the life of this contract. Changes to the MPS and/ or TOD could involve, but not limited to, adding guard posts, deleting guard posts, changing guard post hours, and/ or moving guard posts from one area to another or within the same area.

24. OVERTIME: Overtime is considered as any services with less than forty-eight (48) hour notice. Overtime shall only be only approved by the CO with written authorization prior to services being rendered. Any services that does not receive prior authorization from the CO shall not be paid by the Government.

For services that is scheduled on the MPS, it is the Contractors responsibility to schedule accordingly to meet all State and Federal regulations, overtime pay shall not be reimbursed by the Government.

25. PARKING: It is the responsibility of Contractor personnel to park only in designated parking areas. Not every facility to be serviced under this contract will have on-site parking available for Contractor personnel. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations.

26. SMOKING: Contractor personnel may smoke only in designated areas. There shall be no smoking within twenty-five (25) feet of all entrances to buildings. Smoking is allowed in all outside areas that are twenty-five (25) feet away from entrances to buildings unless indicated otherwise. Enclosed patios connected to facility buildings are considered part of the building and as such are non-smoking areas.

27. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The COR will be identified in a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assures that the Contractor performs the technical requirements of the contract; performs inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; issues written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry for Contractor personnel. The Contractor shall be provided a COR designation letter that states the responsibilities and limitations of the COR, especially regarding changes in cost/price and/or changes to delivery dates. The COR is not authorized to change any of the terms and conditions of the IDIQ and task order.

28. INVOICING & PAYMENT: The Contractor shall submit in arrears a properly completed itemized invoice in accordance with FAR clauses 52.212-4(g) Contract Terms and Conditions – Commercial Items via Tungsten Network: http://www.tungsten-network.com/customer-campaigns/veterans-affairs/

No advance payments shall be authorized. Payment shall be made monthly for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i).