SOW_02.14.2014.pdf

Scope of Work

Escort Guard Services

WPMH-14-0066

1. BACKGROUND

a. The General Services Administration’s (GSA) Public Building Service (PBS) White House

Service Center (WHSC) is responsible for overseeing the daily operations of the White House

Complex (WHC). GSA administers numerous service and construction projects within the

WHC, which must comply with the security protocols of the various agencies located on the complex, including but not limited to the Executive Office of the President (EOP) and the

United States Secret Service (USSS). The GSA WHSC has a requirement for 24/7 Escort Guard

Services in support of its various service and construction contracts, and operations requirements on the WHC.

b. The prime directive for an escort guard is to support the WHC security forces, in ensuring that GSA Contractors have access to and comply with the security requirements of the various spaces throughout the WHC. This typically involves monitoring the movements and reporting on the whereabouts of all non-pass holder personnel who have been temporarily approved to work within the complex. Escorts are not charged with the duties of the United

States Secret Service (USSS), however, as pass-holders on this complex, escorts are expected to conduct and/ or respond to all applicable security measures.

2. GENERAL INFORMATION

a. The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment to perform Escort Guard Services at the Top Secret (TS), and Top

Secret/Sensitive Compartmented Information (TS/SCI) (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of all services described herein for the General Services Administration, National Capitol Region, White House

Service Center, in Washington, DC.

b. Contractor shall perform to the standards required in the Contract resulting from this solicitation and will be expected to work closely with WHC representatives throughout the duration of the Contract. All personnel security, information security, and information management security measures shall be strictly adhered to before, during, and after operations.

3. IDIQ ESCORT GUARD SERVICES

a. Contractor services shall be achieved through the award of a Firm Fixed-Price Base Contract and Project Specific Task Orders. The Firm Fixed-Price Base Contract includes the provision all necessary contract management, administration, supervision, continuous coverage and recurring escort guard services, in support of all escort guard requirements on the WHC.

Additionally, Contractors will be awarded project specific Task Orders for a fixed number of hours at the Firm Fixed-Price hourly rate established in the Base Contract. Contractor is responsible for fulfilling all requirements of the contract and providing all required escort guards subject to the contract maximum order limitations.

b. The number of escort guards required, varies on a daily basis, however Contractors may regularly be expected to provide 15 escort guards a day, and should have the capacity to provide up to 30 escorts a day, with a two (2) week notice. The Contractor is responsible for all contract requirements subject to the Maximum Order Limitation in the solicitation, the numbers above are provided merely as estimates.

4. GENERAL ESCORT REQUIREMENT

a. Escorts will be required to escort non-pass holder personnel at all hours, to various locations on the complex. These locations may include, but are not limited to, an office, hallway, garage, mechanical room, roof, or even an open-air construction site, on a year round basis.

The escort may be exposed to various temperatures, lighting conditions, etc., during a normal tour of duty.

b. Escorts shall perform the services as prescribed by the contract resulting from this solicitation, the Building Standard Operating Procedures, and the Building Occupant

Emergency Plan. In the event of an inconsistency between documents, the Contract takes precedence over other documents.

c. Escorts must wear appropriate uniforms/proper apparel that clearly identifies employee as employed by the successful Contractor. All uniforms must clearly display the name of the company at all angles. In some instances, non-identifiable uniforms may be required due to the nature of our client. The successful Contractor must also provide uniforms items to safeguard all employees based on the work environment. Contractor employees are required to wear OSHA regulated and safety gear when working in construction zones.

These items include but are not limited to hard hats, safety shoes and safety glasses.

Escorts failing to take these safety precautions may be removed from the contract for failing to adhere to safety guidelines. The cost of uniform items shall be factored into the contract price. The Contractor must submit uniform samples (samples will be returned to Contractor) to the CO within thirty (30) days after contract award for review and approval.

i. Recommended: Slacks, blouses, and shirts with collars.

ii. Restricted: No jeans, shorts, tee shirts, halter-tops, open-toe shoes, or jogging apparel.

d. Escorts must maintain a neat and clean work area. At the end of an escort shift, the area(s), which the escort occupied during the shift, must be cleaned, and left in the condition they were in at the start of the shift. All furniture (tables, chairs – if allowed to be moved by the

PM) must be reset. All trash must be picked up and disposed of in a common waste container located either in the hallway, or in the restrooms. If an escort reports for duty to a cluttered or dirty space, the escort is to report the condition to his/her supervisor immediately. The supervisor must then make arrangements for the area to be cleaned/restored to a professional appearance.

e. Movement between floors in a building is restricted to the stairs or freight elevators.

Passenger elevators are only to be used when no other practical option exists.

5. SPECIFIC ESCORT DUTIES

a. The Escort Guard shall:

1. Be required to perform a variety of security-related duties, depending on the type of posts to which they are assigned. Each escort guard post will have Post Orders.

2. Not provide more than twelve (12) hours of combined service on any one or multiple contracts administered by GSA in any twenty-four (24) hour period, unless the work periods are separated by an eight (8) hour non-duty period.

3. Be thoroughly familiar with the Post Orders at all posts for which they are assigned to work. Under no circumstance should any escorts guard neglect his/her assigned duties in order to familiarize him/herself with Post Orders.

4. Provide a brief to on-coming escorts of the events and occurrences, past, ongoing, and anticipated for the post.

5. Be responsible for maintaining logs, reports, and files of all incidents and occurrences encountered during the patrol tour. Patrol duties will be performed in a professional manner, with the escort responsible for observing the environment and when necessary, questioning and responding to those persons whose activities arouse suspicion.

6. Turn off unnecessary lights, check safe and security containers, lock repositories, and cabinets, close and secure open windows, close and secure doors, gates, and other facility access points, and perform any other additional duties as prescribed in the Post

Orders. Escorts are not janitors, building maintenance staff, delivery persons, receiving officials, or mechanics, and will not be required or expected to provide any building systems services except the very basic functions as required in the Post Orders.

7. Be required to perform other such functions as may be necessary in the event of situations or occurrences such as civil disturbances, attempts to commit espionage, sabotage, or other criminal acts adversely affecting the security and/or safety of the

Government, its employees, property, and the general public lawfully in buildings or on the grounds under the control of the Government.

8. Adhere to the patrol schedule as outlined in the post orders or as directed by the COTR as some posts may require a combination of fixed hours at a guard booth and roving patrols.

6. ESCORT GUARD RESPONSIBILITIES

a. Know the date, time, rough scope, place of the pertinent work, as well as the name of the

Contractor’s company to whom they are assigned.

b. On time, to the appropriate designated starting location and locating those to be escorted.

c. During the performance of their escort duties, if a non-pass holder (escortee) is having trouble getting cleared-in by the USSS, an escort may help resolve the issue before there is a need to notify a GSA Contact. It is permissible for the escort to get the following information from the escortee: correct spelling of name, date of birth, and social security number and then supplying this information to the USSS / WAVES center by calling (202) 456-6742. The escort shall be responsible for safeguarding and destroying this information once it is no longer needed.

d. Keeping the person(s) being escorted in a constant line of sight to prevent unauthorized access and/ or the disclosure of classified or otherwise sensitive information.

e. When an escort needs access to internally secured areas, he/she must immediately notify the predetermined occupying agency point of contact and/ or the appropriate USSS office.

f. If the escortee fails to appear within thirty (30) minutes, the escort should call for direction;

the escort should contact their supervisor. When/if a supervisor cannot locate anyone from

GSA; the Escort will be required to wait to be relieved from that particular assignment. In the event of an escortee no-show, the escorts shall be paid for no more than two (2) hours of time for reporting to the jobsite as specified.

g. If an escort is required to stay past their assigned shift due to the nature of the assignment, they shall contact their supervisor for approval. The scheduler shall also be notified so that proper accountability for hours worked may be properly identified for the purposes of monthly billing.

h. During an escort assignment, situations sometimes arise, including equipment failure, damage to facilities, or disruption to the work environment that may impact the operations of the Executive Office of the President. In the event that such a situation should occur, the escort should immediately contact the supervisor or other appropriate agency point of contact.

i. Escorts should stand when Complex personnel pass through an area. The escort should be familiar with the badge designations that allow EOP personnel to move through the area. If either the presence of the individual or the badge is not appropriate, the escort should politely request the person to more plainly display his or her badge and/or ask for their name. Escorts should not stop personnel but only advise them of their inappropriate passage. The escort should then contact his or her supervisors with this information.

Examples of inappropriate passage include access to a construction zone or work area for short cuts, curiosity, or smoking.

j. Be familiar with fire egress routes in their area.

k. The escort will stay with the escorted for the duration of their shift.

l. Escorts will monitor and observe building occupants and visitors for compliance with the

Federal Management Regulations (41 CFR 102-74) and the White House Complex facility’s posted rules and regulations. Escorts shall also identify, report, delay, or detain those persons who violate the rules and regulations as appropriate and in accordance with the

Post Orders.

m. In accordance with procedures in the Post Orders, escorts shall immediately report all potentially hazardous conditions and items in need of repair, such as inoperative lights, locks, security hardware, leaky faucets, toilet stoppages, broken or slippery floor surfaces, blocked emergency routes or exits to the GSA helpdesk at 202-395-3675.

n. Escorts shall maintain physical security, law and order as prescribed by statute, regulation, and Post Orders. Escorts are responsible for notifying the USSS immediately if security breaches occur.

o. Escorts shall summon professional assistance in accordance with procedures in the Post

Orders in the event of injury or illness to government employees or others while in the building or on the grounds.

7. PERMITTED ACTIVITIES FOR ESCORT GUARDS

a. Read job related materials.

b. Communicate quietly with other escorts.

c. Use work related electronic equipment such as laptop computers, cell phones, blackberry’s,

d. Take breaks as allowed by Escort Supervisor.

8. RESTRICTED ACTIVITIES FOR ESCORT GUARDS

a. Sleep, nap, drink alcohol, or use incapacitating substances while escorting. Such behavior will not be tolerated and will be grounds for termination.

b. Wear sunglasses indoors. It may be permitted at outdoor locations, depending on the circumstance and the nature of the project.

c. Use any electronic equipment belonging to tenant agencies on the complex. This equipment includes, but is not limited to, computers, printers, copiers, fax machines, telephones, radios, etc.

d. Use any supplies, i.e., pens, paper, paper clips, staples, etc., which reside in the area where an escort is assigned. All escorts are to be “self contained” in that, each one is to bring his or her own approved supplies to use during their shift.

e. Use non-work related electronic equipment, such as televisions, iPods, headphones, radios, handheld games, etc. THIS IS STRICTLY PROHIBITED.

f. Handling burn bags located on the complex.

g. Changing clothes in common area restrooms. Use the designated areas only.

h. Eating at his or her post. Should the escort need to be relieved to eat snack/meals, this must be coordinated with the escort’s employer. (Please note: escorts will be responsible for providing their own meals. Microwaves and refrigerators are not available for use, so foodstuffs should be packed accordingly. Because escort services will usually be provided during other than normal working hours, most food service facilities in the subject buildings and restaurants in the surrounding area will be closed).

9. QUALIFICATIONS

a. All Contractor staff working under this contract must possess the following basic minimum qualifications:

b. Be a citizen of the United States of America or Lawful Permanent Residents of who are currently members of the US Armed Services (Reserves or National Guard) or who possess an Honorable Discharge from a US Military Component;

c. Hold a Social Security Card issued and approved by the US Social Security Administration;

d. Be at least 21 years of age;

e. Must possess the stamina to withstand the physical demands of the job and capable of responding to emergencies (although there is no limit as to the maximum age of escort personnel and at the request of the COTR, the CO may waive the minimum age requirement where the applicant meets all of the other minimum requirements and are legally eligible to perform the required duties);

f. Must possess, at a minimum a high school diploma or GED equivalency certificate;

g. Possesses the ability to communicate effectively orally and in writing; and

h. Must speak, read and comprehend written English fluently and must compose coherent written reports in English. Bi-lingual escorts may be an asset to the Contractor;

i. Possess three (3) years of security experience within the past five (5) years, or an Associate’s

Degree in a related field and at least one (1) year of experience, three (3) years of military or

National Guard (active duty or reserve) experience, successful completion of a state certified

Police Officer’s Standard Training (POST) course, or any reasonable combination of the above (i.e., one (1) year of security experience plus one (1) year of college coursework related in the field).

j. Qualify as at least Department of Labor category Guard II

k. Must be able to receive a favorable preliminary adjudication from GSA Homeland Security

Presidential Directive 12 (HSPD-12); and

l. Meet all other qualifications and criteria to be an escort for the White House Center

Complex.

m. The Contractor shall not employ illegal or undocumented aliens as Escorts for this contract. The Contractor shall expressly incorporate this provision into all subcontracts or subordinate agreements issued in support of this contract.

10. STAFFING PLAN AND KEY PERSONNEL

a. Contractor shall propose a staffing plan, labor mix, and key personnel, which are most advantageous to the Government while fulfilling the duties and responsibilities of the contract. Proposed staffing plans and key personnel, must be approved by the CO prior to start of the contract.

b. The CO shall have the right to effect removal (from a project or from the Contractor’s key personnel list) of any Contractor employee, at any time throughout the duration of the contract, if that employee is deemed to not be of the level of competence or ability required under the contract, or if said employee is for any other reason found to be unsuitable for the work. In such cases, the Contractor shall promptly submit the name and qualifications of a replacement.

11. CONTRACTOR RESPONSIBILITIES

a. The following list describes the major responsibilities of the Contractor divided into a sample management structure. Contractors are encouraged to utilize a management structure, which is most advantageous to the Government, which fulfills all contract requirements.

b. Principal: Responsible for executing task orders, coordinating the efforts of task order teams, formulating the task order pricing and negotiating with the Government. This person is the main point of contact between the Contractor and the Government, and is responsible for contract administration and employees assigned to the various tasks. This person will provide oversight and quality control for all work under this contract.

c. Project Manager (PM)/Site Supervisor (SS): The PM/SS shall be in charge of individual task orders and responsible to the Principal and to the CO/COR for the successful completion of all work required under the contract and by any task order. The following knowledge, skills, and abilities are required:

1. Expert knowledge of the organizational management;

2. Expert knowledge of contract documents and purchasing preparation;

3. Expert knowledge of contract administration and project management tools;

4. Ability to communicate effectively, orally and in writing;

5. Experience in preparing written reports, correspondence,

6. Experience in briefing clients and management personnel;

7. Mature judgment and excellent problem-solving skills;

8. Familiarity with the Federal Acquisition Regulations (FAR).

9. Will be a uniformed productive Supervisory Escort

10. Permanent tour duty will be 8:00am thru 4:30 pm shift Monday thru Friday excluding Sat, Sun. and Holidays (Command Center Post).

11. Must carry a TS/SCI clearance.

12. Requires a minimum of five (5) years of specialized experience dealing with top-secret escort, first responders, military installations, medical & Bio-security fields.

13. Requires specialized experience in project development and implementation from inspection to deployment; expertise in the management and control of funds and resources using complex reporting mechanisms;

14. Will have demonstrated capability in managing multiple contracts or subcontracts of various types and complexity;

15. Requires completion of a four (4) year course of study leading to a bachelor’s degree with a major in any field of study, or have substantial and credible law enforcement, military, or business management experience that demonstrates the individual’s capacity to effectively supervise an escort guard contract of the size and scope described in this SOW;

16. Shall have complete authority to act for the Contractor during the term of the contract;

17. Shall have the overall responsibility for implementing, monitoring, and upgrading the Contractor’s quality control plan and is responsible for ensuring that the

Contractor’s work force complies at all times with the contract requirements;

18. Shall be available and responsive to the CO/COR 24 hours a day, 7 days a week, within 30 minutes by telephone or in person.

19. The Contractor shall provide to the CO and COTR the name, telephone number, pager number (if any), cellular phone number (if any), facsimile number, e-mail address, and office address of the SM by the date of the first meeting after award of the contract.

d. Escort Supervisor:

1. Supervisors shall have a background with a minimum of two (2) years of successful experience dealing with top-secret escorts and security guards;

2. The Contractor may propose, by written request, an employee for a supervisory position who lacks the above experience, provided that the Contractor offers evidence of similar leadership experience. The acceptance of such an alternative shall be at the discretion of the CO.

3. The Contractor shall provide the name(s), telephone number, pager number (if any), cellular phone number (if any), facsimile number, e-mail address (if any), and office address of the Supervisor(s) by the date of the first meeting after award of the

Contract;

4. All Supervisors shall be required to sign in on a GSA Form139 upon visiting the building and to sign out on the same form upon leaving the building. In the column entitled “Post” the Supervisor shall write the abbreviation “SUPV” to indicate supervision. These logs shall be used by the Government to ascertain the level of supervision being provided to the escort guards working under this Contract.

5. The Contractor shall arrange for satisfactory supervision of the contract work. The

Contractor or his/her supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the COTR. It is the policy of GSA that Government direction or supervision of the Contractor’s employees, directly or indirectly, shall not be exercised.

6. All costs associated with the Contractor’s Supervision must be factored into the offering price

12. FAILURE TO PROVIDE QUALIFIED PERSONNEL

Failure or excessive delay by the Contractor to provide qualified personnel that meet the contract requirements, and/or failure to provide personnel qualified to perform the required services, shall be deemed sufficient reason by the CO to terminate the contract or task order as provided in 52.212-4(m) of the solicitation.

13. CATEGORIES OF ESCORT SERVICES

Escort guard services under this contract, at both the TS and TS/SCI clearance levels will support the following three program areas: Continuous Coverage Services, Project Specific Escort

Services, and Recurring Services.

a. Continuous Coverage Services

The Contractor shall be required to maintain, at all times, an on-call continuous coverage force of at least three (3) escorts, capable of responding to emergency requests within one

(1) hour. This continuous coverage force shall be of sufficient size to provide the amount of temporary or emergency staffing services (e.g., services other than regularly scheduled escorting in support of recurring service and construction projects). The Contractor shall ascertain how this continuous coverage force shall be acquired and maintained.

Contractor is responsible for tracking Continuous Coverage hours and providing written notice to the CO and COR, when 50% and 75% of the monthly-awarded hours have been requested/billed.

If Contractor fails to notify CO and COR when 50% and 75% of the monthly Continuous

Coverage hours have been requested or /billed, the Contractor may be liable for any hours billed to those Continuous Coverage Services, in excess of the awarded hours.

Continuous Coverage Services will be based on an estimated number of hours per month, and awarded on a firm fixed-price basis. The Contracting Officer reserves the right to periodically renegotiate the number of Continuous Coverage Services hours at the request of the COR or Contractor.

b. Project Specific Escort Services

Project Specific Escort Services are those services the Contractor shall provide in support of individual service/construction/ projects on the White House Complex.

Contractor is responsible for tracking Project Specific Escort Service requests/hours and providing written notice to the CO and COR, when 50% and 75% of the awarded hours have been requested/billed.

If Contractor fails to notify CO and COR when 50% and 75% of project specific hours have been requested or /billed, the Contractor may be liable for any hours billed to those Project

Specific Escort Services, in excess of the awarded hours for the specific Project Specific

Escort Service project.

Contractor will be awarded task orders under section 13.b. of the SOW, with a minimum guarantee of $500.00 and a maximum order limit of $5 million over the contract term

(including all options).

c. Recurring Escort Services

Recurring Escort Services are those services the Contractor shall provide in support of various recurring service contracts on the White House Complex, including but not limited to weekly carpet cleaning and vending machine service contracts.

Recurring Escort Services will be awarded as a fixed number of hours on a firm fixed-price basis. The Contracting Officer reserves the right to periodically renegotiate the number of

Recurring Escort Services hours at the request of the COR or Contractor.

14. SECURITY CLEARNACE REQUIREMENTS

a. Offerors shall be responsible for obtaining Personnel Security clearances, prior to contract performance as well as applicable TS and TS-SCI clearances. Offerors will be responsible for any costs incurred in obtaining applicable clearances.

b. The Contractor shall complete and certify a written record that shows names, issue dates for each contract employee, and all clearance levels obtained. A certification letters from your

Facility Security Officer shall confirm which employees possess the “ACTIVE” TS or TS/SCI required security clearance. This written Contractor certification shall state that all legal requirements have been fulfilled prior to the commencement of any contract work. The

Contractor shall provide an updated record to the Government upon request of the CO or

COTR.

c. All personnel performing on this Contract must pass a suitability determination conducted by the Government. The WHSC/EOP shall have and exercise full control over granting, denying, withholding, or terminating unescorted access to a Government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation.

d. Offerors must have a current TOP SECERET FACILITY CLEARANCE in order to perform work under this contract. Offeror is responsible for ensuring a valid facility clearance is in place prior to performing work under this contract.

e. Failure by the Contractor to maintain all required security levels will be grounds for termination for cause.

15. AUTHORITY AND JURISDICATION, PERMITS, LICENSES, AND ADHERENCE TO LAWS

a. The Contractor bears the sole burden for ensuring that all legally required licenses and permits are obtained and renewed as specified by the regulating agency. The Contractor shall possess ALL licenses required to perform services under this contract.

b. Prior to the commencement of work under this contract, and except where precluded by local law or ordinance, the Contractor shall make and complete all arrangements with the appropriate officials in the state or local jurisdiction in which the services are to be performed and obtain, possess, and maintain all business and corporate licenses required to operate as a commercial security service within the entire geographic area covered under this contract prior to performing any work under this contract.

c. The Contractor shall furnish a legible copy of all legally required licenses and permits

(excluding permits and licenses issued to individual Contract employees) to the CO prior to the contract start date and provide any revised licenses or permits during the contract term.

d. The Contractor shall complete and certify a written record that shows names, issue dates for each contract employee, and all clearance levels obtained. A certification letters from your

Facility Security Officer shall confirm which employees possess the “ACTIVE” TS or TS/SCI required security clearance. This written Contractor certification shall state that all legal requirements have been fulfilled prior to the commencement of any contract work. The

Contractor shall provide an updated record to the Government upon request of the CO or

COTR

e. Failure by the Contractor to maintain all required security levels will be grounds for termination for default.

16. STANDARDS OF CONDUCT

a. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary.

b. The COTR may recommend to the CO that the Contractor immediately remove any employee from any or all locations where Contractor personnel are not maintaining satisfactory performance in accordance with the contract terms and conditions.

Additionally, Contractor personnel may be removed if he/she has been disqualified for employment suitability, performance suitability, or security reasons, or who is found to be unfit for performing security duties during his/her tour of duty. The CO will make all determinations regarding the removal of any Contractor personnel. In the event of a dispute, the CO will make the final determination. Specific reasons for removal of an employee will be provided to the Contractor in writing.

c. Notification of Arrest: Escorts working under this contract shall notify their Contractor within twelve (12) hours of their arrest. The Contractor will notify the COTR within twelve

(12) hours of the escort’s notification. Failure of the guard to do so may result in a request of removal from this contract.

17. GOVERNMENT RECORDS

The Contractor and its subcontractors shall not disclose any information or data that is proprietary to the Government. When deemed appropriate, the Government may authorize the release of certain information or data necessary for use by the Contractor. This data shall not be further disseminated and shall not be considered released into the public domain. The

Contractor must ensure that this clause is included in all tiers of subcontractors. The Contractor is required to develop and utilize procedures for custody, use/handling, reproduction, preservation, storage, safeguarding, and disposition of all documents and information of this nature. These procedures must be designed and carried out so that there is no unauthorized disclosure of such documents and information throughout the course of contract performance.

18. CONTRACT TRANSITION PHASE-IN

a. A smooth and orderly transition between the Contractor and the predecessor Contractor is necessary to assure minimum disruption to vital Contractor services and Government activities; ultimately, ensuring that security measures remain effective during the transition period.

b. The Contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor Contractor’s employees. The Contractor may notify the predecessor Contractor’s employees that the Contractor will be assuming services upon the Contract start date and may distribute business cards, employment applications, brochures, and other company information to the predecessor Contractor’s employees while they are on duty, provided that there is no interference with the Contract employee’s assigned duties (e.g., during “off hours,” during relief, or lunch breaks). However, the

Contractor shall not interview, recruit, schedule interviews, or conduct extensive discussions with the predecessor Contractor’s employees while they are on duty.

c. The Contractor shall provide a transition plan within five (5) working days after contract award. The transition plan shall include, at a minimum, all preliminary licensing and certifications required to initiate performance; a process for transitioning predecessor employees; recruitment of new employees; and timeline-showing procurement of required equipment and uniforms. The plan shall address:

I. A strategy for implementing supervisory functions.

II. The process for transitioning predecessor employees.

III. Equipment inventory (radio & phone) and maintenance plan.

IV. Communication plan.

V. Relief and break plan.

VI. A plan for establishing a reserve force, and the current status of staffing levels.

VII. A progress report on obtaining clearances, permits, licenses, and registrations.

VIII. The government may allow a maximum of ninety (90) days from the time of the award to the initial start of performance.

19. CONTRACT TRANSITION PHASE-OUT AND CONTINUITY OF SERVICE

a. The Contractor shall provide a list with the total number of employees and their names performing on the contract with any applicable suitability and certification expiration dates when requested by the CO in preparation for a new solicitation for follow-on services. Prior to contract expiration and after a follow-on contract is awarded, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor Contractor.

b. After a new contract is awarded, the Contractor shall disclose necessary personnel records sufficient to allow the successor Contractor to conduct interviews for possible transition (if the Contractor is not awarded the successor contract). These records shall be provided to the successor at least forty five (45) days prior to date of contract expiration. If any incumbent employees are selected by the successor and are agreeable to the change, the incumbent Contractor should cooperate to grant the employees release at a mutually agreed date.

c. As part of the closeout process, the Contractor shall, within thirty (30) days of the final day of performance, turn over all incumbent officer training, medical, suitability and security records to the successor Contractor. Failure to do so shall result in a 10% withholding of final payment until this action is accomplished

20. CONFERENCES AND MEETINGS

a. Immediately after award of the Contract and prior to the Contractor’s performance at the work site(s), the CO shall notify the Contractor, and the Contracting Officer’s Technical

Representative (COTR) to schedule a pre-performance meeting that includes an in-depth review of the total contract requirements and a review of the Contractor’s Transition Plan.

b. During the performance of the contract, the CO, COTR, and Contractor shall meet monthly, or on an as-needed basis at the discretion of the CO, to discuss all relevant contract issues.

A mutual effort will be made to resolve all problems identified.

21. ESCORT GUARD DUTY REGISTER

a. The Contractor's employees shall sign-in when reporting for work and shall sign-out when leaving using the GSA Form 139 (Record of Time of Arrival/Departure from Buildings).

Escorts who patrol between buildings will sign in and out at each building visited as directed by the Post Orders. The Government shall specify the on-site registration points and the

Contractor must use those points for this purpose.

b. Each successively lower line on the GSA Form139 must be completed in chronological order without exception. Lines may not be left blank among signatures in any period. No more than one line may be used to enter a calendar date for separating individual workdays.

c. Erasures, obliterations, superimposed or double entries of any type on any one line are unacceptable and will not be credited for payment purposes. If errors in signatures, times, post numbers, or duty status are made on the GSA Form139, the Contract employee should draw a single line through the entire line on which such mistakes appear. The next line immediately below (or following on subsequent sheet's) will be used to record all information in the correct manner. The Contractor must attach a detailed memorandum of explanation to each GSA Form 139 containing erroneous entries describing all mistakes made with the applicable valid lines of information, and for reporting the reasons for those mistakes.

d. The COTR shall retain all original GSA Form139s for monthly auditing for invoicing purposes.

Contractor may copy 139’s for payroll purposes.

e. No employee of the Contractor shall provide more than twelve (12) hours of combined service on any one or multiple contracts administered by GSA in any twenty-four (24) hour period, unless the work periods are separated by an eight (8) hour non-duty period.

22. REPORTS, RECORDS, AND TESTIMONY

a. Escorts shall prepare and maintain required reports in accordance with the Post Orders regarding security-related issues, such as accidents, fires, bomb threats, unusual incidents and unlawful acts, and provide these reports to those officials specified by the COTR in a timely manner.

b. While on duty, escorts shall verbally report threatening circumstances and potentially threatening activities they observe to the Secret Service and when possible to the COTR.

Escorts are encouraged to report a serious or potentially serious problem before responding so that the necessary backup and support to lessen or eliminate the potential threat occurs.

c. Escorts may be required to testify in various judicial proceedings on behalf of the

Government. Escorts shall coordinate all Contract-related court appearances with the

COTR. Contract-related court testimony on behalf of the Government shall take priority over all other Contractor-scheduled duties. Escorts who are required to make a court appearance shall be remunerated by the Contractor at the same hourly rate they would earn while on duty, and the Contractor shall in turn be remunerated by the Government.

The Contractor shall be required to invoice for the actual hours the escort spent at court

(including transit times from the duty station to the court), whether or not his/her testimony was used and/or provided (court delays are common, and multiple appearances by the testifying escort may be required). Unless otherwise required by the COTR. Contract employees who are scheduled to testify on behalf of the Government shall appear for court testimony in full uniform. The Contractor shall provide qualified Contract escorts to fulfill post requirements affected by Contract employees testifying on behalf of the Government.

d. Sensitive but Unclassified (SBU) Building Information Record Keeping. Those who disseminate SBU building information must require a signed Document Security Notice from those who receive the information. Records of the signed Document Security Notices shall be maintained by the disseminator pursuant to the GSA system of keeping long-term records and plans. At the completion of work, secondary and other disseminators shall be required to turn over their Document Security Notice dissemination records to GSA to be kept with the permanent files.

23. ESCORT ASSIGNEMENT RECORD

a. Escort Personnel shall perform all tasks in accordance with the duties outlined on the Escort

Guard Guidelines, which are prepared by the WHSC and reviewed by the COTR for all shifts on each post. Escorts shall not deviate from the directions provided except in emergencies or as directed by the COTR. The COTR may modify, amend, and/or revise the guidelines to change shift duties, start and stop times, and post locations provided the change is within the contract scope and has no impact on the contract cost. Such changes shall not require modification to the contract.

b. Changes to the post orders that increase or decrease the number of hours specified, that increase or decrease the amount of equipment and/or supplies required, or otherwise affect the Contractor’s cost or the contract price, must be made by the CO through a written modification to the contract. The Contractor may be financially liable for accepting or implementing changes by anyone other than the CO; therefore, the Contractor shall be responsible for verifying with the CO whether any requested changes should be provided pending issuance of a contract modification.

24. CONTRACTOR PROVIDED QUALITY CONTROL PLAN

a. The Contractor shall provide a detailed Quality Control Plan within fifteen (15) days of contract award. The Contractor’s Quality Control Plan shall include, but not be limited to, the following areas:

b. Identification of the Quality Control Monitor(s) assigned and includes evidence of their qualifications.

I. A description of the type, level, and frequency of inspections performed by the

Contractor’s Quality Control Monitors. Inspections shall be conducted by the

Quality Control Monitor in accordance with the Quality Control Plan and as frequently as necessary to ensure effective performance by the Contractor. While the Contractor may perform more inspections than are required in the Quality

Control Plan, in no event shall the Contractor perform fewer inspections than required by that Plan. Quality Control Inspection Check Lists which include, as a minimum, checks of: equipment, uniform and appearance; attendance; sign in/out procedures; knowledge of and adherence to Duty Book requirements; knowledge of and adherence to screening equipment operating procedures; possession of certification and company identification card(s); possession of required licenses and permits; and overall contract performance.

II. A description of the Contractor’s employee reward/ incentive program and the

Contractor’s discipline procedures, used when the Contractor’s Quality Control

Monitors or the Government notes superior or deficient performance.

c. Under no circumstances shall individuals appointed as Quality Control Monitors serve as uniformed employees working under this Contract.

d. Quality Control Inspection Reports shall be prepared by approved Quality Control Monitors and remain on file with the Contractor for all inspections made during the entire contract period. The Contractor shall make those reports available to the CO or COTR upon request.

e. The Contractor shall brief the COTR of any problems or deficiencies noted during an inspection and shall inform the COTR of all actions taken or planned to resolve the problem.

If the Contractor’s performance indicates that additional quality control measures are needed, the CO and COTR will meet with the Contractor to discuss the Contractor’s performance, Quality Control Plan, and any other areas of concern. Through the CO, the

COTR may request that the Contractor take additional steps to improve both the overall performance of the contract and adherence to their Quality Control Plan.

f. The Government shall consider the Contractor’s adherence to their stated Quality Control

Plan during annual performance evaluations. Failure by the Contractor to adhere to their stated Quality Control Plan may result in contractual actions being taken by the

Government.

25. GOVERNMENT PROVIDED QUAILTY CONTROL

a. The Government shall use all methods deemed necessary to ensure that the Contractor’s employees are following the terms of the contract. These methods may include uniformed or undercover surveillance by GSA staff; intrusion tests by undercover GSA staff to evaluate the Escort personnel’s actions; and surveys of building tenants regarding the Escorts Guards and personnel’s performance, including Escorts professionalism, courtesy, and knowledge of their assigned duties.

b. In the event a breach of assigned duty by the Contractor’s employee(s) is identified during a quality control exercise, the CO and/or COTR shall contact the Contractor to discuss the

Government’s findings and the steps the Contractor will take to correct the problem(s).

26. WORK SCHEDULING PROCEDURES

The Contractor shall be responsible for scheduling all work and notifying escort guards of their work schedules in a manner consistent with effective Contract management. Breaks and/or

Lunch reliefs shall be provided by the Contractor in accordance the DOL Regulations.

27. EMERGENCIES

In case of an emergency condition requiring immediate attention, the Contractor's on-site supervisor or the shift supervisor shall take action at the direction of, or in coordination with the

COTR, to divert uniformed personnel from their normal assigned duties to meet the condition and summon appropriate assistance as may be required in the Occupant Emergency Plan. The

Contractor shall immediately notify the Designated Government Official or Prime Tenant

Agency, as applicable, of action taken. No additional cost shall be charged the Government for the diversion, and the Contractor shall not be penalized for the normal daily work not completed which was otherwise scheduled. Incidents of this nature shall be reported in accordance with procedures outlined in the WHSC Escort guidelines. As soon as the situation is resolved, the Contract employees should return to their assigned posts and duties.

28. GOVERNMENT ORIENTATION- TRAINING- FAILURE TO ATTEND

The Contractor shall ensure that the employees attend all scheduled orientation training. The term “absence” includes any person properly scheduled for orientation and who fails to report to the appointed place at the proper time and date. An absence may be excused or unexcused.

29. ORIENTATION WAIVERS

In certain rare circumstances, such as emergencies or significant, unanticipated increases in required services, the CO may temporarily waive the time frames in which orientation must be provided before a Contract employee can work under the Contract. However, all such waivers must be requested in writing by the Contractor, citing the specific reasons why the time frame for orientation should be temporarily waived, and citing a specific deadline in which the required training will be successfully completed by the Contract employee, not to exceed thirty

(30) calendar days. Under no circumstances shall a Contract employee work under a temporary waiver without the CO’s written consent.

30. USE AND SAFEGUARDING OF KEYS/ EQUIPMENT

a. Based on the Post Orders and coordination with the COTR, Escorts will be responsible for receiving and using keys and access control devices (i.e., “key cards,” lock combinations) that are issued for the guards’ use. Keys and access control devices shall be safeguarded and secured as sensitive assets as directed by Post Orders. All keys and access control devices are the property of the Government and are to be returned to the issuing agency at the termination of the Contract.

b. Escorts shall not be permitted to remove the keys and other access control devices from the facility premises unless specifically authorized by the COTR. Keys or access control devices that are missing, lost, unusable, and/or stolen shall be immediately reported to the COTR, and the escort guard’s supervisor as soon as the escort guard detects the loss or the problem.

c. Escorts shall not disengage, shut off, remove, reposition, obstruct, or in any way interfere with the Government video surveillance cameras/systems.

d. Escorts shall immediately notify their supervisor, and the COTR, if any of the systems under their control malfunction, fail completely, or otherwise need maintenance.

e. Escorts may be required to lock or unlock specific entrances/exits and turn on/off lights in their duty area at specific times as prescribed in the Post Orders.

f. During emergencies, escorts guards may be required to perform simple emergency-related functions that activate or deactivate building systems, such as heating/ventilation/air conditioning systems; circuit breakers/switches; and plumbing valves/switches. The required functions will be detailed in the Post Orders.

31. GOVERNMENT-FURNISHED EQUIPMENT/PROPERTY

a. If the Contractor is provided Government furnished property, it shall be used and operated in a responsible manner. Government furnished property shall only be issued if it is deemed necessary by the Government to aid the Contractor in the performance of work. The

Contractor is solely responsible for the care and accountability of all Government provided equipment in accordance with the terms and conditions of this Contract.

b. The Contractor shall provide an inventory of Government Furnished Property (GFP) on a monthly basis. The inventory shall include all Government furnished equipment, uniforms, and non-expendable supplementary equipment.

c. Government property shall be used for official Government business only in the performance of this Contract. The Contractor or the Contractor’s employees shall not use government property in any manner for any personal advantage, business gain, or other personal endeavor. The Contractor shall reimburse the Government for expenses associated with misuse or abuse of Government furnished property or equipment by the

Contractor’s employees.

d. The Contractor will certify in writing all licenses and permits issued to the Contractor or

Contractor employees required by law for the use and operation of Government furnished property or equipment.

e. All property furnished by the Government under this Contract shall remain the property of the Government. Upon termination or conclusion of the Contract, the Contractor shall render an accounting of all such property that has come into their possession during the course of the Contract. A Government property receipt form will be used for the Contractor to acknowledge the receipt of all Government-issued property.

f. Any property furnished by the Government to fulfill Contract 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. The cost of such repairs or replacement shall be deducted from the Contractor's payment. Additionally, the Contractor shall remunerate the

Government for expenses associated with the misuse of telephones or other Government…