R--Guard Services for Lee County

DESCRIPTION/REQUIREMENTS/WORK STATEMENT SCOPE The Contractor shall furnish all the necessary personnel, materials, services, and otherwise do all the things necessary to perform the work as set forth below. The Contractor shall furnish all contract oversight management, supervision, technically trained personnel, manpower, equipment and supplies necessary to provide guard services, on an as needed basis, as described herein at the Cape Coral Out-Patient Clinic, Cape Coral, FL. Period of performance will be October 1, 2016 to September 30, 2017 with 4 option years. The Contractor shall provide competent, trained, uniformed security officers who meet the standards for providing private guard services in the Cape Coral Out-Patient Clinic. The Contractor shall be required to have adequate number of personnel who will be available for day, evening or night shift work. The contractor will be given 24 hours advance verbal notice of the need for a security guard whenever possible. The Contractor shall maintain all management, supervision, training, screening, equipment, supplies, licenses, permits, certificates, insurance, pre-employment screening, reports, files and any other resources necessary to accomplish services as described herein. A 24 hour notice may be given if additional guards are needed to fulfill the VA Police mission. This may include but is not limited to having additional guards for construction security or any other VA Police security needs. Also, the contractor must be available to provide a guard to respond to any of the three Community Based Outpatient Clinics, (CBOC) in emergency situations. This response would be to secure those buildings until the arrival of the VA Police. The vendor will be paid four (4) hours for responding and securing the building at a minimum. Any addition time after the four hours will be added if needed. The CBOC's are in Port Charlotte, Naples and Sebring. The vendor will have one (1) hour to be present at the Port Charlotte and Naples CBOC's and two (2) hours to be at the Sebring CBOC. For example, if the Port Charlotte CBOC was burglarized and the Sheriff's Office is standing by for the VA response to provide exterior security of the building, the vendor must be able to provide a guard to that location within an hour of being notified. CONTRACTOR START-UP REVIEW The successful bidder shall be required to attend a post-award conference to be held in Logistics Service, Building 2, VA Healthcare System, Bay Pines, Florida, or at an alternate location designated by the Contracting Officer or his/her authorized representative. This post-award conference shall be conducted prior to the start-up (beginning) date of services to be performed. The successful bidder shall be prepared to discuss in depth his progress and plans toward meeting the specifications of the contact. Immediately after award of the contract and prior to performance, the Contractor's Representative and the Contracting Officer's Representative (COR) shall make an on-site in depth review of the total job requirements to include, but are not limited to the following: a. The general type of work performed by the occupying agency; b. Guard assignment record (VA Police Daily Operations Journal); c. Policy and specific procedures for responding to emergency alarms, bomb threats, or suspect incendiary devices, in the particular facility being protected; d. Floor plans and area maps of the facility which depict emergency evacuation routes, the location and type of each fire alarm, location of utility cut-off valves or switches, utility system controls, and special instructions pertaining to security controls; e. The Occupant Emergency Plan, including a detailed review of the exact responsibility of each guard post; f. Requirements for contract guard eligibility such as fingerprint charts, health certificates, personal history statements, and training requirements. CONTRACT EFFORT REQUIRED a. Productive Man-hours Required: As used herein, the term "Productive Man-Hours" shall include only the actual working time of the employees performing services as specified on the individual Guard Post Assignment Record. The specific duties and hours of each post by shifts are described in the Guard Assignment Record (VA Police Daily Operations Journal), which will be provided to the contractor by the COR. Duty shifts may vary within a 24 hour period. The duties and time of day of posts are subject to change without any adjustment in contract price. b. Supervisory Man-hours Required: The Contractor shall provide supervision as required to insure complete and total conformance with the specifications. LIMITATION ON MAN-HOURS TO BE PROVIDED BY INDIVIDUAL EMPLOYEES No employee of the contractor shall provide more than twelve (12) hours of service on one or more contracts administered by the Department of Veterans Affairs, in any twenty-tour (24)-hour period unless the work periods are separated by an eight (8) hour non-duty period. This limitation may be waived by COR in emergency situations, which are beyond the control of the contractor, i.e., weather conditions prevent the next shift from getting to the building. A waiver must be obtained for each occurrence. GENERAL DUTIES AND RESPONSIBILITIES The Contractor shall provide trained employees at all times to perform the service as prescribed by (1) the contract, (2) Guard Post assignments and (3) Standard Operating Procedures. In the event of an inconsistency the contract takes precedence over other documents. Guard Assignment (VA Police Daily Operations Journal): Perform the duties as specified in this section, which have been prepared for each post on all applicable shifts. These forms define the basic work to be performed at each post including the exact hours of duty. Except for emergencies, no deviations shall be made. If authorized by the Contracting Officer, the COR may modify, amend, and or revise guard Post Assignments to change shift start and stop time and post locations provided the change has no impact on the contractor's cost. Such changes shall not require modification of the basic contract. Changes, which increase or decrease the total number of man-hours specified; increase or decrease the amount of equipment, supplies. etc.; or otherwise affect the contractors costs must be made by the Contracting Officer through a written modification to the contract. Typical Duties: Guards shall call VA Police Communication Center at (727) xxxxx ext xxxx when reporting for duty. Post assignments may include, but are not limited to the following: (1) Entrance Control Post: Operate and enforce a system of personnel identification. Perform package inspection when directed to do so. (2) Roving Patrol Posts: Conduct patrols in accordance with established routes and schedules. (3) Traffic Control: Direct traffic (vehicle and pedestrian), control parking, issue courtesy violation notices, etc., as prescribed. (4) Security and Fire Systems: Monitor and operate building fire alarm and intrusion detection systems and other protection devices or building equipment. (5) Utility Systems: When required by written instructions from the COR, perform minor operations and or record data in connection with the operations of building utility systems. (6) Building Rules and Regulations: Observe building occupants and visitors for compliance with posted rules and regulations. (7) Lost and Found: When directed by the COR, will direct individuals to the proper Lost and Found personnel/department. (8) Law and Order: Maintain law and order within the areas of assignment. (9) Unauthorized Access: Discover and detain persons attempting to gain unauthorized access to the property. (10) Hazardous Conditions: Report daily in accordance with procedures in the Standard Operating Procedures potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc. (11) Injury or Illness: Obtain professional assistance in the event of injury or illness to Government employees or others while in the building or on the grounds. (12) Flying the United States Flag: The United States Flag (and other flags as authorized) shall be flown as directed by MP-l, Part I, Chapter 8. (13) Additional Duties: Turn off unnecessary lights, check safes, lock-type repositories, and cabinets, close windows, open and secure doors and gates. Etc. (14) Reports and Records: Prepare required reports on accidents, fires, bomb threats, unusual incidents and unlawful acts and provide these reports to those officials specified by the COR. Use VA Form 10-1293, Uniform Offense Report. In addition, Guard will communicate all activities and functions encountered during the course of the day to the Communication Center/Dispatcher. Forms to be specified by the COR. (15) Civil Disturbances: Perform such other 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. (16) Emergencies: In case of an emergency condition requiring immediate attention, the shift supervisor shall divert personnel from their normal assigned duties to meet the condition and summon appropriate assistance as may be required in the Occupant Emergency Plan. d. Work Scheduling Procedures: (1) All guards shall be in uniform and ready to begin work promptly at the start of their shift and shall remain on the job and in full uniform until the end of their full tour of duty. AUTHORITY AND JURISDICTION Except where precluded by local law or ordinance, the Contractor shall make and complete all arrangements, with the appropriate officials in the City, County, Parish, or the State in which the buildings are located to: a. Have each employee appointed as a Constable, Special Policeman, Conservator of Peace with sufficient authority to detain or make arrests for violations of law occurring at the locations specified in the contract (applies only when such appointments are obtainable and/or required by local or State law). b. Permits shall be carried by each employee on their person while on duty unless local or state law requires the contractor to maintain the records. c. Provide any official bond required, pay any fees or costs involved or related to the appointment of employees as Constable, Special Police, or Conservators of the Peace and/or authorization for the arming of any employees engaged in providing services specified under this contract. d. The Contractor shall assume full liability for any act of his employee(s) in the exercise of any such police authority. e. Copies of licenses and permits described herein shall be furnished to the COR. 6. REGULATIONS: Veterans Affairs regulations contain the basic procedures for the operation, maintenance and protection of property. The primary regulations and related procedures to be followed by the contractor are listed below. Supplementary regulations which are provided the contractor by the Contracting Officer or his authorized representative shall also be in effect and will be incorporated by contract modification. a. Officer's Duty Book: An Officers Duty Book with Standard Operating Procedures to be furnished by the COR shall be maintained by the contractor at the central control point and shall contain complete duty instructions for all posts involved, to include instructions for emergency procedures. Officer's Duty Books shall not be removed from Government property or reproduced or copied in any manner unless properly authorized in writing by the COR. b. Rules and Regulations Governing Security, Law Enforcement and Standards of Conduct on Veterans Affairs Property (38 CFR 1.218 - 1222): These rules and regulations are posted in all buildings under the charge and control of the Department of Veterans Affairs and are applicable to all persons entering in or on such property. c. VA Directive 0730: This handbook contains the basic procedures and forms to be used during the course of the contract and will be supplied by the COR. EQUIPMENT, UNIFORMS AND MATERIALS: a. Use, Accountability and Care of Government Furnish Property (1) Items to be furnished by the Government: The following supplies, materials and equipment will be; (a) Radio Equipment: One (1) each portable, handi-talkie, radios, crystals, batteries, battery charger(s) and other related accessories, (b) Electrical and mechanical equipment where installed, such as alarm and surveillance systems, communications equipment, closed-circuit televisions, including written operating procedures and instructions. Complete and current inventories of equipment will be maintained by the COR. (c) Repair and maintenance of equipment in paragraph a (1) (b) above. (d) One (1) copy of the applicable chapters of VA Directive 0730, or other similar publications, which contain the necessary information. (e) Standard Operating Procedures including all inserted information required. The COR will provide all initial information and changes. The contractor will be responsible for posting the changes in the Officers Duty Book. (f) Telephones deemed necessary by the Government for the conduct of official Government business under this contract. (g) All administrative forms prescribed for use by contractor employees while on duty may be obtained by COR. (h) Permission to visit the site for personnel employed by the contractor before the start of performance under this contract forte purpose of their understanding and operating all fire alarm systems, security systems, or devices and emergency operating procedures. (i) Building utilities and services will be an afforded the contractor in accordance with established VA Operational procedures. This includes the use of concession facilities, when open, restrooms and the use of medical facilities when available for emergency purposes. (2) Accountability for Government Property: All property furnished by the Government under this contract shall remain the property of the Government. Upon termination of the contract, the contractor shall render an accounting of all such property which has come into his possession under this contract. All equipment issued by the Government to the Contractor will be issued in accordance with VA regulations, standards and policies. 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 and the cost of such repairs or replacement shall be deducted from the contractor's invoice. (3) Use of Government Property Government property (to include telephones) shall be used for official Government business only in the performance of this contract. Government property will not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor's employees. (4) Safeguarding Government Property: The Contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property. (5) Malfunctioning of Government Property The Contractor shall be responsible for reporting to the COR the malfunctioning of any Government equipment used by the contractor or the Contractor's employees. b. Use, Accountability and Care of Contractor Furnished Items: (1) Items to be Furnished by the Contractor: The contractor shall furnish and maintain in acceptable condition, at no cost to the contract guard employees, all items of uniform and equipment necessary to perform work required by this contract, as discussed in paragraph c (3) below. (2) Uniforms: Standard of appearance shall conform to those prescribed in VA Directives 0730, section 12; (a) The color of the contractors guard force uniforms shall be a color in general use by large guard or police organizations. All employees performing under this contract shall wear the same color and style of uniform. Appropriately styled feminine uniforms shall be worn by female members of the guard force. (b) Appropriately lettered breast and cap badges, indicating the jurisdiction from which police 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 uniforms. NOTE: Uniforms and equipment do not have to be new but must be in good condition. Shirt, Long sleeve/Short sleeve - Shirts shall be clean and unwrinkled. When long sleeve shirts are worn as an outer garment, suspenders will not be worn or sleeves folded back or rolled up. Trouser - All season weight Necktie - A four-in-hand choke proof tie fitting snugly at the collar, of color to match the uniform shall be worn at all times with the long sleeve shirt. A tie is not required when wearing a short sleeve shirt. Frame style cap w/seasonal covers and chinstrap - The cap will be worn squarely on the head during all duty hours. Jacket, winter, patrol type (Refer style) - A tie shall be worn when wearing jackets as an outer garment. Jacket - Light weight Gloves, (pair) - Color to match accessories Key Strap w/flap Flashlight -4 "D" Cell, metal Flashlight holder - Snap-away (D-Cell) Radio Case Insignia - Shoulder patch (each shirt and jacket) Whistle - Thunder, w/chain attachment (metal) White (non-supervisory), Gold (supervisor) metal cap ornament Nameplate - A 1-2" x 3/4" Black/Blue, 1/2", lettering on Gold colored metal (initial and last name) worn on the right breast on the outer-most garment. NOTES: a. Security Guard equipment shall NOT include firearms or nightsticks. b. The wearing of long sleeve or short sleeve shirts is optional. c. The uniform shall only be worn when the officer is on official duty or when the officer is in transit between his/her place of residence and duty station. d. Shoes shall be low quarter or high topped lace type with police or plain toe and standard heel. The color of the shoe shall match the color of the leather equipment accessories. Any deviation from the above requirements must be approved by the Contracting Officer. e. The color of uniform accessories and equipment shall be standard black. All guards shall wear the same color and style of uniform, accessories and equipment. NOTE: NO GUARD MAY ENTER ON DUTY WITHOUT WEARING THE PROPER UNIFORM (INCLUDING ACCESSORIES) f. Supplementary Equipment: Each guard on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, replacement flashlight batteries and bulbs, traffic control safety apparel (reflective vests, gloves, traffic batons, etc.), OC and inclement weather clothing (raincoats, cap covers, overcoats, overshoes, mittens, etc.), as appropriate to operations. GUARDS SHALL NOT BE PERMITTED TO PROVIDE THEMSELVES WITH ANY UNAUTHORIZED SUPPLEMENTAL OR PERSONAL EQUIPMENT, SUCH AS CONCEALED OR UNCONCEALED FIREARMS, KNIVES, "COME-ALONGS", OR OTHER SUCH NONSTANDARD ITEMS. (1) Inclement weather clothing shall be required for those guards required to perform duties while exposed to cold, rain, and other inclement weather conditions. All inclement weather clothing must be identical in style and color for each guard. QUALIFICATIONS OF PERSONNEL: a. General: To perform under this contract each contract employee must meet, to the satisfaction of the COR, the following education, experience, health, and security requirements. b. Education/Experience: Possess a high school education or equivalency, and have two (2) years of experience demonstrating: (1) The ability to meet and deal with the general public; (2) The ability to read, understand and apply printed rules, detailed orders, instructions, and training materials; (3) The ability to maintain poise and self-control under stress; (4) The ability to construct and write clear, concise, accurate and detailed reports; (5) Any type of military service which may be credited toward meeting the requirements in b (1) through (4), but excluding (6); (6) In lieu of the above (with the exception of subparagraph (5); each employee shall have two years of relevant education at a residence school above the high school level, or any combination of relevant education above the high school and relevant experience totaling two (2) years. c. Health and Physical Fitness Requirements: The contractor shall insure that all employees assigned maintain a high level of physical fitness, are well proportioned in height and weight, and in good general health without physical defects or abnormalities, which would interfere with the performance of duties. They will be free from any communicable disease. They shall possess binocular vision, capable of hearing ordinary conversation at 20 feet and whispered conversation at 10 feet without benefit of artificial hearing devices For employees who have submitted certificates of Medical Examination while employed by a contractor who is subsequently replaced by another contractor, the new contractor is not required to submit another certificate if the original certificate was submitted within the past three years, unless specifically requested to do so by the Contracting Officer or his representative. Security Officer duties include personal encounters with patients, visitors, and other employees. Encounters are often with mentally ill, irrational or disturbed persons who although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any emotional or mental condition which could cause the applicant to be a hazard to others or self during stress situations and physical altercations will disqualify him/her. d. Age: All contractor employees shall be a minimum of twenty-one (21) years of age. e. Special Requirements for Supervisors: Supervisors must be individuals of integrity who display a mature attitude and exercise good judgment. Each supervisor shall have a background with a minimum of two (2) years of successful experience in field supervision (civilian community law enforcement, military service law enforcement, or security, commercial or industrial guard service or security). However, the contractor shall have the prerogative of requesting the approval of another employee without two (2) years of supervisory experience if the contractor can provide sufficient documentation to support his selection. The COR shall recommend the selection, if satisfactory; the Contracting Officer will approve or reject the same. TRAINING: a. Minimum Training Requirements: The contractor must submit evidence to demonstrate that each contract employee has already been trained in the subject areas or provide the employee no less than 26 hours of formal classroom training on the subjects. Documentation of prior training and/or initial training requirements must be completed prior to assignment of a guard to duty under this contract. For replacement or new employees documentation of prior training must be submitted or the individual contract employee must complete the required training before being employed in support of this contract. b. Replacement Employees: All replacement employees shall meet training requirements under the same conditions specified in Item 10 "TRAINING". The Contractor shall limit the use of any untrained guard (not meeting the requirements) to ten (10) hours of assigned guard duty (on post) in any work week period of forty (40) hours in a consecutive four-week period and shall utilize such an untrained guard, by extended scheduling or rehiring beyond (in excess of) the four-week period of thirty (30) days, until required training is completed. Training Inspection: The Contracting Officer or his designated representative is authorized to inspect, monitor and evaluate the conduct of all training. Reports relative to the status, progress and effectiveness of training will be coordinated with the COR. Temporary Waivers of Training: The Contracting Officer may waive training requirements in the following circumstances when, in his opinion, it is in the best interest of the Government: (a) When an unusual, immediate shortage of regularly assigned fully qualified, fulltime guards exists because of sickness or other similar unforeseen circumstances. (b) When the employee can provide documentation of prior training in the same subject areas and can submit evidence to demonstrate that he/she has been utilizing information learned in training on the job consistently within the last 24 months, of the request for waiver.