S206--Martinsburg VAMC Unarmed Security Guard and Alarm Monitoring

Martinsburg VAMC Security Services 36C24525Q0082 Questions and Answers 1. - Please confirm the Alarm Monitors will be classified as Alarm Monitors and note Guard I. - The Alarm Monitors pay rate is higher than the Guard I based upon the Alarm Monitor duties and per the US Labor Rate scheduled. It is offeror s responsibility for the correct title classification of the workers and compliance with all applicable wage and hour laws. Please see C.12 52.212-5 below and Wage Determination 2015-4297 attached for each employee class: 2. Is there a current incumbent company now performing the services or is this a start up contract? Yes, there is a current contract in place. 3. Do you require a Security Patrol Vehicle for the contract for our Site Supervisor to visit the sites? No, all posts are within walking distance. 4. Is there any contractor currently performing this service? Yes If yes, would you kindly provide us with the Contract number? GS-07F-0625X 36C24522F0427 If no, would you kindly provide us with the latest Contract number that has performed this service or similar? GS-07F-0625X 36C24522F0427 5. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number? See questions 2 and 4. 6. Proposal Submission Details: Could you confirm the specific submission requirements, including the format, required documents, and method of submission (e.g., electronic or physical)? See section E11 and E13 in the solicitation. 7. Clarification on Amendments: Are there any amendments to this solicitation not listed in the document that we should acknowledge? Yes, this amendment to attach the updated wage determination and questions and answers. 8. Evaluation Criteria: Could you provide further clarification on how proposals will be evaluated and weighted under the evaluation criteria? This requirement will be awarded to the lowest evaluated price of proposal meeting or exceeding the acceptability of standards for non-price factors listed in section E.11 in the solicitation and requirement of the PWS. 9.Key Personnel Requirements: Can you elaborate on any specific certifications or qualifications required for supervisory or guard personnel beyond what's listed in the Performance Work Statement? The PWS list all the expected qualifications and standards. 10. Contingency and Emergency Plan: Are there specific scenarios you want us to address in the contingency plan beyond what is mentioned in the requirements? No. 11. Training Programs: Are there specific training programs or modules, such as harassment training or NCIC certification, that the government will provide, or should these be contractor-led? NCIC (WEAPON) training is conducted through the State of West Virginia (WV State Police) and the contractor is responsible coordinating and scheduling of this training for Alarm Monitors and will be responsible for all expenses and/or travel associated with NCIC certification. The government provides self-paced, online training through the VA s Talent Management System (TMS) program which includes modules such as VA Privacy & HIPAA, Information Security Awareness, Rules of Behavior, Workplace Violence Prevention, Fire & Safety Prevention, Contractor Emergency Response Postures, Infection Control, VA Active Threat Training, Environmental management, Suicidal Caller, Integrity, Lockout/Tagout, and Compliance Awareness. The enrollment for the TMS online training is provided to the contractor when onboarding of personnel occurs. TMS training requires annual recertification. Modules are generally 15 to 30 minutes in length each. 12. Performance Metrics: How will the government measure and evaluate contractor performance during the contract period? Please see sections D.2, D.3 and D.4. 13. Post Orders Development: Is there an existing framework or previous examples for Post Orders that we could use as a reference during development? The development of post orders is contractor driven but should include the guidelines as listed in the PWS 1.15. The COR will provide instructions for any revisions that are warranted. 14. Key Control Protocols: Could you clarify procedures for managing and accounting for government-issued keys, especially in case of loss? Any keys issued will be recorded on a key control log maintained by the contractor s site supervisor and a copy provided to the COR. The contractor s site supervisor will be responsible for maintaining security and accountability of the daily issue and use of any government issued keys. Keys will not be duplicated or leave the facility. Any loss or theft of government issued keys will be reported immediately to the VA Police and COR. 15. Payment Structure: Can you confirm the payment schedule and whether there are penalties for late submissions of invoices? See sections B.1 and B.4 for invoicing and price/cost schedule. Late submissions of invoices could cause late payment and negative CPARS review. 16. Wage Determinations: Is there any flexibility in the Wage Determination rates provided, particularly for locations with higher cost-of-living adjustments? See D.1 Wage Determination for Berkeley County where the Martinsburg VA Medical Center is in. Updated Wage Determination has been attached. The U.S. Department of Labor's(DOL) Wage and Hour Division issues wage determinations, please reach out to DOL for questions regarding wage determination. 17. Background Investigation Costs: Will the government cover costs associated with Tier 1 background investigations, or are they the contractor's responsibility? The collection of all required information to submit a complete background investigation packet will be at the contractor s expense (to include the contractors pre-screening of candidates, security forms completion, fingerprint submission, eQIP completion, etc.). Once a complete security packet has been submitted to the COR, the Tier 1 background investigation conducted by OPM, will be at the government s expense. 18. Transition Period: Will there be a transition period between the incumbent contractor and the awardee, and how will this be managed? There will be no transition period, however, the anticipated award date will be at least one month before the performance date. 19. Government Furnished Equipment (GFE): Could you provide an itemized list of all government-furnished equipment and supplies that will be available to the contractor? See section 1.12 Government Furnished in the Performance Work Statement. 20. Renewal Options: Could you clarify the process for exercising the contract option years and the timeline for notification of renewal? See section C.4 52.217-9 Option to Extend the Term of the Contract. 21. Insurance Requirements: Are there any additional insurance requirements beyond those listed under the supplemental insurance clause? No. 22. Are firms required to have a GSA MAS schedule in order to compete? No, you do not have to have GSA MAS to compete. 23. Could you clarify if all the guard positions, including the Supervisor, are considered 27101 - Guard I under the WD? See question #1. 24. Page 5 of 113, c. Contract personnel who require access to national security programs must have a valid security clearance. What positions have access to national security programs? What level security clearance is required for services provided on this contract? This does not apply to this contract. No national security programs exist that would require a security clearance. The positions in this contract only require a Tier 1 (Low-Risk) suitability background investigation (NACI). 25. Page 20, 44 and 93 of 113, Contractor shall furnish to the Contracting Officer proof that he/she is licensed and bonded as required by the State of West Virginia for doing business as a contract security company, and Item 7. Provide a copy of the company s Business Licenses and Certificate of Insurance for the state in which the offeror is proposing to provide services. Can this proposal submission requirement be submitted as an attachment and outside of page limitations? Yes, this can be submitted as an attachment and outside of page limitations. 26. Page 21 of 113, All employees assigned by the Contractor to work under this contract shall be physically able to perform all general duties, functions, and activities; shall be free of any communicable disease; shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties; shall possess binocular vision correctable to 20/20; shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid. Each employee shall be given a physical examination without cost to the Government or employee, and medical certification attesting to the results of this examination shall be furnished to the Contracting Officer/COR prior to assignment of the employee to duty. Please confirm that medical exams by a physician are required only for New Hires. Medical Certification completed by a Physician is required for every employee. Please confirm that the Initial and Annual Psychological assessments are no longer a requirement. Psychological assessments are not required. 27. Page 23 of 113, h. Location 8: (Bldg. 500-GD109 Police Operations) (1) Guard, Monday Friday 7:00am 3:30pm (except Federal holidays) ***This position will assist with employee PIV card door access/enrollment, vehicle registrations, and camera monitoring for Police and act as roving guard/post relief when required. Does this position required specialized training? If so, please clarify how many hours of training, is it OJT, and is the training provided by the Government? PIV card door access/enrollment, vehicle registrations, and camera monitoring OJT training will be provided by the government. Does this position require anything other than the VA Standard Suitability? Tier 1 (Low-Risk) suitability background investigation. Additionally, does this position require relief? Self-relief. 28. Page 24 and 93 of 113, It is the Contractor s responsibility to create and have a contingency plan in place for the continued staffing of all manning locations. At no time will a location be vacated without the prior approval from the COR. The contingency plan must consider all types of hazards when being developed. These hazards could range from natural or man-made. A written Contingency Plan will be submitted to the COR for review prior to commencement of any work. Item 6. Provide a copy of the company s Contingency Plan and Quality Control Plan tailored toward meeting the requirements of the Performance Work Statement. Address outages in the Contingency Plan. Please clarify, is the Contingency Plan due prior to commencement of work or with proposal submission? If the Contingency Plan is required with submission, will the Government consider either increasing the Technical Proposal's page limit and/or allowing this submission requirement to be an attachment without page limits? Contingency Plan is required with proposal submission and can be a separate attachment outside page limits if needed. 29. Page 35 of 113, The Price/Cost schedule includes a Grand Total Line for CLINS 0001, 1001, and 2001, and a separate Grand Total Line for CLIN 3001. Does the government want a Grand Total Contract value line that includes all CLINS 0001-3001? There will be two grand totals, one for 0001, 1001 and 2001, and the other one for 3001 only. 30. Page 93 of 113, Is the Quality Control Plan required at the time of Proposal submission or upon award? If the Quality Control Plan is required with submission, will the Government consider either increasing the Technical Proposal's page limit and/or allowing this submission requirement to be an attachment without page limits? Yes, it is required at the time of Proposal submission, and can be sent as an attachment outside page limits. 31. Page 93 of 113, Item 8. Describe the company s key personnel that will manage this requirement and the management plan designed to meet contract performance standards. Are resume's for Key Personnel required? Can offerors provide Key Personnel resumes as attachments (outside of page limitations) in order to provide a through picture of proposed Key Personnel professional requirements? Resume is not required. 32. Page 93 of 113, YOUR RESPONSE TO THIS TECHNICAL SECTION SHOULD BE NO MORE THAN 15 PAGES. Please clarify that the Cover Page, Table of Contents, Compliance Matrix and any attachments are not included in the 15 page limit. 15 page limit is for Factor 1 Technical (Non-Price) in section E.11 on page 92 and 93, including cover page and table of contents. Please note on each item that has an attachment, and attachments will not be counted toward the 15 page limit. Ex. 1. Demonstrate staffing procedures that will ensure timely service and maintenance staffing of all post in accordance with the Performance Work Statement. See attachment. 33. Page 60 of 113, The WD included in the Solicitation is 2015-4297, Rev 27, 7/22/24. A more recent version is available that includes the 1/1/25 EO 14026 minimum wage increase. Would the government incorporate the most recent WD 2015-4297, Rev 29, 12/23/24 for pricing? WD 2015-4297, Rev 29 has been attached. It is offeror s responsibility to apply the most current Wage Determination for pricing. 34. RFQ B.2.9 and PWS 1.15 IT Contract Security Training: Since this training is only for those officers who need computer access granted, can the government provide an estimate of how many of the officers will be required to take this training? Can this training be completed while on duty? What is the length of time to complete the VA Cyber Security Awareness and Rules of Behavior? What is the length of time to complete the VA privacy training?" The government provides self-paced, online training through the VA s Talent Management System (TMS) program which includes modules such as VA Privacy & HIPAA, Information Security Awareness, Rules of Behavior, Workplace Violence Prevention, Fire & Safety Prevention, Contractor Emergency Response Postures, Infection Control, VA Active Threat Training, Environmental management, Suicidal Caller, Integrity, Lockout/Tagout, and Compliance Awareness. The enrollment for the TMS online training is provided to the contractor when onboarding of personnel occurs. Some TMS training modules require annual recertification. Modules are generally 15 to 30 minutes in length each. All contractors on this contract are required to complete this training. The contractor s site supervisor will be responsible to ensure timely completion all of training for each contractor without interfering with post coverage. 35. PWS 1.11.G Blazer: In our experience with providing guards for the VA, we have always been permitted to put the guards in Class A uniforms which doesn't require a blazer. Would Class A uniforms be acceptable for this contract? Yes, Class A uniforms are acceptable. 36. PWS 1.11 states "Standard of appearance shall conform to those prescribed in Medical Center Policy (MCP) 00-224." Can the government provide offerors with a copy of this policy to ensure proposals cover the necessary requirements? See PDF embedded. 37. PWS 1.6 and 1.15 WV WEAPON/NCIC system certification training for alarm monitors: Can the government provide the information and fees for this certification so that offerors can plan for the costs that will be incurred? See question #11. 38. PWS 1.4.1 states, "...the supervisor must meet the Contract Security Guard and Alarm Monitor Requirements and Qualifications " Does this include the WV WEAPON/NCIC system certification training? Yes, the supervisor must be NCIC certified. 39. PWS 1.6 states that the lead alarm monitor must assist the on-site supervisor and assume the on-site supervisor's role in their absence. Does the lead alarm monitor need to meet the supervisor's qualifications as set forth in PWS 1.4.1? No, the lead alarm monitor does not have to meet the full qualifications of the supervisor position. 40. PWS 1.15 Training Compliance (page 26): Is the Privacy and Security Training mentioned in the second paragraph of this section different from the privacy training discussed in the first paragraph and in RFP B.2.9? If it is different (and in addition to the IT training), what is the length of time for this privacy training? Can it be completed online? Can it be completed while on duty? See answer to Question 34. 41. PWS 1.16 requires a daily Record of Time of Arrival and Departure and a daily activity report while PWS 1.20 requires a Duty Log for each day which the invoices will be verified against. Are these three separate reports? One report documenting post coverage is sufficient. 42. PWS 1.4.2.K (page 18) discusses a guard/alarm monitor orientation (conducted by supervisor and approved by VA Police). PWS 1.12.1 discusses an orientation to be provided by the VA Medical Center on policies and procedures. Can the government clarify that these are two different orientations? Are both to held prior to commencement of work? Can these be conducted while on duty? What is the length of time for each orientation?" Any Medical Center specific policies and procedures will be provided by the government and can be provided while on duty. 43. PWS 1.12.2 states that bi-annual refresher training for alarm monitors will be government furnished. However, PWS 1.4.2.F indicates that the refresher training is to be included in the quarterly training conducted by the supervisor. Is the refresher training biannually or quarterly? Is the refresher training government provided or contractor provided? What is the length of time for this training? Is it conducted while on or off duty?" Refresher training will be accomplished by the contractor quarterly as indicated for both Security Guards and Alarm Monitors. Bi-annual refresher training will be provided to the Alarm Monitors on the facilities CCTV and security systems. The types of training and/or topics covered, and length will be left up to the site supervisor with the overall goal to maintain a quality program. Any government provided refresher training will be determined by the COR and will be conducted while personnel are on-duty. 44. PWS 1.12.2 and 1.4.2.F mention refresher training for the alarm monitors. However, the PWS does not cover any initial training for the alarm monitors? When is the initial training to be held? What is the length of time for the initial training? Is it conducted while on duty or off duty?" Any non-incumbent contractors will be provided OJT by the government while on-duty. The OJT would cover site-specific operations and procedures. 45. PWS 1.4.2.F requires a quarterly training for all guards and alarm monitors to be conducted by the supervisor. What is the length of time for this training? Is it conducted while on or off duty? See answer to question 42, 43, 44. 46. PWS 1.15 Post Orders section (page 26) mentions harassment training under item G; however, this training is not mentioned anywhere else in the PWS. Is this government or contractor provided? What is the length of time for this training? Is it conducted while on or off duty? See answer to question 34. 47. PWS 1.13 Injury and Illness section (page 24) mentions rendering first aid and CPR. Are the guards and alarm monitors required to be certified in First Aid/CPR/AED? Yes, CPR/AED certification is required and must be maintained. The training and recertification of CPR/AED would be at the contractor s expense. 48. PWS 1.13 Guard Service & Alarm Monitor Locations: Based on the prior PWS for this contract, can the government verify that the following posts have been deleted and no longer require coverage: Dental Clinic M-F 0700-1800 and Saturday 0730-1700 (formerly Location 6) CRRC 24/7/365 (formerly Location 7) CRCC M-F 0700-1530 except holidays (formerly Location 7a)" The post requirements are listed in the current PWS, section 1.13 and accurately state the government s requirements. 49. PWS 1.13 Guard Service & Alarm Monitor Locations: Based on the prior PWS for this contract, can the government verify that the following additions and/or changes have been made to the posts: Location 6 is now Central Dispatch (2 alarm monitors 24/7/365) Location 7 is now Central Dispatch (1 Site Supervisor 0700-1500 M-F except federal holidays) Location 8 has been added for Police Operations (1 guard M0F 0700-153.0 except federal holidays) The post requirements are listed in the current PWS, section 1.13 and accurately state the government s requirements. Will the government provide a current seniority list for the incumbent security force so that offerors can accurately price vacation and other leave benefits? No, it will not be provided. Does the incumbent currently have the contract fully staffed? If not, what are the differences? Will not be provided. Does the incumbent's staff meet the medical and training requirements of this solicitation? If not, what are the differences? Will not be provided. Are the incumbent's staff grandfathered in terms of the training? Incumbents who already meet training requirements would not have to repeat the same training except to maintain such certifications. The contractor has the responsibility to confirm all training requirements and provide documentation upon request for verification. 50. RFQ E.11.(1): " submit a Cover Letter along with Volume I " Is the cover letter and table of contents excluded from the 15-page limit? See question #32. 51. RFQ E.11, item #6 on page 93: "Provide a copy of the company's contingency plan and quality control plan " Since these two plans combined have the possibility of being 15 pages (or more), can item #6 be excluded from the 15-page limit for the technical factor? See question #28 and 32. 52. RFQ E.11, item #7 on page 93: "Provide a copy of the company's Business License and Certificate of Insurance " Can these two items be excluded from the 15-page limit for the technical factor? See question #25 and 32. 53. RFQ E.11.(2), page 93 Past Performance: Is this factor excluded from the 15-page limit for Volume I? Past Performance is excluded from the 15-page limit. See question #32. 54. What are the desired work hours for the lead alarm monitor? Peak business hours, day shift. i.e. Mon-Fri, 7am 3pm (or similar timeframe). 55. Do you know if a site visit will be scheduled? No site visit will be scheduled. 56. How many employees are needed? See 1.13 Schedule/duty hours in PWS. 57. Can they disclose the employee s seniority dates? Will not be disclosed. 58. What is the turnover rate on employees? Will not be provided. 59. What are the incumbents staffing levels? Example: how many openings do they currently have? Will not be provided. 60. Do they know how many contractors are staying or resigning? Is the lead and supervisor staying? Will not be provided. 61. Does the new contractor need to redo the health physical, or are they waiving this for current employees? See question #26. The contractor has the responsibility to confirm all training/health requirements and provide documentation upon request for verification. 62. Must competing firms have a GSA schedule to compete? GSA schedule is not required. 63. Could you clarify if all the guard positions, including the Supervisor, are considered 27101 - Guard I under the WD? It is offeror s responsibility for the correct title classification of the workers and compliance with all applicable wage and hour laws. Please see C.12 52.212-5 below and Wage Determination 2015-4297 for each employee class: 64. Page 22, Sect. 1.12.4 Government Furnished. All communication equipment will be provided to each post. Can the government please define what exactly is provided in this communication equipment ? Each guard post will be provided with a two-way handheld radio that directly communicates with Central Dispatch. Spare batteries and charging stations are also provided by the government. 65. Page 23, Sect. 1.13 Schedule / Duty Hours ***This position will assist with employee PIV card door access/enrollment, vehicle registrations, and camera monitoring for Police and act as roving guard/post relief when required. Is this the only position on the contract that can provide relief to other posts? In the event that the Location 8 Guard is unable to provide relief to a post, would the post be considered self-relieving? The site supervisor will primarily be responsible for providing post relief, except for Post location #8 (Bldg 500-GD109) will be self-reliving. 66. Page 23, Sect. 1.13 Schedule / Duty Hours **All Alarm Monitors shall brief oncoming shift prior to shift change **All personnel shall brief oncoming shift prior to shift change. Please advise what is the actual time frame for the briefings for each shift so that we can properly include this in the pricing, (Ex: 10 min, 15 min, etc.) That can be determined by the contractor s site supervisor. 67. Page 60, Sect. D.1 Wage Determination Are the Security Guard positions classified as Guard I or Guard II for this contract? See question #63. 68. Page 93, Sect. E.11 Evaluation. 3. Provide a detailed description of the qualification, licenses, type, and frequency of training and experience of the personnel (Guards and Dispatchers) that will be employed to provide the required services in accordance with the Performance Work Statement. Is the government looking for the description as provided above, for example, the resultant position description itemized per labor category to be deployed, or does the government want actual personnel qualifications of our proposed staff? Provide the qualifications as they pertain to the PWS. 69. Page 93, Sect. E.11 Evaluation. 8. Describe the company s key personnel that will manage this requirement and the management plan designed to meet contract performance standards. Can the Government please define who is Key Personnel? The Contractor should identify, by name/title, who they are making responsible for the management plan, i.e. Site supervisor, Operations manger, President/CEO, etc. 70. Will the VA offer and conduct a Site Visit prior to the proposal due date? No site visit will be scheduled. 71. Please advise if a security vehicle is required for the performance of this contract. If so, please provide any vehicle specifications (i.e.: Year Range/New or Used, 4x4, Pickup or Sedan, etc.) See answer to Question #3 72. Please advise if there are any changes from the current contract to the new solicitation. This is solicited as a new requirement, please see PWS. 73. Please advise if parking is available on-site for contractor employees. Yes, parking on-site is available. 74. Please provide the name of the current incumbent contractor providing this service and the current contract number and annual value. See answer to question #4. 75. Is there a Collective Bargaining Agreement (CBA) with a Union representing the employees on this contract? No.