S--Security & Monitoring Services for Western Ecology Division, Corvallis, OR

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN SUBPART 12.6, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. The solicitation number is PR-NC-09-10290, and the solicitation is being issued as a 100% small business set-aside competition Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-30.The NAICS Code for this procurement is 561612. A Firm Fixed Price contract will be awarded. This is a Performance Based procurement. This procurement is for Unarmed Security Services The anticipated period of performance will be a base year and two option years. A. SCOPE-The Contractor shall furnish all necessary labor, uniforms, badges, equipment, materials and supervision for unarmed security services as specified for the U.S. Environmental Protection Agency (USEPA), Western Ecology Division (WED), located at: 200 S.W. 35th Street, Corvallis, Oregon; 3731 S.W. Jefferson Way, Corvallis, Oregon *; 1350 SE Goodnight Ave, Corvallis, Oregon. *Note: Street number is located at the Jefferson Street Building (JSB), which houses a Child Care Facility. The Child Care Facility, however, is not part of the EPA?s leased space and is not a part of this contract. This contract only pertains to the adjacent office building, known as the Jefferson Street Building (JSB). 1. The security services specified include: a. Motorized patrols during WED non-duty hours (evenings, weekends, and holidays)b. Physical checks of doors and locks at specified times during non-duty hours c. Contact of responsible persons in case of designated situations d. Preparation of written reports of all security problems on the sites e. Additional on-site security during periods of heightened security, special requests. Historically, less than 5 person-days per year have been requested. 2. The security services do not include opening or routine lockup of the buildings, the enforcement of any state or local traffic or parking regulations. B. PROVISIONS 1. The Contracting Officer?s Representative (COR) for the contract is: David Burr and the Alternate COR is: Primo Knight. 2. Periods of Performance a. The Base Period of performance is May 16, 2009, May 15, 2010. b. Option 1 Period of performance is May 16, 2010, through May 15, 2011, . c. Option 2 Period of performance is May 15, 2011, May 15, 2012. 3. Inspection and Acceptance a. David Burr will perform the Contracting Officer?s Representative duties related to the inspection and acceptance for this contract. The Alternate COR will assume the responsibilities in the event of the COR?s absence due to leave or travel assignments. 4. Technical Direction a. Performance of the work under this contract shall be subject to the technical direction of David Burr, an Environmental Protection Agency COR. The Alternate COR will assume the responsibilities in the event of the COR?s absence due to leave, illness or travel assignments. 4. WED non-duty hours are: a. Daily, Monday through Thursday, 5:00 p.m. to 7:00 a.m. the next day. b. Weekends, 5:00 p.m. Friday to 7:00 a.m. Monday. c. Federal Holidays as described: (1) Columbus Day, (2) Veteran?s Day, (3) Thanksgiving Day, (4) Christmas Day, (5) New Year?s Day, (6) Martin Luther King Day, (7) President?s Day, (8) Memorial Day, (9) Independence Day, (10) Labor Day. C. SPECIFICATIONS 1. General a. All work shall be performed in the manner and frequencies set forth in the following paragraphs. 2. Special Instructions are provided with this statement of work. a. The Government reserves the right to issue, amend, or modify Special Instructions as it deems necessary to provide the required protection. b. The Special Instructions include:(1) An emergency call list. See Appendix A.(2) Instructions for action in designated situations. (See Appendix B.)(3) Site Maps showing the motorized route described in paragraph 3 and 4 below. (See Appendix C) 3. Motorized Patrols a. The motorized patrol shall cruise through the sites, on the schedule below, to check for any breach of security that might be detected from the vehicle. b. The schedule shall be as follows:(1) Every night, conduct two (2) patrols of WRS, the Main Building and Jefferson Street sites, one between the hours of 8:00 p.m. and 11:00 p.m. and another anytime between the hours of 11:30 p.m. and 6 a.m. (2) On holidays and weekends, conduct one (1) additional patrol of each site each day, one time between 6:00 a.m. and noon. c. The patrol person shall leave the vehicle as necessary to investigate any situation that appears to be unusual or a potential problem based upon the patrol person?s professional knowledge and experience and previous patrols through the site. The patrol person shall take action as appropriate. (see appendix B.) d. A Site map is provided for the contractors convenience. (See Appendix C.) 4. Physical checks a. Door and gate checks shall be conducted at the time of the first motorized patrols between the hours of 8 and 11 p.m. every day. On this check, the patrol person shall physically check the exterior doors and gates on all buildings on the Site Maps (appendix C), except the Child Care Facility Building, to assure they are secure. If they are not secure, the patrol person shall take action as appropriate. (See Appendix B.) There are approximately 45 external doors and gates at the Main and Jefferson Street sites, and approximately 40 external doors and gates at the Goodnight Avenue site (WRS). A visual inspection of the ponds at WRS shall be performed at least one time each day. The ponds are secured by a gate inside the fenced area of the property and another at the Southeast corner of the property (The gate is near the intersection of Safe Harbor and Shoreline Drive. Both gates are included in the estimated numbers of gates and doors.) b. The Contractor will be provided with a card to enter the parking lots of the Main Building. The card shall be swiped at established locations to enable the EPA to verify that security personnel have visited certain sites. Those sites are:(1) Door of the Main Building on the South Exposure, near the fuel storage, (2) Loading Dock of the Main Building,(3) First Door of the Plant Ecology Building,(4) Shop (on the NE corner of the building),(5) North Entrance of TERF,(6) West Entrance of TERF,(7) North Entrance of JSB,(8) West Entrance of JSB (main entrance),(9) Main Entrance of WRS in the vestibule,(10) Rear Door of WRS Main Building. c. The Contractor shall check the area of the ponds at WRS to verify that there are no unauthorized persons on-site.5. Reports and Records a. The Contractor shall submit to the Project Officer a notice of all security discrepancies as soon as practical, but in no case later than 10 a.m. the next working day. Reports may be hard copies faxed to: +1 (555) 000-0000, or electronic (in the form of MSWord or Adobe Acrobat) and emailed to the COR: contact@example.gov 6. Emergency Calls a. The Contractor shall immediately notify the appropriate agency such as fire and/or police department as the situations may warrant--fire, life threatening situation, possible criminal activity, or serious vandalism. b. Then the Contractor shall notify the EPA Contracting Officer?s Representative and others designated on the Emergency Call List. c. An emergency call list of EPA key personnel is provided as appendix A. A new list will be created as changes occur. 7. Technical Assistancea. The Contractor shall identify and advise the Contracting Officer?s Representative of any potential security problem noted during the patrols. This may include, but is not limited to, doors routinely found open or unlocked, non-functioning lights, etc. 8. Security for Periods of Heightened Security a. The Contractor shall have a visible security presence on-site during periods of heightened security as requested by the Contracting Officer?s representative, or Alternate. The intent of on-site security personnel is to provide unarmed security for the safety of Federal Employees, and government property. Payment for on-site personnel and services shall be on an hourly basis and arranged in advance. The on-site security personnel are expected to: (1) Provide professional appearance and be readily recognizable as members of a security unit (2) Notify the COR as well as the appropriate agency such as fire and/or police department as warranted for situations such as fire, endangerment of life or health, possible criminal activity, serious vandalism or other threatening occurrence. (4) Follow accepted standards of conduct (3) Prepare written documentation as necessary by the EPA, fire or law enforcement agencies, in format acceptable to the receiving agencies. D. CONTRACTOR REQUIREMENTS 1. General a. Contractor Operation Plan. Within five (5) working days after receipt of the purchase order, the Contractor shall submit a written operation plan to the EPA Contracting Officer?s Representative. The plan shall include:(1) The names and phone numbers of the Contractor?s key personnel;(2) Phone numbers and procedure for contacting the Contractor?s key personnel during and after duty hours (3) Vehicle identification, uniform, badge and other similar information;(4) Brief discussion about selection of scheduled patrol times, what might affect the actual patrol times and how the patrols for EPA are assigned. b. All special instructions and additional orders (regarding the EPA facilities) furnished to the security personnel by the contractor shall be furnished to the Contracting Officer?s Representative. 2. Qualifications of Contractor Employees a. Employees must be in good general health, without mental or physical defects or abnormalities which will interfere with performance of duties and the exercise of prudent judgment in difficult and trying circumstances. b. Employees must have a pre-employment investigation conducted prior to entering on duty to determine character and reputation, suitability for employment and to ensure that personal qualifications meet required employment standards. This investigation shall include a search of local police and credit files in the area of residence for the last five years and inquiry of former employers, references and schools attended. This investigation is to be conducted by the Contractor without cost to the Government, and be available for review by the Contracting Officer?s Representative. c. Employees shall be at least 18 years old. d. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. e. The Contractor?s supervisor in charge of work under this contract must be an individual of unquestioned integrity. This individual must have successful protection experience in an administrative position or comparable work at the level equivalent to that of this position. This supervisor shall at all reasonable times be available to receive and implement orders or instructions from the Government which affect the operations of the security personnel.NOTE: By submitting a bid, the offeror certifies compliance with Section D.2.a. through e. above. 3. Instructions and Training a. General. The Contractor shall provide the instructions and training to the patrol persons as may be necessary for them to provide the level of security intended, in the specifications as follows: (1) The Contractor shall provide their employees with adequate guidance and direction on action to be taken in the case of unsecured check points (doors and locks) and in cases of suspicious or unusual conditions. Such actions may range from determining that there is no problem and taking no action, to latching a lock and logging it, to standing by or backing off and calling for assistance or instruction on whether or how to proceed. (2) The Contractor shall develop a set of instructions for the patrol persons on this job and provide a copy of those instructions to the Contracting Officers Representative for approval. The Contractor?s standard instructions to this employee may be adequate with no modification. 4. Uniforms, Supplies, Materials and Equipment a. The Contractor?s patrol vehicle shall be marked so that it is readily recognizable as a security vehicle. The personnel shall also be readily recognizable as members of a security unit. During periods of heightened security, vehicles may be parked in EPA employee parking areas without identification after notification to the COR. b. The Contractor shall furnish all supplies, materials, and equipment required in the performance of this contract including, but not limited to communications equipment necessary for contacting emergency services, the COR and/or Maintenance personnel. 5. Licensing, Bonding, Fees, and Experience a. The Contractor shall provide, at no cost to the Government, any official bonds required and pay all fees or costs involved for any employee engaged in providing services specified under this contract. The bond dollar amount shall be determined by the Contractor. b. The Contractor must be licensed under all applicable city, County or State codes. c. The Contractor shall provide documentation to show competence and experience to provide the required security services.6. Conformance with Environmental Management Systems (Reference: Strengthening the Federal Environmental, Energy, and Transportation Management. Executive Order 13423, January 26, 2007.)The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract and subcontracts. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contracting officer shall notify the contractor in writing with the appropriate corrective and/or preventative actions. In the case of a noncompliance, the Contractor upon written notification from the CO shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor, upon written notification from the CO, shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract. All on-site contractor personnel shall complete yearly EPA sponsored environmental training specified for the type of work conducted on-site. Upon contract award, the Contracting Officer's Representative will notify the facility-level Environmental Management Systems Coordinator to arrange EMS training for appropriate staff. The following FAR provisions apply to this solicitation: 52-212-1, Instructions to Offerors?Commercial Items; 52.212-2, Evaluation--Commercial Items. Evaluation criteria to be included:1.Demonstrated successful past performance of the offeror during the past three (3) years. Work which would be considered similar includes: security guard services comparable in size and complexity. Offeror's shall include a list of references with phone and e-mail contact information with their proposal 2.Offerors shall provide a copy their safety plans for the EPA facility in Corvallis, Oregon with there proposal. 3. Price. 52.212-2 are as follows: The Government intends to award a single contract to the responsible offeror whose technically acceptable quotation represents the best overall value to the Government based on the evaluation of the technical criteria, past performance, and price. Only those offerors submitting technically acceptable quotations shall be considered for award. All offerors are to include with their offers a completed copy of provision 52.212-3, Offeror Representations and Certifications--Commercial Items. The following FAR clauses apply to this acquisition: 52.212-4, Contract Terms and Conditions--Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items and the following additional FAR clauses which are cited in Clause 52.212-5: 52.222-3 Convict Labor; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity, 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans; 52.222-36 Affirmative Action for Handicapped Workers; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam, 52.217-9, Option to Extend Term of Contract. Era; 52-232-33, Payment by Electronic Funds Transfer-Central Contractor Registration; 52.222-41, Service Contract Act of 1965, As Amended; 52.222-42, Statement of Equivalent Rates for Federal Hires. Any applicable wage determination(s) will be made a part of the resultant contract. A pre-proposal conference will be held on site at US EPA's Corvallis, Oregon Facility on April 14, 2009 at 8 am . All interested parties are encouraged to attend. All technical questions are to be forwarded via email to the Contracting Officer at the following email address: contact@example.gov. Offerors should review the Statement of Work and other information posted with this Request for Quotation on EPA's website at the following address: http://www.epa.gov/oam/rtp_cmd. Click on the CURRENT SOLICITATIONS section and click on the solicitation for viewing applicable documents. Near the top of the page COMMERCIAL BUY CLAUSES AND FORMS sections are provided for your convenience. Please submit two copies of the technical proposal and price proposal to James E. Wesley, II, Contracting Officer, U.S. Environmental Protection Agency, RTP Procurement Operations Division (D143-01), Research Triangle Park, NC 27711 if using the US Postal Service. Courier delivery address is U.S. Environmental Protection Agency, Attn: James E. Wesley, II, RTP Procurement Operations Division (D143-01), 4930 Page Road, Durham, NC 27703. All offers are due by April 20, 2009, 12:00 p.m., ET. No telephonic or faxed requests will be honored.