S206--509-21-1-4111-0001 Security Guard Services for Aiken CBOC B+4 Options (VA-20-00061517)

This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for security guard services. Please see Statement of work for details. This requirement is for the Charlie Norwood VA Medical Center, Aiken CBOC. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to contact@example.gov by 9:30 AM EST, June 19, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance (if applicable) STATEMENT OF WORK SECURITY GUARD SERVICE FOR THE AIKEN PRIMARY CARE COMMUNITY-BASED OUTPATIENT CLINIC 1. SCOPE OF WORK: The contractor shall furnish all equipment, supplies, uniformed personnel and supervision, necessary to provide security guard services to the Charlie Norwood VA Medical Center, VA Community-Based Outpatient Clinic (CBOC) located at 951 Millbrook Avenue, Aiken, SC, for a period of 60 months (5 years). As a Non-Personnel Services contract, any staff are not to be considered VA Employees for any purpose. Contractor retains all control over monitoring staff and responsibility for direct supervision. Contract staff may not supervise VA Staff, but may provide direction and instruction as required by duties. Daily activity is monitored and managed by the primary or alternate Contracting Officer s Technical Representatives (CORs). Contractor shall provide one guard for both personnel and premises Monday through Friday, excluding Federal Holidays for time period of 7:00am to 5:30pm. Federal Holidays are New Year s Day, Martin Luther King Jr Birthday, Washington s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. Contractor s personnel who are employed under this contract shall have been approved by the COR designee prior to beginning duties. Approval shall be based on meeting the qualification standards in the contract, and background information obtained regarding the individual which attests to his/her fitness for the required duty. Reserve Personnel (back-up). Prior to commencement of work on this Contract, the Contractor is required to submit to the CO for approval, the names and all necessary documentation of fully trained and qualified personnel who will be used in a reserve capacity. Contractor personnel shall complete the automated VA Police Daily Operations Journal at the end of each shift. Contractor personnel shall complete the automated Uniform Offense Report as required. This form shall be completed within 24 hours of the occurrence. It is the Contractor s responsibility to provide workers compensation, liability insurance and similar coverage for their employees. 2. PERSONNEL Security guards should always be aware that their primary mission as guards is to observe and report. As unarmed guards, they should not attempt to single-handedly deal with violent offenders. Guards should remember that professional law enforcement assistance is only a phone call away. Guard duties and assignments may include but are not limited to the following: Entrance control post: Operate and enforce a system of personnel identification. Perform package inspections when directed to do so. Roving patrol posts: Conduct patrols in accordance with established routes and schedules. Traffic control: Direct traffic (vehicle and pedestrian) when needed and control parking. Security and fire systems: Monitor and operate building fire alarm and intrusion detection systems and other protection devices or building equipment. Building rules and regulations: Observe building occupants and visitors for compliance with posted rules and regulations. Monitor surveillance cameras. Lost and found: Receive, issue receipt and store articles pending disposition using VA Forms 10-3524 and 3524a. Maintain law and order within the areas of assignment. Discover and detain persons attempting to gain unauthorized access to the property. Report daily, in accordance with 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. Fly the United States flag (and others authorized) on flag poles provided. Additional duties: Turn off unnecessary lights, check safes and locking repositories and cabinets, open and secure doors and gates, etc. Escort clinic staff member to their car if requested. Prepare required reports as instructed. Performs routine clerical duties associated with position. Perform other functions as needed in the event of situation or occurrences such as civil disturbances or other criminal acts adversely affecting the security and safety of the Government, its employees, property and the general public lawfully on buildings or the grounds under the control of the Government. Provide lay assistance and obtain professional assistance in accordance with procedures in the event of injury or illness to Government employees or others while in the building or on the grounds. 3. SECURITY GUARDS MINIMUM QUALIFICATION STANDARDS Education/Experience: Must possess a high school diploma or equivalency and have two (2) years experience demonstrating: Ability to meet and deal successfully with the general public. Ability to read and write and speak English fluently. Understand and apply printed rules, detailed orders, instructions and training materials. Ability to maintain poise and self-control under stress. Ability to conduct Stop & Question of persons found in closed areas, halls, locked areas, parking lots or VA property after hours and on weekends/holidays to ensure no criminal activity has or is taking place. Must be capable of detaining person(s) while local police are notified. Ability to construct and write clear, concise, accurate and detailed reports. Must have computer experience and the ability to type simple word processing documents to prepare reports and daily journals. Must possess skills in telephone etiquette and office organization skills. 3.10 Age: All Contractor employees performing work under this contract shall be a minimum of twenty-one (21) years of age or as required by local laws. 3.11 Guards must not have any criminal record that would be unacceptable for security enforcement personnel. Documentation of Criminal Background/Warrant check must be provided to Contracting Officer before employee can begin work. Must be capable of being bonded. 4. HEALTH AND PHYSICAL FITNESS REQUIREMENTS 4.1All 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 diseases. Shall be well proportioned as to height and weight. 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 20/30 (Snellen). Shall be free of color blindness. Capable of hearing ordinary conversation at 15ft with either ear without benefit of a hearing aid. Each employee shall be given a physical examination without cost to the Government or the employee and medical certification attesting to the results of this examination shall be furnished to the Contracting Officer at least five days prior to assignment of the employee to duty. Must pass drug testing, at no cost to the government or the employee, prior to selection for contract work. Documentation of passed test must be filed with the Contracting Officer before employee can begin duty. The contractor shall also perform random drug testing and the employees assigned by the Contractor shall pass all random testing. In addition, all Contractor employees providing services specified under this contract must undergo a psychological assessment without cost to the Government or the employee. This psychological assessment must be carried out in accordance with the accepted professional standards by a physician or licensed practitioner authorized to conduct such examinations. Security guard duties include personal encounters with patients, visitors and other employees. Encounters are often with mentally ill and irrational or disturbed persons who, although assaultive or destructive, must be handled with understanding, full control of force and unimpeded judgement. Any emotional or mental condition with could cause the applicant to be a hazard to others or self during stress situations and physical altercations will disqualify him/her. The employee shall undergo annual physical and psychological examinations as well as state and federal criminal history and warrant checks with results furnished to the Contracting Officer. 4.6 Must be able to maintain confidentiality of position. Will have access to crime reports, reports of personal nature, patient computerized data and confidential law enforcement information. Will not remove any record of copy from government property. 4.7 All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material and shall be able to compose reports which convey complete information. Must be able to answer and respond to routine and emergency telephone and radio calls with professionalism. Must take phone messages and in-person messages. Maintains VA Police Daily Journal, either hard copy or computerized. 5. TRAINING 5.1 Contractor furnished training: The Contractor shall submit to the Contracting Officer written certification that each contract employee has been trained. 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. All contract employees must complete the VA Privacy and Information Security Awareness and Rules of Behavior training on an annual basis and provide a copy of the training certificate to the COR. All contract employees must also complete the VA Workplace Violence and Disruptive Behavior training, Bloodborne Pathogens training, Emergency Management training and Hazardous Material training on an annual basis. The contractor shall provide to the Contractor Officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within one week of the initiation of the contract and annually thereafter, as required. All formal training required shall be presented by persons who are certified or qualified to instruct the specific required subjects. Certification to instruct the specific subject shall be in form of a certificate issued by an accredited institution of learning (school, college, university, etc.) a governmental (Federal, State, County, etc.) educational certification body (agency, board, commission, etc.) or by documentation that the person instructing has sufficient experience in the subject matter to be able to instruct the subject in an authoritative, practical and current manner. Subjects will include general and specific orders for the facility, policy and specific procedures for responding to emergency alarms, bomb threats and incendiaries in the facility, procedures for operating the security systems within the facility, procedures for and operation of, the firefighting equipment within the facility and traffic/parking control. The security supervisor shall assure that guards: Are in uniform and present a neat appearance Maintain a continued state of proper training Possess the necessary permits, authority, etc. Maintain continued liaison with COR or designated alternate 6. REMOVAL FROM DUTY 6.1 The Government may request the Contractor to immediately remove any employee(s) from the worksite(s) should it be determined that individuals are being assigned to duty who have been disqualified for either suitability or security reasons, or who are found to be unfit for performing security duties during their tour of duty. The Contractor must comply with these requests. For clarification, a determination of unfit may be made for, but not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below: Violation of Rules and Regulations Governing Public Buildings and Grounds, 41 CFR 101-10.3, and existing Department of Veterans Affairs Rules and Regulations with regard to the same Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time and refusing to render assistance or cooperate in upholding the integrity of the security program at the work site. Falsification or unlawful concealment, removal, mutilation or destruction of any official documents or records or concealment of material facts by willful omissions from official documents or records. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting. Also participating in disruptive activities, which interfere with the normal or efficient operations of the Government. Theft, vandalism, immoral conduct or other criminal actions. Selling, consuming or being under the influence of intoxicants, drugs or other substances which produce similar effects. Improper use of official authority or credentials. Unauthorized use of communications equipment or Government property. Misuse of CIP, Chemical Irritant Projector Violation of security procedures or regulations. 6.12 The Contracting Officer or his designated representative will make all determinations regarding the removal of any employee from the worksite. In the event of a dispute, the Contracting Officer will make the final determination. If requested, specific reasons for removal of an employee will be provided to the Contractor in writing. 7. WORK HOURS, LUNCH AND BREAK PERIODS The normal workday shall be 10 hours per shift. The Officer shall be on duty from 7:00am until 5:30 pm and lunch shall be 30 minutes. The government does not intend to pay overtime on this contract without prior authorization. The guard who tour includes a non-paid lunch period shall be on station and available for duty during this period. The guard may be relieved from duties during such period and shall not be required to remain within close proximity of their workstation, IF relieved by certified personnel with minimum qualification required by this contract. A guard must be available at all times during normal business hours. Coverage for periods of sick leave, vacation or other absences is the responsibility of the contractor. The Guard normally may be granted a rest period not to exceed ten (10) minutes during each four (4) hours of continuous duty. Rest periods may not, under any circumstances, be a continuation of the lunch period, and they may not be granted immediately after the beginning of the workday or immediately prior to quitting time, nor may they be accumulated. The normal work week shall be Monday through Friday. Federal Holidays observed by the VA are: New Year s Day, Martin Luther King Jr Birthday, Washington s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day and any federal holiday declared by executive order. During these holidays, the clinic is closed, and security staffing shall not be required. 8. TYPE OF CONTRACT The VA Medical Center (VAMC) will award a firm fixed price contract pursuant to this solicitation. 9 CONTRACTOR FURNISHED PROPERY AND SUPPLIES The Contractor shall furnish and maintain in acceptable condition, at no cost to contract guard employees, all items of uniform and equipment necessary to perform work required by this contract, as discussed in this paragraph. Uniforms. Standard of appearance shall conform to those prescribed in VHA Supplement to MP-1, Part 1, Paragraph 17(b). Any disputes regarding application of the standard shall be referred to the contracting officer. The color of the contractor s 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. Appropriately lettered breast and cap badges, indicating the jurisdiction from which police authority is obtained, shall be worn as part of the uniform (provided 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 name tags shall be worn over the right breast shirt pocket. No other identification of the contractor or employee shall be worn or displayed on the uniform. 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. Shoes shall be low quarter or high-topped lace type with police or plain toe and standards heel. The color of the shoe shall match the color of leather equipment accessories. Any deviation from the above requirements must be approved by medical authorities. The color of uniform accessories and equipment shall be standard black and brown, as may be appropriate to match the uniform. 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. NOTE: No guard may enter on duty without wearing the proper uniform (including accessories). Each guard on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, replacement flashlight batteries and bulbs, and traffic control safety apparel (reflective vests, gloves, traffic batons, etc.), as appropriate to operations. Guards shall not be permitted to provide themselves with any unauthorized supplemental, personal items or other non-standard items. 10. 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: Assure that valid appointment documents shall be carried by each employee while on duty unless local or State law requires the Contractor to maintain the records. 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 if required. The Contractor shall assume full liability for any act of his employee(s) in the exercise of any such police authority. 11. ON-SITE SUPERVISION The Contractor shall provide the name(s) telephone number(s) and address(es) of the on-site or in-field supervisor to the CO prior to performance under this contract. The term on-site supervisor means a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to-day basis at the work site or vicinity. The Contractor shall provide the level of supervision to ensure employees are properly performing all duties as specified in accordance with contract. The on-site or in-field supervisor shall assure that guard(s): Are in uniform and present a neat appearance Maintain a continued state of proper training Possess the necessary permits, authority, etc. Maintain continued liaison with the COR or designated alternate 12. GUARD SERVICES Reporting Incidents of Arrest of Contract Security Guard Because of their security and law enforcement responsibilities, contract security guards occupy positions of special trust within the OPC. Their position and duties permit frequent, unsupervised access to many areas of the VA facility and they are charged with the responsibility of protecting property and lives of patients, employees and visitors. No person will be employed as a contract security guard who was convicted of a serious crime (felony or misdemeanor) or who history reflects a disregard for criminal laws and regulations. Therefore, anytime a contract security guard assigned to this Contract is arrested for a criminal act, the guard s ability to continue in this position at the Aiken CBOC shall be evaluated for continuing performance under the contract. It will be the responsibility of the contractor to make a verbal report of the arrest of a security guard-to the Manager, Aiken Community Based Outpatient Clinic at and the Chief, VA Police Department at the Charlie Norwood VA Medical Center in Augusta, GA on the first day that the guard reports to work after the incident. The verbal report will be followed up by a written report not later than five working days after the return to work. The report will include whether the alleged offense(s) are misdemeanors or felonies (exceptions include traffic and parking violations), date of alleged offense(s) and name of the arresting authority. The contractor may forego the written notification by removing the individual and assigning another VA certified security guard to the OPC. Weapons Policy: Firearms, guns or devices which expel any projectile or substance by spring action, gas or other means; any type of nightstick other than the PR24X are not authorized for possession by contract security guards at the VA CBOC. 13. SECURITY REQUIREMENTS FOR CONTRACTOR EMPLOYEES A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors and affiliates only to the extent necessary to perform the services specified in the contract, agreement or task order. All contractors, subcontractors and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees have access to the same types of information. The level and process of background security investigation for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security and Preparedness is responsible for these policies and procedures. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor s rights to use data as described in Rights in Data General, FAR 52.227-14(d)(1). If VA determines that the contractor has violated any of the information confidentiality, privacy and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. The contractor/subcontractor must store, transport or transmit any VA sensitive information in an encrypted form, using VA-approved encryption tools or inside of a VHA Internal Privacy Act/HIPAA envelope. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including two who, how, when and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG a Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal laws violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third part arising from, or related to, the incident. Consistent with the requirements of 38 U.S.C §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. - Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: Nature of the event (loss, theft, unauthorized access) Description of the event, including: Date of occurrence Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code Number of individuals affected or potentially affected. Names of individuals or groups affected or potentially affected Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted plain text Amount of time the data has been out of VA control The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons) Known misuses of data containing sensitive personal information, if any Assessment of the potential harm to the affected individuals Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate and Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports Data breach analysis Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution One year of identity theft insurance with $20,000.00 coverage at $0 deductible Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories or financial affairs. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems Successfully complete the VA Cyber Security Awareness Rules of Behavior training and annually complete required security training Successfully complete the appropriate VA privacy training and annually complete required training Successfully complete any additional cyber security or privacy training as required for VA personnel with equivalent information system access (to be defined by the VA program official and provided ...