S206--VA Palo Alto Health Care System (VAPAHCS) Security Guard Services

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email only to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to contact@example.gov by the due date and time of 04/09/2025 by 4:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aide such as informal pricing. This is a non-personal services contract to provide security services for the Palo Alto Campus of the VA Palo Alto Health Care System (VAPAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The contractor shall perform to the standards in this contract. Period of Performance: September 1, 2025, to August 31, 2030 Place of Performance: VA Palo Alto Health Care System 3801 Miranda Ave Palo Alto, CA 94304 (Main Campus) VA Palo Alto Health Care System Menlo Park / BAART Clinic Building 332 lobby. 795 Willow Road Menlo Park California 94025 VA Palo Alto Health Care System: MG Gourley Outpatient Clinic 201 9th Street, Marina, CA 93933 VA Palo Alto Health Care System: Fremont Outpatient Clinic 39199 Liberty Street Fremont, CA 94538 VA Palo Alto Health Care System: Capitola Outpatient Clinic 1350 41st Avenue Suite 102 Capitola, CA 95010 VA Palo Alto Health Care System: San Jose Outpatient Clinic / Vet Center 5855 Silver Creek Valley Pl San Jose, CA 95138 Personnel Required: Palo Alto A total of (4) Security Guards are required at all operational times, e.g. (2) of the Security Guards will man posts monitoring campus traffic, one (1) Security Guard will work at the Defender s Lodge and Fisher Houses 1 & 2 during the night shift (7) days a week. (1) Security Guard will work the ER 24/7 including holidays. Menlo Park BAART Program personnel total (1) Security for tour of duty MG Gourley Outpatient Clinic personnel total (3) Security for tour of duty Fremont Outpatient Clinic personnel total (1) Security Guard for tour of duty Capitola Outpatient Clinic personnel total (1) Security Guard for tour of duty San Jose Outpatient Clinic (2) Security Guards for tour of duty Hours of Operation: Coverage for the Palo Alto traffic main campus will be between the hours of 6:00 A.M. to 2:30 P.M., Monday to Friday. ER Department 24/7 security coverage fixed post excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 4,000 annual hours (2 guards, 8-hour shift = 2,000 annual hours per guard excluding federal holidays) + 8,472 (1 guard 24/7 excluding federal holidays) Coverage for the Defenders Lodge Building, and Fisher Houses 1 and 2 roving at Palo Alto will be between the hours of 11:00 P.M. to 7:30 A.M., 7 days a week excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 2,824 (1 guard, 8-hour shift, excluding federal holidays), 10 annual special events. Coverage for Menlo Park BAART Program will be between the hours of 6 A.M till 2:30 P.M. Monday to Friday, Saturday coverage 7 A.M. till 11 A.M, Holidays 7 A.M. till 10 A.M. or when the Government facility is closed due to local or national emergencies, administrative closings or Government directed facility closings. 2,824 annual hours (1 guard, 8-hour shift, excluding federal holidays) + 52 annual hours (1 guard, Saturday 4-hour shift), 36 annual hours (1 guard, Holidays 3-hour shift) + 10 annual hours (Special Events / Emergency Services/ Call backs) Coverage for Capitola Outpatient Clinic will be between the hours of 9:00 A.M. to 3:00 P.M, Monday to Friday excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings or Government directed facility closings.1,500 annual hours (1 guard, 6-hour shift, excluding federal holidays). Coverage for MG Gourley Outpatient Clinic will be between the hours of 6:30 A.M. to 6:30 P.M., Monday to Friday excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 9,000 annual hours (3 guards, 12-hour shift, excluding federal holidays). 10 annual hours (Special Events / Emergency Services/ Call backs). Coverage for Fremont Outpatient Clinic will be between the hours of 7:00 A.M. to 7:00 P.M., Monday to Friday excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 3,000 (1 guard, 12-hour shift, excluding federal Contractor Furnished Items and Services Uniform & Equipment. 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 section. Cellular telephone with Nextel Direct-Connect capability. Furnish the phone number and direct connect number to the COR. Computer and internet connectivity that will enable guards to send/receive official email. Guards will not have access to the VA local area network and are not authorized to use VA furnished computers. Uniforms. Standard of appearance shall conform to those prescribed in VAHB 0730. Any disputes regarding application of the standard shall be referred to the Contracting Officer. The uniform will be neat, clean, and well-pressed. The color of the Contractor's guard force uniforms shall be in accordance with California State Law. 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. Badge: Appropriately lettered badges, indicating the jurisdiction from which guard 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 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 uniform. Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition: Shirt, short sleeve Shirt, long sleeve (optional) Trouser, all-season weight Necktie, Clip-on or Breakaway Jacket, winter, patrol type (Reefer style) Jacket, light weight. Gloves (pair), color to match accessories. Key strap w/flap Flashlight Flashlight holder Long sleeve shirts are optional. When wearing the long sleeve shirt, the necktie will also be worn. Leather shoes (low quarter type) or police-style boots plain toe and standard heel. The color of the shoe shall match the color of leather equipment accessories. Shoes/boots will be of plain design, in good repair and shined to a luster. The color of uniform accessories and equipment shall be in accordance with California State law. 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 or personals such as concealed or unconcealed firearms, knives, "come along", or other such nonstandard items. Specific Tasks Guard Services: Assignments will include the following: Entrance Control Post. Operate and enforce a system of personnel identification. Perform package inspection when directed to do so. Roving Patrols. Conduct patrols in accordance with established routes and schedules. Traffic Control. Direct vehicle and pedestrian traffic as required ensuring safety. Building Rules and Regulations. Observe building occupants and visitors for compliance with posted rules and regulations. Law and order. Maintain law and order within the areas of assignment. Unauthorized Access. Discover and report persons attempting to gain unauthorized access to the property. Hazardous Conditions. Take immediate action to prevent injury of patients or staff (use safety cones to block area and direct activity around the hazard, etc.) Injury or Illness. Obtain professional assistance in accordance with procedures in the officer s Duty Book in the event of injury of illness to Government employees, Veterans, or others while in the building or on the grounds. Additional Duties. Turn off unnecessary lights, check safes, lock type repositories, and cabinets, close windows, open and secure doors, and gates, etc. Reports and Records. Prepare required reports as required/directed. Maintain necessary records. As necessary, turn reports and records in to designated official. Submit a daily activity report to the COR (fax or email). 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 public, lawfully in buildings or on the grounds under the control of the Government. Emergencies. Respond to emergency situations and provide appropriate assistance. Immediately notify the VA Police, COR, as appropriate, of action taken. Additional Safety Duties: In the event of a serious incident, the contractor shall immediately notify the VA Palo Alto Health Care System Police +1 (555) 000-0000 in accordance with VA PAHCS Police SOP, Notification Requirements During Serious Incidents. The additional security personnel may be utilized to assist VAPAHCS medical staff aiding VAPAHCS staff who are conducting the screening of patients/visitors entering the facility by asking questions do you have a fever or cough have you traveled outside the US in the past. Special Events / Emergency Services/ Call backs, Selected Saturdays, and Holidays: Upon the request of the Contracting Officer s Representative (COR), the contractor shall provide Security Guard Services for special events, emergencies, call backs, selected Saturday, and holiday during the year, whether scheduled or unscheduled. These events can be holidays or other days designated by the COR. These special events, emergency situations, call backs and selected Saturday and Holiday may require work after the normal work hours or an increase in personnel during normal work hours. In the event special event notification will be given to the contractor at least 6 hours in advance. The special event task will be on an as needed basis at the hourly labor rate agreed to and specified in the Price Schedule. During emergency security personnel may be utilized to assist VAPAHCS medical staff aiding VAPAHCS staff who are conducting the medical screening of patients/visitors/staffs entering the facility by asking questions do you have a fever or cough have you traveled outside the US in the past 14 days. VAPAHCS will provide training for security personnel during any emergency assistance involving security personnel. Reserve Personnel (Back-up Staff) Prior to commencement of work on this Contract, the Contractor is required to submit to the COR, the names and all necessary documentation of fully trained and qualified personnel who will be used in a reserve capacity (e.g. to replace guards on scheduled or non-scheduled sick leave or vacation, to respond to emergency service, or similar situations), for approval via email to the COR. Limitation on Work Hours to be provided by Individual Employees: No employee of the contractor shall provide more than twelve (12) hours of service in any twenty-four (24) hour period unless the work periods are separated by an eight (8) hour non-duty period ( service includes VA contract work and any other employment). This limitation may be temporarily adjusted by the CO verbally in emergency situations which are beyond the control of the Contractor (i.e. weather conditions that prevent the next shift from getting to the building, civil disturbances, bombings, etc.). A written confirmation of waiver must be obtained for each occurrence. Supervision: Contractor shall provide access to supervisor level personnel during all authorized duty shifts. Each supervisor shall have a background with a minimum of two (2) years of successful experience supervising commercial or industrial security guards. Ongoing Communication: The contractor supervisor shall personally contact the COR during the first week of every month to review and discuss matters of mutual concern. Contact may be in person or by telephone. Health and Physical Fitness Requirements: All employees assigned by the Contractor to work under this contract shall be physically able to perform all general patrol duties, functions, and activities; shall be free from any communicable disease; 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, 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 the employee, and medical certification attesting to the results of this examination shall be furnished to the COR on Standard Form 78, to be provided after contract award, at least five days prior to anticipated date of assignment. This form must receive the approval of the COR prior to assignment of the employee to duty. In addition, all Contractor employees providing services specified under this contract must undergo a psychological assessment without cost to the Government or the employee, attesting to the results and provide results via memo on letterhead from the psychiatrist s office. The memo shall be furnished to the COR after contract award, at least five days prior to anticipate date of assignment. This form must receive the approval of the COR prior to assignment of the employee to duty. Security guard 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. The employee shall be reexamined annually, and the results shall be furnished to the COR and CO. 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. Individuals shall have no established medical history or medical diagnosis or epilepsy or diabetes, or where such a condition exists, the individual shall provide medical evidence that the condition can be controlled with proper medication so that the individual will not lapse into a coma or unconscious state while performing assigned guard services duties. An individual who has been incapacitated due to serious illness, injury, disease, or operation, which could interfere with the effective performance of assigned guard services duties shall, prior to resumption of such duties, provide medical evidence of recovery and ability to perform such duties. Individuals shall have no established medical history or medical diagnosis of habitual alcoholism or drug addiction, or, where such a condition has existed, the individual shall provide certified documentation of having completed a rehabilitation program which would give a reasonable degree of confidence that the individual would be capable of performing assigned guard services duties. Meal Periods: The Guard whose tour includes a non-paid lunch period shall be relieved from duties during such period, normally not to exceed 30 minutes, by certified personnel and shall not be required to remain within proximity of his/her duty station. Rest Periods: The Guard normally may be granted a rest period not to exceed fifteen (15) minutes during each four (4) hours of continuous duty. Rest periods may not, under any circumstances, be continuations of the lunch period. Rest periods will not be granted at the beginning of the workday or immediately prior to the end of a workday. Rest periods will also not be accumulated. Work Scheduling Procedures: The Criteria for establishing work schedules and requirements for contract relief period and for starting and stopping work are contained herein: Work schedules for supervisors and guards shall be prepared by the Contractor on separate schedules and posted in work areas, at least one week in advance, at four-week intervals. (For continuity and familiarity with requirements, the Contractor should have individual post(s) manned by the same guard(s) on a normal weekly basis, not to exceed a total of 40 hours per week. Low turnover in personnel is also desirable. Schedules shall be prepared on a form approved by the COR and the VA Police Chief, or designee. Changes to the schedules shall be posted in work areas in sufficient time prior to schedule change to assure that employees affected by a change in duty hours are properly notified. The removal or changing of guards from assigned post(s) must be approved by the COR or VA Police Chief or designee. (Unless an emergency exists). Guards may not leave their posts until properly relief arrives. When this occurs, it will be specifically noted. All guards and supervisors shall be in proper uniform and ready to begin work promptly at the start of their shift. The Supervisor is responsible for ensuring that guards meet uniform and appearance standards before being logged in for duty. Those who fail will be rejected for duty until they comply and will not be permitted to log-in for pay until such time as the Supervisor deems them fit. All personnel shall remain on the job in full uniform until the end of their full tour of duty. Discrepancies will be noted in duty log and reported by Contractor Supervisor to VA Police Chief or designee. Repeated incidents may be considered cause for permanent removal from performance under this contract, if determined to be in the best interest of the Government by the VA Police Chief or designee and requested through the Contracting Officer. Training To be eligible to perform under this contract, each contract guard shall meet California State requirements for guards. The Contractor shall provide the COR a recommended plan for training Guards and supervisors. The plan must list training and/or courses that will be required for employees and an approximate schedule for attendance. This plan will also include methods the Contractor will use to maintain continuity of contract guards and supervisors with a minimum turnover in personnel. The Contractor shall submit to the COR written certification that each guard has been trained in accordance with California State Law and the Contractor Training Plan. All formal training required shall be administered (i.e., taught, presented) by persons who are certified in accordance with California State Law. Authority and Jurisdiction Each guard must carry identification required by California State Law (Guard Card). Copies of guard licenses and permits required by California State Law will be furnished to the COR upon request. The Contractor's employee shall maintain a valid state security officer's certification during the term of his/her employment under the contract. On-Site Supervision The Contractor shall provide the name(s), telephone number(s), and address(es) of the onsite or in field supervisor, in writing, to the COR prior to performance under this contract. The term "onsite 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 that employees are properly performing all duties as specified in accordance with contract. The onsite 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. Special Contract Requirements Recording Presence: Each contract security person must sign-in when reporting for duty and sign-out when leaving at the end of the shift. A Record of Time of Arrival and Departure, or other approved sign-in/sign-out form or call log shall be utilized as specified by COR. The sign-in and sign-out location will be designated by the COR who may accept recommendations offered by guard supervisors. Entries made for arrival and departure will be countersigned by an authorized representative of the Contractor. Changes/corrections in the log will also be initialed NO erasures or deletions. Submit daily activity reports to the COR (fax or email). Reporting Work Hours Provided: The Contractor shall submit to the COR, attached to the invoice, a legible report or form documenting the hours worked by each productive contract employee during the previous month. This report shall be certified by the Contractor as to its accuracy. The Contractor s on-site supervisor may submit and certify the report as being accurate if the Contractor has provided written authorization to do so. The report will be used by the Government to verify compliance with the man-hour requirements of the contract and will be the basis for verification and approval for invoice payment. Hours will be verified by COR. Standards of Conduct: The Contractor shall be responsible and legally liable for employee performance and for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is also responsible for ensuring that employees do not disturb papers on desks, open desk drawers or cabinets, use Government telephones, or access computerized internet, software or network except as authorized. Each guard is expected to adhere to standards of behavior that reflect credit on themselves, their employer, and the Federal government. Disciplinary actions, including removal actions, shall be the responsibility of the Contractor. VA Police Chief and Contracting Officer are to be kept apprised of actions and situations. Removal from Duty: The Government may also require 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(s) of duty. The Contractor shall comply and provide a replacement. Such a determination of unfitness may be made for the following types of incidents of misconduct or delinquency: Violations of VA Rules and Regulations Governing Security, Law Enforcement, and Standards of Conduct on Veterans Affairs Property, 38 CFR 1.218. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, lack of or limited productive service and refusing to render assistance or cooperate in upholding the integrity of the security program at the worksite. 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, rude inappropriate comments, sexual harassment, intimidation by words or actions, or fighting. Also, participation in disruptive activities which interfere with the normal and efficient operations of the government. Theft, vandalism, immoral conduct, or any other criminal act. Selling, consuming or being under the influence of intoxicants, drugs, or substances which produce similar effects. Involvement in commercial activities at any time while on Government controlled property (included soliciting sale, donation, etc., from employees, patients, or others). Improper use of official authority or credentials. Unauthorized use of communications equipment or Government property (includes unauthorized or personal use of internet, long distance telephone services or government computer network). Possession or Misuse of weapons(s). Violation of security procedures or regulations. Applicable Publications As used throughout the following policies and regulations, any reference to "VA police" mean "Contractor personnel." Regulations Safeguarding Personal Information and VA Records: VAPAHCS Health Care System Memorandum #00PO-10-06, Privacy Policy. Contraband: VA PAHCS Health Care System Memorandum #07-09-13, Illegal Weapons, Contraband Searches, and Access to Patient Vehicles. Violence in the Workplace: VA PAHCS Health Care System Memorandum #05-09-51, Intimidating and Disruptive Behavior in the Workplace (Code of Conduct) Parking: VA PAHCS Health Care System Memorandum #07-09-04, Parking and Traffic Control Armed assailants: VA PAHCS Health Care System Memorandum #07-09-07, Response to an Active Threat Event. Response Method: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VAPAHCS Security Guard. At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 561612 ($29 Million). 5. Provide a summary of the type of services performed and experience as it relates to staffing Security Guard Services and any details if performing services in the Palo Alto, California region. 6. UEI Number 7. Sub-Contracting Intentions (provide above items 1 thru 6 of intended vendor along with description of sub-contractor duties). 8. GSA/FSS contract #, effective dates and if Mass Modification is in-place that allows pricing to exceed awarded pricing level. 9. Additional information and/or comments. Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in VA's Vendor Information Pages (VIP) database at www.vip.vetbiz.gov to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice with in the above stated due date will be eligible for award.