Surveillance Guard

This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Statement of Work The intent of this statement of work (SOW) is to provide a full range of services needed and original approaches for performing surveillance of the contract security guard services at various locations throughout the National Institutes of Health (NIH), on and off campus in the local area (Washington-Baltimore). This surveillance will determine whether security Guard Force contract requirements are in compliance with the contract specifications and identify potential improvement opportunities. Ia. Scope: The NIH seeks a contractor who is knowledgeable and has not less than three years experience in the field of Quality Assurance Inspections/Surveillance as related to the security field and performance based contracts. The contractor will be tasked with staffing and conducting around the clock (24/7) inspections/surveillance of the NIH contractor guard force delivery of services. These inspections will consist of random, scheduled and unscheduled inspections, conducted during all hours of the day and night, including holidays, weekends, and periods of inclement weather. Inspections/surveillance will be performed at all NIH facilities in the local area (Washington-Baltimore) that have contract Guard forces assigned. There are currently 23 separate posts on campus and 20 off campus sites with contract Guards assigned that total approximately 500 personnel on all shifts. Several of these sites are staffed with contract Guards 24 hours a day. The location and the number of posts are subject to change. Included in the inspection process will be surreptitious attempts to penetrate the various levels of the contractor's security at perimeter vehicle entrance and building entrances using methods which should be readily detected by alert guards trained by the contractor and NIH. The contractor will also conduct inspections of administrative tasks as required (reports, schedules, etc.). Performance monitoring will be conducted at any NIH facility with contract Guard personnel on and off campus in the Washington- Baltimore area. The contractor will document their performance daily of all evaluations and locations by adding their data to one or more electronic databases/datafiles. The contractor should practice effective resource management as part of their daily work effort. II. Background as defined by the NIH mission statement NIH is the steward of medical and behavioral research for the Nation. Its mission is science in pursuit of fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to extend healthy life and reduce the burdens of illness and disability. The goals of the agency are as follows: - foster fundamental creative discoveries, innovative research strategies, and their applications as a basis to advance significantly the Nation's capacity to protect and improve health - develop, maintain, and renew scientific human and physical resources that will assure the Nation's capability to prevent disease - expand the knowledge base in medical and associated sciences in order to enhance the Nation's economic well-being and ensure a continued high return on the public investment in research - exemplify and promote the highest level of scientific integrity, public accountability, and social responsibility in the conduct of science. In realizing these goals, the NIH provides leadership and direction to programs designed to improve the health of the Nation, and protection of the Nation and its citizens in the area of bio-defense, by conducting and supporting research in: - the causes, diagnosis, prevention, and cure of human diseases - the processes of human growth and development - the biological effects of environmental contaminants - the understanding of mental, addictive and physical disorders - directing programs for the collection, dissemination, and exchange of information in medicine and health, including the development and support of medical libraries and the training of medical librarians and other health information specialists. The Office of Research Services (ORS) provides services to the NIH Community that support its mission of uncovering new knowledge about the prevention, detection, diagnosis, identification and treatment of disease and disability. Those services range from providing animal care and facilities, to library and conference services, to services related to security and safety. ORS supports all 27 Institutes and Centers (ICs) that operate in multiple locations, including the primary location on the Bethesda campus. The Guard Force Operations Branch of the NIH Police is responsible for providing and administering contract guard services at specific buildings and entrances both on and off campus to supplement security systems and/or law enforcement personnel. The Office of Quality Management(OQM) assists the ORS leaders in their customer service and organizational improvement efforts through education, consultation, information sharing and technical advice. The OQM provides the Guard Force Operations Branch of the NIH Police with direct surveillance of the contract Guard Force by providing an experienced Quality Assurance evaluation staff. III. Procurement Goals and Objectives Overall Goal: The intent of this procurement is to select a vendor capable of providing the full range of services needed to ensure reliable surveillance of contract security guard services that provide a continuous, efficient and effective evaluation of contractual performance requirements. Based on the amount of posts that require surveillance and past experience, it is anticipated that a crew size of not more than three well organized full time personnel would be required to provide 24/7 coverage. It is recommended that one of the assigned vendor personnel act as an on site project leader/manager to handle administrative issues that will be required between the vendor and NIH and to pass on information from the customer to other staff members in addition to performing surveillance. Objectives/Services: - Support monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the NIH Project Officers needed changes in requirements - Perform special technical inspections required by this contract and as directed by the NIH Project Officers - Assist in the resolution of technical problems encountered during performance activities of the contract and make recommendations for process improvement. - Provide 24/7 surveillance of contract Guard Forces and report real and perceived infractions of established procedures. - Provide recommendations that identify areas of potential concern or that could reduce the possibility of unauthorized entry. - Provide efficient and effective customer service, and where possible, reduce costs while maintaining acceptable performance levels . - Provide schedules of personnel deployment not less than two weeks in advance. - Provide corrective actions where requested by the NIHPO/COTR/CO. - Provide summary reports as required. - Perform technical evaluations, as required and document that surveillance daily. These evaluations will include some or all of the following areas and are subject to change: 1. Employee, visitor and commercial vehicle access control. 2. Employee and visitor access control. 3. Proper equipment use related to security processing of personnel. 4. Verifying that reference documents are available. 5. Timing of actual inspection processes. 6. Proper post manning as defined in reference documents. 7. Alertness of Guard Force personnel. 8. Demeanor of Guard Force personnel. 9. Administrative functions. 10. Agency owned document control. 11. Agency owned equipment movement and control. IV. Key Definitions and Acronyms CO - Contracting Officer The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer (i.e., Contracting Specialists) acting within the limits of their authority, as delegated by the Contracting Officer. The Contracting Officer is the only person with the authority to act as an agent of the Government under this contract. Only the Contracting Officer has authority to: - direct or negotiate any changes in the SOW or specifications - modify or extend the period of performance - change the delivery schedule - change any terms and conditions of the contract. NIHPO-NIH Project Officer In addition to the NIH Contracting Officer (CO), NIH will designate an individual to be the NIH Project Officer (NIHPO). The NIHPO is the individual responsible for overall oversight and technical direction of the work under this delivery order. (See the Technical Direction clause in the Provisions section in this delivery order.) Performance Requirements Summary (PRS) A matrix with: - A column for each of the following four critical elements: required services, performance standards, acceptable quality levels and NIH monitoring method. - A final row listing the strategic contract incentives (positive or negative) that are linked to achieving the proposed performance standards. The PRS serves as the basis for the performance work statement. Performance standards Performance standards establish the performance level required by the Government to meet the contract requirements. The standards shall be measurable and structured to permit an assessment of the contractor's performance. Performance Work Statement (PWS) A statement of work for performance-based acquisitions describes the required results in clear, specific and objective terms with measurable outcomes. The PWS, to the maximum extent practicable, describes the work in terms of "what" is to be the required output rather than either "how" the work is to be accomplished or the number of hours to be provided. A PWS may be prepared by the Government or result from a Statement of Objectives (SOO) prepared by the Government where the GSA Schedule Contractor proposes the PWS. Statement of Work (SOW) - a Government-prepared document incorporated into the solicitation that states the overall performance objectives. It is used in solicitations when the Government intends to provide flexibility to each Contractor to propose an innovative approach. The purpose of a SOW is to provide contractors with maximum flexibility to conceive and propose innovative approaches and solutions. In this approach, the contractors' quotes contain work statements and performance metrics and measures (which are based on their proposed solutions and existing commercial practices). V. Scope of Services Work Locations: The contractor shall provide the full range of services needed to perform surveillance services at the NIH work sites described in the most recent Guard post staffing plan, which is subject to change. (Staffing Plan) The total amount of Guard posts have been greatly reduced over the last two years. VI. Period of Performance The contract will provide for a base period plus four one-year options. The base period shall consist of 12 months of operations beginning on or about 4/1/09. The contractor shall be notified of award of the order not less 30 days in advance of that date to allow for implementation of transition activities where possible. VII. Constraints - Potential evaluators must undergo a background check and be eligible for and maintain issuance of a secret security clearance that will enable them to access not less than a Level 5 secure area. - New HSPD-12 requirements. - Potential evaluators will be required to test the vehicle entry points at any location on the NIH campus and off site facilities from a vehicle operators position. Ownership, maintenance and operational expenses associated with any vehicles used as part of this contract are considered vendor provided equipment and are the responsibility of the vendor. - Evaluators will encounter the usual seasonal changes and weather extremes associated with performing duties while outside. - All data collected, observed or shared among NIH group is considered sensitive. - Vendor may not be able to compete for future security guard contracts at NIH while this contract is in force. - Limited resources. - Personnel should possess adequate computer skills that will enable the accurate collection and storage of data. - Personnel should be routinely rotated through the various work shifts to reduce the likelihood of facial recognition by the Guard force to all practical extent. - The NIH main campus is a - Tobacco Free work place. . VIII. Government-Furnished Resources All government furnished facilities, equipment and materials will be provided in - as is condition. Government furnished property and resources are as follows: Office space with desks and filing space. Two desk top computers with LAN and internet access and standard applications. FAX machine. Copy capability. Fixed line telephones. PDA hand help communication devices, as they are available. Limited shuttle bus services to off campus NIH facilities. Video cameras and monoculars. IX. Contract Type Firm Fixed Price. X. Preparation of a Performance Work Statement (PWS) Technical quotes submitted in response to this solicitation should include a proposed PWS which addresses the objectives, services and constraints identified in this SOW. The PWS shall identify the work requirements and deliverables. The PWS shall also contain a Performance Requirements Summary with the components defined in Section III above. Contractors are encouraged to use innovative approaches in addressing the requirements contained in this SOW and solicitation. That creativity should be reflected in the proposed PWS which will be evaluated in terms of the extent to which it successfully addresses the requirements and constraints of the SOW and the likely effectiveness of the proposed performance standards, monitoring approaches, and incentives in producing optimal contract results while lessening the Government's oversight burden. The PWS is subject to negotiation and the final version will be incorporated in the final contract/order awarded to the successful Contractor. Technical Evaluation Criteria. - A minimum of 3 years of successful experience is required in the field of Quality Assurance Surveillance/Evaluation as it applies to security. The vendor should possess a working knowledge in performing quality assurance evaluations within a security environment that provides the full range of services needed to identify and reduce vulnerabilities. This experience will include, but is not limited to, surreptitious attempts to penetrate various levels of the contractor's security effort using methods which should be readily detected by a thoroughly trained and proficient Guard force. This surveillance will be conducted around the clock at all sites with contract Guard forces assigned, in all weather conditions, on weekends and holidays and as required by special request of the client. The vendor will also perform inspections of administrative tasks such as schedules, personnel certifications, post order reviews, Guard duty logbooks, special access control procedures and other similar tasks as assigned. The vendor may periodically be tasked to perform a general assessment and review of the overall security Guard service as needed, based on service level agreements. The vendor may be required to produce reports and provide briefings as needed. The vendor should have experience in the use of equipment typically used for physical security to include x-ray machines, magnetometers (handheld and fixed), explosive detectors, video cameras, binoculars, monoculars, etc. - Experience is valued at 85%. - Past performance is valued at 15% FAR Clause 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (JUNE 2008) (a) North American Industry Classification System (NAICS) code, and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees. (b) Submission of Offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show--- (1) The solicitation number; (2) The time specified in the solicitation for receipt of offers; (3) The name, address, and telephone number of the offeror; (4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b)for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments; (10) Past performance information, when included as an evaluation factor to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and (11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government and returned at the sender's request and expense, unless they are destroyed during preaward testing. (e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted shall be evaluated separately. (f) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due. (2) (i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is ``late'' and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-- (A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or (B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or (C) If this solicitation is a request for proposals, it was the only proposal received. (ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted. (3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel. (4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer. (g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. (h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer. (i) Availability of requirements documents cited in the solicitation. (1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to--GSA Federal Supply Service Specifications Section, Suite 8100, 470 East L'Enfant Plaza, SW, Washington, DC 20407, Telephone (202) 619-8925, Facsimile (202) 619-8978. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee. (2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites: (i) ASSIST (http://assist.daps.dla.mil) (ii) Quick Search (http://assist.daps.dla.mil/quicksearch) (iii) ASSISTdocs.com (http://assistdocs.com) (3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by (i) Using the ASSIST Shopping Wizard (http://assist.daps.dla.mil/wizard); (ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or (iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111 5094,Telephone (215) 697-2667/2179, Facsimile (215) 697-1462. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Data Universal Numbering System (DUNS) Number. (Applies to all offers exceeding $3,000, and offers of $3,000 or less if the solicitation requires the Contractor to be registered in the Central Contractor Registration (CCR) database. The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation - DUNS or - DUNS +4" followed by the DUNS or DUNS+4 number that identifies the offeror's name and address. The DUNS +4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional CCR records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform An offeror located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office. (k) Central Contractor Registration. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the Internet at http://www.ccr.gov or by calling 1-888-227-2423 or 269-961-5757. (l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable: (1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer. (2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror. (3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award; (5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror. (6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency. FAR Clause 52.212-2 EVALUATION-COMMERCIAL ITEMS (JANUARY 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: [Contracting Officer shall insert the significant evaluation factors such as (i) technical capability of the item offered to meet the Government requirement; (ii) price; (iii) past performance (see FAR 15.304); (iv) small disadvantaged business participation; and include them in the relative order of importance of the evaluation factors, such as in descending order of importance.] Technical and past performance, when combined, are [Contracting Officer state, in accordance with FAR 15.304, the relative importance of all other evaluation factors, when combined, when compared to price.] (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) OFFEROR REPRESENTATIONS AND CERTIFICATIONS - COMMERCIAL ITEMS The offeror makes the following Representations and Certifications as part of its proposal (check/complete all appropriate boxes or blanks on the following pages). (Name of Offeror) (Signature of Authorized Individual) (Date) (Typed Name of Authorized Individual) Note: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. FAR Clause 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS - COMMERCIAL ITEMS (JUNE 2008) An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provisions. (a) Definitions. As used in this provision-- Emerging small business means a small business concern whose size is no greater than 50 percent of the numerical size standard for the NAICS code designated. Forced or indentured child labor means all work or service (1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or (2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties. Manufactured end product means any end product in Federal Supply Classes (FSC) 1000-9999, except (1) FSC 5510, Lumber and Related Basic Wood Materials; (2) Federal Supply Group (FSG) 87, Agricultural Supplies; (3) FSG 88, Live Animals; (4) FSG 89, Food and Related Consumables; (5) FSC 9410, Crude Grades of Plant Materials; (6) FSC 9430, Miscellaneous Crude Animal Products, Inedible; (7) FSC 9440, Miscellaneous Crude Agricultural and Forestry Products; (8) FSC 9610, Ores; (9) FSC 9620, Minerals, Natural and Synthetic; and (10) FSC 9630, Additive Metal Materials. Place of manufacture means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly ...