Unarmed Guard Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Parts 12, 13.5,15, and 19 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Solicitation DOL-MSH-16-R-00004 is being issued as a Request for Proposals (RFP), to provide Unarmed Security Guard and Patrol Services for the National Mine Health & Safety Academy, a division of the U.S. Department of Labor's Mine Safety & Health Administration, located at 1301 Airport Road, Beaver, West Virginia, 25813. This acquisition is a 100% Total Small Business set-aside.. The North American Industry Classification System (NAICS) code is 561612 and the size standard is $20.5 million. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-87. Offerors are encouraged to read the solicitation package in its entirety to fully become aware of the work requirements of this solicitation. In order for a proposal to be considered, Offerors must submit a signed and dated SF -1449 including any Amendments duly acknowledged, and completed Pricing Schedules for the Base Period and 4 Option Years. Offerors shall also complete and submit with their proposal FAR provisions 52.209-5, 52.209-7, 52.219-1, 52.222-25, and 52.212-3 that are included in the solicitation. This Request for Proposals contains a work statement for performance-based services. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security, or communication requirements. It is the responsibility of the Contractor to ensure that they build into their quoted price the necessary number of employees and hours it will take to meet the performance standards specified. If any part of the work will be subcontracted, the proposal must reflect the tasks to be performed by the prime and subcontractor, including a breakdown of costs in the price proposal that demonstrates that at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. NOTICE OF SITE VISIT: A site visit is scheduled at the Mine Safety & Health Administration, 1301 Airport Road, Beaver, West Virginia, 25813, for Wednesday, June 1, 2016 beginning at 10:00 a.m.EST. This will be the only site visit conducted. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Please send an e-mail to contact@example.gov no later than 5:00 p.m. Tuesday, May 31, 2016 providing your company name, address, phone number, DUNS number, and the name(s) of the person(s) that will be attending the site visit. This facility is guarded; therefore, proper identification (Driver's license and/or photo ID card) is required for admittance. Site visit attendees will report to the Academy's main reception area to wait for the site visit to begin. Questions are due by 5:00 p.m. EST Friday, June 3, 2016.. Questions must be submitted to Rhonda Sizemore via e-mail at contact@example.gov. No phone calls will be accepted. Answers to all questions will be posted to FedBizOpps. Proposals are due by 5:00 p.m EST Wednesday, June 15, 2016. Offerors must utilize the attached SF1449 to submit their pricing and pricing must include the base plus all option periods. Offerors must be actively registration in SAM (System for Award Management) with no active exclusions on the date the proposal is received and at the time of award. PERFORMANCE WORK STATEMENT (PWS) For GUARD SERVICES PART 1 GENERAL INFORMATION 1. Description of Services/Introduction: 1.1 Scope of Work: The purpose of this requirement is to obtain Security Guard Services for the United States Department of Labor (DOL), Mine Safety and Health Administration (MSHA), National Mine Health and Safety Academy (Academy or NMHSA) located in Raleigh County, West Virginia, at 1301 Airport Road, Beaver, West Virginia, 25813. The contractor shall perform the requirements in accordance with this PWS. The contractor shall furnish all management, supervision, and non-armed security guards necessary to ensure the safety and protection of all personnel and the protection of physical assets related to operational activities. The contractor shall furnish all supplies, equipment, and materials needed to perform the requirements described herein except those designated as Government-furnished in Part 3. 1.2 Background: The National Mine Health and Safety Academy (NMHSA) is one of the Federal training academies. It has a full- time staff of 88 Department of Labor (DOL) Mine Safety and Health Administration (MSHA) employees; and approximately 85 full-time contractor personnel. It has a fluctuating student count of up to 600 students in eighteen classrooms and ten laboratories. The NMHSA complex consists of nine buildings on 76.5 acres. Its principal facilities includes a four- level residence hall with 174 units, dining facility for 375, wellness center, pool, auditorium, and one MSHA tenant. The facility is fully guarded and controlled. The NMHSA is located in Raleigh County, WV and adjacent to Raleigh County Memorial Airport and is one-mile off of Interstate 64. Nearby are the Federal Correctional Institution and the Southern Regional Jail. The Academy is also used for non-Federal education services. The NMHSA location and use provide the potential for heightened security and threat levels through unauthorized entry. Such intrusions could increase employee and resident vulnerability to criminal activity and may result in implementing contingency plans commensurate with the threat level. 1.3 Scope: The contractor shall provide supervision and unarmed security guard services to control all entry and exit of vehicular and pedestrian traffic through the Main Gate/Post 1 (24 hours/7 days a week) including holidays and the Rear Gate/Post 2(0630 to 1530/ Mon.-Fri.) excluding holidays. The contractor shall also provide additional unarmed security guards to perform exterior/interior patrol, and emergency response to the needs of all who are at the Academy 24 hours a day 7 days a week. The contractor shall also ensure that Post 3Administrative Informational desk/switchboard is operational during business hours. 1.4 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month periods. The anticipated period of performance reads as follows: Base Year: September 25, 2016 through September 24, 2017 Option Year I: September 25, 2017 through September 24, 2018 Option Year II: September 25, 2018 through September 24, 2019 Option Year III: September 25, 2019 through September 24, 2020 Option Year IV: September 25, 2020 through September 24, 2021 1.5 General Information: 1.5.1 Quality Control Plan (QCP): The contractor shall establish and maintain a Quality Control Plan (QCP). A draft QCP shall be submitted with the proposal addressing how the contractor's intend on staffing, retaining and maintaining staff and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The QCP shall also include plans outlining the method for identifying deficiencies in services and how those deficiencies will be corrected to prevent re-occurrence. The final QCP shall be submitted to the Government at the post-award kickoff meeting. The plan will be reviewed by the Government and either accepted or returned with a request for changes within 7 working days. The contractor shall return the amended plan (if one is requested) within 7 working days' of receipt. Records shall be available for review by the COR and appropriate Government personnel upon request. 1.5.2 Quality Assurance: The Government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.5.3 Recognized Holidays: Guard Services are required 365 Days a year. The Contractor is required to perform services on the following holidays: New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.5.4 Place of Performance: The place of performance is the United States Department of Labor (DOL), Mine Safety and Health Administration (MSHA), National Mine Health and Safety Academy (NMHSA) located in Beaver, West Virginia. 1.5.5 Type of Contract: The Government contemplates award of a firm fixed price contract with a 12 month base period and four 12-month option periods. 1.5.6 Executive Order 13495: The Contractor shall comply with Executive Order 13495 regarding non-displacement of qualified workers and their right of first refusal of employment under the contract in positions for which they are qualified. 1.5.7 Rules of Behavior for Computer Use: Contractor shall comply with the Computer Security Act of 1987. All products and deliverables developed for the government shall comply with the DOL SDLCM standards, DOL Computer Security guidelines and the guidelines contained in OMB Circular A-130. All Contract staff working in DOL office space and/or using the DOL LAN/WAN and computer systems to perform duties under this contract will agree to and sign the DOL Rules of Behavior for Computer Use and a Non-disclosure Agreement. A copy of each signed and witnessed Non-Disclosure agreement shall be submitted to the COR prior to the employee performing any work under the contract. 1.5.8 IT Systems Security: Contractor staffs are required to conform to DOL's information technology and applicable personnel security and privacy requirements as described below. The Contractor agrees to comply with the IT system security and/or privacy specifications set forth in the Statement of Work, the Computer Security Act of 1987 Office of Management and Budget (OMB) Circular A-130 is, Appendix III, "Security of Federal Automated Information Systems," and the DOL Computer Systems Security Handbook (Release 2.0, dated April 2004). The Contractor further agrees to include this provision in any subcontract awarded pursuant to this prime contract. NOTE: OMB Circular A-130 is accessible via web site http://www.whitehouse.gov/omb/rewrite/circulars/a130/a130.html 1.5.9 Security Regulations, Badges and Proximity Cards: The Contractor will be responsible for ensuring compliance by its employees with the security regulations of DOL. All contractor personnel shall wear Government-issued identification (ID) badges. The badges are made of a nonmetallic material and include the employee name, company name, functional areas of assignment, and color photograph. The badge must be worn at all times at the Government worksite or when attending official meetings or conferences. The badge is to be worn in a conspicuous place on the front of the exterior clothing and above the waist except when safety or health reasons prohibit such placement. The Government will provide all contractor personnel a proximity card for access to various buildings. Building access will not be granted until the contractor has cleared the pre-employment suitability determination process. The Contractor will ensure the security of all DOL property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor shall return all badges, property, key cards, parking placards, and keys the same day the employees leave the project. 1.5.10 Uniforms: The contractor's security officer force uniforms shall be a color and style in general use by large security officer or security organizations and shall be readily distinguishable from those of local and state law enforcement agencies to include Federal Protective Service. All security officers performing under this contract shall wear the same color and style of uniform and maintain a professional and neat appearance at all times during their tour of duty. Shoulder patches lettered to indicate the identity of the contractor shall be worn in the left shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket. Reflective vests should be worn and traffic control wands used when guards are directing traffic. The COR shall approve the Contractor's type of uniform to be used on this contract within five days of award. 1.5.11 Background Investigations: Background investigations are not required for existing contractor personnel that will be re-hired pursuant to Executive Order 13495. Any new contract employees hired during the contract period cannot begin their work assignment until a background investigation is completed by the Government and the Personnel Security Specialist makes a favorable pre-employment suitability determination. . The contractor shall contact the Academy's Superintendent's Office for the required documents. Once the documents are complete, they are to be returned to the Academy's Superintendent's Office for submission to the appropriate Government office that conducts the background investigations. Prior to being hired, all prospective new employees will be fingerprinted by a designated official at the Academy. The suitability standard and criteria are described in Chapter 3, Section 3 of the DOL Suitability Handbook. When the Government has completed the contractor employee's background investigation, it will notify the Contractor of the outcome. 1.5.12 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor's employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. 1.5.13 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations located on the cabinets within the Security Office are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor's Quality Control Plan. 1.5.14 Privacy: Portions of information disclosed during the performance of this task are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this Contract are required to take proper precautions to protect the information from disclosure. 1.5.15 Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records) 1.5.16 Conservation of Utilities: The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using. 1.5.17 Post-award Conference/Communications: The Contractor shall attend a post-award conference convened by the contracting activity in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The post-award conference will be held at the National Mine Health & Safety Academy in Beaver, West Virginia. No additional travel is anticipated; however, the contractor will be given sufficient notice if the need for travel to the Academy should arise. It is anticipated that most communication will take place via e-mail and telephone calls. 1.5.18 Bonding and Licensing: The Contractor shall conform to all requirements of the State of West Virginia Chapter 30, Article 18 of the WV Code in respect to bonding, licensing and liability insurance and shall provide evidence of fulfilling these requirements prior to contract award. 1.5.19 Removing Employees for Cause: The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from U.S. Department of Labor facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the Contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee. Please note: MSHA reserves the right to require removal of the On-Site Supervisor if the CO notifies the contractor, in writing, that the performance of the On-Site Supervisor is unsatisfactory. Only the CO will have the authority to order replacement of the On-Site Supervisor. 1.5.20 Key Personnel: The following personnel are considered key personnel by the Government: The On-Site Supervisor or Alternate shall be available during normal duty hours (8:00AM to 4:30PM). After normal duty hours, the On-Site Supervisor or alternate may be required to meet on-site with Government personnel (designated by the CO or COR) to discuss areas of concern or to respond to emergency situations. The On-Site Supervisor or Alternate shall be respond and be on site within two hours of such notification 24 hours a day, and seven days a week. After normal hours or if the CO and COR are not available, the Director of the National Mine Health and Safety Academy (NMHSA) or the Director of the Directorate of Educational Policy and Development (EPD) may directly contact the On-Site Supervisor in order to respond to an emergency situation. As soon as practicable, the CO and COR will be apprised of the emergency and the actions taken. All efforts must be made to contact the CO and/or COR before any action is taken. Additionally, the On-Site Supervisor or his/her alternate shall meet with the Security and Student Services Branch (SSSB) chief or his alternate to respond to emergency situations and assist in meeting MSHA's departmental-wide and National Security objectives. The On-Site Supervisor of Alternate shall respond and be on site within two hours of such notification 24 hours a day, and seven days a week. After duty hours or in the case of an emergency situation when it is not practicable to notify the CO or COR in advance of the need to meet with the On-Site Supervisor, SSSB Chief or his/her alternate may contact the On-Site Supervisor or alternate directly. However, the CO and COR shall be notified as soon as practicable after such direct notification by the SSSB chief. Secretary III- The Secretary shall be available during normal duty hours (8:00AM to 4:30PM). The Secretary maintains a close and highly responsive relationship to the day to day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization programs and procedures related to the work of the office. This position provides support to the NMHSA security and safety program and provides ongoing administrative support to the NMHSA Administration as required. Produces, issues, obtains, and controls all vehicle ID badges, permits and visitor passes. Answers the NMHSA main switchboard controls access in and out of the main entrances and maintain the lost and found. The Secretary shall meet all requirements as outlined in this performance work statement along with performing duties in para. 1.7 and Section 5 as it pertains to clerical/administrative work. 1.5.21 Replacement of Key Personnel: When replacing any individual designated as "Key" by the Government, the Contractor shall notify the Government no less than fifteen (15) regular working days in advance; this notification shall contain a written justification for replacement. All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer or COR. 1.5.22 Qualifications/Requirements: The contractor shall ensure that all contract employees assigned to work under this contract are physically able to perform all duties required by the contract. All contract employees must be in good general health without physical defects and/or psychological abnormalities that would interfere with the performance of contract duties. All contractor personnel shall pass a drug pre-employment and employment testing provided by the contractor. The Contractor's Drug-Free Workplace Program shall include a random drug test protocol. All security guard employees assigned by the contractor shall: - Be at least 21 years of age. - Possess a high school diploma, GED or equivalent training. - Be able to read, write and verbally communicate effectively in English, particularly in emergency situations. - Be exempt of all criminal convictions. - Must meet the West Virginia Code, - 30-18-2 and requirements for individual security guard license as established by law and regulation prior to assignment. - Never been denied a license or had one revoked in West Virginia. - Mentally competent. - No drug or alcohol use or dependence or distribution. - No history of buying or selling stolen property. - No disabilities that would prevent performance of duty. - Submit to background check. - Have no history of unsatisfactory performance in a similar work assignment. - Able to perform normal to emergency duties requiring moderate to arduous physical exertion such as: o Standing or working for an entire shift. o Climbing stairs and ladders. o Lifting or carrying objects weighing up to 50 pounds. All prospective contract employees must undergo a pre-employment medical/physical examination. Examinations shall be administered by a licensed physician. Copies of employee physicals shall be maintained in the employee's record and shall be made available to the COR upon request for review by the Government. Re-qualification shall consist of a physical examination at least once every two years. 1.5.23 Required Training/Certifications: The Contractor's employees shall satisfactorily complete all required training and receive certification in AED/CPR and First Aid. Security Guard Officers must demonstrate knowledge of the legal authority and limitations of an unarmed security officer; must be of sound character, integrity and present a neat and professional appearance at all times; exercise judgment and use discretion in dealing with first responder issues; and keep situations under surveillance and report status as required per the contract. The contractor's employees shall be trained and proficient in the following: - The satisfactory completion of, at minimum must have completed DHS 64/72hr Basic Officer Training - Legal restrictions on arrest, search, and seizure. - Training in appearance, attitude, conduct, and discipline. - Safety on the job. - Report writing. - Responding to suspicious package and bomb threats. - Radio-Telephone techniques. - Other: i.e. response, preliminary investigation and report writing with regard to the various security-related incidents that may occur at the facility. - Each employee shall have on-the-job instruction a minimum of 40 hours including but not limited to: - Performance of post assignments. - Performance of special assignments. - Emergency procedures, including duties and responsibilities in the event of fire, explosion, natural disasters, civil disturbance, bomb threats, and hazardous material leaks - Use of communication equipment - Authorization for and proper methods of search for personnel, containers and vehicles - Observation and description of incidents, objects and people - Conducting routine and scheduled patrols - Communicating with and controlling visitors - Preparation of written reports and maintenance of logs - Location and use of basic fire safety equipment - Conditions which may cause fire and explosions. - Locations and use of first aid equipment - Basic Fire Safety 1.5.25 Personnel: All personnel shall be unarmed at all times, may not carry any weapons of any nature and may not perform any law enforcement or police duties at the NMHSA. All contractor personnel shall be trained on all the authorities, handbooks, requirements, and duties of the work at the Academy prior to assuming the duties of the contract work. 1.5.25.1 On-Site Supervisor -A member of the regular guard shift who performs guard duties but also acts as a shift supervisor/team leader on the evening (1600-2400) and midnight (2400-0800) shifts. In order to qualify for a shift supervisor position you must hold all requirements necessary to be a Security Guard along with the below additional qualifications and skills: Qualifications/Skills: - Speak fluent English - Must have at least 2 years' experience in management and supervision in one of the following: law enforcement, military or Security - Oral and written communication skills - General Computer Skills, including ability to utilize Microsoft Word and Excel - Detail-oriented - Organized - Self-motivated - Values Teamwork - Ability to multi-task and work in a fast-paced, deadline-oriented environment and resolve interoffice problems efficiently and effectively, dealing with diverse personalities and environments A shift supervisor/team leader is the only position that can backfill the On-Site Supervisor, unless prior approval from the COR is received. 1.5.25.2 Security Guard Officer - Security Guard Officers shall provide guard services as provided in the PWS, the handbooks required by the contract, and other contract requirements. - Security guard officers shall be a minimum 21 years of age. While no limit exists as to the maximum age of security guard officers, all must be able to withstand the physical and psychological demands of the job and must be capable of responding to emergency situations. This shall be determined through an appropriate pre-employment physical provided by the Contractor. The COR may waive the minimum age requirement where the applicant meets all of the other minimum requirements and is legally eligible to perform the required duties. - Possess, at a minimum, either a high school diploma or a GED equivalency certificate. - Speak English fluently, read and comprehend written English, and compose written reports in English. - Meet one of the following experience/education requirements: - Three years of security experience within the past five years; or - An Associate's Degree, or at least 60 semester hours of college coursework in any field of study; or - Three years of military or National Guard (active duty or reserve); or - Successful completion of Police Officer's Standard Training (Post) course; or - Combination of the above (i.e. one year of security experience plus one year of college coursework) - To be eligible to perform under this contract, each contract employee must meet, to the satisfaction of the COR, the following requirements: - the ability to meet and deal with the general public; - the ability to read, understand, and apply printed rules, detailed orders, instructions, and training materials; - the ability to maintain poise and self-control under stress; - the ability to construct and write clear, concise, accurate and detailed reports. 1.5.26 Reserve Capability - The contractor shall provide Temporary Additional Security (TAS) Services at the direction of the CO. TAS will not exceed 150 hours for the duration of the contract (see section 4.2). The contractor shall maintain at all times an on-call reserve capability. The reserve force shall be of sufficient size to enable the contractor to provide complete guard post coverage in the event of scheduled or unscheduled contract employee absences (e.g.: due to illness, vacation, or personal emergencies). All reserve security officers must meet the minimum qualification standards required in this contract before working any post under this contract. The contractor shall determine how this reserve security officer force shall be acquired and maintained. 1.5.27 Organization Conflicts of Interest: For any work related to this contract, the contractor warrants that to the best of its knowledge and belief and except as otherwise disclosed, neither it nor its employees have any organizational conflict of interest, as defined in FAR Subpart 9.5. The contractor agrees that if after award it discovers an organizational conflict of interest by it or its employees with respect to this contract, it shall make an immediate and full disclosure in writing to the Contracting Officer that shall include a description of the action that the contractor has taken or intends to take to eliminate or neutralize the conflict. The Government may, however, terminate the contract for the convenience of the Government if doing so would be in the best interests of the Government. 1.6 Administration: 1.6.1 Reports, Records and Testimony: The contractor personnel shall prepare and maintain required reports and or records in accordance with the Guard Post Orders, and any other Academy policy and procedures as they have been outlined by the Superintendent's Office. These records and reports should include information that pertain to but not limited to security-related issues, accidents, fires, bomb threats, unlawful acts and unusual incidents. The security guard officers reporting incidents shall provide these reports to the COR. (see section 5, para. 5.15) 1.6.2 Contractor's Personnel File System: The Contractor shall maintain a copy of security guard offic...