R--contract for unarmed foot patrol and security guard services for the Riverside National Cemetery.

This acquisition is a Prospective 100% set aside for Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB). If Two or more interested (SDVOSB) and/or (VOSB) respond, then the solicitation to acquire services described below, shall be 100% Set-aside to the appropriate VOSB or SDVOSB. If there are less than 2 interested veteran certified companies, this requirement shall be set aside to all small businesses. The NAICS Code is 561612 (Security Guards and Patrol Services) $19.0 Million size standard. Please note: That this is not a request for quotes or proposals; this is a Pre-solicitation notice to inform all interested Small Businesses that the VA National Cemetery Administration, Pacific District as directed by the VA Riverside National Cemetery, is preparing to solicit the appropriate Set-Aside proposal Depending on the interested Reponses on this Notice. Contract award will consist of One Base year and up to 4 one-year option; a total of five years (maximum if needed). A solicitation is currently not available. The intent of an awarded contract shall be Security Guard services for the Riverside National Cemetery. Subject to all terms, conditions, provisions, and schedules of the contract; contractor shall furnish all equipment, parts, materials, supplies, labor, and supervision necessary and incidental to the work required. The evaluation factors are as follows Lowest Price Technically Acceptable (LPTA). BACKGROUND: The VA National Cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the VA National Cemetery Administration (NCA) to reflect this nation's concern and respect for those interred there. NCA mission is to honor veterans with a final resting place and lasting memorials that commemorate their service to our nation. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries shall reflect this nation's concern for those interred. Participation in this effort is strictly voluntary. All costs associated with responding to this Notice will be solely at the interested respondent s expense. The objective of this Notice is to allow industry the opportunity to provide comments to the VA NCA Pacific District. Review of the responses to the Notice will focus on the offeror s technical input and clarification of requirements. Notice Response Due Date: The VA NCA Pacific District will only entertain written communication; no verbal communions will be accepted. Please submit written information via e-mail to Joseph Mendoza, Contracting Officer, at [email protected] no later than 22 January 2018 4:00 p.m. Pacific time. Response Contact: Respondents to this Notice shall designate a primary and one alternate point of contact within the company (Name, Address, Email, and Telephone). Clarification of Notice Responses: To fully comprehend the information contained within a response to this Notice, there may be a need to seek further clarification from those responding. This clarification may be requested in the form of brief verbal communication by telephone; written communication; electronic communication; or a request for a presentation of the response to a specific VA NCA Pacific District group or groups. The VA NCA Pacific District reserves the right to seek additional information from those respondents identified with unique solutions that are determined to be beneficial to the VA NCA Pacific District. Description/Specifications/Statement of Work Background/NCA Mission: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation s concern for those interned there. For this reason, the Contractors strict adherence to the specifications shall be required and shall be essential. Contracting Duties: Provide vehicle and unarmed security and foot patrol shifts daily insuring that cemetery property and committal services are secure per designated days and hours. The cemetery west gate shall be locked at approximately 5:00 pm. The cemetery main entrance gate shall be locked at approximately 1 hour after dusk, therefore all visitors shall be asked to depart the cemetery. All gates shall be opened at 5:00 am. Closing and opening of gates is subject to change due to daylight savings time. Contractor is responsible for unlocking gates for persons accidentally locked in the cemetery at no extra cost to the government. Security guards to provide foot and vehicle patrol of entire cemetery, primary focal points to include daily committal services, maintenance yard, administration building, trailers and storage yards located adjacent to the amphitheater, public restrooms , cemetery monuments and cemetery property where any contractor staging areas are in place. Provide high-visibility security patrol in an effort to deter criminal activity within the grounds of Riverside National Cemetery. Patrol all common building structures on the property, making sure they are secured, to include doors, interior halls and common areas. The security guards shall inform any person caught fishing on cemetery grounds of the no fishing policy on cemetery property. Guard shall make sure offender is asked to leave the property or put away the fishing gear. Observe and report suspicious activity within the property and notify Contracting Officer s Representative (COR) or COR designee as necessary. When efforts to prevent crime fail, the Security guards shall notify the Riverside County Sheriff s Department, then the VA Loma Linda Police Department and finally the COR or the COR s designee when requesting response by the local police department. Upon arrival of the Riverside County Sheriff s Department or the VA Loma Linda Police Department, the security guard s role is to assist the police officers in support actions only at the direction of the police officer at the scene. Conduct preliminary investigative reports of incidents within the property for management or outside agencies, if requested. Contractor shall assume financial responsibility for any damage to cemetery property or persons resulting from their operation. All work shall be performed by qualified security guards under the direct supervision of a qualified supervisor. Contractor shall post an all-weather professional sign on the West and front gates at no charge to the government. The sign will include the Contractor s company name and phone number. Establish a liaison with VA Police stationed at the Jerry L. Pettis Memorial VA Medical Center. (909)825-7084 ext 2135. Guards will provide weekly report of officer s patrol through the duration of their shift to their Supervisor. Contractor shall comply with the posted Cemetery Rules and Regulations. Contractor shall respond to the emergency situations and provide appropriate assistance . Contractor shall provide written certification that each contract employee has met the appropriate training standards to include basic first aid and CPR training. The Contractor shall certify that each contract employee has met the PIV requirements or similar requirements by providing legal documents to complete the appropriate background investigations. Contractor will submit regular payroll reports to COR that show compliance with published wage rates before an invoice for a billing period can be approved for payment. Contractor employee shall insure the VA Loma Linda Police is informed of all incidents by maintaining a daily journal. Contractor shall provide periodic monthly or quarterly field inspections of his or her contract staff. Contractor shall provide the field results of the inspection to the COR upon request. Contractor or his representative, not the on-site supervisor, is mandated to undertake the field inspections. A manager/supervisor within the company must be available24 hours per day, 7 days a week for the purpose of advising and assisting the guards on duty to resolve any difficulties which may be encountered. Contractor shall ensure an on-site supervisor shall physically inspect their contract employees for professional decorum and knowledge of their post duties. Guards shall provide physical security by conducting patrols of the cemetery grounds, while being alert for dangerous conditions existing as a result of health and safety codes or violations and reporting conditions or unlawful activity to responsible authorities. Guards are required to render courteous assistance to employees, visitors, and patrons of the Riverside National Cemetery and to safeguard their welfare at all times, including during emergencies. Guards are responsible to exercise leadership, control and direction during fire, storms, earthquakes, or other mishaps, which threaten lives. Patrol Posts: Conducts foot and vehicle patrols in accordance with established routes and schedules. Contractor shall provide time clocks on strategic places where guards can swipe magnetic cards to ensure that patrols are consistently undertaken. Traffic Control: When directed, direct traffic (vehicle and pedestrian and control parking on RNC property. Security System: Monitor and operate building intrusion detection system. Lost and Found: Receive, issue receipts, and store found articles pending disposition, using VA Forms 10-3524 and 10-3524a. Hazardous Conditions: Report daily potentially hazardous conditions. Turn off unnecessary lights, close open windows and secure doors and gates. Reports and Records: Prepare required reports. Maintain daily records. As necessary, turn reports and records in to designated officials. In compliance with government s program to avoid waste, Contractor shall initiate a digital system kind of reporting should the COR so require. Emergencies: Respond to emergency situations and provide appropriate assistance. Immediately notify the COR of action taken. Hours of Coverage: Sunday through Saturday, Seven (7) days a week, 24 hours post, to include all Government holidays. Federal Holidays: Federal law (5 U.S.C. 6103) establishes the following public holidays for Federal employees. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday Saturday or Sunday the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December If a Government holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a Government holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday. PERFORMANCE REQUIREMENTS: Initial Startup: A post-award conference shall be held after contract award with the date, time and location designated by the Contracting Officer of the Contracting Officer s Representative, to be attended by the Contractor, the Contractor s Field Supervisor, the COR and or the Contracting Officer and other officials designated by the Contracting Officer. The conference agenda shall include, as a minimum: Performance Requirements Training Requirements and Schedules Certification of Personnel Qualifications Uniform and Accessory Requirements Government-Furnished Property and Services Contractor-Furnished Property and Services The Contractor s Field Supervisor shall visit the facility with the Contractor personnel before performance under the contract for the purpose of performance orientation and site/equipment operation orientation. In-field Supervision: The Contractor shall provide the name(s), telephone number(s) and addresses of the In-field Supervisor, in writing, to the Contracting Officer prior to performance under his contract. The term On-site Supervisor as used in this contract 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 the contract. CONTRACTOR FURNISHED MATERIALS/SUPPLIES: The contractor is required to furnish the following equipment, materials and supplies: Contractor shall provide company-owned licensed and insured marked vehicles. The vehicles shall be fully equipped with emergency lights, flood lights and equipment, such as dispatch radios, cellular phones, traffic cones, first-aid kits, fire extinguisher, etc. Contractor shall furnish and maintain in acceptable condition, at no cost to the contract guard employee, all items of uniform and equipment necessary to perform work required by this contract. The uniform shall only be worn when the officer is on official duty or in transit between residence and duty station. Inclement weather clothing shall be required for those guards required to perform duties while exposed to cold, rain and other inclement weather conditions. All inclement weather clothing shall be identical in style and color for each guard. The In-Field Supervisor shall assure that the guard(s): Are in uniform and present a neat appearance; Maintain a continued state of proper training; Maintain all licenses/certifications required for security guards; Maintain a valid driver s license and a clean driving record; Possess the necessary permits, authority, etc, and; Maintain continued liaison with the COR or designated alternate; Acknowledge that tipping is not allowed for services rendered. RNC FURNISHED MATERIALS: Riverside National Cemetery shall provide the Contractor with name, home telephone and mobile number of designated RNC employee(s) to call in case of an alarm and/or emergency, or the alarm not being set. The Riverside National Cemetery shall allow the contractor s employees to park their privately-owned vehicle (POV) in the Maintenance Complex parking lot while on duty. The Contractor shall sign for and be issued a master key which allows access for securing the facilities alarms, gates and buildings. The Contractor shall sign for and be issued a pass card I.D. from the alarm monitoring service for communication between the security service and the alarm monitoring service in the event an alarm is tripped. The Contractor shall sign for and be issued a magnetic key card to access the facility, Administration Building employee entrance as necessary. The Contractor shall sign for and be issued cemetery-owned hand held radios for communication between the security service and cemetery personnel as necessary. The Contractor shall establish and implement methods of making sure all keys, pass Card I.D. and magnetic key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any items issued by the government. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys, pass cards or magnetic key cards. Replacement costs for lost keys are to be borne by the Contractor. PERFORMANCE REQUIREMENT TRAINING: The Contractor or his/her supervisor shall visit the Riverside National Cemetery with contract personnel before performance under the contract for the purpose of performance orientation and site/equipment operation orientation. CONTRACTOR FURNISHED TRAINING: The Contractor shall submit to the CO and Contracting Officer s Representative written certification that each contract employee has been trained and licensed in accordance with California State requirements for security guards. All formal training required shall be presented by persons who are certified or qualified to instruct the specific required subjects. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university, etc.) a governmental (Federal, State, County, etc.) or by documentation that the person instructing has sufficient experience in the subject matter to be able to instruct the subject in an authoritative, practical and current manner. In addition to formal training, the Contractor shall provide follow-up orientation of each employee fourteen (14) days after the initial assignment on duty. This orientation may be accomplished while the guards are on duty. The Contractor shall certify the completion of the follow-up orientation for each guard to the COR within forty five (45) days following assignment to duty. The follow-up orientation shall include the following subjects and instructional time periods as well as other subjects as may be required: Rules, regulations and procedures for the facility (1 hour): Policy and specific procedures for responding to emergency alarms, bomb threats, incendiary devices in the facility (1 hour): Procedures for operating the security systems with the facility (1 hour): Procedure for and operating of the fire-fighting equipment with the facility (1 hour): Vehicle traffic and parking control (1 hour): The Contractor shall submit to the COR written certification of the follow-up orientation. SERVICE: The services specified herein may be changed by written modification to this contract. The modification shall be prepared by the Contracting Officer prior to becoming effective. The services to be performed by the Contractor shall be under the direction of the COR. ADDITIONAL REQUIREMENTS: Supervisor The Contractor shall provide an on-site supervisor a minimum of one (1) hour per week for unannounced spot checks. The supervisor shall have a background with a minimum of two (2) years of successful experience in the field supervision (civilian community law enforcement, military service law enforcement, or security, commercial industrial guard service or individual guard service or security. However, the Contractor shall have the prerogative of requesting the approval of another employee without two years of supervisory experience if the Contractor can provide sufficient documentation to support this selection. Security Guard minimum qualifications The qualifications of such personnel shall be subject to review by the VA Loma Linda Police and approved by the COR. Personnel assigned by the Contractor shall have a high school education or equivalency with two (2) years experience demonstrating: The ability to meet and deal with the general public; The ability to maintain pose and self-control under duress; The ability to construct and write clear, concise, accurate and detailed reports; Military Service may be credited toward meeting the above requirements. Contractor employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and materials, and shall be able to compose reports, which convey complete information. Age - All Contractor employees performing under a resulting contract shall be a minimum of eighteen (18) years of age. Health and Physical Fitness Requirements: Contractor employees performing under the resulting contract shall be physically able to perform all general duties, functions, and activities; be free from any communicable disease; be well proportioned as to height and weight; and be in good general health without physical defects or abnormalities which would interfere with the performance of these duties; possess binocular vision correctable to 20/30 (Snellen); be free of color blindness, and be capable of hearing ordinary conversation at fifteen (15) feet with either ear without the benefit of a hearing aid. Each employee shall be given a physical examination without cost to the Government or the employee. Medical certification attesting to the final results of this examination shall be furnished to the COR, at least five (5) days prior to assignment of the employee to duty. In addition, Contractor employees providing services under the resulting contract shall undergo a psychological assessment without cost to the Government or the employee. The psychological assessment shall be carried out in accordance with accepted professional standards by a physician or licensed practitioner authorized to conduct such examinations. (For detailed policy, see the Federal Personnel Manual, Chapter 339, Medical Qualifications Determinations). Duties include personal encounter with visitors, and VA employees. Encounters may include mentally ill, irrational and/or disturbed persons who although assaultive and/or destructive, shall be handled with understanding, full control of force, and unimpeded judgment. Any emotion or mental condition which could cause the applicant to be a hazard to others or self during stressful situations and/or physical altercations shall disqualify him/her. Contractor employees shall undergo annual physical and psychological examinations with results furnished to the COR. GENERAL SPECIFICATIONS: Personnel: Prior to assignment by the Contractor, personnel shall be certified via background check to show no felony arrest or misdemeanor conviction for drugs, weapons, theft or battery within the past 10 years. This procedure is mandatory and shall be strictly enforced. LEAVE PAYMENTS: The payments for leave, including sick leave or vacation time, are the responsibility of the Contractor. RNC SUPERVISORY MONITORING: The COR shall monitor the hours of duty of personnel in order to assure compliance with the requirements of the resulting contract. A Contractor s employee must be present at the RNC facility and must actually be performing the required services for the period specified in the contract or the contract cost shall be decreased accordingly during each billing cycle (i.e., time and attendance records). RECORDKEEPING SYSTEM: A time and electronic attendance record shall be established for verification of actual hours worked for each tour as follows: Duty Hours: Contractor s employees shall be required to sign the weekly record, which shall be used to audit/match Contractor s invoice. This procedure is mandatory and shall be strictly enforced. WORK HOURS: Services covered by the resulting contract shall be furnished by the Contractor as defined herein. Security Guards shall be required to work those hours described herein for each site (including holidays). PERSONNEL POLICY: The Contractor shall be responsible for protecting the personnel furnishing services under the resulting contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Worker s Compensation Professional Liability Insurance Health Examinations Income Tax Withholding, and Social Security and Medicare Benefits State Disability Insurance SAFETY REQUIREMENTS: In the performance of the resulting contract, the Contractor shall take such safety precautions as the COR or his designee may determine to be reasonably necessary to protect the lives and the health of the occupants of any building on Government property. The COR or his designee shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient of the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue a Stop-Work Order for all or any part of the work and hold the Contractor in default as provided elsewhere in the contract. VEHICLES: While performing work under the contract, all vehicles used by the Contractor shall be locked and the keys removed when not in use. This is intended to protect the property of the Contractor and the safety of the employees, guests and patrons of the Riverside National Cemetery. POLICIES AND REGULATIONS: As used throughout the Attachments, the following policies and regulations any reference to VA Police includes Contractor personnel . SECURITY BACKGROUND CHECKS: CONTRACTOR PERSONNEL SECURITY REQUIREMENTS The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level background investigations required for applicants for, and incumbents of, those positions. IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects of a background investigation and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy or from an agency of similar caliber and reputation. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor s personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor s personnel are required to read, write, speak , understand the English language, unless otherwise specified in the contract or agreed to by the Government. The cost for such investigations shall be borne by the Contractor. The level of sensitivity shall be determined by the Government on the basis of the type of access required. The level of sensitivity shall determine the depth of the investigation The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor s personnel. The Contracting Officer shall provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for contract personnel assigned to Low Risk/Nonsensitive positions for 180 days or less under a single contract or series of contracts. POSITION SENSITIVITY: The position sensitivity for selected position(s) under this contract has been designated as follows: POSITION TITLE Assessed Risk Level Guard Low Risk NACI BANKGROUND INVESTIGATION: The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries. The contractor shall ensure that all employees identified in the listing submit a complete background investigation packet. The contractor shall ensure that all personnel submit fingerprints as fingerprinting is required with the background investigation. The Contractor shall ensure that completed employee background paperwork is submitted to the COR within ten (10) business days from date of notification of award. When notified that complete and acceptable investigation packets have been received, the Contractor shall be prepared for employees to commence work on the date and time established by the Contracting officer at the time of such notification. If the contract involves on-station work, Contractor employees shall report to the office designated in the Contracting Officer s notification of contract effective date. When notified of an unfavorable determination, the Contractor shall withdraw the employee from performing work under this contract, and, at the request of the COR, submit another employee for consideration. All Contractor employees and subcontractors (if any) are required to complete VA s Privacy training annually. SITE VISIT: Offeror shall be given the opportunity to conduct an on-site inspection prior to submitting an offer. There will only be one on-site inspection scheduled (TBD). The meeting location shall be at Riverside National Cemetery, Administration Building at the front lobby check in, 22495 Van Buren Blvd, Riverside CA 92518. Offeror should inspect the site prior to submitting an offer in order to be fully aware of the scope of services required. Failure to do so shall not relieve the Contractor from performing in accordance with the terms and conditions of the Contract and at the offered price.