Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 25, 2014 FBO #4445
DOCUMENT

R -- 544-14-2-4050-0004 Security Guard services (Florence, Orangeburg, Sumter) 544 - Attachment

Notice Date

1/23/2014
 

Notice Type

Attachment
 

NAICS

561612 — Security Guards and Patrol Services
 

Contracting Office

Department of Veterans Affairs;W.J.B. Dorn VA Medical Center;6439 Garners Ferry Road;Columbia SC 29209-1639
 

ZIP Code

29209-1639
 

Solicitation Number

VA24714R0252
 

Response Due

1/28/2014
 

Archive Date

3/14/2014
 

Point of Contact

MILLICENT R. BALL
 

E-Mail Address

803-776-4000,
 

Small Business Set-Aside

Total Small Business
 

Description

***SEEKING SOURCES ONLY*** PLEASE SEE ATTACHMENT FOR DETAILS THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. This synopsis is issued for the sole purpose of conducting market research in accordance with the Federal Acquisition Regulation (FAR) Part 10. The WJB Dorn VA Medical Center, located in Columbia, South Carolina, is seeking information for market research to gain knowledge of potential qualified sources to determine an acquisition strategy. This sources sought synopsis is not a request for proposal. This request for information is for planning purposes only and shall not obligate the Government to acquire any products or services. The Government is not obligated to, and will not, pay for any information received from potential sources as a result of this synopsis. Your responses to this sources sought will be treated as information only. The results of the market research will be used to determine the best overall acquisition strategy. Attached is a Statement of Work (SOW) for the Security Guard services needed for the Florence, Orangeburg and Sumter Outpatient Clinics, all located in the state of South Carolina. Submission Requirements: Responses to this announcement must be received no later than 2:00 p.m. eastern standard time, Tuesday, January 28, 2014. Interested firms may submit capability statements via email only to millicent.ball@va.gov. Responses shall not exceed 5 pages when printed and should be transmitted with attachments in Microsoft Word or PDF format. No zipped files. No telephone requests will be honored. Any questions regarding this notice should be directed to Millicent Ball, via email at millicent.ball@va.gov. As part of the capability package, firms must include the following: (1) Capability Statement demonstrating the capability to provide the services described in the attached SOW. Capability statement must be sufficient to demonstrate your ability to provide the items listed (2) Business Size and socioeconomic status (3) Contact information, name, title, telephone number, and e-mail address of designated corporate point of contact. (4) Describe your recent and relevant contracts received within the past three years that demonstrates your companies' ability to provide the services described in the attached SOW. Please only list contracts where services were provided for other Veterans Affairs Medical Centers and/or Veteran Affairs Outpatient Clinics. Each reference must include the contract dollar value; award date; and a brief description of the contract requirements. PERFORMANCE BASED WORK STATEMENT Security Service for the Dorn VAMC Medical Center Community-Based Outpatient Clinics Florence, Sumter, and Orangeburg, SC 1. GENERAL: The contractor shall furnish personnel, back-up staffing, equipment and supplies (except those items of equipment and supplies identified as provided by the Government) necessary to provide Guard Services located at the Community-Based Outpatient Clinics. 2. BACKGROUND: The WJBDMC is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the medical center services approximately 56,116 patients. Community-based outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina. 3. PERIOD OF PERFORMANCE: 01 April 2014 through 31 March 2019; this includes four (4) option years.. Base Year:1 April 2014 - 31 March 2015 1st Option Period1 April 2015 - 31 March 2016 2nd Option Period1 April 2016 - 31 March 2017 3rd Option Period1 April 2017 - 31 March 2018 4th Option Period1 April 2018 - 31 March 2019 4. PLACE OF PERFORMANCE: Florence CBOC, 513 South Dargan Street, Florence SC 29501 Sumter CBOC, 407 North Salem Ave., Sumter SC 29150 Orangeburg CBOC, 1767 Village Park Dr., Orangeburg SC 29118 5. PERFORMANCE REQUIREMENTS: For the Sumter and Orangeburg CBOCs: Contractor shall provide one guard for both personnel and premises Monday through Friday, excluding Federal Holidays for time period of 07:30am to 5:00pm. On the first Thursday of each month, Security Guard services are required from 7:30a.m.until 8:00p.m.for the Sumter CBOC only. Federal Holidays are New Year's Day, Martin Luther King Jrs Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. (A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.) (See 29 CFR 4174) For the Florence CBOC: Contractor shall provide two guards for both personnel and premises Monday through Friday, excluding Federal Holidays for time period of 07:30am to 5:00pm. Federal Holidays are New Year's Day, Martin Luther King Jrs Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. (A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.) (See 29 CFR 4174) Contractor's personnel who employed under this contract shall have been approved by the Contracting Officer (CO) or designee prior to beginning duties. Approval shall be based on meeting the qualification standards in the contract, and background information obtained regarding the individual which attests to his/her fitness for the required duty. Reserve Personnel (back-up). Prior to commencement of work on this Contract, the Contractor is required to submit to the CO for approval, the names and all necessary documentation of fully trained and qualified personnel who will be used in a reserve capacity. Contractor personnel shall complete the automated VA Police Daily Operations Journal, at the end of each shift utilizing the VA Computer System. Contractor personnel shall complete the automated Uniform Offense Report as required. This form shall be completed within 24 hours of the occurrence. It is the Contractor's responsibility to provide workers compensation, liability insurance and similar coverage for their employees. 6. LIMITATION OF MAN-HOURS: The contractor's employee shall provide more than twelve hours of service in any twenty-four hour period unless the work periods are separated by an eight hour non-duty period ("service" includes VA contract work and also any other employment). This limitation may be temporarily adjusted by the CO verbally in emergency situations which are beyond the control of the Contractor (i.e., weather conditions that prevent the next shift from getting to the building, civil disturbances, bombings, etc). A written confirmation of waiver must be obtained for each occurrence. 7. SUPERVISION: Contractor shall provide supervisory oversight for the guards located at the clinics. Each supervisor shall have a background with a minimum of two years of successful experience in the field of supervision (civilian community law enforcement, military service law enforcement, or security, commercial or industrial guard service or security). As a Non-Personal Services contract, staff are not considered VA Employee. Contractor retains all control over staff and responsibility for direct supervision. Contract staff may not supervise VA Staff, but may provide direction and instruction as required by duties. Daily activity is monitored and managed by the primary or alternate Contracting Officer's Representatives (CORs). 8. MINIMUM QUALIFICATIONS STANDARDS: All staff assigned by the Contractor to work under this contract shall possess a high school education or equivalency and two years of experience, demonstrating 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 and the ability to maintain poise and self-control under stress. Contractor employees performing work under this contract shall have had training to deal with hostile individuals and provide a copy of their training with the proposal. This includes patients or visitors who may become assaultive. They must be able to make citizens arrest as appropriate, according to the law. They must be aware of the constitutional rights of all citizens. Staff performing work under this contract shall be a minimum of eighteen years of age have no felony and misdemeanor convictions that reflect on the individual's reliability. Staff is required to undergo a Background Investigation through the Veterans Administration process prior to entering on-duty. Expense for the investigation will be borne by the contractor. The Contractor's employees shall maintain certifications and training as required by the South Carolina Law Enforcement Division (SLED). 9. HEALTH AND PHYSICAL FITNESS REQUIREMENTS: Health and Physical Fitness Requirements: (1) All employees assigned by the Contractor to work under this contract shall be physically able to perform all general patrol duties, other functions and activities as needed or required by the contract; shall be free from any communicable disease; shall be well proportioned as to height and weight; shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties; shall possess binocular vision correctable to 20/30 (snellen); shall not be color blind, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid. Each employee assigned to perform under this contract shall be given a physical examination without cost to the Government or the employee; and, the Contracting Officer not later than (5) days prior to the date of employee assignment to the contract. (2) The employee shall be re-examined annually and results furnished thereafter to the Contracting Officer. (3) All employees shall be literate in English to the extent of reading and fully understanding printed regulations, detailed written orders, training instructions and materials, and shall be able and capable of composing reports, which convey detailed and exact information. (4) Drug Screening: All contractor employees shall undergo an initial drug testing procedure and it shall be current to within thirty (30) days preceding work under the contract. The Contracting Officer may request the Contractor to perform an interim screening of his/her personnel during the contract period. 10. LUNCH AND BREAK PERIODS: The guard whose tour includes a non-paid lunch period shall be relieved from duties during such period, normally not to exceed 30 minutes, by certified personnel and shall not be required to remain within close proximity of his/her duty station. The guard normally may be granted a rest period not to exceed ten minutes during each four hours of continuous duty. Rest periods may not, under any circumstances, be continuations of the lunch period, may not be granted immediately after the beginning or immediately prior to quitting time, and may not be accumulated. 11. SAFETY SERVICES AND MISCELLANEOUS SERVICES: The Contractor shall provide safety services as directed by the Clinic Director or COR (or designee). Required services shall include: Monthly (live) testing of building intrusion alarm, motion detector and panic/duress alarm system, and provide required documentation as designated to the primary or alternate COR. Routine safety inspections of the building and grounds, and shall document findings to the primary or alternate COR. 12. GOVERNMENT FURNISHED PROPERTY: One office with the following: Desk - 1 each Side chairs - 2 eachSecretarial chair - 1 each Filing cabinet, 5 drawer - 1 each Miscellaneous formsIncidental office supplies Single line telephone with FTS line Other office supplies or equipment as necessary to accomplish the contract requirements Security equipment such as electrical and mechanical equipment where installed, such as alarms and surveillance systems, communications equipment (walkie-talkie), closed-circuit televisions, including written operating procedures and instructions. Accountability for Government Property: All non-disposable property furnished by the Government under this contract shall remain the property of the Government. Annually and upon termination of the contract, the Contractor shall conduct a joint inventory of all such property with the COTR. Any property furnished by the Government to fulfill contract requirements which is lost or damaged, resulting from improper use or negligence by the Contractor's employees, shall be replaced at the Contractor's expense, as directed by the primary or alternate COTR. 13. CONTRACTOR-FURNISHED PROPERTY AND SUPPLIES: Uniforms. The Contractor shall furnish and maintain in acceptable condition, at no cost to contract guard employees, all items of uniform and equipment necessary to perform work required by this contract, as discussed in this section. Standard of appearance shall conform to those prescribed in the VA Handbook 0730 Paragraph 12. Any disputes regarding application of the standard shall be referred to the Contracting Officer. The color of the Contractor's guard force uniforms shall be a color in general use by large guard or police organizations. All employees performing under this contract shall wear the same color and style of uniform. Appropriately lettered breast and cap badges, indicating the jurisdiction from which police authority is obtained shall be worn as part of the uniform (providing such authority is grantable under state and local laws). Shoulder patches lettered to indicate the identity of the Contractor shall be worn on the shoulder of the uniform jacket and shirt. Identification nametags shall be worn over the right breast shirt pocket. No other identification of the Contractor or employee shall be worn or displayed on the uniform. Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition: Shirt, long sleeve Shirt, short sleeve Trouser, all season weight Necktie Jacket, with zip-out liner, patrol type (Reefer-style) Key strap w/flap Flashlight, 4 "D" Cell, metal Flashlight holder, snap-away 9D-cell) Insignia, shoulder patch (each shirt and jacket) Nameplate, 3 ½" x ¾", Black/Blue, ½", lettering on gold metal (initial and last name) The uniform shall only be worn when the officer is on official duty or when the officer is in transit between his/her place of residence and duty station. Note: No guard may enter on duty without wearing the proper uniform including accessories. Inclement weather clothing shall be required for those guards required to perform duties while exposed to cold, rain, and other inclement weather conditions. All inclement weather clothing must be identical in style and color for each guard. Each guard on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, replacement flashlight batteries and bulbs, and traffic control safety apparel (reflective vests), as appropriate to operations. Guards shall not be permitted to use any unauthorized supplemental or personals such as either concealed or unconcealed firearms, knives, "come-alongs", or other such non-standard items. 14. WORK SCHEDULING PROCEDURES: Work schedules for supervisors and guards shall be prepared by the Contractor on separate schedules and posted in work areas, at least one week in advance. For continuity and familiarity with requirements, the Contractor should have individual post(s) manned by the same guard(s) on a normal weekly basis. Changes to the schedules shall be posted in work areas in sufficient time prior to schedule change to assure that employees affected by a change in duty hours are properly notified. The duties of some guard posts may require that a guard not leave the post due to lack of relief guard. When this occurs, it will be specifically noted. All guards and supervisors shall be in proper uniform and ready to begin work promptly at the start of their shift. The Supervisor shall ensure that guards meet uniform and appearance standards before being logged for duty. Those who fail will be rejected for duty until they comply and will not be permitted to log-in for pay until such time as the Supervisor deems them fit. All personnel shall remain on the job in full uniform until the end of their full tour of duty. Discrepancies will be noted in duty log and reported by Contractor Supervisor to the primary or alternate COR. Repeated incidents may be considered cause for permanent removal from performance under this contract, if determined to be in the best interest of the Government by the COR, VA Police Chief or designee and requested through the Contracting Officer. 15. TRAINING: To be eligible to perform under this contract, each contract employee must annually meet the minimum training required as outlined in Attachment 1, Minimum Contractor-Furnished Training, and Attachment 2, Minimum Government-Furnished Training. Government-furnished training as outlined in Attachment 2 will be provided to Contractor personnel approximately twice per year during the day shift. Contractor personnel may be required to arrive before or stay past their normal duty hours in order to attend the training. Contractor-Furnished Training Plan. The Contractor will provide to the Contracting Officer a recommended plan for training guards and supervisors. The plan must list training and/or courses. The Contractor shall submit to the primary or alternate COTR written certification that each contract employee has been trained in the subject areas outlined in Attachment 1 annually and prior to assignment under this contract. NOTE: For replacement or new employees, documentation of prior training must be submitted or the individual contract employee must complete the required training before being employed in support of this contract. All formal training required shall be administered by persons who are certified as being qualified to instruct or teach the specific subjects or topics required. 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.) educational certification body (agency, board, commission, etc.), or by documentation that the person instructing has sufficient experience in/with the subject to be able to instruct the subject in an authoritative, practical, and current manner. In addition to the formal training, the Contractor shall provide follow-up orientation for each employee fourteen days after their initial assignment to duty and annually thereafter. This orientation may be accomplished while the guards are on duty. The Contractor shall certify to the primary or alternate COTR as to the completion of the follow-up orientation for each guard within 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: General and specific orders for the facility Policy and specific procedures for responding to emergency alarms, bomb threats, incendiary devices in the facility Procedure for operation of the security systems within the facility Procedure for and operation of the fire-fighting equipment within the facility Vehicle traffic and parking control Role of VA Police and Local State and Federal Law Enforcement agencies Facility entry and exit control Handling disturbances, assaultive patients, disorderly conduct, etc. Package examination, stop and question procedures, and investigative detention Response to bomb threats and other disasters Standard operating procedures The Contractor shall submit to the primary or alternate CO written certification of the follow-up orientation. Contractor shall submit to the primary or alternate COTR written certification annually that procedures have been reviewed. This certification must be signed by Contractor personnel. 16. AUTHORITY AND JURISDICTION: Except where precluded by local law or ordinance, the Contractor shall make and complete all arrangements with the appropriate officials in the city, county, parish, or the state in which the clinic is located. 17. ON-SITE SUPERVISION: The Contractor shall provide the name(s) telephone numbers(s), and address(es) of the on-site or in-field supervisor to the CO prior to performance under this contract. The term "on-site supervisor" means a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to-day basis at the work site or vicinity. The Contractor shall provide the level of supervision to ensure employees are properly performing all duties as specified in accordance with contract. The on-site or in-field supervisor shall assure that guard(s): Are in uniform and present a neat appearance Maintain a continued state of proper training Possess the necessary permits, authority, etc. Maintain continued liaison with the COTR or designated alternate 18. GUARD SERVICES: Assignments may include but are not limited to the following: Entrance Control Post. Operate and enforce a system of personnel identification. Perform package inspection when directed to do so. Roving Patrol Posts. Conduct patrols in accordance with established routes and schedules. Traffic Control. Direct traffic (vehicle and pedestrian), control parking, issue courtesy violation notices, etc., as prescribed. Security and Fire Systems. Monitor and operate building fire alarm and intrusion detection systems and other protection devices or building equipment. Building Rules and Regulations. Observe building occupants and visitors for compliance with posted rules and regulations. Lost and Found. Receive, receipt for; and store found articles pending disposition. Law and Order. Maintain law and order within the areas of assignment. Unauthorized Access. Discover and detain persons attempting to gain unauthorized access to the property. Hazardous Conditions. Report daily in accordance with procedures in the Officer's Duty Book potentially hazardous conditions and items in need of repair, including inoperative lights, leaky faucets, toilet stoppages, broken or slippery floor surfaces, etc. Notify responsible parties for correction as soon as possible and take action to prevent injury of patients or staff if applicable. (Use safety cones to block area and direct activity around the hazard, etc.). Flying the United States Flag. Fly the United States flag (and other flags as authorized) as directed. Injury or Illness. Obtain professional assistance in accordance with procedures in the event of injury or illness to Government employees, veterans, or others while in the building or on the grounds. Render First Aid and/or CPR in emergency situations and assist medical and law enforcement personnel as appropriate. Additional Duties. Turn off unnecessary lights, check safes, lock-type repositories, and cabinets, close window, open and secure doors and gates, etc. Reports and Records. Prepare required reports listed in Attachment 3 at the frequency indicated. Maintain necessary records. As necessary, provide reports and records to the primary or alternate COR and/or VA Police. Some reports will be completed using the VA computer system. Civil Disturbances. Any civil disturbances should be reported immediately to local city and/or county law enforcement personnel. Emergencies. Respond to emergency situations and provide appropriate assistance. Immediately notify the primary or alternate COTR, as appropriate, of actions taken. 19. CONTRACT ADMINISTRATION: Deductions for Failure to Provide Equipment, Materials and Uniforms. In the event the Contractor fails to provide uniforms, services or required equipment, the Contracting Officer will make an equitable adjustment in the contract price for the period of deficient performance. In determining the amount of the adjustment, the Contracting Officer will use as a basis the amount it would cost the Government to obtain that which the Contractor failed to provide through rental, lease or purchase. The Government will assess an additional administrative fee of $70.00 for VA performance of work to evaluate and/or resolve the problem. Such adjustment will occur whether or not the Government does in fact supply the item(s). Deficient Performance. The Contractor shall correct deficiencies in performance of duties in the time directed by the COR. If the Contractor does not correct the deficiency within the specified time, deductions will be made at the contract hourly rates for the period of deficiency. Repeat occurrences will require written response to the Contracting Officer by the Contractor. Individual drivers may be disqualified for repeated deficient performance and must be replaced by the Contractor. Failure on the part of the Contractor to rectify deficiencies and prevent reoccurrence may lead to termination in whole or in part by the Contracting Officer. 20. SPECIAL CONTRACT REQUIREMENTS: Recording Presence. Guards must sign-in when reporting for duty and sign-out when leaving at the end of the shift. A Record of Time of Arrival and Departure or other approved sign-in/sign-out form or call log shall be utilized as specified by the primary or alternate COR. Entries made for arrival and departure will be countersigned by an authorized representative of the Contractor. Changes/corrections in the log will also be initialed - NO erasures or deletions. Standards of Conduct. The Contractor shall be responsible and legally liable for employee performance and for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. Each contract staff member shall adhere to standards of behavior that reflect credit on themselves, their employer, and the Federal government. Disciplinary actions, including removal actions, shall be the responsibility of the Contractor. VA Contracting Officer and COR are to be kept apprised of actions and situations. Removal From Duty. The Government may also require the Contractor to immediately remove any employee if it is determined that individuals are being assigned to duty who have been disqualified for either suitability or security reasons, or who are found to be unfit for performing duties during their tour of duty. The Contractor shall comply and provide a replacement. Such a determination of unfitness may be made for, but not limited to, the following types of incidents of misconduct or delinquency: a. Violations of VA Rules and Regulations Governing Security, and Standards of Conduct on Veterans Affairs Property, 38 CFR 1.218. b. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, lack of or limited productive service and refusing to render assistance or cooperate in upholding the integrity of the program. c. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records. d. Disorderly conduct, use of abusive or offensive language, quarreling, rude inappropriate comments, sexual harassment, intimidation by words or actions, or fighting. Participation in disruptive activities which interfere with the normal and efficient operations of the government. e. Theft, vandalism, immoral conduct, or any other criminal act. f. Selling, consuming or being under the influence of intoxicants, drugs, or substances which produce similar effects. g. Involvement in commercial activities at any time while on Government controlled property (included soliciting sale, donation, etc., from employees, patients, or others). h. Improper use of official authority or credentials. i. Unauthorized use of communications equipment or Government property (includes unauthorized or personal use of internet, long distance telephone services or government computer network). j. Possession or misuse of weapons(s). k. Violation of security procedures or regulations. The Contracting Officer, in conjunction with primary or alternate COR will make all determinations regarding the removal of a person(s) from the work site. In the event of a dispute, the Contracting Officer will make final determination. Specific reasons for removal of an employee will be provided in writing to the Contractor. Control of Contract Staff. The Contractor shall have the sole responsibility and prerogative of selection, assignment, transfer, management, and control of contract staff in performance of this contract. The VA does not hire individuals to perform under this contract and shall not hold "selection interviews" of any kind. The Contractor shall not employ any persons for work on this contract who are not fully qualified. Proof of qualifications shall be required in the form of resume, references, credentials, certifications, etc., prior to being assigned to duties. If persons are identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being, or operational mission of the VA and its population, they shall be immediately removed from performance. Quality oversight will be provided by the primary or alternate COR. 21. CONTRACT PERFORMANCE MONITORING: The government reserves the right to monitor services in accordance with Performance Based Matrix. 22. INVOICES: Payment will be made in arrears upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the COR, and submitted to electronically submitted into the OB10 system in order to receive payment; Address; VA FSC, P.O. BOX 149971, AUSTIN, TX 78714. A properly prepared invoice will contain: Invoice Number and Date Contractor's Name and Address Accurate Purchase order Number Supply or Service provided Total amount due 23. POLICIES AND REGULATIONS: The following policies, regulations, station memorandums, and program training units are to be followed by contract staff. As used throughout the following policies and regulations, any reference to "VA police" means "Contractor personnel". Patient Accountability and Search Policy (CODE ADAM), Station Memorandum Safeguarding Government Property, Station Memorandum Response to Violence in the Workplace "ZERO TOLERANCE", Station Memorandum, Employee Identification Badges, Station Memorandum Hostage Threat and Hostage Situation Procedures, Hospital Memorandum Bomb Threat and Search Procedure, Station Memorandum Security Management Program and Plan, Station Memorandum Hazardous Material Management Program, Station Memorandum Violent Behavior Prevention Program, Station Memorandum Behavior Emergencies, Station Memorandum Emergency Treatment of Visitor Injuries, Station Memorandum Emergency Response Procedures for the Seriously Injured/Ill Station Memorandum Smoke-Free Policy, Station Memorandum Removal of Government Property, Station Memorandum 24. DATA SECURITY INFORMATION GATHERED OR CREATED IN PERFORMANCE OF SERVICES: Information, including, but not limited to, veteran individually-identifiable information (III) and personal healthcare information (PHI), gathered or created by the Contractor in the performance if this contract is the exclusive property of VA and must be received, gathered, stored, backed up, maintained, used, disclosed and disposed of in accordance with the terms of this contract and applicable Federal and VA information confidentiality and security laws, regulations and policies, including VA Directive and Handbook number 6500 The contractor shall provide access to VA information only to employees, subcontractors, and affiliates only: (1) to the extent necessary to perform the services specified in this contract, (2) to perform necessary maintenance functions for electronic storage or transmission media necessary for performance of this contract, and (3) only to individuals who first satisfy the same conditions, requirements and restrictions that comparable VA employees must meet in order to have access to the same VA information. These restrictions include the same level of background investigations, where applicable. ALL VA III AND PHI INFORMATION STORED ON BOTH VA AND NON-VA EQUPMENT MUST BE ENCRYPTED IN ACCORDANCE WITH THE FEDERAL INFORMATION SECURITY MANAGEMENT ACT (FISMA). Federal standards established by U.S. Department of Commerce apply, including Federal Information Processing Standard 200 (FIPS200), and national Institute of Standards and technology Special Publication 800-37, Guide for the Security, Certification and Accreditation. Contractors and subcontractors shall document compliance and make the document available upon request of the Contracting Officer or COR. Contractor and subcontractors shall allow physical inspection by VA personnel to assess its physical and environmental security controls. Contractor and its subcontractors must ensure the VA III and PHI is secure at all times and will ensure proper security is used on contractor or subcontractor computers with VA III or PHI information is stored. To avoid risk of loss or theft, VA III and PHI shall NOT be transferred by contractor or its subcontractors to paper, diskettes, CDs, DVDs, USB flash drives, eternal computer drives, computer notebooks, home computers or any other medium, and shall NOT be removed from the contractor or subcontractor site under any circumstances without specific written authorization of the VA Information Security Officer. The authorized VA III or PHI recipient shall back up files to protect their loss. Back-ups shall be locked and secured. VA III and PHI shall NOT be transferred between contractor or subcontractor computer unless permission is granted by VA for such transfer of data and secure encrypted transmission methods approved by the VA Information Security Officer are utilized. Contractor employees shall be required to sign VA National Rules of Behavior before they can be authorized access to VA information systems. The Contractor shall immediately (on the date of discovery of the incident) report any incident of theft, loss or compromise of VA sensitive information to the Contracting Officer, the Contracting Officer's Representative and any other VA Official designated by the Contracting Officer. This report shall be in writing and contain the fullest explanation possible and all the details of the incident available to the contractor. VA must receive notice from the contractor on the date contractor discovers the incident. HIPPA Compliance. The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). In performance of official duties, the Contractor's employee(s) have regular access to printed files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 USC 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes and policies. The Contractor's employee(s) are responsible for (1) protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion and (2) following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which the Contractor's employee(s) sign. 25. CONTRACT ADMINISTRATION DATA: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes which will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. 26. DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE: A VA Medical Center representative of the Contracting Officer shall be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this task order. The foregoing is to be construed as authorization to interpret or furnish advice or information to the Contractor relative to the financial or legal aspects of the task order. Enforcement of these segments is vested and is the sole responsibility of the WJB Dorn Contracting Officer. Attachment 1 MINIMUM CONTRACTOR-FURNISHED TRAINING Subject Description Authority and duties Law enforcement authority, jurisdiction of a Security Guard and duties Patrol MethodsExamine and instruct in various methods and skills employed in patrol of the facility Laws of ArrestArrest authority, requirements for arrest, constitutional Rights Search and seizureLawful requirements for a search, stop and frisk, warrants Basic report writingTechniques of reporting and recording information related to crimes and incidents, elements of good reports Attachment 2 MINIMUM GOVERNMENT-FURNISHED TRAINING Subject Description Orientation scheduled at theFacility function, importance, and worksite and the role of discuss standards of appearance and grooming, the security guardconduct tour of facility stressing safety, security and fire prevention systems. VA Regulation 1.218(b)State and Federal laws and rule and regulations as related to the facility. Completion Forms andDevelop an understanding of types and Reportsrequirements of reports and forms Standard Operation ProceduresReview of Standard Operating Procedures related to Position Bomb Threat Training Prevention & Management Of Disturbed Behavior Hostage Threat Training Behavioral Emergency Training
 

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